Email Parameters

Select Configure > Email Parameters (Access to this option is controlled by user security settings.)

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

Scheduled Send and Receive

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With the “Send all mail immediately” checkbox un-checked your practice requires manual user action to send emails via File, Email, Send/Receive Button. (We recommended this box is checked so that your emails send automatically)
With this option checked the mail server will send emails during the days/times specified in the screen:
IMPORTANT: Ensure that scheduled network backup times don't coincide with these specified periods.
Within these day/time periods your email server will regurarly check for and send Emails/SMS but you can specify that it only does this every X minutes if needed by entering a value in the “Perform regular checks every X Minutes” field.

You can also set specific preset times of day that the email server checks for and sends Emails/SMS (not recommended)

Add a delay between sending each email

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Using this setting is encouraged as email providers usually have rules for sending limits so if you send X amount in an hour or day your account may become blocked for Spamming. Setting this to 3 per minute (120 per hour) or 8 (480 per hour) are common choices which keep within most modern email providers rules. You may want to speak with your IT to check your email providers unique rules.

NOTES: Manual sending overrides the delay - if you create 10 emails and click the Send button, EXACT sends them all immediately, with no staggered delay.

Open Email attachments directly

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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.

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
Select this option to have SMS messages added to the queue for sending as soon as they are generated by a
recall list or call 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 to the messages.
It would be useful for a small practice or if you had few patients preferring to be contacted by SMS.
Enable staggered
SMS 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:

To change an entry

Delete it
Click a date/time entry
Select the Delete button to delete it
Add the new details as above.

For each delivery session that you want to configure, select the day(s), then enter the start and end times in the
boxes.
Use the scroll buttons to scroll up/down as follows:
1-minute intervals
1-hour intervals
10-minute intervals
5-minute intervals.
Click the button to save each date/time entry.

Finish button Save the details and close the wizard.