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SIS - Imaging: Requesting Access and Viewing Imaged Documents


Learn how to use Imaging through SIS to view imaged or scanned documents. Currently, the Office of the Registrar and Undergraduate Admissions have viewable documents. Security determines what level of access you have.


If you need to request access to Imaging through SIS, go here: Access to Imaged Documents using SIS.

Table of Contents

Viewing Imaged Documents

Based on your access, you can easily access scanned/digital images of documents through a button found on certain SIS pages.

To access imaged documents, follow the steps below:

  1. Log in to SIS.
  2. Navigate to a SIS page that contains the Imaging button button. Some pages with the button include (depending on your security):
    • > Campus Community > Personal Information > Add/Update a Person |Biographical|
    • > Campus Community > Personal Information > Identification > Residency Data
    • > Records and Enrollment > Career and Program Information > Student Program/Plan
    • > Records and Enrollment > Student Term Information > Term Search
    • > Student Admissions > Application Maintenance > Maintain Applications
  3. Search for the desired student.
  4. On the SIS page, select the "Imaging" button found in the upper right corner of page.
    • Note: If you have access, the "Imaging" button appears on the SIS page whether or not the "student" has imaged documents.
  5. Log in to imaging with your NetID and password. If available, imaged documents for that student will be displayed.
  6. Open/select the document you want to view.
  7. View, Navigate, and/or Annotate as needed.
    • Tip: If visible, you can use the scroll bars to view more of the page and/or document properties.
  8. When you're done viewing that document or navigating between that student’s documents, select the back arrow.
  9. If you are done with that student’s list of documents and you are going to view a different student’s documents, close that student’s window.
  10. When you are done viewing documents, select Profile Profile icon shaped like the silhouette of a person and select Disconnect Power button icon.

Utilizing the Documents List

The list displays imaged documents associated with the student you are viewing in SIS.  

The column order may change based on the type of documents being viewed. You can temporarily customize your list to change the sort order and column order and width.

To open a document, select any item in the document row.

A screenshot showing a list of documents associated with a student

Modifying Documents List View Options Temporarily

Column Heading Order

To change the order of the document list column headings, follow the steps below:

  1. Select the heading you want to move.
  2. Drag the heading to the new location and release.

Column Width

To change the width of a column, follow the steps below:

  1. Point to the right margin of the heading until you see a narrow blue bar and a double pointed arrow.
  2. Double click on the narrow blue bar for the best fit, or click and drag to the desired column width then release.

Row Sort Order

To change the sort order of the rows, follow the steps below:

  1. Select the heading you want to sort by.
  2. Select the heading again to sort the opposite way: ascending or descending.

Viewing a Document

Opening a Document

To view an actual imaged document, follow the steps below:

  1. Access Imaging to view a student’s imaged documents.
  2. Select the desired document to view content. The document will open in the viewer.

Document Viewer window

Navigating Within an Open Document

Once you are viewing an imaged document, use the Navigate toolbar to move between pages.

Select the desired button to navigate:

  • Previous Page ( Left arrow icon ): Displays the previous page of the current document.
  • Select Page ( A screenshot of the document page number being displayed ): Displays the current document's page number. You can type in the desired page number to view and press "Enter."
  • Next Page ( Right arrow icon ): Displays the next page of the current document.

Note: Button availability is based on the number of pages within a document.

Displaying and Using Thumbnails

An additional navigation and viewing option allows you to view Thumbnails of all the pages in a document, thereby allowing you to easily see how many pages are within each document.

  1. Select the Show or Hide Thumbnails icon Show or Hide Thumbnails icon.
  2. To switch to a different page, select the desired thumbnail page image.

    The thumbnail page image

Reordering Pages Using Thumbnails

If you need to reorder the document’s pages, you can change and save it as follows:

  1. Select the page you want to move.
  2. Drag it to a new location indicated by the blue vertical bar, then release your mouse button.
  3. Select "Save."

Viewing Options

Once you are viewing an imaged document, the View toolbar is used to change the orientation and magnification of the document.

Select the desired button to change your view.

The list below describes the buttons found on the View toolbar:

  • Minus icon Zoom Out: Decreases the magnification of the displayed page
  • Zoom slider icon Zoom Slider: Drag the slider left or right to change the magnification
  • Plus icon Zoom In: Increases the magnification of the displayed page
  • Best Fit icon Best Fit: Resizes the displayed page to the optimal fit within the window
  • Fit to Width icon Fit to Width: Resizes the displayed page to fit the window width
  • Fit to Height icon Fit to Height: Resizes the displayed page to fit the window height
  • Original Size icon 100% Original Size: Resizes to the original size (100%)
  • Rotate Left icon Rotate 90° Left: Rotates the displayed page left/counterclockwise 90°
  • Rotate Right icon Rotate 90° Right: Rotates the displayed page right/clockwise 90°

Tip: To move an image around, use the scroll bars or scroll wheel on your mouse or click on and drag the image.

Enlarging an Area of an Image

You can quickly zoom in on a particular area of an image. To do so, follow the steps below:

  1. Hold down the Ctrl key.
  2. Click and drag a square around the area you want to zoom in on.
  3. Release the mouse. The selected area will then enlarge.

Saving a Rotation View

If an image is saved in the wrong orientation, you can save it correctly as follows:

  1. Rotate the document until it is in a readable orientation.
  2. Select "Save."

Document Viewer Toolbar

Once a document is opened in the viewer, the following toolbar buttons become available:

Document Viewer Toolbar

The list below describes the buttons found on the documents toolbar:

  • Back icon Back: Returns you to the documents list
  • Save icon Save: Saves changes to your document
  • Trash can icon Delete*: Deletes the selected page from your document
    • Note: This action looks available; however, you cannot delete.
  • Annotate icon Annotate: Add or hide/show annotation to your document
  • Plus icon Insert: UW–Madison does not use
  • Print icon Print: Prints the displayed page
  • Show or Hide Thumbnails icon Show or Hide Thumbnails: Turns on or off the thumbnail images of document pages
  • Show or Hide Forms icon Show or Hide Forms: Turns on or off the additional selected form type
  • letter I icon Show or Hide Properties: Turns on or off the properties of the displayed document
  • Profile icon Profile:
    • Disconnect using the Power icon
    • Access vendor delivered help using the Help (question mark) icon
    • Select the Settings (gear) icon to view settings

      Profile icons

*Note: Some options may not be available due to your security.

Working with Annotations

Annotations allow you to enter comments and marks over imaged documents without affecting the original image. When using annotations, remember that imaged documents can be pulled as public record; therefore, keep personal notes in a separate location.

To add, edit, or delete an annotation on the document displayed, follow the steps below.

Add Annotation

  1. Select the "Annotation" icon. Annotate icon
  2. Select "Create Annotation."
  3. Select the area where you want the annotation.
  4. Select the Annotation Type you want.

    Annotation Type drop-down menu

  5. Select your desired Annotation Template.

    Annotation Template drop-down menu

  6. Select "Add," then the "Save" icon.

Note: A Sticky Note must be opened to see its contents; use the scroll bar. Only new text can be added; saved text cannot be edited.

Edit Annotation

  1. Select the annotated object you wish to edit.
  2. Select "Edit." Pencil icon
  3. View or change the applicable option(s).
  4. Select "OK," then the "Save" icon.

Move/Resize Annotation

  1. Select the annotated object you wish to move/size.
  2. To move: Click in the middle of the object and drag it to the desired location.
  3. To resize: Click and drag a blue square corner or blue bar on the top/bottom or side.
  4. Select the "Save" icon.

Delete Annotation

  1. Select the annotated object.
  2. Select the "Delete" (trash can) icon or press the delete key.
  3. Select the "Save" icon.

Hide Annotation

To hide all annotations temporarily while viewing a document:

  1. Select the "Annotation" icon. Annotate icon
  2. Select "Hide Annotation."

Show Annotation

To display all hidden annotations:

  1. Select the "Annotation" icon. Annotate icon
  2. Select "Show Annotation."

Keywordspermission, sis (SIS)   Doc ID13548
OwnerLogan R.GroupOffice of the Registrar
Created2010-03-04 19:00:00Updated2024-01-09 13:39:37
SitesDoIT Help Desk, Office of the Registrar
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