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Creating Email Templates
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Select Configure > Email Templates (if you cannot see this, you will need higher security)
This screen may look slightly different depending on your EXACT version as a new Email editor was introduced mid 2020. (internal setting = internal.email.use spice logic html editor)
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Click the +1 button to open the Add Email Template window:
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Email templates can be created or edited by going to Configure->Email Templates
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From here you can either choose an existing template using the Select an Email Template button
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or create a new one by clicking the +1 button
If creating a new template enter a code
Type a description of the Template (e.g. Appointment Reminder)
Click in the body of the window and type the
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message
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. If you wish to
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create the template using HTML or copy the HTML from another
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source this is possible by clicking the script icon or newer bracket icon and
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adding the content in the HTML viewer window.
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In the standard editor (Non Html) you have a number of buttons to help you change the template, including font options, colours, hyperlinks, add images, spacing etc.
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If you need to source information from the EXACT database when you use the template (Patient Name/appointment info etc) you can use merge fields. To add merge fields
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, click the View Merge Fields button at the bottom of the screen. This will display the Letter Merge Fields window:
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To get the merge field into the document, use the clipboard as follows:
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Highlight the merge field(s) that you require (you can
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hold down SHIFT for multiple selection)
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Press CTRL-C on the keyboard, or click the Copy Field(s) to Clipboard button to copy the field(s) to the clipboard
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Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.
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Press CTRL-V or RightClick>Paste to insert the clipboard content.
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You can also type the merge field out manually in the format of [patient.dentistname]
When finished creating the template, select OK to save it
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Merge Fields in Email Templates
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Merge fields may be added to a template by Typing them in as text exactly as they are listed (this must be accurate so that they can be resolved when the email is processed), or Clicking the View Merge Fields button at the bottom of the Add Email Template window
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Sample text for an appointment reminder template, showing the correct use of the fields:
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.
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If selected as a template for a patient email, the email content could look like this for a specific patient:
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Using Merge Fields for Patient Preferred Locations
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The patient's preferred location has been added as a merge field, enabling sites with multiple locations to auto-generate patient recalls per Location.
These merge fields can be used in Email, SMS and EasyPost Letters.
In the Configure > Practice Settings window, check (tick) the Enable Locations checkbox:
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2. To control user access to locations, also check the Enable User Accessibility checkbox (if you leave this unchecked, all users will have access to all locations).
3. Check the Use patient preferred location details for communications checkbox. This functions as a "switch" to switch as follows:
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In patient correspondence templates for Easypost Letter, Email and SMS, you can then use merge fields to automatically include Preferred Location in the correspondence.
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Email Example:
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SMS Example:
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