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Capture Templates Overview
What are Capture Templates?
Capture Templates define how captures behave, who can access them, and what actions occur when a capture is submitted, approved, or rejected.
Think of templates as blueprints that control every aspect of the capture experience:
- Submission behavior (Submit vs Approve/Reject)
- Security and role access
- Fields and metadata
- Artifact association rules
- Event handling and automation
- User interface options
Where are Templates Managed?
All Capture Template configuration is performed in:
Console → Capture Templates
From this interface, administrators can:
- Create new templates
- Edit existing templates
- Enable/disable templates
- Configure all template settings
Key Template Components
1. Basic Configuration
Every template requires:
- Name - Display name shown to users
- Description - Purpose and usage guidance (optional but recommended)
- Submission Type - Submit only, or Approve/Reject
2. Security
Controls who can:
- Create captures from this template
- View captures in their inbox
- Approve or reject captures
Security is role-based and integrates with MinuteView's user management system.
3. Fields
Templates define which metadata fields are:
- Displayed during capture creation
- Required vs optional
- Shown as columns in the inbox
- Available for filtering and search
4. Artifact Rules
Determines how associated files are:
- Added to captures
- Validated for consistency
- Displayed in the review environment
- Monitored for changes (stale detection)
5. Integration Settings
Templates can be configured to:
- Appear in Mesh for quick capture creation
- Use specific capture environments (Legacy vs Modern)
- Connect with external systems
6. Event Handlers
Automation that runs:
- On Submit - When a capture is submitted
- On Approve - When a capture is approved
- On Reject - When a capture is rejected
Can be PowerShell scripts or MinuteView workflows.
Template Types by Use Case
Document Submission Template
Submission Type: Submit
Typical Configuration:
- Simple fields (title, description, project)
- Mesh integration enabled
- Email notification on submit
- No approval required
Use Cases:
- Document transmittals
- Information requests
- Data collection forms
Review & Approval Template
Submission Type: Approve/Reject
Typical Configuration:
- Detailed fields for review criteria
- Model viewing enabled
- Markup tools available
- Different workflows for approve vs reject
Use Cases:
- Engineering drawing reviews
- Design approvals
- Quality gate checkpoints
AI Validation Template
Submission Type: Approve/Reject
Typical Configuration:
- Fields for AI confidence scores
- System-triggered (not user-created)
- Workflow integration for continue/retry logic
- Minimal user interface (system-driven)
Use Cases:
- Validating AI-generated outputs
- Human-in-the-loop AI workflows
- Quality assurance for automated processes
Template Lifecycle
1. Planning
Define requirements:
- What process will this template support?
- Who needs access?
- What data must be captured?
- What automation is needed?
2. Creation
Build the template in Console:
- Configure basic settings
- Set up security and roles
- Add fields
- Enable integrations
3. Testing
Validate configuration:
- Create test captures
- Verify user experience
- Test event handlers
- Confirm automation works correctly
4. Deployment
Enable for production use:
- Assign to appropriate users
- Document usage procedures
- Train users if needed
- Monitor initial usage
5. Maintenance
Ongoing management:
- Adjust fields as requirements change
- Update automation as processes evolve
- Review usage patterns
- Optimize performance
Best Practices
Naming Conventions
Use clear, descriptive names that indicate:
- What the template is for
- Who should use it
- What process it supports
Good: "Engineering Drawing Review - External Approval" Bad: "Template 3" or "Review Form"
Start Simple
Begin with minimal configuration:
- Basic fields only
- Simple automation
- Broad access
Add complexity based on actual usage patterns, not anticipated needs.
Security First
Plan role assignments carefully:
- Who creates captures?
- Who reviews them?
- Who can see sensitive data?
Security changes can impact existing captures, so plan ahead.
Test Before Deployment
Always create test captures to verify:
- Fields display correctly
- Security works as expected
- Automation triggers properly
- User experience is smooth
Document Your Templates
Maintain documentation of:
- Template purpose and usage
- Field definitions and requirements
- Automation behavior
- Security and access control
Common Template Patterns
Pattern: Simple Submission
- Submit type only
- Minimal fields
- Email notification
- No complex automation
Pattern: Multi-Stage Review
- Approve/Reject type
- Multiple reviewers via workflows
- State tracking through fields
- Complex automation
Pattern: Workflow Integration
- Created by automation (not users)
- Minimal user interface
- Workflow-driven lifecycle
- System-to-system handoffs
Template Settings Reference
| Setting | Purpose | Options |
|---|---|---|
| Submission Type | How captures are completed | Submit, Approve/Reject |
| Enable in Mesh | Allow creation from Mesh | Yes/No |
| Capture Environment | UI version to use | Legacy, Modern |
| Stale Days | When to mark captures as stale | Number of days |
| Model Viewing Account | Service account for viewing files | Service account selection |
Next Steps
Now that you understand templates, learn how to create one:
- Create Template - Step-by-step template creation guide
- Security & Role Access - Configure who can access captures
- Fields & Custom Columns - Add custom metadata fields