Register records in the inventory

Register records with ​ValidMind as the first step towards streamlining your organization’s risk management oversight.

Each record you register starts as version v1, which is its Primary version. To govern a later iteration of the record, such as a redevelopment, create a new version of it instead of registering another record.¹

¹ Manage record versions

² Record Intake

When Record Intake is available for your organization and an inventory record type is flagged for intake, submitters can register holding records for later classification.²

Prerequisites

• You are logged in to ValidMind.
• You are the record owner.³
• You are a Developer or assigned another role with sufficient permissions to perform the tasks in this guide.⁴

³ Manage inventory record stakeholders

⁴ Manage permissions

Register new records

1. In the left sidebar, click Inventory.

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

3. Click Register {Record} to create a new entry in the inventory.

4. Depending on whether or not your organization has additional fields⁶ required on record registration, input the following information:

⁵ Manage inventory record types

⁶ Manage inventory fields

1. Basic Record Information

If no additional fields are required on creation for your records:

1. Provide the information outlined in the basic record information fields table below:

   Basic record information fields

   Field	Description
   Record Name	The name of your record.
   Group	(conditional) If you belong to multiple user groups,7 select the group that can see the record.
   Business Unit	Business unit8 associated with the record.
   Is it a Vendor Record? (optional)	Toggle whether or not the record is a vendor record.9
   Purpose	Explain what the record will be used for.
   Preliminary Risk Tier	Assign a preliminary risk tier.

2. Click Next to continue to assignment of record stakeholders.¹⁰

⁷ Manage groups

⁸ Manage business units

⁹ Vendor record

¹⁰ Manage record stakeholder types

2. Record Stakeholders

1. Select the record stakeholders to add to the record upon registration.

• By default, only Owners are required.
• Additional optional or required record stakeholders can be configured by your customer admin.

2. Click Next to continue to additional record information (if required), or Register {Record} to create a new entry in the inventory.

3. Additional Record Information

If additional fields are required on record registration for your organization:

1. First enter the basic record information and assign record stakeholders, then click Next .

2. Fill in your organization’s required additional fields.

   The fields appear in the order your organization set for the inventory record type,¹¹ left to right and then top to bottom. Each step shows up to six fields. If there are more, click Next to continue to the next step.

3. Click Register {Record} to create a new entry in the inventory.

¹¹ Set the order of registration fields

Register records from a document

If you already have a development document for a record, you can register the record from that document. An AI agent reads the PDF, creates the record with the values it finds, and attaches the PDF to the record’s development document.

NoneRegistering from a document requires AI capabilities to be enabled for your organization.

If you don’t see the Register from a Document button, contact an administrator.

The agent fills in:

• The record name, purpose, and preliminary risk tier.
• The business unit and use case, when the document matches one of your organization’s existing values.
• Your organization’s inventory fields for that record type that can hold text, numbers, dates, checkboxes, or selections.

The agent leaves a field empty when the document doesn’t support a value. It doesn’t fill user fields such as record stakeholders, attachment fields, calculated fields, or read-only fields.

To register a record from a document:

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to register by clicking on {Record} Inventory.

3. Click Register {Record}.

4. On the first step of the registration dialog, click Register from a Document at the bottom left.

5. Select the PDF of your development document. The file must be a text-based PDF of 25 MB or less.

   While the agent works, the dialog shows its current step: reading the document, matching content to your inventory fields, creating the record, and attaching the PDF to the development document.

6. Review the result. The dialog lists each field the agent filled and its value. Hover over a value to see the quote from the document that supports it.

7. Click Open Record to go to the new record. The PDF is attached to the record’s development document.

When a record with the same name exists

If a record with the same name is already in the inventory, the agent pauses before it changes anything. The dialog links to the existing record so you can check it.

1. Choose how to continue:

   • Update Existing Record — Writes the document’s values to the existing record and attaches the PDF to its development document. The result shows the previous value next to each new value, and how many fields changed.
   • Register New Record — Creates a separate record with the same name.
   • Cancel — Stops without creating or changing a record.

You can only update an existing record that is active and of the same record type. Otherwise, the dialog explains why and offers only Register New Record or Cancel. To update, you also need permission to edit every field that the document fills on that record.

Troubleshooting

• If the dialog says it could not read enough text from the PDF, the PDF is likely scanned. Use a PDF with selectable text.
• If the dialog says the PDF could not be attached, the record was still created or updated. Upload the PDF to the record’s development document yourself.¹²

¹² Upload existing PDF file