Manage artifact fields

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.

Prerequisites

• You are logged in to ValidMind.
• You are a Customer Admin or assigned another role with sufficient permissions to perform the tasks in this guide.¹

¹ Manage permissions

Artifact field types

Attachments

Upload supporting files for your artifact.² Files must be less than 50 MB each in size.

² Manage attachments on artifacts

Calculation

Define a formula(params) function that reads field values from the params dictionary and returns a read-only value. Formulas are written in Starlark³, a small, sandboxed scripting language with a Python-style syntax and a set of built-in helper functions for working with dates, numbers, and lists.

³ Starlark

NoneA note on calculated fields

​ValidMind runs calculated field formulas on the Starlark formula engine. Formulas authored on earlier releases were written in Python and have been migrated to Starlark automatically. When creating or editing formulas, you now must use the Starlark syntax.

Available helpers

Reference these helpers in your formulas — they cover the date, number, and list operations the engine does not expose directly:

Helper	Returns	Description
today()	"YYYY-MM-DD"	Current date as an ISO string.
safe_parse_date(value, default=None)	"YYYY-MM-DD" or default	Parses ISO dates/datetimes or millisecond/second epoch timestamps.
to_iso(value)	"YYYY-MM-DD" or None	Alias for safe_parse_date with no default.
add_days(date, n)	"YYYY-MM-DD" or None	Adds n days to an ISO date.
add_months(date, n)	"YYYY-MM-DD" or None	Adds n months to an ISO date.
days_between(a, b)	int or None	Days between two ISO dates (a − b).
days_since(date)	int or None	Days from date to today.
months_between(a, b)	int or None	Full-month difference between two ISO dates.
get_year(date) / get_month(date) / get_day(date)	int or None	Components of an ISO date.
safe_int(value, default=0)	int	Tolerates strings and missing values.
safe_float(value, default=0.0)	float	Tolerates strings and missing values.
list_count(list, value)	int	Number of times value appears in list.
zfill(value, width)	string	Zero-pads value to width characters.

1. Select from the drop-down of available artifact fields and record fields available via params["model"] to allow your formula access to the field’s values.⁴
2. Replace the demonstration formula with your own in the code box provided.^[Reference fields with dictionary-style access — params["fieldKey"] and params["model"]["fieldKey"] for parent inventory record data — and use the available helpers for date and number work.
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.
   
   

⁴ Fields are grouped by field type.

NoneExample — Use artifact types in your formulas to create dynamic calculations

The artifact type is exposed under params["finding_type"] so you can branch on it:

• params["finding_type"]["tag"] — Technical tag: VALIDATION_ISSUE
• params["finding_type"]["name"] — Human-readable name: Validation Issue

Example use cases

• Calculate different risk scores based on artifact type.
• Generate dynamic titles and descriptions.
• Set different due dates or priorities by artifact category.
• Create type-specific business logic in formulas.

Severity calculation

def formula(params):
    if params["finding_type"]["tag"] == "VALIDATION_ISSUE":
        return params["severity_score"] * 2.5
    elif params["finding_type"]["tag"] == "POLICY_EXCEPTION":
        return params["severity_score"] * 1.0
    else:
        return params["severity_score"] * 1.8

Due date calculation

def formula(params):
    base_days = 30
    if params["finding_type"]["tag"] == "VALIDATION_ISSUE":
        urgency_multiplier = 0.5
    elif params["finding_type"]["tag"] == "MODEL_LIMITATION":
        urgency_multiplier = 2.0
    else:
        urgency_multiplier = 1.0
    return base_days * urgency_multiplier

Custom fields & parent record data

def formula(params):
    risk_factor = params["custom_field_risk_score"] or 1.0
    model_criticality = params["model"].get("criticality_level", "medium")
    if params["finding_type"]["tag"] == "VALIDATION_ISSUE" and model_criticality == "high":
        return risk_factor * 3.0
    else:
        return risk_factor * 1.5

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.
• Set the date format for date fields under your profile.⁵

⁵ Manage your profile

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.
• Set the date format for date time fields under your profile.⁶

⁶ Manage your profile

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.

Simple number field type

Currency number field type

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.⁷
• Toggle allow linking to multiple records on to allow multi-selection of users.

⁷ Manage users

View, search, and filter artifacts fields

1. In the left sidebar, click Settings.

2. Under Artifacts, select Artifact Fields.

   Displayed in groups⁸ as lists are the artifacts fields available to artifacts in your organization with a quick view of:⁹

   • Number of workflows that field is used in¹⁰
   • The field key
   • The field type¹¹
   • Field description
   • Whether or not the field is required when creating artifacts
   • Quick actions you can take on the artifact field

3. Narrow down existing artifacts fields available to your artifacts by searching or filtering for results:

⁸ Add artifact field groups

⁹ 

NoneMissing column headers?

Click, hold, and drag to the right to reveal additional columns.

¹⁰ This count only applies to custom fields.

Working with workflows

¹¹ Artifact field types

Search fields

1. Click Search to search by keywords within an artifacts field.

2. Select whether to search in the Title or Description.

3. Click Search to narrow down your results by your entered keywords.

   Expand any inventory field group to see more fields.

Filter fields

1. Click Filter to filter fields by any of the following criteria:

   • artifact types — The types of artifacts that use this field.
   • required on creation — Whether or not the field was set up as required on artifact creation.
   • types — What type of field it is.
   • workflow triggered by field — What workflows are initiated when this field is edited.¹²
   • write permissions — Which inventory record stakeholder types have permissions to edit this field.¹³

2. Click Apply Filters to narrow down your results by your configured criteria.

   Expand any inventory field group to see more fields.

¹² Configure workflows

¹³ Manage record stakeholder types

NoneNote that searching and filtering of fields stack.

For example, if you first search by keyword for Regression under Title without clearing that search, any additional filters applied will only apply to the results returned by that initial search.

Add or edit artifact fields

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:

Add artifact fields

To add a new artifact field, click Add Field:

1. Artifact fields require you to enter a title (name), select a field type,¹⁴ and indicate what artifact types¹⁵ the field is available on.

2. Include optional information for your artifact field:

   • Enter a custom field key.¹⁶
   • 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{.smallcaps}].¹⁷
   • 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.¹⁸

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

¹⁴ Artifact field types

¹⁵ Manage artifact types

¹⁶ If left blank, a key will be automatically generated in camelCase format.

¹⁷ Ungrouped fields will be listed under No Group: Add artifact field groups

¹⁸ 

NoneAll other users will have read-only access unless specified under the write permissions.

• Record Stakeholders — Write permissions on a per record basis.
• Application Roles — Write permissions on a per field basis across all artifacts.

Edit artifact fields

Expand any inventory field group to see more fields.¹⁹

¹⁹ Add artifact field groups

To edit an existing artifact field:

1. Click on the artifact field you want to edit.

2. Make your desired changes to your artifact field, then click Save.

   Field keys for artifact fields can be renamed under the actions column.²⁰

²⁰ Rename artifact field keys

Rename artifact field keys

To rename the field keys for artifact fields:

1. Hover over the actions column on the far-right for the field whose key you want to rename.

2. When the appears, click on it and select Rename Key.

3. Enter in the new key and click Check Availability.

4. If the key is not already in use, you’ll be presented with a list of dependencies to review.

   Verify that these dependencies are correct and as expected.

5. Click Rename Key to apply your changes to the key.

   Confirm that the dependencies updated are corrected and as expected.

Add artifact field groups

To group artifact fields, first create an artifact field group:

1. In the left sidebar, click Settings.

2. Under Artifacts, select Artifact Fields.

3. Click Add Group and enter in a name and a description for the group.

4. Click Create Group to add the new group.

5. Assign the desired fields to the group.²¹

²¹ Add or edit artifact fields

Delete artifact fields

ImportantArtifact field deletion is permanent.

Deleting an artifact field will remove it from all artifacts using that field, even if the field has been populated on an artifact.

1. In the left sidebar, click Settings.

2. Under Artifacts, select Artifact Fields.

3. Hover over the field you would like to delete.

4. When the appears under the Actions column, click on it and select Delete Field.

5. Click Yes, Delete Field to confirm permanent deletion.