ImageNow Manual. 1 of 32

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2 TABLE OF CONTENTS Icon References... 1 Scanning new documents... 2 Quality Assurance (QA) scanned documents... 4 Linking documents... 6 Linking documents using the UIN search application... 7 Linking documents using the HRIS application Linking documents using the SIMS application: To View Documents in ImageNow: View Documents Using the View Icon and UIN Search application of 32

3 ImageNow ImageNow is a document imaging system that captures data from another application and associates it with your documents. This data can later be used to electronically view the documents in ImageNow instead of reaching out to the filing cabinet and looking through the folders and files. Icon References Below is a list of the ImageNow icons and a brief description of each one. Figure 1 Applet. Click on the drop-down arrow and choose the Applet that you are going to use for linking documents. This applet correlates to the application you will use to gather document key information (UIN_Search, SIMS, HRIS, etc) (see Figure 1 above). View. To view documents, choose the View icon in ImageNow. As you are viewing an individual s record in a given application (UIN_Search, SIMS, HRIS, etc), click this button to view documents for that individual (see Figure 1 above). Scan. To scan documents, choose the Scan icon using a selected profile (see Figure 1 above). Batch. To batch documents for quality assurance or linking, choose the Batch icon (see Figure 1 above). Search. To search for keyed documents in ImageNow, choose the Search icon (see Figure 1 above). 1 of 32

4 Scanning new documents Helpful Tips When scanning documents, be sure to remove any staples or clips from your documents to prevent damage to the scanner. Try to group documents of the same size together for easier scanning. 1. Place the documents in the scanner. 2. If you are off-campus, connect to the TAMUQ network via VPN. 3. Open the ImageNow software and login using your TAMUQ network credentials. Figure 2 4. Click the scan icon that looks like a scanner (see Figure 3 below). Figure 3 2 of 32

5 5. You will be asked which profile you want to use. This is determined by the type of document you are scanning. (For instance, select Letter Single for single-sided, letter size paper. Select Passport for passport copies. Select A4 Double for double-sided, A4 size paper). After all selections have been made, press scan (see Figure 4 below). Figure 4 3 of 32

6 Quality Assurance (QA) scanned documents Helpful Tips In Quality Assurance (QA) Mode, use the Rotate Left and Rotate Right buttons to put the document in the right direction. After the documents have been scanned open the batch for QA. Click the batch icon (see Figure 5 below). Figure 5 1. Select the latest batch with your username as the scanner (see Figure 6 below). Figure 6 4 of 32

7 3. You should go through all scanned documents to make sure their quality is acceptable and do not require rescanning. If the document is acceptable, click the QA button (Page OK button in the lower left corner) for each page (see Figure 7 below). Figure 7 5 of 32

8 Linking documents Helpful Tips In Link Mode, use the Hold button to put off linking the document until a later time. You can continue linking the rest of the documents in that batch. Make sure that the correct applet is selected based on the application you will use to locate records (see Figure 8 below). Figure 8 To continue the process, please see the instructions related to the specific applet you are using in the following pages. 6 of 32

9 Linking documents using the UIN search application 1. Navigate to 2. Enter the search criteria for the individual and click on the Search button. At the bottom of the screen is a list of names. Press the select option next to the appropriate person. Make sure their information is listed in the Selected employee section of the page (see Figure 9 below). Figure 9 7 of 32

10 3. Go back into ImageNow and click the link button located in the bottom left corner (see Figure 10 below). This will pull in the person's UIN and name correctly formatted into ImageNow as document keys. Figure Next select the Document Type from the drop-down options. Press the Commit icon to save the information to the document (see Figure 11 below). Figure If the next page is associated with the first page (such that the document is a multi-paged document of the same document type), press the Group and Link button so that the page is grouped with the previously linked page into the same document (see Figure 12 below). Figure 12 If the next page is of a different document type, but is still associated with the same individual, please return to Step 3 above. If the next page is associated with a different individual, please return to Step 2 above. 8 of 32

11 After the batch linking process is complete, a confirmation message will state that the batch has been linked. Click OK (see Figure 13 below). Figure 13 9 of 32

12 Linking documents using the HRIS application 1. Navigate to the TAMUQ HRIS application at (see Figure 14 below). Figure of 32

13 2. In the top right corner of the TAMUQ Human Resources page is an option entitled Role: Click on the drop-down button and select the Qatar Human Resources or Qatar Support Office option from the list of available roles (see Figure 15 below). Figure of 32

14 3. When the next screen appears, select the Search link (see Figure 16 below). Figure The following screen will appear. In the Search Criteria section of the screen, select the type of individual you are searching for from the dropdown list. Enter part or all of the user s name and click on the Search button (see Figure 17 below). Figure of 32

15 5. In the next screen, select the desired individual from the search results by clicking the Select link by their name (see Figure 18 below). Figure18 6. In the next screen, select the link labeled Personal Data located under the Role: drop-down list (see Figure 19 below). Figure of 32

16 7. From here you can use ImageNow to link documents. ImageNow will take the Name and UIN of the user whose name is listed in bold on the top left side of the screen (see Figure 20 below). Figure of 32

17 8. Go back into ImageNow and click the link button located in the bottom left corner. This will pull in the person's UIN and name correctly formatted into ImageNow as document keys (see Figure 21 below). Figure Then select the Document Types from the drop-down options. Press the Commit icon to save the information to the document (see Figure 22 below). Figure If the next page is associated with the first page (such that the document is a multi-paged document of the same document type), select the Group and Link button so that the page is grouped with the previously linked page into the same document (see Figure 23 below). Figure 23 If the next page is of a different document type but still associated with the same individual, please return to Step 3 above. If the next page is associated with a different individual, please return to Step 2 above. 15 of 32

18 11. After the batch linking process is complete, a confirmation message will state that the batch has been linked. Click OK (see Figure 24 below). Figure of 32

19 Linking documents using the SIMS application: 1. At the first prompt screen, type in SIMS (see Figure 25 below). Figure of 32

20 2. Login with your SIMS username and password (see Figure 26 below). Figure of 32

21 3. On the next screen, type in SIMS again (see Figure 27 below). Figure of 32

22 4. Type 1 for Student Information System (see Figure 28 below). Figure of 32

23 5. Press Enter on the next screen (see Figure 29 below). Figure of 32

24 6. If the document you are linking to is a student type document, go to one of the student screens [ ]. If the document is an applicant type document, go to one of the applicant screens [ ] (see Figure 30 below). 7. If you know the UIN you are linking to, type it in the SID field (see Figure 30 below). Figure of 32

25 8. You can also search for a particular student or applicant by typing in all or part of their name in the SID field. Choose the desired applicant/student from the list of results by typing the line number in the line number field and press Enter (see Figure 31 below). Figure of 32

26 9. Now that you have the record open for the person you desire to link their documents, go back into ImageNow and click the link button located in the bottom left corner. This will pull in the person's UIN and name correctly formatted into ImageNow as document keys (see Figures 32 & 33 below). Figure 32 Figure of 32

27 10. Next select the document type from the drop-down options (see Figure 34 below). Press the Commit icon to save the information to the document (see Figure 34 below). Figure 34 If this is an applicant document, type in the term the applicant was admitted in the follwoing format: 2006R Fall P Spring Q Summer 2006 If the next page is associated with the first page (such that the document is a multi-paged document of the same document type), press the Group and Link button so that the page is grouped with the previously linked page into the same document (see Figure 35 below). Figure 35 If the next page is of a different document type but still associated with the same individual, please return to Step 3 above. If the next page is associated with a different individual, please return to Step 2 above. 25 of 32

28 After the batch linking process is complete, a confirmation message will state that the batch has been linked. Click OK (see Figure 36 below). Figure of 32

29 To View Documents in ImageNow: Helpful Tips When searching, use the contains operator since it brings up the most common results. When in View Mode, press the F9 button on the keyboard to see how many pages there are in that document. View Documents Using the Search tool 1. On the main ImageNow screen click on the Search icon (see Figure 37 below). Figure In the search window choose the search key (UIN, Name, Date/Time, Drawer).Then choose the operator [ >=,<=, =, contains] and type in your search criteria. Example: Name Contains test. Click Search. This will open the document in View mode (see Figure 38 below). Figure of 32

30 View Documents Using the View Icon and UIN Search application 1. Open the record for which you want to view the documents (see Figure 39 below). Figure Make sure the correct applet is selected in ImageNow then click on the View icon (see Figure 40 below). 28 of 32

31 Figure You will get a list of documents. Double click on the one that you want to view (see Figure 41 below). Figure The selected document will open in View Mode (see Figure 42 below). You can use the navigation toolbar to go through documents linked to that record (see Figure 43 below). 29 of 32

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