Record Intake

Flag an inventory record type for intake, classify submissions with workflows, convert records in place, and reject intake when needed.
Published

July 31, 2026

Use Record Intake when non-expert submitters need a simple way to register a new entry, and authorized users later classify it into the correct inventory record type (for example Agent, Model, or Tool).

Intake is an opt-in holding inventory record type that you name yourself. Only one inventory record type in an organization can be flagged for intake. Records keep the same identifier when they convert, so activity history continues on the converted record.

NoneAvailability

Record Intake appears in ​ValidMind only when it is available for your organization. If you do not see the intake option when adding an inventory record type, contact ​ValidMind Support.

Prerequisites

Flag an inventory record type for intake

  1. In the left sidebar, click Settings.

  2. Under Inventory, select Inventory Record Types.

  3. Click Add Inventory Record Type.

  4. Enter a Name for your intake holding type (for example Intake, Discovery Queue, or New Submissions).

  5. Select This Inventory Record Type will be used for intake.

    ​ValidMind creates special stages for the type so records can be held until they are classified. Document types and artifact types do not apply to intake types and are unavailable while the option is selected.

  6. Complete any other details (such as slug or stakeholder types), then click Create.

NoneOnly one intake type

Only one inventory record type can be flagged for intake. If an intake type already exists, the option is unavailable when you add another type. To use a different type for intake, delete the existing intake type, then create a new one with the intake option selected. You cannot turn the intake flag on or off when editing an existing type.

Register Intake records

  1. In the left sidebar, click Inventory.

  2. Select the inventory view for your intake record type (or choose it in the inventory record type selector).

    When an intake type is configured and you have not yet chosen an inventory view, ​ValidMind can open that intake view on first visit so submitters land in the right place.

  3. Click Register {Record} where {Record} is your intake record type, and complete the registration fields configured for that type.2

Submitting an intake record is recorded in record activity as an intake submission.3

NoneDocuments and artifacts after conversion

While a record is still on the intake type, document and artifact navigation for that record is hidden. Those surfaces become available after the record converts to its real inventory record type.

Configure an Intake classification workflow

Classify intake records with a workflow scoped to your intake inventory record type:4

  1. Collect the information reviewers need (for example with User Action, Condition Branch, and Approval steps).5

  2. Finish the path with an Inventory Record Type Change step that converts the record in place to the target type.

    • The step is available in the workflow builder when the workflow is scoped to the inventory record type flagged for intake.
    • Select a fixed target inventory record type.
    • Set Classification Method to Automated routing or Manual review. This labels how the type was assigned in record activity; it does not change whether the conversion runs when the step executes.
    • Target options exclude the intake type and disabled inventory record types.

  3. Publish the workflow.6

NoneAutomated routing vs Manual review

Selecting Manual review on Inventory Record Type Change does not pause the workflow or open a review UI on that step. It only records that a human chose the type.

When the step runs (with either method), ​ValidMind:

  • Converts the intake record in place to the target inventory record type (same record identifier)
  • Remaps the record to the target type’s initial stage
  • Keeps custom field values; fields that apply to the new type become available
  • Writes an activity event labeled as automated routing or after manual review
  • Can start matching target-type workflows that listen for a record-type-changed trigger (best effort)

Use Manual review when an earlier step collected a human decision — typically a User Action or Condition Branch that routes to a path with the matching fixed target type. Use Automated routing when the workflow itself decides the target (for example via conditions that lead to a fixed type).7

After conversion, the record URL updates to the new inventory record type so you stay on the converted record instead of seeing a “not found” error.

Change inventory record type

Admins can reclassify a record without waiting for the classifier workflow:

  1. Open the record overview.

  2. Click Change inventory record type.

  3. Select the New inventory record type. An intake type cannot be selected as a migrate target.

  4. (Optional) Enter a Reason for the activity history.

  5. Review the compatibility preview, acknowledge any warnings, and confirm Change inventory record type.

The change keeps the same record identifier and continues the activity history on the new type.

Reject intake

If an intake submission should not be converted:

  1. Open the intake record overview.

  2. Click Reject intake.

  3. Enter a Reason (for example duplicate or out of scope).

  4. Click Reject and archive.

Rejecting archives the intake record via its Archived stage without converting it. The record remains available under the archived filter, and the reason is preserved in activity.8

Track Intake activity

On the record Activity page, Intake lifecycle events can include:9

  • Submitted for intake
  • Classified or reclassified (from type → to type), including whether assignment used automated routing, manual review, or an admin change, and how many fields carried over
  • Rejected and archived, with the reason

When classification ran through a workflow, use View workflow execution to open the related execution on the record’s Workflows tab.

What’s next