Edit inventory fields

Edit individual detail fields on a record to ensure that record details are accurate and up-to-date.

Changes you make to inventory fields are automatically logged to the associated record’s activity.¹

¹ View record activity

NoneYou can reference record field values in your content blocks within documents.

Learn more: Work with content blocks

Prerequisites

• You are logged in to ValidMind.
• The record you want to edit fields for is registered in the inventory.²
• You are the record owner³ for the record you want to edit, a Customer Admin, or assigned another role or stakeholder type with sufficient permissions to perform the tasks in this guide.⁴

² Register records in the inventory

³ Manage inventory record stakeholders

⁴ Manage permissions

Edit fields on individual records

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to edit fields for by clicking on {Record} Inventory.⁵

3. Select a record or find your record by applying a filter or searching for it.⁶

4. On the record details page:

   Overview tab

   Select the Overview tab to click on highlighted fields to make changes, or to manage inventory record stakeholders.⁷

   Inventory Fields tab

   Select the Inventory Fields tab to click on additional fields to make changes:

   • Enter keywords into the Search fields by title bar to narrow down your list of fields to the field you want to edit.
   • Click on an attachment field header to manage files for that field.⁸

   NoneAggregation and Calculation field types are auto-computed and read-only.

   To modify how these fields are calculated, update their configuration: Manage inventory fields

   Right sidebar

   Click on the core fields in the right sidebar to make changes.

5. Click Save to apply your changes to the field.

⁵ Manage inventory record types

⁶ Working with the inventory

⁷ Manage inventory record stakeholders

⁸ Manage attachments on records

Manage inventory record stakeholders

Manage stakeholder types on records

NoneChanges will only apply to individual records.

• Adding an inventory record stakeholder type on one record in your inventory will not affect the stakeholder types on the other records within your inventory.
• Record stakeholder types available for selection on records is determined by the inventory record types assigned to the stakeholder type.⁹

⁹ Manage record stakeholder types

1. On the record details page, click Manage Stakeholders.

2. Toggle the stakeholder types you would like to display for that record.

3. Add at least one user to each of your desired custom stakeholder types to save the display settings for that record:

   1. Click on your inventory record stakeholder type.
   2. Select your users from the drop-down menu.
   3. Click Save to apply your changes.

Add or remove stakeholders

1. On the record’s detail page, click on the inventory record stakeholder type¹⁰ you’d like to add users to.

2. Select your desired users from the drop-down menu.

   To remove a user from a stakeholder type, click on the to the right of their name.

3. Click Save to apply your changes.

¹⁰ Manage record stakeholder types

Insert field variables into a Long Text field

On a Long Text field that has rich text formatting enabled,¹¹ you can reference other field values on the same record instead of retyping them — for example, composing a summary that stays in sync with the record’s owner, tier, and review dates.

¹¹ Inventory field types

1. On the record’s detail page, click on the Long Text field you want to edit.

2. In the rich text editor:

3. Click { } Insert Variable in the rich text editor toolbar.

4. Select the variable you want to reference from the Record drop-down menus:

   • Core Fields — Default fields on the record.
   • {Group} — Custom fields, listed under the inventory field group they belong to.¹²
   • No Group — Custom fields that aren’t assigned to a group.
   • Stakeholders — Assigned users, by record stakeholder type.¹³

   Only fields available on the record type are listed. Artifact fields cannot be referenced,¹⁴ and a field can’t reference itself — the field you’re editing is left out of its own drop-down.

5. Click Save to apply your changes.

¹² Add inventory field groups

¹³ Manage record stakeholder types

¹⁴ Manage artifact fields

¹⁵ Export inventory

Variables resolve when the field is displayed, so a referenced value stays current as the record changes. Inventory exports contain the resolved values rather than the variables.¹⁵

Where a value can’t be shown, ​ValidMind displays a marker in place of the variable so that you can tell restricted or unresolvable content apart from an empty field:

Access denied

You don’t have read permissions for that field.¹⁶ The value is never sent to your browser.

¹⁶ Manage permissions

Circular reference

Two or more fields reference each other in a loop.

Exceeded max depth

Expansion stopped at two levels. If you reference a Long Text field that itself contains variables, those nested variables resolve one level further — anything beyond that is not expanded.

NoneAttestation snapshots keep the values they were captured with.

Variables in a snapshot resolve from the snapshot itself, not from the current record, so an attestation continues to show the values as of the time it was captured.¹⁷

¹⁷ Working with attestations

Manage attachments on records

NoneThe default maximum upload size is 100 MB per file.

The limit shown in ​ValidMind may differ depending on your deployment configuration.

• To work with attachments on records, first add an attachment inventory field.¹⁸
• Select attachments in .pdf format as context documents when generating text blocks with AI within your documents.¹⁹

¹⁹ Work with content blocks

¹⁸ Manage inventory fields

Add attachments to a record

1. Click on the header of your attachment field.

2. Click Select Files to add a file.

   • Add a Note to the file by clicking on the menu, then select Add Note.
   • Update a Note by making your changes in the existing text field.

3. Click Save to submit the upload.

   

   Adding attachment notes

Remove attachments from a record

1. Click on the header of your attachment field.

2. Locate the file you want to remove, and click on the menu.

   • Select Delete File to remove the file. Click Yes, Delete File to confirm permanent deletion of that file.
   • Select Remove Notes to delete any notes. Removal of notes is saved automatically.

3. Click Save to apply the deletion.

   After you save, the attachment or notes will be removed permanently.

   

   Deleting attachment notes and attachments

Edit fields in bulk for multiple records

In addition to editing individual fields on a per record basis, you can edit fields in bulk for a specific record type:

1. First, make sure you’re in table view for the record type you want to edit fields for.²⁰

2. Select the records you want to edit fields for by:

   • Clicking in the header column to select all records shown on that page.
   • Clicking next to a specific record.

   To view more records for selection, scroll down to the bottom of the table view and click Next .

3. At the bottom of the page, review the count of records selected to verify that the correct number of records are selected for editing, then click Edit.

4. Make your changes to the inventory fields for the selected records.

5. Click Continue {#} where {#} is the number of fields to be edited.

6. Review the changes to be applied to the inventory fields for the selected records to verify that the changes are correct, then click Save {#} Changes.

²⁰ Customize inventory layout