Organising your My Records tab
For an overview of the three-tab model and how My Records relates to the Library, see Records in SoterAI.
What My Records shows
My Records is the default tab on the Records page. It shows every record type that is currently active in your workspace, grouped by category. Categories you may see include Safety, Custom Record Types, Custom Workflows, and others depending on which record types are enabled. Each category section can be collapsed or expanded using the chevron next to its heading.
The Record Builder section
At the very top of My Records sits the Record Builder section. It contains a single tile — Create Record Type — which is always visible and cannot be removed.
The tile subtitle reads: Start from a blank, custom record type. Select it to open the custom record type builder, where you define the name, icon, category, Short Description, AI Agent Instructions, and form fields from scratch.
The creation page includes a Category field (default: Custom Record Types) that controls which section the new record type appears under in My Records. You can change this at any time by editing the record type.
ℹ️ Note: If you want to start from a pre-built structure rather than from scratch, go to the Library tab and pick a template.
Record type cards
Each enabled record type appears as a card showing:
- The record type icon and name
- A Short Description, if one has been added (optional — set during creation or via Edit)
- The number of records created for that type so far
- A kebab menu (⋮) in the top-right corner
- A View button and a + New button
Viewing existing records
Select View on any record type card to open its record register. The register lists every record created for that type, with columns including ID and fields specific to the record type (for example, Severity, Created By, Date Created, Last Modified).
From the register you can:
- Search records using the search bar
- Adjust visible columns using the Columns control
- Import records from a file using the Import button
- Create a new record using the + New record button
- Edit the record type using the Edit button
Creating a new record
Select + New on a record type card, or select + New record from within the record register, to start creating a record for that type.
Card kebab menu actions
Select the kebab menu (⋮) on any record type card to access the following actions:
| Action | What it does |
|---|---|
| Edit | Opens the record type editor — change the name, icon, category, Short Description, AI Agent Instructions, or form fields. After saving, you are returned to My Records. |
| Share with a workspace | Opens a workspace picker so you can share this record type directly with another workspace in your organisation |
| Get share link | Generates a share link for this record type. Anyone with the link can request access from within your organisation. The link expires after a set period (default: 30 days); workspaces that have already accepted keep their access after expiry. |
| Archive | Removes the record type from My Records and returns it to the Library. A confirmation modal appears before the action completes. Shown in red. All records are preserved. |
Archiving a record type
Selecting Archive from the kebab menu opens a confirmation modal titled Archive Record Type. The modal shows the name of the record type and warns that it will no longer appear in active lists, while confirming that all associated records will be preserved. Select Archive Record Type to confirm, or Cancel to go back.
Once archived, the record type moves to the Library, where it can be re-added to My Records at any time using + Use Template.
ℹ️ Note: Archiving is fully reversible. All records created from the type are preserved throughout, and re-adding the type from the Library does not reset or delete any existing records.
Shared record types in My Records
If another workspace in your organisation has shared a record type with you, it appears in My Records in its category group. Shared record types are read-only — you can view and create records from them, but you cannot edit the record type's fields. The Archive action is not available for shared-in record types.
To get your own editable copy, clone it. See Cloning vs Linking for details.
Things to know
- A record type appears in either My Records or the Library — never in both at the same time.
- The category a record type belongs to can be changed at any time via Edit in the kebab menu.
- Archiving returns a record type to the Library — it is reversible and preserves all existing records.
- The Custom Workflows record type card shows a lock icon (🔒). This is not a permission issue — custom workflows cannot be applied to this record type by design. Hover over the icon to see an explanation.
Was this article helpful?