Quick Guide for ImageNow (IN) Client for Human Resources

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1 Quick Guide for ImageNow (IN) Client for Human Resources Welcome to UVa s HR Online Document Management Service known as ImageNow (IN-HR). ImageNow procedures include capturing and digitally linking documents to an individual s record in Oracle or PeopleSoft, and viewing and maintaining these documents in the appropriate online drawer appropriate for each school, department, org or unit. Contents 1. Logging into ImageNow-HR... 2 To log into IN client version: Capturing documents into ImageNow... 3 Scanner with hard copies... 3 IN Printer for s and other electronic documents Linking a Document from the Batch Grid... 5 To Link a document:... 5 Summary of Linking Documents... 9 How to search for a document... 9 Steps to Viewing a Document Create and Save Filters (conditions) Navigation tips: System Error Queue Correcting Improper Linking

2 1. Logging into ImageNow-HR The Client Version of ImageNow is installed on the computer of each staff member who scans and links documents in IN. Please work with your LSP or other technical staff person to complete: 1. Desktop Requirements (minimum) Windows XP and Internet Explorer 7 2. Obtain VPN/ITS token 3. Request appropriate IN role To log into IN client version: 1. Before you can access IN you must activate your VPN with your UVa Identity token. Insert the token into your computer s usb port, double-click the VPN client icon, choose JOINTVPN and connect. Enter your token password and click o.k. 2. Open IN from your START menu or from the shortcut/icon on your desktop/taskbar. 3. Enter your ImageNow user ID (your computing ID) in the User Name field. Enter your eservices password in the Password field. 4. Click Connect to initiate the connection. 2

3 5. The ImageNow toolbar displays. Your security access determines which menu items display. 2. Capturing documents into ImageNow If scanning and linking documents you may first open Oracle or PeopleSoft before you link OR make sure to open these applications (see steps below) before attempting to link. You do not have to open these applications if you are just importing documents into IN. Documents are imported into IN via scanning or using the IN Printer. To scan documents your computer must be linked to a scanner. The IN Printer is available to all users who have IN Client installed on their computers. All documents are captured as.tiff files. Scanner with hard copies 1. Place paper on scanner-you may place up to 200 pages (depending on scanner) to scan at once 2. Click Capture on the IN toolbar and select your departments capture profile, i.e. ImageNow Scanner HR. 3. Write the Batch Sequence # (from scanner display window) on top right of stack of papers after paper feeds through the scanner. This Batch # is what you will reference when looking for a particular scanned Batch within the IN Batch grid. (The batch will display as Completed in the State column. Once the batch has been opened once, the State will display Suspended. ) 4. When finished scanning click NO when prompted to continue. (Or continue with new batches) 5. The documents have been scanned into IN and sent to the Batch grid. This may take a few minutes to process, continue to hit the Refresh button until you see your batch. 3

4 IN Printer for s and other electronic documents 1. Make sure IN Explorer is open 2. Open the document from your computer in the original format 3. Select Print and Print to IN printer; click O.K. 4. The first time you use IN Printer a dialogue box will display indicating the Capture Profile. The Mode will be set by your department or unit. (You may check the box Always Use This Profile to prevent this box from opening every time you print). 5. Click O.K. The document will appear in the Batch grid in IN Explorer as Scanned. 4

5 NOTE: Please follow your school/units procedure for disposal of hard copy confidential documents. 3. Linking a Document from the Batch Grid Once documents have been captured by IN they must be linked to the appropriate records in Oracle or PeopleSoft. When you link a document, key values are copied from the Oracle/PS display screen and IN uses these values to link the document to the IN server. To understand the process it is helpful to define commonly used IN terms. Application Plan: This is the learn mode that IN uses to pull/link the data that is available to each user. Each school or department/unit will have a Central Linking and a Faculty Linking plan. The School of Medicine will also include Clinical Linking and Non Clinical Linking plans. You will only see the plan(s) in IN that you have security access to. HR Drawers: Drawers are created as document repositories within IN for specific areas of HR. Similar to a drawer in a file cabinet, those documents pertaining, for example, to HR Benefits will be stored in the HR Benefits Drawer. You will only see the Drawers in IN that you have security access to. Each Drawer will have specific document types associated with it. Drawers determine the level of security for each document. Document Type: Each document entered into IN needs to be identified as a specific document type, i.e. Employment Authorization Forms, Workers Comp Claim, etc. You will only see the Document Types in IN that you have security access to. Document Types determines which Drawer a document is placed. To link documents you must know which Application Plan and which Document Type you will select in the linking process. The appropriate plan will automatically assign the drawer. To Link a document: 1. Open ImageNow 2. Select BATCHES menu item on the IN toolbar. 5

6 3. Open the Batch file you are looking for in the Batch grid. Search for the document(s) you wish to link by checking Batch #, user ID, time, date, etc. You may left click the column headings to sort any column. 4. Double-click to open the Batch of documents or document. The IN Viewer-Link screen displays 5. (Tip: From the left lower corner of this screen, place your cursor on the linking toolbar-dotted lines in the left corner- until black crossed arrows appears. This will let you drag the toolbar to the top right of the screen above the Properties pane. You will use this toolbar to link each document so moving it facilitates faster document processing). 6

7 6. Open Oracle/PS and search for the user the scanned document pertains to. 7. On the IN Viewer-Link screen, choose the correct Application Plan - the Plan that you have access to will be available in a drop-down of the Document Keys section. Once you choose the Application Plan, several Document Keys will be auto-populated from Oracle/PS in the Properties pane. 7

8 8. Choose the correct Doc Type in the Properties pane. It is important to ensure that the right Document Type is chosen for each page in a document. 9. Click the Save icon. Saving each page in the document removes it from Batches and sends it through an auto-linking process which populates the remaining Document Keys and Custom Property fields and will be visible when viewed in the Document view in IN Explorer. Continue to choose the correct Application Plan and Document Type for each page in a document and continue to click SAVE. 10. When a document pertaining to another person appears: open Oracle to find the next person choose the correct application plan and doc type for that persons document save 8

9 *Note that if the Application Plan for the new person is the same as the one used previously, you may also click the gold key to link the document. Either choose Application Plan OR click the gold key to link the record. Make sure that the correct person s information auto-populates and that you confirm the correct document type for each page. 11. Once all documents have been linked, the IN Viewer will close. IN Explorer will still be open. 12. All linked pages within a Batch now have been sent to the Documents View in IN. *The Linking Toolbar icons: (from left to right) Gold Key-may be used for linking Save-save each document Hand-holds the page without linking if you wish to view a previous or the next page in the document Suspend Batch-enables you to return to the batch in the Batch grid in IN Explorer without linking remaining pages Delete- enables you to delete the current or highlighted pages. Once deleted, pages may be retrieved from the My Recycled Documents queue under Documents View in the IN Explorer grid. Documents are retrievable up to one month from deletion. Summary of Linking How to Link from the IN Viewer-Link screen: 1. Make sure the Oracle or PeopleSoft screen is open to the correct person's information 2. Make sure the document page displaying in the IN Viewer screen is the same person's name displaying in Oracle/PeopleSoft 3. In the IN Viewer, choose the correct Application Plan 4. Choose the correct Document Type 5. Save 6. Continue to save each page that pertains to the same person, Application Plan, and Document Type 7. Continue to save each page that pertains to the same person, a different/changed Application Plan, and a different /changed Document Type. 8. When a page displays belonging to a different person, open the corresponding Oracle/PS screen and begin the process again. 4. Documents Documents in the Views pane in IN Explorer are predefined to return data from one or more Drawers. How to search for a document Depending on how you wish to process a document, you may wish to use the same search methods consistently. Check with your department or unit to determine how you will use and search for documents. As always in IN, you may only search for those documents that you have security access to. To search for document(s) with a single condition: 1. Open ImageNow. 2. Click on the Documents menu item on the IN Toolbar. 9

10 3. Highlight the Document View you wish open. (You may have access to more than one Document Viewonly those you have access to will display). 4. Select the Quick Search tab. The property list will have Name selected as the default but you may also search on drawer, computing i.d., date scanned, etc. 5. Click the Go button to pull the specified documents. To search for a document(s) with multiple conditions: 1. Highlight the Document View you wish to open 2. Select the Search tab. 3. Click on the Green + symbol to specify your search conditions. 4. Choose an item from the Add Condition dialogue box. You may choose items from Constrain By: Type, Operator, Field, Value. 5. Click O.K. Your chosen Conditions appear in the Search box. 6. You may add additional conditions by clicking the green + to create as many conditions as you wish. 7. Click the Go button to view the filtered documents (once your conditions have been selected). 10

11 8. Click AND to toggle to an OR condition for further options. Each additional Search condition row begins with AND by default. 9. To delete a condition, place your cursor next to a condition, which creates an arrow and highlights the condition. Click the X to delete the condition. Steps to Viewing a Document 1. Open ImageNow. 2. Click on the Documents menu item drop-down arrow on the IN Toolbar and select the View you wish to see. (You may have access to more than one Document View-only those you have access to will display). 11

12 3. In the Views pane, highlight the Document(s) you wish to open. 4. Enter search criteria, such as name (the default) or computing i.d. and click Go. 5. Highlight and left double-click on the document you wish to view. 6. The IN Viewer opens displaying the first page in the document. The number of pages in a document displays in the lower right corner of the screen. 7. Use the arrows at the bottom of the page to navigate to the next or previous page OR to the next or previous document. 12

13 The single arrow icon to the right will display the next page. The single arrow icon to the left will display the previous page. The right arrow with solid bar navigates to the last page in the document The right double arrows navigates to the next document in the IN Explorer The left arrow with solid bar navigates to the first page in the document The left double arrow navigates to the previous document in IN Explorer You may also double-click on any thumbnail page to open that page in the ImageNow Viewer. 8. If Thumbnails do not display the first time you open the IN Viewer, go to View>Thumbnails on the IN Viewer menu options. 9. The magnifying glass icon drop-down arrow provides options for viewing thumbnails in different sizes. 10. On the ImageNow Viewer screen, click View in the menu to open or close the Properties (showing Document Keys and Custom Properties). 13

14 11. The Zoom In or Zoom Out options on the View menu (or the magnifying glass icons) may enhance your viewing. 12. If a page was imported into IN incorrectly, rotate the page by selecting View>Rotate and select the appropriate rotation. Make sure to repeat these steps to Save the Image Rotation to Server. 14

15 13. The rotation icons on the Viewer toolbar may also be used to reorient the page. But you must save the rotation or the image will appear incorrectly the next time it is viewed. Create and Save Filters (conditions) If your search returns documents you will refer to frequently, save the search by creating and saving a filter. When naming a filter for saving, it is crucial that you follow the format decided upon by your department/unit. A saved filter is visible only to the creator of that filter. The filter may be made public to others in your area by submitting a request to your IN Manager. 1. Click the Save Filter icon once your conditions have been chosen. 2. Enter desired Name and Description of this filter. (A Save Filter dialogue box appears) 3. Click O.K. 15

16 4. Once saved, the filter icon and name appear in the Views pane under the appropriate Document View. 5. To Modify or Delete a filter, use the Edit Private Filters icon. Make sure the Document View under which the filter was created is highlighted. Click the icon and either Modify or Delete, and then Close. If you have created more than one filter, all of them will display in the Edit box for you to modify or delete. 16

17 Navigation tips: 1. To view Document grid data by ascending or descending order, left-click on the column heading. 2. To open a document either left double-click on the highlighted row in the grid, or right-click and select Open. 3. Move column headings to the left or right by left clicking on the heading title and dragging the column to a new location and releasing the mouse button. 17

18 4. By right-clicking on a column heading you may also reorder columns and select which column heading you wish to appear. Click to create a check-mark of the Heading name of all columns you wish to display in the grid. 6. System Error Queue If there are errors in the auto-linking process, a document may be sent to a department or school System Error Queue. IF you are unable to find a document in IN, there is an easy way to see if it is in the System Error Queue. The document will display in the IN Explorer grid with a tray icon in the column next to Drawer. Look for the document in your View documents, i.e. HR All Documents. 1. Highlight the correct Document Views. 2. Search for the document(s) with Search or Quick Search and click GO. 3. Left-click on the column header with the tray icon to see all documents in the grid that may have the icon beside them. 18

19 4. Open the document to see the system error stamp. 5. Inform UHR technology team of the type of error and identify the document. They will relink the document to the Oracle/PeopleSoft record. 7. Correcting Improper Linking There are two mistakes common to users who are linking documents in ImageNow with records from Oracle/PeopleSoft. Linking a single document to the wrong person Linking documents(s) and/or a person s name to the wrong document type In both instances it is not necessary to rescan the documents. The document(s) may be relinked from within a Workflow queue within the ImageNow Viewer screen. The process for linking a documet to the wrong person: NOTE: This is NOT the same as a document that is sent to the System Error queue. An ImageNow processing error routes documents to that queue. The Process for relinking a single document that has been linked to the wrong person 1. Search for the document to be relinked by name, date scanned, date created (when it was linked), or other criteria 2. Open the document in IN Viewer and display the Property Pane 3. Make sure that Oracle/PS is open to the correct person screen 4. Select "Add to Workflow" from the Workflow drop-down menu 5. Select the correct Linking Workflow queue from the "Add to Workflow" dialogue box 6. Select "Open in Workflow" from the Workflow drop-down menu 19

20 7. Select the correct Application Plan in the Property Pane(if linked to the wrong person) 8. Select the correct linking Drawer in the Property Pane 9. Confirm that the correct Document Type is selected 10. Save 11. Select "Route Forward" from the Workflow drop-down menu The process for relinking documents(s) and/or a person s name to the correct document type. 1. Search for the document to be relinked by name, date scanned, date created (when it was linked), or other criteria 2. Open the document in IN Viewer 3. Make sure that Oracle/PS is open to the correct person screen 4. Right-click on the thumbnail(s) documents that have either been linked to the wrong person and/or are the wrong doc type 5. Select "New Document" 6. The "New Document" dialogue box opens 7. For the wrong person with the wrong document type: o change the Application Plan o change the Document Type o check the pages to be removed in the Page Range field o select Remove from selected pages o select "Send to Workflow Queue" with correct workflow selected o click O.K. 8. For the wrong documents type: o change the drawer o change doc type o right-click and remove highlighted pages from thumbnails, "Send to Workflow Queue" with correct workflow selected o check the pages to be removed in the Page Range field o select Remove from selected pages o select "Send to Workflow Queue" with correct workflow selected o click O.K. 20

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