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Artifact State Rules
Overview
Artifact State Rules enforce consistency requirements for files and records associated with captures. These rules ensure that captures only proceed when artifacts meet specific criteria.
What are Artifact State Rules?
Purpose
Artifact rules control:
- Whether artifacts must be in the same lifecycle state
- Whether mixed document types are allowed
- Whether all artifacts must be reviewed
- When captures can be submitted or approved
Enforcement
Rules are checked:
- When artifacts are added to captures
- Before capture submission
- During approval process
- Continuously during capture lifecycle
Common Rule Types
1. State Consistency Rules
Control whether artifacts must be in matching states.
Allow Mixed States
When enabled:
- Artifacts can be in different lifecycle states
- Example: Mix of Released, In Review, and Work in Progress files
- More flexible, less restrictive
Use when:
- Process requires files from multiple states
- State consistency not critical
- Transmittals of mixed-state documents
Example: Document package includes released drawings plus in-progress specifications
Require Same State
When enabled:
- All artifacts must be in identical lifecycle state
- Example: All files must be "Released"
- Stricter control, higher consistency
Use when:
- Process requires state consistency
- Regulatory compliance needs
- Quality assurance critical
Example: Final design review requires all drawings to be in "Released" state
Specific State Only
When enabled:
- Artifacts must be in one defined state
- Most restrictive option
Use when:
- Very specific process requirements
- Compliance mandates specific states
- Quality control checkpoints
Example: Only files in "Approved for Manufacture" state can be submitted for production
2. Artifact Review Requirements
Control whether reviewers must view artifacts before completing capture.
All Artifacts Must Be Reviewed
When enabled:
- Reviewer must open/view each artifact
- Cannot approve until all are reviewed
- System tracks which artifacts have been viewed
Use when:
- Thorough review is mandatory
- Quality assurance requirements
- Compliance needs complete review
Example: Engineering approval requires viewing every drawing in the package
At Least One Artifact Required
When enabled:
- Reviewer must view at least one artifact
- Ensures some level of review occurred
- Less restrictive than all
Use when:
- Sample review is acceptable
- Representative review is sufficient
- Full review impractical
Example: Quality audit of 100 files where representative sample review is sufficient
No Review Requirement
When enabled:
- Artifact review optional
- Reviewer can approve based on metadata alone
- Maximum flexibility
Use when:
- Metadata review is primary concern
- Artifacts are reference only
- Process-based approval (not content-based)
Example: Administrative approval based on document properties, not content
3. Artifact Count Rules
Control minimum or maximum number of artifacts.
Minimum Artifacts
Configuration: Require at least N artifacts
Use when:
- Process requires specific minimum
- Prevents incomplete submissions
Example: Transmittal must include at least 1 artifact
Maximum Artifacts
Configuration: Allow up to N artifacts
Use when:
- System performance constraints
- Process limitations
- Review workload management
Example: Limit to 50 artifacts per capture for manageability
4. File Type Restrictions
Control what types of files can be included.
Allowed File Types
Configuration: Whitelist of acceptable file extensions
Use when:
- Process specific to certain file types
- System can only handle specific formats
- Security requirements
Example: Only .dwg and .pdf files allowed in drawing transmittals
Prohibited File Types
Configuration: Blacklist of unacceptable file extensions
Use when:
- Security concerns with certain formats
- Processing limitations
- Policy restrictions
Example: Executable files (.exe, .bat) prohibited
Configuring Artifact Rules
In Template Settings
- Open Capture Template in Console
- Navigate to Artifact Rules or Artifact Configuration section
- Configure desired rules:
- State consistency requirements
- Review requirements
- Count limits
- File type restrictions
- Save template configuration
Rule Combinations
Strict Review Process
Configuration:
- ✅ Require same state
- ✅ All artifacts must be reviewed
- ✅ Minimum 1 artifact
- ✅ Specific file types only
Use for: High-stakes engineering approvals, regulatory submissions
Flexible Submission Process
Configuration:
- ✅ Allow mixed states
- ✅ No review requirement
- ✅ No artifact minimum
- ✅ All file types allowed
Use for: General information submissions, informal reviews
Balanced Approach
Configuration:
- ✅ Require same state
- ✅ At least one artifact reviewed
- ✅ Minimum 1 artifact, no maximum
- ✅ Common engineering file types
Use for: Standard engineering reviews, typical workflows
Validation and Enforcement
When Rules are Checked
During Artifact Addition:
- File type rules enforced immediately
- User notified if file type not allowed
Before Submission:
- State consistency checked
- Artifact count validated
- User prompted if rules not met
During Review:
- Review requirements tracked
- Progress indicators show what's been reviewed
Before Approval:
- All rules re-validated
- Approval blocked if rules violated
User Experience
Compliant Captures
When rules are met:
- Clear indicators that all requirements satisfied
- Submit/Approve buttons enabled
- Smooth workflow progression
Non-Compliant Captures
When rules are violated:
- Clear error messages explain what's wrong
- Submit/Approve buttons disabled
- Guidance on how to resolve
- List of specific violations
Example Messages:
- "All artifacts must be in the same state"
- "You must review at least 3 artifacts before approving"
- "Minimum 5 artifacts required"
- "File type .exe is not allowed"
Best Practices
Start with Minimal Rules
Begin with basic rules:
- Require at least 1 artifact
- Allow mixed states
- No strict review requirements
Add restrictions based on actual needs, not anticipated problems.
Match Rules to Process Requirements
Align rules with business needs:
- Compliance-driven processes → Strict rules
- Collaborative processes → Flexible rules
- Quality-critical processes → Review requirements
- Administrative processes → Minimal rules
Test Rules Thoroughly
Before deployment:
- Test with various artifact combinations
- Verify error messages are clear
- Confirm rules don't block legitimate workflows
- Get user feedback
Document Rule Rationale
Maintain documentation of:
- Why each rule is in place
- Business or compliance driver
- Who requested the rule
- Date implemented
Helps with future reviews and audit questions.
Common Scenarios
Scenario 1: Drawing Release Package
Requirements:
- All drawings must be in "Released" state
- All drawings must be reviewed
- Minimum 1 drawing, no maximum
- Only .dwg and .pdf files
Rules:
- Specific state: "Released"
- All artifacts must be reviewed
- Minimum: 1, Maximum: None
- Allowed types: .dwg, .pdf
Scenario 2: Document Transmittal
Requirements:
- Mixed states allowed (some draft, some final)
- At least one document reviewed
- Minimum 1 document
- Most document formats allowed
Rules:
- Allow mixed states
- At least one reviewed
- Minimum: 1
- Allowed types: .pdf, .doc, .docx, .xls, .xlsx
Scenario 3: Quality Spot Check
Requirements:
- Files in specific quality state
- Sample review acceptable
- Small batch preferred
Rules:
- Specific state: "Ready for QA"
- At least one reviewed
- Minimum: 1, Maximum: 10
- Any file type
Troubleshooting
Users Can't Submit Captures
Check:
- What rules are configured?
- Are error messages displayed?
- Do artifacts meet rule requirements?
- Is rule configuration correct?
Common issues:
- Artifacts in wrong states
- Insufficient artifact count
- Wrong file types included
- Review requirements not met
Rules Too Restrictive
Symptoms:
- Legitimate workflows blocked
- Excessive user workarounds
- Complaints about inflexibility
Solutions:
- Review rule necessity
- Relax non-critical rules
- Consider separate templates for different scenarios
- Gather user feedback
Rules Not Enforced
Symptoms:
- Captures proceed despite rule violations
- Inconsistent enforcement
Solutions:
- Verify template configuration
- Check MinuteView version
- Review logs for errors
- Contact support if persistent
Next Steps
Continue with configuration topics:
- Fields & Custom Columns - Customize metadata capture
- Event Handlers & Automation - Set up automated actions
- Usage Guide - Learn how users interact with captures