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OutSmart Guide

Editing A Smart Form

A Smart Form V2 is fully editable until the first time you send it to a patient. After that, the form becomes locked so that submissions stay matched to the questions patients actually answered. You can still duplicate a locked form, edit the copy, and start sending the new version.

Editing a form that hasn’t been used

  1. From the main menu, choose Smart Forms > SmartForms 2.0.
  2. Find the form and click the pencil icon to open the editor.
  3. Make your changes.
  4. Click Save in the top toolbar.

What “locked” means

Once any patient has been sent or has started filling the form, the form is locked. When you open a locked form, a yellow banner appears at the top:

This form has been assigned to patients and cannot be edited.

The pencil icon disappears from the form list and is replaced by a grey lock icon. Hovering the lock shows the reason: Used elsewhere (used by you or by another practitioner if the form is shared).

Locking protects the integrity of existing submissions. If you renamed a question or removed an option after a patient submitted, their answers wouldn’t line up with the form anymore.

Duplicate and edit a locked form

When you want to change a form that’s already been used, duplicate it first, then edit the copy.

  1. From the form list, find the locked form.
  2. Click the copy icon.
  3. The duplicate opens in the editor under a new name (you can rename it).
  4. Make your changes and save.

The original locked form stays in the list with its submissions intact. The new copy becomes its own form with its own list of submissions.

What’s editable in the locked form (and what isn’t)

When a form is locked the editor itself is locked. You can still:

  • Share the form with another practitioner from the form list.
  • Send the form to additional patients (existing patients filling out the existing copy aren’t affected).
  • Duplicate the form to start editing the copy.
  • Archive the form when you’re done using it.

Archiving and restoring a form

When a form has outlived its usefulness — an old intake form you’ve replaced with a newer one, a one-off survey for a past initiative — archive it to get it out of your day-to-day list. Archived forms aren’t deleted; they keep their assignments and submissions intact.

To archive:

  1. From the Smart Forms list (Active Forms tab), find the form.
  2. Click the trash icon in the Actions column.
  3. The system asks whether you want to Archive or Delete:
    • If the form has been sent to any patient, Delete isn’t offered — archiving is the only option (preserves the audit trail).
    • If the form was never sent, you can Delete it outright.
  4. Confirm. The form moves to the Archived tab.

To see archived forms:

  • On the Smart Forms list, click the Archived tab in the top toolbar.

To restore an archived form:

  1. Open the Archived tab.
  2. Find the form.
  3. Click the restore icon. The form moves back to Active Forms and is available to send again.

You can still Preview an archived form to see the questions it contained, even without restoring it. Useful for reference.

When a patient never finishes their form

If a patient was sent a form and never submitted it — and the link’s clock runs out — the assignment is automatically marked Expired on the Assignments tab. The form itself stays Active for other patients; only that one patient’s assignment ages out.

To get the patient back on track, click the Extend icon (🔄) on their expired assignment. The patient gets a brand-new link in their email, and any partial answers they’d already filled in are preserved — they continue, not restart. The old expired link stays dead. See Expiries And Link Timing.