perceptive content overview - university of rhode...

University of Rhode IslandContent 7.2

Experience Solution Guide

July 2017

Table of Contents

Perceptive Content Overview......................................................................................................................3

Terminology.............................................................................................................................................3

Indexing Structure...................................................................................................................................4

Capturing Documents in Perceptive Content..............................................................................................6

Scanner Capture......................................................................................................................................6

File Capture..............................................................................................................................................6

Document Indexing...................................................................................................................................10

Viewing Documents...................................................................................................................................16

Document Views....................................................................................................................................16

To use a document view and filters....................................................................................................16

About the Document Viewer..............................................................................................................17

Annotations...........................................................................................................................................18

Printing Documents Out of Experience.....................................................................................................20

Logging into the Perceptive Desktop Client...............................................................................................21

About the Perceptive Client Toolbar......................................................................................................22

Perceptive Client Options......................................................................................................................23

About the Perceptive Explorer...............................................................................................................24

Shamrock Solutions 2 University of Rhode Island Solution Guide

Perceptive Content OverviewTerminologyPerceptive Content is the application which will serve as the repository (storage) for all of your captured documents as well as your historical Nolij Web documents.

Perceptive Experience allows you to view and manage your structured and unstructured content with the use of Content Apps, and with the flexibility of Perceptive Experience, you can take content residing in Perceptive Content and manage or view it from any desktop browser.

Content Capture: The Perceptive Explorer window displays a list of Folder and Document views and Workflows that you have access to

Content Capture – Experience App that allows you to capture items from disk and review them before you save them as a document in Perceptive Content for further processing

Documents App – Experience App used to search, view and manage your structured and unstructured content (documents) in any browser stored in Perceptive Content

Workflow App – Experience App used to index or manage documents being processed through a workflow

Drawer: Documents are stored in logical containers called Drawers, where access may be granted or denied based on user role(s)

Document Keys: Index keys assigned to documents that help make them unique in the system and aid in retrieval

Custom Properties: Additional properties or values that can be stored on the document for informational or retrieval purposes

View - A view is a mechanism that displays a set of documents based on configured definitions

Filter – A designed and pre-configured part of the view definition that narrows the results returned by the parent view

Perceptive Search - an enterprise search technology that uses document filters to full-text index, analyze and display document text for documents stored within Perceptive Content


Indexing StructureFoldersEach unique student or Employee in PeopleSoft will have a corresponding folder within Perceptive. Each folder will contain all documents relevant (indexed) to that person. Folders may have a different indexing structure than documents.

Folder Name (EMPLID) – This will be the primary identifier for the person in PeopleSoft. This will be the keystone piece of information for indexing documents to the appropriate folder

Folder Type – Multiple folder types can be created/used within the Content. For URI, the Folder Types will be Student, EMP Payroll and EMP HR

Custom Properties – Additional information associated with the person in PeopleSoft across all folders:

o First Nameo Last Nameo Middle Nameo Date of Birth

DocumentsAll documents within Perceptive will follow one of the following indexing structures:

- Student Documents

Drawer – The highest-level of document indexing structure; allows for like documents, or documents for the same department, to be indexed in the same general category. Each area/department will have their own drawer

Field 1 (EMPLID) - This field will contain the person’s EMPLID Field 2 (Last Name) - This field will contain the person’s Last Name Field 3 (First Name) - This field will contain the person’s First Name Field 4 (Middle) - This field will contain the person’s Middle Name or initial Field 5 (Unique ID) - This will contain a system generated unique ID for each

document to ensure uniqueness and prevent automatic appending. Document Type – Contains a list of discrete options for categorizing the type of

document Custom Properties – Vary depending on the document type; contain additional

information on the documento CAIDo Financial Aid Yearo Program of Studyo Evaluator First Nameo Evaluator Last Name


- Employee Documents

Drawer – The highest-level of document indexing structure; allows for like documents, or documents for the same department, to be indexed in the same general category. HR and Payroll will each have their own drawers

Field 1 (EMPLID) - This field will contain the person’s EMPLID Field 2 (Last Name) - This field will contain the person’s Last Name Field 3 (First Name) - This field will contain the person’s First Name Field 4 (Middle) - This field will contain the person’s Middle Name or initial Field 5 (Unique ID) - This will contain a system generated unique ID for each

document to ensure uniqueness and prevent automatic appending. Document Type – Contains a list of discrete options for categorizing the type of

document Custom Properties – Vary depending on the document type; contain additional

information on the documento Project #o Programo Collegeo Departmento Fiscal Year

Capturing Documents in Perceptive ContentThe URI solutions will allow for the capture of documents using a variety of capture methods.


Scanner CaptureUsers will use a workstation attached scanner to capture paper documents to a network location to be imported into the Perceptive Content via Import Agent. This will be the most common method of capture

To capture a document to a network location (will vary based on scanner model and associated software):

1. Open the scanners capture software

2. If not already, configure the applicable settings:

a. DPI = 240 or 300

b. File format extension = TIF or TIFFc. Compression (if applicable) = Group 4

d. Color = Black and white (color only if absolutely needed)

e. Single sided (simplex) or Double sided (duplex)

f. Naming convention. Typical naming convention would include a prefix (Img-) followed by some type of counter and then something unique such as a date and time stamp. i.e. Img-0033-71920171009

i. You do not need to name the files with an EMPLID or student name

g. Other settings as needed

3. Prepare document(s) and load them in the scanner.

Note: Documents are loaded into the scanner head first, face down.

4. Scan and save documents

5. After scanning, documents will be imported into Content and routed to workflow for indexing

File CaptureWhile web scanning in the Experience Apps is not available at this time, users will have the ability to capture electronic documents that are stored on their Desktop or shared drive using the file capture method.

To capture an electronic document in using the Experience Capture App:

1. Open your browser of choice and go to https://percontprd.ucs.uri.edu/experience/#login

2. If you are prompted with a website security message, click Continue to website


https://percontprd.ucs.uri.edu/experience/#login

3. On the login screen type in your username and password and click Connect

4. You will be directed to the Apps Home page. Click on Capture

5. Click Capture

6. Select File as the Source and click Done


7. Click Browse to browse to the location of the file(s) you want to capture

Note: You can also drag and drop a file onto this window to capture it as well

8. Select your file(s) and click Open

Note: If you select multiple files, they will be captured as one single document

9. Click Done on the Select Files Window to preview your document


10. Click Save to save your images to Perceptive Content and route them to the indexing queue

Note: Optionally, you may enter any of the index information before saving

Document IndexingAfter documents are scanned into Perceptive, users can associate them to the applicable student in PeopleSoft. To complete indexing, an Indexing eForm will be used to discretely query the PeopleSoft system for student or employee information and then add the document to the correct folder in Perceptive.


To begin the indexing process:

1. Open your browser of choice and go to https://percontprd.ucs.uri.edu/experience/#login



4. You will be directed to the Apps Home page. Click on Workflow

5. If you are already in in Experience, simply click on the icon in upper left corner of the screen to be returned to the Apps Home Page



6. Click Workflow

7. Navigate to your applicable queue, i.e. URI | UGRD Indexing queue

Note: For most users, their applicable indexing queue will be the only available queue

8. The workflow queue will open and display all the items (documents) in the queue

9. You can use the Queue Search to filter down the items in the queue

10. Click inside the Search Bar and select which property you would like to filter on, i.e. Field 2 with a value of Greener.


11. Click Add and then Search

12. Double-click an item in the queue to open it

13. Click on The Show/Hide Forms icon in the toolbar in the upper right corner of the Viewer window to display the Indexing Form

Note: To give yourself more “real estate”, you may wish to hide the thumbnails and/or properties window by clicking on the respective icons:

Thumbnails


Properties

14. The indexing form is used to query PeopleSoft to get the index values that will be stored on the document

15. The following search combinations are allowed against PeopleSoft:

a. EMPLE ID – Starts with search to find student by ID

b. Last Name - Starts with search to find student by all or partial last name

c. First Name AND Last Name - Starts with search to find student by all or partial first and last name

16. Enter a value into one or more of the search fields, i.e. enter 100637451 into the EMPLID field and click enter

17. If there is more than one matching result, a search result window will open. Select the applicable student and click OK to populate the form fields

Note: If select the wrong person, clicking Cancel on the form will clear all form fields so you can redo your search


Julio Dos Santos, 06/02/17,

THIS IS NOT THE LATEST VERSION OF THE FORM. NEED TO UPDATE THE SCREEN SHOT WHEN FORM I AVAILABLE

18. The Document Type search is a (contains) search against Perceptive Content to locate the document type you would like to index to

19. Select a document type by typing a couple of letters, or the entire doc type name, into the Document Type search field and click enter

20. If there is more than one matching result, a search result window will open. Select the applicable document type and click OK

21. When all the fields are populated, save the document and then route it for completion


1 2

22. If you do not save the document, a confirmation window will display asking if you want to save changes. Click Yes

23. The document will be routed forward and you will be returned to the queue. Select another document as needed to index

24. If the Document Type field is empty or incorrect, click in the field and input some or all of the document type name and hit Enter

25. This will run a search against the Perceptive Content System. Any document type that contains the value that was input will be returned in a search result window


Viewing DocumentsOutside of Workflow, documents are searchable and viewable via the Experience Documents App. The following section summarizes the available methods of retrieval available in Perceptive Content Experience for the URI Solution, to assist in searching for all captured and/or converted documents.

Document ViewsDocument views are security driven and appear in the Documents App in Experience and provide users with the ability to create custom searches to return the results that satisfy a specific condition.

To use a document view and filters:

1. If not already logged into Experience, open your browser of choice and go to https://percontprd.ucs.uri.edu/experience/#login



4. You will be directed to the Apps Home page. Click on Documents

5. Select (click) your applicable view, i.e. UGRD ADM

6. Click inside of the Search box to add constraint/parameter you would like to search on, i.e. Field 1 Starts with or = 100637452

7. Click Add



8. Click Search

Note: You may optionally enter an additional constraint before searching

9. All documents that have matching values will be returned. Click a document in the list to open it in the viewer

10. Select one of the preconfigured filters to use, i.e. UID, enter the value to search on when prompted, and click OK

Note: All preconfigured filters are prompted, meaning the system will prompt you for a value to search on when the filter is selected

About the Document Viewer

AnnotationsAn annotation is a graphic that you can add anytime you are viewing a document in Perceptive Experience to show markups or comments without affecting the integrity of the original image.


ThumbnailsPane

Image Viewer

Document Actions

Properties Pane

Viewer Actions

Image Sizing

For example, you can indicate a document is confidential by applying a confidential stamp, or using sticky notes to add small notes on a document.

Note: Only TIF documents that are not in version control may be annotated. Word, Excel or PDF documents, cannot be annotated inside of Perceptive.

To apply an annotation:

1. Open a document for viewing

2. Click the Annotation icon on the Documents Action toolbar and select Create Annotation

3. Click on the document where you would like to place the annotation

4. Select the type of annotation, i.e. Sticky Note or Text Stamp, and click Add

5. Type in your desired “note” and click on the + symbol


6. Your note will be added along with a timestamp

7. Click the x to close the sticky note

8. To view or modify the contents of the sticky note, click on the note icon and select Edit

Note: To delete the annotation, select the trashcan icon

9. Repeat steps 5-7 to add more text to the note

10. When finished, the annotation can be repositioned on the document by clicking and dragging it to the desired location.

11. Click the Save icon to save the annotation to the document


12. Close the document to return to the search results screen

Printing Documents Out of ExperienceAny user with the applicable rights within the URI solution(s), will be able to print documents out of Experience as needed. This can be accomplished in one of two ways:

1. From the Documents App, search for and open/view a document

2. Click on the Print icon on the toolbar

3. Select printing preferences and click OK

4. Select your desired printer and click Print


Logging into the Perceptive Desktop ClientThe Desktop Client (aka Thick Client) is the workstation installed version of the Perceptive Content Client

Note: The Desktop Client will currently only be used by Administrator users

To log into the Thick (Desktop) Client:

1. Double-click the Perceptive Content icon on the desktop or the icon located in the Window System Tray at the bottom right of your Window Desktop screen

2. On the Perceptive Content 7 logon screen, type in your User name and Password and click Connect. Your Username and Password are the same ones you use to log into your computer


About the Perceptive Client ToolbarWhen you log into Content, the toolbar displays allowing you to access documents and processes in Perceptive Content. The options you have in your toolbar depend on your user security configuration. You will only have those buttons which are required for your position or role.

The typical Admin user toolbar items are described below:

- Used by users with applicable rights for viewing and searching documents stored within Perceptive based on preconfigured filters.(Keyboard Shortcut: Ctrl+D)

- Used for viewing and searching Person folders within Perceptive. (Keyboard Shortcut: Ctrl+P)

- Workflows are the processes documents go through. Some of the steps in these processes require end-user action (e.g. Indexing a document). The Workflow button allows you to access those workflow queues so you can complete your work within the queue. (Keyboard Shortcut: Ctrl+W)

- Used to specify which Capture Profile you will use to capture documents into Perceptive. The processing of a document within Content is often dependent on which capture profile is selected. (Keyboard Shortcut: Ctrl+C)

- Used to access the Perceptive Management and Configuration Console

- Launches the online Perceptive User Help Guide. (Keyboard Shortcut: Ctrl+H)

Note: Most of the buttons have a dropdown divot ( ). When you click the dropdown divot you get a list of choices. The last choice selected has a icon next to it. If you only click the button (and not access the drop down list), the system will take you to the last selected choice.


Perceptive Client OptionsUsers with access to the desktop application will have the ability to change the appearance of the client user interface to suit their personal preferences.

1. Select Options under the Settings menu on the Client Toolbar to display the Options Window

2. In the Options Window, users can do many things from changing the appearance of the Grid (Grid Appearance), changing the theme, to changing the size of the toolbar icons (Toolbar>General Tab)


About the Perceptive ExplorerThe Explorer window that displays when you click a toolbar icon, shows you document or object information in grids or list views. A grid, in turn, displays a list of documents or objects, filtered based on the item selected (clicked on) in the Views pane on the left side of the screen. In the Perceptive Explorer, depending on your security privileges, you can view grids for application plans, documents and workflow queues, and each row in the list represents a document that resides in Perceptive. You can view the document or perform actions on an object in a grid by double-clicking its row.
