Loyola University Maryland ImageNow Users Group October 17, 2013 Pete doing introduction – Helen re: state flower

Loyola ImageNow Users Group Welcome Introductions Why we are here Introduction – (Pete cont) Pete and Helen all share name and department 3. Why we are here – 1. for us to share information to you all as a group about ImageNow and paperless university 2. to hear of your questions/concerns/comments 3. Share with one another the good and bad – yes you are from different departments and use the application differently, however the process improvements or challenges will help one another, and general functionality is the same within the application. 4. If questions get too specific to particular department or solution, we will take them off-line, but ask anyway!

Agenda Implementations What’s new Housekeeping (only a little boring) Functionality (takeaway tips) Help please Look at us! What else? Pete (cont)

Implementations Past, but ongoing support Current Future Human Resources Undergraduate Admission Graduate Admission Account Payable Academic Advising Current Records Future International Programs Pete (cont) Because of how these departments interact with other departments, more departments are utilizing ImageNow but have not gone through a formal department implementation. Ex. – Payroll (with HR), International Pgms, Athletics & Facilities etc. (with AP) If on ImageNow and not part of AP solution, then you be added soon.

What’s new and coming TransForm (vs. eForms) Retention Policy Auditor Access Pete Add screen shot for TransForm? Retention is coming and begin thinking about your documents, as part of the university retention policy. Karen’s feedback on auditor access.

Housekeeping Patches Upgrades Clean scanners Reoccurring calendar Helen Patches – come out monthly and we make determination if update or not depending on patch and other projects, never too far behind (similar to Colleague), we will notify about patches since done off hours and system down, our expectations from patches is minimal from users, doing one this weekend and email will be coming. Upgrades – only one so far, Thank you! Critical to have you test. 7.0 is next and will be within the next two years. Clean scanner – 5 departments have scanners, will send scanner guides to clean them….what else to suggest? Recurring calendar - display sample outline of dept, process, when, contact, and peak times of use, then advise that we will ask point person in each dept to review it

Functionality Email Alarms/Alerts Message Center Screen appearance differences Viewing properties Switching from production to test Printing to ImageNow Finding documents Filters One click to access all documents! Helen talking, Pete demoing Email Alarms – helpful, but not? Check queues regularly. Ask us to update alarms, but remember generally all who have access to a queue should have the same email frequency. Message Center (DEMO) – as alternative to alarms, demo how to turn on. Put documents on hold as status, since status will be a message center group Screen appearance (DEMO) – auto hide, open/close views, toolbars off/on/customize, docking sections on the screen to different locations, check views and toolbars, shortcut keys Viewing properties (DEMO) – workflow history, task history, who created document Prod to test (DEMO) Printing to ImageNow (DEMO) – not printing really! Can print directly - such as an email, webpage, word/excel/powerpoint docs, pdfs. Finding documents (DEMO)– using search filter, ex. scanned incorrectly and need to find specific doc that I scanned yesterday – 3 criteria. Ex. more than one page document. Filters (DEMO) – you can create them yourself, or we can create them for all users in the queue. Helps narrow down the data you are viewing. Application plan (DEMO) – single click to find all docs, demo in Colleague, but available in Recruiter and 422. may not be set up for all right now.

Help please Help functionality within ImageNow Helen and Pete and OTS Our documentation and collaboration Helen Demo Help within ImageNow , we have access to customer portal for detailed assistance Documentation – mention our personal team site including detailed documentation on process, scanners inventory, upgrade procedures, reporting, licenses, etc.; use OneNote to share what we are working on

Look at us! Paperless University website (http://www.loyola.edu/department/paperless.aspx) Inspire presentation Regional User Groups Mid-Atlantic Educause presentation proposal Pete Demo / Helen talk paperless university website – ask all to review and provide feedback for updates or for testimonials, Louise Finn shares this website Pete - Inspire – what it is and when, encourage all to come, we are presenting! Pete - RUGs – what they are, Loyola hosted last one, encourage you to join us Pete - Educause – explain what Educause is, we are doing presentation on Paperless University in April 2014

What else? Your questions Our takeaways Thank you! Any questions? Reiterate to the group the takeaways and requests we heard. Plan to have such group meetings twice a year? Will send invitations to the ImageNow point person in each department for distribute information, ex. regarding next RUG.