Records in SoterAI
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 organisation'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, build custom record types, edit or archive a record type |
| Library | Pre-built record type templates, organised by vertical; also shows record types you have archived | Preview template fields, create a record type from a template, re-use an archived record type |
| Sharing | Incoming share requests, record types shared with you, record types shared by you, and active share links | Accept incoming shares, manage share links |
ℹ️ The Records page replaces the previous Records Management dropdown in the left-hand navigation. Your existing record types and all records created from them are preserved — nothing is deleted. See The Records page migration for details.
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 specific record type across both My Records and the Library at once.
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.
At the top of My Records sits the Record Builder section, which always contains the Create Record Type tile. This tile is always available and cannot be removed.
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 View button and a + New button
Key actions on My Records cards
| Action | How to access | What it does |
|---|---|---|
| View | View button on 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 organisation |
| Get share link | Kebab menu (⋮) | Generates a share link — anyone with the link can request access to this record type from within your organisation. 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 | Removes the record type from My Records and returns it to the Library. A confirmation step is required. Existing records are preserved. |
| Create Record Type | Record Builder tile | Opens the custom record type builder — start from a blank type with your own fields |
ℹ️ Archiving is reversible — archived record types return to the Library and can be re-added to My Records at any time using + Use Template. All records created from the type are preserved.
Library tab
The Library is a catalogue of pre-built record type templates, organised by vertical. It also contains any record types you have previously archived — they appear alongside the built-in templates and can be re-added to My Records at any time.
Browse by vertical using the tabs along the top. Within each vertical, templates are grouped by category — for example, Safety or Compliance.
Each Library card shows the template name, a short description, and the number of fields the template includes. To preview the full field list before committing, select the eye (👁) icon — a popover lists each field with its type. Select + Use Template to create a record type from that template.
Library verticals
| Vertical | What's included |
|---|---|
| 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 |
Sharing tab
The Sharing tab consolidates your organisation's record type sharing activity in one place.
| Section | What it shows |
|---|---|
| Inbox | Incoming share requests from other workspaces in your organisation |
| 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
- A record type appears in either My Records or the Library — never in both at the same time.
- Archiving a record type moves it from My Records back to the Library. All its records are preserved and it can be re-added at any time.
- 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 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
- Organising your My Records tab — category groups, the Record Builder section, and managing your active record types
- Working with records in SoterAI — the record register, record statuses, the record detail page, and per-record actions
- The Records page migration — what changed from the previous Records Management experience and what stayed the same
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