Capture Templates

Capture Templates define customizable forms within MinuteView. These forms allow users to collect structured data through various field types, and can optionally integrate with Autodesk Vault for document review and markup workflows.

---

Overview

Capture is MinuteView's form-building system that enables:

• Creation of custom data entry forms with multiple field types
• Role-based access control for form visibility
• Integration with Autodesk Vault for file reviews and markups
• Automated workflow triggers based on form submissions

---

Creating a New Capture Template

1. Navigate and Create

Go to Console → Capture Templates and click New to begin creating a new template.

2. Basic Configuration

Form Name

Enter a descriptive name for the capture template (e.g., "Drawing Approval Form", "Design Review Checklist").

Submission Type

Choose how users will submit the form:

Submission Type	Description	Use Case
Generic Submit	Standard form submission with a single "Submit" button	General data collection, surveys, intake forms
Approve/Reject	Provides two submission options: "Approve" or "Reject"	Document reviews, approval workflows, quality checks

---

Configuration Sections

Security Settings

Control who can access and view this capture template.

Requires Login

A checkbox that determines form accessibility:

• Checked – Only authenticated users can access the form
• Unchecked – Anyone with the form link can submit responses (public access)

Apply Roles

Restrict form access to specific user roles:

1. Navigate to Console → User Management to create groups and assign roles
2. In the Capture Template security settings, select which roles can access this form
3. Only users belonging to groups with the assigned roles will be able to view and submit the form

Example: Create a "Design Review" role and assign it to the "Engineering" group. Only members of the Engineering group will see forms restricted to the "Design Review" role.

---

Model Viewing (Autodesk Vault Integration)

Enable document review and markup capabilities by linking Capture forms to Autodesk Vault files.

Autodesk Vault Service Account

Select a configured Autodesk Vault service account from Console → Service Accounts. This enables the form to:

• Retrieve files from Vault using a file ID
• Display files in an integrated viewer
• Allow users to perform markups and annotations

Vault File ID Integration

When a Vault File ID is associated with a capture record:

• The Autodesk Vault file will be displayed in an embedded viewer
• Users can add markups, comments, and annotations directly on the file
• The Approve/Reject submission type becomes particularly useful for review workflows

Stale Review Timeout

Configure automatic expiration for document reviews:

• If the linked Autodesk Vault file is modified or updated after a capture review is created, the review is automatically marked as stale
• The review will expire after the time period specified in the Stale Review Timeout field
• This ensures reviews are always performed on the current version of the document

Example: Set timeout to "7 days". If a Vault file changes during an active review, the review expires after 7 days.

---

Form Fields

Define the data collection structure by adding custom fields to your template.

Adding Fields

Click the + (Plus) button to add new fields to the form.

Field Configuration

For each field, configure the following:

Field Type – Select from available input types:

• Text Entry – Single-line text input
• Text Area – Multi-line text input
• Checkbox – Boolean (yes/no) selection
• Picklist – Dropdown menu with predefined options
• (Additional field types may be available depending on your MinuteView configuration)

Required/Optional – Mark whether the field must be completed before submission:

• Required – User must provide a value to submit the form
• Optional – Field can be left blank

Field Label – The name/prompt displayed to users for this field

---

Event Handlers

Configure automated actions that occur when a form is submitted.

Event handlers allow you to trigger workflows or integrations at the point of submission, such as:

• Executing automation workflows
• Updating Autodesk Vault file properties
• Sending notifications (email, Teams, etc.)
• Creating follow-up tasks or records

Configuration:

1. Add an event handler to the Capture Template
2. Select the action or workflow to execute on submission
3. Configure any required parameters or conditions

Example: When a user clicks "Approve" on a document review form, trigger an automation workflow that updates the Vault file's approval status and notifies the project manager.

---

Capture Template Workflow Example

Document Review with Vault Integration

Scenario: Engineering team needs to review and approve CAD drawings stored in Autodesk Vault.

Setup:

1. Create Capture Template: "CAD Drawing Approval"
2. Set Submission Type: Approve/Reject
3. Security:
   • Enable Requires Login
   • Apply Role: "Engineering Reviewer"
4. Model Viewing:
   • Select Autodesk Vault service account
   • Set Stale Review Timeout: 14 days
5. Fields:
   • "Reviewer Comments" (Text Area, Required)
   • "Design Compliance" (Checkbox, Required)
   • "Revision Needed" (Picklist: None/Minor/Major, Optional)
6. Event Handler:
   • On "Approve": Trigger workflow to update Vault file status to "Approved"
   • On "Reject": Trigger workflow to notify designer and create revision task

Usage:

1. System creates a capture record linked to a Vault File ID
2. Reviewer opens the form and sees the CAD file in the viewer
3. Reviewer adds markups, completes required fields, and clicks "Approve" or "Reject"
4. Event handler executes the corresponding workflow automatically

---

Security and Access Control

Role-Based Access

Capture templates support granular access control through MinuteView's role system:

1. Create Groups in Console → User Management
2. Assign Roles to those groups (e.g., "Document Reviewer", "Quality Inspector")
3. Apply Roles to Capture Templates
4. Only users in groups with matching roles can access the form

Public vs. Authenticated Forms

• Public Forms (Requires Login: OFF) – Useful for external feedback, customer surveys, or public submissions
• Authenticated Forms (Requires Login: ON) – Ensures accountability and enables user tracking

---

Best Practices

1. Use Descriptive Names – Form names should clearly indicate purpose (e.g., "Q4 Safety Inspection" vs. "Form 3")
2. Mark Critical Fields as Required – Ensure essential data is always collected
3. Leverage Vault Integration for document-centric workflows requiring markups and approvals
4. Set Appropriate Stale Timeouts – Balance between review urgency and realistic completion times
5. Configure Event Handlers to automate follow-up actions and reduce manual work
6. Test Forms Thoroughly before deploying to end users

---

Troubleshooting

Users Cannot See the Form

• Verify Requires Login is set correctly for your use case
• Check that users belong to groups with the required roles
• Confirm roles are properly assigned in Console → User Management

Vault File Not Displaying

• Ensure an Autodesk Vault service account is configured in the Model Viewing section
• Verify the service account has access to the Vault file
• Confirm a valid Vault File ID is associated with the capture record

Event Handlers Not Triggering

• Check that workflows are properly configured and active
• Verify service accounts used by workflows have necessary permissions
• Review automation logs for error messages

---

See Also

• Console → User Management – Create groups and assign roles
• Console → Service Accounts – Configure Autodesk Vault service accounts
• MinuteCapture Usage Guide – End-user documentation for completing capture forms
• Automations Documentation – Create workflows triggered by capture submissions