Update artifacts

Update or resolve artifacts as you validate your records, or delete artifacts that no longer need to be tracked.

Prerequisites

• You are logged in to ValidMind.
• There are artifacts logged on any record.¹
• Artifact statuses have been set up for use with artifacts.²
• You are a Validator or assigned another role with sufficient permissions to perform the tasks in this guide.³

¹ Log artifacts

² Manage artifact types

³ Manage permissions

Edit fields on artifacts

1. Locate the artifact you want to edit fields for.⁴

2. On the artifact details page:

   Overview tab

   Select the Overview tab to:

   • Click on highlighted fields to make changes.
   • Click the Description field text block to make edits.
   • validation issues only Click on the Proposed Remediation Plan field text block to make edits.
   • validation issues only Click on the Attachments field header to manage files.⁵
   • Click on the Comments field text block to add comments to the artifact.

   Artifact Fields tab

   Select the Artifact Fields tab to click on additional fields to make changes:

   • Enter keywords into the Search fields by title bar to narrow down your list of fields to the field you want to edit.
   • Click on an attachment field header to manage files for that field.⁶

   NoneCalculation field types are auto-computed and read-only.

   To modify how these fields are calculated, update their configuration: Manage artifact fields

   Right sidebar

   Click on the core fields in the right sidebar to make changes.

3. Click Save to apply your changes to the field.

⁴ View and filter artifacts

⁵ Manage attachments on artifacts

⁶ Manage attachments on artifacts

NoneYou can reference artifact field values in your content blocks within documents.

Learn more: Work with content blocks

Manage attachments on artifacts

After an artifact is created, you can upload attachments as supporting documentation:

Add attachments to artifacts

Uploaded files must be less than 50 MB each in size.

1. Click on the header of your attachment field.

2. Click Select Files to add a file.

   • Add a note to the file by clicking on the menu, then select Add Note.
   • Update a note by making your changes in the existing text field.

3. Click Save to submit the upload.

   

   Adding attachment notes

Remove attachments from artifacts

1. Click on the header of your attachment field.

2. Locate the file you want to remove, and click on the menu.

   • Select Delete File to remove the file. Click Yes, Delete File to confirm permanent deletion of that file.
   • Select Remove Notes to delete any notes. Removal of notes is saved automatically.

3. Click Save to apply the deletion.

   After you save, the attachment or notes will be removed permanently.

   

   Deleting attachment notes and attachments

Comment on artifacts

1. Locate the artifact you want comment on.⁷

2. On the artifact details page, select the Overview tab.

3. Click on the Comments field text block.

4. Enter your comment and click Submit to save the comment.

⁷ View and filter artifacts

Track artifact resolution

As you prepare validation reports, review logged artifacts and close any artifacts that have been resolved:

1. In the left sidebar, click Inventory.

2. Select a record or find your record by applying a filter or searching for it.⁸

⁸ Working with the inventory

Track resolution of validation issues

1. In the left sidebar that appears for your record, click Validation Issues to view a list of validation issues associated with that record.

2. Go through the open validation issues one-by-one:

   • If the validation issue has been addressed —

     • Add any final comments to assess how the issue was resolved.⁹
     • Under status, select Closed.

   • If part or all of the validation issue remains to be addressed —

     • Assess if the issue identified by the validation issue prevents the record from being approved.
     • If a remediation plan is required, enter the details in the Proposed Remediation Plan section of the validation issue.

3. Track open issues until all validation issues are resolved or a remediation plan is in place for post-approval issues.

⁹ Comment on artifacts

Track resolution of other artifact types

1. In the left sidebar that appears for your record, click Artifacts to view lists of other artifact types associated with that record.

2. Select an artifact type¹⁰ for a list of that artifact type:

   • Policy Exception
   • Limitation

3. Go through the open artifacts one-by-one:

   • If the artifact has been addressed —

     • Add any final comments to assess how the issue was resolved.¹¹
     • Under status, select Closed.

   • If part or all of the artifact remains to be addressed —

     • Assess if the issue identified by the artifact prevents the record from being approved.
     • Add comments indicating next required steps.

4. Track open artifacts until all artifacts are resolved or plans are in place for post-approval issues.

¹⁰ Manage artifact types

¹¹ Comment on artifacts

Delete artifacts

ImportantArtifact deletion is permanent.

• While artifact deletion will be logged under your Activity,¹² deleted artifacts cannot be retrieved.
• Deleting an artifact will also remove it from any validation reports¹³ it was previously attached to.

¹³ Link artifacts to reports

¹² View record activity

If you logged an artifact in error or otherwise no longer need to track that artifact, you can delete it:

1. Locate the artifact you want to delete.¹⁴

2. On the artifact’s detail page, click Delete {Artifact Type}¹⁵ in the right sidebar.

3. Click Yes, Delete {Artifact Type} to confirm permanent deletion of that artifact.

¹⁴ View and filter artifacts

¹⁵ Manage artifact types