Summary

Intelligent Capture of Transcripts (ICT) is a suite of software used to digitize incoming transcripts for new students. The software suite contains two main pieces of software: 

• Perceptive Content:   Serves as the main hub for all activities including equivalences.
• Brainware: Character recognition software that reads and parses PDF transcript files. Mainly only used by Undergraduate Admissions and Registrar's Office 

ICT requires one auxiliary software for users that require both Perceptive Content and Brainware:

• Appsense / Ivanti: Provides correct privileges for users that need to run Brainware as an administrator.

Business Owner

Undergraduate Admissions/Registrar’s Office

Department IT Contact Information

Undergraduate Admissions
Thomas Maggart
Thomas.Maggart@ucf.edu
407-823-5486

Registrar’s Office
Steven Sesit
Steven.Sesit@ucf.edu
407-823-1795

Hardware

VMs
Primary Application Server:
NET2656.net.ucf.edu
10.226.7.13

Other VMs

NET2650.net.ucf.edu
10.226.6.10

NET2651.net.ucf.edu
10.226.6.11

NET2652.net.ucf.edu
10.226.6.12

NET2653.net.ucf.edu
10.226.7.11

NET2655.net.ucf.edu
10.226.7.12

NET2657.net.ucf.edu
10.226.7.14

NET2659.net.ucf.edu
10.226.7.15

Database
N/A
PeopleSoft Processes
N/A
Website(s)
N/A

Vendor Information

Sales Contact
Hyland
1-888-495-2638

Tech Contact   
Ticket submitted by Tom or Steve with vendor. 

UCF Contact
Applications Services
EASAppSupport@ucf.edu
407.823.1181

Software Version

v. 1.0.0.0

Software Status

Active

Application Data

Compatibility

Compatible with Windows 7, 10, Server 2008 R2, Server 2012 R2, Server 2016
Database Compatible with Microsoft SQL Server 2008 R2, 2012, 2014, 2016

User Group Definitions

There are two types of ICT Users:

• Brainware + Perceptive Content (BW+PC) – This user typically works for Undergraduate Admissions or the Registrar’s Office. Users who choose this option will also be given access to an additional piece of software called Appsense/Ivanti to run Brainware as an administrator.
• Perceptive Content Only – Users requiring only the Perceptive Content will be the primary users type for most users reading this guide. These users are representatives from the various colleges and departments across UCF that are doing course equivalencies for incoming students.

Important Terms

• Data Center VPN (DCVPN): Virtual Private Network (VPN) that users log into using Cisco AnyConnect to have access to the correct firewall permissions to use the ICT software suite
• Optional Character Recognition (OCR): Technology that recognizes text in scanned documents and images
• Course Equivalency Form (CEQ): Used to determine if a course to be transferred from another institution is equivalent
• Queues: The lists that contain the student transcripts that need to be worked

Other Information

• Installation Instructions
  • Submit a ServiceNow Software Request
  • Internal Workflow
  • Important Notes
• ICT Overview
  • Brainware States
  • How to add Brainware Users
  • How to add Perceptive Content Users
  • Server Roles and Processes
  • Certificate Renewal for License Validation
• Known Issues
  • EDI Errors
  • Updates to EDI mapping and Transcript Image
  • Update List Values
  • Adding Queue Counts
  • Scanner Setup

Installation Instructions

Submit a ServiceNow Software Request

1. Visit https://ucf.service-now.com/ucfit/ and click on Request a Service
2. Login with NID credentials
3. From the left-hand “Categories” menu select Software and Apps
   
4. Select Software Request from the service catalog

Most users should fill out this ticket for self-service. However, if filling the ticket out on someone’s behalf be sure to fill out this field appropriately with the user who needs the software

5. Complete the ticket with the following information:
   1. Campus, Building, Room (optional yet recommended for each user)
   2.  Unit and Department (Required) 
   3. Software request type - Select Purchase, add, or install new software
      
   4. Purchase Requirements – Select NO
      
      
   5. Operating System Platform – Select Windows
      NOTE: Users for the solution must be in the NET domain and on a UCF Managed Windows Device. Mac devices and users on other domains are NOT supported.
   6. Name of Software – Search for Perceptive Content
      NOTE: Most users will be Perceptive Content Only. Verify if user will need Brainware.
      
   7. Computer Name - This step is optional yet HIGHLY recommended for each user. This information will assist the deskside support teams to troubleshoot with more efficiency.
      
      
      Click in the search field on the lower left of the toolbar
      
      
      Type PC Name and select View your PC name
      
      
      Copy the Device Name and add it into the ticket 
      
   8. Additional Information - Provide required information for the administrators to add users to the software’s administrative panel for access to login into the application once it has been installed.
      
   9. Submit Ticket - Once all the information has been completed, the user should double-check the ticket for accuracy and submit the ticket by clicking on the Order Now button.
      

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Internal Workflow

After the request is submitted, the ticket goes through a specific internal process outlined in the flowchart below

Tom or Steve will also need to add the new user(s) from their Brainware admin account if they will be using that software.

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Important Notes

• Users for the solution must be in the NET domain and on a UCF Managed Windows Device
• Mac devices and users on other domains are NOT supported.
• Perceptive Content:
  • Each user needs to create their own connection profile before they can first login (individual to each Windows username)
  • Production connection profile for Perceptive Content should look like this
    
  • Note: No special permissions needed to set up or edit this.

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ICT Overview

Brainware States

• 100 – Successfully Imported TIF
• 101 – Successfully Imported PDF
• 200 – OCR being performed on Transcript
• 250 – OCR Failure
• 300 – Classification & Data Extraction of Transcript
• 350 – Failed Classification & Data Extraction
• 550 – Ready for Verification (College)
• 551 – Ready for Verification (High School)
• 700 – Export from Brainware of Transcript
• 750 – Export from Brainware Failed
• 800 – Brainware process completed
  
  

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How to Add Brainware Users

• On NET2656, go to E:/ProgramFiles(x86)/Hyland/ Brainware Intelligent Capture / Projects / PICT / Global/PICT.sdp – credentials in Secret Server
• Options > Users, Groups, and Roles
• Users Tab
  • Dropdown shows the current list of users
  • Windows Import – Uses AD. Select NET domain (If not in NET domain, manually add)
  • ** Always make sure they are part of ADMIN group
  • ** Always click Export to Database after making changes
• Groups Tab (Not used)

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How to Add Perceptive Content Users

• On NET2650, navigate to the Perceptive Content Management Console
• Cross Department Settings > Users > Select NEW
• Enter user’s NID
  
• Add user to their respective group under UGRD Transcripts
• 
• Group Security – UGRD WF College-XXX
  

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Server Roles and Processes

NET2650: XML Docs for Transcript EForms and Rules

• Pulls from sftp.net.ucf.edu to \\NET2650.net.ucf.edu\E$\Content_FileTransfer\Imports\Transcript_PDF
• Pushes to upload.eis.ucf.edu (Viewstar ftp) for the RO
• Pushes to slate ftp for UA
• Script “upload_eis_Connect” runs @ 7am daily
  • Source: \\NET2650.net.ucf.edu\E$\Content_FileTransfer\Exports\Transcript_Viewstar\COL_ADM
  • Source: \\NET2650.net.ucf.edu\E$\Content_FileTransfer\Exports\Transcript_Viewstar\COL_REG  to upload.eis.ucf.edu
  • Source: \\NET2650.net.ucf.edu\E$\Content_FileTransfer\Exports\Transcript_Viewstar\HS to upload.eis.ucf.edu
• E:\inserver\temp\TranscriptEform
  • Emplid is start of file name (Emplid_orgid_Date_time)
  • PDT deletes XMLs  - Currently have a 10 min monitor on the directory for an email alert
  • This directory is TEMP only - files lingering indicate a problem with PDT or a service
• PDF Images are put in \\net2119.net.ucf.edu\Scans
  • Script runs at 12noon (or 1pm) and 6pm
  • Moves files to E\Content_FileTransfer\Imports\Transcript_PDF
  • If successful, moves them to CompleteImport
• Services (**Workflow and Import are critical**)
  • ImageNow Alarm Agent 7.2 (Primary)
  • ImageNow Batch Agent 7.2 (Primary)
  • ImageNow Extern Messaging Agent 7.2 (Primary)
  • ImageNow File System Agent 7.2 (Primary)
  • ImageNow Import Agent 7.2 (Primary)
  • ImageNow Job Agent 7.2 (Primary)
  • ImageNow Monitor Agent 7.2 (Primary)
  • ImageNow Notification Agent 7.2 (Primary)
  • ImageNow OSM Agent 7.2 (Primary)
  • ImageNow Retention Agent 7.2 (Primary)
  • ImageNow Server 7.2 (Primary)
  • ImageNow Task Agent 7.2 (Primary)
  • ImageNow User Replication Agent 7.2 (Primary)
  • ImageNow Workflow Agent 7.2 (Primary)
  • RabbitMQ

NET2653: Perceptive Matching Engine

• http://localhost:8080/PME/admin (credentials in Secret Server)
• Dashboard should show Open/Succeeded for both Applicants and Institution
• Data Sources: CSPROD
  • Right-click to Modify host, port, SID (can also test configuration)
• Search Indexes for Applications and Institutions
  • Applicants - 7:00AM daily; 45 mins for 4 million records
  • Institutions - 6:45AM Every Day
  • Right Click on Applicants or Institution - change Data Source, Service Account, Query; Rebuild time
• Search - Allows for interactive search by Emplid for Applicants; Ext Org ID for Institutions
  • Contains Connection URL and String
• Log Files for Apache Tomcat / PME
  • E:\Program Files\Apache Software Foundation\Tomcat 9.0\matchingengine.log
• EDI from PS
  • 10:00PM CFSR4045 runs in PS; Output: # of txt files
  • 11:30PM - push-ict-sftp.pl  PS Tech script pushes files created by CFSR4045 (from: PROD Daily to: sFTP server)
  • 2:00AM- script pushes from: sFTP server, after verifying counts to:  Hyland NET2653
  • Run process using TS130_2_HYLAND_CATCHUP run control; update filename
  • LEAP ticket to PS Tech to run script/push files; Also have them delete .txt files from PROD daily folder
  • SN ticket to Infrastructure team to run 2 scripts (ICT PROD Complete and Error File and ICT PROD Peoplesoft Transcript MGET)
• Directories
  • Imports: \\NET2653.net.ucf.edu\EDISolution\io\input
  • Errors: \\NET2653.net.ucf.edu\EDISolution\io\error
  • Complete: \\NET2653.net.ucf.edu\EDISolution\io\complete
  • Logs: \\NET2653.net.ucf.edu\EDISolution\log
• PCR – Perceptive Content Runtime
  • http://localhost:80 (credentials in SS)
  • Manages the account that control the connection from Brainware to Content
  • This account must have access to the department as it adds/creates eForms
    • Login into NET2653 and open PCR via browser
    • Select Configure > Connection Manager
    • Update the username and password as needed
    • Current account: tmaggart
• Services
  • *Apache Tomcat 9.0 Tomcat9
  • Perceptive Content Runtime
  • ImageNow EDI Solution
  • PS OCR Table Validation - 3:00AM Daily

NET2656: Brainware Intelligent Capture Designer and Runtime Service Management Console

• Brainware Intelligent Capture Designer - Use for troubleshooting
• Brainware Intelligent Capture Runtime Service Management Console
  •   Runtime Server Administration - System Monitoring - BFT - NET2656
  •   6 nodes: Classify & Extract; Export; Import; OCR; PDF Import; Updates & Clean Up
  •   Allows for changing of Batch State, deleting batches, unlocking
• PICT Icon - Opens project (In Designer) to Add Remove Users (See BW Users tab)
• Services
  • Brainware Intelligent Capture Runtime Service
  • Brainware Intelligent Capture Monitor Service
  • Check from DstHost.exe's that are still running, if so, start closing the highest Memory ones first until they all disappear

NET2657: Perceptive Data Transfer (PDT)

• http://localhost:8080/DataTransfer/login credentials in Secret Server
• PeopleSoft interface. To change account / password:
  • Configuration > Connections
  • Open Connection (PS PROD or PS TEST)
  • Right-click on Integration Server and click edit connection
  • Two variables (one for username and one for password)
    • Right-click on each and select Edit Request Header
• Pulls from NET2650
  • Source: \\NET2650.net.ucf.edu\E$\inserver\temp\TranscriptEform
  • To: C:/ICTTestLoad/Transcripts
  • Source: \\NET2650.net.ucf.edu\E$\inserver\temp\NewRule
  • To: C:/ICTTestLoad/Equivalencies
• Active – Locked ; no changes ; Production
• Edit – Modifiable; test environnement (QA)
• Procedures
  • ps_coll_trans_load - evaluate $ps_grades.  this is where S, W, etc grades are
  • Upload Process - PeopleSoft Upload - check-course (1 min disabled)

NET2659: Brainware Visibility Reporting

• http://localhost:8080/Visibility
• Details found here: https://docs.hyland.com/Portal_Public/Products/en/PIC_Visibility.htm

NET2651: Database Server

NET2652: Database Server

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Certificate Renewal for License Validation

Hyland Software provides an annually expiring certificate for the Nolij licensing server. Each year, the current certificate will expire on December 31 of that year and will require the installation of a new certificate at that time.

 Download and install the new certificate:

1. Download the lic1.perceptivecloud2020.pem certificate here.
2. Stop the Apache Tomcat service
3. Copy or transfer the downloaded certificate to the server hosting Apache Tomcat
4. Install the certificate using the commands in the below sections for either Windows or Linux environments
5. Review the generated myoutput.txt file for the certificate entry
6. Start the Apache Tomcat service.

Windows Commands

• cd %JAVA_HOME%\bin
• Note: The JAVA_HOME variable may not be configured. This is the equivalence of "[drive]:\Program Files\Java\<jdkversion>\jre".

Keytool

• Keytool resides within the bin directory of the jre used by the application.
  • keytool -import -trustcacerts -alias lic1cer2020 -file "<LocationOfNewCertificate>\lic1perceptivecloud2020.pem" -keystore "C:\Program Files\Java\jdk1.8.0_181\jre\lib\security\cacerts" -storepass changeit -noprompt
  • keytool -list -alias lic1cer2020 -keystore ‘C:\Program Files\Java\jdk1.8.0_181\jre\lib\security\cacerts" -storepass changeit > "[drive]:\Users\%username%\desktop\myoutput.txt"
• List all certs with aliases:
  • keytool -v -list -keystore “C:\Program Files\Java\jdk1.8.0_181\jre\lib\security\cacerts" -storepass changeit >  C:\Users\%USERNAME%\desktop\output.txt"
• Export a cert:
  • keytool -exportcert -alias lic1.perceptivecloud.com -keystore “C:\Program Files\Java\jdk1.8.0_181\jre\lib\security\cacerts" -storepass changeit -rfc -file "C:\Users\%USERNAME%\desktop\lic1perceptivecloud2019.pem"

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Known Issues

EDI Errors

1. Log into NET2653
2. Navigate to E:\EDISolution\io\Errors-to-be-processed
3. Move .txt files to E:\EDISolution\io\input
4. Once files are processed (out of input), check for file(s) in E:\EDISolution\io\error
5. If file does not appear in error folder, it processed
6. If file does appear in error folder:
   1. Open the log file EDISolution_yyyymmdd_0.log (should have a recent time modified)
   2. Scroll down to find the "XQuery begin processing file:" for file moved
   3. To identify the problem row -- Look for Segment:
   4. Open the specific txt data file
   5. Find the error and fix 
   6. Go to Step 3

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Updates to EDI mapping and Transcript Image

1. Login to Web Server (NET2653)
2. Navigate to E:\EDISolution\xquery\130
3. Edit the testcodes.xml file
4. Make updates as needed. Each mapping is contained within a <testCode> XML tag.
   

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Update List Values

• On NET2650, navigate to E:\inserver\form\321Z32S_0000KD6FH000001
• Edit the Transcript_Config_Univ.xml file (or _Military, _HS, depending on which form needs updated)
• Locate the list in question, in this case Foreign Language
• Update as needed, removing/adding values. Note: The top value of the list will be the default
  • <HiddenVal> = What is passed to PDT
  • <TextVal> = What displays on the eForm

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Adding Queue Counts

This can be accomplished with view filters or updating the column view. To enable (once per session) you can:

1. Right-click on the column header when in the workflow view
2. Select Column > Routed By
3. Sort and highlight the document for the user and the count will display in the bottom left
4. NOTE: To permanently add this column, Tom can add it to the view for the workflow queues needed

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Scanner Setup

Computers that have never scanned with Perceptive Content and a scanner that needs to be setup

1. Verify scanning users have READ/WRITE access to C:\Program Files (x86)\ImageNow\etc
   1. This must be done BEFORE the scanning license is configured for the workstation
   2. Local admin would need to grant access
2. Original scanner workstations were set up with a TWAIN scanning profile pointing to Kofax VRS device for the Fujitsu model in place.
3. Create a new capture profile
   

If scanning profile needs to be created for a different model of scanner, these steps must be followed during creation:

 

If nothing happens when clicking on SCAN in Perceptive Content,

• EAS will need to setup the scanning profile for the user via admin login access to the workstation.
  • Remote screenshare with the user will also be necessary to complete.
• On computers that used Perceptive Content scanning previously, the indevice.xml and inscan.xml files from the original user (or most recent user) will be needed to configure the scanner setup
• These are accessible while logged in as a NIDadmin in the folder C:\\Users\username\AppData\Roaming\ImageNow and will need to be copied over into the new user’s folder with the same path.
• If this location already has indevice and/or inscan files, rename the default ones with “.old” before pasting in files so Perceptive Content does not try to use the empty profile files.
• Relaunch Perceptive Content on the user’s profile and test.
  • Scanning should now bring up the proper preview window if there is a document in the scanner and allow scanning into the application by the user.

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