Customize inventory layout

Published

October 30, 2026

Swap between inventory views or configure the information that displays by default on the ValidMind inventory.

Prerequisites

You are logged in to ValidMind.
There are records registered in the inventory.¹

¹ Register records in the inventory

Swap between views

Changes are automatically saved to your account and do not affect other users.

In the left sidebar, click Inventory:

To display the inventory in card view, click More and select Display Cards.
By default, the record name, purpose, tier, owner, and status are displayed on each card.

To display the inventory in table view, click More and select Display Table.
Columns on the table view can be customized.²
Records on the table view can also be grouped into collapsible sections by field.³

² Customize table view

³ Working with the inventory

Customize table view

Changes are automatically saved to your account and do not affect other users.

In addition to sorting, filtering, and grouping the inventory,⁴ you can add or remove columns and customize the order the columns appear on your table view:⁵

⁴ Working with the inventory

⁵ Swap between views

In the left sidebar, click Inventory.
Click Manage Columns. To use this feature, make sure you’re in table view.

Search for a column name in the list to narrow down results.
Toggle visibility for each item and drag each option to change the order.
Available columns are determined by your inventory fields.⁶
Add the Version and Version Label columns to show the number and label of each record’s Primary version.⁷

⁶ Manage inventory fields

⁷ Manage record versions

⁸ Manage custom inventory views

Once customized, you can save views for later application for each type of record in your inventory.⁸

Manage custom inventory views

You can save custom table configurations — including your columns, filters, sorting, and grouping — as a view to reapply at any time:

Manage personal inventory views

Select the type of {Record} you want to save a view for by clicking on {Record} Inventory, then customize the table view.⁹

You can also apply filters, sorting, or grouping before saving your view to include them in the view.¹⁰

⁹ Customize table view

¹⁰ Working with the inventory

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select My Views (#) and click on Save New View to create your saved view.
Enter the View Name and Description for your saved view.
Click Add New View to save your saved view.

Once you’ve created a saved personal view, you can share it with others in your organization.¹¹

¹¹ Manage organization inventory views

Deletion of saved views is permanent.

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select My Views (#).
Hover over the name of the view you want to edit or remove.
When the menu appears, click on it and select:
- Edit View to edit the View Name and Description. Click Save Changes to apply your edits.
- Remove View to delete the view. Click Yes, Delete View to confirm permanent deletion of that view.

Manage organization inventory views

To publish a saved personal view to your organization, you must have permissions to manage shared inventory layout views.¹²

¹² Manage permissions

Who can change an organization view?

You can edit, unpublish, or remove an organization view you published. Customer Admin users can do the same for any organization view, whoever published it. The settings activity log records who made each change.¹³

¹³ View settings activity

Save a personal inventory view.¹⁴

¹⁴ Manage personal inventory views

Select My Views (#).
Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Hover over the name of the view you want to share with your organization.
When the menu appears, click on it and select Publish to Organization.
(Optional) Edit the View Name and Description for your shared view.
(Optional) Select one or more roles under Visible to Roles to limit which users can see the view.
Click Publish View to share your view with your organization.

How role visibility is applied

Leave Visible to Roles empty to make this available to everyone in your organization. This is the default.
Only organization roles can be selected,¹⁵ not record stakeholder types.¹⁶
Customer Admin users are not affected by role restrictions — they continue to see everything shared with the organization.
Whoever published it keeps access, even if their own role isn’t among the selected roles.
If every role a restriction relies on is later deleted, it stays hidden rather than becoming visible to everyone. An admin can still reach it to adjust the roles or unpublish it.

¹⁶ Manage record stakeholder types

¹⁵ Manage roles

¹⁷ Unpublish shared organization views

Role restrictions apply to shared views only — a personal view is only ever visible to you, so there is nothing to restrict. Unpublishing a view clears its role restriction.¹⁷

Unpublish shared organization views

To unshare a saved organization view:

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#).
Hover over the view you want to remove from shared organization access.
When the menu appears, click on it and select Unpublish.
Click Yes, Unpublish View to confirm removal of the view from shared organization access.

The view returns to the private views of the person who created it.

Remove shared organization views

Deletion of saved views is permanent.

To remove a saved organization view:

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#).
Hover over the view you want to remove from your organization.
When the menu appears, click on it and select Remove View.
Click Yes, Delete View to confirm permanent deletion of that view.

Edit what a shared view contains

To change the filters, columns, or sorting of an organization view you can edit:

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#) and click on the view you want to change.
Make the desired changes to the filters, columns, or sorting.
Click Update View.
Click Update View again to confirm. Your changes apply to everyone who uses the view.

If you can’t edit the view, Update View does not appear. To keep your changes, save them as a new personal view instead.

Edit a shared view’s name, description, or roles

Renaming a shared view or changing who can see it does not require unpublishing:

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#).
Hover over the view you want to change.
When the menu appears, click on it and select Edit View.
Adjust the View Name, Description, or Visible to Roles, then click Save Changes.

Displaying a view that’s no longer available to you?

Click Exit View to return to the default listing at any time.

Set default inventory views

Set a default view so that you, or everyone in your organization, land on it when opening the inventory. Each record type and each inventory segment has its own defaults.

When you open the list, it displays the first of these that applies to you:

Your own default view, if you set one.
The organization default view, if it’s visible to everyone or to one of your roles.
Your own columns, with no view selected.

A default view restricted to roles only opens for users who hold one of those roles. This includes Customer Admin users, who can see every organization view but only land on a role-restricted default if they hold one of its roles. There is one organization default for each list, not one per role.

A link to a specific view or to filtered results always opens what the link points to. If you exit the default view, the list stays without a view until you leave it and come back.

Your own default overrides the organization default for you only. You can set one of your saved personal views or an organization view as your default. Only one view can be your default for each list.

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select My Views (#) or Organization (#).
Hover over the name of the view you want to set as your default.
When the menu appears, click on it and select Set as My Default.

The view shows a My default tag. To stop using it as your default, select Remove as My Default from the same menu.

Who can set the organization default?

To set or remove the organization default, you need permission to publish views to your organization, and you must either have published the view or be a Customer Admin. Only a Customer Admin can replace a default view that someone else published.

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#).
Hover over the view you want to set as the organization default.
When the menu appears, click on it and select Set as Organization Default.

The view shows an Org default tag in the list of organization views. The view that was the default before stops being the default.

Click on the name of your saved view, or Select View if you are not currently displaying a saved view.
Select Organization (#).
Hover over the view with the Org default tag.
When the menu appears, click on it and select Remove as Organization Default.

Users who have not set their own default view then open the list with no view selected. Unpublishing the default view also removes it as the organization default.