How to Create an Autoresponder in EMM

Autoresponder

Autoresponders are automated emails that are sent based on specific contact actions or on specific time-based schedules. They can be scheduled to send indefinitely or within a given time frame.  Autoresponder reports provide detailed, real-time statistics on how the autoresponder is performing. 

There are two types of autoresponders: 

• Recurring - Create an email that goes out on a timed schedule. Ideal for Birthday emails, Customer retention emails or Renewal notices.
• Triggered - Create a single reactive email or a series of emails to keep contacts engaged. Ideal for Welcome emails.

 To create an autoresponder email there are 4 main components. 

1. Creating an Autoresponder
2. Selecting Campaign for Autoresponder
3. Configuring Send Options
4. Scheduling the Autoresponder

1. Creating an Autoresponder

1. Log in to website and access Email Marketing Module.
2. Select Autoresponders > Recurring / Triggered from the left navigation.
3. Click the triangle pointing down beside + New Autoresponder  
4. Select Recurring / Triggered. 
   • If + New Autoresponder button was clicked on instead, Click the Start now! button under the autoresponder type to be created Recurring / Triggered. 
5. Select an autoresponder template

   • ​Recurring

     • ​2 options - Select Recurring notice to create a Birthday email
       • ​Win-back email Give inactive contacts some incentive by sending them a promotional email when their activity level drops.
       • Recurring notice Choose a contact date field and create an email that will regularly be sent on or near that date.
     • On the right, Select initial criteria box, the drop-down list will only have fields that are set up as a Date Data Type.
       • Select the field that contains member birthdates.
     • Click Next 

   • Triggered

     • ​2 options - Select Welcome email to create Welcome email
       • ​Welcome email Make new contacts feel welcome by sending them an email when they join your list.
       • Action response Respond with relevant offers or with additional information when contacts interact with your email campaigns and autoresponders.
       • On the right, Select initial criteria box.
         • Contact added via sign up form
         • Contact added manually
         • Contact added from a file or online service
         • Contact added via any means - recommended for welcome campaign.
     • Click Next 

2. Selecting Campaign for Autoresponder

Regardless if a recurring or triggered autoresponder is being created, the steps to select the campaign are the same. 

1. Autoresponder name: By default, it will be named with the current date. Enter a name for the autoresponder.
2. Select one of the following options and click Start an email. 
   • Use the default recurring notice email design - This opens up a campaign that uses the Full Email Editor. Not recommended.
   • Copy one of my existing email designs. If the email campaign is already created.
     • In the Select email campaign or autoresponder dialog box, select the checkbox beside the campaign name and click Select. 
     • The campaign will open up in the editor it was created in (Drag & Drop or Full Email) For details to make edits see Using the Email Campaign Editor  
   • Create a new email design from scratch 
     • By default, it will start a new campaign using the Drag & Drop Editor. For details see How to Select a Campaign Template. 
3. ​After the contents in the email are composed, add the email details (subject line, from name and email etc...). For details see Using the Email Campaign Editor.
4. Click Save Draft from the email editor.

 

3. Configuring Send Options

This option will be available after the campaign details have been completed. Recurring autoresponders will have different options compared to triggered autoresponders.

Recurring Autoresponders

1. At the bottom of the Autoresponder summary, go to the When will this email be sent? section.
   • Choose date: Confirm the correct date field is selected to set up the autoresponder. 
   • ​​Send the email: Select when the email should be sent. 
   • ^Note: When the system is checking the date, it is only making sure that the month and date match, it does not have to match the year.
     • On the exact date
       •  Send Every month = The email will be sent once per month on the day of the date selected
       •  Send Every year = The email will be sent once per year on the date selected.
     • Near the date - Set how many days, before/after the date it should be sent every month/year.
       • For example: If the values were set to 2, before and month.
       • The email will be sent once per month, 2 day(s) before the day of the date selected.
2. Click Save & Close 
3. This information is found in the Status Criteria section. To make edits to this section, click Edit button at the top.

Triggered Autoresponders

At the bottom of the Autoresponder summary, go to the Which contacts will receive this email?​ section.

The initial criteria selected when the autoresponder was created can be changed.

• Added via sign up form
• Added manually
• Added from a file or online service
• Added via any means - recommended for welcome campaign.

Click Save & Close for the Schedule section to display.

4. Scheduling the Autoresponder

Regardless if a recurring or triggered autoresponder is being created, the steps to select the campaign are the same. To activate when the autoresponder will start and stop sending it has to be scheduled.

1.  On the right, click Set Schedule. 

2. In the Schedule autoresponder dialog box, set the start and stop sending dates and times. 
   • Start sending
     • Now - Start sending immediately.
     • On - Set the date and time to start sending.
   • Stop sending 
     • Deselect checkbox if autoresponder should continue sending forever.
     • Select checkbox to indicate when autoresponder should stop sending.
       • After  - Stop sending after the number of days indicated.
       • On - Stop sending on a specific date and time.
3. Click Set Schedule. 

Everyday the system will check if the criteria matches and send it out accordingly.

• Ex. If one of the recipients has a birthday on the current day, it will send the Happy Birthday email automatically, until the stop sending date.