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Clinics share documents for signature in the template gallery — a consent, an agreement, a policy — with the recipients and fields already placed. Start from one and it becomes your own document to change and send. Share one of yours and, once a ClinikEHR reviewer has read every page, other clinics can start from it too.

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Start from a shared document

1

Open the list

On the eSignatures tab, select Send a document for signature, then Start from the registry. The documents other clinics have shared are listed with who shared them. Search shared documents narrows the list by name.
2

Look it over

Select a document to see its pages with each field outlined, who signs it, and the wording of every field.
3

Use it

Select Use this document. A copy is made in your clinic and opens in the signing builder.
4

Wait for the safety check

Every file your clinic holds is checked for viruses before it can be opened, and your copy is too. While that runs the builder says This document is being checked for viruses and prepared and opens the document by itself when it is ready — usually within a minute. If it is still waiting after a few minutes, select Check again.
5

Make it yours

Rename recipients, move or add fields, then send it as you would any document — see Prepare a document for signature.
You can also start from one in the template gallery: choose Signable documents in the kind filter, then Use template on a tile. A shared document that asks you to credit its author prints that credit on the certificate of completion of every signed copy — for example “Based on “Consent for treatment” by City Clinic”.

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Share one of your documents

1

Open it

Open the document in the signing builder. It must be ready to send, with its fields saved.
2

Choose Publish to registry

Select Actions, then Publish to registry. If you have changes on the page that are not saved yet, the item reads Save your fields to share this document — select Save first.
3

Describe it

Give it a Registry name (lower-case letters, numbers and hyphens), say What is it for?, and choose a Category, a Licence and any Tags. When you share it again later, What changed (for an update) is shown to clinics already using an earlier version.
4

Send it for review

Select Send for review. It appears under Your contributions in the template gallery as In review.
What is shared: the pages, who signs, and where each field sits. What is not: any answer your team filled in ahead of time, your clinic’s stamp, and the details hidden inside the file, such as who created it and any comments left on its pages.

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What is refused

Before it is sent for review, every page and every field is read. A document is refused, with the page or field named, when it contains:
  • your clinic’s name, email address, phone number, website or street address;
  • a person’s details — a name after “Patient:” or a title such as “Dr”, an email address, a phone number, a record number or a specific date.
Take the wording out of the file, upload it again, place the fields, and share that document instead. A logo, a signature image or a scanned page cannot be read this way, which is why a reviewer reads every page as well.

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How review works

A ClinikEHR reviewer reads every page and every field before a document appears in the gallery. They either publish it or send it back with a reason, which appears under the document in Your contributions. Nothing reaches another clinic without that review, and a document is published only once its file has passed the safety check. Sharing a document that is already in the gallery sends an update. Clinics keep getting the published version until the reviewer approves the new one, and Your contributions shows Update in review.

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When a newer version is shared

When you open a document you started from the gallery and its author has published a newer version, the builder says A newer version … is available and lists what changed — pages, recipients and fields — with the author’s notes. Your document never changes by itself. Select Start a copy of the new version to make a new document from it, or Not now. If the author withdraws it from the gallery, the builder says so and your document keeps working.

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Who can do this

Permissions only restrict a staff member once someone saves their permissions. A refused action is recorded in the audit log; an allowed one is not.

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Check it worked

  • Started from one — the document is on the eSignatures tab under Send a document for signature, with its recipients and fields, and opens in the builder once checked.
  • Shared one — Your contributions in the template gallery shows it In review, then Published once approved.

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If something goes wrong

That page contains your clinic’s details or what looks like a person’s. Remove the wording from the file, upload it again and share the new document.
Only a document that is ready to send can be shared. Open it and wait for the safety check to finish, then try again.
You need the Share templates with other clinics permission. Sharing is available on the Team and Enterprise plans.
The check usually takes under a minute. Leave the page open and it opens the document by itself, or select Check again. A copy that fails the check cannot be opened; start from the shared document again.
A copy counts towards your clinic’s storage. See Usage and add-on packs to add more.
Share it again. The submission that is missing its file cannot be published.

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FAQ

No. Your copy is yours, and nothing you change is shared back.
No. Only the blank document is shared — never an envelope, a recipient or a signature.
A page that looks like it carries a person’s details is refused before review, and a reviewer reads every page. Share a blank document, not one that has been filled in.