Office Hours: ImageNow Tasks

Perceptive Content / ImageNow Tasks is a versatile feature that allows you to assign user driven actions to ImageNow content and documents. Tasks can be assigned to require a user to review a document, acknowledge they’ve reviewed the document, complete some information, or even approve/deny content. The use cases are broad, but include some standard applications such as Invoice Approvals, Chart Deficiency Tracking, and Employee On-boarding.

Transcript

Alex Lindsey:

Hello everyone. Welcome to RPI Office Hours. Today we’re going to be talking about ImageNow Tasks or Perceptive Content Tasks, however you guys want to label it. We’ll get this stuff out of the way here.

A few housekeeping items to keep in mind today. We can distribute this afterwards if you guys want to see this and reference it in the future. This is supposed to be very interactive but really fun, especially before the holidays. So if you have any questions, feel free to use the webinar chat to log any questions or raise your hand or if you’d actually like to get on the phone and ask us some questions you can do that and we can kind of unmute you and we can have dialogue there.

Ultimately, we’re going to be just doing a walkthrough demo of ImageNow Tasks. So, first and foremost, what are they? I guess I should probably mention the upcoming webinars that are coming up. Mike would kill me if I didn’t. We’re doing an OnBase webinar series 2020 and every other Wednesday, January 8th through April 29th, I will be talking about OnBase specifically. So, if you are a Hyland customer. If you have ImageNow, you’re obviously on this for a reason, but if you’re looking at OnBase, want to know a little bit more about that as well. Future State or current state and however you guys want to look at it. Please join those.

We also have another Office Hours. This is one that we rescheduled to January 17th at 1 o’clock, central time and that is going to be about Perceptive Experience and what you can do with that. That has adopted any Perceptive Experience, no difference in the item or view that we offer people. Feel free to join that and kind of get an idea of that. Especially if Java is still giving you pain with WebNow, I highly encourage you to check that one out and also you can go to our website at RPIC.com/webinars to see some of our previously recorded ones. A lot of content out there, a lot of very smart people that are giving presentations, me not included.

So, first and foremost I’m Demo-er in Chief. My name is Alex Lindsey, I’m a Senior Solutions Architect with RPI Consultants. I’ve been on a lot of webinars, doing a lot of other things. I got started in Perceptive, at Perceptive Software, so I’ve been using Perceptive and ImageNow for quite a long time. I’m very familiar with it. I’ve got a lot of experience in the OCR platform as well and extracting data off documents and things like that. And I have a highly background in accounts payable, but I’ve found some also very interesting and successful solutions in other areas as well. And I am also a master Whiskey distiller. So really this isn’t an extensive slide deck at all, but there’re some things I’m going to point out because the question will come up eventually.

There are three types of tasks within ImageNow. There is a document deficiency which really just indicates a missing or an incomplete page or document. And there’s also a Pointer which basically is like, “Hey, this is something specifically that has to be done.” The document, either one can kind of be used interchangeably for approvals specifically like invoice approval, things like that. We tend to do document deficiency. There isn’t any right or wrong between the two. It’s just kind of personal preference and then there’s a signature required which we won’t cover today, but it basically indicates a digital signature is required on a document. You do need the document management suite, a separate license for that within ImageNow in order to have that enabled, but that can also be very beneficial for our clients as well.

So, moving on. Again, if you have any questions please let me know and I’m just going to hop in our server here and get started. The thing that we’re probably going to do first and foremost is just set up a task. How are we going to set up a task? What are we going to put in it? We can talk about some use cases as well and then basically just process one document that basically shows how you can assign users to a task and how you can kind of manage it from there. And then we’ll kind of jump into discussion about automation as well and how you can automate things yourself or those scripted processes that we can talk through as well.

So, first and foremost, if you have different departments, obviously this is the management console for ImageNow. If you’re on this call, you’re probably familiar with this to some aspect. But ultimately, you would basically log onto your management console, select the specific department. A lot of times it’s default for this. I’m going to use accounts payable and navigate over to task. Here we can basically create a…I’m going to move this out of the way. [inaudible 00:04:54].

Here we can basically see we’ve got different templates. You can let your task type again, we talked about this a minute ago. You’ve got either your pointer or your document deficiency. I’m going to use pointer here. And before we do that it’s important to think about if you’re creating tasks, it’s really important to think about the functional or the process in place that’s going to be used. And the reason I say that is it’s sometimes easier if you create a reasons list before you actually create a task.

Your reasons list if you think about a review or an approval process specifically, and even more specifically for something that needs to be rejected or returned for some reason. Thinking about those reasons and mapping those out are kind of important. So you have clear communication between departments and between individuals as to why a document got returned or why it was approved even.

So here we’re going to go over to reason’s list and just create a new one. The example I’m kind of going to roll with is the capital invoice review. So, I’ll say Capital Invoice Rejected. And here you can create a list of members, the members are just a list of actual reasons that we’re creating a category of a rejected reason lists that a user would be required to select if they were returning a document for any reason. So, if they’re returning the capital invoice for some reason, you could map out specific reasons why it had gone…basically been returned to someone.

For this, you can basically kind of pick and choose or you can create new ones, not an invoice, and we can basically add this to the list. Resubmit, no longer needed. Let’s choose one more…see comments for more information. And basically, you just make sure that that click too is active and hit okay. I’ll create another list here, just a real basic one for just approved or completed. Review capital invoice. Approved and I’ll just select a few of these. Reviewed and comment. And we click okay.

Now you have a reasons list, this is going to make it a little bit easier, so you don’t have to kind of bounce back and forth between your tasks template, your reasons list. That’ll make sense here in a second. So, come over to here. Again, you can choose a different template. It doesn’t really make that much of a difference what kind you choose. I’m just going to go with a pointer for now. And over here on the right, I’m going to click new. I’m going to call this Capital Invoice Review. If you start to set up a lot of tasks, it’s kind of important to put the description just so someone…if you’re out of office for some reason, you need someone to review something, it’s just the more information you have in here the better. Review, task review process for capital invoices.

And you have a couple options here. Obviously chose is active and if you want to delete the completed path, that’s after the history. I don’t highly recommend that. I would just make sure that it is active. And walking through this, this is the same for pretty much all the task templates. You’ve got your components. This is also super important. A lot of these things will determine how the task will either be portrayed to the user and the information that they’re given. So, you want to be clear and concise about the things that you’re putting in front of your clientele. Especially if your user base like invoice approvals, for instance or a purchase order review