Working with the inventory

Published

May 2, 2026

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

Search, filter, and sort records

  1. In the left sidebar, click Inventory.

  2. Under the record type drop-down, select the type of records you want to view.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.3

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:

    A new filter row with 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.
  1. 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.
  1. 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
  1. 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

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

  2. 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.

A rule AND a group of OR rules

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.

The AND and OR combinators

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

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.

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.

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.

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.

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.

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.

NoneNote that searching, filtering, and sorting 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.

Using the ​ValidMind inventory

What’s next