Sharing Custom Buttons with Practice Users

Sharing Custom Buttons with Practice Users

Overview

ICANotes+ lets you create custom buttons to generate shrub content based on your practice’s needs. After you create a custom button, you can share it with other users in your practice so they do not need to recreate the same button.

This article explains how to share your custom buttons and manage who can access them. Sharing helps keep documentation consistent, reduces setup time, and lets your team focus more on client care and completing documentation efficiently.

You can share custom buttons with:

  • All users in the practice by enabling Share with Organization.

  • Specific users, selected individually.

  • Users in specific disciplines.

  • Users at specific locations (sites).

Notes
When you share a button with specific users, disciplines, or locations (sites), the button is visible to anyone who matches at least one of the selected options.

Grant Access to the Feature

By default, administrators have access to the custom button sharing feature.

To grant access to other users:

  1. Go to Settings > Practice Settings > Roles & Permissions.

  2. Create a new role or edit an existing role.

  3. Expand the Notes tab.

  4. Select the Custom Button Sharing checkbox.


Access 'Sharing and Access Settings' Option

Follow these steps to share the custom button with other users of the practice:

  1. Open any note.

  2. Create a new custom button or open an existing one for editing.

  3. Enter a name for the custom button. The Sharing and Access Settings button becomes available only after a name is entered.

  4. Click Sharing and Access Settings.




Sharing Options Overview

The Sharing and Access Settings section offers two primary options to control access to a custom button: Don’t Share and Share with Organization.

You can further refine access by limiting sharing to specific users based on disciplines or locations. Additionally, you can choose individual users with whom to share the custom button.

Don’t Share

  • When enabled, the custom button is not shared with any users.

  • Only the creator or system administrators can access the button.



Share with Organization

  • When enabled, the custom button is shared with all users in the organization.

  • No additional filtering (users, disciplines, or locations (sites)) is required.

  • Use this option when the button should be universally available.


Refining Access

Use the refining access options only when you do not want to share the button with everyone in the organization.

When Share with Organization is turned off, you can selectively share the button using the options below:

  1. Select Users
  2. Select Disciplines
  3. Select Locations
Notes
Users can access the button if they match any of the selected options.

Select User(s)

  • Share the button with specific users.

  • Selected users will have access even if they do not meet other selected discipline or location criteria.


Select Discipline(s)

  • Share the button with users belonging to selected disciplines.

  • Users who belong to any selected discipline can access the button.


Select Location(s)

  • Share the button with users associated with selected locations (sites).

  • Users who belong to any selected location can access the button.




Saving Changes

  1. Review your sharing selections.

  2. Click Save and Share Button to apply the settings.

  3. The button becomes available based on the configured access rules.

To exit without making changes, click Return to Button Definition.



Common Scenarios

Share a Button with Everyone

  • Enable Share with Organization.

Result: All users in the organization can access the button.

Share a Button with Specific Users 

  • Keep Share with Organization turned off.

  • Select the relevant Users.

Result: Only the selected users can access the button.

Share a Button with a Specific Group of Users

  • Keep Share with Organization turned off.

  • Select the relevant Users.

  • Select the relevant Disciplines.

  • Select the relevant Locations (sites).

Result: The button is available to users you selected directly, as well as users who belong to the selected disciplines or locations (sites).


FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.


Click here for quick access to the FAQs.

Need Help?

For further assistance, contact:
📞 Phone: 443-203-5857
📱 Text: 866-301-0085
📧 Email: ticket@icanotes.com
💬 Chat: https://app.icanotes.com

Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.

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