Vendor Registry Schema

Overview

The Vendor Registry Schema defines the fields that appear in your vendor inventory — on vendor detail pages and in the Intake review. When you configure inventory fields in Intake, you’re selecting from the fields defined here.

Fields you define flow into downstream compliance workflows:

• DORA reporting — for critical vendor classification
• RoPA — for data processing records
• EU AI Act tracking — for AI usage classification

To access the schema, go to Settings from your profile menu in the bottom-left corner, then select Schemas.

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Field Types

Each field has a type that determines how values are entered and displayed:

Type	Description
Text	Free-text field for prose answers (e.g. use case description)
Multiple Choice	Single selection from a predefined list of options (e.g. tier)
Multi Select	Multiple selections from a predefined list of options (e.g. data types processed)

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Creating a Field

Click + Add Field to create a new inventory field. Configure the following:

Name

The display name for the field, shown in the vendor detail page and intake review (e.g. “Data Classification”, “Outsourcing Classification”).

Type

Select the field type (Text, Multiple Choice, or Multi Select). The type determines what options are available and how the AI suggestion is formatted.

AI Instructions

Natural language instructions that guide how the AI populates this field during intake. Be specific about what to look for and how to interpret the evidence.

Tip

Good AI instructions are specific and actionable. For example, for a Data Classification field:

“Assess the data classification levels that the vendor handles. Identify the types of data the vendor accesses, processes, stores, or transmits. Flag any mention of special category data under GDPR Article 9 (biometric, racial/ethnic origin, political opinions, religious beliefs, sexual orientation), protected health information under HIPAA, payment card data (PCI-DSS), or nonpublic personal information.”

Options (Multiple Choice and Multi Select only)

Add a label for each option that reviewers and the AI can select from (e.g. “Public”, “Personally Identifiable (PII)”, “Material Outsourcing”, “Not Outsourcing”).

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Editing a Field

Click on any field in the schema list to expand and edit it. Changes take effect for future intakes.

Inventory field types are immutable

Once an inventory field has been populated, you cannot change its data type.

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Need Help?

Contact support at support@clarative.ai.