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Overview

The EXDOC^e Email module enables Email to be sent and received by the practice.

It comprises an Email Desktop with Create and Send functions in a tabbed interface: Inbox, Outbox, Sent, Deleted.

Once configured this is accessible from File > Email... or from an optionally configured icon on the toolbar:

.

Requirements:

• Registration.
• Configuration is by means of an Email Setup Wizard, accessible from Configure > Email Parameters...
• Email Templates need to be configured.

Once registered and configured the Email Desktop

IMAP Option for Incoming Email

EXACT historically used the POP protocol for Email, but from v12.7 the IMAP protocol is optional for incoming Email.

POP is a simple protocol that generally allows the downloading of original messages (not copies) from an Inbox to a local computer, and has few other features.

The Internet Message Access Protocol (IMAP) is a more feature-rich mail protocol used for accessing email on a remote web server from a local client. It stores email messages on the mail server, but allows the end user to view and manipulate the messages as though they were stored locally on the end user's computing devices. Copies of messages and attachments are transferred to an email client only on request, but the originals always reside on the mail server.

Requirements

• EXACT v12.7 or later

To configure IMAP Email in EXACT

1. Select Configure > Email Parameters to open the Email Setup wizard.
2. Select Next>, then Next> again.
3. In the Account Details page of the wizard, do the following:
   • Replace pop with imap
   • Accept the default IMAP port 993, or assign a different port number if required
   • Tick the Use IMAP checkbox Incoming
     (if you leave this unchecked EXACT will continue to use pop3)

   

4. Select Next> until the last screen of the wizard displays, then select Finish.

Select a different Inbox folder (optional)

For example, select the ALL Incoming folder as the default folder for incoming IMAP-based Email:

A Superuser (such as a Support person, FIT Team member, Trainer or Technician) can specify your email server Inbox folder, should you require it to be changed.

This is possible by means of the email.server.inbox.folder.imap key:

Email Service Enhancements

From EXACT v12.8 the Email Service is located only on the dental practice server. It runs automatically for server and all workstations, even if your practice previously had manual-start settings, so your practice requires software and hardware that enables automatic connection to the Internet.

Benefits of the v12.8 enhancements

• Email transmission is more reliable.
• Any practitioner can monitor the email service status (functioning or not functioning) within EXACT:
  • EXACT notifies practitioners if emails are not being sent.
  • Any practitioner can restart the email service from within EXACT.

    - This restart applies to all workstations.

• The Email Setup Wizard is simpler and includes more intuitive settings for controlling the rate of emails being sent from the practice (to mitigate against Internet Service Providers identifying bulk emails as automated spam).

Email service runs only on the practice server (not on workstations)

From v12.8 the Email service runs only on the server (no longer on workstations).

To this end, the following applies:

• The email service installation files are no longer included in the EXACT workstation installer.
• The email service is set to automatically launch on the server, even if your practice previously manually ran the service.

  The Configure > Email Parameters... Email Setup Wizard has a server connection statement:

  "You should ensure that the server has the necessary hardware and software to connect to the internet."

  

Regular email service check in

The email service regularly runs a self-test function to monitor correct functioning and to alert on failures.

It writes to the database(s) that it services each time that it passes this test. If the test fails (but the service is still running) it also writes the diagnostic log information back to the database.

Each EXACT workstation silently checks that these regular check-ins are occurring. So long as the email service is functioning correctly, the workstation displays a non-flashing status indicator whose tooltip states that the service is operating normally:

When the workstation misses a check-in or records a failure, it flashes the email service not available indicator, and practitioners then click this indicator to display the diagnostic log.

Email Server Failure indication as a popup:

Email Setup Wizard

From v12.8 the Email Setup Wizard has been modified as follows:

• No dial up Internet options.
• The Test button tests the currently running email service, rather than just the ISP credentials. This provides an improved indication of whether the current configuration is correct at setup time.
• To reduce the chances of an Internet Service Provider (ISP) flagging an EXACT account as sending spam, the Email Setup Wizard includes a constraint on the rate of emails being sent per minute. By default this is 40 emails per minute, but you can change this interval up or down as required.

The email service no longer by default checks only the last logged in database

If Genuine Server Check is active the email service sends and receives emails for all genuine databases.

If Genuine Server Check is inactive the email service sends and receives email for all databases except those with 'demo', 'training' 'test', 'trial' or 'backup' in the name.
The Login check is synchronised with this test, so practitioners receive the "This may not be your real database" warning when logging on to these databases.

To check the status of the Email Server and restart it if required

Any user can view the Email Server status and restart the server - there is no access restriction.

Display of a status change may take up to 15 minuites.

1. Look at the status icons in the top right corner of the EXACT window, and locate the icon on the lower line:

   

2. Hover your cursor over the cursor for a tooltip message.

   
   

   You will see one of these statuses:

   

   
   

   NOTE: From change of status to the display of that status change may take up to 15 minuites.

   
   

3. If the Email Server is not running, click the indicator to display the Email Server not responding window:

   

   
   

4. Read the message and then click the Restart Email Service button.
5. Check the status indicator again within a few minutes to ensure that it is running. If not, refer to your IT technician or the EXACT Support Desk.

Email Configuration

NOTES:

Email configuration changed in EXACT v12.8, from when Email is only configured on the practice server (not on workstations) - see Email Service Enhancements in v12.8 .
A patient's Email address is stored within the Details Tab of the Patient file.
Similarly, the Email addresses for providers are entered/stored in the provider file, and those for specialists in the Specialist file.
Email can be sent from anywhere the button is available on the Toolbar, including the patient file and various locations in the appointment book, including the Follow Up Tab, Cancels Tab, Contact Lists and Arrivals Tab.

IMPORTANT: Some areas of Email configuration require a reasonable level of computer knowledge and expertise. Please contact SOEI Support if you are uncertain about any of the instructions in the following sections.

Email Parameters

IMPORTANT! IT information required: Before you begin the procedure below, check through the settings and ask your IT Systems Administrator or your ISP for any details that you may require.

To configure Email and SMS parameters (from server or any workstation)

1. Either
   • Select Configure > Email Parameters

   Access to this option is controlled by user security settings.

   - Or -

   • Set email options from the Configuration (spanner) button in the email application itself.
     
     Select File > Email or click the email shortcut icon on the toolbar (if configured):

     

     Then click the Configuration (spanner) button on the email screen.

2. In either case, the email set-up wizard will display.

   The set-up wizard will guide you through the relevant steps to set up the email parameters. Descriptions of the fields that require information are listed below.

   For correct email operation, please refer to Software of Excellence support for help with setting these parameters.

Welcome screen:

Please check that you comply with this statement:

"You should ensure that the server has the necessary hardware and software to connect to the internet."

Account Details:

The following details are normally supplied by your Internet Service Provider (ISP) when you set up an internet account:

Scheduled Send and Receive

Open email attachments directly

Open email attachments directly

This setting is off by default to provide default protection.

Please read the screen text carefully and only check this option if

• You understand it.
• You can confirm that your anti-virus program has the capability to scan email attachments before they are opened.
• Your practice will regularly update the anti-virus program.

Important notes to avoid virus infection of your practice:

• 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.

SMS Messages

These options set up the ability to send text messages (such as appointment reminders) to a cell phone.

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.

Testing the Email Configuration

NOTE: The following is applicable ONLY if EXDOC^e is registered.

The full Credentials Test is part of the Configuring Email Parameters (Email Parameters, Configure Email and SMS Parameters):

Click the Test Credentials button and wait for feedback.

Any practitioner can test the status of the Email service

All practitioners can view Email service status icons, and when the service is down they have the option to manually restart the service.

See Checking the status of the Email service

Viewing Email Errors

1. In the Email desktop with functioning Email Server, click the "Up and Running" icon to display the View Email Errors window:

   

2. Email errors take many forms. Use the available information to diagnose.
3. To clear the list, select the Clear Errors button.

Email Troubleshooting

NOTE: View as HTML

By default, the View as HTML format option for email (as described in the Email in HTML Format topic) is turned off for all users apart from those with superuser security privileges.

This is because in some cases it can be a potential security vulnerability (especially if your anti-virus software is not configured, is not adequate for screen email messages, or is not current with updates).

When View as HTML format is turned off you will see messages displayed as plain text, with no images displayed.

See also: Viewing Email Errors

To check the status of the Email Server and restart it if required

Any user can view the Email Server status and restart the server - there is no access restriction.

Display of a status change may take up to 15 minuites.

1. Look at the status icons in the top right corner of the EXACT window, and locate the icon on the lower line:

   

2. Hover your cursor over the cursor for a tooltip message.

   
   

   You will see one of these statuses:

   

   
   

   NOTE: From change of status to the display of that status change may take up to 15 minuites.

   
   

3. If the Email Server is not running, click the indicator to display the Email Server not responding window:

   

   
   

4. Read the message and then click the Restart Email Service button.
5. Check the status indicator again within a few minutes to ensure that it is running. If not, refer to your IT technician or the EXACT Support Desk.

To troubleshoot Email errors

If errors occur when receiving/sending mail, check the following:

1. Run the email setup wizard, and run the email server Test Credentials to report any problems

   See Configuring Email and SMS Parameters (Email Parameters, Configure Email and SMS Parameters)

   

   EXACT will immediately display an error message if there is a test failure. For example:

   

2. Check that the email server addresses in the wizard are correct:
   • Open a command line (ms-dos prompt), by clicking on the ‘Start’ menu, choosing ‘Run’, typing ‘CMD’ and clicking .
   • Type in ‘ping IncomingMailServer’; where IncomingMailServer is the name that appears in the email parameters dialog box.
   • Press and the server will either reply or display an error message.
   • Repeat this step for the Outgoing Mail Server. Press and the server will either reply or display an error message.
3. If the server fails to reply, there is a problem with the ISP or you do not have the correct name/address for the server.
4. Other email clients may take incoming mail that is intended for EXACT Dental. Make sure all other clients are closed.
5. Verify that the service for the Email Server is running. If it is, shutdown and restart it using the Email Server Administrator application on the desktop.
6. Verify that the ‘Check for new mail between’ times specified in the Email Parameters window are valid and allow mail at this time.
7. Force the Email Server application to send and receive mail by right-clicking on the email server icon in the System Tray (lower right corner of the Task Bar) and selecting ‘Send\Receive Now’:

   

8. Try using another email client (i.e. Microsoft Outlook) to verify that Windows is correctly configured to receive mail, as there could be problems with the Internet connection or Internet provider.
9. For further information, contact the ISP or the facility’s hardware technician.

Disabling Incoming Email

Most Dutch practices don't use incoming Email, but before v12.9 didn't have a way to disable it, causing EXACT to report incoming Email errors and display a blinking red cross.

EXACT v12.9 (and later) has an option to disable it in Configure > Email Parameters > Email Setup Wizard > Account Details screen.

On initial upgrade to v12.9 the Email setting defaults to the setting being enabled: Enable Incoming Email. Unless you change this, future upgrades will continue to allow incoming Email.

To disable incoming Email

1. Select Configure > Email Parameters and run the Email Setup Wizard.
2. Step through the wizard to the Account Details screen.
3. Un-check the Enable Incoming Email checkbox: Enable Incoming Email.
4. Complete the Wizard setup through to the end.

   NOTE: You must complete the wizard to save the changes (you cannot un-check the Enable incoming Email option and then cancel the wizard).

Result:

• Once the Incoming Email is disabled the option to modify their Incoming Email Server details will be disabled / greyed out, but the previous values that were there are retained.
• After the wizard has completed successfully with the setting change the practice will no longer receive Emails into their Inbox.
• The practice will not see a flashing error notification when the Incoming Email details are incorrect.
• Outgoing Emails will still send out correctly.
• The restriction will apply to both pop3 and IMAP Email configurations.
• On subsequent upgrades EXACT will respect this disabled setting.

To re-enable incoming Email

Repeat the above procedure, but enable the setting: Enable Incoming Email.

Result:

• Emails will start appearing in the practice Inbox as normal.
• The Inbox will retroactively fill with Emails that were missed during the disabled period.
• On subsequent upgrades EXACT will respect this enabled setting.

Email Templates

You can create email templates to enable practitioners to quickly and easily generate Email messages, and to standardise documentation from the practice.

A special type of template is an email signature template.

Configure this in the Automated appointment reminders (Configuring Automatic Appointment Reminders) to be used when practitioners create an email message without using an email template - in this case the signature will be automatically appended to the message as a signature or footer containing the practice's registered details.

Disclaimer

You may wish to add a standard legal disclaimer to the signature template. For example:

"This email contains confidential information for the addressee only. Any views or opinions presented are solely those of the author. If you are not the intended recipient, please notify the sender immediately. You should not use, disclose, distribute or copy this communication if received in error."

Creating a Standard Email Template

1. Select Configure > Email Templates to open the Email Template File.
2. Click the +1 button to open the Add Email Template window:

   

3. Type a unique Code for this template (e.g. APPTREM)
4. Type a description of the Template (e.g. Appointment Reminder)
5. Click in the body of the window and type the text message, including the Dental fields using the correct format.
6. To add merge fields (for auto-replaceable text), click the View Merge Fields button at the bottom of the screen. Tthis will display the Letter Merge Fields window:

   

   Note that you can filter this list for related merge fields by selecting from the drop-down filter list at the bottom of the window:

   

7. To get the merge field into the document, use the clipboard as follows:
   1. Highlight the merge field(s) that you require (you can use CTRL-Click or SHIFT-Click for multiple selection)
   2. Press CTRL-C on the keyboard, or click the Copy Field(s) to Clipboard button to copy the field(s) to the clipboard
   3. Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.
   4. Press CTRL-V or RightClick>Paste to insert the clipboard content.
8. Close the Letter Merge Fields window by means of the X button .
9. When finished creating the template, select OK to save it.

To Create a Signature Template

A signature template can be used in situations where you do not wish to use a template for an email message, but need to have a standard signature.

Although the signature template is set up in the same way as an ordinary template, once configured in the Email Parameters (Email Parameters, Configure Email and SMS Parameters) screen it does not need to be selected, but can be applied whenever an email message is created, by clicking the Include Email Signature button.

To Create a Signature Template

1. Select Configure > Email Templates to open the Email Templates file.

   You can also create a template using the Presentation Manager.

2. In the Email Templates file, click the +1 button to create a new template:

   

   1. Code - Type a unique code for this template.
   2. Description - Type a description of the Template so that others can see what it is.
   3. Body - Click in the body of the window and begin typing the text including the Dental fields using the correct format. You might want to add a standard disclaimer statement similar to the following example:

      "This e-mail contains confidential information for the addressee only. Any views or opinions presented are solely those of the author. If you are not the intended recipient, please notify the sender immediately. You should not use, disclose, distribute or copy this communication if received in error."

   4. Merge Fields - To add merge fields (for replaceable text), click the View Merge Fields button at the bottom of the screen; this will display the Letter Merge Fields window:

   

   Shorten this list by selecting a filter (a subset) of related merge fields using the drop-down list at the bottom of the window:

   

   
   

   1. You can copy fields from the Letter Merge Fields window into the destination document (Word, Presentation Manager, the Template window) by means of the clipboard, as follows:

      - Highlight the merge field(s) you require: Use Ctrl-Click to select individual fields or use Shift-Click to select a range of fields.

      - Copy the selected fields: Press Ctrl-C on the keyboard or click the Copy Field(s) to Clipboard button.

      - Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.

      - Paste the merge fields by means of Ctrl-V, or right-click > Paste.

3. When the Letter Merge Fields window is no longer required, close it by means of the X button .
4. When you have finished creating the template, click the OK button to save.
5. Go into the Automated Appointment Reminders Email Parameters (Configuring Automatic Appointment Reminders) window in the Configure menu, and select your new signature template in the Email Signature field.

   NOTE:
   By default, the View as HTML format option for email is turned off for all users apart from those with super user security privileges. This is because if your anti-virus software is not configured or not adequate to screen email messages it can be a potential security vulnerability.
   The implications of this are that if your signature template contains special formatting and/or graphics, they are potentially available anywhere on the system, but if View as HTML is not enabled, you will not be able to view them in EXACT, nor will you be able to see how your template will appear to recipients.

Merge Fields in Email Templates

(See also Creating a standard Email Template)

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

  

Sample text for an appointment reminder template, showing the correct use of the fields:

If selected as a template for a patient email, the email content could look like this for a specific patient:

Using Merge Fields for Patient Preferred Locations

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.

1. In the Configure > Practice Settings window, check (tick) the Enable Locations checkbox:

   

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:

   

Patient Preferred Location merge fields:

(From EXACT v12.10)

«patient.PreferredLocationName»

«patient.PreferredLocationAddress1»

«patient.PreferredLocationAddress2»

«patient.PreferredLocationAddress3»

«patient.PreferredLocationPostCode»

«patient.PreferredLocationPhone»

Preferred Location, specified per patient:

Each patient's Preferred Location can be specified in the Patient File Details tab:

In patient correspondence templates for Easypost Letter, Email and SMS, you can then use merge fields to automatically include Preferred Location in the correspondence.

Easypost example:

Email example:

SMS example:

SMS Templates

See also: Selecting or creating an SMS template | SMS messages | Configuring SMS Replies

To view, edit or create templates to use with SMS messages

Select Configure > SMS Templates.

The View SMS Templates window will open:

This shows the templates currently available to use for SMS messages to patients, and also (at the bottom of the window) the number of SMS credits remaining with Software of Excellence. Any templates for Flash SMS messages will be indicated by a Y in the "Flash" column.

To Create a new SMS Template

1. Click the button at the bottom of the screen.
   A window similar to the following example will open:

   

2. In the Code field, enter appropriate text to identify the new template.
3. Enter a brief description of the template's function in the Description field.
4. If the template is for an SMS Flash message, click the Flash checkbox.
   (On some phones a Flash message will appear on the screen immediately upon arrival, without the need to press any buttons on the phone.)
5. In the main entry box, type the text to appear in the SMS message.

   The total character count, and the number of SMS messages it represents, will appear below the box.

6. To add merge fields to the message, click the button; this will open the Merge Fields window.
   To insert a merge field, click on the field to select it, then click the button.
   Right-click in the message at the point where you want the merge field to be inserted, and select "Paste" from the drop-down menu, or press .

   NOTE: Due to the variable length of text inserted by a merge field, the character count will not accurately indicate the total character count, but provides only an indication of message size.
   If the character count is approaching 160 characters, and there are merge fields included, you may wish to either edit the message to make it shorter, remove one or more merge fields, or select another option from the "Truncate To" drop-down, so that the message is sent in its entirety.

7. The 'Truncate To' field controls the maximum length of SMS messages to be created, and how many SMS credits you are charged for each one, based on its length.
   If you accept the default, or if SOE is not your SMS provider only one message of no more than 160 characters will be created.
   Any characters after the limit will be truncated and will not be sent.
   
   However, if SOE is your SMS provider, you can choose any length up to a maximum of the equivalent of nine (9) messages. Only one message will be sent, but it will use the number of credits equivalent to the number of 160-character messages it represents.(Note that because of the way messages are handled by the SMS gateway, where some characters are used by the system, the number of SMS's corresponds to dividing the total message character count by 153).
   If you wish to send a message of more than 160 characters, click the drop-down button to choose the maximum number of messages to send. For instance, if your message is close to the 160-character limit, and has merge fields included, then select 2 SMS's from the drop-down. This means if the message does happen to go over 160 characters in length, the recipient will still be sent the full message, unless it exceeds 306 characters, in which case it will be truncated.
   When you have finished editing the template, click the button to save it and close the window.

To Edit an SMS Template

1. Select "SMS Templates" from the Configure menu.
2. Click on the template you wish to edit.
3. Click on the button to open the selected template in the "Edit SMS Template" window.
4. Edit the template as required, then click the button to save it and close the window.

To Delete an SMS Template

1. Select "SMS Templates" from the Configure menu.
2. Click on the template you wish to delete.
3. Click on the button to delete the selected template.
4. Click the button to confirm that you wish to permanently delete the template.

Email Server

The EXACT Email Server runs as a Windows service, rather than as a separate program.
It is not necessary to log on (or remained logged on to) to a separate server in order to start the email server.

Under normal circumstances, there should be no reason for you to have to do anything with the email server once it has been set up, and the Email Server Administrator on the desktop would be used to check and manage the server. The following instructions are here as a reference only.

Email service runs only on the practice server (not on workstations)

From v12.8 the Email service runs only on the server (not on workstations).

To this end, the following applies:

• The email service installation files are not included in the EXACT workstation installer.
• The email service is set to automatically launch on the server, even if your practice previously manually ran the service.

  The Configure > Email Parameters... Email Setup Wizard has a server connection statement:

  "You should ensure that the server has the necessary hardware and software to connect to the internet."

  

  
  

Regular email service check in

The email service regularly runs a self-test function to monitor correct functioning and to alert on failures.

It writes to the database(s) that it services each time that it passes this test. If the test fails (but the service is still running) it also writes the diagnostic log information back to the database.

Each EXACT workstation silently checks that these regular check-ins are occurring. So long as the email service is functioning correctly, the workstation displays a non-flashing status indicator whose tooltip states that the service is operating normally:

When the workstation misses a check-in or records a failure, it flashes the email service not available indicator, and practitioners then click this indicator to display the diagnostic log.

Email Server Failure indication as a popup:

To check the status of the Email Server and restart it if required

Any user can view the Email Server status and restart the server - there is no access restriction.

Display of a status change may take up to 15 minuites.

1. Look at the status icons in the top right corner of the EXACT window, and locate the icon on the lower line:

   

2. Hover your cursor over the cursor for a tooltip message.

   
   

   You will see one of these statuses:

   

   
   

   NOTE: From change of status to the display of that status change may take up to 15 minuites.

   
   

3. If the Email Server is not running, click the indicator to display the Email Server not responding window:

   

   
   

4. Read the message and then click the Restart Email Service button.
5. Check the status indicator again within a few minutes to ensure that it is running. If not, refer to your IT technician or the EXACT Support Desk.

To Use the Email Server Administrator in Windows

The Email Server Administrator is run by double-clicking the icon on the desktop:

This will launch the Administrator which will then show as an icon in the Windows "QuickStart" tray on the taskbar at the bottom of the screen:

Note that if it is already running the icon will already be in the tray:

If the email server has been stopped, it will show as an icon like this:

Right-click the icon to see the menu options:

To Check the Email Server Service in Windows

Windows services can be accessed directly from "Administrative Tools" (Start > Administrative Tools > Services):

In the "Services" window, look for the item "SOEEmailServer":

If the service for the Email Server is already running, then the entry in the "Status" column should say "Started".

To Start the Service for the Email Server from Windows

If the service for the Email Server is not running, the "Status" will be blank.

To start the service, click the item "SOEEmailServer" to highlight it, then either right-click it and select 'Start' from the drop-down menu, OR click the "Start Service" button in the toolbar at the top of the window:

Within a few seconds, the service should begin running, and the Status will change to "Started".

To Stop the Service for the Email Server from Windows

Normally, there should be no reason to stop the service, but to do so, click the item "SOEEmailServer" to highlight it, then either right-click it and select 'Stop' from the drop-down menu, OR click the "Stop Service" button in the toolbar at the top of the window:

To Restart the Service for the Email Server from Windows

More commonly, if the Email Server was not running properly for some reason, you would need to restart the service.
To restart the service, click the item "SOEEmailServer" to highlight it, then either right-click it and select 'Restart' from the drop-down menu, OR click the "Restart Service" button in the toolbar at the top of the window:

Patient Email Address

Patients can have one or more email addresses, which are saved in their patient file, and can be entered or edited there.

You can also enter or edit email address information from the email windows themselves.

For example, if you receive an email message from a patient, when you click the File button at the bottom of the Inbox, it will open the File Email window:

If the email address corresponds to that for a patient, the "File to patient" field will be automatically filled with the patient's name, and all you need to do is click the button, unless you wish to also file the email to a specialist, or make changes to the patient's email address.

If there is no match, you can select the patient using the button or scroll through patient names using the buttons.
The field will also be active, and the email address will be automatically added to the patient's file when the button is clicked.

Primary email address

Note that in the "Patient's existing email addresses" field, if there is more than one email address, you can indicate which is the primary (default) address, by clicking in the checkbox next to it, so that it is ticked. This is the address that will be used by default for email such as automatic appointment reminders. You can still send email to other addresses (such as the patient's business email), but this must be done by selecting the address when you create the message.

To manually add an email address

1. Click the button in the 'File Email' window; the following window will be displayed:

   

   Email address	Enter the patient's email address.
   Contact	Enter any text you wish to describe the contact type.
   Location	Click the button corresponding to this email address's location.
   Send outbound emails to this address	Click this checkbox if you wish all outbound email messages to go to this address.

2. Click the OK button when you have finished entering the details, or click to exit without saving the details.

To edit an email address

Highlight the address to be edited in the File Email window, then click the Delete button to display the Edit Email Address window. The window and details are essentially the same as the Add Email Address window described above.

To delete an email address

In the File Email window, highlight the address to be edited, then click the Delete button to delete it.

Email Address Book

Email addresses are usually entered in the appropriate screen (the Patient File, Provider File, specialist File, etc.) but for convenience EXACT has an email address book, accessed via the button on the 'Create Email' window:

To enter an email address in a To:, Cc: or Bcc: field, click the button on the appropriate line to open the Email Address Book:

The address book has the most pertinent details fields for patients on one tab (above), and for Specialists on the other:

In both cases, an address can be added to the To:, Cc: or Bcc: field field by clicking in the field then double-clicking each person whose address you wish to add to that field.

When you click the OK button, the addresses are added to the address fields in the email message.

Provided you have appropriate security, you can edit, add, or delete patient or specialist records using these buttons .

Print patient details by means of the Print button .

SMS Service Through a Proxy

Please contact Software of Excellence support if you are at all unsure about this, and require help to set it up correctly.

Set up the EXACT Proxy for all communication to work:

• Leave Windows Proxy settings default (i.e. do not direct Windows Proxy to point at the same Proxy as EXACT)
• (Administrator access required) Configure EXACT Proxy settings in Configure > Settings:
  • proxy.address
  • proxy.port
  • proxy.user
  • proxy.password
  • if using Proxy for email, then proxy.for.email should be set to 1

  

To test the new setting go into the Configure > Email Parameters menu option, and click the button on the SMS Messages window.

See Email Parameters for more information about setting up SMS and email.

Contacting the SOE Dental Support Team via Email

Select Help > Email Support...

EXACT automatically emails Support and you will see a reply in your Inbox:

Actioning Email

Actions that you can take in response to an incoming Email include:

• Reply directly to the patient.
• Forward the Email (complete with any comments you may have added) to one or more other people.
• Book the patient an appointment directly from the incoming Email.
• File the email message in a patient's and/or specialist's file. Normally, email from a patient or specialist will be recorded in their "Contacts" tab, but there are occasions when this may not happen, such as when it is sent from an address different to that recorded for the patient or specialist.

Your action depends on the contents of the Email. For example:

• A question regarding the surgery hours - reply directly.
• A query from a specialist regarding a patients’ medical history - this may be best answered by that patient and therefore you could forward the specialist’s email on to the appropriate patient.
• A patient requesting an appointment - create the appointment by dragging the Email directly into the Multi Column View Day area.

So that you can leave email in your inbox for future reference, but indicate that it has been dealt with appropriately or 'actioned', there is a checkbox next to each email message. If you click on this with the mouse once you have finished with the email, and the "Show Actioned Items" checkbox is not ticked, the email items that you have 'actioned' in this way will be hidden from view.

At any time, you can view all items, including those 'actioned', by clicking on the "Show Actioned Items" checkbox.

Checking the Status of the Email Server

Any user can view the Email Server status and restart the server - there is no access restriction.

Display of a status change may take up to 15 minuites.

1. Look at the status icons in the top right corner of the EXACT window, and locate the icon on the lower line:

   

2. Hover your cursor over the cursor for a tooltip message.

   
   

   You will see one of these statuses:

   

   
   

   NOTE: From change of status to the display of that status change may take up to 15 minuites.

   
   

3. If the Email Server is not running, click the indicator to display the Email Server not responding window:

   

   
   

4. Read the message and then click the Restart Email Service button.
5. Check the status indicator again within a few minutes to ensure that it is running. If not, refer to your IT technician or the EXACT Support Desk.

Replying Directly to Email from a Patient

1. Double-click on the email you received to view the details:

   

2. Click on the button. This will automatically address the email to the person that sent the email.
3. Type in the appropriate response. You will notice that the text of the email received is automatically included in the Reply.
4. Click ‘OK’ to send the reply and click Close to close the window.
5. If no further action is required, click on the 'actioned' checkbox in the Inbox next to this email to indicate that no further action is required with regard to this email:

   
   To view the email that have been received and actioned, click on the ‘Show Actioned Items’ checkbox at the bottom of the window:

   

Forwarding Email

1. Double-click on the email received to view the details:

   

2. Click on the button.
3. Select the required patient using the Address Book.
4. Type any further details as required into the body of the email.
5. Click ‘OK’ to forward and click ‘Close’ to close the window.
6. If no further action is required, click on the 'actioned' checkbox in the Inbox next to this email to indicate that no further action is required with regard to this email:

   
   To view the email that have been received and actioned, click on the ‘Show Actioned Items’ checkbox at the bottom of the window:

   

Deleting Email Items

1. Select the item(s) and click the button in the toolbar at the bottom right-hand corner of the window:

   

   You can also right-click an item, then click "Delete" from the drop-down menu:

   

   You will be prompted to confirm the deletion:

   

2. This gives you the opportunity to change your mind and still click the button to cancel the deletion.

To Read Email in the 'Deleted' Folder

To read an item in the Deleted folder, double-click it, or press when it is highlighted.

Holding the mouse over the icon to the left of the ‘From’ column, displays a Tool Tip window where the complete email text can also be viewed.

To Select Email Items

Items to be deleted can be selected one at a time by clicking on them with the mouse.

To select more than one item, do one of the following:

• To select several individual items, hold down the button, and click the items once with the mouse to select them.
  (Click again to de-select items).
• To select several adjacent items, hold down the button, and click the first item to select, and the last item to select. All items in-between the two items clicked will be selected. If you then wish to de-select some individual items, hold down the button, and click the items once with the mouse.
• To select ALL items in the folder, click the button. Once clicked, it will change to the button. Click it again to deselect all items.
• To select MOST of the items in the folder, click the button, then hold down the button, and click items once with the mouse to de-select them.

Deleted Items

Once you have confirmed you wish to delete items, they are removed from the folder they were in, and are placed in the Deleted folder.

To undelete / restore Email

If you wish to, you can undelete an item by selecting it (as above) and clicking the button.

The Move To... dialog will then display:

Select the target folder from the drop-down menu, and click the button.

The item will be moved to that folder.

To read an item in the Deleted folder

Double-click it, or press when it is highlighted.

To forward a deleted email to another person

Highlight the email and click the button (See To forward)

To mark email as unread

Highlight it and click the button.

To mark email as read

Highlight it, and click the button.

To view more information about an email message

Highlight it and click the button to display the history of the item:

To print an email item

Highlight it and click the button.

To permanently delete email

Highlight it (as above) then click the button.

Booking an Appointment from the Email Inbox

1. Double-click on the email received for the full details, and identify any preferred appointment times.
2. Close this window to view the appointment book.
3. Check to see if the preferred appointment time is available. If not, identify an alternative.
4. Ensure that the email has been filed to the correct patient. If the email has not been filed to a patient you will need to do this before an appointment can be booked.
5. To file the email to the correct patient,
   1. Click the File button at the bottom of the Inbox.

   The File Email window displays:

   

   1. If the email address automatically corresponds to that for a patient, the File to patient field will populated with the patient's name, and all you need to do is click the OK button. (Unless you wish to also file the email to a specialist, or make changes to the patient's email address)
   2. If there is no match, select the appropriate patient by using the selector buttons .
      
      Once a patient is selected you will see the checked (ticked) checkbox for Add this address to patient's email addresses:
      
      
      When you click the OK button the email address will be automatically added to the patient's file, and future emails from this email address to be automatically filed - if you don't want this, un-check the checkbox before saving.
   3. Edit, add and delete email addresses by means of the buttons below the email box:
6. With the emil filed to the correct patient, drag the patient’s email from the Inbox to the appropriate appointment time.
7. When the appointment is booked you may get the following message:

   

   This message will appear if your system is set to automatically send patient email confirmations. For further information regarding this feature, please refer to the Configuration Section of this tutorial.

   Click Yes to send the patient an email confirming this appointment.

8. You will notice that this patient’s email has now disappeared from the Inbox. This is because the email has automatically been updated as Actioned.

Viewing Email that has been Received and Actioned

1. When email messages have been actioned they are hidden from view in the Inbox, which means only the email messages still to be actioned are displayed.
2. In the ‘Inbox’ tab, click on the checkbox. All previously actioned email messages that have not been deleted will be re-displayed:

   

3. As email messages are received and replied to, they can be marked as “Actioned” by inserting a tick into the Status box at the beginning of the email as shown above.
4. Ticking the ‘Show Actioned Items’ will also display the email that have already been actioned.

Creating Automated Appointment Reminder Email

This is an option in Configuring Automatic Appointment Reminders, and includes New Patient Email, iCalendar attachments, and Email Signature.

(This is part of the Configuring Automatic Appointment Reminders Wizard)

Configure the second page of the wizard - Automatic Emails - as follows:

1. Select Next >
2. Configure the page for Automatic Appointment Reminders and Replies as discussed here:

   Configuring Automatic Reminders and Replies

3. Select Next >
4. If you have EasyPost, configure the Automatic EasyPost Appointment Reminders as discussed here:

   Configuring Automatic EasyPost Appointment Reminders

5. Select Finish.

Database location of sent iCal attachments

The sent iCal attachments are saved to an attach folder, in sub-folders by year and month:

Tabs - Inbox, Outbox, Sent, Deleted

Emails stored in the Email tabs show different From and To information, depending on the typical requirements per tab.

Inbox

Select File > Email and select Inbox to display the Email Inbox tab:

Displayed information:

• Checkbox per Email
• Attachment
• From, Subject, Date, Time
• Which patient and specialist record the email has been Filed To
• Email Tags (the tags displayed depends on which filter is selected at bottom left)
• Tooltip summary:

  

Actions available in the Inbox

• Filter the Email list to show all Emails, show only Emails with no tags, or custom-filter based on tags
• Add new Email Tags
• From the Email right-click menu, add a tag, add a new tag, remove all tags or remove a specific tag.
• View email and attachments to messages
• Hover your mouse over an Email to see a tooltip summary of the Email.
• Delete email messages
• Reply to email, with copies to other people
• Forward email to another email address
• Create new email messages
• File email against a patient and/or specialist file
• Print the contents of email messages
• Mark read email as unread, and unread email as read
• Send pending email and check if there is any new email, via the Send/Receive Email button
• Take other actions
• Pause staggered sending of SMS messages, via the Pause button .

Email Inbox toolbar

Select Email Inbox actions and options from the toolbar on the bottom of the Inbox screen:

Alternatively, you can use the drop-down menu displayed when you right-click on highlighted email:

The Tool Bar in the lower right corner of the window has the following functions:

Other Inbox features

Inbox Activity Tab

If you have configured your activity tabs to enable it, the Inbox is also displayed in the Multi Column and Multiday Appointment books, on the Activity Bar at the bottom of the screen:

Tooltip summary:

When email is received in the Inbox the following icon, will appear at the right hand side of the Workspace Bar. When you hover your mouse cursor over this icon, a tool tip will appear explaining that you have received new email, as shown below:

You can force EXACT to check for new email, via the the Send/Receive Email button .

To view the new email, either:

• Double-click on the icon on the Workspace Bar

  - or -

• Open the ‘Inbox’ window from the File > Email menu item or the email icon on the Workspace Bar

  - or -

• Click on the ‘Inbox’ tab in the Multi Column Appointment Book.

To read the contents, either:

• Hover the mouse cursor over the email received - this will open a tooltip with the message body displayed.

  - or -

• Double-click on the email that has been received to open it in the 'View Email' window.

Viewing Email and Attachments

To quickly view just the contents of an email in the Inbox without opening it

Hover your mouse pointer over any part of the email line. This displays a Tool Tip window where the complete email text can be viewed:

To open an email

Either double-click it, or highlight it and press the Enter key.

In this window, the following actions are available:

• If the email has been copied ("CCd") to several recipients, you can view these using the buttons.
• Attachments can be saved to a folder on your computer by clicking on them to select them, then using the button.
• You can open an attachment to view it by clicking on it to select it, then clicking on the button.
  The attachment will be opened using the appropriate application (word processor, image viewer, etc.)
• The email can be viewed in other formats (see 'Email Format' below).
• You can reply to the email.
• You can forward the email.
• You can file the email in a patient's and/or specialist's Contacts tab.

Email Format

When you open an email to view it, you have a choice of viewing it in one of two formats; which one is available will depend on what format the email was sent in:

• Plain text (the default format). The formatting of the original email message is not preserved: any formatting features such as bold lettering, italics, different font styles and in-line graphics (if any) are not shown.
• HTML format. Formatting in the email will be preserved and displayed (except for hyperlinks, for security reasons). In-line pictures in the HTML email will also be displayed (if present). This format will not be available unless this was the format the email was originally composed and sent with.

  To display email in HTML format, click the View as drop-down menu at the bottom left-hand corner of the "Read Email" window, click the button, and select the HTML option by clicking on it with the mouse, as shown below:

  

Deleting Email from the Inbox

To delete email from the inbox

Select the email message(s) to be deleted, then either click the Delete button in the bottom right-hand corner of the window, OR right-click the selected item(s) and select Delete from the drop-down menu.

When you delete email from the Inbox, it is not permanently deleted, but moved to the Deleted email items folder.

To Select Email Items

Select items individually by clicking with the mouse.

Options for selecting multiple items simultaneously:

• To select several individual items use CTRL-click
• To select several adjacent items, use SHIFT-click (click the first item to select, and the last item to select).

  All items in-between the two clicked items will be selected.

  If you then wish to de-select some individual items, use CTRL-click.

• To select ALL items in the folder, click the Select All button .

  Once clicked, it will change to the UnSelect All button.

  Click it again to deselect all items.

• To select MOST of the items in the folder, click the button, then CTRL-click individual items to de-select them.

Email Tags

Organise your Inbox by assigning tags to Emails.

Functionally this equates to arranging email in folders, but where an email can reside simultaneously in multiple folders.

Using Email tags you can filter the displayed Email list in multiple ways.

TIP: For Email Tag filters to be effective Emails should be diligently tagged by practitioners according to known standard procedures.

Features of Email tags

• By default the Inbox shows only untagged emails.
• Filter the Email list to
  • Show all Emails,
  • Show only Emails with no tags,
  • Custom-filter based on tags (for example, view only Emails with a specified tag, or view only Emails that have two specific tags.
• Add new Email Tags.
• From the Email right-click menu, add a tag, add a new tag, remove all tags or remove a specific tag.
• EXACT automatically assigns Filed to Patient emails to a Patient tag.
• Automatically assign Filed to Specialist emails a Specialist tag.

The default display is Email with no tags:

Use Show all Emails to view everything:

Manage tags by means of the right-click menu:

Add a new tag by means of the + Tag button:

Select multiple Emails and simultaneously add tags to all of them:

Filter options at bottom left of the screen:

TIP: Look at the Tags column header to see if a filter is applied:

Filter on tags...

Examples:

Enabling Hyperlinks in Email

IMPORTANT: 
- By default practitioners do not have active (clickable) hyperlinks in Email. This is a precaution against potential virus links. Email hyperlinks can be enabled per security group, so the practice needs to consider which security groups are to be allowed hyperlinks.

- Hyperlinked .PNG files in Emails may not function correctly, so where possible use .JPG files for graphical hyperlinks.

1. Select Configure > Security.
2. Select a Security Group (Code).
3. In the checkbox-tree locate [-] File - [-] Email - [ ] Enable Hyperlinks.
4. Check (tick) the [ ] Enable Hyperlinks checkbox. For example, for the DENTIST security group:

   

5. Click the Save button.
6. Restart EXACT.

Users from that Security Group will then be able to click hyperlinks in their Emails:

Outbox

Select File > Email and select the Outbox tab to display a list of messages:

This window displays the following information:

• The first column shows a warning icon if an attempt was made to send the message three times, and failed each time. This can happen if any attachment is too large for the Email service.
• An icon to show what kind of message is being sent (Email or SMS) and its status.
• The date and time the Email / SMS was created and ready to send.
• Whom the Email / SMS is From.
• Whom the Email / SMS is To.
• The Subject of the Email / SMS.
• For an SMS, if staggered recalls are in effect, the Deliver After column will have a corresponding icon.
• Current Status. Options are:
  • Ready to Send
  • Pending online booking synchronisation (EXACT hasn't yet finalised the URL / web address for the patient to use)
  • Online booking synchronisation Failed (EXACT is unable to finalise the URL / web address for the patient to use)

  Delete messages that are never Ready to Send.

Dealing with Online Booking synchronisation failures:

From EXACT v11.10 onwards you can use the Reset Failed Messages button in the Outbox tab to deal with Online booking synchronisation Failed status Email messages.

Select these messages from the list in the Outbox and then click the Reset Failed Messages button. EXACT will attempt to re-synchronise the online booking links and then send the emails.

To view full Email details or to edit the Email

1. Open the Outbox as described above.
2. Double-click the Email to open a full copy.
3. From here you can edit (for example, add notes).

To quickly view just the contents of a message without opening it

1. Hover your mouse pointer over any part of an Email message line to display a tooltip window showing the complete text:

   

2. If an SMS message has a clock icon in the column, you can hover the mouse pointer over the icon to see when the message is due for delivery:
   

To perform further Outbox functions

Double-click any message to open it. When you close it it will lose any bold highlighting, indicating that it has been read.

The Tool Bar in the lower right corner of the window has the following functions:

To select messages

Select items one at a time by clicking them.

To select more than one item,

• CTRL-click to select discrete items
• To select several adjacent items, click the first and then SHIFT-click the last. If you then wish to de-select some individual items, CTRL-click them.
• To select ALL items in the folder, click the Select All button. It will change to the Unselect All button.
• To select MOST of the items in the folder, click the Select All button then CTRL-click to de-select individual items.

Sent

1. From the ‘File’ menu, click on ‘email’ and select the ‘Sent Mail’ tab.

This will open a window similar to the one above and display the following information:

• An icon showing whether the sent item is an email or SMS, and if it is SMS, the send status
• The date and time the email was sent
• Who the email was From
• Who the email was sent To
• The Subject of the email
• The Status of the email or SMS message. Note that sent SMS can have one of two "Sent" statuses:

The Tool Bar in the lower right corner of the window is the same in all email tabs.

Sending Email

Methods of sending Email within EXACT include:

• Anywhere the button is available on the Toolbar, including
  • the patient file
  • various locations in the appointment book, including the Follow Up Tab, Cancels Tab, Contact Lists and Arrivals Tab.
• From the Create New Email Now button on the Inbox window.
• From any report's Print dialog window, by clicking the Email button .

  This will allow you to email a copy of the report as an attachment.

Email features

• Email can be sent to multiple recipients.
• Email can include attachments such as:
  • Patient X-rays
  • Patient Video Images
  • Patient Scanned Contact Documents
  • Patient Contact Letters
  • Other files such as reports, as selected.

To Email a Patient using the Email toolbar button

1. Select a patient in the Patient File window.
2. Click on the Toolbar button to open the Email Details window:

   

3. Select a Provider if the email is to contain merge fields relating to that Provider.

   By default this will select the patient's usual Provider, but you can use the Selector buttons to change the selection if required.

4. Select a Specialist using the Selector buttons if the email is to contain merge fields relating to that Specialist, otherwise leave the Specialist field blank.

   When the Specialist field is populated, the Email the Selected Specialist checkbox is available, so you can check (tick) this if the Specialist is to be copied on the email.

5. Email template: Select the required Email template using the Selector buttons . 

   Use the Category and Description fields to help group and identify email messages in the Contacts screen and elsewhere in EXACT.

   Description: A default description for the template will be shown once you select the template.

   If required enter a detailed Description in this Description field, e.g. ‘Dentures reminder 15^th November’.

6. Include Email Signature: Check (tick) the Include Email Signature checkbox to optionally include the email signature or footnote (if one has been set up in Configuring Automatic Appointment Reminders).
7. Click OK to send the email message. Depending on your email setup, the message will either be sent immediately or added to the queue for outgoing email.

To send Email with attachments

1. Select File menu > Email to open the Inbox window.
2. Select the Create New Email Now button to open the Contact by Email window:

   

   Take note of the instructions at the top of this window - if there is any patient, provider or specialist information you wish to insert in the email, you will need to select the appropriate person(s) in these fields in order for the merge fields to be included.

   To send a copy of the email to the patient and/or specialist, click the Email the Selected Patient and/or the Email the Selected Specialist checkbox.

   If you are sending a Form email such as an appointment reminder or welcome message to a new patient, you can use a template by selecting one in the Email Template field. In this case, the Category and Description fields will be defaulted to those appropriate to the template, but you can overwrite them if required.

   If you have an email signature set up, you can add it to the email by clicking the checkbox (this will otherwise be greyed out).

3. When all the details and fields are completed, click the OK button.

   If any of the email recipients do not have an email address in EXACT, a dialog is displayed to allow you to manually enter one, which will be used for the email and added to their file as their email address.

4. The next step is the creation and editing of the email message itself:
   
   

   This example is in HTML format, but the window is the same for other formats apart from the buttons and controls above the body pane. (Select either plain text or HTML format from the View as drop-down).

5. The To email address is defaulted from the previous steps.

   To change or add additional addressees:

   • Click the To, CC or BCC buttons to open the email address book, or
   • Select the recipient's name in the address book, and click the Edit button to edit the details.

   Due to confidentiality requirements, if you wish to add other recipients, these must be added in the Cc: or Bcc: fields, and must not be other patients unless they are family members.

   Example:

   

6. If there are recipients such as staff or specialists to be copied or blind-copied on the email , click the Cc and/or BCC button to select and add them.

   Example:

   

7. Continue using the Address Book until all the required recipients have been selected.

   Note that if any of the address fields contain more than one entry, you can use the buttons to scroll up/down through the entries.

8. Enter a subject for the email (this is defaulted if you use a template).

   This makes it easier when searching for particular emails.

9. Use the Attach... button in the Attachment field to add any required attachments:

   

   Select Next> for the Attachment Picker:

   

   The Attachment Picker window allows attachment of documents and images relating to the selected patient, and will show those available.
   
   If you need to, use the Find Other Files button to locate any other documents and images:

   

   Find the item(s) you wish to attach, and use the button to select them.

   Note that due to patient confidentiality considerations, you may not attach patient data to an email addressed to multiple patients unless they are members of the same family (as indicated in the 'Family Member' field of the Patient file).

10. Click the Finish button when you have finished adding attachments.

    The attachment/s display in the attachments window. From here you can further edit them from the right-click menu:

    

    +1 attach another file

    remove the selected attachment.
    save an attachment to another location.
    open the attachment with the appropriate program.

11. Click the Send button to complete the email and place the email in the Outbox ready to send:

    

    To send immediately, click the Send/Receive Email button.

    If EXDOC^e is configured to send automatically it will be delivered the next time mail is sent, otherwise it will be sent next time the Send/Receive button is clicked or Send/Receive Now is clicked on the email Server.

    While the Send/Receive process is active, the button is disabled (greyed out) and is only re-enabled when the send/receive process is complete.

12. Optionally review in the Contacts tab:

    Each time an email is sent or received a record is kept in the Contacts tab of the Patient File using different icons to indicate the various types, as shown below:

    

    Icons in the Type column:

Email in HTML Format

NOTES:

By default, the Email View as HTML format option is turned off for all users except those with Superuser security privileges. This is because it can be a potential security vulnerability if your anti-virus software is not configured or is inadequate to screen email messages.

HTML formatting does not display for Email recipients who use a plain text email browser.

'View As' option is available if the original Email was in HTML format

Providing the original Email was sent in HTML format, you can choose to display it in either HTML or Text format (plain text is without formatting such as colours, fonts, bold and italic).

However, if the original Email was in Plain Text format, the HTML option is not available, and you will not see the View as option.

In the email windows, you can click the View as button and choose how the message body is displayed:

To create HTML Email Messages

The HTML Editor displays if you select View as > HTML when creating a new email message, :

The advantage of HTML over plain text is that you have more control over the appearance of the message - you can change font style and size, add colour, specify other formatting, and insert images.

NOTE: the HTML formatting does not display for Email recipients who use a plain text email browser.

Buttons and Functions

The HTML Editor tools and buttons are the same as or similar to those used in most Windows applications.

Each button has a tooltip to describe its function that is displayed when you hover the mouse pointer over it:

Once you have completed editing your message, click the Send button to complete the email.
This will locate the email in the Outbox, ready to send.

Attachment Picker

Use the Attachment Picker to attach files to email messages.

These may be anything from invoices and statements, to images such as x-rays or educational slides, to documents on your computer.

To attach files to Emails using the Attachment Picker

Click the +1 button in the Attachment field of the Create Email window to display the Attachment Picker:

The left pane shows the items available for the current patient, folder, and attachment type.

The right pane shows the files that you have selected as attachments.

To add files, select files in the left pane and move them to the right pane by means of the Move Right button .

To remove files, select them in the right pane and click the Move Left button .

To choose other file types, click the dropdown button next to the 'Type drop-down menu, and select the appropriate type:

Alternatively, you can:

• Use the Folder field to select a particular folder (if there is more than one for the current patient),
• Click in the Tooth field to enter a tooth code (e.g. LL6), or click on the Tooth icon and see the tooth chart.
  Both of these enable you to display images associated with a particular tooth.
• Click the Find Other Files button and browse for files anywhere on your computer or computer network.
  These are added directly to the Selected pane.

To convert attachment Files

If any of your stored images are DICOM images, you can convert them to JPEG format so that they can be emailed in a format that is more compact and that can be read more easily by applications such as Windows Fax and Picture Viewer.

Simply select the images, then tick the "Convert selected DICOM images" checkbox, and choose the JPEG image size you require.

NOTE: The JPEG image size is defaulted to whatever it was the last time it was selected anywhere in EXACT, but can be changed if required. The chosen size will be 'remembered' by EXACT.
If the image size selected is larger than the DICOM image, the image will not be scaled up, but will retain its original size.
The converted/resized image may lose some detail, and as such may be unsuitable to be used for diagnostic purposes.

To view attachment Files

To view image files before you select them as attachments, hover the mouse over the thumbnail, to display a tooltip, or click the button to use the Image Viewer or the button to use the Cascade Viewer.

Deleted

To forward email from the Deleted tab

To move deleted emails to a different Email Tab

To mark deleted emails as Unread or Read

To view further Info on a deleted email

To Print a deleted email

Sending SMS Messages

SMS messages are useful to contact patients to remind them of appointments or other treatment-related information such as clinic closure. They can be sent in a number of ways within EXACT, including anywhere the button is available on the Toolbar, including the patient file and various locations in the appointment book, including the Follow Up Tab, Cancels Tab, Contact Lists and Arrivals Tab.

Before SMS Messaging can be used, you need to set up an account with an SMS provider such as Software of Excellence, and then configure your setup via the 'Email Parameters' screen. If you are going to send SMS messages regularly, it is useful and efficient to set up SMS templates for commonly used purposes, although you do not need to have templates set up in order to send SMS messages manually.