This guide covers everything about documents on Oasys — creating templates, assigning forms to clients, using document packets, tracking completion, and setting up recurring assignments.
In this article:
1. Document types
Oasys supports several document types:
Custom forms — intake questionnaires, assessments, and custom forms you build with the form editor or AI generator.
Signable documents — PDF documents with signature, date, and text fields (e.g., consent forms, agreements). Supports multi-party signing — client signs first, therapist co-signs if needed.
Worksheets — PDF templates (PDF, DOC, or DOCX, max 10 MB) that clients fill out and return.
Standardized assessments — pre-built clinical assessments including PHQ-9, GAD-7, DASS-21, PCL-5, C-SSRS, MDQ, ASRS, AUDIT, ACE, SCARED, SCAARED, SWLS, Y-BOCS, EDE-Q, PSC-35, and more.
2. Creating a custom form
Go to the Documents tab and click Create Template.
Choose Form Builder to manually design your form, or use the AI Generator to create one from a text description.
Add fields: text inputs, checkboxes, radio buttons, dropdowns, rating scales, and more.
Mark fields as required or optional. Add descriptions and validation rules.
Save the template — it's now available for assignment to clients.
3. Uploading a signable document
Go to Documents and click Upload Template.
Upload a PDF file.
Double-click on the document to place signature, date, or text fields where clients (or you) need to fill in.
Assign signer roles (client, therapist) to each field.
Save the template.
4. Document packets
Packets are reusable bundles of multiple documents that you can send together with a single click — for example, an intake packet with a consent form, intake questionnaire, and PHQ-9.
Creating a packet
Go to the Documents tab and open the Packets section.
Click Create Packet.
Give it a name and description (e.g., "New Client Intake Packet").
Select the documents to include — you can mix custom forms, signable documents, assessments, and worksheets.
Save the packet.
Using a packet
When assigning documents, you'll see your packets in the document selector. Click a packet to select all its documents at once. You can still add or remove individual documents alongside the packet. If multiple packets share the same document, it's automatically deduplicated.
5. Assigning documents to clients
The Send Document modal lets you assign documents to one client, multiple clients, or your entire caseload at once.
Sending to a single client
Open the Send Document modal (from the Documents tab or a client's profile).
Select a client.
Choose documents individually, select a packet, or mix both.
Optionally set a due date.
Click Send. The client receives a notification.
Sending to multiple clients
From the same modal, you can select multiple clients or choose to send to all clients. Each selected client receives their own copy of the assigned documents.
Sending to an external recipient
For signable documents, you can send to someone outside Oasys (e.g., a guardian or referring provider). Select up to 5 signable documents, enter the recipient's email, and they'll receive a link to sign without needing an Oasys account.
6. Recurring document assignments
You can set up recurring assignments so documents are automatically sent on a schedule — for example, sending a PHQ-9 every month or a progress check-in every two weeks.
💡 This is useful for ongoing assessments where you want to track scores over time without manually re-assigning the same document each period.
7. Tracking document status
Each assigned document has a status:
Assigned — sent to the client, not yet started.
In Progress — client has started filling it out.
Completed — client has submitted the document.
Overdue — past the due date and not yet completed.
You can send reminders for overdue documents (limited to once every 24 hours).
8. Reviewing completed assessments
When a client completes an assessment:
Open the document from the client's profile or your Documents tab.
View the scored results (color-coded by severity for standardized assessments).
Review individual responses.
Track score trends over time if the same assessment has been assigned multiple times.
Download as PDF for your records.
9. Document sources
System presets — pre-built assessments available to all therapists.
Practice templates — templates created by your practice admin (read-only for therapists). Visible if your practice has template sharing enabled.
Your templates — custom templates you've created personally.
Frequently asked questions
Can clients see all my document templates?
No. Clients only see documents you've explicitly assigned to them. Your template library is private.
What happens if I assign the same intake form twice?
Oasys prevents duplicate assignments. If an intake form is already pending for a client, the system will flag it during assignment.
Can I edit a document after a client has completed it?
No. Completed documents are locked. You can view and download them but not modify the client's responses.
How do I create a form with AI?
Click AI Generator when creating a new template. Describe what the form should contain in plain text, or upload a PDF as a reference. Review and edit the generated form, then save.
Can I send documents to someone who isn't a client?
Yes — for signable documents only. Use the external recipient option to send up to 5 documents to an email address outside Oasys. They need to be associated with a client of yours.