Creating and Sending Templated Secure-Mail Messages

Message templates allow users to send the same message repeatedly and reuse stored content. Rather than typing the same message in the body and subject line from scratch each time; you can now use a well framed, personalized, ready to use template that is pre-created. 

This can save the sender considerable amounts of time.

You can create template messages for a variety of purposes. Some examples are as below:

• Inviting new patients to Secure-Mail
• Inviting colleagues from your practice or another practice to Secure-Mail
• Creating questionnaire templates that usually are sent in the body of the Secure-Mail message
• Any general communication that is a part of the standard email process of the clinic

To help you get started, Brightsquid includes several starter templates that you can use "as is" or copy, edit and build upon to create your own custom templates.  The instructions below detail the process of making your own templates from scratch.

Click here for a video tutorial version of this article

Creating a new Template

Step 1: Log in to your Secure-Mail account using your registered email address and password. 

Step 2: Click on ‘Templates’ to the left in the Secure-Mail navigation panel:

Step 3: Click on ‘Create a New Message Template.’

A form loads for your custom template to be created.

Here you can give a proper name to the template in the field ‘Template Name.’  This name is not part of the actual message.

Step 4: Type in an appropriate and concise subject line which reflects the message in the body.

Step 5: Composing the body is easy. You will see an option called ‘Placeholder.’ When you click on it, it will give 2 options:

• ${recipientName} - When you send an email using this template, this option will automatically address it to the full names of  all the recipients mentioned in the ‘To’ field.
  
• ${senderName} - When you send an email using this template, this option will automatically sign off by the sender’s name (if sent from My Account ) or clinic’s name (if sent from Shared Account)
  

At the top-right of the template form you will also see the option ‘Save Template’:

Click to save your template once you are satisfied with the format you have created.

If you need to update an existing template click on the dropdown menu 'Choose an existing message template' and select the template to view:

Once the template displays you have the option to 'Delete' if you no longer need the template. Select 'Save As' which creates a new template after some alterations. You can use this option when you want to save an existing template with a different ‘Template Name’ and duplicate it. And 'Save Template' if the template was updated with new details.

Using a Template

Once you have created your Templates, let’s see how you can use them to send messages in the most time-effective manner.

Step 1: Click on the green Compose button on the top right corner of your screen.

Step 2: Click on ‘Select Template’ at the bottom of the page.

Click on the arrow next to it to see a list of all the templates you have available. Select the one that you need to send.

You may choose to customize the message before sending it.  Customizations in the compose phase will not be saved back to the stored template.

Step 3: In the ‘To’ field you can add the email addresses of the people that you want to send the message to. You can add existing contacts or invite new patients, clinicians and staff. You can add as many as 20 contacts in the ‘To’ field.

Please note that message sent to patients will be sent out as BCC,, so that no patient recipients will be able to see the other recipients that were marked on the message. This is to ensure that you are protecting patient information.

Step 4: While sending the message, you have two options:

• Send from My Account - This option will send the message from the sender’s account. Any replies to this message will come in the Senders inbox.
• Send from Shared account - This option will send the message from the shared account. Any replies to this message will come in the shared inbox that everyone who has access to it can see.