Edit inventory fields

Published

October 30, 2026

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

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

Learn more: Work with content blocks

Prerequisites

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:

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

    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

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

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

Manage inventory record stakeholders

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

  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.

  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.

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.

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

  2. In the rich text editor:

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

  2. 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.

  3. Click Save to apply your changes.

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.
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

Manage attachments on records

Attachments are files you keep on an individual record, such as a dataset or a model file, and adding them doesn’t create new records the way a bulk import does.

You can work with a record’s attachments in two places:

  • On the record’s details page, one attachment field at a time.
  • On the Attachments tab of the record’s Data page, which lists every file on the record in one table.18
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.19
  • Select attachments such as PDFs, code or notebooks as context files when drafting documents with AI.20
  1. Click on the header of your attachment field.

  1. 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.

  2. Click Save to submit the upload.

    An animated gif demonstrating how to add attachment notes

    Adding attachment notes
  1. Click on the header of your attachment field.

  1. 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.

  2. Click Save to apply the deletion.

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

    An animated gif demonstrating how to delete attachment notes and attachments

    Deleting attachment notes and attachments

Manage attachments from the Data page

The Attachments tab on a record’s Data page shows each file with the field it belongs to, its type, its size, its description, and when and by whom it was added. Click a file name to open it.

PDFs uploaded on the record’s documents are listed too, with the document’s name in the Field column. Only the current PDF of each document you can view is shown. You can open these PDFs from the tab, but you manage them on the document itself.

If the record has no attachment field you can see, the tab shows “This record has nowhere to upload files yet.” If you can manage inventory record fields, it also offers Manage Record Fields so you can add an Attachments field to the record type.21 Otherwise, ask an administrator to add one.

  1. In the left sidebar that appears for your record, click Data and select the Attachments tab.

  2. Click Upload Files.

    This button appears if you can edit at least one of the record’s attachment fields.

  3. In the Upload Files dialog:

    • Under Field, select the attachment field to add the files to. Attachments is selected by default when the record has that field.
    • Under Files, drag files into the upload area or click choose files. You can add files from more than one folder. To take a file off the list, click next to it.

    Any file type is accepted, with the same size limit as uploads on the record’s details page. Files over the limit are named in a warning and are not uploaded, while the other files still upload.

  4. Click Upload, or Upload {#} Files where {#} is the number of files you added.

The files appear in the tab and in the attachment field on the record’s details page. If a file has the same name as a file already in that field, both files are kept.

  1. In the left sidebar that appears for your record, click Data and select the Attachments tab.

  2. Locate the file you want to describe, click , and select Edit Details.

  3. In the Edit Attachment dialog, enter a Description.

    The file name is shown for reference. You can’t rename a file here.

  4. Click Save.

A file’s description and its note on the record’s details page are the same text, so a change in one place shows in the other.

  1. In the left sidebar that appears for your record, click Data and select the Attachments tab.

  2. Locate the file you want to delete, click , and select Delete File.

  3. Click Yes, Delete File to confirm.

The file is removed from the record right away, including from its attachment field on the record’s details page.

The menu for editing or deleting a file appears only on files in fields you can edit. PDFs from the record’s documents have no menu.

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.22

  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.