Creating filters is the process of querying ImageNow. You can think of it as an InfoSource query specifically written for ImageNow. This tutorial will instruct you on how to setup some common filters.

Two Types of Filters  Within ImageNow there are two types of filters: Private – These filters are created and modified by the individual user. They can be placed on “Documents/Admissions Documents”, “Folders/Applications in Review”, “Tasks” and “Workflow/Document Review Processing”. Public – These filters are common filters that everyone will see. They can only be placed on “Documents/Admissions”, “Folders/Applications in Review”, and “Tasks”. If your office finds that an individuals’ filter would be useful to the rest of the office, contact EAS to place a request that this be set up.

Getting Around in ImageNow  Before we setup a filter, it’s important to understand how ImageNow is laid out. Comprehending what ImageNow contains, will assist you later on in how you search for documents and folders. First, let’s understand that there are two parts to ImageNow; Documents; and Workflow (folders). You will be performing searches (filters) for both, but knowing WHAT you are going to search for is key in setting up your filters. Let’s click on either the Documents or the Workflow button on the ImageNow Toolbar.

Last updated: October 27, 2015

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This will open the ImageNow Explorer window. Let’s go over this window to identify the different parts.

Creating a Document Filter  To search for documents click the plus (+) sign next to the Documents directory. Within the Directory, you’ll see “Admissions Documents”. Again, click the plus (+) sign to see if there are any filters. The initial filters you see are public filters and have an icon that looks like

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Creating a Private Filter on “Admissions Documents”  There are several scenarios you may want to search for documents.

Let’s explore some of these.

Create a Private Filter: Search for Documents created on a Certain Date 1. Click on “Admissions Documents”

2. On the right side of the Screen, you’ll see two Search tabs; Quick Search and Search. Click “Search”

3. Next click the green + sign

to start your query.

4. The Add Condition window will open. It is here that you will begin to set up your query. Let’s talk about each of these conditions.

Constrain by: Within this area you have the option of choosing from one of the following: Custom property – These are the documents’ custom properties and will allow you to search on fields like Application Center, Application Number, Residency Status, Date of Birth, Admit type, Currently Enrolled, etc. Date – This will allow you to search on the date a document was checked out, created, last viewed, modified, or next task due. Document Key – Selecting this option will allow you to search on the document key fields. These include Drawer, person ID, Term, Student Name, Unique ID, Nolij Link, Type, or Any Document Key. Document Property – Selecting this option will allow you to search on Check out comments, Created within (days), Current version, Document ID, Hold name, Name, Notes, Number of pages, Summary task count (active), Summary task count (inactive), Workflow item ID, or Workflow Queue.

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Status – Selecting this option will allow you to search on Digital Signature status, Has hold applied, Has physical file reference, Has shortcuts, Is checked out, Is in workflow, Is private, Is version controlled, Summary task status, or Workflow status. (Most of these options do not apply to the current Undergraduate Admissions setup). User – Selecting this option allows you to search by Checked out by, Created by, Last viewed by, Modified by, Pending approval by, Private by, and Workflow user If we wanted to create a filter on when a document was created, we would select “Date” for the Constrain by condition. Type: You can select from Normal (fixed value), Variable (value from a system variable, for example, documents created by the current user), LearnMode (value from one of the Application Plans (Eg. ADM Application Program Data Link/View, ADM Education Link/View, ADM Pre-App Link, ADM Test Results Link/View, IUGR Pre-App Link ), or Prompted (a message box appears telling the user what value to enter). If we wanted to create a filter on when a document was created, we would select “Normal” for the Type condition. Field: This option will vary depending on what option you selected in the “Constrain by” condition If you selected: Custom Property – These are the individual document type custom property fields such as Application Center, Academic Plan (Please select carefully as you will find Financial Aid and Admissions Properties are in the Field list.) Date – The field list will have Checked out, Created, Last Viewed, Modified, and Next task due. Document Key – The field list will have the following to select from: Drawer, Person ID, Term, Student Name, Unique ID, Nolij Link, Document Type, and Any document key. Document Property – The field list will have Checked out comments, Created within (days), Current version, Document ID, Hold name, Name, Notes, Number of pages, Summary task count (active), Summary task count (inactive), Workflow item ID, and Workflow queue. Status – The field list will have Digital signature status, Has hold applied, Has physical file reference, Has shortcuts, Is checked out, Is in workflow, Is private, Is version controlled, Summary task status, and Workflow status. User – The field list will have Checked out by, Created by, Last viewed by, Modified by, Pending approval by, Private by, and Workflow user. If we wanted to create a filter on when a document was created, we would select “Created” for the Field condition. Operator: This is the Boolean search term and will consist of options like “is equal to” or “starts with” If we wanted to create a filter on when a document was created, we would select “is equal to” for the Operator condition. Last updated: October 27, 2015

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Value: This is the search term such as a specific date or person ID. If we wanted to create a filter on when a document was created, we would enter a specific date for the Value condition. Our final filter would look like: Click OK when you have completed entering all the conditions.

Next click the Go button to run your filter.

If you wish to save your filter, click the Save Filter button.

 

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Creating a Boolean Search  A Boolean search will allow you to search for two or more factors at once. Perhaps you want to know all the documents that were created today AND were High School Transcripts. Your Add Condition screen would look like the screen to the left. Click OK.

When you look at the search box, you will see your search criteria for the filter You’ll need to decide if you will want an AND search or an OR search. The Boolean operator acts like a toggle that will switch between AND and OR when you click on it.

For further information and understanding of Boolean searching, please consult the following resources: MIT Libraries: http://libguides.mit.edu/c.php?g=175963&p=1158594

Last updated: October 27, 2015

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