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Select Configure > Email Parameters (Access to this option is controlled by user security settings.)
Remember that you need to complete the whole wizard and click “finish” to save any changes made.

After clicking Next to the Welcome to the Email Setup Wizard screen you will be met with the Account Details screen. For help setting up your email account please see Setting up an Email account in EXACT

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Expand

This setting is off by default to provide default protection. (recommended)
You can confirm that your anti-virus program has the capability to scan email attachments before they are opened.
If your anti-virus program cannot scan emails before saving, you risk virus infection by selecting this option.
Keep your anti-virus program updated, or it may fail to recognise and deal with new viruses.

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These options set up the ability to send text messages (such as appointment reminders) to a cell phone.
SMS
Provid
er
Sof
tware
of
Excell
ence
Select Software of Excellence to use SMS reminder messages.
No
ne
Select None if reminder text messages are not going to be sent.
The Finish button will then immediately become available:
Practic
e ID [ ]
With Software of Excellence selected above, enter the appropriate Practice ID (if not already defaulted from the Practice
Information screen) as supplied by Software of Excellence.
Once entered and your settings successfully tested (see below), the Practice ID will be "greyed out" and cannot be changed, as it
is used in several places in EXACT for various functions.
Practic
e ID
Enter the password that is associated with your Practice ID.
Passw
ord [ ]
Test The Test button becomes available once the two fields above have been completed. It will test the SMS settings and functionality
and if successful will display a message like the example below, which will tell you how many SMS credits you have left.
If the Test button fails, check that you have entered your details correctly. If you have, and your practice uses a proxy server for
connection to the internet, then you may need to check the configuration of your SMS services.
SMS Messages
Configure either:
Start sending all messages as soon as the list is generated.
Control when the messages are sent by scheduling and staggering the sending times.
Send all SMS
when the list is
generated
SMS Messages

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SMS Provider
Select “None” if you do not use SMS within EXACT.
If using Software Of Excellence as your SMS provider the username and password fields should already be completed so you will not need to adjust those fields. If they are not, please contact the support team.

This screen’s “test” button can be useful to confirm that the SMS functionality is working. The button will confirm if the test is successful or not as well as display the remaining SMS credits left on your account. These are usually auto topped up after dropping below 100.

If you use a 3rd party provider and need any assistance with the credentials/details please speak to your provider. If you are missing any 3rd party provider fields or the SMS have stopped working after upgrading EXACT, this may be because since version 12.15, EXACT no longer supports 3rd party SMS providers.
If you are using a version of EXACT that should work and are having issues, please contact the support team.

SMS Messages continued

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Send all mail immediately
Select this option to have SMS messages added to the queue for sending as soon as they are generated by a
recall list or

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contact list. (Other options will be 'greyed out' if this is selected).
It requires less setting up, but you have less control over when patients are likely to respond

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and could encounter an influx of communications from your patients.

Enable staggered

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SMS

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Sending
Select this option to control when the messages are sent by scheduling and staggering the sending times'
You can automatically stagger the sending and therefore also stagger most of the responses. It is ideal for a
practice with many dental providers and patients with a preference for being contacted via SMS.

Delivery Times This field shows the days and times that messages are to be queued for sending.
Use the Up/Down buttons to scroll up/down through the delivery time entries.
Click the +1 button to add a new date/time entry; this will open the Add Sessions window

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To change an entry

  1. Delete it

  2. Click a date/time entry

  3. Select the Delete button to delete it

  4. Add the new details as above.

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. These cannot be edited so you will have to delete and re-add if you need to make any changes.

A message should be sent every X mins
Use this setting to help stagger the SMS over time to reduce influx of patient calls/communications.
i.e; sending 100 SMS and staggering these to send 1 SMS every 3 minutes will take 300 minutes to complete the sending.
You can also select when EXACT will warn you if the sending will take too long.
i.e; if the staggered sending will take longer than X days EXACT will tell you so you can adjust the staggered minute value or days/times SMS are allowed to send to reduce the sending time frame. It will tell you how many messages can be sent at the bottom of this window.

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Click the Finish button save any changes made within the wizard.