Multi-User & Team

Set up SQL Server Express for team collaboration with roles, permissions, and LAN deployment.

When to Go Multi-User

GlyphFex works great as a single-user tool, but many shops reach a point where multiple people need access to the same data. Consider going multi-user when:

• Multiple people track jobs — If more than one person creates, updates, or reviews entries, a shared database prevents duplicate records and conflicting information
• You need concurrent access — If people need to view or edit entries at the same time, not just take turns on one machine
• You want role-based permissions — Give shop floor operators edit-only access while restricting configuration and user management to admins
• You need a central audit trail — All changes from all users are recorded in one place for quality and compliance purposes

SQL Server Express Setup

Multi-user mode requires SQL Server Express (free from Microsoft) running on one machine on your network. Here is what you need:

Requirements

• SQL Server Express 2019 or later — Free edition, supports up to 10 GB per database (more than enough for most shops)
• TCP/IP networking enabled — Required for other machines to connect over the LAN
• Windows Firewall configured — The SQL Server port must be allowed through the firewall
• Windows Authentication — GlyphFex uses the logged-in Windows user account for authentication (no separate passwords to manage)

Step-by-step setup

1. Install SQL Server Express — Download from Microsoft's download page. Run the installer and choose the default instance name (SQLEXPRESS) or a custom name. Note the machine name and instance name — you will need both.
2. Enable TCP/IP — Open SQL Server Configuration Manager. Navigate to SQL Server Network Configuration > Protocols for SQLEXPRESS. Right-click TCP/IP and select Enable. Restart the SQL Server service.
3. Configure the firewall — Open Windows Defender Firewall with Advanced Security. Create an inbound rule allowing TCP traffic on your SQL Server port (default: 1433 for static, or the dynamic port shown in TCP/IP Properties > IP Addresses > IPAll). Also allow sqlbrowser.exe on UDP port 1434 if using named instances.

Creating a Shared Project

Once SQL Server is running, create a shared project from GlyphFex:

1. File > New Project > Shared — Select the "Shared (Team)" project type.
2. Enter connection details — Provide the server name (e.g., SERVERNAME\SQLEXPRESS) and a database name (e.g., ShopFloor_2026).
3. Test Connection — Click the Test Connection button to verify that GlyphFex can reach the SQL Server instance. Fix any connection issues before proceeding.
4. Save the config file — GlyphFex creates a .glyphfex-server configuration file. Save this to a shared network location (e.g., a mapped drive or UNC path) so all team members can open it.

The first user to create the project automatically becomes the Admin. All subsequent users who open the same .glyphfex-server file are assigned a default role.

Connecting Other Users

Getting other team members connected is straightforward:

1. Install GlyphFex on each user's machine. The same installer works for all roles.
2. File > Open — Browse to the shared .glyphfex-server file on the network drive.
3. Automatic user creation — On first connection, GlyphFex automatically creates a user account using the Windows username. No passwords to set up.

The new user is assigned a default role (typically Editor). The Admin can change roles at any time from the User Management dialog.

Migrating from Solo

Already have a Personal (Solo) project with data in it? You can migrate to a shared SQL Server database without starting over.

1. File > Migrate to SQL Server — Opens a 3-step migration wizard.
2. Configure connection — Enter the SQL Server machine name and instance, choose a database name, and test the connection.
3. Migration runs — GlyphFex copies all entries, tags, categories, pipeline config, audit trail, custom fields, templates, and settings to the new SQL Server database. A progress indicator shows the transfer status.

Roles & Permissions

GlyphFex uses three roles to control what each user can do:

User Management

Admins manage team members from Tools > Manage Users. The User Management dialog shows all registered users and their current roles.

• Change roles — Select a user and assign a new role (Admin, Editor, or Viewer). Changes take effect immediately on the user's next data refresh.
• Activate/deactivate users — Deactivated users cannot connect to the project. Use this when someone leaves the team or no longer needs access.
• Windows Authentication — GlyphFex uses the logged-in Windows account for authentication. There are no separate usernames or passwords to manage within GlyphFex itself.

Admin Requests

Editors who need configuration changes or other admin-level actions can submit requests without leaving GlyphFex:

1. Editor submits a request — From the entry detail window or via the menu, an Editor describes what they need changed (e.g., "Add new tag 'Anodized' to Finish category").
2. Admin sees notification — An amber badge appears on the Admin's toolbar indicating pending requests.
3. Admin reviews — The Admin opens the request review dialog, reads the request, and can Approve or Reject it with optional response notes.

This keeps Editors productive without interrupting the Admin with verbal requests or emails. All requests are tracked and auditable.

Concurrency Handling

When multiple users access the same database, GlyphFex uses optimistic locking to prevent data conflicts:

• Every entry has a RevisionNumber that increments with each save
• When you save an entry, GlyphFex checks if the revision number still matches what you loaded
• If another user saved changes while you were editing, the revision numbers will not match and a conflict dialog appears

The conflict dialog offers three options:

• Reload — Discard your changes and load the other user's version
• Force Save — Overwrite the other user's changes with yours
• Cancel — Go back to your edit and decide what to do

Auto-Refresh

In multi-user mode, GlyphFex automatically checks for new data on a 10-second interval. The refresh is lightweight:

• First checks MAX(LastModifiedAt) on the server to see if anything changed
• Only performs a full data reload if the timestamp is newer than the last refresh
• Dashboard, Shop Floor, Calendar, and Display Board all benefit from auto-refresh

You can also force a manual refresh at any time by pressing F5 or Ctrl+R.

LAN Deployment

For a successful LAN deployment, verify these networking requirements:

TCP/IP connectivity

GlyphFex connects to SQL Server over TCP/IP. Ensure:

• TCP/IP protocol is enabled in SQL Server Configuration Manager
• The SQL Server port is open in Windows Firewall on the server machine
• Client machines can reach the server by machine name or IP address

Port configuration

SQL Server Express uses a dynamic port by default, which changes on each restart. For reliable LAN access:

• Set a static port in Configuration Manager (recommended: 1433)
• If using a dynamic port, ensure the SQL Server Browser service is running and UDP port 1434 is open

Authentication

• NTLM authentication — GlyphFex uses Windows Authentication, which relies on NTLM in workgroup environments
• BUILTIN\Users — By default, SQL Server Express grants CONNECT SQL permission to the BUILTIN\Users group, allowing all local Windows accounts to connect
• Workgroup vs. Domain — In a workgroup (no Active Directory), each machine must have matching local user accounts for cross-machine authentication. In a domain environment, domain accounts work seamlessly.