Event Handlers & Automation

Overview

Event handlers are automations that execute when specific capture actions occur. They enable Capture to trigger downstream processes, send notifications, update systems, and integrate with workflows.

Event Types

Capture supports three event types:

On Submit

Triggers: When a user submits a capture

Use for:

Send notification emails
Create tasks in project management systems
Log submission in external database
Update file metadata
Trigger subsequent processes

Available for: Submit and Approve/Reject submission types

On Approve

Triggers: When a reviewer approves a capture

Use for:

Publish approved documents
Update file lifecycle states
Send approval confirmation
Trigger downstream workflows
Update quality systems

Available for: Approve/Reject submission type only

On Reject

Triggers: When a reviewer rejects a capture

Use for:

Return files to original state
Create feedback task for submitter
Send rejection notification
Log rejection reason
Trigger rework workflows

Available for: Approve/Reject submission type only

Handler Types

Capture supports two types of event handlers:

Legacy: PowerShell Scripts

Overview:

Custom PowerShell code executed on MinuteView server
Direct access to Vault APIs and system resources
Inline code editor in Console

Capabilities:

Full PowerShell language support
Access to MinuteView PowerShell modules
Vault API integration
File system operations
External API calls

Limitations:

Harder to maintain and debug
Requires PowerShell knowledge
Inline editing only
Less integration with MinuteView workflows

Modern: Workflow Integration (Recommended)

Overview:

Triggers existing MinuteView workflows
Visual workflow designer
Better integration and maintainability

Capabilities:

All MinuteView workflow features
Visual design and debugging
Version control
Reusable across templates
Better error handling

Advantages:

✅ Easier to maintain
✅ Better debugging tools
✅ Visual design
✅ Integrated with MinuteView workflow system
✅ Recommended for new implementations

Configuring Event Handlers

Using PowerShell (Legacy)

Open Capture Template in Console
Navigate to Event Handlers or Automation section
Select event type (Submit, Approve, Reject)
Choose PowerShell Script
Write or paste PowerShell code in editor
Test script
Save template configuration

Using Workflows (Modern)

Create workflow in MinuteView Workflows module (or select existing)
Open Capture Template in Console
Navigate to Event Handlers or Automation section
Select event type (Submit, Approve, Reject)
Choose Workflow
Select workflow from dropdown
Configure workflow parameters (if any)
Save template configuration

Common Event Handler Scenarios

Scenario 1: Email Notification on Submit

Goal: Send email when capture is submitted

PowerShell Approach:

powershell

# Get capture details
$captureName = $Capture.Name
$submitter = $Capture.CreatedBy

# Send email
Send-MailMessage `
    -To "reviewer@company.com" `
    -From "minuteview@company.com" `
    -Subject "New Capture: $captureName" `
    -Body "A new capture has been submitted by $submitter"

Workflow Approach:

Create workflow with "Send Email" node
Configure email template
Assign to On Submit event

Scenario 2: Update File States on Approve

Goal: Change Vault file states when capture approved

PowerShell Approach:

powershell

# Get artifacts from capture
$artifacts = $Capture.Artifacts

# Update each file state in Vault
foreach ($artifact in $artifacts) {
    $file = Get-VaultFile -FileId $artifact.FileId
    Update-VaultFileState -File $file -NewState "Released"
}

Workflow Approach:

Create workflow with "Update Vault File State" nodes
Configure state transition
Handle each artifact in loop
Assign to On Approve event

Scenario 3: Create Task on Reject

Goal: Create rework task when capture rejected

PowerShell Approach:

powershell

# Get rejection details
$rejector = $Capture.Reviewer
$comments = $Capture.Comments
$submitter = $Capture.CreatedBy

# Create task in project system (example API call)
Invoke-RestMethod `
    -Uri "https://tasks.company.com/api/tasks" `
    -Method Post `
    -Body @{
        title = "Address Rejected Capture"
        assignedTo = $submitter
        description = "Comments: $comments"
    }

Workflow Approach:

Create workflow with "Create Task" node
Configure task details from capture data
Assign to On Reject event

Scenario 4: Publish Documents on Approve

Goal: Copy approved files to document control folder

PowerShell Approach:

powershell

# Get approved artifacts
$artifacts = $Capture.Artifacts
$destinationPath = "\\server\docs\approved\"

foreach ($artifact in $artifacts) {
    # Download from Vault
    $file = Get-VaultFile -FileId $artifact.FileId
    $localPath = Download-VaultFile -File $file

    # Copy to document control
    Copy-Item $localPath "$destinationPath\$($file.Name)"
}

Workflow Approach:

Create workflow with "Export Files" nodes
Configure destination paths
Handle each artifact
Assign to On Approve event

Available Data in Event Handlers

Event handlers have access to capture data:

Capture Object

$Capture.Id - Unique capture identifier
$Capture.Name - Capture name/title
$Capture.TemplateName - Template used
$Capture.CreatedBy - User who created capture
$Capture.CreatedDate - When capture was created
$Capture.Status - Current status
$Capture.Comments - User comments

Fields

$Capture.Fields["FieldName"] - Access custom field values
Example: $projectCode = $Capture.Fields["Project Code"]

Artifacts

$Capture.Artifacts - Array of associated artifacts
Each artifact has: FileId, FileName, FilePath, Version, State

Event-Specific Data

On Approve/Reject:

$Capture.Reviewer - Who approved/rejected
$Capture.ReviewDate - When review occurred
$Capture.ReviewComments - Reviewer comments

PowerShell CMDlets

MinuteView provides PowerShell modules with CMDlets for common operations:

Vault Operations

Get-VaultFile - Retrieve file information
Update-VaultFileState - Change file lifecycle state
Download-VaultFile - Download file locally
Upload-VaultFile - Upload file to Vault
Get-VaultFileProperties - Get file metadata

Capture Operations

Get-CaptureDetails - Retrieve capture information
Update-CaptureField - Modify capture field value
Get-CaptureArtifacts - Get list of artifacts
Add-CaptureComment - Add comment to capture

Notification

Send-CaptureNotification - Send email notification
Send-TeamsNotification - Send Microsoft Teams message

System Integration

Invoke-RestMethod - Call external APIs
Invoke-WebRequest - HTTP requests
Standard PowerShell CMDlets

Best Practices

Choose the Right Tool

Use workflows for new implementations
Use PowerShell only when workflows can't meet the need
Consider maintainability and supportability

Error Handling

PowerShell:

powershell

try {
    # Your automation code
    Update-VaultFileState -File $file -NewState "Released"
}
catch {
    # Log error
    Write-Error "Failed to update file state: $_"
    # Optionally notify admin
}

Workflows:

Use error handling nodes
Configure retry logic
Set up failure notifications

Testing

Test in non-production - Use test templates and captures
Test all paths - Submit, Approve, Reject scenarios
Test edge cases - Missing data, errors, timeouts
Monitor logs - Check execution logs after testing

Performance

Keep handlers efficient
Avoid long-running operations in handlers
Consider async workflows for time-consuming tasks
Monitor execution times

Security

Least privilege - Event handlers should have minimal necessary permissions
Audit access - Log what handlers do
Protect credentials - Don't hardcode passwords
Validate input - Don't trust capture data blindly

Troubleshooting

Event Handler Not Triggering

Check:

Is handler configured in template?
Is event type correct (Submit vs Approve vs Reject)?
Is template active?
Check MinuteView logs for errors

PowerShell Errors

Check:

Syntax errors in script
Missing modules or CMDlets
Permission issues
Check execution logs

Debugging:

Add Write-Output statements
Use try/catch blocks
Check PowerShell event logs
Test script independently

Workflow Not Executing

Check:

Is workflow valid and published?
Are workflow inputs configured correctly?
Check workflow execution logs
Verify workflow permissions

Performance Issues

Symptoms:

Captures slow to submit/approve
Timeouts
System lag

Solutions:

Optimize handler code
Move long operations to async workflows
Add timeout handling
Monitor system resources

Migration from PowerShell to Workflows

If you have existing PowerShell event handlers and want to migrate to workflows:

Migration Process

Document current PowerShell - What does it do?
Design equivalent workflow - Map PowerShell steps to workflow nodes
Create and test workflow - Build in workflow designer
Update template - Switch from PowerShell to workflow
Test thoroughly - Verify same functionality
Monitor - Watch initial executions closely

Common Conversions

PowerShell Operation	Workflow Node
Send-MailMessage	Send Email
Update-VaultFileState	Update File State
Copy-Item	Export Files
Invoke-RestMethod	HTTP Request
ForEach loop	For Each Loop

Advanced Integration

Multiple Event Handlers

Some configurations allow chaining handlers:

Handler 1: Update files
Handler 2: Send notification
Handler 3: Create tasks

Execution order matters—configure appropriately.

Conditional Logic

PowerShell:

powershell

if ($Capture.Fields["Priority"] -eq "High") {
    # Send urgent notification
}
else {
    # Standard notification
}

Workflows:

Use conditional branches
Decision nodes based on capture data

External System Integration

Integrate with:

ERP systems
Project management tools (Jira, Monday.com)
Document management systems
Custom databases
APIs and web services

Next Steps

Your configuration is complete! Continue with:

Usage Guide - Learn how users interact with configured captures
Advanced: Workflows Integration - Deep dive into workflow integration

Event Handlers & Automation ​

Overview ​

Event Types ​

On Submit ​

On Approve ​

On Reject ​

Handler Types ​

Legacy: PowerShell Scripts ​

Modern: Workflow Integration (Recommended) ​

Configuring Event Handlers ​

Using PowerShell (Legacy) ​

Using Workflows (Modern) ​

Common Event Handler Scenarios ​

Scenario 1: Email Notification on Submit ​

Scenario 2: Update File States on Approve ​

Scenario 3: Create Task on Reject ​

Scenario 4: Publish Documents on Approve ​

Available Data in Event Handlers ​

Capture Object ​

Fields ​

Artifacts ​

Event-Specific Data ​

PowerShell CMDlets ​

Vault Operations ​

Capture Operations ​

Notification ​

System Integration ​

Best Practices ​

Choose the Right Tool ​

Error Handling ​

Testing ​

Performance ​

Security ​

Troubleshooting ​

Event Handler Not Triggering ​

PowerShell Errors ​

Workflow Not Executing ​

Performance Issues ​

Migration from PowerShell to Workflows ​

Migration Process ​

Common Conversions ​

Advanced Integration ​

Multiple Event Handlers ​

Conditional Logic ​

External System Integration ​

Next Steps ​

Event Handlers & Automation

Overview

Event Types

On Submit

On Approve

On Reject

Handler Types

Legacy: PowerShell Scripts

Modern: Workflow Integration (Recommended)

Configuring Event Handlers

Using PowerShell (Legacy)

Using Workflows (Modern)

Common Event Handler Scenarios

Scenario 1: Email Notification on Submit

Scenario 2: Update File States on Approve

Scenario 3: Create Task on Reject

Scenario 4: Publish Documents on Approve

Available Data in Event Handlers

Capture Object

Fields

Artifacts

Event-Specific Data

PowerShell CMDlets

Vault Operations

Capture Operations

Notification

System Integration

Best Practices

Choose the Right Tool

Error Handling

Testing

Performance

Security

Troubleshooting

Event Handler Not Triggering

PowerShell Errors

Workflow Not Executing

Performance Issues

Migration from PowerShell to Workflows

Migration Process

Common Conversions

Advanced Integration

Multiple Event Handlers

Conditional Logic

External System Integration

Next Steps