Managing Documents: Year 2 and Beyond
Written by Amelia Boyer
Updated at September 3rd, 2025
Table of Contents
Managing Documents: Year 2 and Beyond
These videos and tutorials will teach you how to easily and effectively manage your documents in year 2 of using Healthy Roster and beyond. If you wish to have your annual documents "auto-roll" for completion you will want to follow the flows below annually to set this in action. Please be sure to check your existing document type to find the correct step-by-step tutorial listed below.
Please Note: Terminology is different based on your setting, for example, a clinical setting uses Care Group as Organizations, Patient instead of Athlete, and Visits instead of Treatment, lastly Problems instead of Injuries, but the steps are still the same.
Step-By-Step Tutorial: Ideal/Intended flow
Video Tutorial
Ask yourself:
- Does your existing document type have expiration dates set and assigned organizations/teams? If yes, follow the flow below to update your document type annually.
- Select the document tab
- Review your form for updates, select Forms
- Select the three dots to the right of the form that needs review/updating and select Edit
- Update the form as appropriate, select Save
- Select Document types
- Click on the 3 gray dots next to the document you wish to edit, select Edit
- Update the document type items as necessary such as Title, description, options and notifications.
Note: Title changes to the document type will instantly reflect on those documents completed previously of this document type. If you wish to have the year associated with your document we suggest adding the date/year on your form
- Next, change the expiration date of the document type to the new expiration date. Example: from "1/1/2024" to the new academic year expiration date of “1/1/2025”
As a note, document alerts will begin to push to the patient 30 days prior to the document expiration.
At this time please set a calendar alert for 31 days prior to the selected expiration date for yourself. This calendar alert will be your reminder the next year to follow the above flow to update for the new calendar year.
- Save edits. At this time, the document is now set to "auto-roll." When a document has expired on the patient's profile, they will now complete the updated version.
No Expirations or expirations in the past:
Ask yourself:
- Does your document type have assigned expiration dates? If no, you will need to create a new document type. If expirations are not set on the original document type, there is no association to trigger a new alert once completed the initial time via the patient.
- Please reference this article to create a new document type: How to Create/ Assign a Document
Ensure you are setting an expiration date as well as revisiting your form for date inputs if necessary
- On the OLD document type, remove the organizations and delete
- Annually, you will now follow the intended/ideal flow listed above