Create or Edit Reminder and Email Templates

Templates for all SMS and Email messages sent from Bp Allied can be created in here. This has expanded from SMS and Email reminders to include the following:

  • SMS Reminder
  • SMS Confirmation
  • Send SMS (adhoc function)
  • Email Reminder
  • Email Letter
  • Email Invoice.

To create or edit an Email or SMS template

  1. Go to Data Maintenance.
  2. Click on Reminder Templates.
  3. Click in Click here to add a new row.
  4. OR

    Click in the existing row to be edited, as per the example in Template Text below.

Field

Description

Contact Type

Select the type of contact that the template is to be used for. This will ensure that it is displayed in the correct place.

Email – used by Email Reminders.

SMS – used by SMS Reminders (and are displayed as a selection option in Send SMS).

SMS Confirmation – used by SMS Confirmations.

Email Invoice – displayed in the Message Template drop down when emailing an Invoice.

Email Letter – displayed in the Message Template drop down when emailing a letter as an attachment.

Template Name

Select the name of the template.

Default template

Tick the box to set this template as the default. Only one template of each Contact Type can be set as the default.

  • Email and SMS Reminder, and SMS Confirmation Templates can be assigned to a UserID (or Practitioner).
  • If no template is assigned, the default template will be used.

Message Subject

This is only relevant for Emails. This is the text to include in the subject line of the email.

Template text

This where the text to be included in the message is formulated using a combination of static text and Bp Allied fields.

  1. Click in the field to type
  2. in the static text.
  3. Type in the Message Merge Fields EXACTLY as they appear in the list.

Example email:

Character Count

This is the number of characters - letters, numbers, spaces and punctuation - used in the message. The count shown is the number in the message displayed on the screen.

If the information merged into a field placeholder e.g. [Date] is longer than that of the placeholder field, the character count will be more. For example: [Date], which is 6 characters long is merged as 16/07/2012, which is 10 characters long. The count would be 4 characters longer.

Message Merge Fields

These are the fields from Bp Allied that can be merged into the reminder sent. This allows the information in the message to be dynamic, e.g. include the practitioner name for the specific appointment being reminded of.

It is important that these fields are copied into the message text exactly as they are shown including the square brackets. If they are changed, the Bp Allied information will not merge in.

The format of the date that is merged into the template is based on the default date format selected in Options > Documents.

Navigation Buttons

These buttons are used to move forwards and backwards between the various SMS templates, add or delete a template and end or cancel editing the template.

Go to the Glossary to see more details on these buttons.

OK, Cancel and Apply

Click OK to save the template and close the Templates form.

Click Cancel to close without saving changes.

Click Apply to save the template before moving to another one to make changes.