Working with items

Using AssureSwarm · Guide

Working with items

Items are the records your organization actually runs on: issues, risks, controls, audits, whatever your administrators configured. Scroll, and follow one from a search result to an updated record with its own history.

1. Find
2. Open
3. Create
4. Update
5. Yours

Scroll

Every item belongs to an item type your administrators configured, so the names, fields, and statuses on your screen are your tenant’s, not ours. What you can see and change comes from your page access and item permissions.

Find a record

Open an item type’s page from the top navigation, then narrow the list: type into the search box, add a Filter, or switch on Select to act on several records at once. Which fields you can filter by depends on how that item type is configured.

Records reach you other ways too. Dashboard tables and charts link straight through to the items behind them, another item’s relationships jump between connected records, and My Items collects the ones that are yours.

Read one

An item opens as a single page. The details card at the top carries its owners, visibility, due date, and every field configured for its item type; Show more fields reveals the rest. Below it sit Linked Items, the Workflows running on the record, and its Activity feed.

If a field looks read only, that is usually permissions or field configuration rather than a bug.

Create one

The new-record button on an item type’s page opens a create form built from that type’s fields. Start in Title, the field marked required with a red asterisk, and leave Status on the default your administrators chose for that type. For select fields, pick from the options offered.

Add owners before you save, so the record has someone responsible from the moment it exists.

Update it, and leave a trail

Edit the fields you have access to change. Every update is recorded in the item’s Activity feed with who made it and when, so the record carries its own history and you never have to reconstruct one.

If you can see a field but cannot edit it, you most likely hold view-only item permission rather than edit access.

When an agent proposes a record

A change an agent proposes previews in place on the page it would touch, as an AI Suggestion Preview banner offering Approve & Create, Reject, and Review later. The record does not exist until you approve it.

Reviewing suggestions covers the decision in full.

Everything that is yours

My Items gathers the records you own and the ones shared with you, across every item type, with a Shared badge on the ones that came from someone else. Search the queue, or narrow it with Filter.

Favorite the items and dashboards you return to, so they stay one click away.

What an item holds

Element	What it shows
Title, status, due date	The item’s basic state.
Fields	The values configured for its item type.
Owners	Who is responsible for the item.
Linked items	Its connections to other records.
Workflows	The workflows running on it.
Documents	Files and links attached to its workflow steps: see Documents.
Activity feed	A record of changes, with who made them and when.

Filling fields well

When you create or update a record, fill every required field, leave status on the item type’s default until the work says otherwise, and choose select and multiselect values from the options offered.

Missing option?

If a value you expect is not in a dropdown, ask an administrator to add it to the custom list behind that field. Do not force a close-but-wrong value instead.

Related items

Add a relationship to connect two items. AssureSwarm has four relationship kinds, parent, child, sibling, and related (the default), and a given pair of items can carry one link per kind: the same two items could be linked as both related and child, for instance, but not as related twice.

Use relationships to model dependencies and supporting records, and to give yourself a path between records you keep opening together.

Owners and roles

An item can have more than one owner. Where your tenant defines roles for an item type, each role captures a specific named responsibility, and a given person holds at most one role per item.

And when an agent works your records

For agents

Agents read items through query_data and propose creates and updates through suggest_change, after get_schema tells them which item types and fields your tenant actually has. Anything an agent proposes arrives as a suggestion for a person to review: an agent never changes an item directly. A token never has more access than you do, so scopes narrow what it can request while your own page access and item permissions still apply underneath.