[SC-16747] Document Record Intake experience

[jamadriz]

What and why?

Document the Record Intake experience introduced by frontend#2663 (SC-16747) and backend#3304 (SC-16745).

Before: Guides covered inventory record types, workflow step types, archive, and activity, but not the intake holding type, Inventory Record Type Change, reject-intake, or Intake lifecycle activity.

After:

• New Record Intake guide for flag-on-create → register → classify/convert → admin change-type / reject → activity
• Orgs choose the intake inventory record type name (no forced "Intake" type or Enable Intake button); only one type can be flagged for intake
• Inventory Record Type Change added to workflow step types (+ conditional requirements), available when the workflow is scoped to the intake-flagged type
• Cross-links from inventory record types, register, archive, activity, FAQ, and sidebar

How to test

skills/validmind-docs-coverage/scripts/render-pages.sh \
  guide/inventory/record-intake.qmd \
  guide/inventory/manage-inventory-record-types.qmd \
  guide/workflows/workflow-step-types.qmd \
  guide/workflows/conditional-step-requirements.qmd \
  guide/reporting/view-record-activity.qmd \
  guide/inventory/archive-delete-records.qmd \
  guide/inventory/register-records-in-inventory.qmd \
  guide/inventory/setting-up-the-inventory.qmd \
  guide/inventory/working-with-the-inventory.qmd \
  faq/faq-inventory.qmd \
  training/administrator-fundamentals/using-validmind-for-risk-management.qmd \
  training/administrator-fundamentals/organizational-oversight-reporting.qmd

What needs special review?

• Updated to match the latest FE flow: create-time This Inventory Record Type will be used for intake checkbox (no Enable Intake CTA; no reserved intake slug).
• Feature ships dark behind launchdarklyRolloutRecordIntake; customer docs say Intake appears when available for the organization (no LD key exposure).
• Did not rewrite the conceptual AI-governance training “intake workflows” module — that content is a governance pattern, not this holding-type feature.
• Backend post-conversion record-type-changed workflow trigger is documented as best-effort only.

Dependencies, breaking changes, and deployment notes

• Depends on product behavior from:
  • https://github.com/validmind/frontend/pull/2663
  • https://github.com/validmind/backend/pull/3304
• Epic: https://app.shortcut.com/validmind/epic/16538
• No breaking documentation changes.

Release notes

Adds documentation for Record Intake: flag an inventory record type for intake when creating it, classify submissions with an Inventory Record Type Change workflow step (in-place conversion), change or reject intake as an admin, and review the Intake lifecycle in record activity. Learn more ...

Checklist

• What and why
• Screenshots or videos (Frontend)
• How to test
• What needs special review
• Dependencies, breaking changes, and deployment notes
• Labels applied
• PR linked to Shortcut
• Unit tests added (Backend)
• Tested locally
• Documentation updated (if required)
• Environment variable additions/changes documented (if required)

Made with Cursor

[CLAassistant]

All committers have signed the CLA.

[cachafla]

Suggested language:

Use Record Intake when non-expert submitters need a simple way to register a new entry, and authorized users later classify it into the correct inventory record type (for example Agent, Model, or Tool).

[jamadriz]

Updated docs to match the latest Record Intake FE flow (frontend#2663):

• Replaced Enable Intake seeding with create-time This Inventory Record Type will be used for intake.
• Orgs choose the holding type name/slug; only one intake type; delete + recreate to reassign
• Special stages called out; doc/artifact types N/A for intake
• Workflow Inventory Record Type Change gated on the intake-flagged type (not a fixed intake slug)
• Applied @cachafla’s suggested intro wording on the Record Intake guide

[cachafla]

This section is inaccurate after the latest frontend changes:

[jamadriz]

This section is inaccurate after the latest frontend changes:

preview was outdated

[jamadriz]

@cachafla Thanks — that screenshot was from a stale PR preview build.

The source was already updated in 3a6f973 (and follow-ups): Enable Intake was replaced with create-time This Inventory Record Type will be used for intake. The validate/deploy job had been cancelled mid-rebuild when we pushed again, so the preview still showed the old section.

Preview is refreshed now:

• Record Intake — Flag an inventory record type for intake
• Manage inventory record types — Flag a type for Record Intake

[github-actions]

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