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Model Viewing Service Account ​

Overview ​

Capture requires a service account to load and display external files during artifact review. The Model Viewing Service Account determines which system identity is used to access files, controlling what reviewers can see in the review environment.

Why Service Accounts Matter ​

The Problem ​

Users reviewing captures may need to see files they don't normally have direct access to:

  • Vault files in projects they're not assigned to
  • Documents in restricted folders
  • CAD models requiring specific licenses

The Solution ​

A service account acts as the system identity for file access during review:

  • Has broader permissions than individual users
  • Provides consistent access regardless of reviewer
  • Enables review of artifacts without changing user permissions

How It Works ​

During Review ​

When a reviewer opens the review environment:

  1. User authenticates - Reviewer logs in with their account
  2. Service account activates - System uses configured service account
  3. Files are loaded - Service account credentials access artifacts
  4. Display to user - Files shown to reviewer in review environment

Access Flow ​

Reviewer (limited access)
    ↓
Review Environment
    ↓
Model Viewing Service Account (broad access)
    ↓
Vault / File System / External Source
    ↓
Artifacts displayed to reviewer

Configuring the Service Account ​

In Template Settings ​

  1. Open the Capture Template in Console
  2. Navigate to Model Viewing or Service Account section
  3. Select service account from dropdown
  4. Save template configuration

Selecting the Right Account ​

Choose a service account that has:

  • ✅ Read access to all potential artifacts
  • ✅ Access to Vault (if reviewing Vault files)
  • ✅ Appropriate CAD licenses (if viewing 3D models)
  • ✅ Permissions to external file sources
  • ✅ Stable credentials (won't expire or change frequently)

Service Account Requirements ​

Vault Access ​

For Vault-based artifacts:

  • Vault user account - Dedicated service account in Vault
  • Read permissions - Access to all vaults/projects where artifacts exist
  • License - Appropriate Vault license assignment
  • Stable password - Won't expire or require frequent changes

File System Access ​

For network file artifacts:

  • Windows service account - Domain or local account
  • Read permissions - Access to all relevant network shares
  • Authentication - Properly configured in MinuteView

CAD Viewing ​

For 3D model viewing:

  • CAD licenses - Inventor, AutoCAD, etc. (as needed)
  • Software installation - Required CAD software on MinuteView server
  • Configuration - Properly set up for headless viewing

Security Considerations ​

Elevation of Privilege ​

⚠️ Important: Reviewers may see artifacts they couldn't normally access

Why this is acceptable:

  • Review is part of an authorized business process
  • All access is logged and auditable
  • Template security controls who can review
  • Appropriate for role-based review processes

Example:

  • Engineer creates transmittal with Project A drawings
  • Manager reviews but doesn't have Project A access
  • Service account provides access during review
  • Manager can see drawings to complete review
  • All actions are logged

Service Account Best Practices ​

  1. Dedicated accounts - Don't reuse personal accounts
  2. Minimal additional access - Only what's needed for review
  3. Monitor usage - Regular audit of service account activity
  4. Document configuration - Who configured, why, what access granted
  5. Review periodically - Ensure access levels remain appropriate

Common Configurations ​

Configuration 1: Single Vault System ​

Environment: One Vault server, all files in Vault

Service Account:

  • Vault user: mv_capture_viewer
  • Permissions: Read-only to all vaults
  • License: Basic Vault CAL

Use for: Most standard implementations

Configuration 2: Multi-Vault Environment ​

Environment: Multiple Vault servers or external file sources

Service Accounts:

  • Primary: mv_capture_vault
  • Secondary: mv_capture_files

Configuration: Multiple service accounts in MinuteView, assign per template based on artifact source

Use for: Complex environments with multiple data sources

Configuration 3: CAD Model Viewing ​

Environment: Need to view 3D Inventor models

Service Account:

  • Vault user: mv_capture_cad
  • Permissions: Read-only Vault access
  • Licenses: Inventor View or full Inventor license
  • Software: Inventor installed on MinuteView server

Use for: Templates where 3D model viewing is required

Configuration 4: Minimal Access ​

Environment: Templates with no external artifacts (form data only)

Service Account: None required or minimal local account

Use for: Captures that don't include external file artifacts

Troubleshooting ​

Artifacts Don't Load in Review Environment ​

Check:

  1. Is service account properly configured in template?
  2. Does service account have read access to artifacts?
  3. Is service account authentication working?
  4. Are artifact file paths correct?
  5. Is Vault connection active?

Diagnostic steps:

  • Test service account login manually
  • Check MinuteView logs for authentication errors
  • Verify file permissions
  • Confirm Vault connectivity

Some Artifacts Load, Others Don't ​

Check:

  • Do all artifacts come from same source?
  • Does service account have access to all artifact locations?
  • Are artifacts in different vaults/projects?
  • Mixed Vault and file system artifacts?

Solution:

  • May need multiple templates with different service accounts
  • Or expand service account permissions

3D Models Don't Display ​

Check:

  • Is CAD software installed on MinuteView server?
  • Does service account have CAD license?
  • Is model file format supported?
  • Are model dependencies available (assemblies, references)?

Common issues:

  • Missing CAD license assignment
  • Software not properly configured for headless operation
  • Referenced files not accessible

Performance Issues ​

Check:

  • File sizes of artifacts
  • Network latency to file sources
  • Number of artifacts in capture
  • CAD model complexity

Optimization:

  • Consider file size limits
  • Optimize network connectivity
  • Use appropriate CAD viewing settings
  • Implement caching if available

Service Account Maintenance ​

Regular Tasks ​

Quarterly:

  • Review service account access levels
  • Verify accounts are still active and authenticated
  • Check for expired passwords
  • Review usage logs

Annual:

  • Full security audit of service accounts
  • Reassess access requirements
  • Update documentation
  • Review with security team

Password Management ​

For service accounts:

  • Use strong, complex passwords
  • Configure for no expiration (where policy allows)
  • If expiration required, set long expiration (1+ years)
  • Document password change procedure
  • Test after any password changes

Monitoring ​

Monitor service account for:

  • Failed authentication attempts
  • Unusual access patterns
  • Excessive file access
  • Access outside normal business hours

Advanced Scenarios ​

Dynamic Service Account Selection ​

Requirement: Different artifacts need different service accounts

Solution:

  • Use multiple templates with different service accounts
  • Route captures based on artifact type or source
  • Implement workflow logic to select appropriate template

External System Integration ​

Requirement: Artifacts in non-Vault systems (SharePoint, PLM, etc.)

Solution:

  • Configure MinuteView integration with external system
  • Set up service account with external system access
  • May require custom connectors or APIs
  • Test connectivity and authentication

Temporary Elevated Access ​

Requirement: Reviewers need temporary access beyond normal permissions

Solution:

  • Use service account to provide access during review
  • All access logged and auditable
  • Access automatically revoked when review complete
  • Appropriate for authorized business processes

Next Steps ​

Continue with configuration topics:

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