You can set up an autoresponder to automatically send an email. Email autoresponders are automatically sent based on event triggers, such as opt-ins or dates.
You must create the preference center, opt-in, or opt-out web form first.
Automatically send an email in response to certain event triggers, such as:
- Receipt of an opt-in or edited profile information in a preference center (web form submits, double opt-in confirmation).
- A custom API action from a web form that you created for the database or reply-handling responses.
- Autoresponder, event-triggered sends for email and mobile channels can also be done in programs that use a wider variety of event triggers.
Create an email autoresponder
To assign an email autoresponder to a specific reply handling domain, see the replies content in Email Response Settings.
- In the settings for the email template, click Automate.
- Provide the following information:
- Provide a unique name for your autoresponder.
Note: This name cannot include special characters, such as:
| \ / " % ; ( ) & + '
. If you have more than 255 characters, the system truncates the email name. This name is not visible to contacts. - For the contact source, select Database.
Note: Do not select query or contact list.
- Suppression lists. To select one or more suppression lists, click Add.
- Select a location. Private folders can be accessed only by you. Shared folders can be accessed by anyone in your organization.
- Create a subject line that you want to appear on the message. You can also enter any combination of personalization and dynamic content.
- For the from and reply-to addresses, use the same domain for both to avoid being blocked by ISPs.
- Provide tags to organize and report on data by applying keywords. Click the drop-down arrow to select from a list of tags.
- If the email uses a custom opt-out link, select it from the drop-down list.
- To change the number of emails each contact receives within a specified time period, change the Maximum Messages per Contact/In the Last x Days settings.
- To include content on the HTML or Text Only tabs for your email, select Include Email Bodies.
- To send the auto-response after the selected event occurs, select Set up as Autoresponder Based on Trigger Event. If you want the contact to submit a standard opt-in or preference form, you must tie a web form to this email. If you select Custom as the trigger event, you must use the SendMailing API call.
- Provide a unique name for your autoresponder.
- Preview any warnings and errors.
- Click Automate.
The email appears in the Autoresponder tab on the Email and template page. When contacts opt into this database, they receive the automated message.
Manage email autoresponders
You can manage active and inactive autoresponders in the same way you manage other emails.
On the Email campaigns page, the Inactive Autoresponders tab displays autoresponders that are no longer available for sending because they were manually deactivated or their event trigger date passed. These can be activated again with the same settings.
To view a summary and a preview of active autoresponders, including email settings and content, on the Autoresponder tab, click the email name.
To rename an active autoresponder, do the following steps:
- Check the box by the email name and click Rename.
- In the dialog box, enter a new name in the field.
- Click OK.
To delete an active autoresponder, do the following steps:
- Check the box by the email name and click Delete.
- In the dialog box, click OK. The item is deactivated and moved to the Deleted tab where it remains for 30 days. The email is also removed from the reports section.
Note: When you delete an automated email, it is permanently removed from the system. The original email template remains.
To move an active autoresponder, do the following steps:
- Check the box by the email name and click Move To.
- In the dialog box, click a folder on the Shared or Private tab.
- Click Select. The email is displayed in the new folder on the Autoresponder tab and remains automated.
To copy an active autoresponder as a template, do the following steps:
- Check the box by the email name and click Save a Copy.
- In the dialog box, enter a name in the New Name field.
- Click Select to save the copy in a shared or Private folder.
- Optional: Select Maintain Contact Source Association to associate the copied email to the selected contact source.
- Click OK. The email is displayed in the new folder in the Email campaigns view, but is not available in reports or on the Autoresponder tab.
To deactivate an autoresponder, check the box next to the email name and click Deactivate. This email is no longer respond to event triggers. It appears on the Inactive Autoresponder tab. Deactivated emails can be reactivated with the same settings.
To view a summary and a preview of inactive autoresponders, including mail settings and content, on the Inactive Autoresponder tab, click the email name.
To delete an inactive autoresponder, do the following steps:
- Check the box by the email name and click Delete.
- In the dialog box, click OK. The item is moved to the Deleted tab where it remains for 30 days. The email is also removed from the reports section. The deleted email can be restored to the Inactive Autoresponder tab within those 30 days. It is also be restored to the reports section.
To export an inactive autoresponder, do the following steps:
- Check the box by the email name and click Export.
- In the dialog box, enter a new name. The new name appears in the database and in all reports, but the original template retains the original name.
To export tracking data for an inactive autoresponder, do the following steps:
- Check the box by the email name and click Move To.
- In the dialog box, select a different folder from the shared and private folders. The email is available for viewing in the new folder on the Inactive Autoresponder tab.