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 is a catalog of pre-built record type templates. Each template gives you a ready-made set of fields you can use as a starting point for a new record type.
Templates stay in the Library after you use them. For example, if Hazard Reports is already in My Records, the Hazard Reports template card is still shown 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.
Browsing templates
Templates are organized by vertical, shown as a tab under Library. The Library currently has one vertical, EHS/Risk, with 16 templates grouped into four categories:
| Category | Templates |
|---|---|
| Safety | Emergency Drills, Hazard Reports, Incidents, Job Safety Analyses, Near Misses, Risk Assessments, Safety Observations, Toolbox Talks |
| Compliance | Corrective Action Plans, Permit to Work, Safety Audits, Training Records |
| Environmental | Environmental Spills, Waste Management |
| Operational | Equipment Inspections, Vehicle Inspections |
Each category section can be collapsed or expanded using the chevron next to its heading.
Searching the Library
Use the Search record types… bar at the top of the Records page to search My Records and the Library at once. While you type, the tabs are replaced by your results, grouped into Record Types (types already in your workspace) and Templates (from the Library). Clear the search to return to the tabs.
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 in order, 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 icon and 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 Create New Record Type 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, Short Description, 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.
If none of the templates fits, select + New Record Type in the top-right corner of the Records page to build one with SoterAI or with the form builder. See Organizing your My Records tab.
Templates and archived record types
Archiving a record type from My Records is permanent. The archived type does not return to the Library and cannot be restored.
If the archived type was created from a template, that template is still in the Library, and you can use it again to create a new record type. The new type is separate from the one you archived: it starts with no records, and the archived type's records are not brought back.
Things to know
- Templates stay in the Library after you use them, so the same template can appear in the Library while a record type created from it is active in My Records.
- Using a template creates a new record type in your workspace only — other workspaces are not affected.
- Archiving a record type is permanent. Using its template again creates a new, separate record type.
Was this article helpful?