ImageNow -- An Overview --

What is ImageNow?  Loyola’s document imaging and workflow application  Primary application (web based and desktop) of the Paperless University Project

Product Terminology  Commonly called ImageNow  Original developer for ImageNow was Perceptive Software  Perceptive Software was purchased by Lexmark in 2014  Parent company is Lexmark

Key Reasons for ImageNow  To optimize business processes  To streamline document management  To comply with Loyola’s security policies  To adhere to retention policy  To improve the student experience

Additional Benefits Saving Time, Money, and Resources!  Processing – enhanced and streamlined  Errors – reduce data entry, duplicate data, form validation  Environment – eliminates paper  Physical space – increased across campus  Access – faster retrieving of documents

Users of ImageNow Users include administrators, staff and faculty within the following departments:  Human Resources  Payroll  Undergraduate Admission  Graduate Admission  Graduate Academic offices  Academic Advising & Support Services  Dean of First Year Students  Records  International Student Services  International Programs  The Study  Graduate Financial Aid  Student Administrative Services  Psychology  Accounts Payable and several downstream offices of AP including Technology Services, Facilities, Events, Athletics, Campus Services, Controller, Investment and Treasury, Budget & Planning

Summary of ImageNow Functionality  Documents (paper or electronic) are captured, indexed, processed, routed  Workflow allows for the electronic movement of documents  Electronic forms can be created to collect data, supplement documents and aid in decisions  Tasks can be created and assigned to users.  Reports can be reviewed to evaluate processes, security, activity.

Capture  Bringing a paper or electronic document into ImageNow  Methods of capture into ImageNow  Scan – using a scanner to batch or single import paper documents  ImageNow Printer – “printing” a document from your computer directly into ImageNow  (Mail Agent) – ing a document to a specific mailbox  File Import – importing an electronic file of documents  Electronic Forms (TransForm) – forms completed online and route directly into ImageNow

Indexing  Indexing, also known as linking, will assign metadata to a document.  Metadata makes the document identifiable, unique and searchable within ImageNow.  Metadata is populated in the document keys.  When linking, the business application (Colleague, Recruiter, etc.) associated with the document is used to automatically add or link the metadata directly to the document keys.  Custom properties are also document keys populated providing additional data not associated with the business application.

Searchable  After documents are indexed they are searchable and viewable by users with the appropriate permissions.  Document views with specified filters can limit search results.  A single document can be viewed by multiple users.

Workflow  Documents can be routed electronically in ImageNow to users who need to view and process them.  Documents may enter workflow queues designed specifically for a user or users to perform a specific action.  Routing may be done manually by the user or by rules set up based on the metadata assigned to the document.

Implementation & Support  ImageNow is implemented via the Business Process Office and supported within Technology Services.  Contact OTS at x5555 for assistance.  Online help documentation is available on the main toolbar.