Customize record overview page

Configure what and how inventory fields appear when you open a record’s details in the inventory.

NoneChanges are automatically saved to your account and do not affect other users.

Customizations will apply to all records of the same type in your inventory.

Prerequisites

• You are logged in to ValidMind.
• There are records registered in the inventory.¹

¹ Register records in the inventory

Organize, show, or hide record fields

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to customize the overview page for by clicking on {Record} Inventory.²

3. Select a record or find your record by applying a filter or searching for it.³

4. On the record details page, click the Inventory Fields tab.

5. Click on Manage Fields:

   Show {#} Columns

   Under Show {#} Columns, click increase or to decrease the number of columns shown.

   Change Field Configuration

   1. Click Change Field Configuration to configure the inventory fields⁴ that appear:

      • To hide fields or field groups from view: Hover over an inventory field, then click .
      • To show previously hidden fields or field groups: Hover over an inventory field, then click .
      • To rearrange the order of fields and field groups: Click and hold, then drag-and-drop.
      • To pin a field to the Overview tab: Hover over the field, then click to highlight the field.⁵
      To narrow down your list of fields:

      • Click Search by group or field name to search for specific inventory fields.
      • To show only highlighted fields, click Show only highlighted in overview .

   2. Click Apply Configuration to apply your changes to all overview pages for that record type.

      Your layout will be saved locally to your browser’s session.⁶

² Manage inventory record types

³ Working with the inventory

⁴ Manage inventory fields

⁵ Highlight inventory record fields

⁶ To save a named layout for reuse or sharing, refer to: Manage record field layouts

Highlight inventory record fields

To pin inventory record fields to the Overview tab for quick access:

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to edit fields for by clicking on {Record} Inventory.⁷

3. Select a record or find your record by applying a filter or searching for it.⁸

4. On the record details page, select either the Overview or Inventory Fields tab:

   Overview tab

   • If there are no highlighted fields: Click on Highlight fields.
   • If there are already highlighted fields: Click on Manage Fields and select Change Field Configuration.

   Inventory Fields tab

   Click on Manage Fields and select Change Field Configuration.

5. Hover over an inventory field, then click and select your Highlight Tone:

   • Normal
   • Loud
   • Loudest

   To unpin a highlighted field: Hover over the field, then click and select Don’t highlight.

6. Confirm that the right inventory fields are pinned to the Overview tab with the correct highlight tone.

⁷ Manage inventory record types

⁸ Working with the inventory

Manage record field layouts

You can save custom record field layouts to reapply at any time for each record type:

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to save a personal layout for by clicking on {Record} Inventory.⁹

3. Select a record or find your record by applying a filter or searching for it.¹⁰

4. On the record details page, click the Inventory Fields tab.

5. Click on Manage Fields and select Change Field Configuration to organize, show, or hide record fields as desired.¹¹

6. Save a personal or publish a shared organization record field layout:

⁹ Manage inventory record types

¹⁰ Working with the inventory

¹¹ Organize, show, or hide record fields

Manage personal record field layouts

Save personal layouts

Save your first layout

1. Click Select Layout and select My Configurations (#).

2. Click Save as New Configuration to save changes as a new layout. Enter the:

   • Layout Name
   • (Optional) Description

3. Click Save New Layout to create your new layout.

Save additional layouts

1. Click {Layout Name}* where {Layout Name} is the name of your currently active layout.

2. Click My Configurations (#).

3. Select:

   • Update Configuration to save changes to the layout you are currently editing. Select Yes, Update Layout to apply your changes.
   • Save as New Configuration to save changes as a new layout. Edit the Layout Name and (Optional) Description for your new layout. Click Save New Layout to create your new layout.

Edit or remove personal layouts

Deletion of saved layouts is permanent.

1. Click {Layout Name}* where {Layout Name} is the name of your currently active layout.

2. Click My Configurations (#).

3. Hover over the name of the layout you want to edit or remove.

4. When the menu appears, click on it and select:

   • Edit Configuration to edit the Layout Name and Description. Click Save Changes to apply your edits.
   • Remove Layout to delete the layout. Click Yes, Delete Layout to confirm permanent deletion of that layout.

Set saved personal layout as default

Setting a personal layout as default will override your organization default for only you. Only one layout can be set as your personal default.

1. Click {Layout Name}* where {Layout Name} is the name of your currently active layout.

2. Click My Configurations (#).

3. Hover over the name of the layout you want to set as your personal default.

4. When the menu appears, click on it and select Set as My Default.

Manage organization record field layouts

To publish a saved personal layout to your organization, you must have permissions to manage shared inventory record field layouts.¹²

¹² Manage permissions

NoneWho can change an organization layout?

You can edit, unpublish, or remove an organization layout you published, and set or remove it as the organization default. Customer Admin users can do the same for any organization layout, whoever published it. The settings activity log records who made each change.¹³

¹³ View settings activity

Share layouts

1. Save a personal record field layout.¹⁴

¹⁴ Organize, show, or hide record fields

2. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

3. Click My Configurations (#).

4. Hover over the name of the layout you want to share with your organization.

5. When the menu appears, click on it and select Publish to Organization.

6. (Optional) Edit the Layout Name and Description for your shared layout.

7. (Optional) Select one or more roles under Visible to Roles to limit which users can see the layout.

8. Click Publish Layout to share your layout with your organization.

NoneHow role visibility is applied

• Leave Visible to Roles empty to make this available to everyone in your organization. This is the default.
• Only organization roles can be selected,¹⁵ not record stakeholder types.¹⁶
• Customer Admin users are not affected by role restrictions — they continue to see everything shared with the organization.
• Whoever published it keeps access, even if their own role isn’t among the selected roles.
• If every role a restriction relies on is later deleted, it stays hidden rather than becoming visible to everyone. An admin can still reach it to adjust the roles or unpublish it.

¹⁶ Manage record stakeholder types

¹⁵ Manage roles

ImportantThe organization default layout is always visible to everyone.

Because the default is the layout every user falls back to, it cannot be restricted to roles. If you set a role-restricted layout as the organization default, clear its roles first.¹⁷

¹⁷ Set shared layout as default

Unpublish or remove shared layouts

Unpublish shared organization layouts

To unshare a saved organization layout:

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Select Organization (#).

3. Hover over the layout you want to remove from shared organization access.

4. When the menu appears, click on it and select Unpublish.

5. Click Yes, Unpublish Layout to confirm removal of the layout from shared organization access.

The layout returns to the configurations of the person who created it. If it was the organization default, it stops being the default.

Remove shared organization layouts

To remove a saved organization layout:

Deletion of saved layouts is permanent.

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Select Organization (#).

3. Hover over the layout you want to remove from your organization.

4. When the menu appears, click on it and select Delete Layout.

5. Click Yes, Delete Layout to confirm permanent deletion of that layout.

Edit shared layouts

Edit the fields in a shared layout

To change the fields of an organization layout you can edit:

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Click Organization (#) and select the layout you want to change.

3. Organize, show, or hide fields as desired.

4. Click Update & Apply. Your changes apply to everyone who uses the layout, including users for whom it is the organization default.

To keep your changes to yourself instead, save them with Save as New Configuration.

If you can’t edit a shared layout, a lock icon shows next to its name and its fields are read-only. Use Save New Configuration to create a personal copy that you can edit.

Edit a shared layout’s name, description, or roles

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Click Organization (#).

3. Hover over the layout you want to change.

4. When the menu appears, click on it and select Edit Configuration.

5. Adjust the Configuration Name, Description, or Visible to Roles, then click Save Changes.

Set shared layout as default

Only one layout can be set as the organization default. Only a Customer Admin can replace a default layout that someone else published.

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Click Organization (#).

3. Hover over the name of the layout you want to set as the organization default.

4. When the menu appears, click on it and select Set as Organization Default.

The layout shows an Org default tag in the list of organization layouts.

Remove the organization default layout

You can stop a layout from being the organization default without unpublishing it:

1. Click {Layout Name} where {Layout Name} is the name of your currently active layout.

2. Click Organization (#).

3. Hover over the layout with the Org default tag.

4. When the menu appears, click on it and select Remove as Organization Default.