[SC-16747] Document Record Intake experience

[jamadriz]

What and why?

Document the Record Intake experience introduced by frontend#2663 (SC-16747) and backend#3304 (SC-16745).

Before: Guides covered inventory record types, workflow step types, archive, and activity, but not the Intake holding type, Enable Intake, Inventory Record Type Change, reject-intake, or Intake lifecycle activity.

After:

• New Record Intake guide for enable → register → classify/convert → admin change-type / reject → activity
• Inventory Record Type Change added to workflow step types (+ conditional requirements)
• Cross-links from inventory record types, register, archive, activity, FAQ, sidebar, and chatbot product map

How to test

skills/validmind-docs-coverage/scripts/render-pages.sh \
  guide/inventory/record-intake.qmd \
  guide/inventory/manage-inventory-record-types.qmd \
  guide/workflows/workflow-step-types.qmd \
  guide/workflows/conditional-step-requirements.qmd \
  guide/reporting/view-record-activity.qmd \
  guide/inventory/archive-delete-records.qmd \
  guide/inventory/register-records-in-inventory.qmd \
  guide/inventory/setting-up-the-inventory.qmd \
  guide/inventory/working-with-the-inventory.qmd \
  faq/faq-inventory.qmd \
  training/administrator-fundamentals/using-validmind-for-risk-management.qmd \
  training/administrator-fundamentals/organizational-oversight-reporting.qmd

Locally rendered successfully (only pre-existing validmind/validmind.qmd / listing-description warnings). Hosted preview links will be added after this draft is marked ready for review and validate passes.

What needs special review?

• Drafted against current open FE/BE PR behavior (not yet merged). FE#2663 is currently CONFLICTING with main; copy may need a pass if UI labels or flows change before merge.
• Feature ships dark behind launchdarklyRolloutRecordIntake; customer docs say Intake appears when available for the organization (no LD key exposure).
• Did not rewrite the conceptual AI-governance training “intake workflows” module — that content is a governance pattern, not this holding-type feature.
• Backend post-conversion record-type-changed workflow trigger is documented as best-effort only.

Dependencies, breaking changes, and deployment notes

• Depends on product behavior from:
  • https://github.com/validmind/frontend/pull/2663
  • https://github.com/validmind/backend/pull/3304
• Epic: https://app.shortcut.com/validmind/epic/16538
• No breaking documentation changes.

Release notes

Adds documentation for Record Intake: enable the Intake holding inventory record type, classify submissions with an Inventory Record Type Change workflow step (in-place conversion), change or reject intake as an admin, and review the Intake lifecycle in record activity. Learn more ...

Checklist

• What and why
• Screenshots or videos (Frontend)
• How to test
• What needs special review
• Dependencies, breaking changes, and deployment notes
• Labels applied
• PR linked to Shortcut
• Unit tests added (Backend)
• Tested locally
• Documentation updated (if required)
• Environment variable additions/changes documented (if required)

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