Operations Analysis

ImageNow was a Lexmark product that was bought out by Hyland now called Perceptive Content. This document management system enables users to secure and access business content in any format across its entire lifecycle, for instance, precise visibility within a business process. The software allows for the automatic extraction of data from scanned and imported files from virtually any source to increase accuracy, accelerate processes, reduce costs, and speed responsiveness. The system also affords us the ability to measure and improve processes across the entire organization for straight-line efficiency, resulting in increased productivity for greater collaboration and faster, better decisions through automation.

FAMU uses Perceptive Content to organize, manage, route, and digitally sign content from many different sources, especially paper documents. Once imported, files are processed and stored in an easily accessible database. Perceptive Content simplifies the process of content management and easily integrates it into FAMU’s business processes. The system works alongside PeopleSoft in document retention and allows electronic routing and approvals across all of FAMU’s campuses. Perceptive Content manages the movement of documents across the university and allows for departmental approvals within the system without the lengthy delays that are inherent with paper documents.

Within Perceptive Content, we create and implement electronic forms (commonly called eForms). Aside from eliminating the cost of printing, storing, distributing pre-printed forms, and the annoying hassle of accidentally working with obsolete forms, eForms are user-friendly and are usually filled out faster than their paper counterparts. As a result of the programming associated with them, these eForms increase accuracy and efficiency since they can automatically format, calculate, look up, and validate information for the user as the information is being input. FAMU’s E-Forms are created by Operations Analysis under the Information Technology Services department here at FAMU.

Although aspects of ImageNow work hand in hand with iRattler, ImageNow is an independent system that is owned by FAMU and that reduces the university's paper use. As of now, PeopleSoft does not have a cost and space-efficient way to handle and organize paper documents that are saved in it. 

Operations Analysis in the Department of Information Technology Services handles all Perceptive Content/ImageNow requests. We can be reached at 850-412-6539.

Go to the "FAMU Task Management System" (TMS) at www.famu.edu/tms

If you have an account in the TMS system, please sign in to the section on the right side of the page. If you do not have an account, please skip this step.

Complete the requested information

Under "Category*" select "Operations Analysis," then choose the nature of your request, problem, or service needed.

Here are your options:

• ImageNow Scanner Problems/Installation
• ImageNow Client Problems/Installation
• ImageNow Permissions
• ImageNow Training
• Multi-function Device (Scanner/Printer) Set-Up
• Reports
• Web Now
• ImageNow Business Solution Request
• System Problem
  • Complete the rest of the fields
  • Use “cc” field: to add/copy someone on the request (for example your manager or supervisor if applicable)
  • Click "Submit!”

Someone from Operations Analysis will contact you regarding your issue within 24-48 business hours. Our hours of operation are from 8 am - 5 pm, Monday - Friday, except on University observed holidays.

Great question! If your area sees high volumes of paper that need to be stored in Perceptive Content/ImageNow or your office is the starting point of a process, please contact Operations Analysis and we can work with you to assess the cost-efficient way to optimize your business processes. If getting a scanner for your area is the best course of action, we will provide you the quote and steps to getting the physical scanning device and the appropriate license(s).

The great news is that your Perceptive Content/ImageNow and iRattler credentials are the same. When you update your iRattler credentials, that information is automatically updated in Perceptive Content and you can use those new credentials immediately. Please note that if the wrong information is entered into the Perceptive Content log-in screen, the following error message will appear: “The system cannot establish a connection. Re-enter User name and/or Password.”          

Step 1: Double Click on the shortcut to start ImageNow

Step 2: Ensure that you are logging into the ImageNow Production environment.

(This can be verified by confirming that you see the word “Production” twice on the Perceptive Content login window)

Step 3: Enter your FAMU iRattler username and password, then click “Connect”

(Enter the username without the @famu.edu)

Congratulations! You are in!

The Office of Operations Analysis can update user's access provided the ImageNow security form is completed and approved by the information owner.

Here are a few of the more commonly requested permission options: 

1. Update a user’s permission (due to user moving to another department, etc)
2. Create a Perceptive Content user account
3. Remove or add a user from/to queue(s)
4. Get access to document types
5. Get added or removed from workflow(s) (examples of workflows are HR, Admissions, Connection, Financial Aid)
6. Deactivate a user’s Perceptive Content account*
7. Delete a user’s Perceptive Content account*

*Indicates that we need a completed (with approving office’s signature) ImageNow Security and Permissions form.

These are the steps to perform the tasks above:

1. Visit the Operations Analysis website at www.famu.edu/operationsanalysis
2. Navigate to “Forms” and download the ImageNow Security and Permissions form.
3. Complete the form and gather the appropriate signatures from the area designated to be a steward of the files and workflow that you are interested in (your supervisor may authorize the form if the requests are pertaining to permissions)

• Complete a TMS request: Go to www.famu.edu/tms and under “Category,” go to “Operations Analysis” and select “ImageNow Permissions.” This selection will allow you to do the following:
• Update user’s permission*
• Deactivate user’s account
• User’s role in the department has changed
• User being relocated to another department on campus
• User does not have ImageNow account*
• If user has to be added to the scanner group or given scanner privileges individually
• User cannot see capture profiles
• User cannot log in to ImageNow after scanner is installed*

*Indicates that an ImageNow security form must be completed and signed by the head of the department

If you need assistance on how to fill out an ImageNow request, please visit our How Tos for more information. 

Operations Analysis will respond within 24-48 business hours, between 8 am - 5 pm to all submitted TMS requests.

There are some major telltale signs that Perceptive Content might not be operating efficiently on your workstation.

Here are some of them:

• No documents are being submitted into Perceptive Content
• No emails are being received into your Perceptive Content monitored email queue
• No faxes are being received in your area Perceptive Content monitored email queue
• Perceptive Content stopped working or froze

If any of the issues above arise, please restart Perceptive Content and your computer. Then, test your system again. If the problem persists, please submit a TMS to Operations Analysis under the category “ImageNow Client Problems/Installation.”

WebNow is an alternative to ImageNow when off campus or not on FAMU’s network. The Office of Operations Analysis is working to implement Perceptive Experience to replace WebNow’s dependence on Java, which is no longer conducive to connectivity for this web product.