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Imaging Frequently Asked Questions

General
What is Imaging?
Imaging is simply making an electronic version of a piece of paper and storing it on a computer. Mostly you use a device called a "scanner" to take a picture of the document and convert it into a format that the computer can use.

What can it do for us?
Imaging has several benefits. Some examples are:

  1. Faster retrieval of documents — instead of going to a file cabinet, all of the documents are available from a user's workstation.

  2. Reduction of filing space — once documents are scanned, the physical copies are not needed to be easily accessible. They could either be destroyed or moved to an off-site storage location.

  3. Wider access to documents — if documents need to be widely shared, an imaging solution makes it possible to have a single copy of a document be available to everyone through their web browsers.


How does it work?
There are three primary parts to imaging — scanning, indexing, and retrieving documents.

  1. Scanning — this is taking a physical piece of paper and running it through a scanner. This also includes ensuring that the document was scanned correctly — not upside down, or too dark, or otherwise flawed.

  2. Indexing — this is the process of assigning "keys" to the document. It tells the system what it should call this document, and details the various ways you can try to find the document in the future. In the same way that you put a document in a folder in a filing cabinet, you need to assign keys to a document so that you know how to find it in the future.

  3. Retrieving — once a document has been stored in the system, you need to be able to get it back and view it. Retrieving a document is done by searching on one or more of the index keys. In the same way that a good filing system allows for easy retrieval of paper documents, a good index key system allows for easy retrieval of electronic documents.

Is CaptureNow compatible with Windows Vista?
  CaptureNow with Kofax VirtualReScan (VRS)
Kofax VirtualReScan 4.1 Service Pack 2 or any later VRS version is certified with Microsoft's Windows Vista operating system. Service Pack 2 was released on 05/17/2007.

ImageNow Frequently Asked Questions

Hardware

Can I use a Macintosh computer?
For scanning and using the ImageNow client, you must have a Windows-based PC. ImageNow has stated that ImageNow should work with VirtualPC running on a Macintosh, but they do not provide support for this product. OIT does not recommend doing this.

However, you can use a Macintosh to access WebNow. Click here for more detailed information on WebNow and the Mac OS.

Can I use my multi-function device (MFD) with ImageNow?
As of today, ImageNow doesn’t support direct scanning from a multifunction device. It is possible to work around this current limitation:

First, the user would use the multifunction device to scan the document onto a folder, either locally or on a network.

Next, the user would manually import and index the image files into ImageNow. In some cases it may be possible to automate the indexing using a script to populate key values during the import.

For a manual import the user must select the image files from the folder and import them into ImageNow. If multi-page documents are scanned as single files (one file for each page), the user may to rearrange the files to ensure that files for each document are imported in the correct page order. If documents are scanned as a multi-page TIFF format, a script must be written to separate the files, since multi-page TIFF files are not the standard file format in ImageNow. PDF’s could be imported directly or split and converted to TIFF files during the import process.

For an automatic import each file would need one or more of the document keys incorporated into the file name. The ImageNow Import Agent could pickup the key data from the name and use it to index the image file.

In the next release of ImageNow (version 6.2, planned for fall 2008), Perceptive Software is planning on adding a feature that will allow for direct scanning from a multifunction device into ImageNow. They are collaborating with eCopy to support this functionality. At this point, we do not have any cost information about this feature or when it will be available.

ImageNow Client

I signed into the ImageNow, but client window does not appear.
ImageNow 'remembers' where the client window was on your desktop when you last closed the application. You may have had the ImageNow client minimized on your taskbar when you closed ImageNow or turned off your PC, and that's the position it remembers. The imagenow.ini file has a setting called MainWinPos that stores that position. This can be fixed by resetting the MainWinPos in that file by deleting everything to the right of the = sign so that it reads:
MainWinPos=
(We recommend that you not close ImageNow or shut off your PC when ImageNow is minimized on the task bar.)

Is ImageNow compatible with Windows Vista?.
Yes. First, contact the scanner manufacturer to determine if the scanner has a VISTA certified driver. USB scanners are supported. SCSI scanners are not supported on the VISTA 64 bit platform.

Documents

Can I modify a document after I've scanned it in?
No. ImageNow is meant to capture, index and retrieve documents, not maintain or modify them.

You can (with proper authority) delete a document and replace it with a different one.

You can add annotations to scanned documents, but these annotations are like an additional layer on top of the TIFF image file, and do not become part of the scanned document.

Some documents, such as Word documents and Excel spreadsheets, can be opened in ImageNow using the associated application. But this functionality only opens a copy of the file within the associated application and you can't save any changes you make to this copy back into Image Now. To save the changed file back into ImageNow, you would have to import the new file and either append it to the existing document, or replace the existing document with your new file.

Storage

What database does ImageNow use?
ImageNow uses the Oracle database structure for storing image metadata — the indexes and other information needed to store and retrieve the document image.

Scanning

My scanner isn't recognizing my Patch Codes
One possibility is the Patch Code page itself. The scanning software is sensitive to the placement of the barcode on the page and the Patch code pages you are using may be slightly misaligned. This often happens if you use Patch Code sheets that have copied in copy machine. Always use Patch Code pages printed directly from the Patch Code document; never use copies.

During scanning I get the error message: Unable to create batch directory (C:\Program Files\Imagenow\scanned\some number): File exists.
With the upgrade to ImageNow 5.2 release 3 two new parameters were added to the inscan.ini file:
[Batch Params]
LastScannedBatch=some number
LastUploadedBatch=some number
Where some number can be different in each file.

In order to correct this error, you will need to edit the inscan.ini file and change the value of the parameters from the number it currently has to the next higher number. This will allow users to continue scanning.

The inscan.ini file is located in the directory C:\Program Files\Imagenow. Right click on the file and select 'Open' from the pull-down menu to edit it.

For example, if the inscan.ini file had the following:
[Batch Params]
LastScannedBatch=271
LastUploadedBatch=271
You would change it to this:
[Batch Params]
LastScannedBatch=272
LastUploadedBatch=272

If the inscan.ini file was not updated during the upgrade, manually add the these parameters to the inscan.ini file.

Security

Are my documents secure in ImageNow?
As the owner of your information, you control who has access to your documents. The highest level of security is at the drawer level. If you grant a user access to a drawer, they can view all the documents in that drawer. Within a drawer, there are a number of security privileges that can be assigned to a user, and those privileges control what actions a user can take on a document--for example, whether they can print or delete a document. Click here for a list of privileges and a description of each one. Privileges are typically assigned to a group, and individual users are added as a member of that group.

Setting up new users and groups, and maintaining their access privileges are the responsibility of OIT Data Security. Their website has the forms and procedures needed to maintain the security of your documents.

WebNow Frequently Asked Questions

What do I need to do to use WebNow?
After you have your username and password for WebNow, you should make sure that you have the latest version of the JVM (Java Virtual Machine). Also, if you are trying to remotely access WebNow from outside the campus, you will need the latest University VPN (Virtual Private Network) client or University modem pool access. Click here to access our WebNow section that further details these requirements.

Why can't I find the logout button in WebNow?
When you access WebNow through a pushbutton on a PeopleSoft page you will first go to the WebNow login page, and after you login you go the WebNow document viewing page. This viewing page does not have a logout button. All you can do is close the browser window, but that will leave you still logged into WebNow. If you then try to log into the client, you will get a "multiple logins not allowed" error until the WebNow session expires after 60 minutes.

The workaround for this is to sign into WebNow before using the PeopleSoft button; that way WebNow will open with the usual search page with a logoff button. Then when you use the PeopleSoft button a new WebNow window will open to display the document. When you are finished viewing the document you can close that window and return to the original WebNow page and logout using the normal logout button.

Why do I get a Security Warning when I try to use WebNow?
Some users may get a Security Warning dialog box when you try to access WebNow with your browser. This message asks if you want to install and run WebNow. This message appears because of the security level setting for the browser you are using. Webnow is trying to download the document viewing applet and the browser is questioning whether you want to allow this. Click on the "Always trust content from PSI" checkbox, click the 'Yes' and you will be able to use WebNow.

Does WebNow work on a Macintosh computer?
Yes, as long as your Macintosh is using OS 9.1 or newer. Click here for more detailed information on WebNow and the Mac OS.

Exisiting Issues / Workarounds

Adobe Acrobat 9
The release of Adobe Acrobat 9 (Reader, Standard or Professional) may cause the ImageNow Client to crash when attempting to open Imported PDF file types. When the issue is encountered, the following message will appear in the ImageNow Viewer: "ImageNow Sunflower Full Client has encountered a problem and needs to close. We are sorry for the inconvenience." After this message appears, the ImageNow Client stops responding. This behavior is being caused by a change in the Adobe Acrobat DLLs which make it incompatible with the current released and published versions of the ImageNow Client.

             Workaround 1:
For computers that have Adobe Acrobat 9 installed, perform the following steps:
  1. Navigate to the [drive:]\Program Files\Adobe\Reader 9.0\Reader folder.
  2. Copy the ACE.DLL and AGM.DLL files and then paste them to the
       [drive:]\Program Files\ImageNow6\bin folder.
For computers that have Adobe Acrobat 9 Standard installed, perform the following steps:
  1.Navigate to the [drive:]\Program Files\Adobe\Acrobat 9.0\Acrobat folder.
  2.Copy the ACE.DLL and AGM.DLL files and paste them to the
     [drive:]\Program Files\ImageNow6\bin folder.
Note: The location of the ACE.DLL and AGM.DLL files depend on the edition you          have installed.


             Workaround 2:
For Adobe Acrobat Reader 9, you have the option of making changes to the Internet Explorer preferences in order to launch the Reader outside of the browser. To do so, open Adobe, go to Edit > Preferences > Internet and uncheck Display PDF in browser.



 
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