Encore OS — Documentation

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)	Spec
Extend existing entity with metadata	Custom Fields (PF-16)	Spec
Control field visibility/required status	Field Configuration (PF-17)	Spec
Browse and manage objects	Data Manager (PF-23/25)	Spec
Create new entity type	Custom Objects (PF-24)	Spec

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)

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)

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)

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)

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)

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)

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

Comprehensive comparison of all data features with decision trees.

Wizard Selection Guide

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

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

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 - Full analysis of Forms, Custom Objects, Custom Fields, Picklists, Wizards, and Templates
Terminology Glossary - Unified definitions of all field, object, and option terms
PF/FW Documentation Review - 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    │   │
│  └───────────────┘    └───────────────┘    └───────────────┘   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Architecture

Terminology Glossary - Unified definitions including wizard and template terms
Integration Contracts
PF/FW Documentation Review

Selection Guides

Wizard Selection Guide - FW-31 vs PF-41
Template Selection Guide - All 5 template types

Platform READMEs

Last Updated: 2026-02-01

Getting Started

Data & Migration

Configuration Building Blocks

Templates & Recommendations

Scheduling & Automation

Use Case Guides

Quick Decision Matrix

Start Here: What Are You Trying to Do?

Available Guides

Picklists (PF-15)

Custom Fields (PF-16)

Field Configuration (PF-17)

Data Manager (PF-23/25)

Custom Objects (PF-24)

Forms (FW-01)

Clarity Analysis

Wizard Selection Guide

Template Selection Guide

Workflow Selection Guide

Deep Analysis Documents

Architecture Diagram

Architecture

Selection Guides

Platform READMEs

​Quick Decision Matrix

​Start Here: What Are You Trying to Do?

​Available Guides

​Deep Analysis Documents

​Architecture Diagram

​Related Documentation

​Architecture

​Selection Guides

​Platform READMEs

Quick Decision Matrix

Start Here: What Are You Trying to Do?

Available Guides

Deep Analysis Documents

Architecture Diagram

Related Documentation

Architecture

Selection Guides

Platform READMEs