Editing an Existing Email Template

Customizing your email templates is a great way to communicate with your patients authentically by giving your emails a personal touch. In this article, we'll go over all the ways you can edit an existing email template to make it your own.  

Table of Contents

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Editing Your Email Template

Editing the Text

To change the wording of your email template:

  1. From the YAPI Dashboard, click Setup & Manage Setup_and_Manage.png and select Manage Documents and Templates.


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

  3. Once the Manage Documents and Templates window opens, scroll through the list to find the template you want to edit.  Select it, then click Edit.


  4. In the Body Text box(es) on the left, edit the text of your email.

    Warning!  Leave any items in angled brackets < > and curly brackets { } alone. These help to format your email and allow your patients to schedule appointments if your practice uses Smart Scheduling.  


    If you're not familiar with merge tags (the words within double brackets), leave these alone.  If know how to use merge tags, you can edit any of them EXCEPT: [[APPOINTMENTDATE]] [[APPOINTMENTTIME]], [[APPOINTMENTLENGTH]], [[APPOINTMENTPROVIDER]], [[VTEXT]], [[LINK]], [[LINK1]] or [[LINK_SCHED]].  

  5. Click Save.


Editing the Name of Your Template

If you need to change the name of your template (the internal name you see listed in the Email Templates tab), change it in the Name box on the right-hand side of the Email Template Editor:


Important!  Changing the Name of your template creates a new copy of the template, similar to the Save As feature in Microsoft Word.  YAPI will keep the old copy with the old name until you delete it in the Email Templates tab.


Editing the Subject Line

To edit the subject line of your email (that your patients see in their inbox), change the text in the Subject box on the right-hand side of the Email Template Editor:



Editing the Theme

To change the theme of your email (which affects background color and margin sizes) click the Theme dropdown menu on the right-hand side of the Email Template Editor and select a new theme:



Editing the Email Type

Warning! For email templates that came pre-installed with YAPI, do not edit the Type.  This can prevent the automated emails you've set up from sending to your patients.

If you need to change the Type in a template you created yourself, click the Type dropdown menu and select a new type:



Moving or Hiding Your Practice's Logo

In the Logo section, if you'd like your practice's logo to appear below the text of your email, select At the Bottom from the Position pulldown menu.  If you want to hide your logo from appearing in this email, select Hidden.


Note: If your logo doesn't appear in this section, use the instructions in Adding & Changing Your Practice Logo to upload it.


Adding or Changing an Image


You can add (or change) the link for a web-hosted image in the Image section and select where it appears in the Position pulldown menu.  If you're not familiar with web-hosted images, we've got instructions for you!  Check out Adding Images to an Email Template (Hosting Images Online).  



Adding or Changing Link Buttons (Action Buttons)


If you want to add (or change) a button that patients can click on to get to a link (like the link to your practice's website or the links to forms or paperwork packages): 

  1. In the first Action Button tab, click into the Text box and enter or edit the text you want to appear on your button:Screen_Shot_2022-03-17_at_3.40.48_PM.png

  2. In the URL box, enter or change the web address for your link.

  3. From the Color dropdown menu, select the color for your button.

  4. Optional: Repeat Steps 1-3 with additional links in the Action Button 2 and Action Button 3 tabs.


Editing Email, Website, and Facebook Icons


In the Communication Icons section, select whether to include icons at the bottom of each email that link to your email, practice website, and practice Facebook page (Google+ is no longer supported). 


Note: Your email, practice website, and Facebook page must be entered in Global Setup to use these options.  If you see an error message like "Invalid or Missing Facebook page," follow the steps in Changing Practice Contact Information Within YAPI to add the missing information.


Adding a Thumbnail that Links to a Video


While videos are unable to play within an email, you can use the Advertising section to add a thumbnail of a video that links to a video you've uploaded to YouTube, Vimeo, or any other publicly available video site.  The thumbnail that links to your video will then show at the very bottom of your email:

  1. In the URL box in the Advertising section, enter the web address of your video


  2. In the Image URL box, enter the web address for your thumbnail image.  If you don't have a web address for your image yet, you can host it online using our instructions in Adding Images to an Email Template (Hosting Images Online).


Adding a Link to Google Reviews


If you want to add a link at the bottom of your email so that patients can easily review you on Google, select the Add Link to Google Review checkbox in the Google section:



Unsupported Features

There are a couple settings in the Email Template maker that are no longer supported: 

  • Share 
  • Add Map with Directions - This feature is currently disabled due to changes in the Google Maps platform. Make sure you have this deselected or the email will display with a missing image icon.


Sending a Test Email

Once you've made all your edits, use the Test button to send yourself a test email. This way, you can see how everything is formatted and make adjustments in the Template Editor before sending the email to your patients:

  1. Click Test.

  2. Enter your email, first name, last name, and a preferred name (this can be the same as your first name).


  3. Click Send.  When the test email is successfully sent, you'll see a “Bon Voyage, test email!” message. 

  4. Check your inbox for the test email and open it up.  Look it over and make any adjustments in the Template Editor; then click Save.


  5. If you're happy with your edits, check out Sending a Mail Blast to Your Patients if you need to send your email out as a mass mailing.  To send it to patients one at a time, see Sending Emails to Patients Manually.


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