To Create a Signature Template

A signature template can be used in situations where you do not wish to use a template for an email message, but need to have a standard signature.

Although the signature template is set up in the same way as an ordinary template, once configured in the Email Parameters (Email Parameters, Configure Email and SMS Parameters) screen it does not need to be selected, but can be applied whenever an email message is created, by clicking the Include Email Signature button.

To Create a Signature Template

1. Select Configure > Email Templates to open the Email Templates file.

   You can also create a template using the Presentation Manager.

2. In the Email Templates file, click the +1 button to create a new template:

   

   1. Code - Type a unique code for this template.
   2. Description - Type a description of the Template so that others can see what it is.
   3. Body - Click in the body of the window and begin typing the text including the Dental fields using the correct format. You might want to add a standard disclaimer statement similar to the following example:

      "This e-mail contains confidential information for the addressee only. Any views or opinions presented are solely those of the author. If you are not the intended recipient, please notify the sender immediately. You should not use, disclose, distribute or copy this communication if received in error."

   4. Merge Fields - To add merge fields (for replaceable text), click the View Merge Fields button at the bottom of the screen; this will display the Letter Merge Fields window:

   

   Shorten this list by selecting a filter (a subset) of related merge fields using the drop-down list at the bottom of the window:

   

   1. You can copy fields from the Letter Merge Fields window into the destination document (Word, Presentation Manager, the Template window) by means of the clipboard, as follows:

      - Highlight the merge field(s) you require: Use Ctrl-Click to select individual fields or use Shift-Click to select a range of fields.

      - Copy the selected fields: Press Ctrl-C on the keyboard or click the Copy Field(s) to Clipboard button.

      - Position the mouse cursor in the document or template at the point where you want the merge field(s) to be inserted.

      - Paste the merge fields by means of Ctrl-V, or right-click > Paste.

3. When the Letter Merge Fields window is no longer required, close it by means of the X button .
4. When you have finished creating the template, click the OK button to save.
5. Go into the Email Parameters (Email Parameters, Configure Email and SMS Parameters) window in the Configure menu, and select your new signature template in the Email Signature field.

   NOTE:
   By default, the View as HTML format option for email is turned off for all users apart from those with super user security privileges. This is because if your anti-virus software is not configured or not adequate to screen email messages it can be a potential security vulnerability.
   The implications of this are that if your signature template contains special formatting and/or graphics, they are potentially available anywhere on the system, but if View as HTML is not enabled, you will not be able to view them in EXACT, nor will you be able to see how your template will appear to recipients.