This guide shows you, as an administrator, how to customize Capture processes in Administration in Interaxo. All Capture processes are customized in the same way. Some features are only available for certain process types, which is stated at the beginning of the relevant section. All processes start with a standard template from Tribia, which you then customize with your own names, fields, and values.

Prerequisites:

• Capture must be enabled in your area by Tribia.
• A Capture room must be set up and connected to a workspace.
• When a room is set as a Capture room, it is hidden from regular users in Interaxo. The room can only be opened through Workspaces and rooms in Administration, and only Settings, Members, and Groups can be changed at the room level.

The following topics are covered:

1. Find the Capture process in the Interaxo Library
2. General
3. Fields
   1. Template fields and custom fields
   2. Due date, Assignee, and Completed
4. Workflow
   1. Steps in the workflow
   2. Control which steps an entry can be moved to
   3. Settings for a step
   4. Documentation
5. Entries in an inspection
6. Access permissions

1.0 Find the Capture process in the Interaxo Library

1. Log in to Interaxo.
2. Select the correct area from the top menu.
3. Click Administration in the top menu.
4. In the menu on the left, under the area, click Interaxo Library.
5. Find the Capture process template you want to work with.
6. Click the name, or open the three-dot menu and select View template usage.
7. Find the process located in your Capture room in the list.
8. Click Edit process.

You are now in the configuration for the Capture process.
 

Note: A project can only have one instance of each process.

2.0 General

In the General tab, you decide how the process is displayed to users:

• Name – The name of the process as users see it in the room.
• Enable functionality – Turn Assign main document and Automatic entry ID on or off.
• Instruction – Text explaining how the process should be used.
• Instruction for creating an entry – Text the user sees when creating a new entry.

3.0 Fields

In the Fields tab, you control what information users enter when they register an entry.

3.1 Template fields and custom fields

Template fields are marked with the IX icon. Open the settings for a field using the gear icon on the right. Here, you can change, among other things, whether the field is Required, its default value, and whether the field can be edited after creation (Read-only). You cannot change the field names, change the order of these fields, or delete them.

Add Custom fields using Add field. You can rename, move, change the settings for, and delete these fields.

3.2 Due date, Assignee, and Completed

Applies to issues and tasks. The due date is a date field with Due date enabled. This automatically adds two fields:

• Assignee – The person responsible for following up on the issue or task. The field can contain multiple users and groups.
• Completed – A checkbox the user selects when the issue or task has been resolved. In the list, the value is displayed as Yes or No.

Assignee and Completed do not have their own gear icons. Both are controlled from the Due date field.

1. Click the gear icon next to Due date in the Fields tab. The Edit field dialog opens.
2. Under Select date format, select the due date that a new entry will receive:
   1. Blank – No due date is entered.
   2. Date created – The due date is the same day the entry is created.
   3. Date created + number of days – The due date is set a selected number of days into the future.
3. Leave Due date selected. This is what connects Assignee and Completed to the due date.
4. Under Select possible assignees, limit which users and groups can be selected as assignees. By default, everyone with access to the process can also be assigned.
5. Under Default value, optionally select who should be selected by default when an entry is created.
6. Click Update, and then Save in the upper-right corner.

Note: The changes are not saved until you click Save in the upper-right corner of Configure process.

Note: Assignee and Completed are created automatically when Due date is selected, and cannot be deleted separately.

4.0 Workflow

In the Workflow tab, you can see the steps an entry goes through from creation until it is closed. Issues, tasks, and inspections can have multiple steps. Documentation has only one. 
 

4.1 Steps in the workflow

Steps that come from the standard template are marked with the IX icon. Open the settings for a step using the gear icon on the right.

You can rename and delete custom steps as long as there are no entries in the step.

Template steps are locked. You can adjust the settings for a step, but you cannot rename it, delete it, or change its order.

You can add custom steps using + Add step in the upper-right corner of the Workflow tab, for example, an additional review step before closing.
 

Note: + Add step is grayed out if you do not have sufficient permissions.

4.2 Control which steps an entry can be moved to

For each step, you decide where an entry can be moved next. The setting is called Entries can be moved to:

• Next step – The entry can only be moved to the following step.
• All steps – The entry can be moved to any step.
• Defined steps – You select which steps are allowed. If you do not select any, nothing can be moved out of the step.

1. Click the gear icon next to the step in the Workflow tab. The Edit step dialog opens.
2. Select an option under Entries can be moved to.
3. If you selected Defined steps, select the steps the entry should be allowed to move to.
4. Click Update, and then Save in the upper-right corner.
    

Users will then only see the permitted steps when moving an issue or task, both in the app and on the web.
 

Note: With defined steps and no steps selected, nothing can be moved out of the step. Use this only for a final step.

4.3 Settings for a step

In Edit step, you will also find an Instruction for the step and these Step settings:

• New entries can be created in this step – New issues or tasks can start in this step.
• Entries moved from this step must contain at least one attachment – For example, a picture documenting that the deviation has been remedied.
• Lock entries – Entries in the step cannot be changed.
• Commenting allowed – Users can still comment on locked entries. 

In the Access permissions tab in the same dialog, you can give the step its own access permissions, in the same way as for the entire process (see 6.0).
 

4.4 Documentation

Documentation has only one step. 

5.0 Entries in an inspection

Applies to inspections. You customize the entries users create within an inspection, such as documentation, issues, and tasks, from the inspection.

1. Open the inspection in Edit process, and go to the Related processes tab.
2. Click the gear icon next to the entry you want to customize.
3. Customize it in the same way as described in 2.0–6.0, in the General, Fields, Workflow, File naming, and Access permissions tabs.

6.0 Access permissions

In the Access permissions tab, you decide which users and groups have access to the process.

1. Under Select access permissions, select Inherited (Collaboration), Share, Collaboration, Private, or Custom.
2. Add members and/or groups to the Access permissions table at the bottom.
3. Select the permissions they should have: View, Add, Edit, and Delete.
4. Click Save in the upper-right corner.
    

Note: Prefer using groups over individuals, and grant Edit and Delete only to roles that need them.

See also:

• How to create and follow up on issues
• How to work with and follow up on tasks
• W3: How to work with documentation