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Emails Reference

Smart Forms V2 sends emails at seven points in the form’s lifecycle. This page lists each one so you know what your patient is reading and what lands in your own inbox.

All Smart Forms V2 emails come from your clinic’s branded OutSmart sender, with the practitioner’s name in the From field (for patient-facing emails) and your office logo in the header.

When you send a form to a patient

Trigger	You click Send on a form, picking one patient.
Recipient	The patient at the email address on file (you can override it in the Send panel before sending).
From name	The practitioner the form is being sent on behalf of.
Subject	[Practitioner Name] has sent you a form to fill out: [Form Name] — the form name is in the subject so two different forms from the same practitioner don’t get auto-grouped into one email thread by the patient’s inbox.
Body	A short greeting, the form name, a Continue to Your Form button, then a primary line “Please complete this form before your visit” with a smaller secondary line showing the calendar deadline and the day count, e.g. This form will expire on [date] (60 days from now) — please submit before then or before your visit, whichever comes first.
Link lifetime	60 days for the patient to click and open the form; once they open it, 90 days to fill and submit. See Expiries And Link Timing.

When a guest patient starts a form via public link

Trigger	A patient opens a public guest link, fills in their name + email + DOB, clicks Start.
Recipient	The patient at the email they entered on the landing page.
From name	The practitioner the guest link is pinned to (chosen by you when you generated the link).
Subject	You started a new form: [Form Name]
Body	A greeting using the name they entered, the form name, a Continue Your Form button, and a note that the link is valid for 90 days.
Link lifetime	90 days from the moment they clicked Start. The public guest URL itself never expires — each patient’s individual link is the one that gets the 90-day clock.

When a returning guest patient asks to continue

Trigger	A patient revisits a guest link they’d already started, enters the same name + email + DOB, and picks Continue on the “you already started this form” choice screen.
Recipient	The same patient.
Subject	Continue your form: [Form Name]
Body	Their link back to the in-progress form, with an exact date showing how many days remain to submit.
Why it’s email-only	The browser deliberately doesn’t show the fill link directly on the choice screen — it sends them to email — so that someone who guesses another patient’s name/email/DOB can’t open their in-progress form.

When a guest patient restarts

Trigger	A patient revisits a guest link they’d already started, enters the same name + email + DOB, and picks Start Over on the choice screen.
Recipient	The same patient.
Subject	You’ve restarted your form: [Form Name]
Body	A fresh link, a fresh form, the 90-day clock restarting. The old in-progress copy is abandoned.

When the patient submits the form

Trigger	The patient clicks Complete at the end of the form.
Recipient	The administering practitioner (the one whose name was on the patient’s email).
CC	The office email, if your office has one set up under Office Settings and it’s different from the practitioner’s email.
From name	OutSmart system address (not the patient — system-generated).
Subject	New SmartForm Submission: [Patient Name] — [Form Name] — the form name is in the subject so multiple submissions from one patient on different forms don’t get auto-grouped into one email thread.
Body	A note that the patient submitted, with the patient’s name. The submission itself is in the system, not in the email — click into the patient’s workspace to view it.
What patients receive	A green “Thank You” screen in their browser. No email — the patient has done their part.

When you send a reminder

Trigger	You click the bell icon on an in-progress assignment (either the Assignments tab or the patient workspace).
Recipient	The patient at the email on the assignment.
From name	The administering practitioner.
Subject	Reminder: Fill out [Form Name] for [Practitioner Name]
Body	A reminder to finish the form, the link back to it, the primary line “Please complete this form before your visit” with a smaller secondary line showing the calendar deadline and the days remaining, e.g. This form will expire on [date] (N days from now) — please submit before then or before your visit, whichever comes first. Days-remaining text turns orange under 7 days and red under 3 days.
What’s not reset	The clock doesn’t restart. The reminder just nudges them with the same link they already had. To actually give them more time, use the Extend action instead — see the next entry.

When you extend a patient’s time

Trigger	You click the Extend icon (🔄) on an assignment — either still-live or already expired. The system automatically handles the two cases differently.
Recipient	The patient at the email on the assignment.
From name	The administering practitioner.
Subject (pre-expiry)	More time to finish your form for [Practitioner Name]: [Form Name]
Subject (post-expiry)	A new link for your form for [Practitioner Name]: [Form Name]
Body	An explanation that the patient now has more time to finish, the form name, and a button back to the form. Then the primary line “Please complete this form before your visit” with a smaller secondary line showing the new calendar deadline and the day count, e.g. This form will expire on [date] (60 days from now) — please submit before then or before your visit, whichever comes first. On the pre-expiry path the link is unchanged; on the post-expiry path the link is brand new and any auto-saved progress is preserved so the patient continues where they left off.
What gets reset	Pre-expiry: the current clock the patient is on (60-day link-click or 90-day fill) is reset to a fresh full window from now. Same link. Post-expiry: a new link is issued, the old one stays dead, and the patient is put back on the 60-day link-click clock.

See Expiries And Link Timing for when to use Extend versus the regular reminder.

Summary table

Event	Who sends → who gets	Subject
You send to a patient	System (as practitioner) → patient	[Practitioner] has sent you a form to fill out: [Form Name]
Guest patient starts	System (as practitioner) → patient	You started a new form: [Form Name]
Guest patient continues	System (as practitioner) → patient	Continue your form: [Form Name]
Guest patient restarts	System (as practitioner) → patient	You’ve restarted your form: [Form Name]
Patient submits	System → administering practitioner (CC office email)	New SmartForm Submission: [Patient Name] — [Form Name]
You send a reminder	System (as practitioner) → patient	Reminder: Fill out [Form Name] for [Practitioner]
You extend their time (pre-expiry)	System (as practitioner) → patient	More time to finish your form for [Practitioner]: [Form Name]
You extend their time (post-expiry)	System (as practitioner) → patient	A new link for your form for [Practitioner]: [Form Name]

Sending Smart Forms To Patients — the action that triggers the first two emails.
Patients Filling Out A Smart Form — what the patient does between receiving the email and triggering the next one.
Expiries And Link Timing — the two clocks (link-click and fill) and what happens when they run out.
Viewing Smart Form Submissions — where the submitted form lands after the practitioner gets their notification.