University of Minnesota
Controller's Office
http://controller.umn.edu/
612-624-1617 or controller@umn.edu

Imaging

Looking for Imaging Exception reports for each Cluster? Click here.

Department Deposits imaging options June 2013

People preparing department deposits now have new options for imaging:

Imaging department deposits via email (pdf)

Imaging department deposits via ImageNow printer (pdf)

For the cluster level scanning folks:

Expense and PCard email option April 2013

Effective immediately people may image backup documentation related to Expense Reimbursements/travel and PCard activity using the email method. Instructions are available here. (pdf)

HSA Imaging January 2013

Beginning January 17, 2013 people will be able to image backup documentation for HSA (historical salary adjustment) transactions entered in HRMS. All backup documentation for HSAs will be stored in one ImageNow drawer. The drawer will be immediately accessible for scanning to anyone with regular EFS JE entry access or scan access in ImageNow for JEs. Those with view access for JEs in ImageNow will be able to immediately view items in the HSA drawer.

There are three methods for getting the backup documentation into ImageNow: via Email, via the “print” to ImageNow feature, or via the Cluster scanning process. The email method may be used by anyone at the University who has backup documentation for an HSA transaction. The other two methods may be used if your financial Cluster or RRC determine they are required for the group. The email process is clearly the most efficient way to send backup documentation for HSAs to the imaging system. For more information on the details of how each process works, see the instructions below.

Imaging HSA backup information

Cluster scanning method

Print to ImageNow method

Email method

ImageNow desktop client required

x

x

 

No ImageNow/WebNow access required

 

 

x

Getting access to image documents

Access is granted via the EFS access request process. Includes view and scan access.

Access is granted via the EFS access request process. Includes view and scan access.

No special access request is needed to send images to ImageNow. Access to view images is granted via the EFS access request process.

Who is able to use this method to put items in ImageNow

Anyone with EFS JE entry access or ImageNow JE scan access can scan/view.

Anyone with EFS JE entry access or ImageNow JE scan access can scan/view.

Anyone with an @umn.edu email address can send items to ImageNow.

Notes

RRC/Cluster Director will decide if this option is required for your unit.

Uses the same processes as other cluster scanning activities.

RRC/Cluster Director will decide if this option is required for your unit.

Requires additional setup on individual desktops but otherwise uses the same processes as other cluster scanning activities.

This method is open for use at the discretion of the individual working with HSA activity.

The email option is only available for the HSA drawer and skips over the usual cluster scanning activities. (Note that no other types of EFS transaction backup may be emailed to the imaging system at this timeā€”the process does NOT work for voucher backup, etc.)

Instructions

Instructions for the cluster scanning method are available here. (pdf)

Instructions for the 'Print to ImageNow' method are available here. (pdf)

Instructions for the email method are available here. (pdf)

About

ImageNow replaced the DocuWare system for the imaging of financial documents in July 2008. ImageNow has been in use at the University since 2000 as an enterprise-level document imaging solution and is being used by over thirty different departments/colleges/business units. By bringing the financial system to ImageNow, the University can take advantage of existing hardware, software, and storage solutions, as well as the experienced technical support staff at OIT. Units already using ImageNow will be able to work with just one imaging solution, and those new to ImageNow can look forward to using ImageNow for imaging more than just their financial documents in the future.

ImageNow Training and User Guides

Classroom Training

The University Technology and Training Center (UTTC) has a 3-hour hands-on introduction to ImageNow called ImageNow 6 Basics. Though this class is not EFS specific, it does cover most of the basic tasks and features that ImageNow users need to know. Topics covered in the course include

  • indexing scanned documents
  • retrieving indexed documents
  • searching for documents using simple and advanced queries
  • viewing documents with PowerView
  • adding annotations to documents
  • routing and processing documents in workflow
  • performing standard tasks in WebNow, the ImageNow web interface

Click here for dates of upcoming classes.

Online Tutorial

An online tutorial is now available for ImageNow 6.1. This tutorial covers the same material as the ImageNow Basics 6 classroom course, but without the hands-on learning. The classroom course has been in high demand and many people have found themselves on a wait list. With the online tutorial, you can view the content whenever it is convenient for you. Many of the topics are broken out into subtopics as well, so you can view only those topics you need to learn about, and in any order. You can view the tutorial at http://uttc.umn.edu/training/tutorials/imagenow/.

User Guides

Quick Start Guides are available in downloadable PDF format:

Scanner Training

Training for staff who will be scanning documents is more specialized and will be done at your site by one of the EAD imaging specialists.

Patch Code Sheet

Patch code sheet also known as a separator sheet is used to simplify the task of scanning and organizing documents. A patch code is used to create a new batch when it is detected by the scanner. Each time a patch code is detected, a new batch is created for the documents that are scanned after it. User can insert patch code sheets in between documents so they can scan multiple documents at once.

Follow this link to download the patch code (pdf). User can make multiple copies of the patch code and reuse them. It is helpful to print them out on colored papers so they are easily spotted. However, choose a light color as your scanner may have trouble with dark/neon colored paper.

ImageNow frequently asked questions

How can I get training for ImageNow Version 6.1?
An online tutorial is available for ImageNow 6.1. This tutorial covers the same material as the ImageNow Basics 6 classroom course, but without the hands-on learning. The classroom course has been in high demand and many people have found themselves on a wait list. With the online tutorial, you can view the content whenever it is convenient for you. Though this tutorial from UTTC is not EFS specific, it does cover most of the basic tasks and features that ImageNow users need to know. Many of the topics are broken out into subtopics as well, so you can view only those topics you need to learn about, and in any order. You can view the tutorial here. To learn more about financial imaging, follow this link.
How do I get access to ImageNow?
If you are a financial user and have access to FSUMPRD, you are automatically granted access to view documents in ImageNow. If you perform cluster duties such as Voucher/Journal Preparer, you will be granted additional access to see documents in the cluster imaging workflow queue.
What is my ImageNow password?
Your ImageNow password is neither the internet password nor your two-factor credentials. You should have received the password either via campus mail or contacted by Data Security by phone. Call 1-HELP if you have not received the password/misplaced it.
In ImageNow I can only see Help icon OR in WebNow I get an error message when I log in to WebNow saying "Your user account does not have search privileges or access to any workflow queues. Please contact your ImageNow administrator for these privileges."
Your account was created but has not been granted the proper access in ImageNow. If you just received your ImageNow password, please try again in a couple of days. There is a script that grants user the proper access in ImageNow based on their PeopleSoft role.
What is WebNow? Do I need WebNow or ImageNow?

WebNow is simply a web interface of ImageNow. It doesn't require any software installation on the user machine. Departmental users/inquiry users and approvers are recommended to use WebNow. Voucher and Journal Preparers are required to have ImageNow client installed on their desktop.

How do I login to WebNow?

Go to https://imagenow.umn.edu/webnow/. Browsers compatible with WebNow are Internet Explorer, Firefox, and Safari. Be sure to bookmark the site so you can return to it easily.

When I try to login to WebNow, I get a message "Hey, it worked. The SSL/TLS-aware Apache web server was successfully installed on this Web site."
Incorrect URL was printed on the letter that Data Security sent along with your password. Please see section "How do I login to WebNow".
I get a "No Internet Explorer page match found" when I tried to link.
Make sure you're using IE with PeopleSoft. Version 6 and 7 are compatible with ImageNow. (FireFox also works with WebNow for most features.)
I get an "Error in get keys. Couldn't find a template to match the data screen" message when I tried to link even though I use Internet Explorer.
Linking through multiple tabs should work in ImageNow. If this happens, open the Voucher page on a new browser window and try to link again.
How do I delete a document in ImageNow?
Once a document has been linked to the voucher and routed forward to completion, it cannot be deleted. If the document is still in the workflow queue, route the document forward then choose F AP Voucher Delete on the prompt window.
How can I find user guides or training on ImageNow?
Please visit the Imaging page to download user guides and view online tutorials.
When I try to search, I can only see the option to search by "Drawer, Folder, Tab, F3, F4, F5" OR my headings say "Drawer, Folder, Tab, F3, F4, F5" - what do those mean?

These are the default names used to identify document keys in ImageNow. Users are recommended to change this default setting so they can easily identify search criteria and result.

ImageNow client users:

  • Open ImageNow Explorer > File > Options > Column Headings.
  • Choose an applet from drop down menu then click Apply.
  • Go back to drop down menu, select Default Applet then click Apply.
  • Document keys are tied to the applet so be sure to select the correct Applet once you're logged in to ImageNow.

WebNow users:

  • Go to Options > Column  Headers  >  General  tab  then  choose  your  Applet.
How do I fix the document keys if the PeopleSoft voucher is deleted or if I linked it to the wrong voucher?

Voucher Specialists have the privilege to modify the keys in ImageNow.

  • Search the document to be fixed.
  • When you open the document, keys are modifiable so you can modify the Voucher ID. (If Properties tab is not shown, press F7)
  • Click File > Save or click on the Save icon (floppy disk icon).
Can I make a copy of a Voucher supporting document and link it to a different voucher?

Yes you can, voucher supporting document can be copied and linked to another voucher.

  • Search the document to be copied.
  • File > Copy Document
  • Update the document keys or select F AP Voucher drop down menu to link it to a new voucher. (Be sure to have Voucher entry page open in PS).
  • Update Voucher Origin key, if the Origin ID has changed.
  • Update the Document Type to UMN01 or UMNIS.
  • Click OK.