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Building Application Templates

Application templates define the structure of an application type — which documents are required, what statuses exist, and how the workflow progresses. Templates are reusable across many applications.

Step 1: Create document definitions​

Before building a template, define the types of documents your org requires.

Go to Application Setup → Documents:

  1. Click New Document Definition
  2. Fill in: name, description, category, whether it's required by default
  3. Optionally upload template files — reference forms or instructions for clients to download

Document definitions are workspace-scoped and reusable across multiple templates.

Step 2: Create the application template​

Go to Application Setup → Templates:

  1. Click New Template
  2. Fill in: name, description, application type (TAX / PAYROLL / FINANCIAL)
  3. Toggle Active when ready to use

Assign document requirements​

On the template detail page → Documents tab:

  • Add document definitions to the template
  • Override the default required/optional flag per document
  • Set sort order and add instructions specific to this template
Snapshot behaviour

When an application is created from this template, the document slots are copied as a snapshot. Later changes to the document definition or template do NOT affect existing applications.

Step 3: Define statuses​

On the template detail → Statuses tab:

  1. Click New Status
  2. Fill in:
    • Status ID — machine-readable slug (e.g. credit-check-done)
    • Internal name — shown to staff (e.g. "Credit Check Done")
    • External name — shown to clients (e.g. "Under Review")
    • Color — hex or Tailwind token
    • Initial — mark one status as the starting status
    • Final — mark statuses that represent end states
    • Manually settable — whether staff can manually set this status

Define transitions​

On the Statuses tab, add transitions between statuses:

  • Select from-status and to-status
  • Choose transition type: USER (manual), SYSTEM (automated), or BOTH

See Application Status & Workflow for full details.

Step 4: Build the workflow (optional)​

On the template detail → Workflow tab:

  • The ReactFlow canvas shows your statuses as nodes
  • Connect nodes with transitions (drag between nodes)
  • Assign system handlers to automated steps (e.g. client-approval-check)
  • Position nodes visually for clarity

The workflow visualization on the application detail page is read-only — it reflects the template's workflow definition.

See Domain Reference: Document System for the full document architecture.