Capture States

Overview

Captures move through different states during their lifecycle. Understanding these states is important for filtering, reporting, automation, and process management.

State Lifecycle

Typical State Flow

Submit Type:

Created → Open → Submitted → Complete

Approve/Reject Type:

Created → Open → Under Review → Approved/Rejected → Complete

With Stale Detection:

Any State → Stale (if artifacts change)

State Definitions

Created

Description: Capture has been initialized but not yet opened by creator

Characteristics:

Initial state when capture created
May be very brief (milliseconds)
Transitions immediately to Open

User Actions:

System automatically transitions to Open

System Behavior:

Capture object created in database
Initial timeline entry recorded
Transitions to Open automatically

Open

Description: Capture is active and awaiting action

Characteristics:

Default state for new captures
Awaiting submission or review
Can be edited (if permissions allow)
Visible in inbox for authorized users

User Actions:

Creator can edit fields
Creator can add/remove artifacts
Creator can submit (Submit type)
Reviewer can open review environment
Reviewer can approve/reject (Approve/Reject type)

Transitions To:

Submitted (when user clicks Submit on Submit-type capture)
Under Review (when reviewer opens Approve/Reject-type capture)
Approved (direct approval without opening review on some Approve/Reject captures)
Rejected (direct rejection)
Stale (if artifacts change)
Cancelled (if cancelled by user/admin)

System Behavior:

Appears in inbox for authorized users
Notifications may be sent
Can trigger reminders if configured
Monitored for stale artifacts

Under Review

Description: Reviewer has opened the capture and review is in progress

Characteristics:

Only for Approve/Reject submission type
Indicates active review
Reviewer viewing artifacts
Markups may be added

User Actions:

Reviewer views artifacts
Reviewer adds markups
Reviewer adds comments
Reviewer approves or rejects

Transitions To:

Approved (when reviewer approves)
Rejected (when reviewer rejects)
Stale (if artifacts change during review)
Open (if review closed without action - configuration dependent)

System Behavior:

Review session tracked
Artifact viewing recorded
Markup additions logged
Time in review measured

Submitted

Description: User has submitted a Submit-type capture

Characteristics:

Only for Submit submission type
Terminal state (process complete)
Cannot be edited
On-submit automation executed

User Actions:

View only
Add comments (if permitted)
Cannot modify fields or artifacts

Transitions To:

Complete (system transition for archival)
Generally no further transitions

System Behavior:

On-submit event handlers execute
Workflows triggered
Notifications sent
Logged for reporting
Capture marked complete

Approved

Description: Reviewer has approved an Approve/Reject-type capture

Characteristics:

Only for Approve/Reject submission type
Terminal state (process complete)
Cannot be edited
On-approve automation executed
Approval recorded in timeline

User Actions:

View only
Cannot modify
Can view approval details

Transitions To:

Complete (system transition for archival)
Generally no further transitions

System Behavior:

On-approve event handlers execute
Workflows triggered
Approval notifications sent
Logged for reporting
Capture marked complete

Audit Information:

Who approved
When approved
Approval comments
Markups preserved

Rejected

Description: Reviewer has rejected an Approve/Reject-type capture

Characteristics:

Only for Approve/Reject submission type
Terminal state (process complete)
Cannot be edited
On-reject automation executed
Rejection recorded in timeline with reasoning

User Actions:

View only
Cannot modify
Can view rejection details

Transitions To:

Complete (system transition for archival)
Generally no further transitions

System Behavior:

On-reject event handlers execute
Workflows triggered
Rejection notifications sent
Logged for reporting
Capture marked complete

Audit Information:

Who rejected
When rejected
Rejection comments (required)
Markups preserved

Stale

Description: Associated artifacts have changed state since capture was created

Characteristics:

Can occur at any point in lifecycle
Indicates artifacts no longer match original state
May need to be recreated with current artifacts
Configurable timeout period

User Actions:

View capture and identify stale artifacts
Close capture as invalid
Recreate capture with current artifacts
May be able to proceed with caution (configuration dependent)

Transitions To:

Expired (after stale days timeout)
Closed (manually closed)
Approved/Rejected (if allowed to proceed despite staleness)

System Behavior:

Stale indicators displayed
Users notified
After configured days, may auto-expire
Logged for process improvement

Causes:

Artifact file revised
Artifact lifecycle state changed
Artifact deleted or moved
Artifact permissions changed

Cancelled

Description: Capture has been cancelled without completion

Characteristics:

Can occur at any point before completion
Requires appropriate permissions
Not a normal completion path
Logged for tracking

User Actions:

View only (after cancellation)
Cannot reopen

Transitions To:

Complete (system transition for archival)
Generally no further transitions

System Behavior:

Cancellation logged in timeline
Notifications may be sent
Removed from active inbox
Retained for audit trail

Expired

Description: Capture has exceeded configured timeout or stale period

Characteristics:

Automatic system transition
Indicates capture not completed in time
Requires manual intervention or recreation

User Actions:

View only
May need to recreate capture

Transitions To:

Complete (system transition for archival)
Generally no further transitions

System Behavior:

Removed from active inbox
Notifications may be sent
Logged for reporting
Retained for audit trail

Complete

Description: Final archival state for all completed captures

Characteristics:

System-managed state
Applied to all terminal captures
Used for archival and reporting
May be automatic or after retention period

User Actions:

View only
Access through reporting/search

Transitions To:

None (final state)

System Behavior:

Long-term retention
Accessible for audit/compliance
Included in historical reports

State Transitions Summary

From State	To State	Trigger	Submission Type
Created	Open	Automatic	Both
Open	Under Review	Reviewer opens capture	Approve/Reject
Open	Submitted	User clicks Submit	Submit
Open	Approved	User clicks Approve	Approve/Reject
Open	Rejected	User clicks Reject	Approve/Reject
Open	Stale	Artifact changes	Both
Open	Cancelled	User/admin cancels	Both
Under Review	Approved	Reviewer approves	Approve/Reject
Under Review	Rejected	Reviewer rejects	Approve/Reject
Under Review	Stale	Artifact changes	Approve/Reject
Any	Stale	Artifact changes	Both
Stale	Expired	Timeout reached	Both
Submitted	Complete	System	Submit
Approved	Complete	System	Approve/Reject
Rejected	Complete	System	Approve/Reject
Cancelled	Complete	System	Both
Expired	Complete	System	Both

State-Based Filtering

In Inbox

Filter captures by state:

Open - Awaiting action
Under Review - Currently being reviewed
Submitted - Completed submissions
Approved - Approved captures
Rejected - Rejected captures
Stale - Artifacts changed
All - Show all states

State-Based Reporting

Report Categories

Active Captures:

Open
Under Review

Completed Captures:

Submitted
Approved
Rejected

Problem Captures:

Stale
Expired
Cancelled

State Indicators

Visual Indicators

Colors (typical):

Green: Approved
Blue: Open, Submitted
Yellow: Under Review, Stale
Red: Rejected, Expired
Gray: Cancelled, Complete

Icons:

⏳ Open
👁️ Under Review
✅ Approved, Submitted
❌ Rejected
⚠️ Stale
🚫 Cancelled
⏱️ Expired

State-Based Automation

Trigger Events

State changes can trigger:

Workflow execution
Notifications
Field updates
Reporting
Escalations

Example:

When state changes to Stale:
    → Send notification to submitter and reviewer
    → Log in stale capture report
    → Start escalation timer

Technical Details

State Storage

Stored in capture record
Includes timestamps of all state changes
State history preserved in timeline
Cannot be manually edited

State API

For integrations:

Query captures by state
Filter by multiple states
Check state transition history
Receive state change events

Best Practices

Process Design

Design processes around state transitions
Configure appropriate timeouts
Set up notifications for key state changes
Monitor stale captures
Report on state metrics

User Training

Explain states relevant to user role
Show how to filter by state
Clarify which states require action
Explain stale capture handling

Next Steps

Submission Types - How submission types affect state flow
Stale Capture Management - Configuring stale detection
Workflows Integration - State-based workflow triggers

Configuration Guide

Usage Guide

Advanced

Capture States

Overview

State Lifecycle

Typical State Flow

State Definitions

Created

Open

Under Review

Submitted

Approved

Rejected

Stale

Cancelled

Expired

Complete

State Transitions Summary

State-Based Filtering

In Inbox

State-Based Reporting

Report Categories

State Indicators

Visual Indicators

State-Based Automation

Trigger Events

Technical Details

State Storage

State API

Best Practices

Process Design

User Training

Next Steps

Capture States ​

Overview ​

State Lifecycle ​

Typical State Flow ​

State Definitions ​

Created ​

Open ​

Under Review ​

Submitted ​

Approved ​

Rejected ​

Stale ​

Cancelled ​

Expired ​

Complete ​

State Transitions Summary ​

State-Based Filtering ​

In Inbox ​

State-Based Reporting ​

Report Categories ​

State Indicators ​

Visual Indicators ​

State-Based Automation ​

Trigger Events ​

Technical Details ​

State Storage ​

State API ​

Best Practices ​

Process Design ​

User Training ​

Next Steps ​

Capture States

Overview

State Lifecycle

Typical State Flow

State Definitions

Created

Open

Under Review

Submitted

Approved

Rejected

Stale

Cancelled

Expired

Complete

State Transitions Summary

State-Based Filtering

In Inbox

State-Based Reporting

Report Categories

State Indicators

Visual Indicators

State-Based Automation

Trigger Events

Technical Details

State Storage

State API

Best Practices

Process Design

User Training

Next Steps