Using ImageNow

If you are working on a VCU-issued machine, follow the below steps to install ImageNow on your computer. If you are working on a personal computer and need ImageNow installed, please contact desktopIT@vcu.edu for assistance.

1. In the windows menu, search "software center".

2. Search or select ImageNow. 

3. Click Install Now. 

If you search the applications within the software center and do not see "ImageNow," try searching the start menu for "Perceptive Content" as it may already be installed on your machine.

All units should have access to the shared Google Drive, ImageNow Training for All Units, which is located here. That drive contains installation instructions, an HRIS ImageNow queue crosswalk, setting configuration instructions and a step-by-step demonstration video of how to print and route in imageNow. If you are a MCVP/School of Medicine user working on a VCU Health System computer or laptop, there is a folder in that Google Drive with specific instructions on how to access ImageNow due to that setup.

Zscaler will automatically authenticate with your VCU eID and password when you first login to your machine. To check your connection, click the arrow key on your taskbar and hover over the Zscaler icon. If you’re connected, you will see a text field pop up that says “Service is Enabled.”

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Logging into ImageNow:

1. Click on  the “Perceptive Content” icon on your desktop  

2. A login screen will appear to log in with the same username and password as your email and other VCU systems. Click Connect to login.
   
   

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3. Once logged in, a navigation bar will appear.

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• Applications - Is used when printing documents into ImageNow to set the application plan to match Banner to capture information from Banner in ImageNow

• Documents - Used to search for documents that are stored in the HR_Shared Files in ImageNow

• Workflow - Used to access your queues

• Capture - Use to determine how to capture documents and where to send them in ImageNow.

1. On the ImageNow toolbar select the drop-down arrow next to Capture and choose Manage Capture Profile.
   
   2. Select ImageNow Printer and then click Modify.

   1. If you want to set up a separate printer action, you can first copy the printer.

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3. Set Workflow > Send To: to your MBU (or Prompt User) queue, then click OK.
   

4. Now each time you print into ImageNow it will go into your workflow queue.

1. To print to ImageNow you will need to select the application plan that matches the screen you are using in Banner. To change or set your application plan locate the “Applications” tab on the ImageNow toolbar.
   
   

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2. Select the application plan that matches the form you are using in Banner. To do this, click on the down arrow (triangle) next to Applications.  Example: If you are using PEAEMPL in Banner then select PEAEMPL_HR-GO_Chrome for your application plan. 
   

Banner must be open in a new Google Chrome browser window, not just another tab. This is essential for linking documents in ImageNow. Banner also must be using the same form as the application plan selected in ImageNow. For the most part, that application plan should be PEAEMPL_HR_GO Chrome; therefore, Banner must be on PEAEMPL.

The application plan must be set in order to link documents. If you have the PEAEMPL HR GO Chrome selected and are using PEAEMPL in Banner, this should work.

The common tools needed to annotate, highlight and merge documents are listed below.

1. Log into Banner at https://go.vcu.edu/adminpages. Select PEAEMPL(or select application plan) and enter the VID of the employee. Be sure to open Banner in a separate Google Chrome Browser Window. It is is open as one of many tabs, you will get an error message and be unable to print to ImageNow.
   

2. Go to the document that you need to print and click the print option.  Choose ImageNow Printer from the options in the drop down menu and print document.

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3. A pop-up box will appear select the Capture Profile.  Click OK once selected.
   

4. Verifying that the information linked to Banner, complete the “HR Doc Type” field and click Capture.
   
   

5. A pop-up will appear showing the copy of the document in ImageNow.  Verify all information is correct and click “Save” .  Document should now show in your HR ImageNow queue.
   
   

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PAF & Supporting Docs - To be used for PAF’s and any documents required to support the PAF actions and Bonus Awards.  As well as the Selective Service Form, Child Support Disclosure form and other miscellaneous new hire documents. 

Application/CV/Resumes - Copy of new employee’s job application from eJobs.

Tax Forms - W4, VA-4, International work authorization documentation (Visa, I-20, 1-94 ect.)

Personal Data Form - Personal Data Form, Post-Offer Self-Identification Form, Disability Form.

Direct Deposit Form - Direct Deposit Form

Term Packet - Final Timesheet and Separation Guidelines.

Wireless Device Allowance - Wireless Device Allowance Forms, Car Allowance Forms.

Telecommuting Agreement - Telework Agreements

Contract - Contact Renewals

FMLA - FMLA forms and documentation

Recognition Award Form - Recognition and Spot Awards

To add notes or make comments on the document use the annotations available at the top of the page.  Left-click your mouse to select the annotation you wish to use.  Right-click to choose a different stamp or to change the color of the annotation.

1. To see what documents are in a queue click on Workflow.

   1. At the top of the page choose what workflow queue you wish to view.
      

2. You can also set up the workflow to default to a workflow queue by clicking on the arrow next to Workflow and selecting from the list the queue you would like to default.
   

3. Once in the queue, you will see a list of all documents that need to be processed.  

4. To open a document, double click on the line you want to open.  

To move a document to another queue within the workflow, click on Workflow at the top of the page.

Options for Routing:

• Route Up - Routes to list that can only be routed to not routed back from.

• Route Back - Routes to the queue that sent you the document

• Route Forward - Allows routing to queues that are designated for you to route forward to.

• Route Anywhere - Allows you to route to any queue that is set up in your ImageNow access.

Most common options used are Route Forward and Route Back.  After clicking on Route Forward it will give you a list of queues you can route to.  Select the appropriate queue and click Route.

You can also route a document list by right-clicking on the document that is ready to be routed and selecting Workflow.

HR Routing Queues:

HR Document Delete - Used for any documents that need to be removed from ImageNow

HR Generalist 1-12 - Routes to HRBP’s

HR Operations - Routes to HR Operations

Route these documents to the HR File workflow queue. The HR File queue is just the personnel file and should be used if the department has documents that need to stay with the personnel file but central HR does not need to process.

If you have documents in the same queue that you determine needs to be merged, highlight the documents you wish to merge. While holding down the “Shift” key. Once the documents are highlighted right-click on one of the documents and select Merge.  

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View the history of a document to see information such as when it was added into ImageNow, what queues it has been routed in and  out of and who routed the documents.  To view the history click on the Workflow tab and select View History.

1. To search for documents in the HR Personnel Shared drawer select Documents from the toolbar.  
   

2. Complete a quick search by typing in the employee’s VID and select “Go” Use the drop-down fields for additional search criteria as needed.
   
   

To have a document deleted move the document to the Document Delete queue.  Documents in this queue are deleted on a regular basis. 

Click here to view a training video that HRIS organized for using ImageNow.

If you are using an Apple computer such as an iMac, Macbook and so on, you will need to use the web-based platform of ImageNow. You have all of the same functionality on this web platform except annotating documents. You can add documents to your workflow queue and route them to the appropriate workflow queues based on your existing ImageNow account access. 

In order to have full functionality, you will need to remote into a central HR Windows PC in order to use ImageNow. To do this, you will need a couple of things:

1. Remote Desktop Connection must be installed on your Mac. If it's not, email desktopIT@vcu.edu to create a ticket with our desktop support team who will be able to install it on your Mac.

2. Use this computer name in Remote Desktop Connection to identify the computer you're remoting into: HRS-WGS-CON-WD1.RAMS.adp.vcu.edu. 

Once you have remoted into that computer you will see the Perceptive Content application in the start menu, which is ImageNow, and you can login and use the platform.

In cases where you are printing a new hire packet that was completed in DocuSign into ImageNow, you can do so directly from DocuSign. This is also doable for any DocuSign envelope that contains multiple documents and needs to be routed to HRIS as one PDF file.

1. For new hire packets, once you receive the "completed" email notification from DocuSign you can login to DocuSign and click on the Manage tab.
   

2. Then, click on the Completed tab from the left menu. Find the envelope you need to print to ImageNow and select Print from the drop-down menu.

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This will ensure the new hire packet prints into ImageNow as one PDF file.