> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Sharable documents

> Choose which consent forms, intakes and questionnaires go out automatically when a patient books, and scope each one to a service.

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['lims']} roles="Owner, manager or accountant" note="Only an owner can save defaults" />

If every patient booking a particular test needs to sign the same consent form, this tab sends it for you. Pick the documents, switch on auto-send, and they go out at appointment time instead of being handed over at the desk.

<Path steps={['Sidebar', 'Settings', 'Client Experience', 'Sharable Documents']} />

<TaskHeader before="The consent forms or questionnaires already built in your document library" time="10 minutes" after="The right forms going out automatically when a patient books" />

## What this tab controls

The card is headed **Sharable Documents** — "Select which documents are automatically sent to clients during appointments. Toggle **Auto-send** on individual documents to automate delivery at appointment time."

| Control                  | What it does                                                                                            | Default      |
| ------------------------ | ------------------------------------------------------------------------------------------------------- | ------------ |
| The checkbox on a row    | Marks that document as a clinic default.                                                                | Unticked     |
| **Auto-send on booking** | The switch that actually automates delivery at appointment time. Only appears once the row is selected. | Off          |
| **Applies to**           | A popover scoping the document to particular services. Reads **All services** or "\{n} services".       | All services |
| **Refresh**              | Reloads the document list.                                                                              | —            |
| **Save Defaults**        | Saves your selections. In the header and in the sticky footer.                                          | —            |

Documents are grouped into four categories: **Consent Documents** ("Clinic-created consent & policy forms"), **Questionnaires & Intakes** ("Pre-built patient intake forms"), **Clinical Outcomes & Measures** ("Validated scored measurement tools") and **Clinical Templates** ("Custom note templates repurposed as forms"). A category with nothing in it is not shown at all.

Each row carries a source badge — **saved template**, **system intake** or **custom note template** — and a status of **Enabled** or **Inactive**. Non-owners see the list plus "Only clinic owners can modify default document settings."

## Set it up

<Steps>
  <Step title="Tick the documents you want as defaults">
    Work down the categories and tick each form that should be part of your standard pack. The header chip counts them: "\{n} documents selected as defaults".
  </Step>

  <Step title="Switch on Auto-send where you want it automated">
    Selecting a row reveals **Auto-send on booking**. Ticking a document without this makes it a default you can send by hand; the switch is what makes it automatic.
  </Step>

  <Step title="Scope each one to its services">
    Select **Applies to** on the row. Leave it on **All services** for something universal, or choose specific services — "Only send this document when one of these services is booked." A drug-screening consent has no business reaching someone booked for a blood count.
  </Step>

  <Step title="Save Defaults">
    Select **Save Defaults**. You get "\{n} default documents saved successfully."
  </Step>
</Steps>

## What changes once you save

| Setting                     | What you'll notice                                                                                           |
| --------------------------- | ------------------------------------------------------------------------------------------------------------ |
| A document ticked           | It becomes part of your default pack — offered when you send documents to a patient, without hunting for it. |
| **Auto-send on booking** on | The document goes out by itself at appointment time, to the patient the appointment is for.                  |
| **Applies to** narrowed     | It goes out only when one of the chosen services is booked. On **All services**, every booking gets it.      |
| The footer count            | Reads "\{n} defaults · \{m} auto-send", so you can see at a glance how much is automated.                    |

Three things to know:

* **Nothing is sent retrospectively.** Existing appointments are not touched. The rule applies to bookings made from now on.
* **Un-ticking a row clears its automation too.** Deselecting a document also switches off its auto-send and drops its service scoping — re-ticking it starts from defaults again.
* **A document nobody signs is not chased by this tab.** Auto-send delivers it; whether it comes back signed is a separate matter you track on the patient's record.

Which patients can receive documents at all is governed by the portal — see [Client Portal](/lims/settings/portal). A patient with no portal access is not reachable this way.

<Note>
  **Clinical Outcomes & Measures** needs an Essential plan or higher: "Upgrade to the Essential plan or higher to include validated scored measures as default documents." The other three categories are available on every plan.
</Note>

## Check it worked

Book a test appointment against a service you scoped a document to, and check the document reaches that patient. Then book one against a service you deliberately excluded and confirm it does not. The header chip should agree with what you ticked.

## Common issues

<AccordionGroup>
  <Accordion title="Everything is read-only and Save Defaults does nothing">
    You are not the owner — "Only clinic owners can modify default document settings."
  </Accordion>

  <Accordion title="A ticked document is not being sent automatically">
    Ticking makes it a default; **Auto-send on booking** is what automates it. Switch it on and save again.
  </Accordion>

  <Accordion title="A document went to the wrong patients">
    Its **Applies to** is set to **All services**. Open the popover and choose only the services it belongs to.
  </Accordion>

  <Accordion title="The service I need is not in the Applies to list">
    Only active services are listed, and the empty state reads "No active services found for this clinic." Create or reactivate the service first.
  </Accordion>

  <Accordion title="A whole category is missing">
    A category with no documents in it is not rendered. Build the document first, then come back and refresh.
  </Accordion>

  <Accordion title="Clinical Outcomes & Measures is blurred behind a panel">
    That category needs an Essential plan or above. See [Change your plan](/platform/plans/change-plan).
  </Accordion>
</AccordionGroup>

<StillStuck />