WIXLIB

7. Adding AnnotationsImageNow allows you to add annotations in a variety of forms. Remember that onceannotations are made and saved, they are viewable by other committee memebers reviewingthe documents as well as being permantly stored as part of that document.The ToolBar below lists the availabe Annotation Tools. Those that are Grayed out are toolsthat have been disabled according to University Policy.IconFunctionSave:Print:Properties:Zoom In & Out:Rotate Right & Left:Fit Width & Height:Fit Window:Show/HideNavigate Page:Digital Signature:Version 6.0DescriptionClick this to save any annotations you have made to a document. Failure tosave before closing a document will result in annotations being lost.Click this to print the displayed document to your local printer. In order tosafeguard applicant privacy, please be certain to properly dispose of all printeddocuments after review.Click this to view the document’s origin, creation date and other information.Click this to enlarge or decrease the view of the displayed document. EachClick will result in an increased/decreased view.Click these to rotate the document view 90 in a clockwise or counterclockwisedirection. As a rule, the Graduate Admissions team will properly orientdocuments during their QA process.Use these to adjust the width or height of the displayed document equal tothat of the window width or height.Click this to adjust the document size to that of the window in which it is beingdisplayed. In some instances documents may appear in a reduced size whenfirst opened.Annotations: Click this to display any annotations that have been made to thedocument being displayed. Click this again to hide these annotations.Click this to switch your cursor/pointer to a hand which can be used to grabthe sheet and move it up or down. In general this performs the same functionas the Up and Down arrows alongside the document window.Click this to apply your electronic signature to the document. There are 4options associated with a digital signature: Approved, Denied, No Decision atthis Time and Approved with Conditions. Once you click this button you mustthen click on the document in the location you want the signature to appear.Note that you will be required to enter a password each time you attempt toapply a signature. (See “Digital Signature – Creating a Password and ChangingDesignation” below for directions on how to create a Signature password & tochange the designation). Digital Signatures are available to GPDs(Coordinators) only.Page 11

IconFunctionStamp:Sticky Note:Text:Highlight:Check:Pen:Line:Arrow:Box & Circle:Version 6.0DescriptionClick this and then click on the document to apply a stamp to the document.Right click this button to view the various stamp options available to you.GPDs have access to apply the “Deferred Consideration”, “PreviouslyAccepted”, and “Waitlisted” stamps. Committee members have access toapply the reviewer “Approved” and Reviewer “Denied” stamps.Click this and then click on the document to apply an electronic sticky note. Atext window will appear allowing you to add notations. In cases whereprevious reviewers have added sticky note notations, you can add to the samesticky note by double clicking on the note located on the document and thesystem will keep a history of the different notations made.Click this and then click the document to add text comments directly to thedocument. Though a text window will appear allowing you to type notes, thenote will appear directly on the document when OK is clicked.Click this to change your cursor to a highlighter. Once the highlighter is visible,move it to the text you wish highlighted, press and hold the left mouse keyand drag the highlighter across the text to be highlighted. When you releasethe mouse button, your cursor will revert to a pointer and the highlight will bein place along with sizing tabs. Use your mouse pointer to grab the sizinghandle and drag it till the desired size is reached. Right clicking the Highlightbutton will display a list of available highlighting colors.Click this to change your cursor to a check mark, move the check mark to thelocation desired and press the left mouse button to apply the check. Thecheck will appear with sizing tabs. Right clicking the Check button displays alist of the check colors available.Click this to convert your cursor to a pen which will allow you to add free formannotations to the document. Move the pen to the area desired, hold downthe left mouse button and annotate as desired. Right clicking the Pen buttondisplays a list of the pen colors available.Pen: Click this to convert your cursor to a line which will allow you to drawstraight lines on the document. Move the line cursor to the area desired, holddown the left mouse button and annotate as desired. Right clicking the Linebutton displays a list of the line colors available.Click this to convert your cursor to an arrow which will allow you to drawstraight arrows on the document. Move the arrow cursor to the area desired,hold down the left mouse button and annotate as desired. Right clicking theArrow button displays a list of the arrow colors available.Click either of these to change your cursor to a box/circle which will allow youto draw boxes/circles around selected text. Move the box cursor to theanchor point desired, press and hold the left mouse button and drag thecursor to the desired end point. Release the mouse button and a box/circlewill appear. Right clicking the Box/Circle button to see the list of the boxcolors available.Page 12

Additional CommandsIn addition to the functions above which are located at the top of the editing screen, there is acommand toolbar located at the bottom of the editing screen. These commands are used tomove from one page to the next or from one document to the next. It is with this toolbar thatyou will route the Applications back to the graduate Admissions office.IconFunctionPrevious & Next Item:Previous & Next Page:First & last Page:Route Forward:Recall Last WorkflowItem:On Hold:View Workflow History:View Recently RoutedItems:Version 6.0DescriptionUse these commands to navigate away from theApplication currently being displayed to either theprevious or next application. When either of thesecommands is used, a prompt will appear asking whatshould be done with the Application currently beingdisplayed. You may place the application on hold orroute it back to the queue for future action. Cancel willremove the prompt cancelling the command.Use these commands to navigate between pages of theApplication currently being displayed. Documentscontaining only one page will result in these commandbuttons being grayed out.Use these commands to navigate to the first and lastpages of the currently displayed Application.Use this key to move the Application back to thegraduate Admissions office once you have reviewed thepertinent documents and digitally signed the ProfileSheet.Use this command to recall the last item processed.Use this command to flag the Application as On Hold.When clicked. A window will appear in which you cannote the reasons for placing the document on hold.This command will display a window detailing theactions that have been applied to that particularApplication. Through this history, you can see who haveviewed and processed the application to date.This command will display a window listing all of theitems that have been routed forward during this log-onsession.Page 13

8. Digital Signature – Creating Password and Changing Designation:The first time each user attempts to apply a digital signature, a Digital SignatureAuthentication window will appear. In order to digitally sign documents, each user must create andconfirm a password. ImageNow will allow you to add a password hint for use in the event that youforget your password as well as to add a prefix or suffix to your signature.Click here toaccess ReasonsoptionsEach time you apply a digital signature to a document, you can choose 3 “reasons” which willbe made part of your signature on that document. To access these options, simply click thedown arrow and select the option.Remember: Once you apply your signature, the document is locked from any additionaannotations. Remember to indicate all note and conditions before applying your signature.Version 6.0Page 14

9. Routing Application Back to Graduate Admissions OfficeOnce you have reviewed the necessary documents related to a particular Application and haveDigitally signed the Profile Sheet accordingly, you must forward the approved/deniedApplication back to the Graduate Admissions Office for final processing. To do this, simplyclick the Route Forward button at the bottom of the screen.Note: Upon forwarding the application back to the Graduate Admissions office, theapplication will be replaced with the next application waiting to be reviewed and the RelatedDocuments pane will refresh to display those document related to the new applicationdisplayed.Version 6.0Page 15

10.Viewing Documents No Longer in the WorkflowOnce Applications have been fully processed by the program Coordinator (AKA : GPD), androuted back to, and processed by Graduate Admissions, the documents exit the Workflow andare sent to a central Document Rapository. In order to view documents residing in theRepository, you must use the Document option found on the WebNow homepage.10.1 Searching for Applications when you know the Plan/Sub-PlanTo search for an application where the Plan/Sub-Plan is known, double-click the Plan/Subplanto which the applicant or student belongs and then use the Quick Search functionality foundon the first tab of the right-hand pane. There are three main fields used to search.:Search Criteria,OperatorValueSearch CriteriaSearch Criteria OptionsDrawerStudent IDStudent NameTermPlanDate ScannedDocument TypeCustom PropertyFull TextVersion 6.0DescriptionDefault: This virtual file drawer is where all Graduate Application documents are stored.This is the peiopleSoft student ID assigned when the studen applied.The convention for this name is Last,FirstAllows you to serach for applications by semester.Allows you to search for application documents by program attended.Graduate Admissions use only.Allows you to seach for documents by type (e.g. Letter of Reference, Transcript, etc.)Predominately used by Graduate AdmissionsSearch for specific document content. (e.g. document containing the text “management”)Page 16

Operators: These options are self explanitory and link the Criteria and the ValueValue: It is here you would enter the specific item on which you want to serach.(e.g. Student ID, Nme, etc.)10.2 Searching for Applications when you do NOT know the Plan/Sub-Plan10.2.110.2.2To search for an application where the Plan/Sub-Plan is unknown, use theSearch functionality on the second tab of the the right-hand pane.To begin a general search, click the Addbutton to display the “AddCondition” window. Enter the Field, Operator and Value criteria as describedin section 10.1. Click OK to begin the search.AddButtonAdd ConditionWindowVersion 6.0Page 17

WebNow . Graduate Program Directors (AKA: Program Coordinators) & Committee Members . Quick Reference Guide . Support Contacts Daniel Bedard, PMP . GA ImageNow Specialist . Graduate Admissions . Dugan Hall 110 . P (987) 934 4227 (South) Barbara_Dougherty@UML.edu . Version 6.0 Page 2 Overview ImageNow is a document Imaging application being .