Accessing your email templates

Email templates can be created or edited in EXACT.

1. Go 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.

Creating a new template

1. Click on the +1 (Add a new Email Template).
2. Enter a unique Code for the template.
3. Enter a Description to help identify the template, this will also be the subject line of the email.
4. Create the content of the email, using the editor options.

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 without the need to edit an email every time. With a variety of options to choose 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.
5. When finished creating the template, select OK to save it.

Changing the displayed date format

The default date format [general.date] merge field can be altered to display in a different format. To change this to display a full date (eg Tuesday 28 February 2023) add the following merge field text to your email templates:

[general.date:opt=DOWONLY,FULL] [general.date:opt=DAYONLY,FULL] [general.date:opt=MONTHONLY,FULL] [general.date:opt=YEARONLY,FULL]

If you do not wish for the full date as above, include/exclude the relevant merge fields as listed below:

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, ask 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 the 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.

Tips and Tricks

• To cater for email providers, a simpler design is more effective, it has been known that Gmail will not display the intended design and purely display the HTML code itself.