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OutSmart Guide

The Smart Forms Page

The Forms List page of SmartForms V2 showing a list of forms and the top toolbar.

The SmartForms V2 Forms List page. You can create new smartforms from here or view or edit existing forms.

The Smart Forms V2 list page is your launching point for every form-related action — building, sending, viewing assignments, sharing, archiving. This page is the reference for what each tab and column shows so you know where to look.

To get here: main menu > Smart Forms > SmartForms 2.0.

The three tabs

The page has three tabs along the top toolbar plus a Create New button for building a new form and a Refresh button that reloads whichever tab is open without a full page reload.

The tabs in the top toolbar of the SmartForms V2 list page

The tabs in the top toolbar of the SmartForms V2 list page.

  • Active Forms — every form available to send, build on, or share.
  • Archived — forms taken out of the active list but kept on file (see Archiving).
  • Assignments — every patient who’s been sent a form, what status that assignment is in, and what’s still outstanding.

Use Refresh when you’ve just sent a form, extended an assignment, or expect submissions to have come in while the page was open — it re-fetches the current tab without losing your scroll position.

What appears in each tab depends on your role:

  • Practitioners see forms they authored plus forms shared with them.
  • Admins see every form in the office’s library.

Active Forms — the list

Each row is one form. Columns:

ColumnShows
NameThe form’s name (the one you set on the form’s title), with a small grey [ID: <number>] indicator after it. The ID is useful when comparing notes with support — say “form ID 47” instead of “the third intake form.”
AuthorThe practitioner who created the form.
StatusUp to four tags, in this order: N In progress (warm orange) for patients filling the form, N Pending (light amber) for patients who haven’t opened it yet, N Expired (muted red) for assignments past their deadline, and N Submitted (green). Tags only appear when their count is above zero. For forms shared with another practitioner: a green Shared from [author] tag appears under the form name.
CreatedThe date the form was first saved.
ActionsPer-form action icons — see below.

Active-form action icons

Icons appear from left to right. Which ones you see depends on whether you authored the form or are using it via a share:

The Action Icons in the right column of the SmartForms V2 list page

Action icons for each form on the Smart Forms V2 list page.

IconActionNotes
paper planeSend to a patientOpens the Send panel.
pencilEditOnly on forms you authored / can manage, and only when the form isn’t locked.
grey lockEdit lockedReplaces the pencil when the form has been used. Hover for Used elsewhere.
share-altSharingOnly on forms you can manage (you authored it, or you’re an admin in its office).
copyDuplicateMakes an editable copy. The first action when a locked form needs changes.
trashDelete / ArchiveAsks Delete vs Archive depending on whether the form has been used.

Archived — the list

Same shape as Active Forms but with a narrower action set: Preview (the eye icon) and Restore (the undo icon). Archived forms keep their assignments and submissions intact — archiving is just a tidy-up move. See Editing A Smart Form > Archiving.

Assignments — the list

Every row is one patient + one form combination — a single instance of “this form was sent to this patient.” Columns:

ColumnShows
PatientThe patient’s name, linked to their workspace. For guest patients who started but haven’t submitted (no patient record exists yet), the typed guest name.
FormThe form name.
Administered byThe practitioner the assignment is filed under.
OfficeThe office the assignment is filed under.
StatusA coloured badge — see badges below.
DateThe date the patient was sent the form (for in-progress), or the date they submitted (for completed).
Days LeftHow many days remain before the link expires.
ActionsPer-row action icons — see below.

Assignment status badges

Example of a form status badge on the Assignments tab of the SmartForms V2 page

Sample of a submitted status badge on the SmartForms V2 page.

BadgeWhat it means
Pending (light amber)Form has been sent. Patient hasn’t opened it yet.
In progress (warm orange)Patient opened the form and has at least one saved answer, but hasn’t submitted.
Submitted (green)Patient completed and submitted.
Expired (muted red)Link’s time ran out without a submission. See Expiries.
Revoked (grey)Assignment was manually cancelled.

Assignment row actions

IconActionWhen it shows
eyeView submissionOnly on submitted assignments. Opens the compact answer view.
bellSend reminderOnly on assignments that are still live (Pending or In Progress, not Expired or Revoked). Same link, clock unchanged.
Extend (🔄)ExtendOn still-live assignments AND on expired ones. On a still-live assignment, pushes the clock out (same link). On an expired one, issues a new link with the patient’s partial answers preserved. See Expiries And Link Timing.
listAudit trailAlways available. Shows every event for this assignment with timestamps.
pencil (small, beside Patient or Administered By)ChangeOnly on assignments that aren’t submitted/revoked. Lets you reassign the patient or change the administering practitioner.

Finding something on a long list

The list is ordered with the newest at the top. To find a specific form or assignment quickly, use your browser’s Find (Ctrl+F / Cmd+F) — it searches everything currently visible on the page.