Working with the inventory

Use the ​ValidMind inventory to track comprehensive details for all your records throughout their lifecycles. The inventory is customizable and extensible, with a layout that can be configured to suit each user’s needs.

Prerequisites

• You are logged in to ValidMind.
• There is at least one record in the inventory.¹

¹ Register records in the inventory

Search, filter, and sort records

1. In the left sidebar, click Inventory.

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

3. Use the top buttons to narrow down records and organize the inventory to your preference:

   • Search — Search for records using keywords in the record name.
   • Filter — Filter records using different criteria.
   • Sort — Reorder the list using different criteria in ascending or descending order.
   • Group By — Organize the table view into collapsible sections by field.³

² Manage inventory record types

³ Group records

NoneHow do I create effective filters?

Filtering supports simple and complex conditions using AND or OR logic with nested groups. You can filter on both the default fields created by ​ValidMind and custom fields created by your organization.

Rules

Rules define individual conditions to filter by, such as the business unit or owner.

To add a rule:

1. Click click Add Rule to add a filter condition.

   A filter rule contains three components:

   

Field selector

Dropdown to choose the field type to filter by.

Operator selector

Dropdown to select the comparison operator.

Value editor

Input area that varies based on the selected field type.

2. From the field selector dropdown, select one of:

• record information — One of the inventory record fields always created by ​ValidMind, such as the Business Unit.
• stakeholders — Record Owner, Record Developer, or Record Validator, or custom stakeholders if applicable.
• record fields — One of the organization-specific inventory record fields you added for your own use, by field group.
• segment — A published inventory segment: a named, reusable filter managed by your organization’s administrators. Available on the inventory only.

3. From the operator dropdown, select one of:
   Available operators update based on the field selector

Operator selector options

Text fields	Date fields	Number fields	Boolean fields	Multi-select fields
equals	equals	equals	equals	in
not equals	not equals	not equals	not equals	not in
contains	before	greater than	is empty	contains
begins with	after	less than	is not empty	is empty
ends with	between	between		is not empty
is empty	is empty	is empty
is not empty	is not empty	is not empty

4. From the value editor, enter or select a value based on the field type:
   Value input changes based on field selector

Text

Text input or text area for longer content

Date

Date picker

Number

Number input or range slider

Boolean

Checkbox

Select/multi-select

Dropdown with search

Entity fields

Dropdown with search for users or records

5. (Optional) Add more rules by following the same steps.

6. Click Apply Filters.

Groups

Groups combine multiple rules that are evaluated together and can be nested one level deep. You use groups for more complex filters, such as Condition A AND (Condition B OR Condition C).

To add a group:

1. Click Add Group to create a nested group of conditions.

2. Follow the same steps as in Rules to add one or several conditions to the group.

3. Click Apply Filters.

Example: Use case is Attrition/Churn Management AND (Business Unit is Commerical Banking OR Business Unit is Retail Banking)

Combinators

Combinators define how multiple rules or groups are logically combined when matching conditions. By default, multiple rules are combined with AND logic, meaning all conditions must match.

Supported combinators:

• AND — All conditions must match
• OR — At least one condition must match

To change the combinator:

1. Click the AND or OR button between rules or groups to change how conditions are combined.

2. Click Apply Filters.

Why can’t I use both AND and OR top-level combinators?

Combinators must evaluate logically for the filter to be applied:

  Show items matching Condition A AND Condition B OR Condition C
  Show items matching Condition A AND (Condition B OR Condition C)

To achive more complex filters, use groups.

View active filters

After applying filters, active filter conditions appear as individual chips next to the label Filtered by:.

• Field names
• Operators
• Values

Remove active filters

Click the icon on any filter chip to remove that specific filter condition. The remaining filters are automatically reapplied.

Examples

Available values depend on your organization’s custom configuration

Simple single rule

Show records where Record Field: Risk Level is High (requires that you have a custom select field called Risk Level):

1. On the Inventory page, click Filter.

2. Click Add Rule:

   • Field = Record Field: Risk Level
   • Operator = equals
   • Value = High

3. Click Apply Filters.

Simple AND query

Show records that are Stage: In Production AND in Business Unit: Risk Management:

1. On the Inventory page, click Filter.

2. On the Select Your Filters dialog that opens, click Add Rule:

   • Field = Stage
   • Operator = in
   • Value = In Production

3. Add another rule:

   • Field = Business Unit
   • Operator = in
   • Value = Risk Management

4. Click Apply Filters.

OR query with groups

Show records that are (Stage: In Production AND in Business Unit: Risk Management) OR (Stage: In Production AND in Use: Attrition/Churn Management):

1. On the Inventory page, click Filter.

2. Click Add Rule to add your rules:

   1. First rule:
      • Field = Stage
      • Operator = in
      • Value = In Production
   2. Second rule:
      • Field = Business Unit
      • Operator = in
      • Value = Risk Management

3. Click Add Group to create a new group:

   1. Change combinator to OR (between the two groups).

   2. In the new group, click Add Rule to add:

      1. First rule:
         • Field = Stage
         • Operator = in
         • Value = In Production
      2. Second rule:
         • Field = Use
         • Operator = in
         • Value = Attrition/Churn Management

4. Click Apply Filters.

Complex nested query

Show records where (Stage: Active OR In Periodic Review) AND (Risk Level: High OR Medium) AND Owner: John Doe:

1. On the Inventory page, click Filter.

2. Click Add Group to add your groups:

   1. First group:
      • Field = Stage
      • Operator = in
      • Value = In Production, In Periodic Review
   2. Second group:
      • Field = Record Field: Risk Level
      • Operator = equals
      • Value = High, Medium

3. Add Rule to add a rule:

   • Field = Owner
   • Operator = in
   • Value = John Doe

4. Ensure all groups and rules use AND combinator.

5. Click Apply Filters.

Date range filter

Show records implemented between January 1, 2025 and January 31, 2025:

1. On the Inventory page, click Filter.

2. Add Rule:

   • Field = Implementation Date
   • Operator = between.
   1. Enter start date — January 1, 2025
   2. Enter end date — January 31, 2025

3. Click Apply Filters.

Filter by owner and PDF attachments

Show records owned by a specific user that have .pdf attachments:

1. On the Inventory page, click Filter.

2. Click Add Rule:

   • Field = Owner
   • Operator = in
   • Value = Select the user from dropdown.

3. Add another rule:

   • Field = Attachments
   • Operator = file name contains
   • Value = .pdf.

4. Ensure the combinator between rules is set to AND.

5. Click Apply Filters.

Changes are automatically saved and affect only your account. To reapply a combination of columns, filters, sorting, and grouping later on, save it as a view.⁴

⁴ Customize inventory layout

NoneNote that searching, filtering, sorting, and grouping of fields stack.

For example, if you first search by keyword for ValidMind without clearing that search, any additional filtering and sorting applied will only apply to the results returned by the previous criteria.

Published inventory segments — named, reusable filters managed by your organization’s administrators — can also be applied as filter rules. When adding a filter rule, select Segment from the field selector, then select the segment to filter by.⁵

⁵ Manage inventory segments

Group records

Group records to organize the table view into collapsible sections based on the value of a single field, with a record count for each section:

1. In the left sidebar, click Inventory.

2. Select the type of {Record} you want to view by clicking on {Record} Inventory.⁶

3. Click Group By. To use this feature, make sure you’re in table view.⁷

4. Select the field to group by:

   • Fields are organized by inventory field group.⁸ Search for a field name in the list to narrow down results.
   • Grouping is limited to one field at a time — selecting another field replaces the current grouping.

⁶ Manage inventory record types

⁷ Customize inventory layout

⁸ Manage inventory fields

Once grouped, the applied field appears as a Grouped by chip alongside your active filters, and you can work with the grouped listing:

• Click on a group header to expand or collapse that section.
• Click Expand All or Collapse All to toggle every section at once.
• To remove grouping, click Group By and select Clear grouping, or clear the Grouped by chip.

Grouping is included when you save a view, so you can reapply the same grouped layout later or share it with your organization.⁹

⁹ Customize inventory layout

NoneGrouping isn’t available for every view.

If the grouped field can no longer be grouped by — for example, because the field was deleted — the listing displays ungrouped until you select a different field.

Using the ​ValidMind inventory

What’s next

• Inventory FAQ
• Managing the inventory