Sending a Mail Blast

YAPI's Mail Blast feature lets you send mass emails to your patients for marketing, monthly newsletters, introducing new staff, and anything else you like!  You can also use Mail Blasts to stay in touch with all your patients at once our use our built-in filtering features to target smaller groups based on demographics like age and gender, remaining insurance benefits, and the date of the patients' last visit.  Ready to send your Mail Blast?  Learn how below.

Important! When sending a Mail Blast, you must use an email template created in YAPI or a pre-made template from our library.  If you haven't created your template yet, see Creating an Email Template in the Dashboard first OR, if you want to use a pre-made one, download and import one from our Templates Library.

Table of Contents

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Sending a Mail Blast

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  1. From the YAPI Dashboard, click Online Online.png in the toolbar and select Mail Blast.

  2. When prompted, enter your YAPI password and click OK.

  3. In the Select window that pops up, choose the criteria for who you want to send your Mail Blast to:

    Screen_Shot_2022-07-26_at_11.04.51_AM.png

    Tip: The Mail Blast feature sends to all active patients by default.  To send to all your active patients, you don't need to change anything; just click OK!

    Media:

    Leave this option alone when sending an email blast.  To learn more about using the Snail Mail option for generating postcards, see Generating Postcards for Mass Mailings.

    Status:

    Select Active Patients to send only to active patients (recommended) or select All Patients to send to all patients in Dentrix, Open Dental, or Eaglesoft, active and non-active.  

    Gender:

    To send your email only to recipients of a single gender, select the gender.  Otherwise, choose All.

    Age:

    To send your email only to recipients in a specific age bracket, select Between, then specify the minimum and maximum ages for your recipients.  Otherwise, choose All.

    Benefit:

    To send your email only to recipients with a minimum insurance benefit remaining for the year, select Remaining at least and set the minimum amount.  Otherwise, choose All.

    Balance:

    To send your email only to recipients who have a specific balance due on their account, select Between, then specify the minimum and maximum balance amounts.  Otherwise, choose Ignore.

    Last Visit:

    To filter email recipients by when they were last seen at your practice, select Not seen since or Seen since and select a date.  Otherwise, choose Ignore.

    Interest List:

    To send your email only to recipients on a specific Interest List, select the checkbox and choose the Interest List from the dropdown menu.  Otherwise, leave the box unchecked.

    From Report:

    The From Report option is available only when sending a Mail Blast to patients on the Recall Past Due list.  For more information about using this option, see Sending an Email Blast to Patients Past Due on their Recall.

  4. Once you've selected all your filter criteria, click OK.

  5. Once your list of recipients loads in the Mail Blast window, select your email template from the Template dropdown.

    Screen_Shot_2022-07-26_at_11.59.42_AM_2.png

  6. Optional:

    • Proof To: In the Proof To box, enter your own email address if you want to receive a confirmation report showing when you sent the Mail Blast:

      Screen_Shot_2022-07-26_at_12.00.26_PM_2.png

      Example Email Report: Screen_Shot_2022-07-26_at_11.47.04_AM_2.png

    • Selected Only: If you want to select specific patients from the recipient list to send your Mail Blast to, check the Selected Only checkbox.  Then, to select your recipients, hold down the Ctrl button on your keyboard while clicking the name of each patient.

      Screen_Shot_2022-07-26_at_12.01.35_PM_2.png

      Tip: To adjust the criteria for who you want to send your Mail Blast to instead, click the Update button.
    • No Duplicate: To eliminate duplicate emails (for example, if two family members have the same email address), select No duplicate (recommended).

  7. Click Send.

  8. When asked if you're sure you want to send the email, click Yes, then Yes again.

 

Note: Clicking the Export button allows you to export a .csv file of the recipients on your list but does not affect the email being sent. The Attachment feature is no longer supported.

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