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About the ImageNow toolbar.............................................................................................6 What is linking?................................................................................................................12 Link a document or batch................................................................................................12 What is ImageNow Printer?.............................................................................................13 What is an application plan?............................................................................................14 Create an application plan...............................................................................................14 Create a manual application plan....................................................................................15 What is quality assurance?...............................................................................................21 Quality assure a document or batch................................................................................21 Add a user.........................................................................................................................24 Modify a user....................................................................................................................24 Grant management privileges..........................................................................................25 Demote a manager............................................................................................................26 About assigning privileges................................................................................................27 About the privilege hierarchy...........................................................................................28
ImageNow OverviewImageNow adapts to your business processes and ensures that all documents are secure, quickly retrievable, and tied to the files and applications you want, with comments and annotations as needed. ImageNow can also capture and manage data from e-mails, reports, and non-image file formats such as DOC and TXT. The following figure shows the ImageNow toolbar, which is your entry point into ImageNow. From the ImageNow toolbar, you can view, scan, process, and search for documents, as well as perform administrative configuration and management tasks for your file system.
Webnow is the web-based version of ImageNow which allows users to access documents via search or workflow queues. The picture below will show you what Webnow looks like.
You have the option to go to your workflow queue or to search for a document. The following two pictures show you the views from both.
Notice the headings are not correct and that is because the applet (applications in newer version) is not the correct one.
About the ImageNow toolbarName Applications Clicking the button Clicking the arrow lets you lets you Display ImageNow Select an application plan from Explorer with the Find the list and display ImageNow a Document pane for Explorer with the Find a the currently selected Document pane for that application plan. application plan. Display ImageNow Select all batches, only batches Explorer for all ready for QA or only batches document batches. ready for linking. Display ImageNow Select a predefined document Explorer, where you view. can search for documents. Display ImageNow Select a predefined project view. Explorer, where you can search for projects. Display the Select a particular type of task. ImageNow Explorer for any tasks assigned to you. Display the Select a specific workflow and ImageNow Explorer queue. for any workflow queues that contain documents. Start the default Start any capture profile in the capture profile. list. Display the Resource Select a specific manage function. Manager dialog box. Display online help Display online help for any for the ImageNow ImageNow product in the list. product you are currently viewing.
Capture Manage Help
VIEWSIn ImageNow, a view is a set of documents or projects selected according to a view definition created by your ImageNow administrator. In a view you can take advantage of preset conditions and grid formatting that add power, versatility, and convenience to searching. You can define private filters, which act as special-purpose refinements of a view. Your ImageNow administrator can make private filters available to all users of the corresponding view by publishing them as public filters. A quick search applies a single condition to the documents in the current view and returns the documents or projects that satisfy that condition. You define the condition in the Quick Search tab, which includes the property list, operator list, and value box, and the Go button.
The set of operators and the method for selecting the value vary with the selection you make in the property list. 1. In ImageNow Explorer, in the Views pane, display a view of the documents or projects you want to search. 2. On the Quick Search tab, define the search condition:
In the property list, select the index key, such as Drawer, Folder, or Custom Property. This is the property or field in each document that will be inspected by the search. In the operator list, select an operator such as "is equal to" or "is greater than" that will compare the value in the field you selected above to the target value you will select below. In the value box, select or type a value to be compared to the value in the property field, using the operator selected above. Click the Go button.
3. In the search grid, double-click the document or project you have found to open it in ImageNow Viewer.
You can then send a document to a user by clicking on the appropriate icon.
This procedure is nearly identical to creating a private filter. The difference is that to save a filter, you must have the Filter privilege for the selected view. 1. In the Search tab, click the Add button. 2. In the Add Condition dialog box, in the Constrain By list, click the kind of constraint that will set up the lists you need in the Type, Field, and Operator boxes. Note To review how to use conditions, refer to the topics in the Conditions book under Search in the help Contents tab. 3. In the Type list, click Normal, Variable, LearnMode, or Prompted. 4. In the Field list, click the document field in which the value will be tested by the operator and value you select below. Note If you search on Notes field, ImageNow can search on only the first 50 characters of the field. 5. In the Operator list, click the operator you want to perform the comparison such as "is equal to" or "is greater than" between the value in the field selected in step 4 and the target value you define in step 6. 10
6. In the Value box, enter or select the target value to which the operator in step 5 will be applied. Note If you selected Prompted in step 3, the Message box replaces the Value box. Enter instructions telling the user what value to enter. 7. Click OK. 8. Repeat steps 1-7 for any additional condition rows. Note Each new row begins with AND by default. To change AND to OR, click AND. 9. Click the Go button. If you need to revise your conditions and try again, refer to Select a condition, Modify a condition, and Delete a condition. Note If you determine that ImageNow is not evaluating your conditions in the required order, you can select a condition and click the Move Up or Move Down button to reposition it.
What is linking?After quality assuring a document or batch of documents, you need to link your documents to the appropriate records in your business application. Linking occurs in the ImageNow Viewer when the batch is in link mode. When you link a document, some or all of its document key values are copied from the selected record in the business application. These are the values that allow ImageNow to retrieve the linked document from the ImageNow Server whenever the matching record in the business application is open. While working in Link mode, you can discard a page, relink a page, and link groups of pages. You can also suspend linking and resume the task at a later time.
Link a document or batch1. On the ImageNow toolbar, click the Applications down arrow, and then select the application plan for the business application you want to use to link a batch. 2. On the ImageNow toolbar, click the Batches down arrow, and then click Ready for Linking. 3. In ImageNow Explorer grid, select the batch you want to link. 4. On the File menu, click Open. 5. In ImageNow Viewer - Link, identify the displayed page from its name, account number, or other distinguishing information. 6. In the business application, display the corresponding record. 7. Position the ImageNow Viewer - Link window and the corresponding business application record so they are both visible on the screen. Note In a few cases, the entire business application record may need to be visible for linking to work. 8. On the Batch Link toolbar, click the Link page button to create a link between ImageNow and your business application. The Properties pane slides in from the right side of the window. 9. In the Properties pane, under Document Keys, enter required values if necessary, and then, on the Batch Link toolbar, click the Save Batch Page button. The next page in the batch is displayed. 10. Repeat steps 5-9 as necessary until the entire batch is linked. You are then returned to ImageNow Explorer.
What is ImageNow Printer?The ImageNow Printer allows you to import a document, such as a Microsoft Office document or an e-mail, into ImageNow without having to print and scan it first. You can use the ImageNow Printer from any software program that has a print option. The options you set in an ImageNow Printer capture profile determine how your ImageNow Printer documents are processed. Because ImageNow Printer documents are stored as TIFF files, you can annotate them. You can also set the page orientation, color, and watermark options for the ImageNow Printer. When you want the ability to highlight a Word document or add a sticky note to an email, consider importing your documents using the ImageNow Printer. When you don't need to annotate, you can use the import from disk or drag object options. With these methods, the files you import are stored in their original file format. For example, when you import a Word document using the import from disk option, the document is stored as a .doc file. While you can view the Word document, you cannot annotate it. The ImageNow Printer is included with the ImageNow Client and does not require a separate license.
What is an application plan?ImageNow stores the information you learn, using LearnMode on a business application, in a container called an application plan. An application plan contains one or more screens, where each screen represents a learned screen or window in your business application. When you create a screen, you capture the data from your business application screen to create document index keys, called document keys, to link the image to the record in your business application.
Create an application plan1. Start your business application and open the window that you want ImageNow to learn. 2. Navigate to an active record. 3. On the ImageNow toolbar, click Manage. 4. In the Resource Manager dialog box, in the left pane, click LearnMode. 5. On the Applications tab, click New. 6. In the Plan Settings dialog box, click the General tab. 7. Under Information, do the following actions: In Name, type a unique name for your application plan. In Description, type a description for your application plan. Select Is active if you want this application plan to be active and available to users. 8. Under Desktop Application, select Integrate with desktop application and do one of the following: If you want ImageNow to identify the application or screen, do one of the following actions: Window Title Class ID Application Name If you want ImageNow to identify the application or screen based on a value you enter, do one of the following actions: Window Title Class ID
Note The above methods allow you to use wildcard symbols, which are useful when your business application screen has long titles, multiple screens with different titles, or multiple screens where only a portion of the screen title changes. For more information, see the "About matching text in window titles" topic in the LearnMode Designer Help. 9. Depending on the results, the system displays one of the following messages in the Status box: Application found Could not find application More than one application found 10. Click OK. ImageNow captures a screen shot of the business application window and displays it in the LearnMode Designer. 11. In LearnMode Designer, make the necessary changes to the application plan, such as modifying or adding new screens or dictionary data elements, and mapping documents and projects. For more information, refer to the appropriate topics in ImageNow LearnMode Designer Help.
Create a manual application plan1. 2. 3. 4. 5. On the ImageNow toolbar, click Manage. In the Resource Manager dialog box, in the left pane, click LearnMode. On the Applications tab, click New. In the Plan Settings dialog box, click the General tab. Under Information, do the following actions: In the Name box, type a unique name for your application plan.
In the Description box, type a description for your application plan. Select Is active if you want this application plan to be active.
6. Under Desktop Application, verify Integrate with desktop application is not selected and click OK. ImageNow opens the LearnMode Designer. 7. In LearnMode Designer, make the necessary changes to the application plan, such as modifying or adding new screens or dictionary data elements, and mapping documents and projects. For more information, refer to the appropriate topics in ImageNow LearnMode Designer Help.
Shortcut KeysShortcut key functions vary depending on which grid or component of ImageNow you are using. ImageNow toolbar The following shortcuts are enabled when the ImageNow toolbar is active. Shortcut CTRL + A CTRL + B CTRL + C CTRL + D or CTRL + S CTRL + E CTRL + F CTRL + H CTRL + M CTRL + P CTRL + R CTRL + T CTRL + W CTRL + X Shift + Right-click the Manage button Description Open ImageNow Explorer in Application Plans view Open ImageNow Explorer in Batches view Capture Display the document search tabs
Expand or condense the toolbar Show or hide the menu bar Display the Help system Show or hide the Message Center Open ImageNow Explorer in Projects view Display the Resource Manager window Open ImageNow Explorer in Tasks view Open ImageNow Explorer in Workflow view Show or hide button captions Display a shortcut menu to customize the toolbar
ImageNow Explorer The following shortcuts are available with ImageNow Explorer. Shortcut CTRL + A CTRL + C Description Select All For ImageNow, version 6.3 or higher, copy selected rows to Windows Clipboard. CTRL + E Edit Document Keys CTRL + I File Properties CTRL + M E-mail File CTRL + O Open File CTRL + P Print File CTRL + U Send To User CTRL + X Export File CTRL + Y Copy Document Del Delete F1 Help F5 Refresh F11 Views
In the search results grid Click the Sort the results on the values in that column heading of a column Click the Sort the results in the opposite direction. heading again Shift + click Perform a secondary sort on the values in another another column while leaving the first column's ordering in column place.
What is CaptureNow?CaptureNow is a central ImageNow feature that lets users scan and import documents from multiple sources into ImageNow. In the capture profiles you define for your organization's scanning technology, you set up and store all the options you need to obtain precise images and other documents in ImageNow. Capture profiles The documents captured by ImageNow can be hard-copy, files on your local computer or on a remote directory. From a given source File, Scanner, or ImageNow Printer you build your capture profile and set the options you want for document indexing, workflow, image processing, and mode. Each new capture profile is added to the Capture menu on the ImageNow toolbar. Define your capture source When you build your capture profile, you define the capture source using three options: File, Scanner, and ImageNow Printer.
File lets you retrieve documents from a file system. Scanner load paper (or other items) into the appropriate scanning device. The device will capture the items and load them into ImageNow. ImageNow Printer lets you import a document, such as an e-mail, into ImageNow without having to scan it first. You import the document using the Print button within the software program that is displaying it.
Document capture modes As part of creating a capture profile, you select a capture mode. These options provide flexibility for getting document pages into ImageNow quickly.
Single mode captures documents and indexes them in ImageNow by copying properties defined in an application plan. Suitable for situations where you want to capture and link documents at the same time you scan them. Batch mode captures documents and stores them in a group (or batch) on your local computer, where it is eventually uploaded to ImageNow Server and processed based on settings specified in the capture profile. Batch mode can import documents into ImageNow using index keys you specify or none at all. Package mode captures documents and allows for indexing of related data into a set of predefined baskets. Related data refers to documents that share at least one common index value such as Patient ID or Patient Name. Package mode is ideal for use in point-of-registration or walk-up environments, where document collectors are required to collect highly structured data in real time and need to verify and organize the data based on logical groups and other settings. Package Mode gives you the option of setting up document rules which, in conjunction with prompted scanning, assist the user in determining which documents are to be included in package mode capture. 18
QA and BatchesWhat is quality assurance? Quality assurance (QA) is the first step in processing documents after you scan or import them. During QA you verify that a document meets the standards of image quality that you require in order to store, view, and work with that document online. You achieve this goal by deciding which pages to keep, discard, and if needed, rescan. Quality assurance occurs in ImageNow Viewer in QA Mode. Quality assuring documents is recommended in ImageNow, but it is not required. If you choose not to QA your documents, you can bypass this step by going directly to document linking. You can QA a document only if it has been marked in ImageNow as Scanned or Imported, and its status is Ready for QA. Whether you are quality assuring one page, a document (which may contain multiple pages), or a batch of documents, you can always approve it as QA complete. If the first few pages meet the standards you require, you can approve all pages in the batch as QA complete. When a page does not meet your standards of quality assurance, you can rescan it. ImageNow automatically discards the previous version of the scan. Finally, you can suspend a batch or stop processing it. If you suspend processing of a batch, you remain in QA mode and can QA another document or batch and return to the original one later. If you stop processing, you end the current QA session. However, any time that you complete a QA process, ImageNow alerts you.
Quality assure a document or batch1. On the ImageNow toolbar, click Batches, and then in the Views pane, click Ready for QA. 2. In the grid, select the batch you want to quality assure. 3. On the File menu, click Open. 4. In the ImageNow Viewer, inspect the page. It is acceptable when it meets most or all of the following standards: The scanned or imported image resembles the original document. No part of the page is missing due to a scanner misfeed. All critical elements of the document legible (for example, signatures, account numbers, and totals). The document is properly oriented and aligned. 5. On the ImageNow Viewer toolbar, you would click on the icons which best describes which task you wish to do: Description Mark page as OK. If the batch was a single page document, you are returned to the ImageNow Explorer. If you are quality assuring a multi-page batch, the next page of the document appears, and you must click Mark page as OK until you complete QA on all pages in the batch. 21
Rescan page. Rescan a page if it does not meet your standards of quality. Locate the original document and either place it back into the scanner feed or reimport it from a file system. Commit batch. Choose this option if you want to QA the batch without looking at all pages. Suspend batch. Choose this option if you want to review another batch and conclude the current QA session later. Delete batch page. Discard the page if you want to remove it from the batch and the ImageNow server. If, instead, you want to replace it with a newly scanned version, click Rescan page.
Management and SecurityAdd a user You can complete this procedure only if you are a user with management privileges, a manager, or the owner. 1. On the ImageNow toolbar, click the Manage arrow and then click Users and Groups. 2. In the Resource Manager, in the right pane, on the Users tab, click New, type the name you want and then press ENTER. 3. Select the user and then click Modify. 4. In the Modify User Profile dialog box, type information describing the new user in the following fields: Prefix, First Name, Last Name, Suffix, Email, Description, and Location. 5. Optional. Click More and in the User Details dialog box, type additional user information, such as Title, Location, Org Unit, Org, Phone, Mobile, Fax, Pager. Then, click OK. 6. To include the user in a group, in the Group Membership list, select the check boxes of the groups that should include this user. 7. Click OK and then click Close Modify a user You can complete this procedure only if you are a user with management privileges, a manager, or the owner. 1. On the ImageNow toolbar, click the Manage arrow and then click Users and Groups. 2. In the Resource Manager, in the right pane, on the Users tab, perform one of the following actions: In the Select a user list, select a user and then click Modify. In the Search for users box, type all or some of a user name, first or last name and then click Search. In the Select a user list, select a user and then click Modify. Note To sort the Select a user list in ascending or descending order, click the Name, Last Name, First Name, or Status column headers. 3. In the Modify User Profile dialog box, perform the following actions: Type information describing the new user in the following fields: First Name, Last Name, Email, Description, and Location. Select the User is Active check box to activate a user or clear the check box to make the user inactive. You can set a user to inactive to temporarily prevent the user from logging in. In the Group Membership list, select or clear the group check boxes to assign the user to or remove the user from a particular group.
Optional. Select More and in the User Details dialog box, type additional user information, such as Title, Location, Org Unit, Org, Phone, Mobile, Fax, Pager. Then, click OK. 4. Click OK and then click Close.
Grant management privilegesYou can complete this procedure only if you are a manager, or the owner. 1. On the ImageNow toolbar, click the Manage arrow and then click Users and Groups. 2. In the Resource Manager, in the right pane, on the Users tab, perform one of the following actions:
In the Select a user list, select a user and then click Modify. In the Search for users box, type all or some of a user name, first or last name and then click Search. In the Select a user list, select a user and then click Modify.
Note To sort the Select a user list in ascending or descending order, click the Name, Last Name, First Name, or Status column headers. 3. In the Modify User Profile dialog box, click the Global Privileges tab. 4. In the Privilege list, perform one of the following actions: To grant all management privileges, click the column in front of the Manage privilege group until a green check appears in front of the group. To grant specific management privileges, click the column in front of each privilege in the Manage group until a green check appears. 6. Click OK and then click Close.
You can also remove management privileges by clicking in the Privilege list. To deny all management privileges, click the column in front of the Manage privilege group until a red circle with a dash appears in front of the group. To deny specific management privileges, click the column in front of each privilege in the Manage group until a red circle with a dash appears. 7. Click OK and then click Close.
Promote a user to a managerYou can only complete this procedure if you are the owner. 1. On the ImageNow toolbar, click the Manage arrow and then click Users and Groups. 2. In the Resource Manager, in the right pane, on the Users tab, perform one of the following actions:
In the Select a user list, select a user and then click Promote. In the Search for users box, type all or some of a user name, first or last name and then click Search. In the Select a user list, select a user and then click Promote.
Note To sort the Select a user list in ascending or descending order, click the Name, Last Name, First Name, or Status column headers. 3. In the confirmation dialog box, click Yes. 4. Click Close.
Demote a managerYou can only complete this procedure if you are the owner. 1. On the ImageNow toolbar, click the Manage arrow and then click Users and Groups. 2. In the Resource Manager, in the right pane, on the Users tab, perform one of the following actions:
In the Select a user list, select a user and then click Demote. In the Search for users box, type all or some of a user name, first or last name and then click Search. In the Select a user list, select a user and then click Demote.
Note To sort the Select a user list in ascending or descending order, click the Name, Last Name, First Name, or Status column headers. 3. In the confirmation dialog box, click Yes. 4. Click Close.
About assigning privilegesA user with management privileges, a manager, or the owner can assign privileges. As such, you can assign privileges to users and groups. You can assign a privilege using one of three actions: grant a privilege by allowing it, revoke a privilege by denying it, or choose not to set a privilege assignment at all. A user's effective privileges are always evaluated and displayed at the user level, not at the group level. To determine the effective privileges, ImageNow evaluates all of the privilege assignments given to a user and all of the privilege assignments (if any) the user has inherited from groups to which the user is a member and then determines which privilege assignments get priority over other privilege assignments. In most cases, you grant privileges to groups of users who need similar privileges. However, certain users may need specific privileges. For example, you can grant a user access to delete documents in a particular drawer regardless of the privileges set for groups in which the user is a member. To do this, you would grant that user the privilege to delete documents in a specific drawer. Because this is a privilege granted to a user, it overrides any privileges assigned at the group level. If you assign or manage privileges, consider adding groups using the following procedure. As an example, this procedure uses a departmental method of grouping. Step 1: Add groups with names that describe a particular department or job, such as Finance, HR, and Marketing. Step 2: Add drawers with names that correspond to the departments as well. However, it is not required to match group names to drawer names and may not always be the best implementation for a particular department. Step 3: Assign allow and deny privileges within each new group that meet the needs for that department. For example, grant the Financial group complete allow privileges for the Financial drawer. Then, grant the HR access to the HR drawer, and so forth. Step 4: Add the relevant users to each of the new groups. Step 5: Add groups to allow for access to another group's drawers. For example, you can create a subgroup in the Financial group that has limited access to the HR drawer.
About the privilege hierarchyImageNow evaluates all privilege assignments at the user level. When user privileges and group privileges are different or when a user belongs to several groups in which the privilege assignments differ, ImageNow applies privilege hierarchy rules to resolve the privilege. User privileges are higher priority than group privileges, and deny privileges are higher priority than allow privileges.
The following examples show how the privilege hierarchy works:User privilege opposes privilege inherited from a group. In this example, you grant a user the privilege to delete documents. Additionally, the HR group, to which the user belongs, is denied the ability to delete documents. As a member of the HR group, this user inherits the deny privilege. While the user can delete documents; at the group level, the user cannot delete documents. ImageNow uses privilege hierarchy rules to determine whether the user can delete a document. Since user level privileges override group level privileges, the user can delete documents. Group privilege opposes a privilege from another group. Another area where privilege assignment evaluations occur is at the group level. In this case, the user belongs to two groups. In the HR group, the user is denied the ability to delete documents. In the HR_Records group, the user inherits the ability to delete documents at the group level. So, one group allows the privilege and another group denies the privilege. Because the deny privilege overrides the allow privilege within the same group level, the user is denied the ability to delete documents. Additional resolutions. When a user is a member of multiple groups where a privilege is allowed or denied in one group and not assigned in any other group, the user's effective privilege is the allowed or denied privilege. In addition, if a privilege is not specifically assigned, the user cannot perform the function.
The following lists the security rules for each type of user: Owner Owner User There must be a single owner in ImageNow. The owner can only be defined on the ImageNow Server computer through the ImageNow Server installation or by a system administrator using intool.exe. The owner is automatically granted all privileges and is assigned the manager role and the owner role. The owner does not need to belong to a group. The owner cannot be deleted or inactivated by any user. The owner is the only user who can promote or demote active users to the role of manager. The owner or manager can assign management privileges to users. The owner can make a manager inactive only after demoting the manager. The owner cannot modify a manager's privileges. Instead, the owner must demote the manager to a user and then modify privileges. The owner can manage all users and groups or delegate this work to managers. The owner can delete any user role and any user except themselves. Manager Manager User You can have multiple managers in ImageNow, though a manager is not required because the Owner can perform manager functions. A manager is automatically granted all privileges and is assigned the manager role. A manager does not need to belong to a group. A manager cannot be inactivated by another user and cannot be deleted except by the owner A manager can make users active or inactive (but not other managers or the owner). A manager cannot modify his or her own privileges or the owner's privileges. A manager can assign management privileges to users. A manager cannot promote or demote other users to manager. User with Management privileges User with Management Privileges With Users privilege, a user can: Add or delete users in ImageNow. Create users and assign privileges, and add or remove users from groups they have access to, regardless of whether or not they have the Groups privilege. Assign privileges within the drawers to which they have been assigned access unless the user also has the Drawers privilege. With Groups privilege, a user can: 29
Make users members of any groups or remove them from any groups. Add or delete groups, assign privileges, and add or remove users from the group, regardless of whether or not they have the Users privilege. With management privileges, a user can: Assign privileges to users except for management privileges. They cannot grant management privileges, activate/inactivate other users, or modify their own privileges User User Users can perform functions to which they are assigned through privileges.