Manage model documents

Add or delete documents available on individual models in your inventory.

NoneA standard model documentation, validation report, and ongoing monitoring report documents are provided by default.

These stock documents cannot be deleted, only edited.

Prerequisites

• You are logged in to ValidMind.
• The model is registered in the model inventory.¹
• Document types² and document templates³ have been set up for use.
• You are assigned a role with sufficient permissions to create or modify documents on models.⁴

¹ Register models in the inventory

² Manage document types

³ Customize document templates

⁴ Manage permissions

Add model documents

1. In the left sidebar, click Inventory.

2. Select a model or find your model by applying a filter or searching for it.⁵

3. In the left sidebar that appears for your model, click Documents and select the Latest tab.⁶

4. Click Create Document.

5. Enter in the document details:

   • document title — Title of your document.⁷
   • document type⁸ — The type of your document.

6. Click Create Document to select from a document template within the ValidMind Platform,⁹ or upload an existing PDF:¹⁰

⁵ Working with the model inventory

⁶ Work with document versions

⁷ A unique document ID will automatically be created from the title.

⁸ Manage document types

⁹ Working with document templates

¹⁰ 

NoneYou can only upload PDFs to new, empty documents.

Documents with a template already applied can not be replaced with a PDF.

Create document from ​ValidMind template

1. Under create document, select From ​ValidMind Template.

2. Select your desired template from the drop-down menu.

3. Click Use Template to apply the template.

Upload existing PDF file

Convert a Portable Document Format .pdf file (PDF) into an editable document in the ValidMind Platform, allowing you to seamlessly work with existing PDFs as you would with any other template-based document, such as adding content blocks and attaching test results.

​ValidMind automatically extracts the structure and content from your PDF, generates a document template that maps to the extracted sections, and populates each section in the template with the contents from your original document.¹¹

¹¹ PDF conversion runs in the background.

• Depending on the size and complexity of your PDF, conversion can take anywhere from a few seconds to several minutes.

• You can continue working in the ValidMind Platform while the conversion runs.

To upload a PDF:

1. Under create document, select From PDF Upload.

2. Drag and drop a .pdf file into the upload area, or click choose a file to select from your file explorer.¹²

3. Choose to:

   • Upload as Static Document — The uploaded PDF is stored as a static file. You can view it within ValidMind Platform but you cannot modify its structure or contents.

   • Upload & Convert to Editable Document — Track conversion progress in the banner that appears at the top of the document page. When conversion completes, the page automatically refreshes to display your document as an editable template with the content extracted from the PDF.

     If you need to stop an in-progress PDF conversion:

     1. In the conversion progress banner that appears at the top of the document page, click Cancel.
     2. On the Cancel File Conversion modal, optionally toggle Delete file from this document on to also remove the uploaded PDF file.¹³
     3. Click Cancel Conversion to confirm.

¹² Only one PDF can be uploaded per document. To change your selection, click Remove to clear the currently queued file before choosing a new one.

¹³ 

NoneIf you chose to keep the file, the PDF remains attached to the document as a static file.

You can view the PDF but it will not be converted into an editable document.

NoneHow do I get the best results when converting PDFs into editable documents?

• Use text-based PDFs — PDFs that contain selectable text convert most reliably. Scanned image-only PDFs may produce poor or empty results.
• Use clear heading hierarchy — Documents with well-defined headings (H1, H2, H3) produce more accurate section mappings in the generated document template.
• Keep formatting simple — Standard paragraphs, lists, and tables convert well. Complex layouts such as multi-column text, sidebars, or heavily nested tables may not be preserved accurately.

How can I trust that the conversion is accurate?

Always review the generated template after conversion completes to verify that sections and content were extracted correctly, and make any necessary adjustments.

Troubleshooting

Conversion fails immediately

• The file may be corrupted or password-protected.

• Verify the PDF opens correctly in a local PDF viewer. Remove any password protection before uploading.

Conversion completes but sections are empty

• The PDF may contain scanned images instead of text.

• Use OCR software to convert the scanned PDF to a text-based PDF before uploading.

Sections are mapped incorrectly

• The PDF may lack consistent heading styles.

• Review the PDF structure and ensure headings are formatted distinctly from body text. After conversion, manually adjust section content as needed.

Conversion takes too long

• The PDF may be very large or contain complex elements.

• Try uploading a simplified version of the PDF. Remove large embedded images or unnecessary appendices.

PDF upload completes but conversion fails

• An unexpected error occurred during processing.

• Delete the document and recreate it, then re-upload the PDF file and try the conversion again.

My PDF conversion is stuck. What can I do?

If a conversion appears to be stuck, click Cancel in the conversion progress banner to stop processing and try again with a revised PDF.

Edit model documents

NoneStatic PDF documents cannot be edited.

You can view static PDF documents within ValidMind Platform but you cannot modify their structure or contents.¹⁴

¹⁴ Add model documents

1. In the left sidebar, click Inventory.

2. Select a model or find your model by applying a filter or searching for it.¹⁵

3. In the left sidebar that appears for your model, click Documents and select the Latest tab.¹⁶

4. Click on the document file you’d like to edit.

5. Jump to any section of the document by clicking on a heading you would like to view.

6. In any section of the document, click to add or edit content.¹⁷

   Use the text editor functions to edit the content of the section.

¹⁵ Working with the model inventory

¹⁶ Work with document versions

¹⁷ Work with content blocks

Delete model documents

Deletion of documents on models is permanent and cannot be undone.

1. In the left sidebar, click Inventory.

2. Select a model or find your model by applying a filter or searching for it.¹⁸

3. In the left sidebar that appears for your model, click Documents and select the Latest tab.¹⁹

4. Hover over the document you want to delete.

5. When the appears, click on it and select Delete to remove the document.

6. After you confirm, the document type will be deleted from the model.

¹⁸ Working with the model inventory

¹⁹ Work with document versions

What’s next

Learn more about how to work with the default document types within the ValidMind Platform:

• Working with model documentation
• Preparing validation reports
• Ongoing monitoring