Document Record Grouping and Inventory Segments

site/faq/faq-inventory.qmd

@@ -41,20 +41,21 @@ By default, the [{{< fa hand >}} Customer Admin]{.bubble} role has sufficient pe
 ## Can the {{< var vm.product >}} inventory be customized?
 
 - Yes, information that is displayed on the inventory is configurable.[^4]
-- You can also search, filter, and sort records (such as models) to narrow down results.[^5]
-- Fields that appear on records can also be customized.[^6]
+- You can also search, filter, and sort records (such as models) to narrow down results,[^5] and group the table view into collapsible sections by field.[^6]
+- Administrators can save inventory filters as named, reusable segments and publish them for the entire organization.[^7]
+- Fields that appear on records can also be customized.[^8]
 
 {{< include _faq-document-updates.qmd >}}
 
 ## Can I archive or delete records within {{< var vm.product >}}?
 
-Yes, records (such as models) can be archived within the {{< var validmind.platform >}} inventory to keep your inventory accurate and up to date with your organization’s current resources.[^7]
+Yes, records (such as models) can be archived within the {{< var validmind.platform >}} inventory to keep your inventory accurate and up to date with your organization’s current resources.[^9]
 
 By default, the [{{< fa hand >}} Customer Admin]{.bubble} role has sufficient permissions to archive and delete records.
 
 ## Can I track interdependencies within the inventory?
 
-- Yes, the {{< var validmind.platform >}} allows you to connect two or more records (models) together in your inventory.[^8]
+- Yes, the {{< var validmind.platform >}} allows you to connect two or more records (models) together in your inventory.[^10]
 - You can note both upstream and downstream records.
 
 By default, the [{{< fa code >}} Developer]{.bubble} role has sufficient permissions to edit record interdependencies.
@@ -83,8 +84,12 @@ By default, the [{{< fa code >}} Developer]{.bubble} role has sufficient permiss
 
 [^5]: [Working with the inventory](/guide/inventory/working-with-the-inventory.qmd#search-filter-and-sort-records)
 
-[^6]: [Customize record overview page](/guide/inventory/customize-record-overview-page.qmd)
+[^6]: [Working with the inventory](/guide/inventory/working-with-the-inventory.qmd#group-records)
 
-[^7]: [Archive and delete records](/guide/inventory/archive-delete-records.qmd)
+[^7]: [Manage inventory segments](/guide/inventory/manage-inventory-segments.qmd)
 
-[^8]: [Configure record interdependencies](/guide/inventory/configure-record-interdependencies.qmd)
+[^8]: [Customize record overview page](/guide/inventory/customize-record-overview-page.qmd)
+
+[^9]: [Archive and delete records](/guide/inventory/archive-delete-records.qmd)
+
+[^10]: [Configure record interdependencies](/guide/inventory/configure-record-interdependencies.qmd)

site/guide/_sidebar.yaml

@@ -88,6 +88,7 @@ website:
               contents:
                 - guide/inventory/manage-inventory-record-types.qmd
                 - guide/inventory/manage-inventory-fields.qmd
+                - guide/inventory/manage-inventory-segments.qmd
                 - guide/inventory/record-intake.qmd
             - text: "Working with the inventory"
               file: guide/inventory/working-with-the-inventory.qmd

site/guide/inventory/customize-inventory-layout.qmd

@@ -39,6 +39,7 @@ In the left sidebar, click **{{< fa cubes >}} Inventory**:
 #### Table view
 - To display the inventory in table view, click **{{< fa table >}} 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]
 
 :::
 
@@ -48,21 +49,21 @@ In the left sidebar, click **{{< fa cubes >}} Inventory**:
 Changes are automatically saved to your account and do not affect other users.
 :::
 
-In addition to sorting and filtering the inventory,[^3] you can add or remove columns and customize the order the columns appear on your table view:[^4]
+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]
 
 1. In the left sidebar, click **{{< fa cubes >}} Inventory**.
 
 2. Click **{{< fa table >}} 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.[^5]
+  - Available columns are determined by your inventory fields.[^6]
 
-Once customized, you can save views for later application for each type of record in your inventory.[^6]
+Once customized, you can save views for later application for each type of record in your inventory.[^7]
 
 ### Manage custom inventory views
 
-You can save custom table configurations as a view to reapply at any time:
+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
 
@@ -79,10 +80,12 @@ You can save custom table configurations as a view to reapply at any time:
 
 [^2]: [Customize table view](#customize-table-view)
 
-[^3]: [Working with the inventory](working-with-the-inventory.qmd#search-filter-and-sort-records)
+[^3]: [Working with the inventory](working-with-the-inventory.qmd#group-records)
 
-[^4]: [Swap between views](#swap-between-views)
+[^4]: [Working with the inventory](working-with-the-inventory.qmd#search-filter-and-sort-records)
 
-[^5]: [Manage inventory fields](manage-inventory-fields.qmd)
+[^5]: [Swap between views](#swap-between-views)
 
-[^6]: [Manage custom inventory views](#manage-custom-inventory-views)
+[^6]: [Manage inventory fields](manage-inventory-fields.qmd)
+
+[^7]: [Manage custom inventory views](#manage-custom-inventory-views)

site/guide/inventory/manage-inventory-segments.qmd

@@ -0,0 +1,181 @@
+---
+# Copyright © 2023-2026 ValidMind Inc. All rights reserved.
+# Refer to the LICENSE file in the root of this repository for details.
+# SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial
+title: "Manage inventory segments"
+date: last-modified
+includes:
+   inventory: true
+---
+
+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.
+
+::: {.attn}
+
+## Prerequisites
+
+- [x] {{< var link.login >}}
+- [x] There are records registered in the inventory.[^1]
+- [x] You are a [{{< fa hand >}} Customer Admin]{.bubble} or assigned another role with sufficient permissions to perform the tasks in this guide.[^2]
+
+:::
+
+## 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]{.bubble}. Publishing it makes it available to your entire organization.
+
+::: {.callout title="Note 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
+
+::: {.callout}
+By default, only the [{{< fa hand >}} Customer Admin]{.bubble} 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 **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} Inventory, select **Inventory Segments**.
+
+3. Click **{{< fa plus >}} 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 **{{< fa filter >}} 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.
+
+::: {.callout-button .pl4 .nt4}
+::: {.callout collapse="true" appearance="minimal"}
+### How do I create effective filters?
+
+{{< include /guide/shared/_work-with-filters.qmd >}}
+:::
+:::
+
+3. 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.
+
+4. In the page header, click **Save Changes** to save the conditions to the segment, or **Cancel** to discard your edits.
+
+::: {.callout-important title="Saving 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 **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} 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:
+
+| Status | Description |
+|--------|-------------|
+| [Draft]{.bubble} | Personal to you — visible only to you and not yet offered where segments are used. |
+| [Published]{.bubble} | Available to everyone in your organization. |
+| [Archived]{.bubble} | Permanently retired — an archived segment cannot be edited, published, or restored. |
+
+: Segment statuses {.hover}
+
+::: {.callout title="Note that your organization starts with an example segment."}
+Every organization includes an All Inventory Records segment managed by {{< var vm.product >}}. 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 **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} 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
+
+::: {.callout-important}
+Archiving and deletion of segments are permanent.
+:::
+
+1. In the left sidebar, click **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} 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**]{.red} — 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 **{{< fa cubes >}} Inventory**.
+
+2. Click **{{< fa filter >}} Filter**.
+
+3. Click **{{< fa plus >}} 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
+
+- [Working with the inventory](working-with-the-inventory.qmd)
+- [Customize inventory layout](customize-inventory-layout.qmd)
+- [Working with analytics](/guide/reporting/working-with-analytics.qmd)
+
+
+<!-- FOOTNOTES -->
+
+[^1]: [Register records in the inventory](register-records-in-inventory.qmd)
+
+[^2]: [Manage permissions](/guide/configuration/manage-permissions.qmd)
+
+[^3]: [Customize inventory layout](customize-inventory-layout.qmd#manage-custom-inventory-views)
+
+[^4]: [Working with the inventory](working-with-the-inventory.qmd#group-records)
+
+[^5]: [Manage permissions](/guide/configuration/manage-permissions.qmd)
+
+[^6]: [Define segment conditions](#define-segment-conditions)
+
+[^7]: [Working with the inventory](working-with-the-inventory.qmd#search-filter-and-sort-records)
+
+[^8]: [Working with analytics](/guide/reporting/working-with-analytics.qmd)

site/guide/inventory/setting-up-the-inventory.qmd

@@ -14,6 +14,7 @@ listing:
     contents:
       - manage-inventory-record-types.qmd
       - manage-inventory-fields.qmd
+      - manage-inventory-segments.qmd
       - record-intake.qmd
 ---
 

site/guide/inventory/working-with-the-inventory.qmd

@@ -46,6 +46,7 @@ Use the {{< var vm.product >}} inventory to track comprehensive details for all
    - **{{< fa magnifying-glass >}} Search** — Search for records using keywords in the record name.
    - **{{< fa filter >}} Filter** — Filter records using different criteria.
    - **{{< fa arrow-up-wide-short >}} Sort** — Reorder the list using different criteria in ascending or descending order.
+   - **{{< fa layer-group >}} Group By** — Organize the table view into collapsible sections by field.[^3]
 
 ::: {.callout-button .pl4 .nt4}
 ::: {.callout collapse="true" appearance="minimal"}
@@ -55,12 +56,43 @@ Use the {{< var vm.product >}} inventory to track comprehensive details for all
 :::
 :::
 
-Changes are automatically saved and affect only your account.
+Changes are automatically saved and affect only your account. To reapply a combination of columns, filters, sorting, and grouping later on, save it as a view.[^4]
 
-::: {.callout title="Note that searching, filtering, and sorting of fields stack."}
+::: {.callout title="Note that searching, filtering, sorting, and grouping of fields stack."}
 For example, if you first search by keyword for `ValidMind` without clearing that search, any additional filtering and sorting applied will only apply to the results returned by the previous criteria.
 :::
 
+::: {.callout}
+Published inventory segments — named, reusable filters managed by your organization's administrators — can also be applied as filter rules. When adding a filter rule, select Segment from the field selector, then select the segment to filter by.[^5]
+:::
+
+## Group records
+
+Group records to organize the table view into collapsible sections based on the value of a single field, with a record count for each section:
+
+1. In the left sidebar, click **{{< fa cubes >}} Inventory**.
+
+2. Select the type of `{Record}` you want to view by clicking on **{Record} Inventory**.[^6]
+
+3. Click **{{< fa layer-group >}} Group By**. To use this feature, make sure you're in table view.[^7]
+
+4. Select the field to group by:
+
+    - Fields are organized by inventory field group.[^8] Search for a field name in the list to narrow down results.
+    - Grouping is limited to one field at a time — selecting another field replaces the current grouping.
+
+Once grouped, the applied field appears as a Grouped by chip alongside your active filters, and you can work with the grouped listing:
+
+- Click on a group header to expand or collapse that section.
+- Click **Expand All** or **Collapse All** to toggle every section at once.
+- To remove grouping, click **{{< fa layer-group >}} Group By** and select **Clear grouping**, or clear the Grouped by chip.
+
+Grouping is included when you save a view, so you can reapply the same grouped layout later or share it with your organization.[^9]
+
+::: {.callout title="Grouping isn't available for every view."}
+If the grouped field can no longer be grouped by — for example, because the field was deleted — the listing displays ungrouped until you select a different field.
+:::
+
 ## Using the {{< var vm.product >}} inventory
 
 :::{#working-with-the-inventory}
@@ -76,4 +108,18 @@ For example, if you first search by keyword for `ValidMind` without clearing tha
 
 [^1]: [Register records in the inventory](register-records-in-inventory.qmd)
 
-[^2]: [Manage inventory record types](manage-inventory-record-types.qmd)
+[^2]: [Manage inventory record types](manage-inventory-record-types.qmd)
+
+[^3]: [Group records](#group-records)
+
+[^4]: [Customize inventory layout](customize-inventory-layout.qmd#manage-custom-inventory-views)
+
+[^5]: [Manage inventory segments](manage-inventory-segments.qmd#apply-segments-as-inventory-filters)
+
+[^6]: [Manage inventory record types](manage-inventory-record-types.qmd)
+
+[^7]: [Customize inventory layout](customize-inventory-layout.qmd#swap-between-views)
+
+[^8]: [Manage inventory fields](manage-inventory-fields.qmd#add-inventory-field-groups)
+
+[^9]: [Customize inventory layout](customize-inventory-layout.qmd#manage-custom-inventory-views)

site/guide/reporting/_create-a-visualization.qmd

@@ -26,6 +26,7 @@ a. Select a **Dataset**:
     - **Artifact^[[Working with artifacts](/guide/validation/working-with-artifacts.qmd)] - {Type}** — Logged artifacts scoped to only the specific artifact `{Type}`.^[[Manage artifact types](/guide/validation/manage-artifact-types.qmd)]
     - **Inventory Record - {Type}**^[[Working with the inventory](/guide/inventory/working-with-the-inventory.qmd)] — Logged records scoped to only the specific record `{Type}`.^[[Manage inventory record types](/guide/inventory/manage-inventory-record-types.qmd)]
     - **Inventory Record Stage Durations** — Data on the duration inventory records spend in each stage.^[[Manage record stages](/guide/workflows/manage-record-stages.qmd)]
+    - **Inventory Segments - {Segment}** — Inventory records matching a published segment.^[[Manage inventory segments](/guide/inventory/manage-inventory-segments.qmd)]
 
 a. Select the visualization configuration options to apply to the dataset.^[[Visualization configuration options](/guide/reporting/manage-custom-reports.qmd#visualization-configuration-options)]
 
@@ -49,6 +50,7 @@ a. Select a **Dataset**:
     - **[Artifact](/guide/validation/working-with-artifacts.qmd){target="_blank"} - {Type}** — Logged artifacts scoped to only the specific [artifact `{Type}`](/guide/validation/manage-artifact-types.qmd){target="_blank"}.
     - **[Inventory Record](/guide/inventory/working-with-the-inventory.qmd){target="_blank"} - {Type}** — Logged records scoped to only the specific [record `{Type}`](/guide/inventory/manage-inventory-record-types.qmd){target="_blank"}.
     - **Inventory Record Stage Durations** — Data on the duration inventory records spend in [each stage](/guide/workflows/manage-record-stages.qmd){target="_blank"}.
+    - **[Inventory Segments](/guide/inventory/manage-inventory-segments.qmd){target="_blank"} - {Segment}** — Inventory records matching a published segment.
 
 a. Select the [visualization configuration options](/guide/reporting/manage-custom-reports.qmd#visualization-configuration-options){target="_blank"} to apply to the dataset.