> ## 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.
# Forms
> Find every form your practice has built, start a new one, and open, close or archive the ones you already have.
export const AuditNote = ({action = 'This action'}) =>
{action} is written to your workspace's audit log with your name, the
record touched and the time — a HIPAA requirement, and one you can review
yourself under Audit Log. See{' '}
Audit log.
;
export const StillStuck = ({topic}) =>
Still stuck{topic ? ` with ${topic}` : ''}?{' '}
Check Troubleshooting first —
it covers the failures we see most often. If that does not resolve it,{' '}
contact support and include
your workspace name and the time the problem happened, so we can find the
matching entry in your audit log.
;
export const Path = ({steps = []}) =>
{steps.map((s, i) =>
{i > 0 ?
›
: null}
{s}
)}
;
export const Availability = ({editions = ['all'], plans, roles, note}) => {
const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
return
Available in
{list.map(e =>
{EDITION_LABELS[e] || e}
)}
{plans ? Plan : null}
{plans ? {plans} : null}
{roles ? Who : null}
{roles ? {roles} : null}
{note ? {note} : null}
;
};
**Forms** is where every questionnaire, consent form and checklist your practice builds lives. Start one from a blank page, find one again by name, and open or close the ones you already have.
## What you're looking at
The page is headed **Forms**, with a **New form** button on the right. On the Free plan the line under the heading also counts what you have used — for example "3 of 10 published".
**Search forms** sits under **Recent forms**, beside the filters and directly above the list it narrows. It matches the title and description of every form your practice has, not only the ones on screen.
Two tabs sit under the heading:
| Tab | What it holds |
| ---------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Forms** | Everything your practice has built with the form builder |
| **eSignatures** | Everything you have sent for signature, newest first, in one list — signature requests and the documents sent with the earlier signing links. Start one with **Send a document for signature** — see [Send a document for signature](/practice/clinical/documents) |
| **Review** | Screening answers waiting for a decision. Appears only when something is waiting — see [Read responses](/practice/forms/read-responses#screening-forms-what-to-do-with-a-needs-review) |
| **Waiting list** | People a screening form put on your waiting list, oldest first. Appears only when somebody is waiting — see [Read responses](/practice/forms/read-responses#the-waiting-list) |
**Signed documents is now part of eSignatures.** Everything you sent for signature is in one list, and your links still work. An old link to the **Signed documents** tab opens **eSignatures**.
On the **Forms** tab, **Start a new form** offers **Blank form** ("Start from an empty question"), any templates featured in the gallery, and **Starter templates from ClinikEHR** — ready-made forms such as a new patient intake that become your own draft the moment you choose one. Below them sit the filters, and then your forms.
In the template gallery, a tile says when a template is a **Scored measure**, a **Note template**, a **Question group** or a **Signable document** rather than a plain form — a signable document is copied into your clinic and opens in the signing builder; see [Share a document for signature with other clinics](/practice/forms/share-a-document-for-signature). To see only one of those, choose it in the kind filter beside the search — **Every kind** shows them all again. A form made from a template that is shared on the condition that you credit its author shows that credit at the bottom of the form your respondents fill in, for example "Based on “Wellbeing check” by City Clinic". A scored measure you use keeps its scoring. A tile marked **Pack** is a set of templates shared together: **Use pack** adds a draft of each form in it and saves the pack for [Sharable Documents](/hospital/settings/sharable-docs#packs-send-the-same-set-every-time). When a form you made from a template has a newer version, the builder says so and, under **What changed in the questions**, lists each question the author added, removed or changed. **Use template** on a question group starts a new form with its questions; to add a group to a form you already have, open that form and choose **Import questions**, then **Community** — see [Build a form](/practice/forms/build-a-form). A tile can also suggest how long to collect for — "Suggests collecting for 6 weeks", for example. Selecting **Use template** on one of those sets your new draft to close that many days from today, and the confirmation names the date; change or remove it in the form's **Settings** before you publish. A template made from a form with a closing date carries that length of time as its suggestion. **Browse templates** on **Settings → Patient Experience → Sharable Documents** opens the same gallery.
Sending a template you have already shared to the gallery again sends an update. The version already in the gallery stays there while a reviewer checks the new one, and **Your contributions** shows **Update in review**. If the update is sent back, the published version is unchanged and the reason appears under the template.
Sharing a template you retired sends it for review again while it stays retired, so forms already made from it keep working. **Your contributions** shows **Re-share in review**, with **Withdraw re-share** if you change your mind. If the reviewer approves it, it returns to the gallery; if they send it back, it stays retired and the reason appears under it.
If a reviewer sent a new template back for changes, fix the form and share it again — it returns to review as the same template, under the registry name you first gave it.
**Share a form** also shares saved questions: choose **Saved questions** under **What to share**, and they are reviewed as a question group.
| Control | What it does |
| ---------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Owned by anyone** / **Owned by me** / **Shared with me** | Narrows the list to the forms you created, or to the ones a colleague shared with you |
| **Any status** | Or one of **Draft**, **Published**, **Closed**, **Archived**. Archived forms appear only when you ask for them by name |
| **All folders** | Or **No folder**, or one of your own folders. **Folders**, beside the filters, is where you make them |
| **Last edited** | The sort order — also **Recently opened by me** (the forms you last opened in the builder come first), **Title (A–Z)**, **Most responses**, **Newest first** |
| **Grid view** / **List view** | The same forms, two layouts |
Each form shows its title, its description, a status badge, a response count and when it was last edited. **Grid view** adds a small picture of the form's first section to each tile; a form with no questions yet shows a plain mark instead. A star marks the ones you want at hand — the star is yours alone, not the practice's.
| Badge | What it means |
| ----------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| **Draft** | Not published. Only your practice can see it |
| **Open** | Published and accepting responses |
| **Opens in 2 days** | On a schedule that has not started yet |
| **Closes in 2 days** / **Due in 2 days** | Open, with a closing time or a deadline coming up |
| **Closed** / **Closed · deadline passed** / **Closed · response limit** | Not accepting — closed by somebody, outside its schedule, past a deadline that refuses late answers, or at the limit you set |
| **At plan limit** | At your plan's response limit for a form. Upgrading lifts it at once |
| **Paused · unusual traffic** | Collection paused after an unusual burst of submissions |
| **Archived** | Put away. Its responses are kept. In the **Archived** view each form says how long ago it was archived |
A practice that has built nothing sees "No forms yet". If a filter is hiding everything you see "No forms match these filters" instead — a different message, because the forms are still there.
## Start a form
Or use **New form** in the top right. Either one creates a draft and opens the builder straight away.
See [Build a form](/practice/forms/build-a-form). Drafts are unlimited on every plan and nobody outside your practice can see one.
See [Publish a form](/practice/forms/publish-a-form).
Share the link, or send it from the form's **Invites** tab so each person gets their own — see [Send a form](/practice/forms/send-a-form).
## Tidy the list
### Folders
Select **Folders**, next to the filters, to organise the list:
* **New folder** — type a name and select **Create folder**. Two folders cannot share a name; "Intake" and "intake" count as the same.
* **Rename** (the pencil beside a folder) changes the name everywhere the folder appears.
* **Delete** (the bin) asks you to confirm. The forms in it are **not** deleted — they move to **No folder**.
Folders are your practice's, not yours alone, and they change nothing a respondent sees.
Every form's three-dot menu carries the same actions — including **Share**, so you can copy a link or send a published form to somebody without opening the builder.
* **Rename** opens a **Rename form** box. The name is what your practice sees here and what a respondent reads at the top of the form, so both change together.
* **Duplicate** makes a fresh draft called "*name* (copy)". It copies the questions, not the responses.
* **Move to folder** files it. Folders organise this list only — moving a form changes nothing a respondent sees. No folder yet? **New folder** in the same box opens **Folders**, and a folder you create there is chosen for you.
* **Close** stops a published form accepting responses; the same entry then reads **Reopen**, and the badge changes to **Closed**. It is offered only on a form that is published or closed. Closing a form frees its place against a plan's published-form allowance, and reopening it takes one again.
* **Archive** takes it out of the list and stops it collecting. Nothing is deleted: its responses are kept and the **Archived** status filter brings it back into view, where **Restore** returns it to the list as a draft.
* **Print blank form** downloads the published form as a PDF to fill in by hand.
## Delete a form for good
Archived forms stay archived until somebody restores them — nothing is ever deleted on a timer. The clinic owner can delete an archived form permanently from its three-dot menu with **Delete forever**, but only when nothing depends on it.
A form cannot be deleted if anybody has answered it, it was ever sent to anyone, a clinical note was written with it, or it is sent automatically with appointments. The message says which, and the form stays archived — those answers are part of your practice's records and are kept for seven years.
## Who can do this
Role decides whether **Forms** opens at all. Permission decides what you may do once it is open.
| Action | Who can do it by default | Governed by |
| ----------------------------------------------------------------------------------------------------- | ----------------------------- | --------------------------------------------- |
| Open **Forms** and read the list | Any staff member with access | Permission — **View forms** |
| Star a form | Any staff member with access | Permission — **View forms** |
| **Blank form**, **New form**, **Rename**, **Duplicate**, **Move to folder**, **Folders**, **Archive** | Owner, manager | Permission — **Create and edit forms** |
| **Close** and **Reopen** | Owner, manager | Permission — **Create and edit forms** |
| **Publish** | Owner, manager | Permission — **Publish and close forms** |
| **Share with your team** | Owner, manager | Permission — **Create and edit forms** |
| Edit a form shared with you as **Can edit** | The person it was shared with | The share itself |
| Read the **eSignatures** list | Any staff member with access | Permission — **View forms** |
| Prepare a document for signature | Owner, manager | Permission — **Create and edit forms** |
| Send, remind, correct or void a signature request | Owner, manager | Permission — **Send documents for signature** |
| **Delete forever** | Owner only | Clinic ownership |
Two behaviours surprise people:
* **Enforcement is opt-in, per person.** A colleague who has never been saved in the permissions sheet is unrestricted; the sheet warns **"Saving starts enforcing"**.
* **A denied action is recorded; an allowed one is not.** Greying out a button is a convenience, not the boundary — the same check runs again when you press it.
Owners and managers are never blocked by these. See [Staff permissions](/platform/team/permissions).
## Check it worked
The new form is at the top of the list under **Last edited**, badged **Draft**, with "—" where its response count will go. Opening it takes you to the builder with the name you gave it.
## Common issues
**Forms** replaces the old **Documents** row. If it is missing, your role does not include it — ask an owner to check your access in [Staff permissions](/platform/team/permissions).
Creating a form needs the **Create and edit forms** permission. The tile says so under its label: "You do not have permission to create forms".
A dash means the number could not be read, not that nobody answered. Reload the page; a real zero shows as "0 responses".
The Free plan holds 10 published forms at a time that can be opened from a link. While all 10 places are in use you cannot publish another form, reopen a closed one, or change a published form to **Anyone with the link** or **Public**. **Close** or **Archive** a form you have finished with and its place is free straight away. Or see [Change your plan](/platform/plans/change-plan).
Check the **Any status** filter first — **Archived** forms are excluded from every other view on purpose. Then clear the owner and folder filters. The search box matches titles and descriptions, not question wording.
It appears only for the clinic owner, and only on an archived form. Filter by **Archived** first.
Something still depends on it — the message names what. A form that has been answered or sent keeps those records, so it stays archived. If it is sent with appointments, remove it from **Sharable Documents** first.
It only appears on a form that is published or closed. There is nothing to close on a draft.
## FAQ
No. Drafts are unlimited on every plan; only publishing is capped.
Nobody. A star is yours — your colleagues' lists are unaffected.
Both are now part of **eSignatures** on this page. Every document you sent is listed there beside your signature requests, marked **Document**, and the links your patients hold still work. Old links to either open **eSignatures**.
No. **Duplicate** copies the questions and settings into a new draft. The responses stay with the original.
Yes — share it with **Share with your team**. The builder still saves the whole form as it stands on one screen and cannot merge two people's changes: if a colleague saves while you are editing, you are told the form changed and asked to reload rather than overwrite them. Agree who is typing, and use **Version history** if something goes missing.
The same as the matching clinic plan: **Starter** gets Starter's, **Professional** gets Essential's, **Business** gets Team's and **Enterprise** gets Enterprise's — published forms, responses, envelopes and everything else on this page. One exception: these plans do not include text messages, so a signer cannot be texted a signing code. Protect a document with **Emailed a link, plus an access code you give them** instead.
No. That is why only an archived form with nothing depending on it can be deleted, and only by the owner. If in doubt, leave it archived — it costs nothing.
## If your plan's payment is overdue
When the payment for a paid plan has not gone through, or the plan has ended, **Forms** works to the Free plan's limits straight away — there is no grace period. A notice at the top of **Forms**, and of every form you open, says so.
Nothing is deleted. Every form, response and signed document is kept, and forms you have already published stay published. Until the plan is back in good standing:
* you can publish up to 10 forms,
* a form stops taking responses once it has 100,
* a form embedded on your website shows a notice instead of the form,
* only the first 2 automations on each form run.
Select **Fix payment** — or **Renew plan** if it has ended — in the notice to go to billing. Your plan's limits come back as soon as the payment goes through.