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Custom Entries

Custom entries in bPass provide ultimate flexibility for storing any type of sensitive information that doesn't fit into standard entry types. Create personalized templates with custom fields, validation rules, and sharing settings to meet your unique security needs.

Overview

Custom entries allow you to:

  • Design Flexible Templates - Create entry types specific to your needs
  • Define Custom Fields - Add any type of data field you require
  • Set Validation Rules - Ensure data integrity with custom validation
  • Create Reusable Templates - Save templates for repeated use
  • Share Templates - Distribute templates across teams and organizations
  • Maintain Security - All custom data protected with the same encryption standards

Creating Custom Entries

Step 1: Access the Vault

  1. Navigate to your Vault from the main dashboard
  2. Click "Add Entry" or press Ctrl + N
  3. Select "Custom Entry" from the entry type options

Step 2: Choose Template or Create New

Use Existing Template

  • Browse Templates - View available custom templates
  • Organization Templates - Templates shared by your organization
  • Personal Templates - Templates you've created previously
  • Community Templates - Public templates from the bPass community
  • Template Preview - See template structure before using

Create New Template

  • Template Name - Descriptive name for the template
  • Description - Explain the template's purpose and use cases
  • Category - Organize templates by category or purpose
  • Icon Selection - Choose an icon to represent the template
  • Sharing Settings - Control who can use the template

Step 3: Define Custom Fields

Field Types Available

Text Fields
  • Single Line Text - Short text inputs (names, titles, URLs)
  • Multi-Line Text - Longer text areas (notes, descriptions)
  • Formatted Text - Rich text with formatting options
  • Masked Text - Hidden text fields for sensitive data
  • Email - Email address fields with validation
  • URL - Website address fields with click-to-open functionality
Numeric Fields
  • Number - Numeric values with optional decimal places
  • Currency - Money amounts with currency formatting
  • Percentage - Percentage values with automatic formatting
  • Phone Number - Phone numbers with international formatting
  • ZIP/Postal Code - Postal codes with country-specific validation
Date and Time Fields
  • Date - Calendar date picker
  • Time - Time selector with various formats
  • Date/Time - Combined date and time picker
  • Duration - Time spans and durations
  • Recurring Dates - Repeating date patterns
Selection Fields
  • Dropdown - Single selection from predefined options
  • Radio Buttons - Single choice with visible options
  • Checkboxes - Multiple selection options
  • Toggle Switches - Boolean on/off selections
  • Rating - Star or numeric rating systems
File and Media Fields
  • File Upload - Document and file attachments
  • Image - Photo and image attachments
  • Signature - Digital signature capture
  • QR Code - Generate QR codes from field data
  • Barcode - Store and generate various barcode types
Advanced Fields
  • JSON Data - Structured data in JSON format
  • Code Block - Formatted code with syntax highlighting
  • Coordinates - Geographic location data
  • Color Picker - Color values with visual picker
  • Encrypted Note - Additional encrypted text storage

Step 4: Field Configuration

Basic Field Settings

  • Field Label - Display name for the field
  • Placeholder Text - Helpful text shown when field is empty
  • Default Value - Pre-populated value for new entries
  • Required Field - Whether the field must be filled
  • Field Order - Position in the entry form

Validation Rules

  • Format Validation - Ensure data matches expected format
  • Length Limits - Minimum and maximum character limits
  • Pattern Matching - Regular expressions for complex validation
  • Range Validation - Numeric ranges and date ranges
  • Custom Validation - JavaScript-based custom validation rules

Display Options

  • Conditional Display - Show/hide based on other field values
  • Field Groups - Organize related fields together
  • Tabs and Sections - Break complex forms into sections
  • Read-Only Fields - Display-only fields that cannot be edited
  • Hidden Fields - Fields not displayed in normal view

Common Use Cases

Business and Professional

Employee Records

Comprehensive employee information management:

Template: Employee Record
Fields:
- Employee ID (Number, Required)
- Full Name (Text, Required)
- Department (Dropdown: HR, IT, Sales, Marketing, Operations)
- Position (Text)
- Start Date (Date, Required)
- Manager (Text)
- Emergency Contact (Text)
- Security Clearance Level (Dropdown: None, Basic, Secret, Top Secret)
- Office Location (Text)
- Phone Extension (Phone)
- Notes (Multi-line Text)

Project Credentials

Project-specific access and configuration:

Template: Project Access
Fields:
- Project Name (Text, Required)
- Project Code (Text, Required)
- Environment (Dropdown: Development, Staging, Production)
- Access Level (Radio: Read, Write, Admin)
- Server URLs (URL, Multiple)
- Database Connection (Encrypted Text)
- API Keys (Masked Text, Multiple)
- VPN Configuration (JSON)
- Project Manager (Text)
- Expiration Date (Date)

Vendor Information

Supplier and vendor management:

Template: Vendor Details
Fields:
- Company Name (Text, Required)
- Vendor ID (Text)
- Contact Person (Text)
- Email (Email, Required)
- Phone (Phone)
- Address (Multi-line Text)
- Tax ID (Masked Text)
- Payment Terms (Dropdown: Net 30, Net 60, COD)
- Account Number (Masked Text)
- Contract Start (Date)
- Contract End (Date)
- Notes (Multi-line Text)

Personal and Family

Medical Information

Health-related information storage:

Template: Medical Record
Fields:
- Patient Name (Text, Required)
- Date of Birth (Date, Required)
- Medical Record Number (Masked Text)
- Primary Care Physician (Text)
- Insurance Provider (Text)
- Policy Number (Masked Text)
- Allergies (Multi-line Text)
- Current Medications (Multi-line Text)
- Emergency Contact (Text)
- Blood Type (Dropdown: A+, A-, B+, B-, AB+, AB-, O+, O-)
- Medical Conditions (Checkboxes: Multiple)
- Last Updated (Date)

Vehicle Information

Automotive records and maintenance:

Template: Vehicle Record
Fields:
- Make/Model (Text, Required)
- Year (Number, Required)
- VIN (Text, Required)
- License Plate (Text)
- Registration Expiration (Date)
- Insurance Company (Text)
- Policy Number (Masked Text)
- Maintenance Schedule (Multi-line Text)
- Mechanic Contact (Text)
- Purchase Date (Date)
- Purchase Price (Currency)
- Current Mileage (Number)

Investment Tracking

Financial investment management:

Template: Investment Account
Fields:
- Account Name (Text, Required)
- Account Type (Dropdown: 401k, IRA, Brokerage, Savings)
- Account Number (Masked Text, Required)
- Financial Institution (Text)
- Account Manager (Text)
- Login URL (URL)
- Current Balance (Currency)
- Last Updated (Date)
- Investment Strategy (Multi-line Text)
- Risk Level (Radio: Conservative, Moderate, Aggressive)
- Beneficiaries (Multi-line Text)
- Notes (Multi-line Text)

Technical and IT

Server Configuration

Infrastructure and server management:

Template: Server Details
Fields:
- Server Name (Text, Required)
- IP Address (Text, Required)
- Operating System (Dropdown: Windows Server, Linux, Unix, Other)
- Server Role (Checkboxes: Web, Database, Application, File)
- CPU Specs (Text)
- Memory (Number) GB
- Storage (Number) GB
- SSH Key (Code Block)
- Admin Username (Text)
- Admin Password (Masked Text)
- Backup Schedule (Text)
- Monitoring URL (URL)
- Notes (Multi-line Text)

Software Licenses

Software license and subscription management:

Template: Software License
Fields:
- Software Name (Text, Required)
- Version (Text)
- License Type (Dropdown: Perpetual, Subscription, Trial)
- License Key (Masked Text, Required)
- Purchase Date (Date)
- Expiration Date (Date)
- Number of Licenses (Number)
- Cost (Currency)
- Vendor (Text)
- Support Contact (Text)
- Renewal Notice (Toggle)
- Installation Notes (Multi-line Text)

Education and Research

Research Project

Academic and research project management:

Template: Research Project
Fields:
- Project Title (Text, Required)
- Principal Investigator (Text, Required)
- Institution (Text)
- Grant Number (Text)
- Funding Source (Text)
- Start Date (Date)
- End Date (Date)
- IRB Approval Number (Text)
- Research Assistant Access (Multi-line Text)
- Data Storage Location (URL)
- Analysis Software (Text)
- Publication Timeline (Multi-line Text)
- Notes (Multi-line Text)

Student Records

Educational information tracking:

Template: Student Information
Fields:
- Student Name (Text, Required)
- Student ID (Text, Required)
- Program (Text)
- Advisor (Text)
- GPA (Number, 0-4.0)
- Credits Completed (Number)
- Expected Graduation (Date)
- Transcript Access (URL)
- Financial Aid (Multi-line Text)
- Emergency Contact (Text)
- Special Accommodations (Multi-line Text)
- Notes (Multi-line Text)

Template Management

Creating Templates

Template Design Process

  1. Identify Requirements - Determine what information needs to be stored
  2. Plan Field Structure - Organize fields into logical groups
  3. Define Validation - Set up data validation rules
  4. Test Template - Create test entries to verify functionality
  5. Refine and Improve - Adjust based on usage feedback

Template Versioning

  • Version Control - Track template changes over time
  • Backward Compatibility - Ensure existing entries remain functional
  • Migration Tools - Update existing entries to new template versions
  • Change Documentation - Record what changes were made and why
  • Rollback Options - Revert to previous template versions if needed

Sharing Templates

Organization Templates

  • Team Templates - Share within your team or department
  • Company-Wide - Make templates available organization-wide
  • Role-Based Access - Limit template access based on user roles
  • Template Permissions - Control who can modify shared templates
  • Usage Analytics - Track how templates are being used

Public Templates

  • Community Sharing - Share useful templates with the bPass community
  • Template Gallery - Browse and use community-created templates
  • Rating System - Rate and review templates
  • Template Categories - Organize templates by industry or use case
  • Import/Export - Transfer templates between bPass instances

Template Administration

Governance

  • Template Standards - Establish organizational template standards
  • Approval Process - Require approval for new organization templates
  • Maintenance Schedule - Regular template review and updates
  • Documentation Requirements - Require documentation for shared templates
  • Training Programs - Train users on template creation and usage

Quality Control

  • Template Testing - Systematic testing of new templates
  • Performance Monitoring - Ensure templates perform well with large datasets
  • Security Review - Verify templates meet security requirements
  • Compliance Check - Ensure templates meet regulatory requirements
  • User Feedback - Collect and act on user feedback

Advanced Features

Calculated Fields

Create fields that automatically calculate values:

Formula-Based Calculations

  • Mathematical Operations - Add, subtract, multiply, divide field values
  • Date Calculations - Calculate time differences and date ranges
  • Conditional Logic - If-then calculations based on other fields
  • String Manipulation - Combine and format text from multiple fields
  • Lookup Operations - Reference values from other entries

Dynamic Content

  • Auto-Generated Values - Automatically populate fields based on rules
  • External Data Integration - Pull data from external APIs
  • Real-Time Updates - Fields that update automatically
  • Cross-Entry References - Link to data in other vault entries
  • Historical Tracking - Track changes to calculated values over time

Workflow Integration

Approval Workflows

  • Multi-Step Approval - Require multiple approvals for sensitive entries
  • Role-Based Routing - Route approvals based on user roles
  • Notification System - Alert approvers of pending requests
  • Approval History - Track all approval decisions
  • Conditional Approval - Different approval paths based on entry data

Automation

  • Triggered Actions - Automatic actions based on field changes
  • Scheduled Tasks - Regular maintenance and updates
  • Integration Hooks - Connect with external systems and services
  • Batch Operations - Bulk updates and maintenance tasks
  • Event Logging - Track all automated actions

Reporting and Analytics

Data Analysis

  • Field Statistics - Analyze data patterns across custom entries
  • Usage Reports - Track how custom templates are being used
  • Compliance Reports - Generate reports for regulatory compliance
  • Performance Metrics - Monitor template and field performance
  • Trend Analysis - Identify trends in custom entry data

Visualization

  • Charts and Graphs - Visual representation of custom entry data
  • Dashboard Creation - Custom dashboards for monitoring key metrics
  • Export Options - Export data in various formats for analysis
  • Real-Time Monitoring - Live updates of key metrics
  • Alerting System - Notifications when metrics exceed thresholds

Security and Compliance

Data Protection

All custom entries maintain the same security standards as built-in entry types:

Encryption

  • Field-Level Encryption - Each custom field encrypted individually
  • Strong Encryption - AES-256-GCM encryption for all data
  • Key Management - Secure key generation and storage
  • Encryption at Rest - All stored data is encrypted
  • Encryption in Transit - Secure communication protocols

Access Control

  • Granular Permissions - Control access at field and entry level
  • Role-Based Access - Access based on organizational roles
  • Time-Limited Access - Temporary access with expiration
  • Audit Trails - Complete record of all access and changes
  • IP Restrictions - Limit access to specific network ranges

Compliance Features

Regulatory Compliance

  • GDPR Compliance - European data protection regulation support
  • HIPAA Compliance - Healthcare data protection (where applicable)
  • SOX Compliance - Financial regulatory compliance
  • Industry Standards - Support for industry-specific compliance
  • Data Residency - Control where data is stored geographically

Audit and Reporting

  • Compliance Reports - Generate reports for regulatory requirements
  • Data Lineage - Track data origin and modifications
  • Retention Policies - Automatic data retention and deletion
  • Breach Notification - Automated compliance breach notifications
  • Certification Support - Support for security certifications

Best Practices

Template Design

  1. Start Simple - Begin with basic fields and add complexity gradually
  2. User-Centered Design - Focus on user needs and workflows
  3. Consistent Naming - Use clear, consistent field naming conventions
  4. Logical Grouping - Organize related fields together
  5. Plan for Growth - Design templates that can evolve over time

Data Management

  1. Regular Reviews - Periodically review and update templates
  2. Data Quality - Implement validation to ensure data quality
  3. Documentation - Document template purpose and usage guidelines
  4. Training - Train users on proper template usage
  5. Feedback Loop - Continuously improve based on user feedback

Security Guidelines

  1. Least Privilege - Grant minimum necessary access to templates
  2. Regular Audits - Review template access and usage regularly
  3. Secure Development - Follow secure coding practices for custom templates
  4. Testing - Thoroughly test templates before deployment
  5. Monitoring - Monitor template usage for security anomalies

Troubleshooting

Common Issues

Template Not Saving - Check all required fields are completed - Verify field validation rules are being met - Ensure you have permission to save templates - Check for field naming conflicts

Custom Fields Not Displaying - Verify field configuration is correct - Check conditional display rules - Ensure browser supports required field types - Clear browser cache and reload

Validation Errors - Review field validation rules - Check data format matches expected pattern - Verify required fields are completed - Test validation rules with sample data

Performance Issues with Large Templates - Reduce number of fields per template - Optimize conditional logic and calculations - Consider breaking complex templates into sections - Review field types for performance impact

Custom entries provide unlimited flexibility for storing any type of sensitive information. Start by creating your first custom template and explore template sharing to collaborate with your team!