GOVERNANCE FORMS AUTOFILL STATE DISCOVERY

Current scope: Gest

Category: 40_forms | Version: v1.0.0

Owner: DOCUMENT_CUSTODIAN | Review cycle: 90 days

Approval Authority: DOCUMENT_CUSTODIAN

Read-only Documentation Portal. Editing and mutation endpoints are disabled.

METADATA INCOMPLETE: Change Log

Governance Forms Autofill State Discovery

Document ID: GOS-40-FORMS-AUTOFILL-STATE-DISCOVERY
Version: 1.1.0
Status: DRAFT
Owner Role: DOCUMENT_CUSTODIAN
Last Review Date: 2026-02-26
Next Review Date: 2026-03-28

1. Purpose

This note captures which workflow states are required to support automatic form filling in a deterministic way.

Goal:

define minimum state gates for autofill
identify gaps between governance state-machine documents and current runtime states
provide an implementation-ready baseline for form automation

2. Current State Coverage

2.1 Land Owner / Plot Registration

Governance spec (EX-PL-01) states:

DRAFT
SUBMITTED
UNDER_VERIFICATION
VERIFICATION_COMPLETED
CORRECTION_REQUIRED
REGISTERED
DECLINED

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-01-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-01-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-01-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-02-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-02-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-02-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-03-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-03-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-03-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-04-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-04-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-04-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-05-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-05-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-05-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-06-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-06-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-06-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-07-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-07-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-07-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-08-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-08-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-08-EXAMPLE-001
conditionTrigger	TEXT	No	N/A

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-CT-09-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-CT-09-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-CT-09-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-01-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-01-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-01-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-02-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-02-EXAMPLE-001
recordedAt	DATE	Yes

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-01-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-01-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-01-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-02-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-02-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-02-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	ST-01-F01-EXAMPLE-001
procedureInstanceId	TEXT	Yes	ST-01-F01-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	ST-01-F01-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	ST-01-F02-EXAMPLE-001
procedureInstanceId	TEXT	Yes	ST-01-F02-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	ST-01-F02-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-TN-01-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-TN-01-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-TN-01-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-TN-02-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-TN-02-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-TN-02-EXAMPLE-001

Field	Type	Required	Sample Value
policyVersion	TEXT	Yes	N/A
justification	TEXTAREA	Yes	Placeholder value from governance form catalogue.
requestedActivationDate	DATE	Yes	2026-02-20

Field	Type	Required	Sample Value
incidentId	TEXT	Yes	IncidentReportForm-EXAMPLE-001
detectedAt	DATE	Yes	2026-02-20
impactSummary	TEXTAREA	Yes	Placeholder value from governance form catalogue.
severity	SELECT	Yes	LOW

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-03-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-03-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-03-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-04-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-04-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-04-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-05-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-05-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-05-EXAMPLE-001
conditionTrigger	TEXT	No	N/A

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-06-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-06-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-06-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-07-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-07-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-07-EXAMPLE-001
conditionTrigger	TEXT	No	N/A

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-08-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-08-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-08-EXAMPLE-001

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Governance Forms Autofill State Discovery

1. Purpose

2. Current State Coverage

2.1 Land Owner / Plot Registration

2.2 Tender (EX-TN-01) and Procurement (EX-PR-01)

2.3 Contract (EX-CT-01) and Settlement (EX-ST-01)

2.4 EX-IP-04 Inspection

3. Required Autofill State Gates

4. Minimum Data Sources for Autofill

5. Implementation Order

6. Open Governance Decisions

Read-Only Form Framework

F-CT-01 Award Proposal Record

F-CT-02 Award Approval Record

F-CT-03 Contract Draft Record

F-CT-04 Legal Review Record

F-CT-05 Final Contract Record

F-CT-06 Signature Authorization Record

F-CT-07 Contract Signature Record

F-CT-08 Award Cancellation / Withdrawal Record

F-CT-09 Contract Closure Record

F-IP-04-01 Cost Estimate Submission Record

F-IP-04-02 Assignment Record

F-PR-01-01 Procurement Request

F-PR-01-02 Supplier Offer Submission

F-PR-01-03 Offer Evaluation Record

ST-01-F01 Settlement Request Record

ST-01-F02 Proof of Payment Record

ST-01-F03 Verification Record

F-TN-01 Tender Notice / Invitation

F-TN-02 Eligibility Declaration (Bidder)

F-TN-03 Bid Submission Record

ActivationRequestForm Activation Request Form

IncidentReportForm Incident Report Form

NamespaceCreationForm Namespace Creation Form

F-IP-04-03 Inspection Observation Record

F-IP-04-04 Verification Record

F-IP-04-05 Review Findings Record

F-IP-04-06 Decision Record

F-IP-04-07 Correction Request / Response Record

F-IP-04-08 Closure Record

F-IP-04-09 Independence / Impartiality Declaration

F-PR-01-04 Selection Justification

F-PR-01-05 Procurement Decision Record

F-PR-01-06 Conflict of Interest Declaration

F-PR-01-07 Procurement Closure Record

ST-01-F04 Settlement Confirmation Record

ST-01-F05 Audit Log Reference

F-TN-04 Bid Confidentiality & Integrity

F-TN-05 Bid Opening Record

F-TN-06 Evaluation Committee Declaration

F-TN-07 Evaluation Record

F-TN-08 Selection / Award Justification

F-TN-09 Non-selection Rationale Record

F-TN-10 Tender Closure Record

PolicyAmendmentForm Policy Amendment Form

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-IP-04-09-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-IP-04-09-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-IP-04-09-EXAMPLE-001
conditionTrigger	TEXT	No	N/A

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-03-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-03-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-03-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-04-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-04-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-04-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-05-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-05-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-05-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-06-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-06-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-06-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-PR-01-07-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-PR-01-07-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-PR-01-07-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	ST-01-F03-EXAMPLE-001
procedureInstanceId	TEXT	Yes	ST-01-F03-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	ST-01-F03-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	ST-01-F04-EXAMPLE-001
procedureInstanceId	TEXT	Yes	ST-01-F04-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	ST-01-F04-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	ST-01-F05-EXAMPLE-001
procedureInstanceId	TEXT	Yes	ST-01-F05-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	ST-01-F05-EXAMPLE-001

Field	Type	Required	Sample Value
recordId	TEXT	Yes	F-TN-03-EXAMPLE-001
procedureInstanceId	TEXT	Yes	F-TN-03-EXAMPLE-001
recordedAt	DATE	Yes	2026-02-20
evidenceSummary	TEXTAREA	Yes	F-TN-03-EXAMPLE-001