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. Under the record type drop-down, select the type of record you want to edit fields for.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

Manage attachments on records

NoneUploaded files must be less than 50 MB each in size.

• To work with attachments on records, first add an attachment inventory field.¹¹
• Select attachments in .pdf format as context documents when generating text blocks with AI within your documents.¹²

¹² Work with content blocks

¹¹ 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.¹³

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.

¹³ Customize inventory layout