Email Client

In the Manage Module, click Emails.

In addition to regular email, this is also where you view WebMail (only when the provider is logged in).

Emails received by the practice/clinic/group email address are viewable by all users (See Email Setup). User-specific emails are only viewable when the user is logged on (see Email Address Edit).

This window is non-modal, meaning it can be left open in the background while you access other areas.

View Messages for address: Lists all mail addresses the user can view messages for. Click the dropdown to select a different address.

Setup: Access Email Setup for practice/clinic/group setup. The Open Dental Service is required.

Inbox Columns

Inbox lists all messages received by the selected address. Click a column header to sort the messages alphabetically in ascending or descending order.

Buttons

View Incoming Messages

New emails on the mail server are automatically synced in the background using the Open Dental Service. Automatic download occurs every time Open Dental starts, when the inbox is opened, and at set intervals (see Email Setup).

  1. Under View messages for address, select the address you want to view messages for.
  2. Click the Inbox tab. Unread messages will be bold.
  3. Highlight a message to preview the message text in the lower portion of the window, or double-click a message to open it in a new window.

Patients are automatically attached to incoming messages when Open Dental can find an exact match based on certain criteria. To select a patient to attach, click Change Pat.

Reply to a Message

Select the Inbox tab, then select the original message.

Click Reply or Reply All. The Email Message Edit window will open with the From and To addresses filled in, the original message text notated in the body text, and the cursor at the top of the text box.

Enter the reply message, then click Send.

A copy of the message will list under Sent Messages.

Compose a New Message

Click Compose.

On the Email Message Edit window, enter the message details (To, Subject, Body text, Attachments, etc.)

Send the message.

A copy of the message will list under Sent Messages.

View Sent Messages

Sent Messages lists all messages sent by the selected address from Open Dental. Sent messages can only be viewed, not edited. They can be deleted if there is no patient attached.

Click the Sent tab.

Highlight a message to preview the message text in the lower portion of the window, or double-click a message to open it in a new window.

Sent Messages columns: The columns are the same as the Inbox, except for the following:

Search for Email Messages

To search for specific emails by attached patient, email address, date range, or subject/body text, use the Search area.

Select the Inbox or Sent Messages tab.

Enter the search criteria:

Click Search to enter search mode (turns yellow). Matching results will list.

Click Clear to exit search mode.

Show Email In

In the Show Email In area, select where an individual email will show or not show. To show the email in an area, highlight it. To hide the email in the area, deselect it. By default, all areas are selected.


Show Hidden Emails: Check to show emails that have been hidden in all areas.

Sent Message Sources

In the Sent Message Sources area, select which emails are shown in the Sent Messages grid or click All to show all sent emails. Clicking None clears the current selection.

The source filter options are only available while on the Sent tab and an email address is selected. If WebMail is selected, the filter options are disabled and all sent WebMail messages will show.

Manual: Emails created and sent by a user.

Automated: Emails automatically created and sent by an Open Dental feature.

Show Failed Emails: Check to show emails that were sent but failed to deliver to the recipient.

Delete Messages

Deleting a received message removes it from the inbox only, not the email server. It will not download from the email server again. Sent messages can only be deleted when there is no attached patient.

  1. Highlight the message.
  2. Click Delete.

Emails attached to a patient are removed from the inbox, yet still visible in the Commlog and Progress Notes.

Emails not attached to a patient are permanently removed.

Encrypted Emails

To send and receive encrypted email, both parties must have established trust by sharing public key security certificates.

When a received email is encrypted, decryption is automatically attempted.

Why Decryption Fails: Decryption can fail if encrypted email is not set up on the workstation (email security certificates are not installed), if there are permission issues, or when the sender is not listed as a trusted source on the workstation (sender's public certificate has not been installed on the workstation). If permission issues are the cause, try running Open Dental as an administrator.

To add a sender as a trusted source:

Click the 'N'.

Click Trust.

Retry Decryption: When decryption has failed, a Decrypt button shows on the left of the Edit Email Message window:

Click Decrypt to attempt decryption again (e.g. on a different computer, once encrypted email is setup, or once the sender is a trusted source). If the message is from an unknown recipient that is not in your trusted list, you will be prompted to add the recipient to your trusted list.

If you choose OK, Open Dental will attempt to locate the public certificate for the sender and, if found, add it before attempting decryption again.

See also Email Encryption Options

Troubleshooting

See Email Errors.