Quickstart — Setup & Administration

10 minutes

Set up the foundational units for your organization within the ValidMind Platform, prepare your organization for users, then grant access to your first user.

Before you begin

• To try out ​ValidMind, you need to be a registered user on the ValidMind Platform.¹
• You’ll also want to make sure that you’re logged into the ValidMind Platform.²

¹ Register with ​ValidMind

²  Log in to ​ValidMind

Set up your organization

First, let’s set up the foundational units of your organization. In the left sidebar, click Settings to add business units and use cases:

i. Add business units

A business unit is a distinct segment within your organization that focuses on a specific function, product, or market, operating semi-independently while aligning with the overall organizational goals.

1. Under Organization, select Organization.

2. Click Add Business Unit under Business Units.

3. Enter in your business unit name.

4. Click Add Business Unit to save your changes.

   After you save, confirm that the business unit was added as a new entry in alphabetical order.

ii. Add use cases

A use case is a specific application of analytics and management techniques within an organization. Use cases can be categorized into groups in accordance to your unique requirements.

1. Under Inventory, select Inventory Record Fields.

2. In the Default Fields group, click on the Use Case field to add use cases and use case groups:

Add use case option

To add an individual use case option:

1. Type in your use case name under options and groups.

2. Click Add Option to add the use case to the list.

3. (Optional) Hover over your use case, then click and hold to drag and drop the use case to a group.

4. Click Save Configuration to save the inserted use case.

Add use case group

To add a grouping for use cases:

1. Type in your group title under options and groups.

2. Click next to Add Option.

3. Select Add Group then click Add Group to insert the group.

4. Click Save Configuration to save the inserted use case group.

   After you save, confirm that the use case group was added as a new entry at the bottom of the group list.

Prepare your organization for users

Next, let’s set up the foundations for granular user access:

i. Add groups

Groups are segments of users with the ability to view records associated with that group. Access to granular features in the ValidMind Platform within a group’s set of records is further defined by roles and permissions.

1. In the left sidebar, click Settings.

2. Under Users & Access, select Groups.

3. Click Create Group.

4. Enter a group name and group description for the new group and click Continue.

5. Select users from the list to add them to the group.

6. Click Create Group to save.

   Confirm that the new group is created and appears in the list of available groups in alphabetical order.

ii. Add roles

Roles are a named set of permissions that determine your users’ access to features within the platform based on your organization’s structure. Create and update roles, and verify that each role has appropriate access to the resources they need.

1. In the left sidebar, click Settings.

2. Under Users & Access, select Roles.

3. Click Add Role.

4. Enter the unique name and description for the role.³

5. Once you click Add Role, you can proceed with managing the user permissions associated with that role.

³ Role names and inventory record stakeholder type names cannot be duplicated to reduce confusion.

Manage role permissions

1. Click on the role whose user permissions you want to change.

2. Select a permission type to manage:

   • Feature Permissions — Granular permissions for specific features within the ValidMind Platform.⁴
   • Field Permissions — Read and update (write) permissions for record fields⁵ and artifact fields.⁶

3. Select Edit Permissions to to add or remove user permissions to or from that role.

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

5. Click Save Changes to apply the configuration for those permissions on that role.

⁴ Manage permissions

⁵ Manage inventory fields

⁶ Manage artifact fields

Invite your first user

Once you’ve set up at least one business unit, use case, group, and role, invite a user to join your organization:

1. In the left sidebar, click Settings.

2. Under Users & Access, select Invite New Users.

3. Under Invite By Email:

   • Enter the user’s email address.

   • Assign the user to a group from the group dropdown menu.

   • Click under role (optional) to assign roles to that user:

     1. Click next to the role for each role to be assigned.
     2. Click Assign Additional Roles (Optional).⁷

4. Click Send Invite.

   Users will receive an email invitation that they must accept to join your organization.

⁷ Users invited without additional roles applied will be automatically assigned to a Basic User role with minimal permissions.

NoneTry inviting yourself!

1. Add +1 to your email handle (handle+1@your-company.com) and accept the invitation.
2. Then, confirm that the invitation has disappeared from Pending Invites and that your new user has a join date under Invite History.

What’s next

Now that you’ve grasped the basics of using ​ValidMind as an organization administrator, continue on your journey with our end-to-end training course for administrators and browse through our resource hub for the ValidMind Platform: