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Epic menus and permissions vary by organization: your installation may open My SmartPhrases from Chart Search, or provide a separate SmartPhrase Manager.
What you are adding
A SmartPhrase expands a short, period-prefixed abbreviation into reusable text. A SmartList is an interactive set of predefined choices that appears inside a note, SmartPhrase, or SmartText. For example, a phrase might insert an assessment template containing a list of symptom choices.
These are different SmartTools. You do not normally add a SmartList by typing a token such as @LISTNAME@. That syntax is commonly associated with SmartLinks, and the exact stored representation of a SmartList can depend on your organization’s Epic build. Use the SmartList picker instead.
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How to insert a SmartList into a SmartPhrase
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Open Epic’s SmartPhrase management tool. Depending on your organization, use Chart Search to open My SmartPhrases, or open SmartPhrase Manager from the available Epic activity or menu.
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Open the SmartPhrase you want to change. If it is a personal phrase, select it from your editable phrases. You may not be able to modify department- or system-owned phrases.
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Click in the phrase text and place the cursor exactly where the SmartList should appear.
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Find the field labeled Insert SmartList. Type the first few letters of the SmartList name.
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Select the required SmartList from the results.
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Click Accept to save the SmartPhrase.
The next time you insert that SmartPhrase into a SmartTool-enabled documentation field, Epic will display the SmartList at the location you chose. The list must be completed before the note can be signed.
Example
Suppose you have a SmartPhrase named .followup containing the text “Follow-up assessment: Symptoms: Plan:”. To place a symptom-choice list after “Symptoms:”:
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Open .followup in the SmartPhrase editor.
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Place the cursor after “Symptoms:”.
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Use Insert SmartList.
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Search for the symptom list by name.
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Select it and click Accept.
When you later type .followup in a SmartTool-enabled note field and insert the phrase, the symptom list appears as an interactive field rather than ordinary static text.
Using the SmartPhrase after adding the list
In a SmartTool-enabled field, type a period followed by the SmartPhrase abbreviation—for example, .me. Matching SmartPhrases and SmartLinks appear as you type. Use the arrow keys to highlight the phrase, then press Spacebar to insert it.
After insertion:
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Click a SmartList value to select it.
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Click the selected value again if you need to clear it.
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Press Enter or right-click the SmartList to commit the selection and move to the next list or wildcard.
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Press F2 to jump to the next unfinished SmartList or wildcard.
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A useful Epic training mnemonic is “left-click to pick, right-click to stick.” Clicking a value may select it without finalizing the field or advancing to the next unfinished item.
What the colors mean
Color conventions are not completely uniform between Epic interfaces. One Epic training reference describes:
| Appearance | Typical meaning |
|---|---|
| Yellow | Single selection |
| Blue | One or more selections allowed |
| Teal | Used for multiple-response lists in some local interfaces |
Use the behavior of the list and your organization’s training as the final authority. A list may also contain a default-selected value. Review and change defaults before signing so the note does not document an option that was never intended.
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Do not confuse the reverse workflow
Epic can also create a SmartList whose choices are SmartPhrases. That is a different task. In the reverse workflow, an editor creates a SmartList, opens a choice field, selects the star icon, chooses SmartTool Options, selects List Phrases, and adds a phrase as a choice.
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That process makes SmartPhrases available inside a SmartList. It does not insert a SmartList into an existing SmartPhrase. To add a list to a phrase, use the phrase editor’s Insert SmartList field.
If the SmartList is missing
| Symptom | Likely cause and action |
|---|---|
| The list does not appear in search | Check the spelling and search using only the first few letters. The list may be restricted, department-owned, unavailable to your role, or outside your permitted SmartTool catalog. |
| You cannot create or edit a personal list | Your organization may not grant users permission to create personal SmartLists. Ask your Epic analyst or application support team to confirm access. |
| The phrase inserts as plain text | Confirm that the destination field is SmartTool-enabled. A normal text field may not expand SmartPhrases or activate SmartLists. |
| The list appears but the note will not sign | One or more required SmartLists or wildcards remains unfinished. Press F2 to move through each pending field and complete it. |
| A selected value does not advance | Clicking selects the value, but may not commit it. Press Enter or right-click the list. |
| The wrong option is already selected | The SmartList may have a default. Clear or replace the value before signing the note. |
About SmartList syntax
Some Epic training material shows a SmartList in text as a brace-delimited token such as {symptoms:406}, where the number is an Epic-assigned SmartList identifier. That display is useful for recognizing a SmartList in supported documentation, but it is not a recommendation to hand-type the token.
Do not manually construct a SmartList token unless your local Epic documentation specifically instructs you to do so. The supported method is to insert the list through the editor, which lets Epic apply the identifier and configuration used by your organization.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Permissions and local differences
Epic does not expose exactly the same manager path, buttons, or SmartTool permissions at every organization. Some sites provide personal SmartLists and personal SmartPhrases; others restrict creation and editing to trained users or administrators. A personal SmartList can generally be added to a personal SmartPhrase through the SmartPhrase Editor only when that capability has been enabled.
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If your screen does not contain Insert SmartList, do not substitute a similarly named control automatically. Labels such as Insert SmartTool, SmartList, or Add to SmartPhrase may come from another organization’s build or an older training guide. Contact your Epic support team for the local editor path.
References: Einstein Epic Tips handout; Fair Haven Community Health SmartTools guide; University of Iowa SmartTools resources; Houston Methodist Epic update companion.
FAQ
What is the correct Epic field for adding a SmartList to a SmartPhrase?
The documented field label is Insert SmartList. Place the cursor in the SmartPhrase, search that field for the list, select the result, and click Accept.
Can I type @LISTNAME@ into a SmartPhrase?
Do not rely on that format for SmartLists. It is commonly used for SmartLinks, while SmartList storage can vary by Epic configuration. Use the SmartList picker/editor unless your organization explicitly documents a token format.
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How do I move through SmartLists after inserting a SmartPhrase?
Press F2 to jump to the next unfinished SmartList or wildcard. Select a value, then press Enter or right-click to commit it and advance.
Why can I not find a SmartList?
The search may not match its name, or the list may be restricted to a department, role, or system. You may also lack permission to use or create personal SmartLists. Contact your Epic application support team if the list remains unavailable.
Why does the SmartList not work after the phrase is inserted?
The destination must be a SmartTool-enabled documentation field. In an ordinary text field, the phrase or list may remain plain text or fail to become interactive.
The Bottom Line
Open the SmartPhrase editor, place the cursor at the insertion point, use the field labeled Insert SmartList, search and select the list, then click Accept. When you use the phrase, complete every list with its intended selections before signing. If the editor path or label differs, follow your organization’s Epic configuration rather than manually typing SmartList syntax.
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