Search K
Appearance
Fields & Custom Columns
Overview
Capture Templates define which metadata fields are displayed when creating and reviewing captures. Administrators can add custom fields, mark fields as required, and configure which fields appear as columns in the inbox.
Field Configuration Basics
What Can Be Configured
For each field, you can define:
- Field Name - Label shown to users
- Field Type - Data type (text, date, dropdown, etc.)
- Required - Whether field must be filled
- Default Value - Pre-populated value
- Show in Inbox - Display as column in inbox
- Filterable - Allow filtering captures by this field
- Help Text - Guidance for users
Available Field Types
Text (Single Line)
Purpose: Short text input
Configuration:
- Max length (optional)
- Validation pattern (optional)
- Default value
Use for:
- Names, titles, reference numbers
- Short descriptions
- Identifiers
Example: "Transmittal Number", "Project Code"
Text Area (Multi-Line)
Purpose: Longer text input
Configuration:
- Row count (height)
- Max length (optional)
- Default value
Use for:
- Descriptions, notes, comments
- Instructions, requirements
- Detailed information
Example: "Review Comments", "Description of Changes"
Dropdown List
Purpose: Selection from predefined options
Configuration:
- List of allowed values
- Default selection
- Allow blank/None option
Use for:
- Categories, types, statuses
- Predefined choices
- Controlled vocabularies
Example: "Project" (Project A, Project B, Project C), "Priority" (High, Medium, Low)
Multi-Select List
Purpose: Selection of multiple options
Configuration:
- List of allowed values
- Minimum selections (optional)
- Maximum selections (optional)
Use for:
- Multiple categories
- Tag-style selections
- Checkbox groups
Example: "Disciplines" (Mechanical, Electrical, Civil), "Review Types" (Technical, Quality, Safety)
Editable List
Purpose: Dropdown with option to add custom values
Configuration:
- Suggested values
- Allow custom input
- Validation rules
Use for:
- Semi-controlled vocabularies
- Growing lists of options
- Flexibility with guidance
Example: "Reviewer Name" (common reviewers listed, but can add others)
Date
Purpose: Date selection
Configuration:
- Date format
- Min/max date ranges
- Default to today
Use for:
- Due dates, review dates
- Effective dates
- Timestamps
Example: "Due Date", "Review Completed Date"
Number
Purpose: Numeric input
Configuration:
- Min/max values
- Decimal places
- Default value
Use for:
- Counts, quantities
- Scores, ratings
- Numeric identifiers
Example: "Number of Drawings", "Quality Score"
Checkbox
Purpose: Boolean yes/no
Configuration:
- Default checked/unchecked
- Label text
Use for:
- True/false conditions
- Confirmations
- Flags
Example: "Urgent", "External Review Required"
Email
Purpose: Email address input
Configuration:
- Validation enabled
- Allow multiple addresses
Use for:
- Contact information
- Notification recipients
- Email routing
Example: "Reviewer Email", "CC Notifications To"
User Picker
Purpose: Select MinuteView user
Configuration:
- Single or multiple users
- Role filter
- Default to current user
Use for:
- Assignments
- Reviewers
- Approvers
Example: "Assigned To", "Reviewer"
Configuring Fields in Templates
Adding a New Field
- Open Capture Template in Console
- Navigate to Fields or Custom Fields section
- Click Add Field
- Configure field properties:
- Name
- Type
- Required
- Default value
- Display options
- Save field configuration
- Save template
Reordering Fields
Drag and drop or use up/down controls to set field order:
- Order in template = order shown to users
- Group related fields together
- Put most important fields first
Editing Existing Fields
- Select field to edit
- Modify properties
- Save changes
Note: Changing field types on existing templates may affect existing captures.
Removing Fields
- Select field to remove
- Delete field
- Confirm removal
Warning: Removing fields from templates with existing captures may result in data loss. Consider hiding instead of deleting.
Inbox Column Configuration
Show in Inbox
For fields where "Show in Inbox" is enabled:
- Field appears as column in capture inbox
- Users can sort by this field
- Column width auto-adjusts
Column Display
Configure:
- Which fields show as columns
- Column order (left to right)
- Default sort column
- Column width preferences
Best Practices
Show in inbox:
- ✅ Status, priority, dates
- ✅ Key identifiers (numbers, names)
- ✅ Fields used for filtering
Don't show in inbox:
- ❌ Long text areas
- ❌ Internal/system fields
- ❌ Rarely-used fields
Filterable Fields
Purpose
Filterable fields allow users to:
- Quick-filter inbox by field values
- Create saved filter views
- Find captures faster
Configuration
Mark fields as filterable:
- Dropdowns and lists work best
- Dates support range filtering
- Text fields support contains/equals filtering
User Experience
In the inbox:
- Filter controls appear above capture list
- Users select filter values
- Inbox updates to show matching captures only
- Multiple filters can be combined
Field Validation
Required Fields
Behavior:
- User cannot submit/approve without filling
- Visual indication (asterisk, color)
- Error message if attempted
Use for:
- Critical metadata
- Fields needed for downstream processes
- Compliance requirements
Field Dependencies
Some systems support field dependencies:
- Field B only shows if Field A has specific value
- Cascading dropdowns
- Conditional validation
Check your MinuteView version for dependency support.
Default Values
Static Defaults
Set a fixed default value:
- Always pre-populated
- User can override
- Reduces data entry
Example: Project field defaults to "Current Project"
Dynamic Defaults
Some fields support dynamic defaults:
- Current user
- Today's date
- System-generated values
- Values from automation
Example: "Created By" defaults to current user
Common Field Configurations
Document Transmittal
- Transmittal Number - Text, required, show in inbox
- Recipient - Text, required
- Project - Dropdown, required, show in inbox, filterable
- Due Date - Date, show in inbox
- Description - Text area, required
- Priority - Dropdown (High/Medium/Low), show in inbox, filterable
Engineering Review
- Drawing Numbers - Text area, required
- Revision - Text, required, show in inbox
- Reviewer - User picker, required, show in inbox
- Review Date - Date, required, show in inbox
- Review Type - Dropdown (Technical/Quality/Safety), filterable
- Comments - Text area
- Approved - Auto-populated on approval
AI Validation
- AI Confidence Score - Number, show in inbox
- AI Model Version - Text, auto-populated
- Validation Notes - Text area
- Reviewer Decision - Auto-populated (Approve/Reject)
- Processing Time - Number, show in inbox
Advanced Field Features
Calculated Fields
Some systems support calculated fields:
- Values computed from other fields
- Formulas or expressions
- Auto-updated
Example: "Days Open" = Today - Created Date
Field Groups
Organize related fields:
- Visual grouping in UI
- Collapsible sections
- Improved user experience
Example:
- Group 1: Project Information (Project, Code, Manager)
- Group 2: Review Details (Reviewer, Date, Comments)
- Group 3: Deliverables (Files, Documents)
Field Permissions
Advanced security:
- Read-only for certain roles
- Visible only to specific roles
- Editable at specific stages
Example: "Management Notes" visible only to manager role
Best Practices
Field Design
- Essential fields only - Every field adds complexity
- Clear labels - Use terminology users understand
- Helpful defaults - Reduce data entry burden
- Appropriate types - Match field type to data
- Validation when needed - But not over-validation
User Experience
- Logical order - Group related fields
- Required sparingly - Only truly essential fields
- Help text - Provide guidance where needed
- Testing - Validate with real users
Maintenance
- Review periodically - Remove unused fields
- Update vocabularies - Keep dropdowns current
- Monitor usage - Which fields are actually used?
- Document changes - Track field evolution
Troubleshooting
Field Not Showing
Check:
- Is field enabled in template?
- Does user role have permission to see it?
- Is field in hidden group?
Validation Not Working
Check:
- Is field marked as required?
- Is validation rule correctly configured?
- Check browser console for errors
Inbox Column Issues
Check:
- Is "Show in Inbox" enabled?
- Is column width too narrow?
- Browser cache cleared?
Next Steps
Complete your configuration:
- Event Handlers & Automation - Set up automated actions based on capture events
- Usage Guide - Learn how users interact with configured fields