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ASSISI EMAIL FACILITIES

The facility has been added to email invoices (including held invoices), receipts and statements.

Please note that, as this is a value-added service, there will be an additional monthly support charge per server if you choose to use the facility to email financial transactions, ie invoices, statements and receipts.

Facilities also exist for emailing:

  • Recalls;

  • Record Cards; and

  • One off emails to the client.

Recalls, record cards and one-off emails to the client are included in the standard support charge at no extra cost.

TRANSACTIONAL EMAILS

The following transactional email selection options will not be displayed until your server has been configured by our Support Department. If you wish to use these features, please contact Support with your email Username and Password for the account from which you wish to send the emails.

Email Message Defaults

The default email subject for invoices is: Veterinary Sales Invoice.

The default email body text for invoices is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

One-off Invoice/Receipt

  1. Click on an invoice/payment on the Financial screen and click the Email tile. (The Email tile will become available on the Financial screen only if your system has been configured to send emails.)
  1. The invoice/receipt will be automatically emailed and a confirmation that the email has been successfully sent will be displayed.

If the client has an email address in the Primary Email field on the client record but the email authorisation box is not ticked, the invoice/ receipt will be printed instead.

Held Invoices

When printing held invoices from the Transactions menu, the preview will display the email addresses for those clients where the email address has been added to the Primary Email field on their record but only those where the email authorisation box has also been ticked will be emailed to those clients.

  1. Select your clients and click the Send by Email if possible box. If you have chosen to include a statement with your held invoices, then the statements will also be emailed.
  1. You can select different invoice and statement layouts from those that normally apply. For example, if you usually print onto letter headed paper, to take into account your emailed documents, you would need a layout that included your practice details. Select alternative layouts if applicable in the drop down boxes provided. All of the invoices/statements in that run will then use those layouts, however, not just the emailed ones.

Click the green tick and

  • emailed documents will be sent where applicable and

  • the remainder of the documents will be printed.

STATEMENTS

The default email subject for statements is: Veterinary Statement of Account.

The default email body text for statements is: Please see attached document.

This subject and body text can be edited by our Support Department if required.

One-Off Statements

  1. Click on the Statement Print tile on the client’s Financial Screen.

  1. Enter the Statement Date and Transaction Start and End Dates.

  2. Select the required layout – this will be different to your usual layout if you normally print statements onto headed paper.

  3. If you wish to preview the statement click the Show Preview box, click the green tick box and click Close when the statement has been viewed.

  1. Click the Send by Email box and click the green tick box. (The Send by Email box will be displayed only if the client has an email address in the Primary Email field on the client record and the email authorisation box is ticked.)
  1. The statement will be emailed and a confirmation that the email has been successfully sent will be displayed.

Statement Run

  1. Select Statement Run from the Financial Transactions Menu.

  1. Enter your selection criteria and click the Send by Email if possible box.

  2. You can select a different layout to your usual one by choosing one from the dropdown list in the Forced Layout box.

  3. Click the green tick box. Emails will be sent where applicable and the remainder of the statements printed.

RECALLS

An email output option has been added to the Recall Run routine. This option will allow you to email reminders to those clients who have an email address in the Primary Email field on their client record and a tick in the email authorisation box alongside it. There is not an option to generate one reminder per client to include multiple animals.

Email Templates

Creating Email Templates

You will be prompted to select a template when generating the emails. Email templates can be created as follows.

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  1. On the Communication System Setup Menu, click Email Templates.

  2. In the Email Templates box, click New Template.

  3. In the Template Name box, type in the name for the template.

  4. In the Subject Text box, type in the text that you wish to be added as the subject.

  5. Type the wording for the template in the Message Text box, inserting the tokens as appropriate and click the Save tile.

Editing an Existing Email Template

  1. Click the Settings tile on the Assisi Desktop and click Communications.

  1. On the Communication System Setup Menu, click Email Templates.

  2. In the Email Templates box, click the template to be edited.

  3. Edit the template as required and click the Save tile.

Available Email Tokens

**RecallDate** **RecallCode**
**RecallDescription** **AnimalName**
**Salutation**

RECORD CARDS

  1. Click the Print Record Card tile from the animal screen and select the transactions to be printed as normal. Click Print Prices if applicable.

  1. Click Email PDF.

  2. The Subject will be entered automatically as Animal Record Card. This can be edited if required for insurance claim purposes.

  3. Type in the email address and message text.

  4. Click Send.

  5. Confirmation that the email has been successfully sent will be displayed and a copy will be stored automatically in the animal’s Digital folder.

ONE-OFF EMAILS TO THE CLIENT

  1. Display the client record and click the Email tile.

  1. The client’s Email Address will be entered automatically. This can be edited if necessary.

  2. Type in the Subject and Message Text.

  3. Click Send.

  4. Confirmation that the email has been successfully sent will be displayed.