imagenow at lasalle university julie riganati riganati@lasalle.edu 215.951.5129

ImageNow at LaSalle University

Julie Riganati

riganati@lasalle.edu

215.951.5129

Background . . .

• The Business Office needed a solution to eliminate storage of paper files

• Perceptive Software’s ImageNow product was identified as a solution

• ImageNow implementation took place in early 2003

Configuration

La Salle (LSU) has two servers – 1 for HR, 1 for all other departments – running MS Windows Server

Necessary for our initial version of

ImageNow when all scanned documents went into one “inbox” - HR needed their documents segregated for confidentiality. Newer versions have overcome this issue

Configuration (cont)

• LSU did not implement back-end

reporting / database tools, we do not have a reporting tool for our imaged data.

• Currently we are on version 5.4.1 and will be upgrading to 6.2 during the spring of 2009

Configuration (cont)

• LSU purchased 25 concurrent licenses “seats” for the entire University (viewing and linking documents)

• LSU has 9 CaptureNow scanning licenses (one for each scanning station)

• Client install for desktops is required

• Security is Windows network password authentication

Support

• Perceptive Software (PS) provides 1-800 number for client support - LSU utilizes and is satisfied with PS support - response is within 24 hours

• PS customer service can log on to desktop and assist with any technical issues

• Very little regular maintenance required other than backups

Support (cont)

• Regular technical support only for upgrades, installation of client application on desktop for new users

• Assist functional users with creation of new applets for new types of documents

• Functional users can manage user permissions, new users and security roles for users

Implementation

LSU departments using ImageNow

• Accounts Payable / Purchasing

• Finance

• Financial Aid

• Advancement

• Human Resources

Implementation (cont)

Departments using ImageNow on a limited basis

• Registrar - old student records

• Bursar

• Admissions – project basis

Implementation (cont)

• Use ImageNow to “screen scrape” data from Banner forms to create “keys” for scanned documents

Or

• Use ImageNow and create manual “keys” for scanned documents

ImageNow linked to Banner

• Determine “keys” or fields used to save data (5 possible fields can be attributed to a document)

• Keys can be set based on profile when scan, based on applet designed by client or based on user entered data

• Applet is like a profile for specific Banner forms, for filing certain types of documents

Example

• ImageNow application very user friendly, simple to use

This pull down list displays applets – this one is used when scanning AP Purchasing documents

Find document based on keys

Scan

Inbox – Batch Grid

Search manually

Scan documents

• Build profiles based on type of document / paper 1 sided, 2 sided, etc.

• Pages scanned as 2-sided go through once

• Scanner station requires PC with specific hardware and license

• Optional Quality Assurance (QA) step to check that documents scanned in properly

Link Documents

• Open Banner to the form established as linking form (can establish many forms that will launch documents for viewing)

• Choose the applicable Applet • Open ImageNow – minimized so both

Banner & ImageNow visible• Click link button and ImageNow grabs

keys from the form – or as designated in Applet

The “keys” which indicate how the document will be filed are captured when click link button

This key is link button – scrapes Banner form for fields as designated in Applet

View Documents

• Open ImageNow

• Open any Banner form designated in Applet as viewing form

• Pull up Banner data by viewing specific document (invoice, journal voucher etc.)

• Click on ImageNow binoculars and if a document is linked, it will open in ImageNow

Document keys displayed, use icons to view each page, print or email document

Options within document

• View document, zoom, rotate, etc.

• Print document

• Email document as:– Attachment (for those who do not have

access to ImageNow data)– Link (for those who have access to ImageNow

and have permissions to drawer where document filed)

Options (cont)

• Add annotations such as highlighting, text, stamps to be saved with electronic document

• Move document filed with the wrong “keys”

• Delete documents (subject to permissions)

• Add pages to existing documents at any time

Search Options

• Search by any of document “keys”

• Search by scan date

• Search by modified date

• ImageNow maintains many fields, scan by, scan date, last viewed by and last viewed date – in Search Grid

In addition to the binoculars – which find a document based on information on a Banner form, you can also search manually - via Search Grid

Building Applets

• File documents using keys based on:– User entry– Predefined Lists– Date/Time– User ID – Batch ID– Literal Value

This is the area in ImageNow used to create Applets. Define forms in Banner for linking and for viewing.

For linking, specify the Banner form, the drawer where data is saved, then each key is set.

Designate how keys are set, Dynamic, at linking, or via one of the other methods in pull down list.

Can build pre-defined lists that users select from such as Fiscal year, etc.

Applets not associated with Banner

• Can create Applets that link documents with keys not from Banner

• Using options outlined in prior slide – can designate various ways to file document such as by fiscal year, etc.

“Keys” to success

• Thoughtful design of keys used to “file” a scanned document

• The more keys, the quicker you can locate a document, but may require more work to link/file

• Documents with same keys are saved in one “document” in the order scanned, so to find specific page, must page through document to find it

“Keys” to success (cont)

• Once establish document keys, making changes could have major impact – if add a key, do you only use for new docs?

• Want balance between making the linking process quick, but also being able to find documents

Contact me . . .

Julie Riganati

riganati@lasalle.edu

215.951.5129