All electronic documentation should be imaged into ImageNow utilizing IN Printer in the Case No Task basket.
Setting Default Capture Profile – FCCC
Setting Default Application Plan – FCCC
ImageNow Printer for Electronic Document - FCCC
ImageNow Printer for Email and Attachment - FCCC
Search for KEES Case Documents – FCCC
Person Level Indexing Personal Identifying Information (PII) – FCCC
Prior to scanning, set the default capture profile.
Left click the drop-down caret for the Capture button on the ImageNow Toolbar.
Right click IN Printer - Case No Task to set as a default.
Left click the Set as Default Action.
Prior to scanning, set the default application plan to the plan most used for the type of documents being scanned. This will ensure the highest efficiency and decrease the amount of required “clicks” when scanning a large volume of documents.
Left click the drop-down caret next to the Applications button on the ImageNow toolbar.
Right click KEES Case to set as a default.
Left click the Set as Default Action.
ImageNow Printer for Electronic Document - FCCC
Navigate to the Case Summary page for the Foster Care Child Care (FCCC) case associated to the documents.
NOTE: The user must be in the context of a case and on the Case Summary page in order to auto-populate the Case Number and the Case Name in the following steps. Do NOT minimize the Case Summary page. ImageNow is not able to read the IP Address if the page is minimized and an error displays.
Set the default Application Plan. See Setting Default Application Plan – FCCC for detailed steps.
Open the electronic document the user wants to capture, e.g. Word, Excel.
Click the File tab on the top left corner of the document then select Print from the menu.
Select ImageNow Printer under the Printer drop-down menu.
Click the Print button. The ImageNow Print dialog box displays.
Select IN Printer - Case No Task from the Capture Profile drop-down menu.
NOTE: This capture profile keeps any unwanted tasks from generating on the case.
Click the OK button.
The Enter Received Date dialog box displays. The date in the Enter Received Date dialog box defaults to the current date and can be manually changed if needed.
Click the OK button.
The Proposed Keys dialog box displays with Case Number, Case Name, Received Date and Unique ID auto-populated.
NOTE: The Case Number and Case Name auto-populate from the values on the Case Summary page. The Received Date auto-populates based on the date entered in the Enter Received Date dialog box. The user can manually change the received date in the correct format (MM/DD/YYYY) on the Document Keys, if needed.
Review the images of the documents for clarity.
Select the Office Location from the drop-down menu if needed. By leaving <Please select location> as the default, the office location associated with the user’s Worker ID is selected.
Select the Document Type from the drop-down menu. See DCF Imaged Forms Desk Aid for guidance on Document Type selection.
NOTE: The user may have to scroll through the entire list as all values may not be alphabetized.
Enter any Notes as appropriate.
Verify the accuracy of the Document Keys.
Click the Capture button. The imaged document opens in the ImageNow Viewer – Single Scan window.
Click the Save icon on the bottom of the ImageNow Viewer window. The ImageNow Viewer window closes.
To capture the email and attachment, the user has to set ImageNow Printer as their default printer. See ImageNow as the Default Printer for detailed steps.
Access KEES.
Navigate to the Case Summary page for the case associated to the email and attachment(s).
NOTE: The user must be in the context of a case and on the Case Summary page in order to auto-populate the Case Number and the Case Name in the following steps. Do NOT minimize the Case Summary page. ImageNow is not able to read the IP Address if the page is minimized and an error displays.
Set KEES Case as the default application plan. See Setting Default Application Plan – FCCC for detailed steps.
Set Package Mode as the default capture profile. See Setting Default Capture Profile – FCCC for detailed steps.
Open the email to be captured.
Click the File tab on the top left corner of the email then select Print from the menu. The Print Preview page displays.
Ensure ImageNow Printer is selected as the printer.
Click the Print Options button. The Print dialog box displays.
Click the “Print attached files. Attachments will print to the default printer only” check box under Print Options.
Click Print.
NOTE: The next two steps happen simultaneously.
The ImageNow Print window opens. Select IN Printer – Case No Task from the Capture Profile drop-down menu as appropriate. Click the OK button.
NOTE:This capture profile keeps any unwanted tasks from generating on the case
The Opening Mail Attachment dialog box also displays. Click the Open button.
The Enter Received Date dialog box displays. The date in the Enter Received Date dialog box defaults to the current date and can be manually changed if needed.
Click the OK button.
The Proposed Keys dialog box opens and is auto-populated with Case Number, Case Name, Received Date and Unique ID.
NOTE: The Case Number and Case Name auto-populate from the values on the Case Summary page. The Received Date also auto-populates based on the date entered in the Received Date dialog box. The user can manually change the received date in the correct format (MM/DD/YYYY) on the Document Keys if needed.
Review the images of the documents for clarity.
Select the Office Location from the drop-down menu if needed. By leaving <Please select location> as the default, the office location associated with the user’s Worker ID is selected.
Select the Document Type from the drop-down menu. See DCF Imaged Forms Desk Aid for guidance on Document Type selection.
NOTE: The user may have to scroll through the entire list as all values may not be alphabetized.
Click the Capture button. The ImageNow Viewer window opens displaying the document.
Two ImageNow Viewers open in separate windows.
ImageNow Viewer 1 window displays the email.
ImageNow Viewer 2 window displays the attachment.
The Document Keys for both documents is the same and auto-populated from the Case Summary page. Both the documents are indexed to the same Case Number and the Case Name.
NOTE: The user can change the Document Type and the Received Date on the Document Keys if needed.
Enter any Notes as appropriate.
Verify the accuracy of the Document Keys.
Click the Submit icons on the bottom of both ImageNow Viewer windows. The ImageNow Viewer windows close and the images are saved to ImageNow.
If ImageNow Printer is not the user’s typical default printer, remember to change the default printer back.
Search for KEES Case Documents – FCCC
Users can search for KEES Case Documents from within the context of the case or manually from ImageNow.
From Within the context of the Case:
NOTE: User must be signed in to ImageNow.
Navigate to the Case Summary page of the Foster Care Child Care case.
Click the Images button. The ImageNow Explorer window displays all images associated to the case.
Double click the document the user wants to view. The document opens in the ImageNow Viewer window.
From ImageNow:
Left click the drop-down caret next to the Documents button on the ImageNow toolbar then select KEES All Case Documents. The ImageNow Explorer window opens.
NOTE: To view KEES case documents, navigate to the Case Summary page in KEES for the specific case number and click the Images button.
Select Case Number from the first drop-down menu on the Quick Search tab.
NOTE: The second drop-down menu usually displays ‘starts with’ but any search parameter may be selected from the drop-down menu.
Enter the case number in the search box.
Click the Go button. The search results display.
Double click the document the user wants to view. The document opens in the ImageNow Viewer window.
Person Level Indexing Personal Identifying Information (PII) – FCCC
Assigning a document to the person level allows a user to move selected pages from a generic document type to a document type that is more specific. Also, it allows a user to attach the individual’s name to the document that it belongs to.
NOTE: Only Person Level Index when a case person has a DOB and SSN in KEES. KEES will error if DOB and/or SSN is missing.
1. Access ImageNow.
2. Search and open the original Personal Identifying Information document in the ImageNow Viewer window. See Search for KEES Case Documents – FCCC for detailed steps.
3. Click the View tab on the top left side of the ImageNow Viewer window then select Forms from the drop-down menu or use the shortcut key F12. The KEES Indexing eForm displays.
4. Enter the designated page range in the Pages field.
NOTE: The user must start with page 1 and specify where all pages of the document should live. For example, if the original document is multiple pages and the user needs to designate certain pages to different Doc Types and/or case members, the user must first enter pages in the field as they apply to each Doc Type and/or case member.
5. Verify Personal Identifying Information is selected as the Document Category from the drop-down menu.
6. Select the Doc Type from the drop-down menu.
7. Click the magnifying glass next to Selected Case Member Information. The Case Member Search window opens.
8. Click the case member the user wants to index the document to. Click the OK button. The Case Member Search window closes.
9. Verify the case member name displays under the Selected Case Member information link.
10. If the user has more than one document to re-index, click the Copy button on the eForm then repeat STEPS 4-10 until all pages are split and assigned to the person level. Otherwise, continue to STEP 11.
11. Click the eForm Submit button to assign the document(s) to the Doc Type(s) and case member(s) selected.
12. A pop up window stating “Are you sure you want to route this document forward in workflow to the KEES Doc Reindex Queue?” displays. Click the OK button.
13. The ImageNow Viewer window closes.