---
title: Enhanced Email Functionality Workflow
slug: portal-sub/enhanced-email-functionality-workflow
docTags: 
createdAt: 2026-03-04T12:03:13.748Z
---

**IMPORTANT NOTE:**We strongly advise our users to carefully review and verify the content of each email before sending it to ensure that it complies with applicable privacy laws and regulations. This includes confirming that the information being shared is appropriate for electronic transmission and does not compromise patient privacy or violate any legal obligations.

Existing email functionality has been enhanced in various areas in Profile.  This document will cover these enhancements.

## Medical Email Consent

Patient consent to receiving confidential medical information needs to be recorded in Profile.  This is done in Alter Patient.  If the **Communicate by: Email** checkbox is checked, the **Medical Email Consent** field underneath is enabled.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/UlCk_xI5OasZ2l0nOmCAa_pps7dof-m6j0mvnwl0g0teslpzmyd6hba.png" size="34" isUploading="false" initialPath="assets/PP_s7dof-m6J0mVNwl0G0tESlPZmyd6HBA.png" githubPath="en/Communication in Profile/Email/assets/PP_s7dof-m6J0mVNwl0G0tESlPZmyd6HBA.png" position="flex-start" showCaption="false"}

If the patient hasn’t been asked or does not consent to receiving medical information by email and the **Email** icon in the various clinical areas is clicked, the appropriate dialog box will display:

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Ihc3U4Bk6KJVwnqgzRPlw_xjgqneql3hmbqztsyog1a8mzbe3ux79fq.png" size="90" isUploading="false" initialPath="assets/xJgQneQl3hmbqzTsYOg1_a8mZBE3Ux79FQ.png" githubPath="en/Communication in Profile/Email/assets/xJgQneQl3hmbqzTsYOg1_a8mZBE3Ux79FQ.png" position="flex-start" showCaption="false"}::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/Cjqa1unrcO1aOsrX1FsKh_qsbq3-rnopzvlxaw-zzxjx65eqlf5sn20q.png" size="90" isUploading="false" initialPath="assets/qSBq3-rNopZvlXaw-zzXjx65eQLf5Sn20Q.png" githubPath="en/Communication in Profile/Email/assets/qSBq3-rNopZvlXaw-zzXjx65eQLf5Sn20Q.png" position="flex-start" showCaption="false"}

## Email Templates

There are 5 new email templates in addition to the 4 existing templates (**Appointment Advice**, **Invoice**, **Statement**, **Generic**).  You can send emails for appointment reminders, forms or clinical information to patients or external providers.

![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/gWQsPFlsM1U4bf4zg436r_vtizsewjwjlwgsud9oz3o12qfcpyz2torw.png)

## Pathology, Radiology and Other Ix

In the toolbars of the **Pathology**, **Radiology**, or **Other Ix** views in the **Actions** segment menu of a New Encounter, there is an **Email** icon,

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/zzhhKFchc0nosdBOxay2O_uhcsvnzlnpf424bvwpu2ldsq3104kyhva.png" size="10" isUploading="false" initialPath="assets/UhcsvnzLnpF424bVWpu2lDSq31_04kYhVA.png" githubPath="en/Communication in Profile/Email/assets/UhcsvnzLnpF424bVWpu2lDSq31_04kYhVA.png" position="flex-start" showCaption="false"}

, placed next to the **Print **icon.   If the Email service has not been configured or when the patient doesn’t have the **Communicate by Email** checkbox checked, the **Email **icon will be disabled.

After the provider creates the requisition orders and clicks the icon and the patient’s** Medical Email Consent** field is set to **Consented**, the Untitled - Message window opens with the PDF attachment of the requisition(s).  If the Investigations Order template has been created/configured and enabled, the Subject field and other information will be filled in/set.   

:::hint{type="info"}
If the total PDF size of the requisitions have reached its maximum limit, a dialog box will display.


:::

If the clinic has the eSignature module, the Capture Signature window will open so the provider can add their signature, and then the email window will open.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/IUW9aw-Hp2HfGOJbJTdsz_xazphyjtrjxlxdu6edrxefmx6aqlpwiv2w.png" size="88" isUploading="false" initialPath="assets/xaZPHyJTrjxlXDu6EdrxEfMX6aQLpWiv2w.png" githubPath="en/Communication in Profile/Email/assets/xaZPHyJTrjxlXDu6EdrxEfMX6aQLpWiv2w.png" position="flex-start" showCaption="false"}

After the email is successfully sent, an Action link will display in the New Encounter.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/NjC9VT_X51SDw5bqYcFfh_onjfxpf8fqvtv6ey4ecwelscndfj7ktkq.png" size="93" isUploading="false" initialPath="assets/on_jfXpF8FQvtV6EY4ECWELsCnDFj7ktKQ.png" githubPath="en/Communication in Profile/Email/assets/on_jfXpF8FQvtV6EY4ECWELsCnDFj7ktKQ.png" position="flex-start" showCaption="false"}

 Clicking the link will open the Email message window in read-only format.

## Other Clinical Items

In the **Results** view, an **Email** icon,

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/N97pIgImv7LPX9URRgOau_egj0lafqst9c3gu4uvgt15tdejqjvdwjaq.png" size="10" isUploading="false" initialPath="assets/Egj0LafqST9C3gu4uVGT15tdeJqjvDwJaQ.png" githubPath="en/Communication in Profile/Email/assets/Egj0LafqST9C3gu4uVGT15tdeJqjvDwJaQ.png" position="flex-start" showCaption="false"}

, has been added to the toolbar, placed next to the **Print** icon.   If the Email service has not been configured or when the patient doesn’t have the **Communicate by Email** checkbox checked, the **Email **icon will be disabled.

![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/_AKBqkoti6EARzzjCzja6_awcrh5vg9lxcmzapf4epyxwjqsm37rwmgq.png)

In the **Forms** view, an **Email **icon,

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/gv1sHxYMUNl49TvfilK9g_thbvwiueaoyhsrrla09haw5byszvmgruja.png" size="10" isUploading="false" initialPath="assets/tHBVWIUeAOYHsRrLA09HaW5BYSzvmgruJA.png" githubPath="en/Communication in Profile/Email/assets/tHBVWIUeAOYHsRrLA09HaW5BYSzvmgruJA.png" position="flex-start" showCaption="false"}

, has been added to the toolbar, placed next to the **Print **icon.   If the Email service has not been configured or the patient doesn’t have the **Communicate by Email** checkbox checked, the **Email **icon will be disabled.

![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/UWim9E1uer0s-BRp7uBtU_dd8pffoijkb60ktjnmdudwqp5v1lrwa8pw.png)

In the **Documents **view, an **Email **icon,

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/xEmkkYDBwH0DZrtZyrGYu_xadhvgxgihmc92gjvb-zd7xpfijh8a27w.png" size="10" isUploading="false" initialPath="assets/XaDhvGxgiHMC92GJvb--zd7xpFIJH8A27w.png" githubPath="en/Communication in Profile/Email/assets/XaDhvGxgiHMC92GJvb--zd7xpFIJH8A27w.png" position="flex-start" showCaption="false"}

, has been added to the toolbar, placed next to the **Print **icon.   If the Email service has not been configured or when the patient doesn’t have the **Communicate by Email** checkbox checked, the **Email **icon will be disabled.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/LTel-Vi8VBhF-B2t0zzva_zbuhkz1j7s0trbcqer9f3bd9-mpaza0dna.png" size="65" isUploading="false" initialPath="assets/ZbUHkZ1j7s0trbcqEr9f3bD9-MPaza0dnA.png" githubPath="en/Communication in Profile/Email/assets/ZbUHkZ1j7s0trbcqEr9f3bD9-MPaza0dnA.png" position="flex-start" showCaption="false"}

When

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/86Ib3vEFLDtB23wCRaMuj_0oy-fif4y1jgdwuafqbdycmls8cmmtvydw.png" size="10" isUploading="false" initialPath="assets/0oy-FiF4y1jgdWuaFQbDYCmlS8CMMTvyDw.png" githubPath="en/Communication in Profile/Email/assets/0oy-FiF4y1jgdWuaFQbDYCmlS8CMMTvyDw.png" position="flex-start" showCaption="false"}

is clicked in any of the view toolbars, the Untitled - Message window opens with the PDF attachment of the clinical item(s). If the relevant template has been created/configured and enabled, the **Subject **field and other information will be filled in/set.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/aZlCSt-AmEXX6NeqCBpcx_duqd2lxs0a6ekniqfsrpjmbu3thx-wg-rw.png" size="88" isUploading="false" initialPath="assets/DUqd2Lxs0A6ekNiqfSRPJMbu3tHX-wg-rw.png" githubPath="en/Communication in Profile/Email/assets/DUqd2Lxs0A6ekNiqfSRPJMbu3tHX-wg-rw.png" position="flex-start" showCaption="false"}

## Invoice

In the Invoice window, an **Email **checkbox has been added to allow the MOA to send an email to the payer directly, with the attached invoice.  If the Email service has not been configured or the patient doesn’t have the **Communicate by Email** checkbox checked, the **Email **checkbox will be disabled.

![](https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/dJFpXMI-52C3c0DOwRlyK_aojdzputlj5pzhvwpq13hhameiudzpkc4w.png)

When the **Pay Later** button is pressed, the Untitled - Message window opens with the PDF attachment of the invoice.  If the Invoice template has been created/configured and enabled, the Subject field and other information will be filled in/set.

When the **Pay Now** button is pressed, the same process occurs, except the invoice attachment includes the payment details.

## Failed Emails Viewing and Management

### Alerts

Once a patient’s email address is entered in Alter Patient, Profile does a format validation. A hint text is displayed for wrong formatting.

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/QclXCFPz2NMr2cCkTig1j_uw3woumj4sfji21mshd-d5tllukt2o2qua.png" size="61" isUploading="false" initialPath="assets/uw3WOuMj4SFJi21msHD-d5TlluKT2o2QuA.png" githubPath="en/Communication in Profile/Email/assets/uw3WOuMj4SFJi21msHD-d5TlluKT2o2QuA.png" position="flex-start" showCaption="false"}

### Work Notification

A **POS **field has been added to the **General **tab of the Email Filters window for work notifications. There is also the **Only failed messages** checkbox that can be used for a Failed Emails filter.   

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/5KMk1Dx3abSQjlbP6nZeO_wuwcmql0stsaxwpgqqmtt1ohe6tocaaqg.png" size="60" isUploading="false" initialPath="assets/wuwCmql0sTsaxWpgqQmTT1o_he6tOCAAQg.png" githubPath="en/Communication in Profile/Email/assets/wuwCmql0sTsaxWpgqQmTT1o_he6tOCAAQg.png" position="flex-start" showCaption="false"}

In the **Presentation **tab of the filter, you can now choose to display a **POS** column, a **Sent **column, and an **Error **column.  

In addition to the Emails today work notification, there is now also a work notification for Failed emails.    When you double-click on the work notification for Failed emails, it opens the **Email **view of the Work Centre, with the **Outbox **folder selected, and the filter set to display Failed emails.  When a failed email message is selected, if you’ve set the **Error **column to display from the filter, this will display the error message. 

### Resend Icon

With emails that have failed due to a connection error, incorrect entry, or similar errors where the issue can be easily fixed or requires a retry, a **Resend **icon

::Image[]{src="https://api.qa.archbee.co/api/optimize/zICxj0dnLereb6UUrBA3-/DrzQ4Oc2oEp2rzWSgV7L6_zmywe9ezvh5xhht5hf1iwarp0ccarmova.png" size="10" isUploading="false" initialPath="assets/ZmYWe9EZvH5XHHT5HF1IWarP0c_cArMoVA.png" githubPath="en/Communication in Profile/Email/assets/ZmYWe9EZvH5XHHT5HF1IWarP0c_cArMoVA.png" position="flex-start" showCaption="false"}

has been added to the Outbox toolbar. Select one or more failed emails, make any required changes, and click **Resend**.

# Learn More

If you would like to learn more about Email in Profile please read some of our other articles by clicking on the links below:

- [Email in Profile](docId\:RxxgjqMzW_8vRi6b5rDiT)
- [How to Enable Email](docId\:z3AKQA0MhOuxV1GHCivHC)
- [Using Email in Profile](docId\:EKQ7tnnsMOF3koRL3EPN8)
- [How to Configure Email Templates](docId\:leszO9k0KUizLvlYoCE3t)