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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.
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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 & Benefits
Softdocs will provide a modern, cloud-based platform for managing documents, electronic forms and workflows across Minnesota State. The new system is expected to improve efficiency, security and accessibility while creating opportunities to modernize business processes.
Secure Document Management
- Secure, web-based access to documents and information
- Improved access controls, auditing and reporting
- Tools to support records management and compliance
Electronic Forms & Workflows
- Mobile-friendly, digitally accessible electronic forms
- Ability to save and return to longer forms
- Electronic signatures, approvals and automated routing
- Improved visibility into submissions, tasks and processing status
- Opportunities to simplify processes and reduce manual work
Business Process Improvement
- Greater flexibility to create and update forms and workflows
- Shared templates and standardized processes where appropriate
- Opportunities to streamline approvals, reduce duplicate work and improve efficiency
Enterprise Integrations
- Connections with enterprise systems, including Workday Student
- Improved access to information across systems
- Opportunities to reduce manual data entry and support automation
Benefits for Students
- Easier access to forms and services across devices
- Better visibility into submissions and assigned tasks
- More efficient processing of requests and information
Benefits for Employees & Departments
- Easier management of documents, forms and workflows
- Less reliance on locally installed software
- Improved reporting, tracking and process visibility
- More flexibility to meet changing departmental needs
Implementation Plan & Roadmap
Minnesota State will implement Softdocs through a phased, institution-by-institution approach rather than a single systemwide cutover.
Each institution will coordinate its implementation based on local priorities, the volume and complexity of existing documents, forms and workflows, and readiness to transition. Implementation schedules will also be coordinated with the Minnesota State University, Mankato project team and available resources.
The project includes five implementation phases:
| Phase |
Focus |
Anticipated Timing |
| 1. Technical Foundations |
Establish the core environment, security, data connections and integrations. |
Fall 2026 |
| 2. Campus Preparation |
Engage institutions, provide planning resources and review existing content and business processes. |
Began October 15, 2026 |
| 3. Training & Readiness |
Train campus administrators and prepare for implementation. |
Late 2026 |
| 4. Design, Build & Migration |
Design, test and launch Softdocs solutions and coordinate historical document migration. |
Targeted to begin early 2027 |
| 5. Optimization & Expansion |
Improve solutions and expand institutional use after launch. |
Ongoing |
Dates are preliminary and may change. Phases may overlap, and institutions and departments will progress at different times.
Four coordinated areas of work support these phases: enterprise technology and integrations, campus engagement and business process improvement, solution design and build, and historical content migration.
View the Detailed Softdocs ECM Implementation Roadmap Minnesota State employee login required.
Project Updates
Fall 2026: Technical Development and Campus Preparation
Minnesota State University, Mankato, the Minnesota State system office and Softdocs are working on the technical foundation for implementation, including system configuration, security, data connections and integrations.
Campus preparation is also underway. On October 15, campus administrators participated in a kickoff meeting introducing planning workbooks and guidance for reviewing existing documents, forms, workflows and business processes.
The project team has also developed a high-level implementation roadmap outlining the major phases, workstreams and anticipated timelines.
Administrator training is targeted to begin later in 2026, with initial design, build and implementation activities anticipated in early 2027. More details will be shared as planning progresses.
Events and Recordings
Campus Administrator Preparation Kickoff
- Held: October 15, 2026
- Introduced campus preparation activities and planning workbooks to support the Softdocs transition.
- Meeting materials and recording are available to designated campus administrators in the project Teams space.
Softdocs Demonstration
Project Kickoff Webinar
What Users Should Do Now
For most users: No changes are needed at this time. Continue using Perceptive Content/ImageNow and watch for future project communications, training and transition information.
For departments: Begin considering which existing forms, workflows and document processes could benefit from improvement. Campus administrators will coordinate department-level preparation and implementation planning.
Individual institutions and departments will receive additional guidance as their implementation plans develop.
Frequently Asked Questions - FAQ
When will my institution or department transition to Softdocs?
Implementation will occur in phases rather than through a single systemwide cutover. Timelines will depend on institutional readiness, departmental priorities, the amount of work involved and coordination with the enterprise implementation team. Specific schedules will be shared as plans develop.
Do I need to do anything differently now?
No. Continue using Perceptive Content/ImageNow as usual until your institution or department receives further instructions.
What will happen to existing documents?
Historical documents will be reviewed and migrated as appropriate. Migration will be coordinated with departmental transitions, but may not occur on the same day a department begins using Softdocs.
Will our existing forms and workflows change?
Some may. The transition is an opportunity to improve business processes rather than simply recreate existing forms and workflows. Departments will work with campus administrators to review needs and prepare solutions.
Will Perceptive Content and Softdocs be available at the same time?
Yes. Both systems will operate during the transition. As departments move to Softdocs, they may continue to access historical documents in Perceptive Content while migration is completed.
Will training be provided?
Yes. Training will be coordinated as institutions and departments prepare to implement Softdocs. More information will be shared as schedules are established.
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.