Finding and Using Record Type Templates
For an overview of the three-tab model and how the Library relates to My Records, see Records in SoterAI.
What the Library is
The Library has two purposes: it is a catalogue of pre-built record type templates, and it is where archived record types live until you are ready to use them again. Both types of entry use the same card layout and the same + Use Template action.
Note: A record type that is currently active in your workspace does not appear in the Library.
Opening the Library
- Select Records in the left-hand navigation.
- Select the Library tab.
- The Library opens on the EHS/Risk vertical by default.
Browsing by vertical
Verticals are the sub-tabs along the top of the Library. Each vertical groups templates that belong to the same domain.
| Vertical | What's inside |
|---|---|
| EHS/Risk | Environmental, health, safety and risk templates — emergency drills, hazard reports, incidents, job safety analyses, near misses, risk assessments, safety observations, toolbox talks, and more |
| Claims | Insurance and claims management templates — claims, claimants, medical records, reserve changes |
| Underwriting | Coming soon — underwriting record types are currently in development |
Within each vertical, templates are grouped by category. The EHS/Risk vertical includes at least two categories: Safety (emergency drills, hazard reports, incidents, job safety analyses, near misses, risk assessments, safety observations, toolbox talks) and Compliance (corrective action plans, permit to work, safety audits, training records). Each category section can be collapsed or expanded.
Searching the Library
Use the Search record types… bar at the top of the Records page to search across all verticals at once. The vertical sub-tabs collapse into a flat results list while you search.
Previewing a template's fields
Select the eye (👁) icon on any Library card to open the Template Fields popover. This lists every field in the template along with its field type (date, dropdown, number, textarea, file, and so on). Required fields are marked with an asterisk (*). Select anywhere outside the popover to close it.
Creating a record type from a template
Each Library card shows the template name, a short description, and the number of fields it includes.
- Find the template you want in the Library.
- Select + Use Template on its card.
- The creation page opens with the template name pre-filled as the record type name, the template icon pre-selected, and all template fields listed under Form Fields. A banner confirms which template you are using and reminds you that all fields are fully editable.
- Adjust the name, icon, category, AI Agent Instructions, or fields as needed. You can rename, remove, or add fields.
- Select Create Record Type. The new record type appears in My Records under its category.
ℹ️ Note: You can create more than one record type from the same template — for example, two separate Incidents types for different sites. Each is a fully independent copy.
Re-adding an archived record type
When you archive a record type from My Records, it returns to the Library. It appears in the same vertical and category it belonged to before archiving. To add it back to My Records, select + Use Template on its card — this opens the creation flow so you can review and adjust settings before saving.
ℹ️ Note: All records created from the archived type are preserved throughout. Re-adding the type to My Records does not delete or reset any existing records.
Things to know
- A record type that is currently active in My Records does not appear in the Library.
- Using a template creates a new record type in your workspace only — other workspaces are not affected.
- Archiving and re-adding a record type is fully reversible. Existing records are preserved at every step.
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