Editing an Existing Email Template

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To change the wording of your email template:

1. From the YAPI Dashboard, click Setup & Manage  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.

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.

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:

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:

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:

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.

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).  

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:

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.

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.

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).

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:

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.