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Creating a Capture Template
This guide walks through creating a new Capture Template from start to finish.
Prerequisites
Before creating a template, ensure you have:
- ✅ Administrative access to MinuteView Console
- ✅ Clear understanding of the process this template will support
- ✅ List of required metadata fields
- ✅ Role assignments planned for security
- ✅ Knowledge of any automation requirements
Step 1: Access Capture Templates
- Open MinuteView Console
- Navigate to Capture Templates
- Click New Template or Create New
Step 2: Basic Configuration
Template Name
Enter a descriptive name that clearly indicates:
- What the template is for
- Who should use it
- What process it supports
Examples:
- "Drawing Package Transmittal"
- "Engineering Design Review - Internal"
- "AI Output Validation"
Template Description (Optional)
Provide usage guidance for users:
- When to use this template
- What types of artifacts to include
- Any special instructions
This description may be shown to users during capture creation.
Step 3: Select Submission Type
Choose the submission type based on your process requirements:
Submit
Use when:
- Simple submission or data collection is needed
- No approval decision required
- Process continues automatically after submission
User experience:
- User creates capture
- Adds artifacts and metadata
- Clicks "Submit"
- Capture is completed
Example use cases:
- Document transmittals
- Information requests
- Data collection forms
Approve / Reject
Use when:
- Human review and decision is required
- Different actions needed based on approval outcome
- Audit trail of approval decisions needed
User experience:
- Capture is created (by user or system)
- Reviewer opens review environment
- Reviews artifacts and metadata
- Clicks "Approve" or "Reject"
- Different automation can trigger based on outcome
Example use cases:
- Engineering reviews
- Quality approvals
- Change request authorizations
- AI validation checkpoints
Step 4: Configure Security
Define who can access captures created from this template.
Role-Based Access
Select roles that should have access:
- Create - Who can create new captures
- View - Who sees captures in their inbox
- Approve/Reject - Who can complete review actions
Security Best Practices
- Start with broader access and restrict if needed
- Consider separating creator and reviewer roles
- Document role assignments for future reference
- Test access with different user accounts
See Security & Role Access for detailed guidance.
Step 5: Add Fields
Configure the metadata fields that will be displayed and captured.
Field Types
Capture supports various field types:
- Text (single line)
- Text area (multi-line)
- Dropdown list
- Multi-select list
- Date
- Number
- Checkbox
Field Configuration
For each field, define:
- Name - Field label shown to users
- Type - Field data type
- Required - Whether field must be filled
- Default Value - Pre-populated value (optional)
- Show in Inbox - Display as column in inbox
- Filterable - Allow filtering captures by this field
Common Field Examples
Document Transmittals:
- Project Name (text, required)
- Transmittal Number (text, auto-generated)
- Recipient (text, required)
- Due Date (date)
- Notes (text area)
Engineering Reviews:
- Drawing Numbers (text area, required)
- Revision (text, required)
- Reviewer (auto-populated from user)
- Review Date (date, required)
- Comments (text area)
See Fields & Custom Columns for detailed configuration.
Step 6: Configure Mesh Integration
Enable this template to appear in Mesh for quick capture creation.
Enable in Mesh
Toggle Enable in Mesh to Yes
When enabled:
- Users can create captures directly from Mesh search results
- Selected files/records are automatically added as artifacts
- Streamlines capture creation workflow
When to Enable
Enable Mesh integration when:
- Users need to create captures while searching/browsing
- Captures often include files from Vault or other indexed sources
- Quick access to capture creation is important
Disable when:
- Template is system-triggered only (not user-created)
- Template is for specific workflows only
- Mesh access would create confusion
See Mesh Integration for more details.
Step 7: Select Capture Environment
Choose which user interface version to use for this template.
Modern Capture Environment (Recommended)
Benefits:
- Improved performance
- Better markup tools
- Enhanced workflow integration
- Long-term support
- Regular updates
Choose when:
- Creating a new template
- No specific requirement for legacy interface
- Users want the best experience
Legacy Capture Environment
When to use:
- Specific compatibility requirements with older systems
- Users are familiar with legacy interface
- Specific features only available in legacy environment
Note: New features and improvements focus on the Modern environment.
See Capture Environments for comparison.
Step 8: Configure Stale Capture Management
Define how long captures can remain active if associated artifacts change state.
Stale Capture Concept
A capture becomes "stale" when:
- One or more associated artifacts no longer match the expected state
- Files have been revised during review
- Documents are no longer in the original lifecycle state
Configuration Options
Stale After Days: Number of days a capture can remain active after becoming stale
Options:
- 0 days - Capture immediately invalidated if artifacts change
- 7 days - Capture remains valid for 1 week (common setting)
- 30 days - Extended validity for long-running reviews
- Unlimited - No automatic invalidation
Recommended Settings
| Process Type | Recommended Days | Reason |
|---|---|---|
| Fast reviews (24-48 hours) | 0-3 days | Changes likely indicate process error |
| Standard reviews (1 week) | 7 days | Allows time for review completion |
| Long-running reviews | 14-30 days | Extended processes need flexibility |
| Historical/archived captures | Unlimited | Artifact changes expected |
See Stale Capture Management for details.
Step 9: Configure Artifact Rules
Define how artifacts are validated and managed.
Artifact State Validation
Options:
- Allow mixed states - Artifacts can be in different lifecycle states
- Require same state - All artifacts must be in the same state
- Specific state only - Artifacts must be in a defined state
Artifact Review Requirements
Options:
- All artifacts must be reviewed - Reviewer must view each artifact
- At least one artifact - Only one artifact review required
- No requirement - Artifact review optional
See Artifact State Rules for configuration details.
Step 10: Configure Model Viewing
Select the service account used to access and display artifacts in the review environment.
Service Account Selection
Choose a service account that has:
- Access to Vault (if reviewing Vault files)
- Permissions to read artifacts
- Appropriate licensing
Why This Matters
The service account determines:
- What files reviewers can see
- Whether 3D models can be displayed
- Access to file metadata
Reviewers may see files they wouldn't normally have access to, based on the service account permissions.
See Model Viewing for setup guidance.
Step 11: Configure Event Handlers
Define automation that runs when captures are submitted, approved, or rejected.
Event Types
- On Submit - Runs when user submits a capture
- On Approve - Runs when reviewer approves
- On Reject - Runs when reviewer rejects
Handler Types
Legacy: PowerShell Scripts
- Write custom PowerShell code
- Direct access to Vault APIs
- Executes on MinuteView server
Modern: Workflow Integration (Recommended)
- Select existing MinuteView workflows
- Better integration and maintainability
- Easier debugging and monitoring
Common Event Handler Examples
On Submit:
- Send email notification to reviewer
- Create task in project management system
- Log submission in external database
On Approve:
- Trigger workflow to publish drawings
- Update file lifecycle states
- Send approval confirmation email
On Reject:
- Return files to original state
- Create feedback task for submitter
- Log rejection reason for reporting
See Event Handlers & Automation for configuration.
Step 12: Save and Test
Save Template
Click Save or Create to save your template configuration.
Test the Template
Before enabling for production use:
Create a test capture
- Use test files/artifacts
- Fill in all fields
- Complete the full workflow
Verify user experience
- Check field display
- Confirm required validation works
- Test inbox filtering
Test automation
- Verify event handlers trigger correctly
- Check notification delivery
- Confirm workflow integration
Test security
- Login as different user roles
- Verify access control works correctly
- Confirm inappropriate users can't access
Common Issues to Check
- ✅ All required fields are truly necessary
- ✅ Field labels are clear and understandable
- ✅ Security allows appropriate access
- ✅ Automation triggers correctly
- ✅ Email notifications are received
- ✅ Workflow integration works as expected
Step 13: Deploy to Production
Once testing is complete:
Document the template
- Usage instructions
- Field definitions
- Who to contact for help
Train users (if needed)
- How to create captures
- What data to include
- Expected timeline for reviews
Enable for production
- Make template available to users
- Monitor initial usage
- Be ready to make adjustments
Gather feedback
- Are fields appropriate?
- Is the process smooth?
- Any missing features?
Template Checklist
Use this checklist to ensure complete configuration:
- [ ] Template name is clear and descriptive
- [ ] Submission type matches process needs
- [ ] Security roles are correctly assigned
- [ ] All necessary fields are added
- [ ] Required fields are appropriately marked
- [ ] Mesh integration is enabled (if needed)
- [ ] Modern capture environment is selected (unless legacy required)
- [ ] Stale capture days are configured
- [ ] Artifact rules match requirements
- [ ] Model viewing service account is selected
- [ ] Event handlers are configured and tested
- [ ] Template has been tested with real scenarios
- [ ] Documentation is prepared
- [ ] Users are trained (if needed)
Next Steps
Your template is created! Continue with:
- Usage Guide - Learn how users will interact with captures
- Fields & Custom Columns - Advanced field configuration
- Event Handlers & Automation - Set up complex automation