Overview
Minnesota State is modernizing the system used to manage electronic documents, forms, approvals and related workflows. This type of system is known as Enterprise Content Management, or ECM.
The current ECM platform, Perceptive Content, also known as ImageNow, has supported Minnesota State colleges, universities and the system office for many years. Perceptive Content/ImageNow remains in use while Minnesota State prepares to transition to Softdocs, a modern, secure, cloud-based ECM solution.
Content on this page:
Project Leadership
The ECM modernization project is led by Minnesota State University, Mankato, in partnership with Minnesota State. Minnesota State University, Mankato has provided systemwide ECM support for Minnesota State colleges, universities and the system office for many years, and that role will continue.
Core Project Team
- Minnesota State University, Mankato
- Bryan Schneider, ACIO for Technical Services
- Casey Boone, Integration Engineer
- Dennis Fling, Systems Manager
- Minnesota State
- Stephen Kelly, NextGen Companion Project and Generative AI Lead
What is Changing
- Minnesota State is moving from Perceptive Content/ImageNow to Softdocs.
- The new system is expected to improve electronic forms, document management, workflows, approvals, reporting, auditing and integrations with enterprise systems such as Workday Student.
- This transition will not happen all at once. Perceptive Content/ImageNow remains the system in use during the transition. Users should continue using Perceptive Content/ImageNow until transition timelines, training and next steps are shared.
Why the Project is Happening
Minnesota State’s current ECM contract timeline prompted a request for proposal process and the selection of a new vendor. The modernization project is also intended to better support current business needs, Workday Student and future enterprise initiatives.
The project is focused on moving Minnesota State toward an ECM system that can better support:
- Secure document management and access controls.
- Electronic forms, approvals and workflows.
- Reporting, auditing and process visibility.
- Cloud-hosted, web-based access.
- Integration with enterprise systems.
- Digital accessibility and long-term operational needs.
Expected Capabilities
Softdocs is expected to support several capabilities that are important for the future:
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Security and compliance
Support modern expectations for secure document management, access controls, auditing, data protection and digital accessibility.
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Business process improvement
Support workflows, automation, forms, approvals, electronic signatures and records-related processes. The system is expected to provide more flexibility for colleges and universities to create and modify forms and workflows.
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Web-based access
Move toward a cloud-hosted, web-based platform rather than relying primarily on a locally installed software application.
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Enterprise integrations
Support modern integration capabilities with enterprise systems, including Workday Student, data lakes, ISRS and identity management platforms.
Expected Benefits
For students
- Easier online forms that work well on different devices
- Ability to start, save and return to longer forms
- ADA / digitally accessible forms
- Visibility into submission status and tasks
- Powerful automation and workflows streamline processing of information
- Secure handling of submitted documents and information
For employees and departments
- Secure, cloud-hosted and web-based access
- Easier creation and management of electronic forms
- Powerful workflows with approvals, routing and reminders
- Improved audit trails, reporting and visibility
- Unlimited electronic signatures built into forms and workflows
- Integration with Workday Student and other enterprise systems
- More opportunities for shared eForm templates and common workflow processes
Current Status — Summer 2026
- Minnesota State has selected Softdocs as the future enterprise content management system. Early project planning is underway.
- A more detailed implementation timeline will be shared after the contract is fully signed and planning details are confirmed with the vendor.
- Perceptive Content/ImageNow remains the current system during this transition. Users should continue using Perceptive Content/ImageNow until transition timelines, training and next steps are shared.
Events and Recordings
Kickoff Webinar
Recording and presentation materials from the July 13 kickoff webinar will be posted here when available.
Softdocs Demonstration
- Date: Wednesday, July 30
- Time: 2:00 p.m.
- Format: Zoom Webinar
- Registration: Register for the session to attend live or receive the recording and presentation materials after the webinar.
- Overview of session: Softdocs will lead a vendor demonstration of its platform. The session will provide a general overview of the platform and how it supports electronic documents, forms, workflows and related business processes.
What Users Should Do Now
At this stage, users do not need to change their current work.
Users should:
- Continue using Perceptive Content/ImageNow as usual.
- Watch for project updates.
- Attend or review materials from project communications.
- Begin thinking about current documents, forms and workflows that may need to be reviewed during discovery and transition planning.
Frequently Asked Questions - FAQ
Coming soon!
Need Help or Have a Question?
We know this transition will raise questions, and your feedback will help inform communication, planning and support throughout the project.
For project questions, please submit a ticket, so the project team can review and route your question to the right person. Questions will be reviewed by members of the project team, and someone from the team will follow up as soon as possible.
Current Perceptive Content (ImageNow) support articles remain available.