From 423f5a528bef5dbba9e84ec98cc540763cb2c94d Mon Sep 17 00:00:00 2001
From: Jose Antonio Madriz <jamadriz@gmail.com>
Date: Mon, 27 Jul 2026 13:13:17 -0400
Subject: [PATCH 1/5] [SC-16747] Document Record Intake experience

Cover Enable Intake, the Inventory Record Type Change workflow step,
in-place classification, admin change-type/reject, and Intake activity
against the frontend and backend Record Intake PRs.

Co-authored-by: Cursor <cursoragent@cursor.com>
---
 site/faq/faq-inventory.qmd                    |   4 +
 site/guide/_sidebar.yaml                      |   1 +
 .../inventory/archive-delete-records.qmd      |   2 +
 .../manage-inventory-record-types.qmd         |  14 ++
 site/guide/inventory/record-intake.qmd        | 132 ++++++++++++++++++
 .../register-records-in-inventory.qmd         |   2 +
 .../inventory/setting-up-the-inventory.qmd    |   1 +
 .../inventory/working-with-the-inventory.qmd  |   1 +
 .../_view-record-activity-overview.qmd        |   1 +
 .../workflows/_conditional-requirements.qmd   |  11 ++
 site/guide/workflows/_workflow-step-types.qmd |  18 +++
 site/llm/chatbot-product-map.md               |  16 +++
 12 files changed, 203 insertions(+)
 create mode 100644 site/guide/inventory/record-intake.qmd

diff --git a/site/faq/faq-inventory.qmd b/site/faq/faq-inventory.qmd
index cbe623d9dd..5ab9888aa9 100644
--- a/site/faq/faq-inventory.qmd
+++ b/site/faq/faq-inventory.qmd
@@ -27,6 +27,10 @@ categories: ["inventory", "record registration", "inventory customization", "rec
 
 By default, the [{{< fa code >}} Developer]{.bubble} role[^2] has sufficient permissions to register records.
 
+## Can submitters register records before the final inventory type is known?
+
+Yes. When Record Intake is enabled, the **Intake** holding inventory record type lets submitters register a record first; a classification workflow (or an admin) then converts it in place to the correct type, or rejects and archives it.^[[Record Intake](/guide/inventory/record-intake.qmd)]
+
 ## Are registration questionnaires customizable?
 
 - Yes, along with default fields provided by {{< var vm.product >}} as part of your basic record (model) information, you can add additional record information and make these custom fields required when creating records.[^3]
diff --git a/site/guide/_sidebar.yaml b/site/guide/_sidebar.yaml
index 62b615481b..98a9483bd2 100644
--- a/site/guide/_sidebar.yaml
+++ b/site/guide/_sidebar.yaml
@@ -87,6 +87,7 @@ website:
               contents:
                 - guide/inventory/manage-inventory-record-types.qmd
                 - guide/inventory/manage-inventory-fields.qmd
+                - guide/inventory/record-intake.qmd
             - text: "Working with the inventory"
               file: guide/inventory/working-with-the-inventory.qmd
               contents:
diff --git a/site/guide/inventory/archive-delete-records.qmd b/site/guide/inventory/archive-delete-records.qmd
index 93d98b8254..30c3dd2f0b 100644
--- a/site/guide/inventory/archive-delete-records.qmd
+++ b/site/guide/inventory/archive-delete-records.qmd
@@ -66,6 +66,8 @@ c. Click **Yes, Archive Record** to confirm archival of that record.
 
 Archived records can be reactivated to make them available for use again in the inventory.
 
+For **Intake** records, admins can also use **Reject intake** on the record overview to archive the submission with a required reason without converting it to another inventory record type.^[[Record Intake](record-intake.qmd#reject-intake)]
+
 #### Activate records
 
 a. Select any stage other than Archived from the **{Record} Stage** drop-down menu where `{Record}` is the type of record.
diff --git a/site/guide/inventory/manage-inventory-record-types.qmd b/site/guide/inventory/manage-inventory-record-types.qmd
index e1f44f8017..790fd4e036 100644
--- a/site/guide/inventory/manage-inventory-record-types.qmd
+++ b/site/guide/inventory/manage-inventory-record-types.qmd
@@ -27,6 +27,20 @@ date: last-modified
 
 {{< include /guide/inventory/_add-edit-record-types.qmd >}}
 
+## Enable Intake
+
+If Record Intake is available for your organization, you can seed the opt-in **Intake** holding inventory record type from this page:
+
+1. In the left sidebar, click **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
+
+3. Click **Enable Intake**.
+
+Intake becomes available for registration and classification workflows. The Intake slug is reserved and cannot be changed.
+
+**Learn more:** [Record Intake](record-intake.qmd)
+
 ## Enable or disable record types
 
 {{< include /guide/inventory/_enable-disable-record-types.qmd >}}
diff --git a/site/guide/inventory/record-intake.qmd b/site/guide/inventory/record-intake.qmd
new file mode 100644
index 0000000000..62eec3d122
--- /dev/null
+++ b/site/guide/inventory/record-intake.qmd
@@ -0,0 +1,132 @@
+---
+# Copyright © 2023-2026 ValidMind Inc. All rights reserved.
+# Refer to the LICENSE file in the root of this repository for details.
+# SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial
+title: "Record Intake"
+description: "Enable the Intake holding type, classify submissions with workflows, convert records in place, and reject intake when needed."
+date: last-modified
+---
+
+Use **Record Intake** when non-expert submitters need a simple path to register a new system, and specialists later classify it into the correct inventory record type (for example Agent, Model, or Tool).
+
+Intake is an opt-in holding inventory record type. Records keep the same identifier when they convert, so activity history continues on the converted record.
+
+::: {.callout}
+## Availability
+
+Record Intake appears in {{< var vm.product >}} only when it is available for your organization. If you do not see **Enable Intake** under Inventory Record Types, contact {{< var vm.product >}} Support.
+:::
+
+::: {.attn}
+
+## Prerequisites
+
+- [x] {{< var link.login >}}
+- [x] You are a [{{< fa hand >}} Customer Admin]{.bubble} or assigned another role with sufficient permissions to perform the tasks in this guide.[^1]
+
+:::
+
+## Enable Intake
+
+1. In the left sidebar, click **{{< fa gear >}} Settings**.
+
+2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
+
+3. Click **Enable Intake**.
+
+    {{< var vm.product >}} seeds the **Intake** inventory record type (including its governed **Awaiting Classification** stage) and makes it available for registration.
+
+4. Confirm that **Intake** appears in the list of inventory record types and is not disabled.^[[Enable or disable record types](manage-inventory-record-types.qmd#enable-or-disable-record-types)]
+
+::: {.callout}
+## Intake slug is reserved
+
+The Intake URL slug (`intake`) is reserved and cannot be changed when you edit the Intake record type.
+:::
+
+## Register Intake records
+
+1. In the left sidebar, click **{{< fa cubes >}} Inventory**.
+
+2. Select **Intake Inventory** (or the Intake view in the inventory record type selector).
+
+    When Intake is enabled and you have not yet chosen an inventory view, {{< var vm.product >}} can open the **Intake** view on first visit so submitters land in the right place.
+
+3. Click **Register {Record}** where `{Record}` is Intake, and complete the registration fields configured for Intake.^[[Register records in the inventory](register-records-in-inventory.qmd)]
+
+Submitting an Intake record is recorded in record activity as an intake submission.^[[View record activity](/guide/reporting/view-record-activity.qmd)]
+
+::: {.callout}
+## Documents and artifacts after conversion
+
+While a record is still Intake, document and artifact navigation for that record is hidden. Those surfaces become available after the record converts to its real inventory record type.
+:::
+
+## Configure an Intake classification workflow
+
+Classify Intake records with a workflow scoped to the **Intake** inventory record type:^[[Configure workflows](/guide/workflows/configure-workflows.qmd)]
+
+1. Collect the information reviewers need (for example with **{{< fa arrow-pointer >}} User Action**, **{{< fa maximize >}} Condition Branch**, and **{{< fa users >}} Approval** steps).^[[Workflow step types](/guide/workflows/workflow-step-types.qmd)]
+
+2. Finish the path with an **{{< fa layer-group >}} Inventory Record Type Change** step that converts the record in place to the target type.
+
+    - The step is available in the workflow builder for **Intake** workflows.
+    - Choose a fixed target type, or resolve the target from a field value at runtime.
+    - Set **Classification Method** to **Automated routing** or **Manual review** so record activity records how the type was assigned.
+    - Target options exclude Intake and disabled inventory record types.
+
+3. Publish the workflow.^[[Configure workflows](/guide/workflows/configure-workflows.qmd#publish-workflow)]
+
+After conversion, {{< var vm.product >}} can start matching workflows on the target inventory record type that listen for a record-type-changed trigger (best effort). The record URL updates to the new inventory record type so you stay on the converted record instead of seeing a "not found" error.
+
+## Change inventory record type
+
+Admins can reclassify a record without waiting for the classifier workflow:
+
+1. Open the record overview.
+
+2. Click **Change inventory record type**.
+
+3. Select the **New inventory record type**. Intake cannot be selected as a migrate target.
+
+4. (Optional) Enter a **Reason** for the activity history.
+
+5. Review the compatibility preview, acknowledge any warnings, and confirm **Change inventory record type**.
+
+The change keeps the same record identifier and continues the activity history on the new type.
+
+## Reject intake
+
+If an Intake submission should not be converted:
+
+1. Open the Intake record overview.
+
+2. Click **Reject intake**.
+
+3. Enter a **Reason** (for example duplicate or out of scope).
+
+4. Click **Reject and archive**.
+
+Rejecting archives the Intake record via its reserved **Archived** stage without converting it. The record remains available under the archived filter, and the reason is preserved in activity.^[[Archive and delete records](archive-delete-records.qmd)]
+
+## Track Intake activity
+
+On the record **{{< fa wifi >}} Activity** page, Intake lifecycle events can include:^[[View record activity](/guide/reporting/view-record-activity.qmd)]
+
+- Submitted for intake
+- Classified or reclassified (from type → to type), including whether assignment used automated routing, manual review, or an admin change, and how many fields carried over
+- Rejected and archived, with the reason
+
+When classification ran through a workflow, use **View workflow execution** to open the related execution on the record's Workflows tab.
+
+## What's next
+
+- [Manage inventory record types](manage-inventory-record-types.qmd)
+- [Workflow step types](/guide/workflows/workflow-step-types.qmd#inventory-record-type-change)
+- [Configure workflows](/guide/workflows/configure-workflows.qmd)
+- [View record activity](/guide/reporting/view-record-activity.qmd)
+
+
+<!-- FOOTNOTES -->
+
+[^1]: [Manage permissions](/guide/configuration/manage-permissions.qmd)
diff --git a/site/guide/inventory/register-records-in-inventory.qmd b/site/guide/inventory/register-records-in-inventory.qmd
index b535f7ac49..d25b0152f7 100644
--- a/site/guide/inventory/register-records-in-inventory.qmd
+++ b/site/guide/inventory/register-records-in-inventory.qmd
@@ -12,6 +12,8 @@ tbl-cap-location: bottom
 
 Register records with {{< var vm.product >}} as the first step towards streamlining your organization's risk management oversight.
 
+When Record Intake is enabled for your organization, submitters can also register records under the **Intake** holding type for later classification.^[[Record Intake](record-intake.qmd#register-intake-records)]
+
 ::: {.attn}
 
 ## Prerequisites
diff --git a/site/guide/inventory/setting-up-the-inventory.qmd b/site/guide/inventory/setting-up-the-inventory.qmd
index e108b251d1..a46f196244 100644
--- a/site/guide/inventory/setting-up-the-inventory.qmd
+++ b/site/guide/inventory/setting-up-the-inventory.qmd
@@ -14,6 +14,7 @@ listing:
     contents:
       - manage-inventory-record-types.qmd
       - manage-inventory-fields.qmd
+      - record-intake.qmd
 ---
 
 Set up the {{< var validmind.platform >}} to support your organization's requirements by customizing what record types and associated fields are available in the inventory.
diff --git a/site/guide/inventory/working-with-the-inventory.qmd b/site/guide/inventory/working-with-the-inventory.qmd
index 5bed54c6b6..97885f1318 100644
--- a/site/guide/inventory/working-with-the-inventory.qmd
+++ b/site/guide/inventory/working-with-the-inventory.qmd
@@ -13,6 +13,7 @@ listing:
     fields: [title, description]
     contents:
       - register-records-in-inventory.qmd
+      - record-intake.qmd
       - customize-inventory-layout.qmd
       - edit-inventory-fields.qmd
       - customize-record-overview-page.qmd
diff --git a/site/guide/reporting/_view-record-activity-overview.qmd b/site/guide/reporting/_view-record-activity-overview.qmd
index 9884a359cd..2ede9ee88b 100644
--- a/site/guide/reporting/_view-record-activity-overview.qmd
+++ b/site/guide/reporting/_view-record-activity-overview.qmd
@@ -12,4 +12,5 @@ The record **{{< fa wifi >}} Activity** page shows a history of activities for t
 - User comment creation and replies on documents
 - Stakeholders added or removed
 - Workflow activity
+- Record Intake lifecycle events when Intake is enabled — submitted for intake, classified or reclassified (including automated routing, manual review, or admin changes), and rejected and archived^[[Record Intake](/guide/inventory/record-intake.qmd#track-intake-activity)]
 
diff --git a/site/guide/workflows/_conditional-requirements.qmd b/site/guide/workflows/_conditional-requirements.qmd
index 609183e810..a1cd90cfe3 100644
--- a/site/guide/workflows/_conditional-requirements.qmd
+++ b/site/guide/workflows/_conditional-requirements.qmd
@@ -8,6 +8,15 @@ Conditional requirements are required or optional for the following step types:^
 ### {{< fa cube >}} Inventory Record Stage Change [optional]{.smallercaps .pink}
 <span id="record-stage-change">
 
+1. Under **When These Conditions Are Met**, set your `AND` and `OR` conditions.
+2. Add a single independent rule or a linked condition group. These rules and groups can be nested if desired:
+
+    - Click **{{< fa plus >}} Add Rule** to add an independent rule.
+    - Click **{{< fa plus-minus >}} Add Group** to add a linked group of rules that all must be true to qualify.
+
+### {{< fa layer-group >}} Inventory Record Type Change [optional]{.smallercaps .pink}
+<span id="inventory-record-type-change">
+
 1. Under **When These Conditions Are Met**, set your `AND` and `OR` conditions.
 2. Add a single independent rule or a linked condition group. These rules and groups can be nested if desired:
 
@@ -179,6 +188,8 @@ Configure conditional requirements for the following step types:
 
 - {{< fa cube >}} Inventory Record Stage Change **[optional]{.smallercaps}**
 
+- {{< fa layer-group >}} Inventory Record Type Change **[optional]{.smallercaps}**
+
 - {{< fa tag >}} Artifact Status Change **[optional]{.smallercaps}**
 
 - {{< fa arrow-pointer >}} User Action **[optional]{.smallercaps}**
diff --git a/site/guide/workflows/_workflow-step-types.qmd b/site/guide/workflows/_workflow-step-types.qmd
index c98c76d31e..3439190617 100644
--- a/site/guide/workflows/_workflow-step-types.qmd
+++ b/site/guide/workflows/_workflow-step-types.qmd
@@ -16,6 +16,20 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 | **Set Inventory Record Stage To** | Select the record stage to transition to. |
 : **{{< fa cube >}} Inventory Record Stage Change** step configuration {.hover tbl-colwidths="[40,60]"}
 
+### {{< fa layer-group >}} Inventory Record Type Change
+<span id="inventory-record-type-change">
+
+- Converts a record to a different inventory record type in place (same record identifier; activity history continues).^[[Record Intake](/guide/inventory/record-intake.qmd)]
+- Available when configuring workflows for the **Intake** inventory record type.
+- Target options exclude Intake and disabled inventory record types.
+
+| Field | Description |
+|---:|---|
+| **When These Conditions Are Met** (optional) | Add conditional requirements to qualify for this step.^[[Conditional step requirements](/guide/workflows/conditional-step-requirements.qmd#inventory-record-type-change)] |
+| **Target Inventory Record Type** | Choose **A fixed type**, or **From a field value** so the target is read from a record field at runtime (the field value should be a record-type slug such as `agent`, or the type id). |
+| **Classification Method** | Select **Automated routing** or **Manual review**. Recorded in record activity as how the inventory record type was assigned. |
+: **{{< fa layer-group >}} Inventory Record Type Change** step configuration {.hover tbl-colwidths="[40,60]"}
+
 ### {{< fa tag >}} Artifact Status Change
 <span id="artifact-status-change">
 
@@ -261,6 +275,10 @@ Sends a HTTP request with optional additional conditions.^[[Conditional step req
 
 Transitions a record into another stage.
 
+#### {{< fa layer-group >}} Inventory Record Type Change
+
+Converts a record to a different inventory record type in place (for example Intake → Agent).
+
 #### {{< fa tag >}} Artifact Status Change
 
 Transitions an artifact into another status.
diff --git a/site/llm/chatbot-product-map.md b/site/llm/chatbot-product-map.md
index 4caf87a979..1ad1cba5da 100644
--- a/site/llm/chatbot-product-map.md
+++ b/site/llm/chatbot-product-map.md
@@ -351,6 +351,22 @@
 - `/guide/workflows/manage-model-stages.html`
   - Note: no matching `.qmd` source found
 
+#### `/settings/primary-record-types` — Inventory Record Types
+
+**Docs (primary):**
+
+- `/guide/inventory/manage-inventory-record-types.html`
+  - Sections: Prerequisites; Add or edit record types; Enable Intake; Enable or disable record types
+- `/guide/inventory/record-intake.html`
+  - Sections: Prerequisites; Enable Intake; Register Intake records; Configure an Intake classification workflow; Change inventory record type; Reject intake; Track Intake activity
+
+**Docs (related):**
+
+- `/guide/workflows/workflow-step-types.html`
+  - Sections: Inventory Record Type Change
+- `/guide/inventory/register-records-in-inventory.html`
+- `/guide/inventory/archive-delete-records.html`
+
 ### Your Account
 
 #### `/settings/profile` — Profile

From cf4541f9cb20e8df14bbc77eee65fcab174863f4 Mon Sep 17 00:00:00 2001
From: "github-actions[bot]" <github-actions[bot]@users.noreply.github.com>
Date: Mon, 27 Jul 2026 18:14:18 +0000
Subject: [PATCH 2/5] chore: refresh chatbot product map

---
 site/llm/chatbot-product-map.md | 16 ----------------
 1 file changed, 16 deletions(-)

diff --git a/site/llm/chatbot-product-map.md b/site/llm/chatbot-product-map.md
index 1ad1cba5da..4caf87a979 100644
--- a/site/llm/chatbot-product-map.md
+++ b/site/llm/chatbot-product-map.md
@@ -351,22 +351,6 @@
 - `/guide/workflows/manage-model-stages.html`
   - Note: no matching `.qmd` source found
 
-#### `/settings/primary-record-types` — Inventory Record Types
-
-**Docs (primary):**
-
-- `/guide/inventory/manage-inventory-record-types.html`
-  - Sections: Prerequisites; Add or edit record types; Enable Intake; Enable or disable record types
-- `/guide/inventory/record-intake.html`
-  - Sections: Prerequisites; Enable Intake; Register Intake records; Configure an Intake classification workflow; Change inventory record type; Reject intake; Track Intake activity
-
-**Docs (related):**
-
-- `/guide/workflows/workflow-step-types.html`
-  - Sections: Inventory Record Type Change
-- `/guide/inventory/register-records-in-inventory.html`
-- `/guide/inventory/archive-delete-records.html`
-
 ### Your Account
 
 #### `/settings/profile` — Profile

From 3a6f9739394c77d81f67dad1e546df23ec7d0c90 Mon Sep 17 00:00:00 2001
From: Jose Antonio Madriz <jamadriz@gmail.com>
Date: Wed, 29 Jul 2026 18:17:35 -0400
Subject: [PATCH 3/5] [SC-16747] Align Record Intake docs with is_intake create
 flow

Replace Enable Intake seeding with create-time intake flagging, user-chosen type names, and workflow gating on the flagged type.

Co-authored-by: Cursor <cursoragent@cursor.com>
---
 site/faq/faq-inventory.qmd                    |  2 +-
 .../inventory/_add-edit-record-types.qmd      |  1 +
 .../inventory/archive-delete-records.qmd      |  2 +-
 .../manage-inventory-record-types.qmd         | 10 ++--
 site/guide/inventory/record-intake.qmd        | 48 ++++++++++---------
 .../register-records-in-inventory.qmd         |  2 +-
 .../_view-record-activity-overview.qmd        |  2 +-
 site/guide/workflows/_workflow-step-types.qmd |  4 +-
 8 files changed, 39 insertions(+), 32 deletions(-)

diff --git a/site/faq/faq-inventory.qmd b/site/faq/faq-inventory.qmd
index 5ab9888aa9..81e411ec56 100644
--- a/site/faq/faq-inventory.qmd
+++ b/site/faq/faq-inventory.qmd
@@ -29,7 +29,7 @@ By default, the [{{< fa code >}} Developer]{.bubble} role[^2] has sufficient per
 
 ## Can submitters register records before the final inventory type is known?
 
-Yes. When Record Intake is enabled, the **Intake** holding inventory record type lets submitters register a record first; a classification workflow (or an admin) then converts it in place to the correct type, or rejects and archives it.^[[Record Intake](/guide/inventory/record-intake.qmd)]
+Yes. When Record Intake is available, you can flag an inventory record type for intake so submitters register a holding record first; a classification workflow (or an admin) then converts it in place to the correct type, or rejects and archives it.^[[Record Intake](/guide/inventory/record-intake.qmd)]
 
 ## Are registration questionnaires customizable?
 
diff --git a/site/guide/inventory/_add-edit-record-types.qmd b/site/guide/inventory/_add-edit-record-types.qmd
index e7cc4cff0c..f144aea014 100644
--- a/site/guide/inventory/_add-edit-record-types.qmd
+++ b/site/guide/inventory/_add-edit-record-types.qmd
@@ -16,6 +16,7 @@ c. Include optional information for your record type:
 
     - Enter a **Description** to indicate the purpose of the record type displayed on the list of record types.
     - Enter a URL-safe **Slug** where a list of records of this type will be accessible in your {{< var validmind.platform >}} URL under the inventory path.[^url-slug]
+    - If Record Intake is available for your organization, select **This Inventory Record Type will be used for intake.** when creating a holding type for later classification.^[[Record Intake](/guide/inventory/record-intake.qmd)] Only one type can be flagged for intake; document and artifact types do not apply to intake types.
     - Select the **Document Types** available to be created for this record type.^[[Manage document types](/guide/templates/manage-document-types.qmd)]
     - Select the **Artifact Types** available to be logged on this record type.^[[Manage artifact types](/guide/validation/manage-artifact-types.qmd)]
     - Select the **Stakeholder Types** that should be displayed on this record type.^[[Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd)]
diff --git a/site/guide/inventory/archive-delete-records.qmd b/site/guide/inventory/archive-delete-records.qmd
index 30c3dd2f0b..924190e387 100644
--- a/site/guide/inventory/archive-delete-records.qmd
+++ b/site/guide/inventory/archive-delete-records.qmd
@@ -66,7 +66,7 @@ c. Click **Yes, Archive Record** to confirm archival of that record.
 
 Archived records can be reactivated to make them available for use again in the inventory.
 
-For **Intake** records, admins can also use **Reject intake** on the record overview to archive the submission with a required reason without converting it to another inventory record type.^[[Record Intake](record-intake.qmd#reject-intake)]
+For intake records, admins can also use **Reject intake** on the record overview to archive the submission with a required reason without converting it to another inventory record type.^[[Record Intake](record-intake.qmd#reject-intake)]
 
 #### Activate records
 
diff --git a/site/guide/inventory/manage-inventory-record-types.qmd b/site/guide/inventory/manage-inventory-record-types.qmd
index 790fd4e036..72664db01d 100644
--- a/site/guide/inventory/manage-inventory-record-types.qmd
+++ b/site/guide/inventory/manage-inventory-record-types.qmd
@@ -27,17 +27,19 @@ date: last-modified
 
 {{< include /guide/inventory/_add-edit-record-types.qmd >}}
 
-## Enable Intake
+## Flag a type for Record Intake
 
-If Record Intake is available for your organization, you can seed the opt-in **Intake** holding inventory record type from this page:
+If Record Intake is available for your organization, you can flag an inventory record type for intake when you create it:
 
 1. In the left sidebar, click **{{< fa gear >}} Settings**.
 
 2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
 
-3. Click **Enable Intake**.
+3. Click **{{< fa plus >}} Add Inventory Record Type**.
 
-Intake becomes available for registration and classification workflows. The Intake slug is reserved and cannot be changed.
+4. Enter a **Name** for the holding type, then select **This Inventory Record Type will be used for intake.**
+
+Only one inventory record type can be flagged for intake. {{< var vm.product >}} creates special stages for that type; document and artifact types do not apply. To use a different type for intake later, delete the existing intake type and create another with the option selected.
 
 **Learn more:** [Record Intake](record-intake.qmd)
 
diff --git a/site/guide/inventory/record-intake.qmd b/site/guide/inventory/record-intake.qmd
index 62eec3d122..9c39532d0e 100644
--- a/site/guide/inventory/record-intake.qmd
+++ b/site/guide/inventory/record-intake.qmd
@@ -3,18 +3,18 @@
 # Refer to the LICENSE file in the root of this repository for details.
 # SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial
 title: "Record Intake"
-description: "Enable the Intake holding type, classify submissions with workflows, convert records in place, and reject intake when needed."
+description: "Flag an inventory record type for intake, classify submissions with workflows, convert records in place, and reject intake when needed."
 date: last-modified
 ---
 
-Use **Record Intake** when non-expert submitters need a simple path to register a new system, and specialists later classify it into the correct inventory record type (for example Agent, Model, or Tool).
+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).
 
-Intake is an opt-in holding inventory record type. Records keep the same identifier when they convert, so activity history continues on the converted record.
+Intake is an opt-in holding inventory record type that you name yourself. Only one inventory record type in an organization can be flagged for intake. Records keep the same identifier when they convert, so activity history continues on the converted record.
 
 ::: {.callout}
 ## Availability
 
-Record Intake appears in {{< var vm.product >}} only when it is available for your organization. If you do not see **Enable Intake** under Inventory Record Types, contact {{< var vm.product >}} Support.
+Record Intake appears in {{< var vm.product >}} only when it is available for your organization. If you do not see the intake option when adding an inventory record type, contact {{< var vm.product >}} Support.
 :::
 
 ::: {.attn}
@@ -26,54 +26,58 @@ Record Intake appears in {{< var vm.product >}} only when it is available for yo
 
 :::
 
-## Enable Intake
+## Flag an inventory record type for intake
 
 1. In the left sidebar, click **{{< fa gear >}} Settings**.
 
 2. Under {{< fa cube >}} Inventory, select **Inventory Record Types**.
 
-3. Click **Enable Intake**.
+3. Click **{{< fa plus >}} Add Inventory Record Type**.
 
-    {{< var vm.product >}} seeds the **Intake** inventory record type (including its governed **Awaiting Classification** stage) and makes it available for registration.
+4. Enter a **Name** for your intake holding type (for example Intake, Discovery Queue, or New Submissions).
 
-4. Confirm that **Intake** appears in the list of inventory record types and is not disabled.^[[Enable or disable record types](manage-inventory-record-types.qmd#enable-or-disable-record-types)]
+5. Select **This Inventory Record Type will be used for intake.**
+
+    {{< var vm.product >}} creates special stages for the type so records can be held until they are classified. Document types and artifact types do not apply to intake types and are unavailable while the option is selected.
+
+6. Complete any other details (such as slug or stakeholder types), then click **Create**.
 
 ::: {.callout}
-## Intake slug is reserved
+## Only one intake type
 
-The Intake URL slug (`intake`) is reserved and cannot be changed when you edit the Intake record type.
+Only one inventory record type can be flagged for intake. If an intake type already exists, the option is unavailable when you add another type. To use a different type for intake, delete the existing intake type, then create a new one with the intake option selected. You cannot turn the intake flag on or off when editing an existing type.
 :::
 
 ## Register Intake records
 
 1. In the left sidebar, click **{{< fa cubes >}} Inventory**.
 
-2. Select **Intake Inventory** (or the Intake view in the inventory record type selector).
+2. Select the inventory view for your intake record type (or choose it in the inventory record type selector).
 
-    When Intake is enabled and you have not yet chosen an inventory view, {{< var vm.product >}} can open the **Intake** view on first visit so submitters land in the right place.
+    When an intake type is configured and you have not yet chosen an inventory view, {{< var vm.product >}} can open that intake view on first visit so submitters land in the right place.
 
-3. Click **Register {Record}** where `{Record}` is Intake, and complete the registration fields configured for Intake.^[[Register records in the inventory](register-records-in-inventory.qmd)]
+3. Click **Register {Record}** where `{Record}` is your intake record type, and complete the registration fields configured for that type.^[[Register records in the inventory](register-records-in-inventory.qmd)]
 
-Submitting an Intake record is recorded in record activity as an intake submission.^[[View record activity](/guide/reporting/view-record-activity.qmd)]
+Submitting an intake record is recorded in record activity as an intake submission.^[[View record activity](/guide/reporting/view-record-activity.qmd)]
 
 ::: {.callout}
 ## Documents and artifacts after conversion
 
-While a record is still Intake, document and artifact navigation for that record is hidden. Those surfaces become available after the record converts to its real inventory record type.
+While a record is still on the intake type, document and artifact navigation for that record is hidden. Those surfaces become available after the record converts to its real inventory record type.
 :::
 
 ## Configure an Intake classification workflow
 
-Classify Intake records with a workflow scoped to the **Intake** inventory record type:^[[Configure workflows](/guide/workflows/configure-workflows.qmd)]
+Classify intake records with a workflow scoped to your intake inventory record type:^[[Configure workflows](/guide/workflows/configure-workflows.qmd)]
 
 1. Collect the information reviewers need (for example with **{{< fa arrow-pointer >}} User Action**, **{{< fa maximize >}} Condition Branch**, and **{{< fa users >}} Approval** steps).^[[Workflow step types](/guide/workflows/workflow-step-types.qmd)]
 
 2. Finish the path with an **{{< fa layer-group >}} Inventory Record Type Change** step that converts the record in place to the target type.
 
-    - The step is available in the workflow builder for **Intake** workflows.
+    - The step is available in the workflow builder when the workflow is scoped to the inventory record type flagged for intake.
     - Choose a fixed target type, or resolve the target from a field value at runtime.
     - Set **Classification Method** to **Automated routing** or **Manual review** so record activity records how the type was assigned.
-    - Target options exclude Intake and disabled inventory record types.
+    - Target options exclude the intake type and disabled inventory record types.
 
 3. Publish the workflow.^[[Configure workflows](/guide/workflows/configure-workflows.qmd#publish-workflow)]
 
@@ -87,7 +91,7 @@ Admins can reclassify a record without waiting for the classifier workflow:
 
 2. Click **Change inventory record type**.
 
-3. Select the **New inventory record type**. Intake cannot be selected as a migrate target.
+3. Select the **New inventory record type**. An intake type cannot be selected as a migrate target.
 
 4. (Optional) Enter a **Reason** for the activity history.
 
@@ -97,9 +101,9 @@ The change keeps the same record identifier and continues the activity history o
 
 ## Reject intake
 
-If an Intake submission should not be converted:
+If an intake submission should not be converted:
 
-1. Open the Intake record overview.
+1. Open the intake record overview.
 
 2. Click **Reject intake**.
 
@@ -107,7 +111,7 @@ If an Intake submission should not be converted:
 
 4. Click **Reject and archive**.
 
-Rejecting archives the Intake record via its reserved **Archived** stage without converting it. The record remains available under the archived filter, and the reason is preserved in activity.^[[Archive and delete records](archive-delete-records.qmd)]
+Rejecting archives the intake record via its **Archived** stage without converting it. The record remains available under the archived filter, and the reason is preserved in activity.^[[Archive and delete records](archive-delete-records.qmd)]
 
 ## Track Intake activity
 
diff --git a/site/guide/inventory/register-records-in-inventory.qmd b/site/guide/inventory/register-records-in-inventory.qmd
index d25b0152f7..a2cf0f2b47 100644
--- a/site/guide/inventory/register-records-in-inventory.qmd
+++ b/site/guide/inventory/register-records-in-inventory.qmd
@@ -12,7 +12,7 @@ tbl-cap-location: bottom
 
 Register records with {{< var vm.product >}} as the first step towards streamlining your organization's risk management oversight.
 
-When Record Intake is enabled for your organization, submitters can also register records under the **Intake** holding type for later classification.^[[Record Intake](record-intake.qmd#register-intake-records)]
+When Record Intake is available for your organization and an inventory record type is flagged for intake, submitters can register holding records for later classification.^[[Record Intake](record-intake.qmd#register-intake-records)]
 
 ::: {.attn}
 
diff --git a/site/guide/reporting/_view-record-activity-overview.qmd b/site/guide/reporting/_view-record-activity-overview.qmd
index 2ede9ee88b..5dd21521d4 100644
--- a/site/guide/reporting/_view-record-activity-overview.qmd
+++ b/site/guide/reporting/_view-record-activity-overview.qmd
@@ -12,5 +12,5 @@ The record **{{< fa wifi >}} Activity** page shows a history of activities for t
 - User comment creation and replies on documents
 - Stakeholders added or removed
 - Workflow activity
-- Record Intake lifecycle events when Intake is enabled — submitted for intake, classified or reclassified (including automated routing, manual review, or admin changes), and rejected and archived^[[Record Intake](/guide/inventory/record-intake.qmd#track-intake-activity)]
+- Record Intake lifecycle events when an intake inventory record type is configured — submitted for intake, classified or reclassified (including automated routing, manual review, or admin changes), and rejected and archived^[[Record Intake](/guide/inventory/record-intake.qmd#track-intake-activity)]
 
diff --git a/site/guide/workflows/_workflow-step-types.qmd b/site/guide/workflows/_workflow-step-types.qmd
index 3439190617..3fda078e26 100644
--- a/site/guide/workflows/_workflow-step-types.qmd
+++ b/site/guide/workflows/_workflow-step-types.qmd
@@ -20,8 +20,8 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 <span id="inventory-record-type-change">
 
 - Converts a record to a different inventory record type in place (same record identifier; activity history continues).^[[Record Intake](/guide/inventory/record-intake.qmd)]
-- Available when configuring workflows for the **Intake** inventory record type.
-- Target options exclude Intake and disabled inventory record types.
+- Available when configuring workflows for the inventory record type flagged for intake.
+- Target options exclude the intake type and disabled inventory record types.
 
 | Field | Description |
 |---:|---|

From f5b595bfaeb3e5cce871de05bdca986e2464654d Mon Sep 17 00:00:00 2001
From: Jose Antonio Madriz <jamadriz@gmail.com>
Date: Wed, 29 Jul 2026 18:21:31 -0400
Subject: [PATCH 4/5] [SC-16747] Clarify automated vs manual Record Type Change
 method

Document that Classification Method is audit metadata on conversion, not a wait-for-human step, and describe the intended manual-review pattern.

Co-authored-by: Cursor <cursoragent@cursor.com>
---
 site/guide/inventory/record-intake.qmd        | 20 +++++++++++++++++--
 site/guide/workflows/_workflow-step-types.qmd | 13 +++++++++++-
 2 files changed, 30 insertions(+), 3 deletions(-)

diff --git a/site/guide/inventory/record-intake.qmd b/site/guide/inventory/record-intake.qmd
index 9c39532d0e..291054cdcd 100644
--- a/site/guide/inventory/record-intake.qmd
+++ b/site/guide/inventory/record-intake.qmd
@@ -76,12 +76,28 @@ Classify intake records with a workflow scoped to your intake inventory record t
 
     - The step is available in the workflow builder when the workflow is scoped to the inventory record type flagged for intake.
     - Choose a fixed target type, or resolve the target from a field value at runtime.
-    - Set **Classification Method** to **Automated routing** or **Manual review** so record activity records how the type was assigned.
+    - Set **Classification Method** to **Automated routing** or **Manual review**. This labels how the type was assigned in record activity; it does not change whether the conversion runs when the step executes.
     - Target options exclude the intake type and disabled inventory record types.
 
 3. Publish the workflow.^[[Configure workflows](/guide/workflows/configure-workflows.qmd#publish-workflow)]
 
-After conversion, {{< var vm.product >}} can start matching workflows on the target inventory record type that listen for a record-type-changed trigger (best effort). The record URL updates to the new inventory record type so you stay on the converted record instead of seeing a "not found" error.
+::: {.callout}
+## Automated routing vs Manual review
+
+Selecting **Manual review** on **Inventory Record Type Change** does **not** pause the workflow or open a review UI on that step. It only records that a human chose the type.
+
+When the step runs (with either method), {{< var vm.product >}}:
+
+- Converts the intake record in place to the target inventory record type (same record identifier)
+- Remaps the record to the target type's initial stage
+- Keeps custom field values; fields that apply to the new type become available
+- Writes an activity event labeled as automated routing or after manual review
+- Can start matching target-type workflows that listen for a record-type-changed trigger (best effort)
+
+Use **Manual review** when an earlier step collected a human selection — typically a **{{< fa arrow-pointer >}} User Action** that sets a field — and this step applies that selection (often with **From a field value**). Use **Automated routing** when the workflow itself decides the target (for example via conditions or a fixed type).^[[Inventory Record Type Change](/guide/workflows/workflow-step-types.qmd#inventory-record-type-change)]
+:::
+
+After conversion, the record URL updates to the new inventory record type so you stay on the converted record instead of seeing a "not found" error.
 
 ## Change inventory record type
 
diff --git a/site/guide/workflows/_workflow-step-types.qmd b/site/guide/workflows/_workflow-step-types.qmd
index 3fda078e26..4d5a6f991e 100644
--- a/site/guide/workflows/_workflow-step-types.qmd
+++ b/site/guide/workflows/_workflow-step-types.qmd
@@ -27,9 +27,20 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 |---:|---|
 | **When These Conditions Are Met** (optional) | Add conditional requirements to qualify for this step.^[[Conditional step requirements](/guide/workflows/conditional-step-requirements.qmd#inventory-record-type-change)] |
 | **Target Inventory Record Type** | Choose **A fixed type**, or **From a field value** so the target is read from a record field at runtime (the field value should be a record-type slug such as `agent`, or the type id). |
-| **Classification Method** | Select **Automated routing** or **Manual review**. Recorded in record activity as how the inventory record type was assigned. |
+| **Classification Method** | Select **Automated routing** or **Manual review**. Labels how the type was assigned in record activity. Both options convert the record immediately when this step runs — **Manual review** does not pause the workflow or open a review UI on this step. |
 : **{{< fa layer-group >}} Inventory Record Type Change** step configuration {.hover tbl-colwidths="[40,60]"}
 
+::: {.callout}
+## Classification Method is audit metadata
+
+**Classification Method** is author-declared on the step because the runtime cannot reliably infer whether a human reviewed the selection.
+
+- **Automated routing** — Same in-place conversion; activity records the assignment as automated routing.
+- **Manual review** — Same in-place conversion; activity records the assignment as after manual review.
+
+Typical **Manual review** pattern: earlier in the intake workflow, a reviewer chooses the target type (for example with a **{{< fa arrow-pointer >}} User Action** that sets a field). Configure this step with **Manual review** and, when needed, **From a field value** so the step applies that selection and labels it as a manual-review classification.
+:::
+
 ### {{< fa tag >}} Artifact Status Change
 <span id="artifact-status-change">
 

From 9442b34e634c22be067872baf0de5d2e2e6ee1ba Mon Sep 17 00:00:00 2001
From: Jose Antonio Madriz <jamadriz@gmail.com>
Date: Wed, 29 Jul 2026 21:54:37 -0400
Subject: [PATCH 5/5] [SC-16747] Drop field-derived target from Record Type
 Change docs

v1 only supports a fixed target inventory record type; align the guides
with the workflow builder UI.

Co-authored-by: Cursor <cursoragent@cursor.com>
---
 site/guide/inventory/record-intake.qmd        | 4 ++--
 site/guide/workflows/_workflow-step-types.qmd | 4 ++--
 2 files changed, 4 insertions(+), 4 deletions(-)

diff --git a/site/guide/inventory/record-intake.qmd b/site/guide/inventory/record-intake.qmd
index 291054cdcd..f4bcfb3e64 100644
--- a/site/guide/inventory/record-intake.qmd
+++ b/site/guide/inventory/record-intake.qmd
@@ -75,7 +75,7 @@ Classify intake records with a workflow scoped to your intake inventory record t
 2. Finish the path with an **{{< fa layer-group >}} Inventory Record Type Change** step that converts the record in place to the target type.
 
     - The step is available in the workflow builder when the workflow is scoped to the inventory record type flagged for intake.
-    - Choose a fixed target type, or resolve the target from a field value at runtime.
+    - Select a fixed target inventory record type.
     - Set **Classification Method** to **Automated routing** or **Manual review**. This labels how the type was assigned in record activity; it does not change whether the conversion runs when the step executes.
     - Target options exclude the intake type and disabled inventory record types.
 
@@ -94,7 +94,7 @@ When the step runs (with either method), {{< var vm.product >}}:
 - Writes an activity event labeled as automated routing or after manual review
 - Can start matching target-type workflows that listen for a record-type-changed trigger (best effort)
 
-Use **Manual review** when an earlier step collected a human selection — typically a **{{< fa arrow-pointer >}} User Action** that sets a field — and this step applies that selection (often with **From a field value**). Use **Automated routing** when the workflow itself decides the target (for example via conditions or a fixed type).^[[Inventory Record Type Change](/guide/workflows/workflow-step-types.qmd#inventory-record-type-change)]
+Use **Manual review** when an earlier step collected a human decision — typically a **{{< fa arrow-pointer >}} User Action** or **{{< fa maximize >}} Condition Branch** that routes to a path with the matching fixed target type. Use **Automated routing** when the workflow itself decides the target (for example via conditions that lead to a fixed type).^[[Inventory Record Type Change](/guide/workflows/workflow-step-types.qmd#inventory-record-type-change)]
 :::
 
 After conversion, the record URL updates to the new inventory record type so you stay on the converted record instead of seeing a "not found" error.
diff --git a/site/guide/workflows/_workflow-step-types.qmd b/site/guide/workflows/_workflow-step-types.qmd
index 4d5a6f991e..044bd8ab29 100644
--- a/site/guide/workflows/_workflow-step-types.qmd
+++ b/site/guide/workflows/_workflow-step-types.qmd
@@ -26,7 +26,7 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 | Field | Description |
 |---:|---|
 | **When These Conditions Are Met** (optional) | Add conditional requirements to qualify for this step.^[[Conditional step requirements](/guide/workflows/conditional-step-requirements.qmd#inventory-record-type-change)] |
-| **Target Inventory Record Type** | Choose **A fixed type**, or **From a field value** so the target is read from a record field at runtime (the field value should be a record-type slug such as `agent`, or the type id). |
+| **Target Inventory Record Type** | Select the fixed inventory record type to convert to. |
 | **Classification Method** | Select **Automated routing** or **Manual review**. Labels how the type was assigned in record activity. Both options convert the record immediately when this step runs — **Manual review** does not pause the workflow or open a review UI on this step. |
 : **{{< fa layer-group >}} Inventory Record Type Change** step configuration {.hover tbl-colwidths="[40,60]"}
 
@@ -38,7 +38,7 @@ SPDX-License-Identifier: AGPL-3.0 AND ValidMind Commercial -->
 - **Automated routing** — Same in-place conversion; activity records the assignment as automated routing.
 - **Manual review** — Same in-place conversion; activity records the assignment as after manual review.
 
-Typical **Manual review** pattern: earlier in the intake workflow, a reviewer chooses the target type (for example with a **{{< fa arrow-pointer >}} User Action** that sets a field). Configure this step with **Manual review** and, when needed, **From a field value** so the step applies that selection and labels it as a manual-review classification.
+Typical **Manual review** pattern: earlier in the intake workflow, a reviewer chooses the path (for example with a **{{< fa arrow-pointer >}} User Action** or **{{< fa maximize >}} Condition Branch**). Configure each path's **Inventory Record Type Change** step with the matching fixed target type and **Manual review** so activity labels the conversion as after manual review.
 :::
 
 ### {{< fa tag >}} Artifact Status Change