Records in SoterAI
Overview
The Records page is your central workspace for creating and managing records across all record types. It uses the same two-tab structure as the Workflows page — My Records and Library — giving you a focused view of the record types you use while letting you browse and add more whenever you need them. A third Sharing tab provides access to your organization's sharing activity.
| Tab | What it shows | What you can do |
|---|---|---|
| My Records | Record types currently active in your workspace, grouped by category | View existing records, create new records, edit or archive a record type |
| Library | Pre-built record type templates, organized by vertical and category | Preview template fields, create a record type from a template |
| Sharing | Incoming share requests, record types shared with you, record types shared by you, and active share links | Accept incoming shares, manage share links |
Getting to Records
Select Records in the left-hand navigation. The page opens on the My Records tab by default.
Use the Search record types… bar at the top of the page to find a record type across both 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.
Creating a record type
Select + New Record Type in the top-right corner of the Records page. A Create a record type window opens with two ways to build it — both create the same kind of record type:
| Option | What happens |
|---|---|
| Chat with SoterAI (Recommended) | Opens a chat where you describe what you need to track. SoterAI asks a few questions, designs the fields and form with you, shows you a summary to approve, and creates the record type once you confirm. |
| Use the form builder | Opens the Create New Record Type - Custom form, where you pick every field yourself and can browse the full set of field types and options. |
Close the window to return to the Records page without creating anything. To start from a pre-built structure instead, open the Library tab and select + Use Template on a template. For step-by-step detail, see Setting Up and Managing Your Record Types.
My Records tab
My Records shows every record type that is active in your workspace. Record types are grouped under category headings — for example, Safety or Custom Record Types — so related types appear together. Each category section can be collapsed or expanded using the chevron next to its heading.
What each card shows
- The record type icon and name
- A short description
- The number of records created so far
- A kebab menu (⋮) in the top-right corner
- A list icon button, which opens the record register, and a + New button
Key actions on My Records cards
| Action | How to access | What it does |
|---|---|---|
| Open the record register | List icon button on the card | Opens the record register — the full list of records created for that record type |
| + New | New button on card | Starts the creation of a new record for that record type |
| Edit | Kebab menu (⋮) | Opens the record type editor to change its name, icon, category, fields, or AI Agent Instructions |
| Share with a workspace | Kebab menu (⋮) | Opens the workspace picker to share this record type directly with another workspace in your organization |
| Get share link | Kebab menu (⋮) | Generates a share link — anyone with the link can request access to this record type from within your organization. The link expires after a configurable period (default: 30 days); workspaces that have already accepted keep their access after expiry. |
| Archive | Kebab menu (⋮) — shown in red | Permanently removes the record type from your workspace. A confirmation step is required. This cannot be undone. |
Archiving a record type is permanent. An archived record type cannot be unarchived or restored, and its records can no longer be opened. If it came from a template, you can create a new record type from the same template — but that is a separate, empty record type.
Library tab
The Library is a catalog of pre-built record type templates you can use as a starting point.
Templates are organized by vertical, shown as a tab under Library. The Library currently has one vertical, EHS/Risk. Within it, templates are grouped into categories, and each category can be collapsed or expanded using the chevron next to its heading.
Each Library card shows the template icon and name, a short description, and the number of fields the template includes. Select the eye (👁) icon to open a Template Fields preview, which lists every field in order with its field type and marks required fields with an asterisk (*). Select + Use Template to open the creation form with the template's name, icon and fields pre-filled — all fields remain fully editable.
EHS/Risk templates
| 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 |
Sharing tab
The Sharing tab consolidates your organization's record type sharing activity in one place.
| Section | What it shows |
|---|---|
| Inbox | Incoming share requests from other workspaces in your organization |
| Shared with you | Record types that other workspaces have shared with yours |
| Shared by you | Record types your workspace has shared with others |
| Active share links | Share links you have generated, with their expiry status |
For a full guide to sharing, see Sharing Record Types.
Things to know
- Using a template does not remove it from the Library — the template card stays in the Library after you create a record type from it.
- Archiving a record type is permanent. It cannot be restored, and its records can no longer be opened.
- Record types shared with your workspace from another workspace are read-only — you cannot archive them. Clone them first to get an editable copy.
- The Custom Workflows card shows a lock icon (🔒) instead of a kebab menu. It is a system record type and cannot be edited, shared or archived.
- The Records page is gated by a feature flag. If you do not see the tab layout, the feature may not be enabled for your workspace yet.
- Some pre-built workflows can pull existing records directly from Records Management. For example, the OSHA Injury Recordability workflow can reference an existing incident record rather than requiring you to re-enter the details.
In this section
- Finding and using record type templates — how to browse the Library, preview template fields, and create a record type from a template
- Organizing your My Records tab — category groups, creating a record type, and managing your active record types
- Working with records in SoterAI — the record register, record statuses, the record detail page, and per-record actions
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