Creating an Email Template

In this article, we will go step-by-step through the process of creating a new email template. For this example, we will create an email reminder template for new patients with an upcoming appointment. However, this process can be applied to any email template you would like to create. Each Merge Tag (the template feature that inserts client specific information into each individual email) for this example will be touched upon, but for a comprehensive list of common Merge Tags see the article Merge Tags .

Important: This guide covers creating an email template with the enhanced email templates, available in YAPI version 1.4.331.1 and above. This is how to check your version number. If you are trying to make an email template with a prior version, see the article "Making a New Email Template"

  1. Open the YAPI dashboard

  2. Click the Wrench icon in the toolbar and select the Manage Documents and Templates option. You will need to enter the password in order to access this function.


  3. Make sure you are on the Email Template tab

  4. Click New to create a blank template.

  5. Select Enhanced Template and click OK. The Select Email Template dialog will open.

  6. In the Theme pull-down menu, select the YM_T2 item at the bottom of the list.

  7. Enter the name “Test Reminder Email” in the Name field.

  8. Enter the subject “Your Dental Appointment is Soon” in the Subject field.

  9. Click Save.

  10. Enter the following text into the Body field:

    Dear [[FIRST]],

    This is a friendly reminder that your appointment at [[APPOINTMENTTIME]] on [[APPOINTMENTDATE]] is coming soon.

    If you haven't already confirmed your appointment, please click the button below.

  11. Enter the following text into the Body 2 field:

    If, for any reason, you cannot make your appointment, please let us know at least 24 hours in advance at: [[PHONE]]

    Thank you very much! The staff at [[PRACTICE]]

  12. Check the Wrap Each Paragraph Using HTML option above each text field

  13. Select the first Action Button tab


  14. Select the Click Here To Confirm Appointment option from the Text pull-down menu

  15. Select the [[URICONFIRM]] option from the URL pull-down menu

  16. Select a color from the Color pull-down menu. For this example, we’re using Blue

  17. Select the Email, Web radio button in the Communication Icons section

    NOTE: If you receive an error at this step, such as:

    Invalid or missing practice website error message

    you will need to update the missing information from your Global settings. This is found by returning to your Dashboard > Click the Wrench Icon > Select Global Setup > Practice tab at the bottom-left

  18. Click the Save button.

    NOTE: The name you apply to the template is prepended with a GT- when stored. For example, our test template would appear in the templates list as GT-Test Reminder Email.

Now that we have created a basic form of reminder email template, let’s see the template in action! Hit the test button in the bottom right-hand corner of the editor, and fill out the email destination information in the pop-up that follows. This allows you to make changes to your template dynamically and see the results almost immediately.


The Send Email dialog will send a test email to any email address you designate, so you can preview any changes or additions you make to the template.

NOTE: If no vallue is entered for [[PREFNAME]], the template will use the value entered for [[FIRST]]

When the email is sent successfully, you will see a dialog appear that says “Bon Voyage, test email!”. Check the email account provided in the Send Email box. The time for delivery may vary, so you may have to wait for a few moments. 

Creating and Editing the Body 

On the left-hand side of the Email Template will be where the main content of the email is housed. This body requires some knowledge of HTML to configure but steps and tips on how to make these changes can be found in the Creating an iPad Form Advanced Guide, which will have the same fundamental applications.

Editing the body can be accomplished by adding or removing text in the preexisting template. Once the template contains the edits required, click on the Save button on the bottom-right corner. 


NOTE: Specific lines and paragraphs will need to be wrapped with <p> </p> tags as seen above. This will allow specific content to saved in their own blocks of texts. Be sure to Test the email before mass use.

Example Email

Here is the email as it would appear to your patients:



Now that you have seen an example process, you are all set to make stellar custom email templates!  If you would like a reference for each individual field in the email template builder, you can find that in the article Enhanced Email Templates.

If you would like to obtain pre-compiled templates from YAPI, our sales team can help you with any premade templates. Contact Sales here!

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