Introduction

As a Community Administrator, you can adapt the Capture processes used in your Capture room.
This is done in the Interaxo Library in Administration.

Prerequisites:

• Capture must be enabled for your community by Tribia
• a Capture room must be set up and connected to a workspace
• when a room is set as a Capture room:
  • the room is hidden for normal users in Interaxo Project
  • the room can only be opened via Workspaces and rooms in Administration
  • Features on room level are locked – only Settings, Members and Groups can be changed

 

In this guide you will learn how to:

• find the Capture process in Interaxo Library
• adapt settings in the tabs General, Fields, Workflow
• configure File naming and Automatic entry ID
• adapt any linked processes
• set correct access rights for the process

Below is a short user guide for configuring Capture processes.

User guide
 

Find the Capture process in Interaxo Library

1. Log in to Interaxo Project.
2. Select the correct community in the top menu.
3. Click Administration in the top menu.
4. In the left‑hand menu, under the community, click Interaxo Library.
5. Find the Capture process template you want to work with (for example Inspection or Documentation).
6. Click the name, or open the three‑dot menu and choose View template usage.
7. In the list of processes, find the process that is used in your Capture room.
8. Click Edit process for the process you want to adapt.

You are now in the configuration view for this Capture process.

General – give users the right name and instruction

In the General tab you configure how the process appears to users:

• Name – the name of the process in the room (for example “Inspection”)
• Activate functionality – turn on/off:
  • Assign main document
  • Automatic entry ID
• Instruction – text explaining how the process should be used

Fields – control which information is filled in

In the Fields tab you control which fields users have to fill in.

Fields from the template (with the IX icon):

• You can change settings, for example:
  • whether the field is mandatory
  • default value
  • whether the field can be edited after creation
• You cannot:
  • change the field name
  • change the order of these fields
  • delete the fields

Custom fields you add yourself:

1. Click Add field to create new fields.
2. For these fields you can:
   • change the name
   • change the order
   • change settings
   • delete them if needed

Workflow – do not add extra steps

In the Workflow tab you see the steps in the process (for example “New”).

• For steps that come from the template:
  • You can adjust settings for the step.
  • You cannot change the name, delete the step, or change the order.
• For the current Capture templates:
  • The processes are designed with one step.
  • Do not add additional steps – Capture currently does not support multiple workflow steps.

Linked processes – adapt the documentation process

Some Capture processes have a linked process, for example:

• Main process: Inspection
• Linked process: Inspection‑Documentation

To find and edit the linked process:

1. Go to the Linked processes tab.
2. Here you can see which process is linked.
3. Click the cog icon to open the linked process.

The linked process opens in a separate dialog with tabs such as:

• General
• Fields
• Workflow
• File naming
• Automatic entry ID
• Access rights

You configure it in the same way as the main process:

• Adjust settings for fields and workflow
• Add your own fields if needed
• Avoid adding extra workflow steps for the first Capture templates

Access rights – who can use the process?

In the Access rights tab you define which users and groups have access to the process.

1. Choose an access mode, for example:
   • Inherited (Collaborate) – inherits permissions from the parent folder
   • Share
   • Collaborate
   • Private
   • Custom
2. Add members and/or groups in the table at the bottom.
3. Tick which permissions they should have:
   • Read
   • Add
   • Edit
   • Delete

Tips:

• Prefer using groups rather than individual users – it is easier to maintain.
• Only give Edit and Delete to roles that really need it.

Short summary

As a Community Administrator you can:

• find the Capture process via Interaxo Library → View template usage → Edit process
• adapt name, instructions and functionality in the General tab
• add your own fields, and adjust settings for both standard and custom fields in Fields
• keep the workflow to a single step in Workflow (do not create extra steps)
• configure File naming to control how files are named
• configure Automatic entry ID for consistent IDs on entries
• adapt any linked processes in the same way
• control who has access to the process in Access rights

If you do not see any Capture processes in Interaxo Library, Capture must first be enabled for your community and a Capture room must be set up by Tribia.