🖥️ For providers using the Oasys web app. To send your templates to clients, see Sending documents and forms.
This article walks you through the document types in Oasys, building custom forms, uploading signable PDFs and worksheets, grouping documents into packets, and how personal and practice templates work. Set these up once, then send them to clients whenever you need them.
In this article
1. Document types
The Documents tab is organized into Assessments, Worksheets, Intake Forms, Consent Forms, and Miscellaneous, plus Packets and Scheduled (recurring sends). Where you create a document, and what your client can do with it, depends on its type:
Custom forms — intake questionnaires, consent forms, and miscellaneous forms you build with the form builder or with AI. They can include client signature and date-signed fields.
Signable documents — a PDF you upload and place Signature, Date, Date Signed, Text, and Checkbox fields on. Supports two-party signing: the client signs first, then you counter-sign.
Worksheets — a blank PDF, DOC, or DOCX template (max 10 MB). The client completes it and returns it by uploading a file.
Standardized assessments — pre-built clinical assessments that score automatically. See Standardized assessments for the full list and how to request one that's missing.
Each template in your library shows Who can complete. A check next to Client (or Patient) means your client can complete it in Oasys. A check next to Provider means you can administer it yourself. This describes the template, not whether it has been sent to anyone.
You can complete some forms yourself on your client's behalf, for example during a session. See Filling a form on your client's behalf. Some accounts also have fillable PDF forms, such as a diagnostic assessment. See Split forms, supervisor sign-off and addendums.
2. Creating a custom form
Use the form builder for questionnaires and consents you want as structured fields.
Go to the Documents tab, open Intake Forms, Consent Forms, or Miscellaneous, and click Create form.
Choose Create with AI to generate a form from a plain-text description, or Build Manually to design it field by field.
Enter a title and, optionally, a description.
Click Add Field and choose a type: Text, Long Text, Number, Checkbox, Dropdown, Date, Rating Scale (1-10), Signature, or Date Signed.
Tick Required on any field that must be answered. Drag fields to reorder them.
Click Save. The template is ready to send to clients.
Signature, date-signed, and informational fields
These fields let a custom form collect a client signature and show instructions.
Signature — your client selects Apply signature, types or draws their signature, then applies it. Clear signature removes it.
Date Signed — your client selects Use today's date to fill in the date they sign. Clear date removes it.
Add Informational Section — adds instructions or other text to the form, with bold and bullet-list formatting. It doesn't ask for an answer and is never required.
Required fields, including a required signature, must be completed before the form can be submitted.
Signature fields work in the client portal and in external document links.
⚠️ Important: A custom form with a signature field must be completed by your client. You can't use Administer document on it. If you also need to add your own signature, upload the document as a signable PDF with Therapist fields instead.
Turning an existing PDF into a form
You can start an intake form from a PDF you already use.
Open Intake Forms, click Upload PDF intake, and upload a blank PDF (PDF only, max 10 MB).
Choose Generate with AI to convert the PDF into an editable form you review before saving, or Manual Creation to place signature, date, and text fields on the PDF yourself.
AI conversion works only for document and intake forms. It doesn't create note templates.
3. Uploading a signable document
Upload a signable PDF when your client, and optionally you, need to sign the document itself.
Go to the Documents tab and open Consent Forms or Miscellaneous.
Click Upload signable PDF and choose a blank PDF. In Intake Forms, use Upload PDF intake → Manual Creation instead.
Drag a field from Add a field onto the page: Signature, Date, Date Signed, Text, or Checkbox.
Set Required for each field, and choose who fills it under Completed by: Recipient (the client) or Therapist. A document with at least one Therapist field becomes a two-party document that you counter-sign.
Save the template.
A Date field lets the signer enter a date. A Date Signed field fills in the signer's current date when they select it, and they can't change it to a different date.
⚠️ Important: Upload only blank, unfilled templates. Don't upload completed forms or files that contain client information. The same rule applies to worksheets and PDF intakes.
4. Uploading your own existing form as a template
If you already have an intake form or consent you use with clients, upload it once as a reusable template instead of rebuilding it.
A blank PDF you want clients to sign → upload it as a signable PDF.
A blank PDF, DOC, or DOCX you want clients to fill in and return → upload it as a worksheet (Worksheets → Upload worksheet).
A questionnaire you want as structured fields → rebuild it with Build Manually, or use Upload PDF intake → Generate with AI with the PDF.
5. Document packets
Packets are reusable bundles of documents you send together in one click, for example an intake packet with a consent form, an intake questionnaire, and a PHQ-9.
Creating a packet
Go to the Documents tab, open Packets, and click Create packet.
Enter a name and description (for example, "Client Intake Packet").
Select the documents to include. You can mix custom forms, signable documents, assessments, and worksheets.
Click Create Packet.
Using a packet
When sending, pick the packet to select all its documents at once. You can still add or remove individual items.
If two packets share a document, your client only gets it once.
When you edit a template, packets and recurring schedules that include it use the edited version from then on.
Your packets and your practice's packets
Packets you create are yours. Other providers don't see them, and there's no built-in way to copy one to another provider.
If you're in a practice, packets your practice created appear in your Packets list under From your practice.
Practice packets are read-only for you: you can view and send them, but only Practice HQ can change them.
6. Personal vs. practice templates
Who can see a template depends on where it was created.
A template you create on your own dashboard is personal. Only you can see it.
Templates your practice creates in Practice HQ are shared with every provider in the practice. They appear as read-only practice templates in each provider's library.
Sharing only goes one way. A template created on a provider's dashboard can't be moved or imported up into Practice HQ. For a practice-wide template, create it in Practice HQ.
7. Document sources
Your document library draws templates from three places.
System presets — pre-built assessments available to all providers.
Practice templates — created by your practice admin and read-only for providers.
Your templates — the personal templates you've created or uploaded.
Frequently asked questions
How do I create a form with AI?
Click Create form and choose Create with AI. Describe what the form should contain in plain text, review and edit the generated form, then save. To convert an existing PDF instead, use Upload PDF intake → Generate with AI.
How do I add a signature to my custom form?
In the form builder, click Add Field and choose Signature. Add a Date Signed field too if you want the signing date recorded. Your client signs with Apply signature when they fill in the form.
Can I sign a custom form myself as well?
No. Custom form signature fields are for your client. For a document that you and your client both sign, upload it as a signable PDF and add Therapist fields.
Does editing a template change forms I've already sent?
No. Editing a template creates another version. Copies already sent to clients keep the version they were sent with.