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Capture + Workflows ​

Overview ​

Capture integrates natively with MinuteView Workflows, creating powerful combinations of automation and human decision-making. This integration enables sophisticated processes that pause for human review at critical points, then continue automatically based on the outcome.

Why Combine Capture and Workflows ​

Workflows Alone ​

Strengths:

  • Fully automated processes
  • Fast execution
  • Consistent outcomes
  • No human intervention needed

Limitations:

  • Can't make judgment calls
  • No human oversight
  • Limited to deterministic rules
  • Can't handle exceptions well

Capture Alone ​

Strengths:

  • Human judgment and expertise
  • Visual review and markup
  • Accountability and approval
  • Flexible decision-making

Limitations:

  • Manual initiation
  • No automation before or after
  • Requires human presence
  • Slower than automation

Combined Power ​

Capture + Workflows:

  • ✅ Automate routine steps
  • ✅ Pause for human review at critical points
  • ✅ Continue automation based on human decision
  • ✅ Best of both worlds: speed + judgment

Integration Patterns ​

Pattern 1: Workflow → Capture → Workflow ​

Most common pattern:

Workflow Start
    ↓
Automated Steps
    ↓
Create Capture
    ↓
[PAUSE - Human Review]
    ↓
Human Decision (Approve/Reject)
    ↓
Workflow Continues
    ↓
Different paths based on decision

Example: Automated PDF generation → Human review → Publish or rework

Pattern 2: Capture → Workflow ​

User-initiated with automation:

User Creates Capture
    ↓
User Submits
    ↓
Workflow Triggered
    ↓
Automated Processing

Example: User submits transmittal → Automated distribution workflow

Pattern 3: Workflow → Capture (Terminal) ​

Automation ending with human review:

Workflow Start
    ↓
Automated Processing
    ↓
Create Capture
    ↓
[PAUSE - Human Review]
    ↓
Human Decision
    ↓
End (or simple notification)

Example: Automated compliance check → Human validation → Record decision

Configuration ​

In Capture Templates ​

Event Handlers section:

  • On Submit: Select workflow
  • On Approve: Select workflow
  • On Reject: Select workflow (different from approve)

Each event can trigger different workflows

In Workflows ​

Create Capture Node:

  • Select capture template
  • Map workflow data to capture fields
  • Specify artifacts to include
  • Configure wait for completion

Wait for Capture Completion:

  • Workflow pauses
  • Waits for human action
  • Resumes when capture completed

Check Capture Outcome:

  • Decision node checks if approved or rejected
  • Route to different workflow branches
  • Access capture data for next steps

Workflow → Capture Data Flow ​

Passing Data to Capture ​

From workflow to capture:

  • Field values
  • Artifact references
  • Context information
  • User assignments

Example:

Workflow creates capture:
- Title: Generated from workflow variable
- Project: From workflow input
- Artifacts: Files processed by workflow
- Reviewer: Assigned based on workflow logic

Capture Creation Node Configuration ​

Required:

  • Capture Template selection
  • Field mappings

Optional:

  • Artifact source (files, Vault objects)
  • Reviewer assignment
  • Priority/due date
  • Comments/instructions

Capture → Workflow Data Flow ​

Passing Data from Capture ​

From capture to workflow:

  • Approval/rejection decision
  • Capture fields and values
  • Comments and feedback
  • Markup information
  • Artifacts included

Example:

On Approve workflow receives:
- Decision: Approved
- Reviewer: John Smith
- Review Date: 2024-01-15
- Comments: "Approved with minor suggestions"
- Artifacts: List of reviewed files

Using Capture Data in Workflows ​

Decision Nodes:

If Capture.Decision == "Approved"
    → Path A: Publish workflow
Else
    → Path B: Rework notification

Data Mapping:

Email Subject: "Capture {{Capture.Name}} {{Capture.Decision}}"
Email Body: "Reviewer: {{Capture.Reviewer}}\nComments: {{Capture.Comments}}"

Common Workflow Scenarios ​

Scenario 1: Drawing Release Process ​

Workflow:

1. File checked into Vault (trigger)
2. Workflow starts automatically
3. Generate PDF from DWG
4. Run automated quality checks
5. Create Capture for engineering review
   - Template: "Drawing Release Review"
   - Artifacts: DWG + PDF
   - Reviewer: Engineering Manager
6. [PAUSE] - Wait for review
7. If APPROVED:
   a. Update file state to "Released"
   b. Publish PDF to document control
   c. Send notification to project team
   d. Index in Mesh
8. If REJECTED:
   a. Revert file state
   b. Create task for designer
   c. Send rejection email with feedback
9. End workflow

Scenario 2: Document Transmittal ​

Workflow:

1. User creates Capture
   - Template: "External Transmittal"
   - Selects documents from Mesh
   - Fills in recipient, due date, etc.
2. User submits
3. On Submit workflow triggers:
   a. Validate all documents current
   b. Generate transmittal cover sheet
   c. Create transmittal package (ZIP)
   d. Upload to secure portal
   e. Email recipient with link
   f. Log transmittal in register
   g. Create calendar reminder for follow-up
4. End workflow

Scenario 3: Multi-Stage Approval ​

Workflow:

1. Design complete (trigger)
2. Create Capture for Technical Review
   - Reviewer: Technical Lead
3. [PAUSE] - Technical review
4. If APPROVED:
   a. Create Capture for Management Review
      - Reviewer: Project Manager
   b. [PAUSE] - Management review
   c. If APPROVED:
      - Publish design
      - Update all file states
      - Send approvals to team
   d. If REJECTED (Management):
      - Return to designer
5. If REJECTED (Technical):
   - Return to designer
   - Skip management review

Advanced Integration Techniques ​

Dynamic Reviewer Assignment ​

Workflow logic determines reviewer:

If Project == "Project A"
    Assign to: Reviewer A
Else If Project == "Project B"
    Assign to: Reviewer B
Else
    Assign to: Default Reviewer

Conditional Capture Creation ​

Only create capture if needed:

Run automated compliance check
If compliance score < 95%
    → Create Capture for human review
Else
    → Proceed automatically (no review needed)

Parallel Reviews ​

Multiple captures created simultaneously:

Create Capture for Technical Review (Reviewer: Engineer)
Create Capture for Quality Review (Reviewer: QA)
Wait for both to complete
If BOTH approved
    → Proceed
Else
    → Return for rework

Escalation Logic ​

Time-based escalation:

Create Capture
Wait 3 days
If not completed
    → Send reminder
Wait 2 more days
If still not completed
    → Escalate to manager
    → Create urgent Capture for manager

Workflow Context in Capture ​

Displaying Workflow Information ​

In capture interface, show:

  • What workflow triggered this capture
  • Where in the process we are
  • What happens next (approve vs reject)
  • Timeline/urgency

Example Display:

Workflow: Drawing Release Process
Step: Engineering Review (Step 5 of 9)
On Approve: File will be released and published
On Reject: File returns to designer
Due: 2 days

Error Handling ​

Workflow Failures ​

If workflow fails after Capture approved:

  • Capture remains approved (audit trail)
  • Workflow logs error
  • Administrator notified
  • Manual intervention may be needed

Prevention:

  • Test workflows thoroughly
  • Handle exceptions in workflow logic
  • Configure timeout settings
  • Monitor workflow execution

Capture Failures ​

If Capture becomes stale during workflow:

  • Workflow may pause indefinitely
  • Configure stale capture handling
  • Timeout settings in workflow
  • Automatic closure or escalation

Prevention:

  • Set appropriate stale days
  • Monitor artifact states
  • Configure timeouts
  • Implement escalation

Monitoring and Analytics ​

Track Metrics ​

Workflow + Capture metrics:

  • Average time from workflow start to capture completion
  • Approval vs rejection rates
  • Where delays occur
  • Reviewer performance
  • Process bottlenecks

Use data to:

  • Optimize workflows
  • Adjust capture requirements
  • Improve process efficiency
  • Identify training needs

Best Practices ​

Design Workflows with Capture in Mind ​

  • Clear decision points - Know where human review is needed
  • Appropriate granularity - Not too many captures
  • Timeouts and escalations - Don't let captures block workflows forever
  • Error handling - Plan for failures

Design Captures with Workflows in Mind ​

  • Minimal required fields - Don't slow down automated processes
  • Clear context - Show workflow stage and next steps
  • Appropriate timeouts - Match workflow needs
  • Decision clarity - Make consequences of approve/reject clear

Test Integration Thoroughly ​

  • Happy path - Approve scenario works correctly
  • Rejection path - Reject scenario handled properly
  • Error conditions - Failures handled gracefully
  • Performance - Process completes in acceptable time

Monitor and Improve ​

  • Track metrics - Measure process performance
  • Identify bottlenecks - Where do captures sit too long?
  • Gather feedback - Ask users about experience
  • Iterate - Continuously improve the integration

Troubleshooting ​

Workflow Won't Trigger After Capture ​

Check:

  • Event handler configured correctly?
  • Workflow selected in template?
  • Workflow is published and active?
  • Check workflow logs for errors

Workflow Stuck Waiting for Capture ​

Check:

  • Is capture actually completed?
  • Check capture status
  • Look for workflow timeout settings
  • Check for communication errors

Data Not Passing Correctly ​

Check:

  • Field mappings configured?
  • Data types compatible?
  • Workflow variables named correctly?
  • Check workflow logs

Next Steps ​

Learn more about related topics:

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