Customizing Your
Inventory

Administrator Fundamentals — Module 2 of 4

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Learning objectives

“As an administrator who has set up our organization’s foundational units and granted users granulated access to the ValidMind Platform, I want to configure our model inventory and customize our reusable resources.”


This second module is part of a four-part series:

Administrator Fundamentals

Module 2 — Contents

  1. The ValidMind Platform model inventory
  2. Configure your inventory
  3. Customize reusable templates
  4. Configure reusable blocks

First, let’s make sure you can log in to ​ValidMind.

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Before you begin

To continue, you need to have been onboarded onto ValidMind Academy with the Customer Admin role and completed the first module of this course:

Onboarding Your Organization

Already logged in and refreshed this module? Click to continue.

  1. Log in to check your access:

Log in to ​ValidMind

Be sure to return to this page afterwards.

  1. After you successfully log in, refresh the page to connect this training module up to the ValidMind Platform:

The ValidMind inventory

Welcome to the Inventory

Use the model inventory to track comprehensive details for all your models throughout the model lifecycle. The model inventory is customizable and extensible, with a layout that can be configured to suit your needs.

Typically, your development team will independently register models in your model inventory.

For this training course, you’ll register a dummy model via the Register Model modal to familiarize you with the ValidMind Platform interface and the model details page.

Let’s register a model together on the next page.

Register a new model

  1. Enter in some details for your sample model, then click Next .
  2. Select your own name under the model owner drop-down.
  3. Click Register Model to add the model to your inventory.

When you’re done, click to continue.

View model details

Once you’ve registered your model:

  1. Select the name of your model you registered to open up the model details page.
  2. Scroll through the page to explore the default layout, and the fields available out-of-the-box.

When you’re done, click to learn how to customize your model inventory.

Configure your inventory

Manage inventory record types

Learn more …


Try it live on the next page.

Configure the record types available in your inventory. Each record type has associated fields and stakeholder types that can be customized for your organization’s unique requirements.

Records are tools tracked in the ValidMind Platform inventory such as models, AI agents, or other assets that are used to make decisions or perform tasks, subject to validation and governance as part of your organization’s risk management oversight.

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Record Types.

  • To add: Click Add Inventory Record Type, enter in the record type details, then click Create.
  • To edit: Click on an existing record type, update the record type details, then click Update.

Record type details

  1. Inventory record types require you to enter a name for your record type.

  2. Include optional information for your record type:

    • Enter a description to indicate the purpose of the record type displayed on the list of record types.
    • Enter a URL-safe slug where a list of records of this type will be accessible in your ValidMind Platform URL under the inventory path. If left blank, a slug will be automatically generated in kebab-case format
    • Select the document types available to be created for this record type.
    • Select the artifact types available to be logged on this record type.
    • Select the stakeholder types that should be displayed on this record type.
    • Select the default stakeholder types that should be displayed by default on this record type.

Disabling a record type will hide the record type from the inventory and prevent new records of that type from being created.

  1. Click on the record type you want to enable or disable:

    • Toggle disabled to hide the record type from the inventory.
    • Untoggle disabled to show the record type in the inventory.

  2. Click Update to save your changes.

Add a record type

  1. Click Add Inventory Record Type.
  2. Enter a a name for your record type.
  3. Include optional information for your record type.
  4. Click Save to add your record type.

When you’re done, click to continue.

Manage inventory record fields

Learn more …


Try it live on the next pages.

Manage the fields that appear on records in your inventory across your organization’s record types. Choose from an array of field types with different properties and use cases.

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Record Fields. Here you can edit existing inventory fields, or add a new custom one:

    • Click Add Field to add a new field.
    • Click on an existing field to edit that field.

  3. Inventory fields require you to enter a title (name), select a field type, and indicate what inventory record types the field is available on.

  4. Include optional information for your field:

    • Enter a custom field key. If left blank, a key will be automatically generated in camelCase format.
    • Enter a description to indicate the purpose of the field displayed on the list of fields.
    • Enter help text to provide guidance to users on how best to fill out that field.
    • Check off whether or not the field should be Required on Inventory Record registration.
    • Assign a field to a group. Ungrouped fields will be listed under No Group.
    • Assign write permissions to allow granular access to editing this field gated by inventory record stakeholder types or user roles. Leave this field blank for default permissions where only the Customer Admin role has write access.

  5. When you are satisfied with the setup of your inventory field, click Save for custom fields and Save Configuration for ​ValidMind default fields.

Aggregation
Automatically compute a read-only value from downstream artifacts linked to this record.
  1. Select the type of artifacts to aggregate from.
  2. Select an aggregation function:
    • COUNT - Count matching entities — Count the number of matching artifacts for that type.
    • MIN - Earliest/minimum value — Return the least recent value from a selected Date type artifact field for that type, then select the Date type artifact field to aggregate on.
    • MAX - Latest/maximum value — Return the most recent value from a selected Date type artifact field for that type, then select the Date type artifact field to aggregate on.
  3. (Optional) Click Add Rule under filters to narrow which artifacts are included in the aggregation.
Attachments
Upload supporting files for your record or artifact. Files must be less than 50 MB each in size.
Calculation
Define a formula(params) function that reads field values from the params dictionary (params["fieldKey"]) and returns a read-only value. Formulas are written in Starlark and have access to a set of built-in helpers for dates, numbers, and lists.
  1. Select from the drop-down of available record fields, or available artifact fields and record fields available via params["model"] (artifact fields) to allow your formula access to the field’s values.
  2. Replace the demonstration formula with your own in the code box provided.
  3. Click Test Calculation to open the testing area.
  4. Enter in sample values in the testing area then click Test Calculation to validate your formula.
Checkbox
A true/false value set by a toggle.
Date
  • Date value in yyyy-mm-dd format.
  • Selection is in the current user’s timezone; other users viewing this field will see the value automatically in their timezone.
Date Time
  • Date value in yyyy-mm-dd, 24hr format.
  • Selection is in the current user’s timezone; other users viewing this field will see the value automatically in their timezone.
Email
Text value in valid email (user@domain.com) format.
Long Text
Toggle Enable rich text formatting to create a template using the rich text editor.
Multiple Select
Click Add Option to define a list of options.
Number
Text value in valid number format. Number display (comma, fullstop, etc.) is determined by your browser’s locale. Select a number type:
  • Simple — Define the decimal places that the number should be displayed up to and any large number abbreviations.
  • Currency — Define the currency you would like the field to display in, as well as the decimal places that the number should be displayed up to and any large number abbreviations.
Single Line Text
Simple text value.
Single Select
Click Add Option to define a list of options.
URL
Text value in valid URL format.
User
  • Select list pre-populated with users from your User Directory.
  • Toggle allow linking to multiple records on to allow multi-selection of users.

Add an inventory field

  1. Click Add Field.
  2. Enter a title (name), select the field type, and indicate what inventory record types the field is available on.
  3. Click Save to add your field.

When you’re done, click to continue.

View inventory record field

  1. Select the name of your record you registered earlier to open up the record details page.
  2. On the landing page of your record, confirm that the new field that you added is present.

When you’re done, click to continue.

Manage record stakeholder types

Learn more …


Try it live on the next page.

Please note that the stock Record Developer, Record Owner, and Record Validator stakeholder types are required by default for all records, and as such cannot be cannot be modified.

Record stakeholders determine specific responsibilities and access levels for review and approval processes for each record in your inventory, such as read or edit access to inventory fields.

Each record stakeholder also belongs to user groups which determine which records they can see, and have user roles with attached role permissions which define the level of access they have to overarching ValidMind Platform features.

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Record Stakeholder Types.

  3. Click Add Stakeholder Type.

  4. Enter the unique name and description for the stakeholder type.

  5. Select the inventory record types this stakeholder type is available on.

(Optional)Under default on inventory record types, select which inventory record types should display this stakeholder type by default.

  1. Once you click Add Stakeholder Type, you can:

    • Configure stakeholder type selection available upon record registration
    • Manage the inventory field, document, and artifact permissions associated with that type

To include selection of additional stakeholder types during record registration:

  1. Click on the stakeholder type you want to select users for during registration.

  2. Toggle available on record registration to display user selection for that stakeholder type.

    (Optional) To make user selection for that stakeholder type mandatory, also toggle make it required.

Changes are saved automatically.

  1. Click on the stakeholder type whose permissions you want to change.

  2. Select a permission type to manage:

  3. Select Edit Permissions to modify read and update permissions to or from that type.

  4. Toggle specific permissions for that stakeholder type by checking or unchecking the boxes next to the permission.

  5. Click Save Changes to apply your changes.

Add a record stakeholder type

  1. Click Add Stakeholder Type.
  2. Enter the unique name and description for the stakeholder type.
  3. Select the inventory record types this stakeholder type is available on.
  4. Under default on inventory record types, select which inventory record types should display this stakeholder type by default.
  5. Click Add Stakeholder Type to create the stakeholder type.

When you’re done, click to continue.

Modify stakeholder field and document availability & permissions

  1. Click on the stakeholder type you added previously.
  2. Toggle whether or not you want to select users for this stakeholder type during record registration.
  3. On the Records tab, click Edit Permissions.
  4. Toggle specific permissions for that stakeholder type by checking or unchecking the boxes next to the permission.
  5. Click Save Changes to apply your changes.
  6. Repeat steps 3-5 for the Artifacts tab.

When you’re done, click to continue.

Manage artifact (finding) types

Learn more …


Try it live on the next page.

Prepare to track the progress and resolution of artifacts by customizing artifact (finding) types and their associated statuses available to be logged on records in your inventory.

  1. In the left sidebar, click Settings.

  2. Under Artifacts, select Artifact Types.

Add artifact types

  1. Click Add Artifact Type.

  2. Enter in a name and an optional description for your artifact type.

  3. Click Create to create your new artifact type.

  4. Click on your newly created artifact type to edit its details and permissions.

    Most changes are saved automatically.

    • For fields configuration, click Save Fields to apply changes.
    • For record fields display configuration, click Save Record Fields Configuration to apply changes.

Edit artifact types

  1. Click the existing artifact type you want to edit.

  2. Make your desired changes to the artifact type’s details and permissions.

    Most changes are saved automatically.

    • For fields configuration, click Save Fields to apply changes.
    • For record fields display configuration, click Save Record Fields Configuration to apply changes.

Add artifact statuses

  1. Click Add Status.

  2. Enter in a status name and assign a color to your artifact status.

  3. When you are done, click Add Status to create your new status.

Edit artifact statuses

Closed and Open are default stages, meaning they cannot be modified or removed.

  1. Hover over the artifact status you’d like to modify.

  2. When the appears, click on it and select Edit Details to change the status name or color of the status.

  3. Click Update Status to apply your changes.

Add an artifact type

  1. Click Add Artifact Type.
  2. Enter a name (name) and an optional description.
  3. Click Create to create your new artifact type.
  4. Click on your newly created artifact type to edit its details and permissions.
  5. Click Add Status to add a status for this artifact type.
  6. Enter in a status name and assign a color to your artifact status.
  7. When you are done, click Add Status to create your new status.

When you’re done, click to continue.

Manage artifact fields

Learn more …


Try it live on the next page.

Manage the fields that appear on all artifact types logged on your records. Choose from an array of field types with different properties and use cases.

  1. In the left sidebar, click Settings.

  2. Under Artifacts, select Artifact Fields. Here you can edit existing artifact fields, or add a new one:

    • Click Add Field to add a new field.
    • Click on an existing field to edit that field.

  3. Artifact fields require you to enter a title (name), select a field type, and indicate what artifact types the field is available on.

  4. Include optional information for your artifact field:

    • Enter a custom field key. If left blank, a key will be automatically generated in camelCase format.
    • Enter a description to indicate the purpose of the field displayed on the list of fields.
    • Enter help text to provide guidance to users on how best to fill out that field.
    • Check off whether or not the field should be required on artifact creation.
    • Assign a field to a group. Ungrouped fields will be listed under No Group.
    • Assign write permissions to allow granular access to editing this field gated by inventory record stakeholder types or user roles. Leave this field blank for default permissions where only the Customer Admin role has write access.

  5. When you are satisfied with the setup of your artifact field, click Save.

Attachments
Upload supporting files for your record or artifact. Files must be less than 50 MB each in size.
Calculation
Define a formula(params) function that reads field values from the params dictionary (params["fieldKey"]) and returns a read-only value. Formulas are written in Starlark and have access to a set of built-in helpers for dates, numbers, and lists.
  1. Select from the drop-down of available record fields, or available artifact fields and record fields available via params["model"] (artifact fields) to allow your formula access to the field’s values.
  2. Replace the demonstration formula with your own in the code box provided.
  3. Click Test Calculation to open the testing area.
  4. Enter in sample values in the testing area then click Test Calculation to validate your formula.
Checkbox
A true/false value set by a toggle.
Date
  • Date value in yyyy-mm-dd format.
  • Selection is in the current user’s timezone; other users viewing this field will see the value automatically in their timezone.
Date Time
  • Date value in yyyy-mm-dd, 24hr format.
  • Selection is in the current user’s timezone; other users viewing this field will see the value automatically in their timezone.
Email
Text value in valid email (user@domain.com) format.
Long Text
Toggle Enable rich text formatting to create a template using the rich text editor.
Multiple Select
Click Add Option to define a list of options.
Number
Text value in valid number format. Number display (comma, fullstop, etc.) is determined by your browser’s locale. Select a number type:
  • Simple — Define the decimal places that the number should be displayed up to and any large number abbreviations.
  • Currency — Define the currency you would like the field to display in, as well as the decimal places that the number should be displayed up to and any large number abbreviations.
Single Line Text
Simple text value.
Single Select
Click Add Option to define a list of options.
URL
Text value in valid URL format.
User
  • Select list pre-populated with users from your User Directory.
  • Toggle allow linking to multiple records on to allow multi-selection of users.

Add an artifact field

  1. Click Add Field.
  2. Enter a title (name) and select the field type.
  3. Select the artifact types this field is available on.
  4. Click Save to add your field.

When you’re done, click to continue.

Manage artifact severities

Learn more …


Try it live on the next page.

Configure the severities available to the artifacts logged on records to ensure that they reflect your organization’s tracking requirements.

By default, ValidMind Platform provides three suggested artifact severities — high, medium, and low.

To add additional severities:

  1. In the left sidebar, click Settings.

  2. Under Artifacts, select Artifact Severities.

  3. Click Add Artifact Severity.

  4. Enter a name and select a color for the severity.

  5. Click Add Severity to create the severity.

    Once added, reorder the severities as required.

Artifact severities range from most severe at the top to least severe at the bottom.

To reorder severities:

  1. In the left sidebar, click Settings.

  2. Under Artifacts, select Artifact Severities.

  3. Click and hold to drag a severity up or down.

  4. Click Save to apply the order.

Add an artifact severity

  1. Click Add Artifact Severity.
  2. Enter a name and select a color for the severity.
  3. Click Add Severity to create the severity.
  4. Once added, reorder the severities as required.

When you’re done, click to continue.

Customize reusable templates

Work with templates

Learn more …


Try it live on the next page.

Use ​ValidMind’s versioned document templates to ensure consistent and comprehensive documentation, validation reports, ongoing monitoring reports, and other document types across all your records.

  1. In the left sidebar, click Settings.

  2. Under Documents, select Templates.

  3. Select one of the tabs for the document type with the templates you want to view.

  4. Select one of the available templates to view detailed information about the template.

To duplicate an existing template and start with version one of that new template:

  1. In the left sidebar, click Settings.

  2. Under Documents, select Templates.

  3. Select one of the tabs for the type of template you want to duplicate.

  4. Click on the template to duplicate and on the template details page, select Duplicate Template.

  5. In the Duplicate Template modal that opens, give your copy a template name and a template description.

  6. Click Duplicate Template to create a copy of your template.

Once duplicated, customize your new template to your needs, making it available for use with your documents.

Duplicate a template

  1. Select one of the tabs for the type of template you want to duplicate. For example: Development
  2. Select the template to duplicate. For example: Binary classification
  3. On the template details page, click Duplicate Template.
  4. Give your copy a template name and a template description.
  5. Click Duplicate Template to create a copy of your template.

When you’re done, click to continue.

Customize document templates

Learn more …


Try it live on the next page.

Customize ​ValidMind’s templates for documents to fit your specific case-by-case needs, such as type or complexity of record or record use case.

  1. In the left sidebar, click Settings.

  2. Under Documents, select Templates.

  3. Select one of the tabs for the type of template you want to edit.

  4. Click the template to edit and on the template details page, select Edit Outline.

  5. In outline editing mode, you can:

    1. Expand sections — Expand the menu for any sections with subsections by clicking .
    2. Rename sections — Hover over a section until the appears, then click on it to change the name. Save by clicking .
    3. Remove sections — Hover over the section you want to delete. When the appears, click on it. Click Yes, Delete Section to confirm deletion of that section.
    4. Reorder sections — Click and hold firmly to drag to reorder sections.
    1. Insert new sections — Click to add a new section or subsection to the template:
      • To add a section above the current section, select Section Before.
      • To add a section below the current section, select Section After.
      • To add a subsection within the current section, select Subsection.
    2. Add content to sections — In any section of a template that does not have child sections, click to add additional content:

  6. When you’re done, click Create New Version to view a side-by-side comparison of your changes with the previous version:

    • Add a description in version notes to track your changes.
    • Click Save to save the new version.

    Once saved, your new template version becomes available for use.

Customize a template

  1. Select one of the tabs for the type of template you want to edit. For example: Development
  2. Select the template to edit. For example, the duplicate you created earlier: Copy of Binary classification
  3. Click Edit Outline.
  4. Make a modification to your template. For example: Add a 1.4 Feature Engineering subsection
  5. Click Create New Version to view a side-by-side comparison of your changes with the previous version.
  6. Add a description in version notes to track your changes.
  7. Click Save to save the new version.

When you’re done, click to continue.

Configure reusable blocks

Manage text block library

Learn more …


Try it live on the next page.

By default, only the
Customer Admin role is able to add, edit, or delete shared text blocks.

Private blocks can be modified by any user role and are unique to that user.

Build a library of reusable text blocks to insert into your documents. Reusable text blocks can be private, visible only to the user, or shared, accessible across your organization.

To create a new text block via the block library:

  1. In the left sidebar, click Settings.

  2. Under Documents, select Block Library.

  3. Click Add Block and enter:

    • The name of your text block
    • (Optional) A description for your text block
    • The templated content for your text block

  4. Select a sharing option:

    • Private — Visible only to you
    • Shared — Accessible across your organization

  5. Click Add Block to save your text block.

To make a copy of an existing text block in your block library:

  1. In the left sidebar, click Settings.

  2. Under Documents, select Block Library.

  3. To the right of the text block you want to edit, click and select Duplicate Text Block.

  4. Make your desired changes to the following fields:

    • The name of your text block
    • (Optional) A description for your text block
    • The templated content for your text block
    • Whether the block sharing permissions are Private or Shared

  5. Click Duplicate Block to save the copy of your text block.

Share library blocks can be added to templates:

  1. While editing a template outline, click on any section of a template that does not have child sections.

  2. Select Text Block.

  3. In the modal that opens, select the reusable blocks you want to add.

  4. Click Insert # Text Block(s) to Document.

  5. Finish editing your template, then save a new version.

Add a shared text block

  1. Click Add New Block and enter in the details for your text block.
  2. Select the following sharing option: Shared
  3. Click Add Block to save your text block.

When you’re done, click to continue.

Duplicate a text block for private use

  1. Click the Shared Blocks tab.
  2. To the right of the text block you created earlier, click and select Duplicate Text Block.
  3. Make your changes to the details of the block, and select the following sharing option: Private
  4. Click Duplicate Block to save a private copy of the text block.

When you’re done, click to continue.

Add text block to your template

  1. Select the tab for the type of template you created during this tutorial.
  2. Select the template you created by duplication earlier.
  3. Click Edit Outline.
  4. Click on any section of your template that does not have child sections.
  5. Select Text Block.
  6. In the modal that opens, select the shared block you added earlier.
  7. Click Insert # Text Block(s) to Document.
  8. Click Create New Version to view a side-by-side comparison of your changes with the previous version.
  9. Add a description in version notes to track your changes.
  10. Click Save to save the new version.

When you’re done, click to continue.

In summary

Customizing your model inventory

In this second module, you learned how to:


Continue your platform administration journey with:

​ValidMind for Risk Management