Create/Editing Email Templates

Please Note: this area can be security restricted, if you are unable to view this option please seek out your practice admin.

• Creating email templates
• Editing email templates
• Adding images to an email template
• HTML editor

Creating Email Templates

Email templates can be created or edited by going to Configure->Email Templates

From here you can either choose an existing template using the Select an Email Template button or Add a new Email Template by clicking the +1 button

Editing an existing template

Click on the Select a Email Template icon  this will open a window with all current templates from here you can select an existing template by highlighting the line and opening by pressing 'OK'.

This will open the email template where you can make edits as required, a HTML Editor is also accessible. Always remember to save if you are happy with the changes you have made.

Creating a new template

Click on the Select a Email Template icon  this will open a window.

1. Enter a unique code for the template
2. Enter a description for the Template
3. Create the content of the email 

Codes (1) are used to identify the difference between different email templates, making it easy to locate an Appointment Reminder (REMINDER) from a Cancelleation Email (CANCELLATION).

Descriptions (2) double as both a method to distinguish between email templates and the subject of an email, a description can also contain Merge Fields to personalise an email.

The content (3) of emails can be created by simply adding text, links and images directly into the main window of the email editor. A HTML Editor is also accessible.

A toolbar is located above the text box, giving you various options to create/edit your email.

Merge Fields

Emails can be personalised using merge fields, these can be added via the View Merge Fields button at the bottom of the editor. Giving the ability to personalise emails everytime without the need to edit an email every time. With a variety of options to chose from including Patient Contact Details, Appointments, Provider and Practice information.

To add a merge field into the document, use the clipboard as follows:

1. Highlight the merge field(s) that you require (you can hold down SHIFT for multiple selection)

2. Press the Copy Field(s) to Clipboard (located at the bottom of the merge fields window) 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. Click your Right Mouse button and select Paste to insert the clipboard content.

When finished creating the template, select OK to save it.

Note: We advise using merge fields for as many fields as possible, including practice information, if any of your practice information changes such as Practice Name, Address or contact details all merge fields will update when the Practice Information fields are changed.

Adding Images to an Email Template

Images can be embedded into an email, all images must be hosted online, the best place for this would be your practice website or an image hosting website (free websites may only host for a limited time period). If you are unsure on this, as your web designer/developer about your options.

Once the image has hosted online, obtain the image URL which may resemble something like www.websitehost.com/yourimage.jpg. In Google Chrome, you can right click on the image and COPY IMAGE ADDRESS.

Then access the email template and select the insert image icon, paste the URL in teh Picture Source with Internet URL selected. The image can be re-sized to suit the email using the size tool in the lower right of the window.

HTML Editor

If you wish to create or edit an email template using HTML or copy the HTML from another source this is possible by clicking the script icon or newer bracket icon and adding the content in the HTML viewer window.