Manage inventory segments

Published

August 28, 2026

Save a set of inventory filters as a named, reusable segment that spans every inventory record type, then publish the segment so everyone in your organization can filter the inventory with it.

Prerequisites

Key concepts

Inventory segments are named, reusable filters over your inventory records:

  • A segment spans every inventory record type in your organization. Record types added later are automatically in scope, so a segment never needs to be updated when your inventory grows.
  • Matching records are evaluated live — a segment always reflects the current state of your inventory, and users only see the matching records they have permission to view.
  • A segment starts as a personal Draft. Publishing it makes it available to your entire organization.
NoneNote that segments differ from saved views and grouping.
  • Segments — Named filters managed by administrators in the organization settings, reusable by everyone once published.
  • Saved views — Personal or shared table configurations that capture the columns, filters, sorting, and grouping applied to a listing.3
  • Grouping — A listing layout option that organizes a table view into collapsible sections by field.4

Add segments

By default, only the Customer Admin role can add segments. To let other roles add segments, grant the Add Inventory Segment permission to those roles.5

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Segments.

  3. Click Add Segment.

  4. On the Add New Segment dialog that opens, enter the Segment Name and an optional Description.

  5. Click Add Segment.

    The detail page for your new segment opens, where you define the segment conditions.

Define segment conditions

  1. On your segment’s detail page, click Filter.

  2. On the Edit Segment Conditions dialog that opens, enter the conditions that records must match to belong to the segment:

    • Inventory Record Type is available as a condition, so you can scope a segment to specific record types.
    • A segment cannot reference another segment, so Segment is not offered as a condition field here.

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.

  1. Click Apply Filters.

    Your conditions appear as chips next to Filtered by, and the list of matching records updates live along with the matching record count.

  2. In the page header, click Save Changes to save the conditions to the segment, or Cancel to discard your edits.

ImportantSaving conditions to a published segment changes its results for everyone.

A published segment is evaluated live wherever it is used, including inventory filters and analytics datasets. When you save condition changes to a published segment, confirm the change by clicking Yes, Save Changes.

Publish segments

Publishing makes a segment available to everyone in your organization. You can continue editing a segment after it is published.

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Segments.

  3. On the actions menu for your segment, click Publish Segment.

  4. Click Publish Segment to confirm.

Each segment shows one of the following statuses:

Segment statuses
Status Description
Draft Personal to you — visible only to you and not yet offered where segments are used.
Published Available to everyone in your organization.
Archived Permanently retired — an archived segment cannot be edited, published, or restored.
NoneNote that your organization starts with an example segment.

Every organization includes an All Inventory Records segment managed by ​ValidMind. This example segment cannot be edited or unpublished, but it can be deleted.

Edit segments

To rename a segment or update its description:

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Segments.

  3. On the actions menu for your segment, click Edit Segment.

  4. Update the Segment Name or Description, then click Save Changes.

To edit the conditions of a segment, open the segment and update its filters.6

Unpublish, archive, or delete segments

Archiving and deletion of segments are permanent.

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Segments.

  3. On the actions menu for your segment, click one of:

    • Unpublish Segment — Returns the segment to a personal draft. The segment is no longer offered where segments are used. Click Yes, Unpublish Segment to confirm.
    • Archive Segment — Permanently retires the segment. An archived segment cannot be edited, published, or restored. Click Yes, Archive Segment to confirm.
    • Delete Segment — Permanently deletes the segment. The inventory records it matched are not affected. Click Yes, Delete Segment to confirm.

Apply segments as inventory filters

Once a segment is published, anyone in your organization can filter the inventory by it:

  1. In the left sidebar, click Inventory.

  2. Click Filter.

  3. Click Add Rule, then select Segment from the field selector.

  4. Select the segment to filter by.

    You can combine a segment rule with other rules, such as an Inventory Record Type condition, to narrow down results further.7

  5. Click Apply Filters.

Use segments in analytics

Published segments are also available as datasets for visualization widgets on your analytics pages, listed under Inventory Segments in the dataset selector.8

What’s next