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Capturing and indexing documents can be accomplished by utilizing the Capture and Indexing module in the Perceptive Content Experience application.
If you are indexing a batch that has already been imported into a queue, you can open the batch by click on it in the queue
You can then index the batch using the lookup fields if available or by entering the indexing values directly into the appropriate fields. See the Indexing section of this guide for more details on indexing.
Scanning
If you have a hard copy document that you need to image, you will first need to scan your documents using a scanning application like the Image Capture application that is part of MacOS. It is recommended that you create a folder on your computer to organize the scanned files. If you normally work from a queue that imports documents from a designated mailbox, you could use the scan-to-me function of the multifunction copiers to scan to your personal mailbox and then forward those emails to the appropriate import queue mailbox.
Once you have scanned the documents for a batch, open the url to the Perceptive Content Experience web application in your browser: https://svrpcapp01.witcc.edu/experience.
Log in with your Okta email address. Click on the Capture and Indexing application module.
Click on the Capture button
Select the appropriate capture process (e.g. Financial Aid or Admissions). Select the appropriate Origin value. This determines into which queue your batch will initially saved.
Click on the File capture option and then click Done.
Click on Browse and locate the images that you scanned earlier. You can also use the Finder application to select the scanned images and drag and drop them into the Select Files dialog. Click done once the images have been uploaded.
You should now have a new capture batch created in the queue that you selected. You can open the batch to continue with the indexing step.
Indexing
Along the right side of the browser you will see the document keys that can be used to index the document. Those highlighted in red are required fields and must have a value entered before the document can be saved.
Click on the magnifying glass on a document key to open the search dialog
Click on the plus sign next to the Add Search Condition box. You can then enter a Colleague ID number to search for within Colleague.
Click Search.
If a person exists with the Colleague ID, then additional details will be return to help you determine if this is the correct individual with which to link the document. Click on that item in the search results window. This will close the search dialog and populate the document keys with those values returned from Colleague.
You may need to enter other appropriate values for keys that cannot be looked up in Colleague. The financial aid year in FIELD4 is a good example.
Once you have updated all the required document keys and the document type, you may use the Send to button to route the document forward to the next queue in the process.