> ## 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. # Use Case Guides > This folder contains practical use case guides for Encore OS's data management features. These guides help you choose the right tool for each scenario. This folder contains practical use case guides for Encore OS's data management features. These guides help you choose the right tool for each scenario. *** ## Quick Decision Matrix | Need | Feature | Spec | | ---------------------------------------- | -------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------ | | Dropdown options used across system | [Picklists (PF-15)](/guides/use-cases/picklists) | [Spec](https://github.com/Encore-OS/encoreos/blob/development/specs/pf/specs/PF-15-picklist-system.md) | | Extend existing entity with metadata | [Custom Fields (PF-16)](/guides/use-cases/custom-fields) | [Spec](https://github.com/Encore-OS/encoreos/blob/development/specs/pf/specs/PF-16-custom-field-definitions.md) | | Control field visibility/required status | [Field Configuration (PF-17)](/guides/use-cases/field-configuration) | [Spec](https://github.com/Encore-OS/encoreos/blob/development/specs/pf/specs/PF-17-entity-field-configuration.md) | | Browse and manage objects | [Data Manager (PF-23/25)](/guides/use-cases/data-manager) | [Spec](https://github.com/Encore-OS/encoreos/blob/development/specs/pf/specs/PF-23-data-manager-object-browser.md) | | Create new entity type | [Custom Objects (PF-24)](/guides/use-cases/custom-objects) | [Spec](https://github.com/Encore-OS/encoreos/blob/development/specs/pf/specs/PF-24-custom-objects.md) | *** ## Start Here: What Are You Trying to Do? ``` I need to work with data ├─ I need dropdown options │ ├─ Used across multiple forms/entities → Picklists (PF-15) │ ├─ Form-specific options → Form Builder (FW-01) │ └─ From database table → Lookups (FW-15) │ ├─ I need to add a field │ ├─ To existing entity (hr_employees, etc.) → Custom Fields (PF-16) │ ├─ To a form → Form Builder (FW-01) │ └─ To new entity type → Custom Objects (PF-24) │ ├─ I need to control a field │ ├─ Hide/show based on role → Field Configuration (PF-17) │ ├─ Make required by context → Field Configuration (PF-17) │ └─ Change form layout → Form Builder (FW-01) │ ├─ I need to browse/export data │ ├─ View all objects → Data Manager (PF-23) │ ├─ Browse/edit records → Raw Data Editor (PF-25) │ └─ Export to CSV → Raw Data Editor (PF-25) │ └─ I need a new entity type ├─ Track multiple records over time → Custom Objects (PF-24) └─ One-time data capture → Form Builder (FW-01) ``` *** ## Available Guides ### [Picklists (PF-15)](/guides/use-cases/picklists) Organization-scoped dropdown values that can be reused across forms and entities. * **Use when:** Dropdown values used across multiple forms/entities * **Examples:** Employment status, priority levels, department types ### [Custom Fields (PF-16)](/guides/use-cases/custom-fields) Extend existing entity schemas with organization-specific metadata. * **Use when:** Adding fields to existing entities (employees, residents, etc.) * **Examples:** Badge number, external case ID, retention policy ### [Field Configuration (PF-17)](/guides/use-cases/field-configuration) Control field visibility, required status, and form layouts. * **Use when:** Hiding fields by role, making fields conditionally required * **Examples:** Hide salary from non-admins, require fields by context ### [Data Manager (PF-23/25)](/guides/use-cases/data-manager) Browse, manage, and export data objects across the platform. * **Use when:** Discovering objects, viewing records, exporting data * **Features:** Object browser, raw data editor, CSV export ### [Custom Objects (PF-24)](/guides/use-cases/custom-objects) Create new entity types beyond core Encore OS objects. * **Use when:** Creating entirely new entity types * **Examples:** Clinical licenses, training classes, fleet vehicles ### [Forms (FW-01)](/guides/use-cases/forms) Create data capture interfaces for one-time submissions. * **Use when:** Collecting data through forms, surveys, assessments * **Examples:** Resident intake, incident reports, satisfaction surveys ### [Clarity Analysis](/guides/use-cases/clarity-analysis) Comprehensive comparison of all data features with decision trees. ### [Wizard Selection Guide](/guides/use-cases/wizard-selection) Choose between Form Wizards (FW-31) and Module Wizards (PF-41). * **Use when:** Deciding which wizard type to implement * **Covers:** Decision tree, comparison table, common mistakes ### [Template Selection Guide](/guides/use-cases/template-selection) Choose between Workflow, Document, Form, Wizard, and Spec Templates. * **Use when:** Deciding which template type to use * **Covers:** Decision tree, all 5 template types, comparison table ### [Workflow Selection Guide](/guides/use-cases/workflow-selection) Choose between Automation Engine, Workflow Builder, Templates, and Approvals. * **Use when:** Deciding which workflow system to use * **Covers:** FW-03, FW-06, FW-28, FW-34 comparison *** ## Deep Analysis Documents For in-depth analysis of system overlaps and terminology: * **[Clarity Analysis](/guides/use-cases/clarity-analysis)** - Full analysis of Forms, Custom Objects, Custom Fields, Picklists, Wizards, and Templates * **[Terminology Glossary](/architecture/standards/TERMINOLOGY)** - Unified definitions of all field, object, and option terms * **[PF/FW Documentation Review](https://github.com/Encore-OS/encoreos/blob/development/docs/architecture/reviews/PF-FW-DOCUMENTS-REVIEW-2026-02-01.md)** - Detailed review of wizard and template documentation *** ## Architecture Diagram ``` ┌─────────────────────────────────────────────────────────────────┐ │ Data Architecture │ ├─────────────────────────────────────────────────────────────────┤ │ │ │ ┌───────────────┐ ┌───────────────┐ ┌───────────────┐ │ │ │ Picklists │ │ Custom Fields │ │ Field Config │ │ │ │ (PF-15) │ │ (PF-16) │ │ (PF-17) │ │ │ │ │ │ │ │ │ │ │ │ Dropdown │ │ Extend │ │ Control │ │ │ │ values │◄───┤ entities │◄───┤ visibility │ │ │ └───────┬───────┘ └───────┬───────┘ └───────────────┘ │ │ │ │ │ │ ▼ ▼ │ │ ┌───────────────────────────────────────────────────────────┐ │ │ │ Data Manager (PF-23) │ │ │ │ Object Browser • Categories • Favorites │ │ │ └────────────────────────────┬──────────────────────────────┘ │ │ │ │ │ ┌────────────────────┼────────────────────┐ │ │ ▼ ▼ ▼ │ │ ┌───────────────┐ ┌───────────────┐ ┌───────────────┐ │ │ │ Core Objects │ │ Custom Objects│ │ Raw Data │ │ │ │ │ │ (PF-24) │ │ Editor(PF-25) │ │ │ │ hr_employees │ │ │ │ │ │ │ │ rh_residents │ │ New entity │ │ Browse/Edit │ │ │ │ fa_invoices │ │ types │ │ CSV Export │ │ │ └───────────────┘ └───────────────┘ └───────────────┘ │ │ │ └─────────────────────────────────────────────────────────────────┘ ``` *** ## Related Documentation ### Architecture * [Terminology Glossary](/architecture/standards/TERMINOLOGY) - Unified definitions including wizard and template terms * [Integration Contracts](/architecture/integrations/index) * [PF/FW Documentation Review](https://github.com/Encore-OS/encoreos/blob/development/docs/architecture/reviews/PF-FW-DOCUMENTS-REVIEW-2026-02-01.md) ### Selection Guides * [Wizard Selection Guide](/guides/use-cases/wizard-selection) - FW-31 vs PF-41 * [Template Selection Guide](/guides/use-cases/template-selection) - All 5 template types ### Platform READMEs * Platform Foundation README * [Data Manager README](https://github.com/Encore-OS/encoreos/blob/development/src/platform/data-manager/README.md) * [Custom Fields README](https://github.com/Encore-OS/encoreos/blob/development/src/platform/custom-fields/README.md) * [Picklists README](https://github.com/Encore-OS/encoreos/blob/development/src/platform/picklists/README.md) * [Wizards README](https://github.com/Encore-OS/encoreos/blob/development/src/platform/wizards/README.md) *** **Last Updated:** 2026-02-01