Setup & Manage Letters in Dental4Windows

Setup & Manage Letters in Dental4Windows

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Listed below are instructions on Setting up envelopes, create a new letter category, rename a letter category / change category location, delete a letter category, create a new letter template, rename a letter template / change template location and make a letter template inactive / active (reactivate).

Setting up Envelopes

This feature allows the set up of envelope templates in Dental4Windows.

Ensure the printer being used is configured for printing envelopes.

  1. Go to Patients > Letters tab
  2. Highlight Envelopes
  3. Template menu > Select Create Template

  4. Enter Template Name and Description

  5. Click OK
  6. When the letter template opens, delete the default information before you insert the new input fields
  7. Ensure the margins are set to fit an envelope

If you're using Microsoft Word, follow these instructions to insert input fields.

  1. Go to Add-Ins menu > Insert D4W
  2. Input Field



D4W RTF Editor

If you're using the Dental4Windows RTF Editor, follow these instructions to insert input fields.

  1. Go to Insert menu > Input Field



Position the cursor on the envelope correctly and then select each of these input fields individually.

Once you have inserted all the fields correctly in their positions, you can view the envelope template by selecting Print Preview and adjust the position of the fields if desired. Save the template before exiting.

Create a New Letter Category

Letter categories allow the user to group letters to make it simpler to find when required. 

Default categories exist within Dental4Windows/PracticeStudio, however the user can add more, suitable to their practice needs. 

  1. Go to Patient Records > Letters tab
  2. Go to the Template menu > Add New Category
    1. Category Name: Enter the new category name
    2. Category Description: Enter a description of the new category
    3. Select locations where this template will be available at (if applicable):
      1. Show at All Locations: Use to allow all locations access to this category
      2. Show at Selected Locations: Select in Not Available > Add Selected to Available
    4. Click OK

Rename a Letter Category / Change Category Location

Letter categories can be renamed and moved between locations.

  1. Go to Patient Records > Letters tab
  2. Highlight the category
  3. Go to Template menu > Rename Category/Change Category Locations

    1. The following sections can be edited
    2. Specify Category Name
    3. Specify Category Description
    4. Show at All Locations
    5. Show at Selected Locations
    6. Move from Available > Not Available and vice versa

Delete a Letter Category

A letter category can only be deleted if no templates are linked to it. 

  1. Go to Patient Records > Letters tab
  2. Highlight the category
  3. Go to Template menu > Delete Selected Category
    1. Select Yes to proceed with the deletion

Create a New Letter Template

Letter templates can be created under ANY patient file and be available for all patients. 

  1. Go to Patient Records > Letters tab
  2. Highlight the Category to add the template to
  3. Go to Template menu > Create Template
    1. Specify template name: Type template name e.g. Dr James Smith Referral           
    2. Specify template description: Type the template description e.g. Endodontist referral
    3. Select locations where this template will be available at (if applicable):
      1. Show at All Locations: Use to allow all locations access to this category
      2. Show at Selected Locations: Select in Not Available > Add Selected to Available
    4. Click OK

  4. A blank template will show onscreen ready to design using freehand text, importing images and placing input fields in relevant places
    1. In Microsoft Word see the Add-Ins menu/tab for input fields

    2. In RTF, see the InsertD4W menu for input fields
Multi-Location Users

Multi-Location databases that have different logos and location details can use the same templates.

Location Logo

For the correct logo to be displayed the input field Letterhead Image must be used. For correct location logo to be generated, user must log into that location to generate a letter for a patient.

Location Details

For the correct location details to be displayed Location input fields must be used. For correct location details to be generated, user must log into that location to generate a letter for a patient.

Delete a Letter Template

A letter template can only be deleted if the letter has not been produced for a patient. Alternatively, make the template inactive so it is no longer used.

  1. Go to Patient Records > Letters tab
  2. Select the Category (left of screen) the template is saved within
  3. Select the template (right of screen)

  4. Go to Template menu > Delete Template 
    1. Select Yes to proceed with the deletion

Rename a Letter Template / Change Template Location

  1. Go to Patient Records > Letters tab
  2. Select the Category (left of screen) the template is saved within
  3. Select the template (right of screen)
  4. Go to Template menu > Rename template/Change Template Locations

  5. The following sections can be edited
    1. Specify Template Name
    2. Specify Template Description
    3. Show at All Locations
    4. Show at Selected Locations
      1. To move from Available > Not Available and vice versa
        1. Select the location in relevant column and Add Selected or Remove Selected
        2. To add or remove all locations from Not Available/Available, select Add All or Remove All

Make a Letter Template Inactive / Active (reactivate)

A letter template can be marked as inactive when it is no longer needed. An inactive letter can also be marked as active again.

Mark as Inactive

  1. Go to Patient Records > Letters tab
  2. Select the Category (left of screen) the template is saved within
  3. Select the template (right of screen)
  4. Go to Template menu > Mark Template as Inactive/Active
    1. Click Yes to proceed with making the template inactive

Reactivate Inactive Letter

  1. Go to Patient Records > Letters tab
  2. Go to Template menu > Show Inactive Templates
  3. Select the Category (left of screen) the inactive template is saved within
  4. Select the inactive template (right of screen)
  5. Go to Template menu > Mark Template as Inactive/Active
    1. Click Yes to proceed with making the template inactive