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:

1. 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.
2. Fill in the entry form. The page uses a 3-column layout:
   • Left column — The main entry form with Job Number, 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.
3. Choose tags from each category. Click tag buttons or select from dropdown menus depending on the category display mode.
4. Save by pressing Ctrl+S or clicking the Save button. GlyphFex validates your entry before saving (see Save Validation below).

Entry Fields Overview

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

Built-In Key Fields

GlyphFex provides 17 built-in fields covering common manufacturing and job-tracking data points. These fields are code-defined (their structure is consistent across all projects) but you can toggle each one on or off to match your workflow. The list below is the canonical inventory as of mid-May 2026; the in-app names match exactly.

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:

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.

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.

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.

Show/Hide Rules

Show/Hide Rules (formerly called "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." See the Show/Hide Rules help page for the full editor walkthrough.

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.

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.
• Job # prefix — Auto-generates a Job Number 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.

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.

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.

Sections

The detail window organizes its content into collapsible FastTab Expander sections (inspired by Dynamics 365). Each section can be expanded or collapsed independently, with promoted field summaries visible in the collapsed header — so you can see key data at a glance without expanding every section.

The detail window contains up to 15 sections:

1. Header — Job Number, status badge, pipeline name.
2. Metadata — Created/modified dates, revision number, created by/modified by.
3. Comments — Full comment text with read-only/edit toggle.
4. Tags — All assigned tags grouped by category.
5. Built-in fields — Customer, PO, dates, quantity, and other enabled key fields.
6. Job costing — Cost summary if quote line items are present.
7. Quote items — Itemized quote table with quantities, prices, and totals.
8. NCR / Quality — Non-conformance records with disposition and corrective actions.
9. Materials — Material requirements with allocation status.
10. Custom fields — All custom field values.
11. Attachments — File list with open/download actions.
12. Linked entries — Related, parent/child, and supersedes relationships.
13. Stage timeline — Visual history of every stage transition with timestamps and durations.
14. Labor log — Clock in/out records from the Shop Floor page.
15. 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:

Creating Links

1. Open the Entry Detail Window for the source entry.
2. Click Link Entry and search by Job Number to find the target entry.
3. 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.

Entry Workflows

GlyphFex supports several workflows for creating and managing entries:

Smart Quoting

The moment you've picked enough tags on a new entry, GlyphFex finds the most-similar past jobs from your own project and surfaces a typical estimate — right where the field would normally be empty. See the dedicated Smart Quoting page for the full walkthrough; the quick version is below.

What you'll see

• Ambient chip below Key Fields — "Similar jobs: ~38-42 hrs · ~$3,200 · based on 7 matches"
• Ghost text in the Est. Hours field — the typical value sits as placeholder. Type to override; click Accept on the chip to take it
• Comparables popover — tap the chip to see the matched past jobs with match %, actual hours, and tag chips. Verify the suggestion before you trust it
• Deviation warning — if you type a number 30%+ below history, an InfoBar surfaces the comparables

How matches are scored

• Tag overlap — two jobs sharing 4 of 5 tags score 0.8 (technically: Jaccard index)
• Quantity closeness — smaller delta = higher score
• Recency weight — recent jobs count more; a job from 6 months ago counts at about 37%, a year ago at about 13% (exponential decay, τ=180 days)
• Customer boost — same-customer history counts 2×

Honesty Band — data thinness made visible

The chip’s wording adapts to how much past-job evidence backs the suggestion. Four bands, keyed off the total match count: hidden under 5, “Best guess (low data)” for 5–9, neutral for 10–19, “(high confidence)” for 20 or more. See the full breakdown on the Smart Quoting page. Example neutral wording at Medium confidence:

"Similar jobs: ~38-42 hrs"

With fewer matches or a wide spread, it reads as an acknowledged best guess:

"Best guess (low data): ~38-42 hrs · only 6 matches — adjust as you learn"

This is the Zillow pattern. We never hide thinness, and we never prescribe ("drop your price by 8%"). The data is shown; the decision stays with you.

Tag-Driven Auto-Pricing

Closes the "Excel-on-the-side" gap. Mark a tag category as a pricing category, set per-tag $/hr labor rates and per-tag material costs, and your tag selections auto-fill labor rate and material suggestions on the entry form.

One-time setup (Edit Categories)

1. Open Edit Categories — Toolbar > Categories > Edit Categories
2. Mark a category as a pricing category — Toggle "Is Pricing Category" on a category like "Material" or "Process"
3. Set the category default labor rate — e.g., "Welding" defaults to $95/hr
4. Switch to the Tag Multipliers tab — Per-tag labor rate column. Set "Stainless Steel TIG" = $115/hr, "Mild Steel MIG" = $85/hr
5. Add material costs — Per-tag cost-per-unit, unit name (sqft, lbs, ea), and optional markup %. e.g., "20 GA Stainless Steel" = $14.50/sqft · markup 35%
6. Set a shop labor rate fallback — Settings > Shop > Shop Labor Rate. Used when no tag-specific or category-default rate matches

How rates are resolved (MAX rule)

When you select multiple tags on an entry, GlyphFex applies the MAX rule for labor rate — the highest applicable tag rate wins. The fallback chain is:

1. Tag-specific rate — e.g., "Stainless Steel TIG" = $115/hr
2. Category default — if no per-tag rate is set, e.g., "Welding" category default = $95/hr
3. Shop labor rate — the universal fallback from Settings

Auto-Fill formula

The Estimated Value field auto-fills as:

hours × rate + Σ(material × (1 + markup))

Type a custom labor rate or estimated value and the suggestions update live. The field stops being a guess and starts being a calculator. Suggestions appear as ghost text on the labor_rate and estimated_value built-in fields.

Win/Loss Tracking & Lost Reason

The quote_outcome built-in field tracks whether a quote ended Won, Lost, Expired, or is still Pending. Combined with the lost_reason field, this powers the Win Rate by Tag analytics.

Marking a quote Won

Set quote_outcome to Won. GlyphFex prompts you to convert it to an order — one click takes you through Convert Quote to Order.

Marking a quote Lost

From the Entry Detail window, click the Quick Close button on a Lost or Withdrawn quote. GlyphFex prompts for a reason from a 7-option B2B taxonomy:

• Too expensive
• Lost to competitor
• Too slow / lead time
• Customer cancelled
• Specs changed
• No response
• Other

Research finding (Corporate Visions): 30-50% of quotes attributed to "lost on price" are actually lost to slow turnaround, capability mismatch, or relationship. If you blindly drop your price you sell margin away without winning more work. Lost Reason capture lets you tell the difference and see it on the Win Rate by Tag chart.

Re-quote shortcut

For completed quote entries, the Entry Detail window shows a Re-quote button. One click pre-fills a new entry with revision increment and a link back to the source quote — useful when a customer comes back six months later and asks for the same thing with different specs.

Convert Quote to Order

When a customer accepts a quote, GlyphFex can convert it into a production order with a single click — carrying over all relevant data while starting a fresh workflow.

How it works

1. Open the quote entry — From the Dashboard context menu, the Entry Detail Window top action bar, or the → Order button on a Dashboard card.
2. Click "Convert to Order" — GlyphFex creates a new entry pre-filled from the quote: customer name, PO number, tags, custom fields, material requirements, and all key fields are copied over.
3. Pipeline resets — The new order starts at Stage 1 of its pipeline. If the quote's template has auto-numbering configured, the order gets a properly sequenced reference number.
4. Source quote closes — The original quote is automatically moved to its first completed stage (e.g., "Won" or "Closed"), removing it from the active pipeline.
5. Entries are linked — A Parent/Child relationship is created between the quote and the new order, with a "Converted from quote" note. You can navigate between them from the Linked Entries section in the Entry Detail Window.

Where to find it

• Dashboard card — The → Order button appears on cards for entries that are not in a completed stage
• Dashboard context menu — Right-click any active entry and select Convert to Order
• Entry Detail Window — The → Order button in the top action bar (under the Actions dropdown)

Part History & Genealogy

When multiple entries share the same Part Number (the part_number built-in field), GlyphFex automatically groups them into a Part History section. This gives you full genealogy of every time a part has been quoted, ordered, or produced.

Where it appears

• Entry Detail Window — A dedicated "Part History" section at the bottom lists all other entries with the same part number. Each row shows the reference number, customer, date, status, quantity, and value.
• PDF Export — The entry detail PDF includes a Part History table (capped at 25 entries for readability).

What it shows

Each Part History entry displays:

• Reference number — Click to open that entry's detail window
• Customer name
• Date — Creation date of the entry
• Current status — Which pipeline stage the entry is in
• Quantity and Value — If those built-in fields are populated

Display limits

In the Entry Detail Window, Part History shows the 15 most recent entries by default. If there are more, a "Show all N entries" link expands the full list. In PDF exports, the list is capped at 25 entries.

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.

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

Entry Keyboard Shortcuts

These keyboard shortcuts are available on the Entry page: