Organizing 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.
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 options. Both create the same kind of record type — choose the way you prefer to build it.
Chat with SoterAI (Recommended)
Opens a chat that runs the Create Record Type workflow. SoterAI first checks your existing record types and categories, then asks what you want to call the record type, what it is for, and which details you want to capture. You can answer in plain language or upload an existing form or template you already use.
SoterAI then designs the fields for you — including dropdowns, dates, locations, file uploads and repeating sections where they fit — and shows you a readable summary to approve. The record type is created only once you confirm.
Use the form builder
Opens the Create New Record Type - Custom form, where you define the name, icon, Short Description, AI Agent Instructions, category and form fields yourself, and can browse the full set of field types and options.
The form 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.
To leave the window without creating anything, close it with the ✕.
ℹ️ Note: If you want to start from a pre-built structure rather than from scratch, go to the Library tab and select + Use Template on 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 list icon button, which opens the record register, and a + New button
Viewing existing records
Select the list icon button 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
- Share or archive the record type from the kebab menu (⋮) next to + New record
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 organization |
| Get share link | Generates a share link for this record type. Anyone with the link can request access from within your organization. The link expires after a set period (default: 30 days); workspaces that have already accepted keep their access after expiry. |
| Archive | Permanently removes the record type from your workspace. A confirmation window appears before the action completes. Shown in red. This cannot be undone. |
Archiving a record type
Selecting Archive from the kebab menu opens a confirmation window titled Archive Record Type. The window shows the name of the record type and warns that it will no longer appear in active lists. Select Archive Record Type to confirm, or Cancel to go back.
Once archived, the record type disappears from My Records and from search, and its register can no longer be opened. It does not return to the Library, and there is no way to restore it.
Archiving a record type is permanent. An archived record type cannot be unarchived or restored, and you lose access to the records created from it. If the record type came from a template, you can create a new one from the same template in the Library — but it is a separate record type and starts empty; the archived type's records are not brought back.
Shared record types in My Records
If another workspace in your organization 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
- 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.
- The category a record type belongs to can be changed at any time via Edit in the kebab menu.
- Archiving a record type is permanent — it cannot be restored, and its records can no longer be accessed.
- The Custom Workflows record type card shows a lock icon (🔒) instead of a kebab menu. It is a system record type and cannot be edited, shared or archived — hover over the icon to see this explanation. You can still open its register and create records from it.
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