Capture States

Overview

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

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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)

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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State-Based Reporting

Report Categories

Active Captures:

• Open
• Under Review

Completed Captures:

• Submitted
• Approved
• Rejected

Problem Captures:

• Stale
• Expired
• Cancelled

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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

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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

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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

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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

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Next Steps

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