Capture profiles

A capture profile is the form attached to every assignment: the set of fields adjusters fill in as they document a loss, such as "Loss Information" or "Item".

What a capture profile is

Think of a profile as the paperwork template for a kind of claim. A "Residential Contents Loss" profile might collect the loss summary, policyholder details, and one item entry per belonging. A "Commercial Theft" profile might collect different fields entirely. Profiles are built from entities (named collections of fields), and each entity is built from fields (one question or data point each).

Profiles belong to a team and are managed on the team detail page under the Profiles tab. Building and publishing profiles requires the schema.manage permission, held by team admins and above.

Lifecycle: draft, published, archived

Every profile has a status badge:

Status	Meaning
Draft (amber)	Editable. Save, rename, restructure freely. Cannot be attached to assignments yet.
Published (green)	Locked and available for new assignments. Cannot be edited or renamed.
Archived	Retired. Kept for history but no longer offered when creating assignments.

Each profile row on the Profiles tab shows its name, status badge, version number, entity count, and description, with actions appropriate to its state: Edit for drafts, View for published and archived profiles, Rename for drafts only, and Delete.

Published profiles are locked on purpose

Once a profile is published, the server makes it immutable. This protects evidence integrity: every assignment created from the profile must be able to prove exactly which fields existed when its media was captured. To change a published profile, clone it or create a new version, then use the new profile for future assignments. Existing assignments are never affected. See How profiles attach.

Creating a profile

1. Open the team detail page and go to the Profiles tab.
2. Click to create a new profile (or clone a reference template).
3. Enter a Name, for example "California Theft Loss", and a Description.
4. Add entities and fields as described below.
5. Save draft, then Publish when the profile is ready for assignments.

The builder validates your profile before saving and will not let you publish an invalid one. The flow is always "Save the draft first, then publish".

Entities

An entity is a named collection of fields, for example "Loss Information" or "Item". Per entity you set:

• Label: the human-readable name adjusters see.
• Key: auto-generated from the label in snake_case (lowercase words joined by underscores, like loss_information). Keys are the stable identifier used behind the scenes; you rarely need to touch them.
• Cardinality: single (one set of these fields per scope, like one Loss Information block) or many (repeatable entries, like one Item per belonging).
• Scope: where the entity is filled in. See the next section.
• Reorder and Remove controls.

Scope, with examples

Scope decides which part of the work an entity's fields attach to:

Scope	Plain meaning	Example
Assignment	One set of values for the whole assignment.	Claim number, date of loss, adjuster notes.
Location	One set per room or location on the assignment.	Room condition, pre-existing damage notes.
Group	One set per group of media.	A set of fields describing a batch of related photos.
Media	Fields attached to individual photos, videos, or audio clips.	Per-item condition rating or item description.

Only assignment-scoped entity fields appear in the assignment creation wizard. Fields at other scopes are filled in by field staff in the app.

The 15 field types

Profiles support 15 field types, from simple text to signatures:

Type	One-line description
text	A single line of text.
long_text	Multiple lines of text for notes and narratives.
number	A numeric value, with optional min and max.
currency	A money amount, with optional min and max.
boolean	A yes/no toggle.
date	A calendar date.
datetime	A date plus a time.
select	Pick one option from a list you define.
multiselect	Pick any number of options from a list you define.
phone	A phone number.
email	An email address.
barcode	Scan a barcode or QR code with the device camera.
file	Attach a file, captured in the field app.
media_ref	Reference another captured media item, captured in the field app.
signature	Capture a drawn signature in the field app.

The full detail table, including what field users see and every option per type, lives in Reference → Field types.

Field app only

File, media reference, and signature fields are filled in by field staff in the iOS app and are read-only in the console. The console shows their captured values but cannot edit them.

Field options

Per field you can set:

• Required: the field must be filled before the work can be submitted.
• Help text: a hint shown to the field user under the field.
• Min / Max: numeric bounds for number and currency fields.
• Min length / Max length / Pattern: constraints for text-like fields. Patterns are regular expressions for cases like enforcing a claim-number format.
• Options: the list of choices for select and multiselect fields.
• Conditional visibility: show the field only when a condition is met.

Conditional visibility

Enable "Only show this field conditionally" and set a rule of the form "When field {sibling} Equals {value}". The rule references a sibling field in the same entity.

Example: your "Cause of loss" select has an "Other" option. Add a "Cause of loss detail" text field that only shows when Cause of loss equals Other, so adjusters are not burdened with an extra field unless it is relevant.

Reference templates

The Reference templates card on the Profiles tab offers battle-tested starting points: "Clone a battle-tested profile as a starting point." Cloning opens the builder with a copy named "{name} (copy)" that you can reshape and publish as your own. Cloning never modifies the original template.

How profiles attach to assignments

Assignments are created from a published profile. At the moment of creation, the assignment takes a snapshot of the profile's schema and records the profile version. From then on:

• Editing or publishing a newer version of the profile never changes existing assignments.
• The assignment's Overview tab shows exactly which profile version it carries.
• Two assignments created from the same profile at different times can legitimately have different fields.

This snapshot model is the backbone of evidence integrity: an assignment's paperwork can never silently change after capture has begun.

Validation on save and publish

The builder checks your work client-side before saving: duplicate keys, missing labels, empty option lists, and broken conditional rules are all flagged before anything reaches the server. Publishing runs the same checks again, so a published profile is always structurally sound.