Full ID Photo Tutorial

Step 1 - Submitting the photo:

Students and employees upload their ID photos via the ID Photo Submission App on SharePoint. The app can be accessed on mobile apps or computers. The best experience is in the PowerApps mobile app:

PowerApps on the iOS App Store (iPhone)

PowerApps on the Google Play Store (Android)

The person’s information will automatically populate, so the person only needs to indicate whether they’re an employee or student, and choose the type of request. The request type will dynamically affect the rest of the workflow.

The three request types are:

I am requesting my first ID card.
I need to replace a lost or damaged card.
I’m only submitting a photo, no card needed.

The submitter will tap or click the Tap here to add a picture button at the bottom of the form. This will prompt the user to either take a picture with their mobile device or upload an existing photo. The Submit ID Photo button will become active once a photo has been uploaded.

Step 2 - Approving the photo:

A few moments after the person submits their ID photo, it will appear for review in the ID Photo Review App. This is where Campus Security or HRL employees will approve or reject submitted ID photos by clicking the corresponding button at the bottom of the person’s record:

If the photo is rejected, then the person will be notified to resubmit a photo. You can provide comments if you want to let the person know why the photo was rejected.

After the photo is approved, it will either remain in Approved status, (if the person only wanted to update their picture) or move to Ready to Print status if they requested a new or replacement ID card.

Note:
If the submitter selected the I’m only submitting a photo, no card needed option, then they’re finished at this point.

Step 3 - Downloading the photo from SharePoint:

If the person requested a new ID card, the Campus Security or HRL employee will manually download the photo from SharePoint and upload it to LaunchPoint (Galaxy). The photos are in a SharePoint library: ID Photo Library.

To download a photo, right-click the A#########.jpg under the Name column and select Download.

Note:
Some of the column headings say StudentID, Student Name, etc. Those labels are relics from an earlier version of the app and can be ignored. These columns will contain both student and employee records.

Step 4 - Uploading the photo to LaunchPoint (Galaxy):

Important!
All students and employees should already have a record in LaunchPoint (Galaxy). You should never manually create a cardholder record for a student or employee. If you do not see an active student or employee record in LaunchPoint (Galaxy), please submit a ticket to the Help Desk - do not create a new cardholder record!

In LaunchPoint (Galaxy), click on the Cardholder icon on the left side of the screen and select Edit Cardholder.

Type in the Last Name and click Search.

Click Edit to open the cardholder’s record.

Click on Click to Upload Photo.

Select the photo you downloaded from SharePoint. You must Crop and then Save the photo. If the photo has a distracting background, you can try clicking the Scissors icon to remove it. If it doesn’t work properly, just click the Scissors icon again.

Step 5 - Printing the ID card:

You must select the appropriate badge design (Hollins University Student or Hollins University Employee) before printing the ID card.

Click Save in the upper-right corner.

Important!
If you do not click Save, you will get an error when you try to print the ID card.

Click the small Printer icon above the Card/Badge Settings section.

Choose the appropriate printer (Magicard 600 Security is in the Campus Security office) and click Send Printer.

Step 6 - Recording the prox number:

Return to the ID Photo Review App and change the filter to Ready to Print.

Enter the 5-digit prox number from the bottom of the newly printed ID card and click Ready for Pickup.

Note:
You can’t click Ready for Pickup until you enter the prox number!

Step 7 - Mark as Picked Up (last step):

Mark the ID card as Picked Up after it has either been picked up or delivered to the person responsible for giving it to the requestor.

After clicking Picked Up, you will have a few seconds to Undo if it was a mistake.

Notifications

The submitter is notified when their request is:

Approved
Rejected
Ready to print
Ready for pickup

Accounts receivable is notified to bill the student ($35) when the request is:

Ready to pickup

The mail-enabled security group prox-card-update@hollins.edu is notified when the request is:

Picked up

this group contains the following recipients:

Liane Cundiff (mailroom)
Lauren Beres (MG)
Michele Morales (IT)