Entries & Forms

Create, edit, and manage job entries with fields, tags, templates, and attachments.

Creating an Entry

Entries are the core records in GlyphFex. Every job, quote, order, or work item lives as an entry in your project file. To create a new entry:

Entry Form Layout Screenshot showing the 3-column entry form: fields on left, gutter in middle, tag selection on right

Navigate to the Entry page using Ctrl+1 in the sidebar, or press Ctrl+Shift+N from anywhere to jump straight to a blank entry form.
Fill in the entry form. The page uses a 3-column layout:
- Left column — The main entry form with Ref ID, Comments, Status, Pipeline selector, built-in fields, and custom fields. Template quick-apply buttons also appear here.
- Middle gutter — Separates the form from the tag panel.
- Right column — The tag selection panel where you pick tags from each configured category.
Choose tags from each category. Click tag buttons or select from dropdown menus depending on the category display mode.
Save by pressing Ctrl+S or clicking the Save button. GlyphFex validates your entry before saving (see Save Validation below).

Tip Enable the Keep Entry checkbox at the bottom of the form for rapid multi-entry creation. After saving, the form resets to a blank entry so you can immediately start the next one without navigating away.

Entry Fields Overview

Every entry in GlyphFex has a standard set of fields. Some are always visible, while others depend on your project configuration.

Field	Type	Notes
Ref ID	Text	Max 100 characters. Checked for duplicates on save. Supports regex validation patterns configured per project.
Comments	Multi-line text	Max 10,000 characters. A character counter is displayed as you type.
Status	ComboBox	Populated from your pipeline stages. Changing status records a stage transition with timestamp.
Pipeline	ComboBox	Hidden if your project uses a single pipeline. Selects which named pipeline governs this entry's workflow.
Tags	Category UI	Buttons or dropdown per category. Multi-select supported. See Tags & Categories.
Built-in fields	Various	13 predefined fields (customer name, PO number, due date, etc.). Toggled on/off per project. See Built-In Key Fields.
Custom fields	5 types	User-defined fields (Text, Large Text, Dropdown, Date, Number). See Custom Fields.

Built-In Key Fields

GlyphFex provides 13 built-in fields that cover common manufacturing and job-tracking data points. These fields are code-defined, meaning their structure is consistent across all projects, but you can toggle each one on or off to match your workflow.

Field	Description
customer_name	Text field with autocomplete from your customer directory. When you save an entry with a new customer name, it is automatically added to the directory.
po_number	Text field for purchase order numbers. Useful for linking entries to external procurement systems.
job_date	Date picker for the job creation or order date.
due_date	Date picker that drives notifications, dashboard alerts, and calendar positioning. Entries approaching or past their due date are highlighted automatically.
qty_ordered	Number field for the quantity ordered.
materials	Large text field for material specifications (e.g., "1/4 in. A36 plate, 4x8 sheet").
part_number	Text field with autocomplete. Shared across entries to enable Part History tracking.
revision_number	Text field for revision tracking (e.g., "Rev A", "Rev 3").
notes_internal	Large text field for internal notes not meant for the customer.
quote_line_items	Structured table for quoting: item description, quantity, unit price, and line total. Calculated totals are shown automatically.
quality_notes	Structured NCR/quality records with fields for disposition, corrective action, affected quantity, cost impact, and resolution status.
material_requirements	Structured material needs per entry: material name, specification, quantity needed, unit, allocation status, and notes.
ncr_notes	Large text field for non-conformance report notes and observations.

Note Built-in fields are toggled on or off per project. Go to Settings > Custom Fields (the "Key Fields" section) to enable or disable individual built-in fields. Only enabled fields appear on the entry form.

Custom Fields

Custom fields let you capture data specific to your business that the built-in fields do not cover. GlyphFex supports five field types:

Type	Description
Text	Single-line text input with autocomplete from previously entered values.
Large Text	Multi-line text area for longer content.
Dropdown	Predefined options, configured as a pipe-separated list (e.g., `Option A\|Option B\|Option C`).
Date	Calendar date picker.
Number	Numeric input for quantities, measurements, or costs.

Managing Custom Fields

Create fields in Settings > Custom Fields or from the Entry page toolbar using the Text Fields button.
Reorder fields by using the up/down arrows in the custom fields editor. The order is reflected on the entry form.
Required fields — Mark any custom field as required and GlyphFex will block saving until it has a value.
Dropdown options — Separate options with the pipe character: Hot Rolled|Cold Rolled|Galvanized.

Tip Custom field values are stored as JSON in the database, so they are fully searchable from the Dashboard and included in CSV/PDF exports.

Tags & Categories

Tags are how you classify and filter entries in GlyphFex. Tags are organized into categories, and each category can hold any number of tags. Common examples include Material, Process, Machine, and Priority.

Tag Selection Panel Screenshot showing tag categories in both Button and ComboBox display modes

Display Modes

Buttons — Tags appear as a grid of clickable buttons. Great for categories with a moderate number of options.
ComboBox — Tags appear in a searchable dropdown. Better for categories with many options.

Multi-Select

When multi-select is enabled for a category, you can pick more than one tag. Selected tags display as chips with a remove button. When multi-select is off, selecting a new tag replaces the previous selection.

Search & Filter

Type in the tag search box to filter tags by name. Press Escape to clear the search and show all tags again.

Conditional Rules

Conditional rules automatically show, hide, enable, disable, or require categories based on the current tag selection. For example, you can create a rule that says: "When Material = Stainless Steel, require the Finish category."

Undo & Redo

Tag selections support full undo/redo. Press Ctrl+Z to undo a tag change, or Ctrl+Y to redo. GlyphFex takes snapshots of the entire tag collection so multi-tag changes can be rolled back in one step.

Note Tags are stored internally as comma-separated text in the format "Category: Tag, Category: Tag". This format is used in CSV exports and the database. You do not need to worry about this unless you are working with raw data.

Entry Templates

Templates let you pre-fill entry forms for common job types, saving time on repetitive data entry. A template can define:

Name and description — Identifies the template in the quick-apply list.
Color — Visual distinction in the template button list.
Ref # prefix — Auto-generates a reference ID prefix. Supports the {YEAR} placeholder for the current year (e.g., WO-{YEAR}- becomes WO-2026-).
Default status — Sets the initial pipeline stage for entries created from this template.
Comment text — Pre-fills the Comments field with boilerplate instructions or notes.
Custom field defaults — Pre-populates custom field values.
Tags — Pre-selects tags from configured categories.
Pipeline association — Links the template to a specific pipeline, so applying the template also sets the correct pipeline.

Applying a Template

Quick-apply buttons appear in the left column of the Entry page. Click a template button and the form fills in instantly. You can still modify any field before saving.

Capturing a Template

Use Capture from current entry to save the current entry's state as a new template. This is the fastest way to create templates from real jobs.

Tip Configure templates at Settings > Entry Templates. Each template can be associated with a pipeline, so multi-pipeline projects can offer the right templates for the right workflow.

Attachments

Attach files to entries to keep drawings, photos, CNC programs, inspection reports, and other documents alongside the job record.

Adding Attachments

Click the Attach File button on the entry form or in the Entry Detail Window.
Select one or more files from the file picker.
Files are copied to a {ProjectName}_Attachments/ folder located next to your .glyphfex project file.

Limits & Security

50 files maximum per entry.
50 MB maximum per file.
Executable files (.exe, .dll, .scr, etc.) are blocked.
Zip bomb detection prevents malicious archives from being attached.

Auto-Categorization

Attachments are automatically categorized by their file extension. For example, .pdf and .dwg files are labeled as Drawings, .jpg and .png files as Photos, and .nc and .gcode files as CNC Programs.

Viewing & Opening

Open or download attachments from the Entry Detail Window. Double-click a file to open it with your system's default application.

Warning Attachments are stored on disk next to your project file, not inside the .glyphfex database. If you move or share the project file, make sure to include the _Attachments folder as well.

Entry Detail Window

The Entry Detail Window is a floating, scrollable window that gives you a comprehensive view of a single entry without leaving the Dashboard. Open it by clicking an entry card on the Dashboard, or by right-clicking an entry and selecting Open.

Entry Detail Window Screenshot of the floating Entry Detail Window showing header, fields, stage timeline, and QR code

Sections

The detail window contains up to 15 scrollable sections:

Header — Ref ID, status badge, pipeline name.
Metadata — Created/modified dates, revision number, created by/modified by.
Comments — Full comment text with read-only/edit toggle.
Tags — All assigned tags grouped by category.
Built-in fields — Customer, PO, dates, quantity, and other enabled key fields.
Job costing — Cost summary if quote line items are present.
Quote items — Itemized quote table with quantities, prices, and totals.
NCR / Quality — Non-conformance records with disposition and corrective actions.
Materials — Material requirements with allocation status.
Custom fields — All custom field values.
Attachments — File list with open/download actions.
Linked entries — Related, parent/child, and supersedes relationships.
Stage timeline — Visual history of every stage transition with timestamps and durations.
Labor log — Clock in/out records from the Shop Floor page.
Part history — Other entries sharing the same part number, with status and date info.

Actions

From the detail window, you can:

Edit — Open the entry in the Entry page for full editing.
Duplicate — Create a new entry pre-filled with this entry's data.
Repeat Job — Like duplicate, but clears comments and resets status to the first stage.
Link Entry — Create a relationship with another entry.
Create Child — Create a new blank entry linked as a child of this one.
Audit Trail — View the full change history with field-level diffs.
Request Change — (Editor role) Submit a change request to an Admin.
Print PDF — Export a detailed PDF report of this entry, including part history.

Linking Entries

GlyphFex supports three types of entry relationships:

Link Entry Dialog Screenshot of the Link Entry dialog showing relationship type options and entry search

Relationship	Description	Example
Related	General association between two entries.	A fabrication order and its inspection report.
Supersedes / Superseded By	One entry replaces another. The relationship is automatically set in both directions.	A revised quote supersedes the original quote.
Parent / Child	Hierarchical relationship for sub-assemblies or sub-tasks.	A main assembly order with child entries for each sub-component.

Creating Links

Open the Entry Detail Window for the source entry.
Click Link Entry and search by Ref ID to find the target entry.
Select the relationship type and confirm.

Creating Child Entries

Click Create Child in the Entry Detail Window. GlyphFex creates a new blank entry and automatically sets up the Parent/Child link on save. This is useful for breaking a large order into sub-assemblies or work packages.

Tip Linked entries appear in the Entry Detail Window and can also be accessed from the Dashboard by using the context menu. Child entries can be created directly from the Dashboard as well.

Entry Workflows

GlyphFex supports several workflows for creating and managing entries:

Workflow	What Happens
New Entry	Blank form. The entry is saved as Revision 0. Use `Ctrl`+`Shift`+`N` from anywhere.
Edit Entry	Click an entry from the Dashboard to load it into the Entry page. All fields are editable. Saving increments the revision number.
Duplicate	Pre-fills a new entry from the source entry's data, including tags, fields, and comments. You assign a new Ref ID.
Repeat Job	Same as duplicate, but clears the Comments field and resets the status to the first pipeline stage. Ideal for recurring orders.
Create Child	Opens a blank form. On save, the new entry is automatically linked as a child of the source entry.

Note Every save creates an audit trail record. If ISO compliance mode is enabled in your project settings, GlyphFex prompts for a change reason on each save.

Save Validation

When you save an entry, GlyphFex runs a series of validation checks in order. If any check fails, the save is blocked and a dialog tells you exactly what needs to be fixed.

Role permission — Only Admin and Editor roles can save entries. Viewer role is read-only.
Trial limit — In trial mode, new entries are capped at 50. Editing existing entries is always allowed.
Ref ID not empty — Every entry must have a reference ID.
Ref ID pattern — If a regex validation pattern is configured for your project, the Ref ID must match it.
No duplicate Ref ID — GlyphFex checks that no other entry has the same Ref ID (case-insensitive).
Required tag categories — All categories marked as required (or required via conditional rules) must have at least one tag selected.
Required custom fields — All custom fields marked as required must have a value.
Change reason — If ISO compliance mode is enabled, you must provide a reason for the change before saving.

Tip If validation fails, the save dialog tells you exactly which check failed and what to fix. Address the issue and try saving again — there is no need to re-enter your data.

Entry Keyboard Shortcuts

These keyboard shortcuts are available on the Entry page:

Ctrl+S Save the current entry

Ctrl+Z Undo the last change (form fields and tag selections)

Ctrl+Y Redo a previously undone change

Escape Cancel edit mode or clear tag search

Ctrl+Shift+N New entry (available from any page)

Tip Press Ctrl+K to open the Command Palette, where you can search for any command, page, or action by name.