Imaging Access Form Instructions

The purpose of this form is to assign appropriate access to the Imaging Applications (Kofax Ascent Capture and Application Xtender). Kofax Ascent Capture is used to scan groups of documents and create the index information so that the electronic images and index information can be added to Application Xtender. Application Xtender is used primarily for retrieval of documents but can be used to add pages to existing documents.

The form can be updated by adding check marks to the appropriate boxes and printing the form. After making the changes, save the form and forward it to your manager. The manager can then send the completed form, via e-mail, to fmsupport@csulb.edu.

• User Name: Your last name, first name.
• E-mail: Applicant’s e-mail address

Please make sure your security for Excel Macros is set to “Medium” before opening this form. To do this:

1. Open Microsoft Excel.
2. Click on Tools > Macros > Security.
3. Make sure the Radio button selection is set to “Medium”. If it is set to “High” or “Very High”, you will receive the following message when opening the file:

For each application, place a check mark next to the appropriate access group. The default features and queues associated with an existing access group are already checked. If the default security for the existing access groups does not match the security you want to provide, place a check mark next to “Custom Security for Application Xtender” and/or “Custom Security for Ascent Capture”.

If specifying “Custom Security for Ascent” place a check mark next to the Ascent Capture Processing Queue(s) requested.

• Scan: Add pages into an Ascent Capture batch.
• Recognition: Process the Ascent Capture batch for automated document detection and barcode processing. This process is necessary before the batch can enter Quality Control or Validation mode.
• Quality Control: Review pages after scanning to ensure that pages are readable. Any pages that are not clear may be rejected and/or replaced.
• Validation: View any automated index information collected via barcodes. This is also the stage at which any lookup of additional index information takes place. If required, index information is keyed during this step.
• Verification: Confirm that key index fields for the documents are correct. During this step, information can be keyed in and compared to index information added during the validation step.

If specifying “Custom Security for Application Xtender” place a check mark next to the Application Xtender feature. Application Xtender security items have a blue background. The Application Xtender processing queues are:

• Display: View scanned pages using Application Xtender.
• Print: Print or E-mail pages viewed in Application Xtender.
• Add Pages: Using the scan station or at your desk using electronic images, add pages to documents stored on Application Xtender.
• Modify Index Info: Change index field information for documents that are in Application Xtender.
• Create Annotations: Create annotations to pages. These annotations can be used to draw attention to information on the page using additional text, symbols, and colors.
• Edit Annotations: The user can edit, delete, or hide annotations that they created. They cannot view, edit or delete annotations that they did not create.
• Create Redactions: The user can hide specific information on a document by creating a shape that will cover the information. The redactions created are only visible to the user.
• Edit Redactions: The user can edit, delete, or hide redactions that they created. They cannot view, edit or delete redactions that they did not create without Global Annotations access.
• Global Annotations: The user can add annotations; can edit, delete, or hide annotations created by other users, and can view text annotation icons created by other users. In addition, if Edit Redactions is selected, the user can add redactions and can edit, delete, or hide redactions created by other users.
• Delete Pages: The user can delete individual pages within a document stored in Application Xtender.
• Delete Documents: The user can delete documents within a document stored in Application Xtender.