Assigning Capture Stations to Locations

For Denticon customers only

Please first refer to this article to explain the Automatic Capture Station assignment process and remediation steps.  The majority of this article can be disregarded due to automation between Denticon and XVWeb.

• XVWeb Automatic Capture Station Assignment – Planet DDS
• Inactive Capture Stations may need to be manually assigned: "Capture Station [PCNAME] is unmapped. Please map the capture station to a location" Notifications – Planet DDS

Overview

Maintaining accurate Capture Station assignment as computers are updated, removed, or added to your environment is an important function of the Admin user role in XVWeb.  If left unmanaged, you run the risk of images being captured but not sent to your AI Vendor resulting in no returned AI findings in XVWeb, or in the case of XVWeb Analytics, you will have skewed metrics in the capture usage and retakes reports.  Today, we have two major features that rely on Capture Stations being properly assigned to locations:

• XVWeb AI Overlays (powered by AI Vendors)
• XVWeb Analytics Dashboard

Pre-requisites

• To manage your Capture Station assignments, you must be signed in as an admin user or someone with the Admin privilege in the User Permissions.
• Capture Stations must have taken an image and uploaded it to XVWeb
  • Exception: As of 2/11/26, you can now add capture stations to XVWeb and assign them to a location before you take an image.  Please click this link to learn more!
  • An image series associated with the capture station in XVWeb must exist
    
• Capture Stations across the organization should have a unique name.  See the article below for details.
  • Best Practice for Capture Station Naming and Location Assignment in XVWeb – Apteryx
• Required: As a customer, you need to assign responsibility to someone within your IT department for updating capture station assignment as capture stations are renamed, added, or relocated to other offices.  This is especially important when adding new capture stations to ensure AI and Analytics features work as you expect.

Managing Capture Stations 

In the upper-right corner of the main screen, click on the Admin privileged username and select Location Management

In the Location Management section, there are 2 tabs; Locations and Capture Stations

Clicking on the Capture Stations tab will allow you to see a list of Capture Stations associated with your XVWeb site. By checking the box to the left of the PC Name in the list, you can select multiple Capture Stations and change the assignment to the appropriate location by clicking the Change Location button above the list of Capture Stations.

 Please Note: The above screenshots are an example and will be different for your office. For example, if your office has only one location, you will only see one location listed.

Manage Capture Stations via Spreadsheet

We have functionality that allows IT teams to manage capture stations as they are renamed, replaced, added, or relocated within your environment.  With the above methods, they require that you take an image and upload it to XVWeb before you can view images.  This spreadsheet process gives you more flexibility to complete AI and Analytics pre-requisite steps without needing imaging installs completed first and reduces the domain knowledge you need to delegate and maintain this task.

Double-check that all capture station names are spelled correctly and match exactly before uploading your data. Once submitted, incorrect station names cannot be deleted or corrected, so any errors will persist permanently.

Steps to update via Spreadsheet

1. Log in to XVWeb and navigate to the capture station assignment page as mentioned in this article.
2. Use the Export CSV option to download your current capture station list and their location assignments.
   
3. The exported spreadsheet will contain two headers.  Do not modify the existing headers or computer names.
   1. Column A = Capture Station name
   2. Column B = XVWeb Location name (blank means unassigned)
   3. For existing capture stations, update the location name to the one that matches the given location's name on the Locations tab.
   4. For new capture stations, add the exact computer name to the end of the list in Column A, then add the appropriate location name to Column B as mentioned above.
      
4. Once you have completed all of the above, you can now use the Import CSV option to apply your changes to XVWeb!
   

Import Error Handling

1. Any errors that occur will be returned to the user with the following:
   Errors occurred while submitting the CSV, A CSV of errors has been downloaded to your Downloads folder.
2. Opening the file failed-updates-capture-stations.csv will display errors as the example below:
3. In this example the location did not already exist in XVWeb, and failed to update the workstation.  All other changes to capture stations without errors would be made.  The CSV file can be updated with the change and re-imported

If you run into any issues with this process, please submit a support ticket for assistance.

Additional Resources

• Managing XVWeb Site Locations – Apteryx

Article Version 1.3 5/12/2026