> ## 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 the consent forms and questionnaires that go out automatically when an appointment is booked, and scope them per 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={['clinic']} plans="Solo and Team" roles="Owner only" note="Clinical Outcomes & Measures: Essential and above" />

"Select which documents are automatically sent to clients during appointments." This is where a consent form or an intake questionnaire stops depending on somebody remembering it, and starts going out on its own.

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

<TaskHeader before="At least one active document template — otherwise there is nothing to select" time="5 minutes" after="Chosen documents attached to appointments without anyone doing it" />

## What this tab controls

Everything you could send is grouped into four sections. Each row is a document; selecting it makes it a default, and a selected row grows two more controls.

| Section                          | What it holds                                                          | Gate                |
| -------------------------------- | ---------------------------------------------------------------------- | ------------------- |
| **Consent Documents**            | "Clinic-created consent & policy forms" — templates you built yourself | —                   |
| **Questionnaires & Intakes**     | "Pre-built patient intake forms" that ship with the product            | —                   |
| **Clinical Outcomes & Measures** | "Validated scored measurement tools"                                   | Essential and above |
| **Clinical Templates**           | "Custom note templates repurposed as forms"                            | —                   |

| Control                  | What it does                                                                                                | Default          |
| ------------------------ | ----------------------------------------------------------------------------------------------------------- | ---------------- |
| Row checkbox             | Makes this document a default. The row's status badge changes from **Inactive** to **Enabled**              | Off              |
| **Applies to**           | Scopes the document to particular services — "Only send this document when one of these services is booked" | **All services** |
| **Auto-send on booking** | Sends it automatically when the appointment is created, rather than only offering it                        | Off              |
| **Refresh**              | Re-reads your templates, for when you have just created one                                                 | —                |
| **Save Defaults**        | Saves the whole selection. Owner only                                                                       | —                |

A running summary sits above the list and again in a bar at the bottom of the screen: "\{n} defaults · \{n} auto-send".

## Set it up

<Steps>
  <Step title="Find the document you want to send">
    Scroll to its section. If a template you just built is missing, select **Refresh**.
  </Step>

  <Step title="Select its checkbox">
    The row lights up and gains **Applies to** and **Auto-send on booking**. The badge on the right changes to **Enabled**.
  </Step>

  <Step title="Scope it to the right services">
    Select **Applies to**. Leave **All services** ticked if it goes to everyone — a privacy policy, say. For anything service-specific, untick **All services** and tick only the services that need it.
  </Step>

  <Step title="Turn on Auto-send on booking">
    This is the switch that does the work. Without it the document is a chosen default; with it, the document goes out on its own.
  </Step>

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

## What changes once you save

From the next appointment onwards, every template you marked **Auto-send on booking** is attached as that appointment is created — so the client receives it without anyone remembering. Scoped documents only go out when one of their services is on the appointment; unscoped ones go out every time.

A document selected but **not** set to auto-send changes nothing automatically. It is simply pre-chosen, so it sits at the top of the list when someone sends documents by hand.

Appointments already in the diary are unaffected — this applies to appointments created after you save. Turning a document off stops future sends and does nothing to anything already sent, signed or filed; signed documents stay on the client's record permanently.

Unticking a document also clears its service scope and its auto-send setting, so re-selecting it later starts from **All services**, auto-send off.

## Check it worked

Book a test appointment for a service you scoped a document to. The document should appear on that appointment without you attaching it, and the client should receive it. Open [Documents](/practice/clinical/documents) to confirm it is listed against them.

## Common issues

<AccordionGroup>
  <Accordion title="There is nothing to select">
    Defaults are chosen from templates that already exist. Create or activate a document template first — see [Documents](/practice/clinical/documents) — then come back and select **Refresh**.
  </Accordion>

  <Accordion title="An amber bar says only clinic owners can modify default document settings">
    Managers and accountants can open this tab and read it, but only the owner can save. The rows are visible and inert.
  </Accordion>

  <Accordion title="Clinical Outcomes & Measures is faded out with an upgrade panel">
    "Upgrade to the Essential plan or higher to include validated scored measures as default documents." The other three sections work on every plan.
  </Accordion>

  <Accordion title="I selected documents but clients are not getting them">
    Selecting is not sending. Open each row and check **Auto-send on booking** is on — that switch is what makes delivery automatic.
  </Accordion>

  <Accordion title="A document goes to everybody and it should not">
    Its **Applies to** still reads **All services**. Open it, untick **All services**, and tick only the services it belongs to.
  </Accordion>

  <Accordion title="Applies to says no active services found">
    The scoping list is built from your active services. Add or reactivate the service first, then set the scope.
  </Accordion>
</AccordionGroup>

<StillStuck />