Working with the inventory

Published

October 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. 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

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, by field group.
  • segment — A published inventory segment: a named, reusable filter managed by your organization’s administrators. Available on the inventory only.
  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.

Filter from a table cell

To narrow the inventory to records that share a value you can already see in the table, filter from the cell itself instead of opening the filter panel:

  1. Hover over a cell in the inventory table. A icon appears at the right edge of cells whose column supports an equals filter.

  2. Click the icon. A rule of the form field equals this value is added to your current filters, the listing refreshes, and the rule appears as a chip in the filter bar like any other filter.

  3. To remove the filter, remove its chip or click Clear All Filters in the filter panel.

Keep in mind:

  • Clicking the cell text itself still opens the record.
  • In cells that list several people or several options, such as stakeholder roles, user fields, or multi-select fields, each value has its own icon and filters by that value only.
  • Clicking the same value twice does not add a duplicate rule.
  • The icon is available on Business Unit, Stage, Group, Use Case, Tier, Vendor Name, Is Vendor Model, stakeholder roles, and custom fields of the select, single-line text, short text, email, URL, number, boolean, date, user, and multi-select types. It does not appear on empty cells, the record name, date-time fields, long free text, or attachments.

Filter by calculated and aggregation fields

Calculation and Aggregation fields4 appear in the field selector alongside your other custom fields. The operators follow the value the field produces: a calculation with a Number result type or a COUNT aggregation offers number operators, a Date result type or a MIN or MAX aggregation offers date operators such as before, after, and between, and a Text result type offers text operators.

These values are stored on each record and refreshed in the background rather than recalculated when you filter. When a rule uses one of these fields, a notice next to the applied filters names the field and reports whether its values are up to date. If they are not, the notice shows how old the oldest stored value is and when the next automatic refresh runs.

Two additional operators check the stored value itself:

  • has error — Records where the formula or aggregation failed, shown as ERR: in the list. Offered on every Calculation and Aggregation field.
  • has wrong value type — Records where the formula returned a value that does not match the field’s result type. Offered only on Calculation fields with a result type, since Aggregation fields always produce a value of their own type.

Published inventory segments can also use these fields in their conditions.5 Attestation inventory scopes cannot.

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.6

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.7

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.8

  3. Click Group By. To use this feature, make sure you’re in table view.9

  4. Select the field to group by:

    • Fields are organized by inventory field group.10 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.

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.11

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