Encore OS — Documentation

Purpose: Help developers and AI agents choose the correct template type for their use case. Last Updated: 2026-02-01

Quick Decision

I need to create…	Use This Template Type	Spec/Location
Reusable automation workflow	Workflow Template	FW-28
Printable PDF (policy, letter, report)	Document Template	PF-64
Reusable form structure	Form Template	FW-01
Configurable business wizard	Wizard Template	PF-41
Specification document	Spec Template	Template Index

Decision Tree

I need to create a template for:
│
├─ AUTOMATING WORKFLOWS?
│   │
│   └─ YES → Workflow Template (FW-28)
│       └─ Creates: Reusable automation patterns
│       └─ Storage: fw_workflow_templates
│
├─ GENERATING PRINTABLE DOCUMENTS?
│   │
│   ├─ Is it a policy, procedure, letter, or report?
│   │   │
│   │   └─ YES → Document Template (PF-64)
│   │       └─ Creates: PDF with letterhead and sections
│   │       └─ Storage: pf_document_templates
│   │
│   └─ Is it a form to fill out?
│       │
│       └─ YES → Not a template issue - use Form Builder (FW-01)
│
├─ CREATING REUSABLE FORM STRUCTURES?
│   │
│   └─ YES → Form Template (FW-01)
│       └─ Creates: Clonable form definition
│       └─ Storage: fw_forms (is_template=true)
│
├─ CONFIGURING BUSINESS WIZARDS?
│   │
│   └─ YES → Wizard Template (PF-41)
│       └─ Creates: Module wizard configuration
│       └─ Storage: pf_wizard_templates
│
└─ WRITING DOCUMENTATION?
    │
    └─ YES → Spec Template (specs/_templates/)
        └─ Creates: Markdown specification
        └─ Storage: File system only

Template Types Explained

1. Workflow Template (FW-28)

What it is: Pre-built workflow automation pattern that can be cloned and customized. Best for:

✅ Employee onboarding automation
✅ Invoice approval workflows
✅ Incident response automation
✅ Notification sequences

Storage: fw_workflow_templates table Key features:

Visual workflow builder integration
Template marketplace for sharing
Template parameterization
Version tracking
Usage statistics

Example:

"Employee Onboarding Workflow" template:
├─ Trigger: Employee created
├─ Action: Send welcome email
├─ Action: Create Slack channel
├─ Action: Assign training tasks
└─ Action: Schedule 30-day check-in

2. Document Template (PF-64)

What it is: Structure template for printable documents with letterhead, sections, and approval chains. Best for:

✅ Policies (CARF/HIPAA-aligned sections)
✅ Procedures (step layout, verification blocks)
✅ Business letters (letterhead, signature)
✅ Report covers (title page, confidentiality)
✅ Offer letters (HR documents)

Storage: pf_document_templates, pf_letterheads tables Key features:

Letterhead management (logo, address, branding)
Section configuration (required/optional)
Approval chain templates
Version history
PDF generation via edge function

Example:

"Healthcare Policy Template":
├─ Letterhead: Organization branding
├─ Sections: Purpose, Scope, Policy Statement, Compliance
├─ Numbering: POL-26-001
├─ Approval Block: 3 signature lines
└─ Footer: Confidentiality notice, page numbers

3. Form Template (FW-01)

What it is: Form definition marked as a template that can be cloned to create new forms. Best for:

✅ Standardized incident reports
✅ Assessment form patterns
✅ Survey templates
✅ Intake form structures

Storage: fw_forms table with settings.is_template=true Key features:

Clone to create new form
Preserves field structure and validation
Organization-specific templates
Quick-start for common form types

Example:

"Incident Report Template":
├─ Page 1: Incident Details (date, time, location)
├─ Page 2: Involved Parties (names, roles)
├─ Page 3: Description (narrative, contributing factors)
└─ Page 4: Actions Taken (immediate, follow-up)

4. Wizard Template (PF-41)

What it is: Configurable wizard definition for module-specific business processes. Best for:

✅ Employee onboarding wizard
✅ Resident admission wizard
✅ Payroll run wizard
✅ Organization setup wizard

Storage: pf_wizard_templates table Key features:

System templates (defaults)
Organization customization
Custom step components
Visibility conditions
Validation rules per step

Example:

"Employee Onboarding Wizard Template":
├─ Step 1: Personal Information (form)
├─ Step 2: Employment Details (form)
├─ Step 3: Credentials Setup (custom component)
├─ Step 4: System Access (custom component)
└─ Step 5: Review & Complete (review)

5. Spec Template (Developer)

What it is: Markdown template for writing specifications and documentation. Best for:

✅ Feature specifications
✅ Implementation plans
✅ Task breakdowns
✅ Wizard UX specs
✅ Document template specs

Storage: specs/_templates/ directory (file system only) Key templates:

SPEC_TEMPLATE.md - Complex features
SPEC_TEMPLATE_LITE.md - Simple features
SPEC_TEMPLATE.md (wizard flow; snippet snippets/wizard-flow.md) - Module wizards
SPEC_TEMPLATE_LITE.md - Printable documents
TASKS_TEMPLATE.md - Task breakdown

Side-by-Side Comparison

Aspect	Workflow	Document	Form	Wizard	Spec
Purpose	Automation	Printable PDF	Data capture	Business process	Documentation
Storage	Database	Database	Database	Database	File system
Output	Workflow rules	PDF files	New forms	Wizard config	Markdown
Marketplace	✅ Yes	❌ No	❌ No	✅ Phase 3	❌ No
Versioning	✅ Yes	✅ Yes	❌ No	✅ Phase 2	Git
Org-specific	✅ Yes	✅ Yes	✅ Yes	✅ Yes	❌ No

Common Mistakes

❌ Using Workflow Template for Documents

Wrong: Creating a workflow template to generate PDF policies Problem: Workflow templates define automation logic, not document structure Solution: Use Document Template (PF-64) for printable documents

❌ Using Document Template for Automation

Wrong: Trying to automate approval flow using document templates Problem: Document templates define structure, not automation Solution:

Use Document Template (PF-64) for the document structure
Use Approval Chain Template (also in PF-64) for approval workflow
Or use Workflow Template (FW-28) for complex automation

❌ Using Form Template for Documents

Wrong: Creating a form template to generate a policy document Problem: Forms are for data capture, not document generation Solution: Use Document Template (PF-64) for printable documents

❌ Confusing Spec Templates with Document Templates

Wrong: Using SPEC_TEMPLATE_LITE.md to create a policy (instead of defining a policy template) Problem:

Spec templates are for writing specifications
Document templates are for defining printable document structures

Solution:

Use SPEC_TEMPLATE_LITE.md to write a spec for a new document template
Use PF-64 API to create the actual document template

Integration Matrix

Template Type	Integrates With
Workflow Template	FW-06 (Workflow Builder), FW-03 (Automation Engine)
Document Template	PF-11 (Documents), PF-10 (Notifications), GR-01 (Policies)
Form Template	FW-01 (Form Builder), FW-05 (Multi-Page Forms)
Wizard Template	PF-41 (Module Wizards), Module step registries
Spec Template	Developer documentation, AI agents

FAQ: Forms vs Document Templates

”How do I turn a form submission into a PDF?”

Forms (FW) capture data. Document Templates (PF-64) format printable documents. To export a form submission as a PDF:

Quick Export: Open any submission at /fw/submissions/:id and click “Download PDF” for an instant export
Branded Export: Click “Export with Letterhead” to choose your organization’s letterhead and formatting
Signed Export: If the form has signature fields (FW-33), use “Signed PDF” to include captured signatures

”Should I create a form or a document template?”

You Want To…	Use This
Collect data from users	Form (FW-01)
Create a professional printable document	Document Template (PF-64)
Collect data AND generate a nice PDF from it	Form (FW-01) + Letterhead (PF-64)
Define standard policy/procedure format	Document Template (PF-64)
Create a reusable data entry form	Form Template (FW-01, `is_template=true`)

“Where do I manage templates?”

Template Type	Location
Letterheads & Document Templates	Settings → Templates (`/settings/templates`)
Workflow Automation Templates	Forms & Workflow → Templates (`/fw/templates`)
Form Templates (reusable forms)	Forms & Workflow → Form Templates (`/fw/form-templates`)
Wizard Templates	Forms & Workflow → Wizards (`/fw/wizards`)

TERMINOLOGY.md - Template terminology definitions
Wizard Selection Guide - Choosing wizard types
Clarity Analysis - Feature comparison
Template Index - Spec template reference
PF/FW Documentation Review - Detailed analysis
Forms/Templates/UX Review (2026-02-05) - Comprehensive UX analysis

Last Updated: 2026-02-05

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Template Selection Guide

Quick Decision

Decision Tree

Template Types Explained

1. Workflow Template (FW-28)

2. Document Template (PF-64)

3. Form Template (FW-01)

4. Wizard Template (PF-41)

5. Spec Template (Developer)

Side-by-Side Comparison

Common Mistakes

❌ Using Workflow Template for Documents

❌ Using Document Template for Automation

❌ Using Form Template for Documents

❌ Confusing Spec Templates with Document Templates

Integration Matrix

FAQ: Forms vs Document Templates

”How do I turn a form submission into a PDF?”

”Should I create a form or a document template?”

“Where do I manage templates?”

​Quick Decision

​Decision Tree

​Template Types Explained

​1. Workflow Template (FW-28)

​2. Document Template (PF-64)

​3. Form Template (FW-01)

​4. Wizard Template (PF-41)

​5. Spec Template (Developer)

​Side-by-Side Comparison

​Common Mistakes

​❌ Using Workflow Template for Documents

​❌ Using Document Template for Automation

​❌ Using Form Template for Documents

​❌ Confusing Spec Templates with Document Templates

​Integration Matrix

​FAQ: Forms vs Document Templates

​”How do I turn a form submission into a PDF?”

​”Should I create a form or a document template?”

​“Where do I manage templates?”

​Related Documentation

Quick Decision

Decision Tree

Template Types Explained

1. Workflow Template (FW-28)

2. Document Template (PF-64)

3. Form Template (FW-01)

4. Wizard Template (PF-41)

5. Spec Template (Developer)

Side-by-Side Comparison

Common Mistakes

❌ Using Workflow Template for Documents

❌ Using Document Template for Automation

❌ Using Form Template for Documents

❌ Confusing Spec Templates with Document Templates

Integration Matrix

FAQ: Forms vs Document Templates

”How do I turn a form submission into a PDF?”

”Should I create a form or a document template?”

“Where do I manage templates?”

Related Documentation