Setting up Autoresponders

Important:

1. This feature is available only for the Temps and Contacts module.
   
2. You can set a maximum of 3 autoresponders and a maximum of 5 follow-ups per autoresponder.
   
3. You can send a maximum of 750 mass emails per day, per company.
   
4. Custom view selected for the autoresponder must contain new data. If you select a custom view in which data is not new, the autoresponder will send the first email to the same old data during subsequent iterations. For example, you can select custom views "Today's Temps" and "New This Week Contacts" instead of "Active Temps" and "Recently Created Temps". In the Today's Temps view, data is always updated with the today's data whereas the data in Active Temps view may not change frequently.
   
5. While setting up Dynamic type Autoresponders, always select the Custom Views according to the options in the Recurrence Pattern section. If you set the recurrence pattern as By Day, make sure your data in the selected custom view is new every day. Similarly, if you select By Week, your data must be a new one for that week before the autoresponder is initiated. If the data used is old, the autoresponder will send the first email to the same data during subsequent iterations.
   
6. While executing the autoresponder, the system cannot identify the duplicate records. Hence, you are recommended to check for the duplicate contacts and merge with the primary record, before setting up the autoresponder.
   
7. At present, you cannot track the response when a customer responds to your email. Hence, you have to manually select the contacts from the mailing list to exclude them from the next follow-up.
   
8. Use the unsubscribe form in the autoresponder email templates. By using unsubscribe form, you can allow the recipients to opt out from your next follow-up and avoid Anti-SPAM complaints.
   

1. Click the Temps/Contacts tab.
   
2. Click Temps/Contacts Tools > Autoresponders.
   
3. Click Create Autoresponder.
   
4. Under the Autoresponder Details section, do the following:
   
1. Enter the Name of the autoresponder.
   
2. Select the owner of the records from the Assigned To pick list.
   By default, the field displays the name of the user who creates the autoresponder.
3. Select the Custom View to set up the recipient list for the autoresponder.
   
4. Select a Folder for the autoresponder.
   
5. Select Static or Dynamic and specify the corresponding details. (Refer the table for the list of standard fields)
   
1. Static- Autoresponder in which the Follow-up happens on a fixed date.
   
2. Dynamic - Autoresponder in which the Follow-up happens on predefined intervals set by you.
   
6. You can add follow-ups if needed.
   
5. Click Save.

Note:

The autoreponder email will not be sent to the records for which the Email Opt Out is enabled.

Only when you clear the Email Opt Out check box in the Record's Details page, the autoresponder emails will be sent to those records.

Create Folders

1. Click the Temps/Contacts tab.
   
2. Click Temps/Contacts Tools > Autoresponders.
   
3. Click Create Folder.
   
4. In the Create Folder page, do the following:
   
1. Enter the Folder Name.
   
2. Enter the Description.
   
3. Under Accessibility Details, select the option to specify the accessibility to the autoresponder feature.
   
5. Click Save.
   

Excluding Contacts from Follow-up

1. Click the Temps/Contacts tab.
   
2. Click Temps/Contacts Tools > Autoresponders.
   
3. Click the Update Response link corresponding to the autoresponder.
   
4. In the Mail Sent List overlay, select the Temps/Contacts to be excluded from the next follow-up.
   
5. Click Update Response.
   Note that the Update Response option is available only for the Dynamic type autoresponders.

1. Click the Temps/Contacts tab.
   
2. Select the checkbox(es) corresponding to the records that you want to exclude.
   
3. Click More Actions > Update Response.
   
4. Select the autoresponder from the drop-down list.
   
5. Click Save.
   

Including all Contacts in the Follow-up

1. Click the Temps/Contacts tab.
   
2. Click Temps/Contacts Tools > Autoresponders.
   
3. Click the Reset link corresponding to the autoresponder.