Creating an Enhanced Email Template

In this article, we will go step-by-step through the process of creating a new email template. Before attempting to create an email template, refer to Introduction to Enhanced Email Templates to make sure you understand the various components of an email template.

  1. On the YAPI dashboard, use the Wrench icon in the toolbar and select Manage Documents and Templates.
  2. Enter the YAPI administrative password and click Ok.
  3. Click New once the Manage Documents and Templates window opens.
  4. Select Enhanced template and click Ok to open the Edit Enhanced Template window.
  5. Enter information into the required fields. Click here to open another tab and see an image of which fields are required vs. optional.
      • Name - Enter a template name. Use a name that's memorable and will help you recall who and why you're sending the email. For example, Christmas Office Closure, All patients or Child Birthday Card. 
      • Type - Select the type of an email it is. Use the Generic if the other types don't fit for the template you're creating.
      • Subject - Enter the subject line for the email. Use a creative hook to really make this email stand out and encourage the reader to open it.
      • Theme - Select the theme you would like to use. The YM_T2 and YM_T_LILAC templates have a purple background. Each template offers slightly different margin sizes for the body of the email so play around with each to determine which theme you'd like to use. All other fields on the window are optional but we recommend using them in order to make the most out of these powerful email templates. 
  6. Recommendation: Save your work here so you don't lose your work!
  7. Use the Body text & Body text 2 fields to compose the body of the email.
      • Select the Wrap each paragraph in HTML <p></p> if you would YAPI to automatically format what you've written to create paragraphs from the text you've entered. If this checkbox isn't used, all the text entered is treated as one block of text, it won't be formatted into different sections or paragraphs. This checkbox isn't needed if you are using the HTML editor.
      • The HTML Editor button opens a web browser that enables you to type exactly what you want in the body of the email, then adjust the size, formatting, and paragraph spacing and convert it to HTML.
          • Once you're done entering the text and formatting the message, use the  icon to view the HTML source code. Copy and paste the entire HTML block from the Source code window to the Body text or Body text 2 field on the Edit Enhanced Template in YAPI.
  8. Use the Upload button to upload your practice logo. If the logo is already uploaded, use the Position button to set how you'd like the image to be aligned. Reminder: The logo must be 600 pixels wide and in .PNG or .JPEG format.
  9. The Action button tabs enable you to add a call-to-action (CTA) to the email. Use this when you want to add a button to prompt the reader to do something (such as go to a new patient forms or registration page).
      • Text - Enter the text that displays in the button.
      • URL - Enter the URL you'd like to direct the reader to.
      • Color - Select a color for the button. Default is black.
  10. Select whether to include a communication icons at the bottom of each email to direct the reader to send you an email, your practice website or Facebook. Note: Google+ is no longer supported so if you use the Email, Web, Facebook, Google+ option, only the email, webpage and Facebook icons displays.
  11. Do not use the Share field.
  12. Enter information into the Advertising section if you want to add a clickable image that takes the reader to a video (such as YouTube). The image must be hosted on a server. Enter the video link into the URL field, then enter the address of the web-hosted image into the Image URL field. Refer to Patient Facing Videos see the list of YAPI hosted images and videos. Or refer to Adding Images to an Email Template (Hosting Images Online) to learn how to use a free hosting site for your image.
  13. Select the Add link to Google Reviews checkbox if you would like the reader to leave a Google Review for your practice.
  14. Do not use the Add map with directions checkbox. Make sure it's deselected. This feature is currently disabled due to changes in the Google Maps platform. If you accidentally have this selected, it'll look like there's a missing image in the email.

Send Test Email

Use the Test button to send yourself a test email using your new template. This enables you to see everything that is formatted in the email then come back to the template and make any adjustments necessary.

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

Once the test email is successfully sent, you'll see a “Bon Voyage, test email!” message. 


An email similar to the one below is sent to your inbox.


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