Documentation

Everything you need to know to build, manage, and scale your business with Entifly.

Getting Started

Welcome to Entifly — the all-in-one business management platform for growing businesses. Follow these steps to get up and running.

Quick Setup (5 minutes)

  1. Create your account — Sign up with your email. Verify your email address via the confirmation link sent to your email.
  2. Set up your Workspace — Enter your business name, choose your industry, and select a subscription plan. Your workspace is your isolated business environment.
  3. Install a Template or Create Entities — Head to Marketplace to install a pre-built template (e.g., Inventory Management, CRM Lite), or go to Manage → Schema Editor to build your own custom data structure from scratch.
  4. Add your data (Optional) — Start creating records manually, or use Settings → Data Management → Import to bulk-upload from CSV.

Navigating the App

  • Sidebar — Your main navigation. Shows your custom menus, Dashboard, Marketplace, and Manage section (Schema Editor, Automations, Team, Audit Logs).
  • Settings — Access via the gear icon. Manage your workspace profile, subscription plan, password, and data import/export.
  • Notifications — Bell icon in the header shows automation-triggered notifications.

Core Concepts

Entifly is built around a few powerful concepts that let you model any business process.

Entities

A type of data you want to track — like "Customers", "Products", "Tasks", or "Invoices". Think of it as a smart database table. You define the structure; Entifly auto-generates the forms, lists, and views.

Records

Individual entries within an Entity. For example, "John Doe" is a record in your "Customers" entity. Each record holds data according to the fields you defined.

Fields

Properties of an Entity — like "Email", "Amount", "Status", or "Due Date". Entifly supports 22+ field types including text, numbers, dates, formulas, barcodes, file uploads, and references.

Relationships

Connections between Entities. A "Project" can have many "Tasks". An "Order" belongs to a "Customer". Use Reference and Related List fields to link your data together.

Views

Different ways to see your records: Data Grid (table with sort/filter), Kanban Board (drag-and-drop cards), and Print View.

Roles

Three permission levels:
Admin (full access),
Manager (data + team management),
Staff (day-to-day operations).

Automations

Rules that run automatically when records are created, updated, or deleted. Send notifications, create linked records, or update fields — no code needed.

Schema Editor

The Schema Editor is where Admins define their data structure. Access it via Manage → Schema Editor.

Creating an Entity

  1. Click New Entity.
  2. Enter a name (e.g., "Tasks"), optional description.
  3. ID Prefix — Set a prefix for auto-generated record IDs (e.g., "TSK" → TSK26065001). If left blank, it will take the first 3 letters of the entity name.
  4. Configure Role Permissions — Choose which roles (Admin, Manager, Staff) can Read, Write, and Delete records.
  5. Set Print Format — Choose between "Form" layout or "Invoice" layout for print views.
  6. Click Save.

Managing Fields

  1. Expand an entity and click Add Field.
  2. Enter a Display Label (the field name is auto-generated).
  3. Choose a Field Type (see Field Types Reference below).
  4. Set Required if the field must be filled on every record.
  5. Set Min Role to Edit to restrict who can change this field (e.g., only Managers can edit "Status").
  6. Section — Group related fields under a section heading in forms.
  7. Column Width — Choose "Half" (side-by-side) or "Full" (spans entire row) layout.

Other Schema Features

  • Primary Field — Click the star icon on a field to make it the primary display field (shown in list titles and references).
  • Reorder Fields — Use the up/down arrows to change field order in forms and views.
  • Delete Fields — Click the trash icon. System fields cannot be deleted.

Field Types Reference

Entifly supports 22+ field types to handle any kind of business data.

Basic Fields

Short Text — Single-line text input. Ideal for names, titles, codes.

Long Text — Multi-line text area for descriptions, notes, comments.

Rich Text — HTML editor with formatting (bold, italic, lists, links).

Number — Numeric values. Used in formulas and aggregations.

Currency — Number with currency symbol (configurable: $, ₹, €, etc.).

Percentage — Number displayed as a percentage.

Email — Validated email address field with clickable mailto link.

Phone — Phone number field with clickable tel link.

URL — Web address field with clickable external link.

Date & Choice Fields

Date — Date picker (YYYY-MM-DD). Useful for due dates, start dates.

Date & Time — Date + time picker for precise timestamps.

Checkbox — Yes/No toggle. Great for flags like "Is Active" or "Paid".

Single Select — Dropdown with one selectable option. Define options like "Open", "In Progress", "Closed".

Multi-Select — Dropdown allowing multiple selections (e.g., Tags, Categories).

Radio Buttons — Like Single Select but displayed as radio buttons for small option sets.

Rating — Star rating (1-5). Useful for reviews, priority scoring.

Smart & Media Fields

Formula — Auto-calculated value from other numeric fields. Syntax: use field names like quantity * unit_price. Supports +, -, *, /.

Barcode / QR Code — Scannable field using your device's camera. Perfect for inventory, asset tracking.

Image — Upload images (photos, logos). Displayed as thumbnails in lists and galleries in forms.

File — Upload any file type (PDFs, documents, spreadsheets). Up to 20 attachments per record.

Auto-Number (ID) — System-generated unique ID with configurable prefix. Format: PREFIX-YYDDD-SEQ (e.g., INV-26065-001). Set via Entity settings.

Relationship Fields

Reference (Lookup) — Links to a single record in another entity. Example: "Customer" field on an Order linking to the Customers entity.

Multiple References — Links to multiple records in another entity.

Related Records (Tabs) — Displays a list of child records inside a parent record. Example: all "Tasks" shown inside a "Project". See Relationships section below.

Relationships & Related Lists

Relationships let you connect entities together to model real-world business logic.

Simple References (Lookups)

Add a Reference field to link one entity to another. When creating a record, you'll see a searchable dropdown of records from the referenced entity.

Example: An "Order" entity with a "Customer" Reference field lets you pick which customer placed the order.

Related Lists (One-to-Many)

Related Lists display child records or connected records directly inside a parent entity's view — like seeing all Tasks inside a Project.

How to Set Up a Related List (One-to-Many)

  1. Prerequisite: The child entity (e.g., Tasks) must have a Reference field pointing back to the parent entity (e.g., Project).
  2. Open the parent entity in Schema Editor and add a new field.
  3. Choose type "Related Records (Tabs)".
  4. Select the child entity (e.g., Tasks).
  5. Set Link Type to "Foreign Key" and select the reference field in the child entity that points to the parent.
  6. Choose Display Fields — the columns shown in the related list table (e.g., Task Name, Status, Due Date).

How to Set Up a Related List (Many-to-Many)

  1. No reference pointing is required.
  2. Open the parent entity in Schema Editor and add a new field.
  3. Choose type "Related Records (Tabs)".
  4. Select any reference entity (e.g., Items).
  5. Set Link Type to "Manual Link".
  6. Check the checkbox Allow adding same record multiple times to add multiple instances of the same record.
  7. Choose Display Fields — the columns shown in the related list table (e.g., Name, Quantity).
  8. Add Inline Fields — Add custom editable columns directly within the related list for quick data entry.
    • Add Label for the inline field.
    • Select the type of field (e.g. text, numeric, date).
    • Select Snapshot/Copy of reference field or provide default value. E.g. Copy Price from reference field or provide default value.
  9. Row Formulas — Add calculated columns that compute values from each child row (e.g., line total = qty × price). Add fields in the formula expression using Insert fields button.
  10. Column Ordering (Display Order) — Set the order of the columns in the related list table.
  11. Footer Aggregates — Show sum, average, min, or max at the bottom of the related list (e.g., total order amount).

Navigation & Views

Customize your application's navigation menu layout

Navigation Menu

  1. Go to Manage → Navigation Menu.
  2. Click New Menu — enter name, select icon, and link to an entity.
  3. Create Sub-Menus for grouping related entities.
  4. Move up or down to reposition or toggle visibility to hide menus.

Entifly offers multiple ways to view and interact with your data.

Data Grid (Table View)

The default view for any entity. Features include:

  • Sort — Click any column header to sort ascending/descending.
  • Filter — Use the filter icon to create conditions (e.g., "Status = Open AND Priority = High").
  • Search — Full-text search across all record fields.
  • Context Menu — Right-click any row for quick actions: View, Edit, Delete, Print.
  • Pagination — Navigate through large datasets with page controls.
Kanban Board

Visual card-based view for tracking work stages. Available on any entity that has a Select (dropdown) field.

  • Click the Kanban toggle at the top of any entity list.
  • Choose the grouping field (e.g., "Status") — each option becomes a column.
  • Drag and drop cards between columns to update the field value instantly.
  • Click any card to view or edit the full record.
  • Filters, Search and Pagination are available.
Print View

Generate clean, professional printable summaries of any record. Choose between Form layout (standard fields) or Invoice layout (with related list items). Includes "Powered by Entifly" branding.

Automations

Automations let you put repetitive tasks on autopilot. Configure rules that trigger automatically when records change.

Creating an Automation

  1. Navigate to Manage → Automations and click New Automation.
  2. Name your automation and select the Entity it applies to.
  3. Choose a Trigger Event:
    • Record Created — Fires when a new record is added.
    • Record Updated — Fires when any field on a record changes.
    • Record Deleted — Fires when a record is removed.
    • Created or Updated — Fires on both creation and updates.
  4. Add Conditions (optional) — Filter when the automation should run:
    • Example: "If Status equals 'Approved' AND Amount is greater than 1000"
    • Use AND/OR logic to combine multiple conditions.
    • Enable "Trigger on Change" to fire only when a specific field's value actually changes.
  5. Add Actions — What happens when conditions are met:
    • Send Notification — Alert a user with a custom message.
    • Create Record — Auto-create a record in another entity.
    • Update Record — Modify fields on the triggering record or related records.

Dynamic Variables

Use {{trigger.field_name}} in action fields to inject values from the triggering record. For example:

  • {{trigger.assigned_to}} — The user assigned to the record.
  • {{trigger.id}} — The record ID (useful for linking notifications back to the record).
  • {{trigger.status}} — The current status value.

Dashboard & Widgets

The Dashboard gives you a real-time command center for your business. Build it with modular widgets that visualize your data.

Adding a Widget

  1. Click the "+ Add Widget" button on your dashboard.
  2. Name your widget and select the Entity to pull data from.
  3. Choose a Widget Type: Bar Chart, Line Graph, Pie Chart, Funnel, or Metric Card.
  4. Configure Aggregation: Count, Sum, Average, Min, or Max.
  5. Set Aggregate Field (for Sum/Avg/Min/Max — e.g., "Amount").
  6. Set Group By field (e.g., group by "Status" or "Created Date" for monthly trends).
  7. Add Filters to show specific data subsets (e.g., "Status = Paid").
  8. Set Date Range (e.g., last 6 months) and Limit (e.g., top 5).
  9. Choose a Color Scheme and save.

Widget Examples

  • Revenue by Month — Line chart, Sum of "Amount", grouped by "Created Date", last 12 months.
  • Tasks by Status — Pie chart, Count, grouped by "Status".
  • Total Expenses — Metric card, Sum of "Amount" where Status = "Paid".
  • Top Customers — Bar chart, Count of Orders, grouped by "Customer", limit 5.

Use the context menu (right-click) on any widget to edit or remove it. Drag widgets to reposition them on your dashboard.

Data Management

Your data belongs to you. Entifly makes it easy to move data in and out of the platform.

Importing Data (CSV)

Bulk upload records from your existing spreadsheets. Available on paid plans.

  1. Go to Settings → Data Management.
  2. Click Start New Import.
  3. Select the Entity to import records into.
  4. Upload your CSV file. The system will parse and preview your data.
  5. Map columns — Match your CSV column headers to entity fields. Reference fields are validated against existing records.
  6. Review the preview and click Import.

Exporting Data (CSV)

Available on all plans, including Free.

  1. Navigate to any Entity's list view.
  2. Click the Export button in the toolbar.
  3. A CSV file with all current records will be downloaded instantly.

Print Views

Open any record and click the Print icon to generate a clean, printable summary. Choose between Form or Invoice layout in Entity settings.

Team & Roles

Manage your team members and control what they can access.

Inviting Team Members

  1. Go to Manage → Team.
  2. Click Add Member.
  3. Enter the member's name, email, and assign a Role.
  4. The member will receive an email invitation to join your workspace.

Role Permissions

CapabilityAdminManagerStaff
Schema Editor✅❌❌
Automations✅❌❌
Team Management✅✅❌
Audit Logs✅❌❌
View/Edit Records✅✅✅ *
Dashboard✅✅✅
Settings & Billing✅❌❌

* Staff access can be further restricted using Row Level Security and per-entity role permissions.

Security & Access Control

Entifly provides enterprise-grade security features to protect your data at every level.

Row Level Security (RLS)

Restrict which records a user can see based on field values. For example, a Sales Rep only sees leads where "Assigned To" equals their user ID.

How to configure:

  1. Open the entity in Schema Editor and click Edit.
  2. Scroll to Row Level Security and enable it.
  3. Add conditions (e.g., "Assigned To equals Current User").
  4. Set Exclude Roles — typically Admin and Manager bypass RLS.
  5. Choose AND/OR logic for multiple conditions.
Field Level Security

Control who can edit specific fields using the Min Role to Edit setting on each field.

Example: Set "Min Role to Edit" to "Manager" on a "Status" field — Staff users can view the status but only Managers and Admins can change it.

Record Locking

Automatically lock records when they reach a certain state to prevent accidental edits.

How to configure:

  1. Open the entity in Schema Editor and click Edit.
  2. Scroll to Record Locking Rules.
  3. Add a rule: e.g., "Lock when Status = Approved OR Status = Rejected".
  4. Set Exclude Roles — Admins and Managers can still edit locked records.
Audit Logs

Every create, update, and delete action is automatically logged with the user who made the change, the timestamp, and the before/after values of changed fields.

Access audit logs via Manage → Audit Logs. Filter by entity, action type (Insert/Update/Delete), or date range. Expand any entry to see exactly which fields changed and their previous values.

Solution Templates

Jumpstart your workspace with pre-built templates — battle-tested configurations for common business needs.

How to Install a Template

  1. Navigate to Marketplace in the sidebar.
  2. Browse the available templates.
  3. Click Install Template that opens a modal to see what features are included in the template.
  4. Click Install. The system automatically creates all entities, fields, relationships, dashboard widgets, and automations.

Available Templates

📦 Inventory Management

Products, Categories, Suppliers, Stock Movements. Includes barcode scanning support and stock-level dashboards.

👥 CRM Lite

Contacts, Accounts, Deals, Activities. Track your sales pipeline with Kanban views and deal-stage dashboards.

💰 Expense Tracking

Expenses, Categories, Budgets. Auto-aggregate spending by category with approval workflows.

🏢 Team Lite

Employees, Leave Requests, Attendance. Includes role-based access so staff can only view their own records.

📋 Project Management

Projects, Tasks, Milestones. Kanban boards for task tracking with related lists showing tasks inside projects.

Templates can be customized after installation — add fields, remove entities, or modify automations to fit your exact workflow.

Subscription Plans

Entifly offers flexible, flat-tier pricing plans — you pay per plan, not per user.

Plans for every team size

From a free starter plan to comprehensive business solutions. All plans include the core schema engine, automations, dashboard, data export, RBAC and many more.

View Pricing Details

Managing Your Subscription

  • View your current plan in Settings → Subscription Plan.
  • Upgrade or cancel your subscription anytime.
  • All plans include a trial period — no payment required upfront.

Still have questions?

Our support team is here to help you get the most out of Entifly.

Contact Support