Information Technology Services

WSU Imaging System

 

WSU Imaging System Frequently Asked Questions

General Information


Ascent Capture


Oracle IPM


General Information Answers

What is stored in the imaging system? Most documents stored in the system are student records and related materials. Human Resource Services has some older employee records stored. top

Who is eligible to access records stored in the system?
Access to student records and/or HRS records is granted based on business need. top

How do I get an account?
See the Request Account page for specifics on how to request an account. top

How much does it cost?
Costs vary based on applications installed and number of users. Ascent Capture licenses must be purchased by departments and are then charged an annual maintenance fee each year. Imaging and workflow licenses are charged annual maintenance (no license purchase is required) by applying the following schema: (1) Departments who use the web version for document retrieval are charged at a rate of one license for every three users.. (2) Departments who have heavy workflow users are charged one license for each workflow user. (3) Departments whose workflow users are not heavy workflow users but require customized workflow development are charged at a rate of one license for every two users. Annual maintenance charges vary from year to year because real costs are distribute accross the license-bearing user base. To find out what the last billing cycle charge was, send an email to ImCoordinators@lists.wsu.edu. top

My department wants to store documents in the WSU Imaging System. What do we do?
Review WSU BPPM Chapter 90.21 for information on what is required and who to contact. top

My department wants to a different imaging system. What do we need to do?
Review WSU BPPM Chapter 90.21 for information on what is required and who to contact. Also review WAC 434-663. top

What is workflow?
Business process management tools are integrated into the software. Workflow in this capacity refers to the ability to route and script business procedures for a more automated way to conduct business. Workflow "packages" can be created upon receipt of documents or at other trigger points. Those "packages" are then viewed and routed using a customizable set of user interface tools. top

Who scans in documents?
Each business office is responsible for scanning and indexing documents received by that office. Indexing refers to the process of assigning data "tags" to identify and retrieve a document. top

Is the system secure?
Yes. Several layers of security ensure that only authorized users can access the system. Additionally, users are assigned to view and work only those documents for which there is a business need. top

I am getting a "bad password" message. What should I do ?
Access to the system is granted using your WSU Network ID. First ensure that you are using your WSU Network ID when attempting to access the system. If you have forgotten your password, call the IT Help Desk. top

Why do you need my IP address?
Several layers of security ensure that only authorized users can access the system. In order to provide this extra security, we need to know the static IP of the machine. top

How do I locate my IP address?
If you do not know how to locate your IP address, please contact your local departmental computing professional. If you do not have computer support, please use the "Support" link listed in the left menu for instructions on other options for help. top


Ascent Capture Answers

How do I install the software?
Contact your local departmental computing professional to help you install the software. Computing professionals should use the "Support" link listed in the left menu for contact information. top

Why can't you use my WSU Network ID and password for this software?
Our first choice is to user your Active Directory account which is linked to your Network ID and password. However, not all WSU departments have joined the WSU Active Directory. For those departments that are not part of WSU's Active Directory, we must create individual accounts that are not linked to your WSU Network ID. top

My department wants to add an additional scanner. We already use Ascent Capture. What do we need to do?
If you want to add an additional scanner, an additional Ascent Capture Scan license is necessary. Scanner specs and licensing are based on volume. Email ImCoordinators@lists.wsu.edu for information on volume and license pricing. Scanner configuration options are available at www.kofax.com by using the Scanner Configurator links on the site. top

My scanner needs maintenance. Who do we contact?
If you purchased your scanner with a maintenance agreement, you will be notified for routine care and cleaning when the time comes. If you want to schedule (and purchase) a one time event for preventive maintenance, send an email to ImCoordinators@lists.wsu.edu. top

We need to replace our scanner. What is our next step?
Scanner configuration options are available at www.kofax.com by using the Scanner Configurator links on the site. You can purchase a scanner through your own purchasing agent, or email ImCoordinators@lists.wsu.edu for information regarding how to purchase a scanner using the central WSU pruchasing contract with Image Source. top
Validation Setup Answers
On opening a batch in the validation module, I get the following error: "Object value is set to nothing." This is followed by: "Sending the batch to QC due to the following error: [Supporting Documents, KfxLoadValidation] Script returned fatal error."
Go to "Start --> Control Panel --> Administrative Tools --> Component Services" Expand Component Services --> "Computers", right-click on "My Computer", and click on the tab "Default Properties". Then: (1) Change the "Default Authentication Level" to "None", and (2) Change the "Default Impersonation Level" to "Identify" (3) Reboot and try again.top

When opening a document in the Validation module, I get the following message: "This page is accessing information that is not under its control. This poses a security risk. Do you want to continue?" Is there a way to turn this off?
This is caused by an Internet Explorer security setting. If the message bothers you too much, you can change the setting. When in Internet Explorer, go to Tools --> Internet Options. On the Security tab, select the Local internet zone, and click the "Custom Level..." button. Under "miscellaneous", select to Enable the setting for "access data sources across domains".top

Every time I index a document and try to move to the next, I get a message to "save or discard" data. Is there a way to turn this off?
In the Validation module, go to Tools --> Options. On the General tab, uncheck the box for "Prompt before closing document" in the area for "Last Field Accepted Behavior".top

Can I use the Enter key to move to the next field when validating?
In the Validation module, go to Tools --> Options. On the General tab, check the box for "Enter key moves to next field" in the area for "Editing Options".top


 

Oracle IPM Answers

What is the difference between the Windows desktop client and the web client?
The Windows desktop client is a program that is installed on your machine. The web client is accessed through a URL. Currently at WSU, the web is used for retrieving images ONLY. If you also do workflow for application processing, then the desktop client is required. top

What is the url of the web client?
https://edocs.wsu.edu top

How do I install the desktop software?
After your account is established, you will be sent instructions on how to access the system. If you need to use the Windows version of the client, you will be sent instructions for installation. top

I am logged in, now what?
To find documents in the system, in the web client use the "Find" menu, then select "Document by Saved Search". Click the drop-down arrow and select the search you want to run. In the Windows client use the "View" menu, then select "Search Form". Type in the search criteria. Your search results will show in the Search Results tool. If you see a globe, you can launch it with the spaceship icon on the top right menu bar of the viewer tool. top

I get an error in the viewer that says 'Maximum Number of Views Already Open!!!' What is wrong?
You have reached your maximum number of documents to view. The default number is 25. To change that, go to the Viewer tool and right click and choose User Preferences. Change the Maximum Number of Tabs: by clicking up or down on the arrows. top

What is the license cost?
Currently, WSU does NOT have central funding for the licensing costs of the imaging system. For image retrieval, departments are changed (annually) a license fee at a rate of 1 license charge per 3 users structure model. For workflow, departments are charged at a rate of 1 license charge per user. For the 2006 year, the fee was only $316 per license. Cost depends on number of users and actual cost. For more information, see the General Information. top

I'm a web client user. What viewer should I use?
There are three viewers available: the Image Viewer, the Oracle Viewer, and the Application Viewer. (1) The Image Viewer is the default viewer which can display TIFF images stored in the Oracle IPM system without downloading another viewer. (2) The Oracle Viewer is a fully functional viewer with rotation, zoom in and out, and local printing options. This is the recommended viewer. Use of the Oracle Viewer requires a download and install of a plugin on the local workstation. (3) The Application Viewer launches an application on the user's desktop that is associated with that particular file type. For example, a .doc file would cause Word to launch for viewing of the document while a PDF file would cause Adobe Reader to launch for viewing. top

I'm a web client user. How do I install the Oracle Viewer?
The Oracle Viewer can be downloaded by going to the Customize My Workspace page in the web client and clicking the icon in the Viewer Downloads Links section at the bottom of the page. The link will take you to the appropriate download website. top

I'm a Window's desktop client user. When I search for documents using the Search Form, no results appear even though I know I am using a valid ID and should be getting results. What is wrong?
This situation typically results from a firewall on the user end that is blocking results from being returned to the local workstation. See your local computer support specialist and ask about local firewalls. Have him/her send an email to ImCoordinators@lists.wsu.edu for assistance or specific information, if necessary. top

I'm a web client user. When I search for documents, I get results. However, nothing happens when I attempt to view a selected document. What is wrong?
This situation typically results from a popup blocker installed on the workstation. You can resolve this by allowing popups from the site, or by viewing images in the same window as opposed to viewing in a new window. See your local computer support specialists for help about your particular popup blocker. Have him/her send an email to ImCoordinators@lists.wsu.edu for assistance or specific information, if necessary. top

I'm a Windows desktop client user who should be able to update indexes and file content. However, I get an error when attempting to do so from an Office application such as Outlook or Word. What is wrong?
This seems to be a problem with the IPM Add-In for Office. To fix it, you will need to delete the Add-In and add it back by taking the following steps: From within the Office product, go to Tools/ Customize/ Toolbars and highlight the IBPM choice. Then hit Delete. Next, go to Tools/ Options/ Other/ Advanced Options/ Com Add-Ins and highlight the IBPM Office Addins and click Remove. Next, go to Tools/ Customize/ Commands tab/ menu bar, and scroll down to find IBPM. Hit Delete. Finally, go to Tools/ Options/ Other/ Advance Options/ Com Add-Ins and add the IBPM Office Addin back in by choosing Add and browsing to c:\programfiles\stellent\IBPM\IBPMOfficeAddin.dll. top

Imaging System Policy References

BPPM Chapter 90.21 - Imaging University Records: chapter 90.21

WAC Chapter 434-663 - Imaging Systems, Standards for Accuracy and Durability

WAC 434-663

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