Why Use This Function:

Email Workflow Event Templates are pre-configured emails that help streamline your Practice’s email communication, making it faster, more efficient, and less prone to errors. These templates are ideal for repetitive tasks such as sending referral letters, appointment reminders, follow-ups, or official notifications, allowing you to focus on Patient care rather than manual messaging.

By standardising emails through Email Workflow Event Templates, the Practice ensures that all communication remains consistent, professional, and compliant with both operational and legal requirements, while maintaining a polished and reliable standard across all Recipients.

?Please Note: These templates are set up per Entity, allowing each Entity to customise emails to its specific operational needs, Recipient types, and workflow requirements.

The Contents of This User Manual:

• Access Workflow Event Template
• Workflow Event Template Set Up
• Attachments
  

• Assigned User
  
  

• This user manual will start on the Settings screen.

• For more information regarding the Settings screen please, refer to the user manual: General Settings: Navigation and Use.

• Click on the Entity Settings tab

• Click on the Workflow Event Templates panel.

• Click on the Choose Event Type To Add Template For... drop-down menu to expand

• Select the EMAIL template.

• Click on the Add Template button when you have selected EMAIL from the list

Workflow Event Template Setup

A Workflow Event Template provides a reusable email setup that allows the practice to send automated emails consistently and at the correct time. These templates support communication such as appointment confirmations, reminders, and follow ups. Customising email templates allows the practice to match its own tone and branding, creating a professional and consistent communication experience while reducing administrative workload. For Patients, customised emails provide clear and timely information, helping them feel informed, prepared, and supported throughout their interaction with the practice.

• Click on the Template Description field to give the Email Template a specific name or description.
  

• Click on the Placeholder drop-down menu.

• The Placeholders drop-menu will open.

• For more information on how to use Placeholders, please refer to the user manual: How to Use Placeholders.

• Complete the following information:
  
• To: A placeholder will be used here for the Patient’s email address. The system will automatically insert the Patient’s email when sending an email using the template.
  
• Cc (Carbon Copy): Enter any email addresses here if you want to send a copy of the email and have all Recipients see each other’s addresses.
  
• Bcc (Blind Carbon Copy): Enter email addresses here if you want to send a copy of the email without the other Recipients seeing that this contact received it.
  
• Subject: The subject line is the first text Recipients see after your sender name. Keep it clear, informative, and concise so it immediately communicates what the email is about.

?Please Note: If the Patient’s email address is not completed in their record, it will not be populated automatically. The email address will need to be entered manually.

Attachments

Attachments allow you to include additional documents with the email, such as a Debtor Statement, Debtor Invoice, or any other relevant file, so that the Recipient receives all necessary information in one email.

• Click on the Attachments button.

•  An Attention! screen will open.

• Tick the Debtor Statement, Debtor Invoice and/or both checkboxes to include them in the email.

• Click on Choose File to to upload a file from your device.

• The File Upload window will open.

• Select the file you wish to import.

• Click on the Open button to import the file.

• Click on the Ok button to attach the file.

• The attached files will now appear at the bottom of the Workflow Event Template screen.

Assigned User

The user responsible for sending and managing this email workflow event.

• Click on the  Assigned User drop-down menu.

• The Assigned User drop-down menu will open.

• Select one or more Assigned Users for the template.

• Check the Hide Goodx Users check box to hide Goodx users.

• Click on the Collapse All button to collapse the Email section.

• Click on the Expand All button to expand the Email section.

• Click on the Save button to save the Email Template.