Perceptive Experience EDMS Capture and Indexing

Size: px

Start display at page:

Download "Perceptive Experience EDMS Capture and Indexing"

Kristina Mills
5 years ago
Views:

1 Table of Contents Table of Contents... 1 Overview... 1 Web Capture Scanning... 2 Web Capture File Upload from Computer (or Elsewhere)... 6 Indexing an Application and Case ID has not Been Assigned in CBMS Misc. Indexing Misc. Indexing Documents that Come From an Inbox Mis-Indexed Files Clearing Cache in Chrome Going Paperless Overview Capture and Indexing is a Perceptive Experience application used to capture documents into Perceptive Content and index them to a CBMS case. The application allows you to capture documents via a desktop scanner or upload files from your computer or . Users can perform lookups in CBMS to retrieve case information that will be applied as data that provides information about other data (metadata). EDMS users will have access to the Web Capture and Misc. Indexing queues for their county. Web Capture is where documents captured via the Capture and Indexing app will go to be indexed and submitted. Misc. Indexing is where documents captured via or submitted from Web Capture but not fully indexed, will wait to be indexed. At a high level, clients can apply for public assistance benefits by submitting documents in person at the county office, by United States mail, or by sending them to the county s fax line or to the county s inbox (if applicable). Clients will continue to have the option to upload documents through PEAK. Captured documents will be indexed to their respective case in CBMS and added to Workflow. accounts are setup by the state for each participating county requesting one. The state will setup two accounts for each county. One to receive s that will be automatically forwarded to a second account that Agent will monitor. Agent will monitor those inboxes and capture all s and attachments received by the account. Documents captured via agent will be converted to an image file (TIF) by the Perceptive File Conversion Component (FCC) and then routed to the Misc. Indexing sub queue in Content Explorer for the county. This document will explain how to Capture a document and index options for your county. 1

Web Capture Scanning Perceptive Experience You do not have to be in CBMS to launch Capture and Indexing. Open a Chrome browser and copy and paste this URL into your browser.

2 Web Capture Scanning Perceptive Experience You do not have to be in CBMS to launch Capture and Indexing. Open a Chrome browser and copy and paste this URL into your browser. 1) Once you copy the URL into a Chrome browser, bookmark as a favorite with whatever name you want, i.e. Scan and Index, Scanner, etc. From the URL launch, log in with your CBMS User ID and Password. The Perceptive Experience Capture and Indexing application allows documents to be scanned from a connected scanner or uploaded from a file system accessible from your workstation computer. To scan a document, place paper in scanner, face down, top of page down (make sure the scanner is on). The maximum amount of regular sheets that can be scanned at once is 80. Refer to the HP Scan Jet Quick Reference Guide located on Train Colorado with the EDMS documents for more information. 1) Click "Capture" on the top right side of your window 2

3 2) From the Capture and Indexing window, in the Capture Profile field, select Black and White or Color Capture (Color can cause EDMS to slow, so the recommendation is black and white). 3) Select your County in the Origin field, (if it isn t defaulted) if documents belong to your county. If you are scanning a document for another agency, select that agency. 4) In the Optional field--you can use this field for anything to assist with searching for the document. There is a filter in Content Explorer to search by Optional. 5) Click the Start button 6) Select Scanner if you are scanning in a document from your scanner. Select the scanner that is installed on your computer. 7) Click the Done button 3

8) Select the Page Sides, Page Size, and Color Mode (Black and White recommended). 9) Select Scan. When the scan is complete, a HP Twain window will display.

4 8) Select the Page Sides, Page Size, and Color Mode (Black and White recommended). 9) Select Scan. When the scan is complete, a HP Twain window will display. This allows you to rotate the page if needed or adjust the Exposure. Click the Done button. A little pop up window will display letting you know the documents are being captured. 4

5 Once captured the Capture and Indexing Status window will display. 1. Select the Open Batch button to Index the document(s) and then go to step 11 in the Web Capture File Upload section below OR 2. Close the window and go to step 10 in the Web Capture File Upload section below to index the document(s) at a later time. 5

6 Web Capture File Upload from Computer (or Elsewhere) 1) Click "Capture" on the top right side of your window 1) From the Capture and Indexing window, in the Capture Profile field, select Black and White Capture or Color Capture (Color can cause EDMS to slow, so the recommendation is black and white) 2) Select your County in the Origin field, (if it isn t defaulted) if documents belong to your county. If you are scanning a document for another agency, select that agency. 3) In the Optional field--this field is optional and can be used for to assist with searching for the document in Content Explorer. 4) Click the "Start" button 6

7 5) In the Source window, select File, since you are uploading a file instead of scanning it to EDMS. 6) The Select Files window will display. Click the Browse button to find the document(s) that you want to upload. 7) The Capture and Indexing Status window will display, showing the documents that you uploaded. 8) Depending on your business process, you can select the Close or Open Batch button next. If you select Open Batch, you will be able to index the document. If you select Close, the window 7

will close and the file will remain in Capture and Indexing. 9) If you select the Close button, the document will display in Capture and Indexing under Web Capture/(County).

8 will close and the file will remain in Capture and Indexing. 9) If you select the Close button, the document will display in Capture and Indexing under Web Capture/(County). It will remain there until it is worked in CBMS, indexed and submitted to Content Explorer, or indexed and a task created to work the document in CBMS. Refer to your agencies business process. 8

9 9

10 If you selected the Open Batch button, in Capture and Indexing within the Web Capture (County) you can index the document(s) by entering cap in the Document Type field to get the drop down menu. Select the type of document. o Repeat this step with each scanned page. In the above example, an application, identification and paystub were scanned. For pages 1-10 Cap-Application was selected for the Document type. For page 11, Cap-Identification/Citizenship was selected, and for page 12, Cap-Verification was selected. Enter the Case ID and press the Enter key on your keyboard. (If there is only one household member on the case, the name, SSN, Client ID, etc will auto-populate. If the Case ID is not known, the user will have the option to perform a case search by SSN, State ID, Last Name, First Name, Middle Name, and/or Date of Birth by selecting the magnifying glass button next to the Case ID field to display the Case Search window. Select the Search by Client Info tab. If a search on a name field is performed, Date of Birth will be required. The web service lookup will return the individuals that match the search criteria and their case information. The user can select the case and individual to whom the document belongs and that information will be populated in the applicable fields in the properties card. 10

10) Select the Sub-Type for the document from the drop down. In the above example Income was selected for the Cap-verification because it is a pay stub.

11 10) Select the Sub-Type for the document from the drop down. In the above example Income was selected for the Cap-verification because it is a pay stub. If you are not sure what to select, click on the Click here for help link. A list of Document Types and Sub Types will display. a. If there are multiple programs on an Application, select the program by the program highest HLPG (High Level Program Group) hierarchy. 11) The Create Tasks field is defaulted to Yes, but you can change it to No depending on your business process. If Yes is selected, and you click on the Submit button, EDMS calls CBMS in the background and asks who all of the users are in your county that tasks can be assigned to and it is based on their security setup in CBMS. CBMS sends a list to EDMS of workers by User ID and programs, etc. and the task is assigned based on the user with the least tasks for the criteria. When a user signs into Content Explorer, they will see their assigned tasks. This depends on the business process you have set up with the EDMS project team. If a tasks needs to be reassigned, a Supervisor or Power User in EDMS can reassign if needed. If No is selected, document in CBMS Case Comments that you worked the document and what date you received it and indexed it because you will not be able to mark it complete in Content Explorer. 12) After a batch is indexed and submitted the script will check if the document already has a Date Received stamp and if not will apply the stamp to the first page of the document using the date from the Date Received custom property. Annotation will be applied to document. Check the Date Received field. The date that you scanned in the document will default. The Power and Supervisor users will have the option to adjust the Date Received if applicable by clicking on the annotation and changing the date. Follow your business process. 11

12 13) Check to make sure that all the information on this window is correct before you click the Submit button on top right side of window. Once the user has indexed all documents in the batch with the required fields the batch can be submitted. Users are not required to index documents with a Case ID at this time. For example if you receive a new application and it has not been entered in CBMS, they would not have a Case number. You can enter the Document Type and Sub Type and submit, and because the case number is not entered the document will be routed back to the Misc. Indexing queue for the county. 14) The document will be cleared from the Capture and Indexing App. 15) It is suggested as best practice to add a Case Comment in CBMS stating what was indexed and the date received and date indexed. This will assist with finding the document later by date. Indexing an Application and Case ID has not Been Assigned in CBMS If you receive an application and research CBMS and none of the members have a Case ID, you will have to enter the application into CBMS first and then Index the files when you have a Case ID. Misc. Indexing Users will select a batch to index from the Misc. Indexing sub queue for their county. Misc. Indexing is where documents captured via , will wait to be indexed. After scanning or uploading files to a batch and the Open Batch button is clicked, the batch is opened in the indexing window. Refer to the EDMS Content Explorer Users Guide. Misc. Indexing Documents that Come From an Inbox 12

13 1) Select the Misc. Indexing (County) folder. 2) Double-click the batch you want to index to open for indexing 3) Type Misc in the Document Type field to display the list of available document types and choose a document type. Click the Click here for help link to see a list of Document and Sub Types. 4) If you know the Case ID enter it in the Case ID field and press the enter key on your keyboard. i) If multiple records are returned, select the appropriate record from the Case search window and the values will be populated in the Properties section ii) If one record is returned, you will not see the Case Search window and the values will be populated in the Properties section If you do not know the Case ID, click the (Magnifying Glass) Search button to launch the Case search window to search by Client Info. 13

14 5) Click the Search by Client Info tab i) Enter the criteria you would like to search by in the text fields. Note: if you are searching by a name field the date of birth is required ii) Click the Search button iii) Select the appropriate record from the search results and the values will be populated in the Properties form 6) In the Sub Type field select a Sub Type 7) In the Create Tasks field, select Yes if tasks should be created or No if tasks should not be created 8) In the Orphaned field you may select Yes if you aren t sure where to index the document and it will be routed to a supervisor for review. Otherwise leave this field as No. 9) Click the Submit button to submit the batch to Content Explorer. Mis-indexed Files If a file is mis-indexed, you are not able to delete it. Re-capture the file and index it to the correct place. Submit a Help Desk (HD) Ticket indicating where the mis-indexed file is located so that it can be removed by the HD. 14

Clearing Cache in Chrome It is recommended that cache be cleared every day in Chrome to avoid scanner jams, slowness, and only 1 page showing of multiple page scans.

15 Clearing Cache in Chrome It is recommended that cache be cleared every day in Chrome to avoid scanner jams, slowness, and only 1 page showing of multiple page scans. 1) Click on the Customize and Control Google Chrome icon. 2) Select History. The history will display on the left. 3) Select History at the top. 4) Select Clear Browsing to clear the cache. 5) Check all boxes and click the Clear data button. Close the tab after the cache is cleared. 15

16 Going Paperless The timeframe for going paperless is up to your business process at your agency. Program areas recommend the following process: SNAP: Any documentation used to determine SNAP eligibility in the last 3 years must be retained by the local office for case audit and review purposes. For more specifics refer to SNAP Policy information regarding retention of SNAP fiscal and SNAP IPV records. HCPF: Contact the program area Adult Financial Programs: Must be kept in either paper or electronic file: All applications, redeterminations, and applicable documents related to eligibility for all open cases. There is no 1 year duration period. If the county is using something to verify or substantiate something, that must be retained in the file. Examples are as follows: a) Birth certificate b) State ID c) hospital record of birth d) Naturalization papers e) U.S. passport f) Indian enrollment papers g) Form I-94, I-151, I-551 or other valid United States Citizenship and Immigration Service (USCIS) records h) SA 40-Quarter Social Security Number Inquiry i) Secondary SAVE j) Affidavit of Support I-864 k) All Sponsor income, resources, and household comp l) Med-9 (required for AND) m) ARG Approval n) IM-14 o) Verification from school if & HOH or16-18 employed & living with parents p) Confirmed participation in or completion of a drug treatment program q) Prison/Jail Records r) Parole/Probation Records s) Hard Copy Documentation from law enforcement t) copy of dissolution of marriage or legal separation u) Signed lawful presence affidavit v) Earning statements or check stubs w) Self-Employment: recent IRS tax return or business records x) Cash contributions: Statement from person or agency providing the money or making payment y) Employer Statement z) Statement from person providing In-Kind income aa) Child support: Out of state verification, Current court records, Statement from parent providing support, Support agreement, Divorce or separation decree bb) Employment letter cc) Layoff papers dd) Proof of application for UIB / VA benefits / Railroad retirement / Social Security ee) Doctor s statement, med record with due date, medical assessment report ff) Resource information such as Current bank or credit union statement(s) (including Online printouts), Insurance policy, NOT ALL INCLUSIVE 16

17 gg) Statement from mortgage company or bank hh) Current lease, rental receipt ii) Statement by landlord jj) Utilities kk) Court documents ll) Letter signed by parent(s) mm) Caretakers Proof of custody nn) Manual Notices oo) Interfaces/Website screen prints for web-based information that does not interact directly with CBMS but is used to verify/determine eligibility Any case that received benefits in the last three years plus current year that is now closed. Information from EDMS or the paper case file shall not be purged unless the case meets that criterion. Any case information for cases with established claims, audits, negotiations, litigation or other action started before the expiration of the three-year period. Colorado Works Case Management: 1) Any Assessment Tools that were used or other forms used to assess for required areas. 2) All signed/dated Individual Plans (IPs) from application date to current (or life of case) for all work eligible individuals on a case, including initial & modified. This includes Roadmaps, Individual Responsibility Contracts (IRCs), or other goal-related customer plans as prescribed and utilized by counties (e.g. Goal4It Tools) 3) The signed/dated Conditions document for each work eligible individual on a case, if language does not already exist in the individual plans. 4) Supportive Service Forms, only where formal request procedures have been established in counties. 5) Acceptable Verification Sources per WVP - Tracking mechanisms used by counties to verify & monitor participation hours, including but not limited to: o Work Activity Tracking Sheets (WATS) o Pay Stubs o Employer Documentation o Time Sheets o Job Contact Sheets o Other Documentation from treatment centers, hospitals and other community based agencies, when applicable. o Client Statements or Self-Declaration Statements, when applicable and in writing. (verbal or inperson declarations are documented in case comments) o Worksite Agreements or Sponsor Agreements, outlining specific work schedule for individuals in subsidized employment or participating in on-the-job-training. o Documentation for Child-Related Activities that support a two generational model (e.g. doctor, school). This is not a requirement unless case notes do not sufficiently support the additional hours used for Job Search participation purposes. o o School-Issued Documentation Computer System Log-In/Out Times, when applicable for regular attendance in on-line educationalrelated activities. This also can include, but not limited to: Syllabusses, when applicable to determined not only regular attendance, but homework hours as 1:1 ratio. o Reports Cards and/or Progress Reports, when applicable to track satisfactory progress. o Medical Documentation, only for individuals who are caring for a disabled child or family member. 6) Workforce-Related Templates used by counties, if any, to document ROC notes, interview questions, and/or case comments. (again...nice to have vs. need to have) 7) Non-Compliance Records, only where formal procedures have been established in counties. 8) ALJ Hearing Documentation, when applicable. 17

18 9) Hardship Extension Documentation, when applicable. 10) Post TANF Programming Documentation, when applicable. EMPLOYMENT FIRST: Form Name Form Number 1) Program enrollment form (EF-102) 2) Colorado EF Assessment (EF-910) 3) Initial Site Contract (EF-213) 4) Follow up Appointment letter (EF-111) 5) Documentation that shows progression of employability (varies by county) 6) Workfare Contract (EF-211) 7) Activity Contract (EF-205) 8) Workfare Time sheet (EF-233) 9) Activity time sheet (varies by county ) 10) Manual Notice of Adverse Action (FS-4J) 11) Notice of Change (EF-123) 12) Any exemption documentation 13) Any good cause documentation 14) Supportive Services Affidavit 18

Apply for Benefits & Manage My Account

Apply for Benefits & Manage My Account Electronic Document Upload Electronic document uploading provides additional capabilities for managing benefits online. Applicants and clients who have a PEAK account