[SC-16747] Document Record Intake experience

site/faq/faq-inventory.qmd

@@ -27,6 +27,10 @@ categories: ["inventory", "record registration", "inventory customization", "rec
 
 By default, the [{{< fa code >}} Developer]{.bubble} role[^2] has sufficient permissions to register records.
 
+## Can submitters register records before the final inventory type is known?
+
+Yes. When Record Intake is enabled, the **Intake** holding inventory record type lets submitters register a record first; a classification workflow (or an admin) then converts it in place to the correct type, or rejects and archives it.^[[Record Intake](/guide/inventory/record-intake.qmd)]
+
 ## Are registration questionnaires customizable?
 
 - Yes, along with default fields provided by {{< var vm.product >}} as part of your basic record (model) information, you can add additional record information and make these custom fields required when creating records.[^3]

site/guide/_sidebar.yaml

@@ -87,6 +87,7 @@ website:
               contents:
                 - guide/inventory/manage-inventory-record-types.qmd
                 - guide/inventory/manage-inventory-fields.qmd
+                - guide/inventory/record-intake.qmd
             - text: "Working with the inventory"
               file: guide/inventory/working-with-the-inventory.qmd
               contents:

site/guide/inventory/archive-delete-records.qmd

@@ -66,6 +66,8 @@ c. Click **Yes, Archive Record** to confirm archival of that record.
 
 Archived records can be reactivated to make them available for use again in the inventory.
 
+For **Intake** records, admins can also use **Reject intake** on the record overview to archive the submission with a required reason without converting it to another inventory record type.^[[Record Intake](record-intake.qmd#reject-intake)]
+
 #### Activate records
 
 a. Select any stage other than Archived from the **{Record} Stage** drop-down menu where `{Record}` is the type of record.

site/guide/inventory/manage-inventory-record-types.qmd

@@ -27,6 +27,20 @@ date: last-modified
 
 {{< include /guide/inventory/_add-edit-record-types.qmd >}}
 
+## Enable Intake
+
+If Record Intake is available for your organization, you can seed the opt-in **Intake** holding inventory record type from this page:
+
+1. In the left sidebar, click **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
+
+3. Click **Enable Intake**.
+
+Intake becomes available for registration and classification workflows. The Intake slug is reserved and cannot be changed.
+
+**Learn more:** [Record Intake](record-intake.qmd)
+
 ## Enable or disable record types
 
 {{< include /guide/inventory/_enable-disable-record-types.qmd >}}

site/guide/inventory/record-intake.qmd

@@ -0,0 +1,132 @@
+---
+# 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: "Record Intake"
+description: "Enable the Intake holding type, classify submissions with workflows, convert records in place, and reject intake when needed."
+date: last-modified
+---
+
+Use **Record Intake** when non-expert submitters need a simple path to register a new system, and specialists later classify it into the correct inventory record type (for example Agent, Model, or Tool).
+
+Intake is an opt-in holding inventory record type. Records keep the same identifier when they convert, so activity history continues on the converted record.
+
+::: {.callout}
+## Availability
+
+Record Intake appears in {{< var vm.product >}} only when it is available for your organization. If you do not see **Enable Intake** under Inventory Record Types, contact {{< var vm.product >}} Support.
+:::
+
+::: {.attn}
+
+## Prerequisites
+
+- [x] {{< var link.login >}}
+- [x] You are a [{{< fa hand >}} Customer Admin]{.bubble} or assigned another role with sufficient permissions to perform the tasks in this guide.[^1]
+
+:::
+
+## Enable Intake
+
+1. In the left sidebar, click **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
+
+3. Click **Enable Intake**.
+
+    {{< var vm.product >}} seeds the **Intake** inventory record type (including its governed **Awaiting Classification** stage) and makes it available for registration.
+
+4. Confirm that **Intake** appears in the list of inventory record types and is not disabled.^[[Enable or disable record types](manage-inventory-record-types.qmd#enable-or-disable-record-types)]
+
+::: {.callout}
+## Intake slug is reserved
+
+The Intake URL slug (`intake`) is reserved and cannot be changed when you edit the Intake record type.
+:::
+
+## Register Intake records
+
+1. In the left sidebar, click **{{< fa cubes >}} Inventory**.
+
+2. Select **Intake Inventory** (or the Intake view in the inventory record type selector).
+
+    When Intake is enabled and you have not yet chosen an inventory view, {{< var vm.product >}} can open the **Intake** view on first visit so submitters land in the right place.
+
+3. Click **Register {Record}** where `{Record}` is Intake, and complete the registration fields configured for Intake.^[[Register records in the inventory](register-records-in-inventory.qmd)]
+
+Submitting an Intake record is recorded in record activity as an intake submission.^[[View record activity](/guide/reporting/view-record-activity.qmd)]
+
+::: {.callout}
+## Documents and artifacts after conversion
+
+While a record is still Intake, 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 the **Intake** inventory record type:^[[Configure workflows](/guide/workflows/configure-workflows.qmd)]
+
+1. Collect the information reviewers need (for example with **{{< fa arrow-pointer >}} User Action**, **{{< fa maximize >}} Condition Branch**, and **{{< fa users >}} Approval** steps).^[[Workflow step types](/guide/workflows/workflow-step-types.qmd)]
+
+2. Finish the path with an **{{< fa layer-group >}} Inventory Record Type Change** step that converts the record in place to the target type.
+
+    - The step is available in the workflow builder for **Intake** workflows.
+    - Choose a fixed target type, or resolve the target from a field value at runtime.
+    - Set **Classification Method** to **Automated routing** or **Manual review** so record activity records how the type was assigned.
+    - Target options exclude Intake and disabled inventory record types.
+
+3. Publish the workflow.^[[Configure workflows](/guide/workflows/configure-workflows.qmd#publish-workflow)]
+
+After conversion, {{< var vm.product >}} can start matching workflows on the target inventory record type that listen for a record-type-changed trigger (best effort). 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**. Intake 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 reserved **Archived** stage without converting it. The record remains available under the archived filter, and the reason is preserved in activity.^[[Archive and delete records](archive-delete-records.qmd)]
+
+## Track Intake activity
+
+On the record **{{< fa wifi >}} Activity** page, Intake lifecycle events can include:^[[View record activity](/guide/reporting/view-record-activity.qmd)]
+
+- 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
+
+- [Manage inventory record types](manage-inventory-record-types.qmd)
+- [Workflow step types](/guide/workflows/workflow-step-types.qmd#inventory-record-type-change)
+- [Configure workflows](/guide/workflows/configure-workflows.qmd)
+- [View record activity](/guide/reporting/view-record-activity.qmd)
+
+
+<!-- FOOTNOTES -->
+
+[^1]: [Manage permissions](/guide/configuration/manage-permissions.qmd)

site/guide/inventory/register-records-in-inventory.qmd

@@ -12,6 +12,8 @@ tbl-cap-location: bottom
 
 Register records with {{< var vm.product >}} as the first step towards streamlining your organization's risk management oversight.
 
+When Record Intake is enabled for your organization, submitters can also register records under the **Intake** holding type for later classification.^[[Record Intake](record-intake.qmd#register-intake-records)]
+
 ::: {.attn}
 
 ## Prerequisites

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

@@ -14,6 +14,7 @@ listing:
     contents:
       - manage-inventory-record-types.qmd
       - manage-inventory-fields.qmd
+      - record-intake.qmd
 ---
 
 Set up the {{< var validmind.platform >}} to support your organization's requirements by customizing what record types and associated fields are available in the inventory.

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

@@ -13,6 +13,7 @@ listing:
     fields: [title, description]
     contents:
       - register-records-in-inventory.qmd
+      - record-intake.qmd
       - customize-inventory-layout.qmd
       - edit-inventory-fields.qmd
       - customize-record-overview-page.qmd

site/guide/reporting/_view-record-activity-overview.qmd

@@ -12,4 +12,5 @@ The record **{{< fa wifi >}} Activity** page shows a history of activities for t
 - User comment creation and replies on documents
 - Stakeholders added or removed
 - Workflow activity
+- Record Intake lifecycle events when Intake is enabled — submitted for intake, classified or reclassified (including automated routing, manual review, or admin changes), and rejected and archived^[[Record Intake](/guide/inventory/record-intake.qmd#track-intake-activity)]
 

site/guide/workflows/_conditional-requirements.qmd

@@ -8,6 +8,15 @@ Conditional requirements are required or optional for the following step types:^
 ### {{< fa cube >}} Inventory Record Stage Change [optional]{.smallercaps .pink}
 <span id="record-stage-change">
 
+1. Under **When These Conditions Are Met**, set your `AND` and `OR` conditions.
+2. Add a single independent rule or a linked condition group. These rules and groups can be nested if desired:
+
+    - Click **{{< fa plus >}} Add Rule** to add an independent rule.
+    - Click **{{< fa plus-minus >}} Add Group** to add a linked group of rules that all must be true to qualify.
+
+### {{< fa layer-group >}} Inventory Record Type Change [optional]{.smallercaps .pink}
+<span id="inventory-record-type-change">
+
 1. Under **When These Conditions Are Met**, set your `AND` and `OR` conditions.
 2. Add a single independent rule or a linked condition group. These rules and groups can be nested if desired:
 
@@ -179,6 +188,8 @@ Configure conditional requirements for the following step types:
 
 - {{< fa cube >}} Inventory Record Stage Change **[optional]{.smallercaps}**
 
+- {{< fa layer-group >}} Inventory Record Type Change **[optional]{.smallercaps}**
+
 - {{< fa tag >}} Artifact Status Change **[optional]{.smallercaps}**
 
 - {{< fa arrow-pointer >}} User Action **[optional]{.smallercaps}**

site/guide/workflows/_workflow-step-types.qmd

@@ -16,6 +16,20 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 | **Set Inventory Record Stage To** | Select the record stage to transition to. |
 : **{{< fa cube >}} Inventory Record Stage Change** step configuration {.hover tbl-colwidths="[40,60]"}
 
+### {{< fa layer-group >}} Inventory Record Type Change
+<span id="inventory-record-type-change">
+
+- Converts a record to a different inventory record type in place (same record identifier; activity history continues).^[[Record Intake](/guide/inventory/record-intake.qmd)]
+- Available when configuring workflows for the **Intake** inventory record type.
+- Target options exclude Intake and disabled inventory record types.
+
+| Field | Description |
+|---:|---|
+| **When These Conditions Are Met** (optional) | Add conditional requirements to qualify for this step.^[[Conditional step requirements](/guide/workflows/conditional-step-requirements.qmd#inventory-record-type-change)] |
+| **Target Inventory Record Type** | Choose **A fixed type**, or **From a field value** so the target is read from a record field at runtime (the field value should be a record-type slug such as `agent`, or the type id). |
+| **Classification Method** | Select **Automated routing** or **Manual review**. Recorded in record activity as how the inventory record type was assigned. |
+: **{{< fa layer-group >}} Inventory Record Type Change** step configuration {.hover tbl-colwidths="[40,60]"}
+
 ### {{< fa tag >}} Artifact Status Change
 <span id="artifact-status-change">
 
@@ -261,6 +275,10 @@ Sends a HTTP request with optional additional conditions.^[[Conditional step req
 
 Transitions a record into another stage.
 
+#### {{< fa layer-group >}} Inventory Record Type Change
+
+Converts a record to a different inventory record type in place (for example Intake → Agent).
+
 #### {{< fa tag >}} Artifact Status Change
 
 Transitions an artifact into another status.