Module 16 animail Communications

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1 Module 16 animail Communications 1

2 Module 16 «animail» Communication Index 1. What is «animail»? 2. Subscribing to mass ing 3. Template Management 3.1 Preconfigured templates 3.2 Customized templates 3.3 SMS Templates 4. Exporting source code 5. Importing templates 6. Configuring your & SMS settings 7. Sending Reminder batches and multi-institutional s 8. Step-by-step procedures to send a message 8.1 From the Reminder Batches function 8.2 From the Appointment Book 9. SMS Communication 9.1 SendingText messages and Template management 9.2 Communications Log ** IMPORTANT NOTICE ** It is possible that some graphic appearances and descriptions presented in our online training modules differ from your software version. The Solutions Vet Academy regularly updates its modules; however, the software is in continuous development. 2

1. What is «animail»? Safe, efficient and optimal, animail is a messaging system designed to communicate with your customers through mass mailing of emails.

Evaluate the required elements to send your emails and those that are already included in the software.

3 1. What is «animail»? Safe, efficient and optimal, animail is a messaging system designed to communicate with your customers through mass mailing of s. The account is linked to a server of the Cloud and Anti-Spam type. In this document, you will find the summary of the different types of usage for animail. Evaluate the required elements to send your s and those that are already included in the software. The mass mailings (up to 3,000 s a day, non cumulative) are available through our SMTP server with a chargeable monthly or annual invoice. New SMS text messaging service coming soon! Find out more, in section 9 of this module. 3

4 Save time by creating a message from the three configured templates and with a customized template. Please note that the function Customized message is only available with the 2.5/4.5 or later software version. You will be able to send s from the Appointment Book or using the Reminder Batches function. For Text messages (SMS) they will be accessible from the Person file and also from the Appointment book. If you have experienced problems, when sending mass reminders batches, with your regular address (Gmail, Hotmail, etc.), using our animail mailing address is the solution to solve Delivery problems. The most common Delivery problem is for example: The customer receives your messages in their Spam or Junk mailbox. 2. Subscription to mass ing To subscribe to our animail s mass mailing service, you will need to provide some information that will help us configure your user account, such as the address and password you would like to use. For example: your- @animail.ca To do this, you can contact us by phone at or fill out the form on the animail home screen at 4

You will be directed to the «https» page of webmail.animail.ca.

5 For quick access to your mailbox: Connect to SolutionsVet.ca and click on the direct link in the animail portal. You will be directed to the «https» page of webmail.animail.ca. To login, enter your Address and your Password. Once the home screen appears, click on Read Mail Using RoundCube to open your mailbox. 5

6 Click on Documentation at the bottom of the screen to obtain more information on this service. 6

3. Template Management preconfigured and customized templates

ca website to access the «animail» portal and configure your

Upon connection, click on «animail», and then select Template

7 3. Template Management preconfigured and customized templates Connect to the SolutionsVet.ca website to access the «animail» portal and configure your templates. Upon connection, click on «animail», and then select Template Management to create your templates. 3.1 Preconfigured templates When you click on the Add a template button, you can create one of the three preconfigured templates in «animail». 7

The three preconfigured templates are the most frequently used types of reminders: - Visit and vaccination reminders - Appointment confirmation - Heartworm

8 Step 1: Choose the template type. For example, to send vaccination reminders, select the template called Visit and vaccination reminders from the drop-down menu. The three preconfigured templates are the most frequently used types of reminders: - Visit and vaccination reminders - Appointment confirmation - Heartworm and parasites reminders The difference with the fourth type of template, called Customized message (LogiVet 2.5 Vetware 4.5 only) will be discussed further. Choose the language for your templates (as shown below). Step 2: Add the clinic contact information by choosing either Automatic entry or Manual entry. 8

Note : Make sure that the clinic s contact information (address and postal code) registered in the software, are exact for Google map s function to indicate the proper indications.

9 Note : Make sure that the clinic s contact information (address and postal code) registered in the software, are exact for Google map s function to indicate the proper indications. If you only have one business address, use the Automatic entry of your contact information. If you have more than one branch office, you need to use the Manual entry. In the following example, the UNIT has been added for the grooming service. Step 3: Decide if you want to add your logo to the template or not. To add your logo, click on the button Choose File. Please take into consideration the size of your logo, because the dimensions supported by animail are 510x130. Any image that is not this size will be resized. Once you click on the Choose File button, you will be asked to search for your logo and upload it to the website. Note: When your logo has already been uploaded, it is saved in your profile. You will not have to repeat this step for the other templates. 9

10 Step 4: Name your template and save it. Select See the result to see your complete template. The results will show the fields that will be displayed in the template, as in the following example: 10

11 3.2 Customized templates The fourth type of template is used to send customized messages and will be useful to provide information or announcements, such as the implementation of a new grooming service. Create your new template and your text. Save the new template name. 11

Note: The email address search function is available from the Search window. You can use this tool to track a customer when you have only an email address.

12 In the customized templates, the only fields that are included are: the customer s first and last name, as well as your contact information. You can click on the button See the result. There you go; it s that easy to send your reminder s to the appropriate customers! Note: The address search function is available from the Search window. You can use this tool to track a customer when you have only an address. For example; you receive an anonymous message from a client, requesting not to receive such communications from you. This will enable you to find and open the customer s file in order to edit his preferences. For help on Communication preferences please refer to module

3.3 SMS Templates In order to use the SMS Text messaging service, you must have subscribed to animail s mass mailing service. The SMS parameters must also be configured in the software.

13 3.3 SMS Templates In order to use the SMS Text messaging service, you must have subscribed to animail s mass mailing service. The SMS parameters must also be configured in the software. The Solutions Vet Team will help you to obtain the necessary information to configure this section. You will access the «animail» screen by selecting Configuration...animail. In the top portion of the window you will find a list of configured templates saved under Template name (Message), Communication or Media Types. Click on New to open and create a message template. -Select the Communication type and the Media from the scroll down menu: 13

14 Communication type : Media : - Create a Template name to identify the new message. You can include references such as the communication and media type in the title. This will help you quickly find the template when searching in the animail list. For example: Appointment confirmation ( ), Appointment confirmation (SMS), Medical Information, Reminders, etc. - In the Subject field: This will be s title that will appear as the Object, in the receiver s Inbox. As for example: Your Veterinary Appointment confirmation... - When creating an SMS template, you will notice that Subject is changed for Field. This will be used to indicate which Field you want to insert the selected fields, where you want to place them in the text. Choose either the customer s full name {%FullName%} and/or the animal s name {%AnimalName%}. As the example below: 14

Exporting source code Click on the button See HTML Code* located above the template.

15 You must have a template text in both languages; otherwise you will get an error message. (Note: the text will be in blue as long as it has not been saved). To learn more on sending SMS Text messages, go to section 9 of this module. 4. Exporting source code Click on the button See HTML Code* located above the template. * The See HTML Code function is used to configure your software to send reminders by . You must click on the button Select the code located at the bottom left of the window, right click on the text in the middle of the window, and then copy the text. 15

16 When you have clicked on the option Copy, the following screen will be displayed: 5. Importing templates Once you have copied your template, go back to your software and click on Configuration > animail. 16

From the Template management screen; -Click on New. -Select the Communication type and the Media. -Name the Template and the Subject for the Email.

17 From the Template management screen; -Click on New. -Select the Communication type and the Media. -Name the Template and the Subject for the . -Click on Paste to insert the source template in the middle of the screen. Save your first template when you have finished editing it. Proceed with the same steps for all your templates. The software requires you to have created templates in both languages*. We suggest that you send a Comm. test to see to see the preview of the . *Note: If you only have English-speaking customers, it does not matter if you use English templates for the French reminders. 17

6. Configuring your email settings To configure your email, you need to complete the fields Configuration, General Option, Mail. The first section concerns the Email Settings.

18 6. Configuring your settings To configure your , you need to complete the fields Configuration, General Option, Mail. The first section concerns the Settings. The top section is the information for the settings. - The first field is the Username linked to your . This field is optional. - The second field is your Address. - The third field is for the password linked to your address. - The fourth field is for the Reply-To Address. This address should be the exact same as the second field which is your address. - The last three fields are for the SMTP server, the Port and the option to Enable SSL related to the security protocol. Our Solutions Vet support team will assist you with the information needed to configure the fields. - The bottom section is to configure the SMS settings. Call our Technical Support for instructions to configure the SMS parameters. 18

7. Sending Reminder batches and multi-institutional emails You can send reminder emails by clicking on Function > Reminder batches.

At the top of the window, select the dates for which you want to send reminders by email.

19 7. Sending Reminder batches and multi-institutional s You can send reminder s by clicking on Function > Reminder batches... You can also see Module 2: Reminders and Vaccination Schedules, section 3.3: Reminder Batches. This function is not available for SMS. At the top of the window, select the dates for which you want to send reminders by . It is strongly recommended to create a specific type of reminder for your customized messages. Click on one batch to highlight it and then select the Sending by tab at the bottom of the screen. 19

After clicking on the Sending by email tab, select the type of reminder in the drop-down menu called Rmd. animal Template, then click on the button Send at the bottom of the screen.

20 After clicking on the Sending by tab, select the type of reminder in the drop-down menu called Rmd. animal Template, then click on the button Send at the bottom of the screen. A new window will open to tell you the number of reminders to be sent by . If some customers who do not have an address appear on that list, the corresponding reminders will not be sent. This will give you the possibility to send the reminders by mail or to call the customers. In the following example, only 5 s will be sent out of 27 customers. At the bottom of the Reminder batch/mail merge screen, the Sending by tab allows you to select the option Customized messages in the drop down menu. This is a very useful communication tool for your clinic, you can tell your customers about promotions, announcements, etc. (this function is only available with the 2.5/4.5 version of the software). 20

21 8. Step-by-step procedure to send an message 8.1 From the Reminder Batches option From the Solution Vet website, open a session and go to the following section: animail Template Management. Create or select the template you want to use for your customized message in order to get the code inside the template. Write your message and save it to see the results. If you are happy with your message, click on the button View HTML code. You have to copy the code in your Solutions Vet software in order to be able to use the template. Select the code and copy it. Once the template is copied, return to your software program and go to Configuration > animail. Select the type of message, and then write the subject of the message. Click on the button Paste to insert the source template. 21

Select the batch to highlight it, and then click on Sending by

22 In LogiVet under Function > Reminder Batches, create a type of reminder in Reminder Batches/Mail merge. Select the batch to highlight it, and then click on Sending by . Make sure that you send a Test to check what the final will look like. 22

8.2 From the Appointment Book You can send an email confirmation directly from the Appointment

All you need to do is right-click, then click on: Send a confirmation email.

23 8.2 From the Appointment Book You can send an confirmation directly from the Appointment Book. Place your cursor on the appointment. All you need to do is right-click, then click on: Send a confirmation . For more information, you can also see Module 12 - Appointment Book, section Confirmation by . The customer will receive an similar to the following one: 23

Interesting fact!! Your customers will get directions to your clinic by clicking on the Google Maps link (in the email). We suggest that you send an email test, to verify the Google link provided.

24 Interesting fact!! Your customers will get directions to your clinic by clicking on the Google Maps link (in the ). We suggest that you send an test, to verify the Google link provided. If an error occurs, make sure that your postal code and civic address is correct in the template. (May be verified on Internet, for ex: Canada Post). 9. SMS Communications In the current era of communications in which we live, it is important that we offer you a quick and efficient tool to communicate with your customers. Sign-up for animail s Mass mailing service and also obtain our SMS Text messaging service. Note : The text messages are unidirectional, which means that the client cannot respond using SMS. To obtain this new SMS Text messaging service, you will have to sign-up for animail s Mass messaging service. Review section 6 of this module to help set-up your animail account parameters. 9.1 SMS Template and Send a Text message You can send SMS Text messages from the «Person s» file or directly from the Appointment book. To send an SMS from the «Person» file, then select the Person and do a right click of the mouse to select: Send SMS Text... 24

If you were to select a customer that has no cell phone number or that the SMS Box isn t marked as accepted, you would get this warning message

25 To send from the Appointment book : Place the cursor on the appointment you want to send a confirmation from, then right click and select «Send a confirmation SMS...» Note: The SMS box must contain a checkmark, to enable this function. If you were to select a customer that has no cell phone number or that the SMS Box isn t marked as accepted, you would get this warning message in the bottom left corner of the SMS Communication window: Whether you choose to send an SMS message from the Person file or from the Appointment book, the SMS Communication window will open. 25

Here are the three simple steps to send Text messages: - Choose

- Click on Send Once you have clicked on Send, the SMS

the screen, with an (ID) identification number in the bottom

26 Here are the three simple steps to send Text messages: - Choose the Template - Create your message in the text window. - Click on Send Once you have clicked on Send, the SMS Communication screen will show the sent message at the top of the screen, with an (ID) identification number in the bottom left corner, to confirm the message was sent. Here is a capture of a received SMS: 26

You will be able to create and save the template directly from the Text Field. But remember to create the message under both language tabs.

27 Template management: Select Configuration and animail to access the Template management window. You have the option to modify a Preconfigured message from the Template list or create a new one if you click on New. You will be able to create and save the template directly from the Text Field. But remember to create the message under both language tabs. You can modify the following fields: - The Communication type - The Media - The Template name - To the text (under each language tabs) To manage your templates, use the buttons located at the right of the list. In order to do so, select the template that will appear in the bottom part of the screen, allowing you to make your changes: 27

Defaults: Use this button to view and configure the default template used for

28 New: Use this button to create a new template. A New template window will then be displayed. Defaults: Use this button to view and configure the default template used for each communication type. Delete: Use this button to delete the selected template. A warning message will ask you to confirm the request. 28

Save: Use this button to save a modified template. You can find the Reminder templates on our website at solutionsvet.ca, under: Template management, in the animail section.

29 Save: Use this button to save a modified template. You can find the Reminder templates on our website at solutionsvet.ca, under: Template management, in the animail section. For Reminders: Select the message type (in this case Customized messages ) and then enter the message subject, which is what the customer will see in the Subject field in their mailbox. 9.3 Communications Log The Communications Log is a register of all messages sent to the customer, whether by , SMS or part of a Reminder batch. Note that the Reminder batch function is not available with SMS. You can find the (Communications Log) button displayed in the following screens: In the Search window In the Person window In the Visits list In a Medical file Using the arrow to the right of the Date header, you can choose the order of the messages based on the most recent to the oldest (or the other way around). You can also choose the message type displayed first by clicking on the arrow to the right of Message type header. In the following example, the other types are not displayed: s, Invoices, Statements, and Reminders. 29

30 Also an SMS Log is available in the top section of the SMS Communications window, as in the following example: Consult module 17 - Communication preferences, to establish your clients preferences. 30

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