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OutSmart Guide

Sharing Smart Forms With Other Practitioners

You can share a Smart Form V2 with other practitioners so they can send it to their own patients without rebuilding the form from scratch. You control two things separately: who can send the form, and who can view the submissions that come back.

Two kinds of share

Share typeWhat it lets the recipient do
UseSend the form to their own patients. They cannot see submissions from other practitioners.
ViewSee submissions to the form, including those collected by other practitioners.

Most of the time you’ll grant Use to colleagues who should send the form themselves but not see each other’s patient data. View is reserved for cases where someone (a clinic director, a research lead, etc.) needs cross-practitioner visibility into responses.

How to share

  1. From the main menu, open Smart Forms > SmartForms 2.0.
  2. Find the form and click the share icon.
  3. The Sharing panel opens.
  4. In the Use section, search for the practitioner you want to grant send access to. The dropdown spans every office you’re linked to.
  5. In the View section, do the same for view-access recipients (if any).
  6. Close the panel — changes save automatically.

The share dropdowns search practitioners across every office you’re a member of, not just the office currently selected at the top of the screen. You don’t need to switch offices to share with a colleague at a different clinic.

Who can manage shares

Only the form’s author (the practitioner who first created the form) or an admin in the form’s owning office can manage the share list. Recipients can use the form but cannot re-share it.

What recipients see

When a colleague has been granted Use share to a form:

  • The form appears in their Smart Forms list with a small green Shared from [author’s name] tag below the form name.
  • They can click the send icon to send it to one of their patients, or generate a guest link.
  • They cannot edit the form or change its sharing.
  • The form’s submission count column shows only their own submissions to the form, not other recipients’.

When a colleague has View share:

  • They see submissions to the form on the Assignments tab, even ones they didn’t send themselves.
  • They can open the compact answer view for any submission they have view access to.

When the author can’t edit because someone else used the form

If you authored a form and another practitioner has used it (with Use share), the Edit pencil on the form list disappears for you and is replaced by a grey lock icon. Hovering shows Used elsewhere. This is the same lock that protects you from breaking your own past submissions — see Editing A Smart Form.

To make changes without disrupting the other practitioner’s in-flight forms, duplicate the form and edit the copy. The original locked form keeps working for everyone it was shared with.