> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Encore Health OS Platform Terminology Glossary

> Version: 1.2.0 Last Updated: 2026-02-05 Status: Active

**Version:** 1.2.0\
**Last Updated:** 2026-02-05\
**Status:** Active

**Purpose:** Unified glossary of data-related terms to eliminate confusion between similar concepts.

> **See Also:** [PF/FW Documentation Review](../reviews/PF-FW-DOCUMENTS-REVIEW-2026-02-01.md) for detailed analysis of terminology overlap.

***

## Wizard-Related Terms

### Form Wizard (FW-31)

**Also called:** Multi-step form, guided form, wizard mode form\
**NOT the same as:** Module Wizard (PF-41)

**Purpose:** Multi-step data capture interface built on FW-01 forms with step validation, progress tracking, and draft persistence.

**Storage:**

* Config: `fw_forms.wizard_config` JSONB
* Steps: `fw_form_pages.step_config` JSONB
* Progress: `fw_form_submissions.wizard_progress` JSONB

**Scope:** Form-specific, extends multi-page forms with wizard behavior.

**Example:**

* Resident intake wizard (5 steps of questions)
* Employee satisfaction survey with conditional sections
* Multi-part compliance assessment

**Use When:**

* You have a complex form that benefits from step-by-step guidance
* Data goes to `fw_form_submissions` (form submissions table)
* Users need to save/resume progress on data capture

**See:** [FW-31 Spec](../../../specs/fw/archive/FW-31-multi-step-form-wizards.md)

***

### Module Wizard (PF-41)

**Also called:** Business wizard, configurable wizard, onboarding wizard\
**NOT the same as:** Form Wizard (FW-31)

**Purpose:** Configurable business process wizard for module-specific workflows like onboarding, payroll, and admissions.

**Storage:**

* Templates: `pf_wizard_templates` table
* Executions: Module-specific tables (e.g., `hr_onboarding_instances`)

**Scope:** Organization-wide, supports custom step components per module.

**Example:**

* Employee onboarding wizard (HR module)
* Resident admission wizard (RH module)
* Payroll run wizard (HR module)

**Use When:**

* Building a business process (not just data capture)
* Data goes to module-specific tables (not form submissions)
* Steps require custom React components (not just form fields)
* Organizations need to customize the wizard flow

**See:** [PF-41 Spec](../../../specs/pf/specs/PF-41-configurable-module-wizards.md)

***

### Wizard vs Form Quick Reference

| Aspect            | Form Wizard (FW-31)   | Module Wizard (PF-41)   |
| ----------------- | --------------------- | ----------------------- |
| **Purpose**       | Data capture          | Business process        |
| **Data Storage**  | `fw_form_submissions` | Module-specific tables  |
| **Step Types**    | Form fields only      | Form, Custom, Review    |
| **Customization** | Field configuration   | Full step customization |
| **Use Case**      | Surveys, intake forms | Onboarding, payroll     |

***

## Template-Related Terms

### Workflow Template (FW-28)

**Also called:** Automation template, workflow pattern, reusable workflow\
**NOT the same as:** Document Template (PF-64), Form Template, Spec Template

**Purpose:** Pre-built workflow automation pattern that can be cloned and customized.

**Storage:** `fw_workflow_templates` table

**Scope:** Organization-wide, can be shared via marketplace.

**Example:**

* "Employee Onboarding Workflow" template
* "Invoice Approval" workflow template
* "Incident Response" automation template

**Use When:**

* Creating reusable automation patterns
* Sharing workflow best practices across organizations
* Quickly starting new automations from proven patterns

**See:** [FW-28 Spec](../../../specs/fw/archive/FW-28-workflow-templates-marketplace.md)

***

### Document Template (PF-64)

**Also called:** Letterhead template, policy template, letter template, PDF template\
**NOT the same as:** Workflow Template (FW-28), Form Template, Spec Template

**Purpose:** Structure template for printable documents (policies, letters, reports) with letterhead and sections.

**Storage:**

* Templates: `pf_document_templates` table
* Letterheads: `pf_letterheads` table
* Approval Chains: `pf_approval_chain_templates` table

**Scope:** Organization-wide, supports system starter templates.

**Example:**

* Healthcare Policy Template (CARF-aligned sections)
* Standard Business Letter template
* Compliance Report Cover template
* Employee Offer Letter template

**Use When:**

* Generating printable PDF documents
* Needing consistent branding (letterhead, footer)
* Documents require approval workflows
* Exporting policies, procedures, or formal letters

**See:** [PF-64 Spec](../../../specs/pf/specs/PF-64-organization-document-templates.md)

***

### Form Template (FW-01)

**Also called:** Reusable form, form pattern, clonable form\
**NOT the same as:** Document Template (PF-64), Workflow Template (FW-28)

**Purpose:** Form definition marked as a template that can be cloned to create new forms.

**Storage:** `fw_forms` table with `settings.is_template = true`

**Scope:** Organization-wide for cloning.

**Example:**

* "Standard Incident Report" form template
* "Monthly Assessment" form template
* "Satisfaction Survey" form template

**Use When:**

* Creating reusable form structures
* Quickly creating new forms from proven patterns
* Sharing form designs within an organization

**See:** [FW-01 Spec](../../../specs/fw/archive/FW-01-form-builder.md)

***

### Spec Template (Developer)

**Also called:** Documentation template, spec boilerplate, markdown template\
**NOT the same as:** Document Template (PF-64), Workflow Template (FW-28), Form Template

**Purpose:** Markdown template files for writing specifications and documentation.

**Storage:** `specs/_templates/` directory

**Scope:** Developer tools, not stored in database.

**Example:**

* `SPEC_TEMPLATE.md` - Feature specification template
* `WIZARD_SPEC_TEMPLATE.md` - Wizard specification template
* `TASKS_TEMPLATE.md` - Task breakdown template

**Use When:**

* Writing a new feature specification
* Documenting a wizard UX design
* Creating implementation plans

**See:** [Template Index](../../../specs/_templates/TEMPLATE_INDEX.md)

***

### Wizard Template (PF-41)

**Also called:** Module wizard template, business wizard template\
**NOT the same as:** Workflow Template (FW-28), Document Template (PF-64)

**Purpose:** Reusable wizard configuration that defines steps, validation, and flow for module wizards.

**Storage:** `pf_wizard_templates` table

**Scope:** Organization-wide (custom) or system-wide (starter templates).

**Example:**

* "Standard Employee Onboarding" wizard template
* "Resident Admission" wizard template
* "Payroll Run" wizard template

**Use When:**

* Organizations need to customize wizard flows
* Creating standardized business processes
* Sharing wizard patterns across sites

**See:** [PF-41 Spec](../../../specs/pf/specs/PF-41-configurable-module-wizards.md)

***

### Template Quick Reference

| Template Type         | Purpose             | Storage                   | Use Case                   |
| --------------------- | ------------------- | ------------------------- | -------------------------- |
| **Workflow Template** | Automation patterns | `fw_workflow_templates`   | Reusable automations       |
| **Document Template** | Printable PDFs      | `pf_document_templates`   | Policies, letters, reports |
| **Form Template**     | Clonable forms      | `fw_forms` (is\_template) | Reusable form structures   |
| **Wizard Template**   | Business wizards    | `pf_wizard_templates`     | Onboarding, payroll        |
| **Spec Template**     | Documentation       | `specs/_templates/`       | Writing specifications     |

***

## Document & PDF-Related Terms

### Form Submission PDF Export

**Also called:** Submission PDF, form-to-PDF, submission export\
**NOT the same as:** Document Template (PF-64), Signed PDF (FW-33)

**Purpose:** Convert a form submission's field data into a downloadable PDF document, optionally using organization letterhead and document template formatting.

**Implementation:**

* Hook: `useFormSubmissionPdf` from `@/platform/forms`
* Template hook: `useGenerateTemplatedPdf` from `@/platform/templates`
* Signed hook: `useSignedPdfGeneration` from `@/cores/fw/hooks` (FW-33, for forms with signature fields)

**Scope:** Any form submission can be exported as a PDF.

**Example:**

* Export an incident report submission as a branded PDF with letterhead
* Download a completed intake form as a PDF for filing
* Generate a signed consent form PDF with captured signatures

**Use When:**

* Users need a printable version of a form submission
* Submissions need to be shared as PDFs externally
* Compliance requires PDF records of form data

**See:** [Template Selection Guide](../../guides/use-cases/template-selection.md)

***

### Document Template (PF-64) — see [Template-Related Terms](#document-template-pf-64) above

### Letterhead (PF-64)

**Also called:** Organization letterhead, branding template\
**NOT the same as:** Document Template (defines document structure)

**Purpose:** Organization-specific header and footer configuration (logo, name, address, confidentiality notice) applied to PDF documents.

**Storage:** `pf_letterheads` table

**Example:**

* "Formal Letterhead" with logo, address, and confidentiality footer
* "Internal Memo" with minimal branding
* "Confidential" with watermark

**See:** [PF-64 Spec](../../pf/architecture.md)

***

## Field-Related Terms

### Custom Field Definition (PF-16)

**Also called:** Custom field, entity extension, org-specific field\
**NOT the same as:** Form Field, Object Field, Field Configuration

**Purpose:** Define metadata schema for extending existing entities with organization-specific data.

**Storage:** Definitions in `pf_custom_field_definitions`, values in `custom_fields` JSONB column on entity tables.

**Scope:** Organization-wide, applies to all records of the target entity.

**Example:**

* Adding `badge_number` to `hr_employees`
* Adding `external_case_id` to `rh_residents`
* Adding `retention_days` to `fw_forms`

**See:** [Custom Fields Use Case Guide](../../guides/use-cases/custom-fields.md)

***

### Form Field (FW-01)

**Also called:** Field, form input, form element\
**NOT the same as:** Custom Field Definition, Object Field

**Purpose:** Define a field within a form for data capture.

**Storage:** `fw_form_fields` table.

**Scope:** Form-specific, applies to one form only.

**Example:**

* "First Name" field in an intake form
* "Incident Date" field in an incident report
* "Rating" field in a satisfaction survey

**See:** [Forms Use Case Guide](../../guides/use-cases/forms.md)

***

### Entity Field Configuration (PF-17)

**Also called:** Field config, field visibility, field rules\
**NOT the same as:** Custom Field Definition (PF-16 defines fields, PF-17 configures their behavior)

**Purpose:** Control visibility, required status, and ordering of fields on existing entities.

**Storage:** `pf_entity_field_configs` table.

**Scope:** Organization + Entity + Context (e.g., role-based visibility).

**Example:**

* Hide `salary` from non-admin users
* Make `department_id` required for managers
* Reorder fields in employee profile

**See:** [Field Configuration Use Case Guide](../../guides/use-cases/field-configuration.md)

***

### Object Field (PF-24)

**Also called:** Custom object field, object attribute\
**NOT the same as:** Custom Field Definition (though they share `pf_custom_field_definitions`)

**Purpose:** Define fields for a custom object type.

**Storage:** `pf_custom_object_fields` (links to `pf_custom_field_definitions`).

**Scope:** Custom object-specific.

**Example:**

* `license_number` field on "Clinical Licenses" custom object
* `vehicle_vin` field on "Fleet Vehicles" custom object

**See:** [Custom Objects Use Case Guide](../../guides/use-cases/custom-objects.md)

***

### Lookup Field (FW-15)

**Also called:** Table lookup, dynamic dropdown, referenced field\
**NOT the same as:** Picklist (static), Form Options (form-specific)

**Purpose:** Form field that pulls options dynamically from a database table.

**Storage:** `fw_form_fields.settings` JSONB with lookup configuration.

**Scope:** Real-time from database, respects RLS.

**Example:**

* Department dropdown from `hr_departments`
* Employee selector from `hr_employees`
* Site selector from `pf_sites`

**See:** [Forms Use Case Guide](../../guides/use-cases/forms.md)

***

## Object-Related Terms

### Data Object (PF-23)

**Also called:** Object, entity, table metadata\
**NOT the same as:** Custom Object (PF-24 creates new objects, PF-23 provides metadata view)

**Purpose:** Metadata representation of any entity (core or custom) for browsing and discovery.

**Storage:** `pf_object_metadata` table.

**Scope:** Organization-wide view of all objects.

**Example:**

* `hr_employees` as a data object in the Object Browser
* `rh_residents` as a data object
* Custom objects also appear as data objects

**See:** [Data Manager Use Case Guide](../../guides/use-cases/data-manager.md)

***

### Custom Object (PF-24)

**Also called:** User-defined object, custom entity, org-specific object\
**NOT the same as:** Data Object (metadata view), Form (data capture interface)

**Purpose:** Create new entity types beyond core Encore Health OS objects.

**Storage:**

* Definitions: `pf_custom_objects`
* Fields: `pf_custom_object_fields`
* Records: `pf_custom_object_records`

**Scope:** Organization-specific.

**Example:**

* "Clinical Licenses" to track staff certifications
* "Training Classes" to track training sessions
* "Fleet Vehicles" to track company vehicles

**See:** [Custom Objects Use Case Guide](../../guides/use-cases/custom-objects.md)

***

### Form (FW-01)

**Also called:** Data capture form, submission form, workflow form\
**NOT the same as:** Custom Object (entity type), Data Object (metadata)

**Purpose:** Data capture interface for one-time submissions, often with workflow.

**Storage:**

* Definitions: `fw_forms`
* Fields: `fw_form_fields`
* Submissions: `fw_form_submissions`

**Scope:** Organization-specific.

**Example:**

* Resident intake form
* Incident report form
* Employee satisfaction survey

**See:** [Forms Use Case Guide](../../guides/use-cases/forms.md)

***

## Option-Related Terms

### Picklist (PF-15)

**Also called:** Dropdown values, reusable options, org-specific values\
**NOT the same as:** Form Options (form-specific), Lookups (table-based)

**Purpose:** Organization-scoped dropdown values reusable across forms and entities.

**Storage:**

* Lists: `pf_picklists`
* Items: `pf_picklist_items`

**Scope:** Organization-wide, reusable.

**Example:**

* Employment status: Full-time, Part-time, Contractor
* Priority levels: Low, Medium, High, Critical
* Incident types: Fall, Medication Error, Behavioral

**See:** [Picklists Use Case Guide](../../guides/use-cases/picklists.md)

***

### Form Options (FW-01)

**Also called:** Static options, inline options, form-specific values\
**NOT the same as:** Picklist (reusable), Lookups (table-based)

**Purpose:** Static dropdown options specific to one form field.

**Storage:** `fw_form_fields.options` JSONB.

**Scope:** Form-specific, not reusable.

**Example:**

* Yes/No for a specific question
* Satisfaction ratings 1-5 for this survey only
* One-off categories not used elsewhere

**See:** [Forms Use Case Guide](../../guides/use-cases/forms.md)

***

### Lookup Options (FW-15)

**Also called:** Table lookup, dynamic options, referenced values\
**NOT the same as:** Picklist (static, org-managed), Form Options (form-specific)

**Purpose:** Dynamic dropdown options pulled from database tables in real-time.

**Storage:** Configuration in `fw_form_fields.settings` JSONB.

**Scope:** Database-level, respects RLS, auto-updates.

**Example:**

* Departments from `hr_departments`
* Employees from `hr_employees`
* Sites from `pf_sites`

**See:** [Forms Use Case Guide](../../guides/use-cases/forms.md)

***

## Quick Reference Table

| Term                    | System | Purpose                 | Storage                   | Reusable?         |
| ----------------------- | ------ | ----------------------- | ------------------------- | ----------------- |
| Custom Field Definition | PF-16  | Extend existing entity  | `custom_fields` JSONB     | ✅ Org-wide        |
| Form Field              | FW-01  | Form data capture       | `fw_form_fields`          | ❌ Form-specific   |
| Field Configuration     | PF-17  | Control field behavior  | `pf_entity_field_configs` | ✅ Org-wide        |
| Object Field            | PF-24  | Custom object structure | `pf_custom_object_fields` | ❌ Object-specific |
| Lookup Field            | FW-15  | Dynamic form dropdown   | `fw_form_fields.settings` | ✅ Any form        |
| Data Object             | PF-23  | Object metadata view    | `pf_object_metadata`      | N/A (metadata)    |
| Custom Object           | PF-24  | New entity type         | `pf_custom_objects`       | ✅ Org-wide        |
| Form                    | FW-01  | Data capture interface  | `fw_forms`                | ✅ Org-wide        |
| Picklist                | PF-15  | Reusable dropdown       | `pf_picklists`            | ✅ Org-wide        |
| Form Options            | FW-01  | Static form dropdown    | `fw_form_fields.options`  | ❌ Form-specific   |
| Lookup Options          | FW-15  | Dynamic table dropdown  | `fw_form_fields.settings` | ✅ Any form        |

***

## Common Confusion Pairs

### Custom Fields vs Form Fields

* **Custom Fields:** Add metadata to existing entities (employees, residents)
* **Form Fields:** Define structure of forms for data capture

### Custom Objects vs Forms

* **Custom Objects:** Create new entity types with CRUD operations
* **Forms:** Create data capture interfaces with submissions

### Picklists vs Lookups

* **Picklists:** Static values managed in Settings, org-specific
* **Lookups:** Dynamic values from database tables, auto-updates

### Data Objects vs Custom Objects

* **Data Objects:** Metadata view of any entity (browse/discover)
* **Custom Objects:** New entity types created by organization

### Field Configuration vs Custom Fields

* **Field Configuration:** Control visibility/behavior of existing fields
* **Custom Fields:** Add new fields to entities

### Form Wizard vs Module Wizard

* **Form Wizard (FW-31):** Multi-step data capture using forms, data goes to `fw_form_submissions`
* **Module Wizard (PF-41):** Business process guidance with custom components, data goes to module-specific tables

### Workflow Template vs Document Template

* **Workflow Template (FW-28):** Reusable automation patterns for workflow builder
* **Document Template (PF-64):** Structure for printable PDF documents with letterhead

### Form Template vs Document Template

* **Form Template (FW-01):** Clonable form structure for data capture
* **Document Template (PF-64):** Printable document structure for policies, letters, reports

### Form vs Document Template (Most Common Confusion)

* **Form (FW-01):** Collects data from users → stored in `fw_form_submissions`
* **Document Template (PF-64):** Formats data for printable PDF → stored in `pf_document_templates`
* **Connection:** Form submissions can be exported as PDFs using PF-64 letterheads via `useFormSubmissionPdf`
* Forms and Document Templates are **complementary** — forms capture, templates present

### Wizard Template vs Spec Template

* **Wizard Template (PF-41):** Database-stored wizard configuration for business processes
* **Spec Template:** Markdown files in `specs/_templates/` for writing documentation

***

## Decision Trees

### "Which wizard system should I use?"

```
I need a multi-step guided experience:
│
├─ Is it primarily for data capture (forms)?
│   └─ YES → Use Form Wizard (FW-31)
│       └─ Enable wizard mode on a multi-page form
│
└─ Is it for a business process (onboarding, payroll)?
    └─ YES → Use Module Wizard (PF-41)
        └─ Create wizard template with custom step components
```

### "Which template type should I use?"

```
I need to create a template:
│
├─ For automating workflows?
│   └─ Use Workflow Template (FW-28)
│
├─ For generating printable documents (PDFs)?
│   └─ Use Document Template (PF-64)
│
├─ For creating reusable form structures?
│   └─ Use Form Template (FW-01)
│
├─ For business process wizards?
│   └─ Use Wizard Template (PF-41)
│
└─ For writing specification documents?
    └─ Use Spec Template (specs/_templates/)
```

***

## Related Documentation

* [PF/FW Documentation Review](../reviews/PF-FW-DOCUMENTS-REVIEW-2026-02-01.md) - Detailed analysis of terminology overlap
* [Forms/Templates/UX Review](../reviews/FORMS-TEMPLATES-UX-REVIEW-2026-02-05.md) - Forms vs Templates analysis and recommendations
* [Template Selection Guide](../../guides/use-cases/template-selection.md) - Decision guide for template types
* [Clarity Analysis (Condensed)](../../guides/use-cases/clarity-analysis.md) - Feature comparison
* [Use Case Guides](../integrations/index.md) - Integration patterns
* [Template Index](../../../specs/_templates/TEMPLATE_INDEX.md) - Spec template reference

***

**Last Updated:** 2026-02-05