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OutSmart Guide

Sharing Smart Forms With Other Practitioners

You can share a SmartForms V2 form 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.

Forms attached to an appointment type

Sharing works differently once a form is attached to an appointment type, because the person who attached it and the person seeing the patient are often not the same.

The attachment is what allows the form to be sent. Whoever attached the form to the appointment type had the right to use it at the time, and that decision carries to every appointment on that type. The practitioner who happens to be booked doesn’t need their own share, and doesn’t need to know the form exists.

That means:

  • Forms go out for every practitioner who takes that appointment, not only the person who set it up.
  • The form shows the practitioner the patient is actually seeing, and that practitioner can read the answers, even when the form belongs to a colleague.
  • An appointment type sends one set of forms. If it’s shared across the clinic, everyone sends the same set. It cannot send different forms for different practitioners.

What happens when you stop sharing a form

Removing a share is not retroactive, and the difference matters:

What happens
Answers already collectedNothing. They stay readable by the practitioner who administered the form. Removing a share never hides clinical records someone already collected.
Forms already with patientsUnaffected. In-progress forms stay live and the patient’s link keeps working.
Future sendsStop. If the person who attached the form to an appointment type loses access to it, that appointment type stops sending it.

The short version: reading is permanent, sending is live. Once a practitioner has administered a form, those answers stay theirs to read. Whether a form can be sent is checked fresh every time.