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Respond to Incoming Emails
- 1 Minute to read
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Goal
To send an automatic email response to contacts who reply to one of your messages.
Background Information
After sendout to a group of recipients, some recipients hit the reply button of their email client to respond directly to the message.
You can create an event-based automation to send an automated email reply to these contacts.
This automated response consists of a prepared message. You create the prepared message yourself. For example, you can inform customers that you do not read or respond to incoming mails to this address. You can invite them to contact you via a web form or a different email address.
Prerequisites
You must use two separate groups for this scenario. Otherwise, this setup can produce endless loops of replies. If a recipient has an out of office autoresponse message turned on, this autoresponse will trigger CEP to send an automatic response. This in turn results in another out of office message from the recipient's email client... and so on. Using two separate groups prevents this from happening.
Create a new group. This is the reply handling group. This group has no members. It is just a placeholder group.
Configure the group settings of the sendout group. In the group settings, select Initiate event-based automation from the drop-down list in the Replies field. This is necessary for every group in which this automation should apply.
Create a prepared message. For instructions, see Save Draft as Prepared Message.
Procedure
In Automation, create a new whiteboard.
Drag an Event module and an Event-based job module onto the whiteboard.
Drag and drop between the connection buttons to connect the modules.
Define the module settings as follows:
Event Module
Field
Entry
Name
Enter a name for the module.
Job
Group Name
You can limit this automation to replies in a specific group. Or, you can use one automation for all groups in the system. It is necessary to configure the Reply Handling for every group in which this automation should apply.
Event-based Job Module
Field
Entry
Name
Enter a name for the module.
Job
Message
Select the prepared message.
Contact
Select the Use Event Parameter check box.
Click Next.
⇒ The Whiteboard wizard opens to step two.Define the desired time frame and notifications.
Click Activate to immediately activate the whiteboard. Only active whiteboards are executed by the system.
⇒ The whiteboard is saved and activated. The automation has the status Running if the start date is immediate and Scheduled if the start date is in the future.