Autoresponders are automated emails that fire whenever a form is submitted. You're probably used to seeing donation confirmations sent after a donation is made. That's one type of automated response. You can also set an autoresponder for other forms, too. So, you could add an autoresponder to your sign-up form thanking the supporters for joining the cause. You can send a message of hope and encouragement after a supporter submits a Targeted Letter form, and so on.
How to get there
To view a list of your default and any customized, Autoresponders:
- Select Messaging from the menu
- Click the Auto Responders tab
Edit Default Autoresponders
When you come to the Autoresponders tab for the first time, you'll see the available default Auto Responders. You can edit them all using the same process. Choose the email you'd like to edit and click anywhere on the Reference Name or Description text.
When you click on a row, the email will open up in edit mode. You'll edit two major parts:
- The Set-up: Basic info like a short description, From Email, From Name, and Subject Line
- The Content - Change the look of the email by editing things like font, color, images, logos, and text alignment.
The email's set up information includes the following:
- What should we call this auto responder?: NOT EDITABLE for default auto responder messages.
- Tell us a little more: This short description includes the context in which you'd use this message as well as keywords you and your teammates might search on to find this message later.
- From Name: The name which will show up in the recipient's email box. Best practices dictate that this name should be recognizable to the recipient (they're more likely to open the email if they recognize the name of the person sending it).
- From Email Address: The email address which will show up in the recipient's inbox. This should be a real email address monitored by someone at your organization.
- Reply to Email Address: This email address to which emails will be sent if a recipient replies to the auto responder message. Again - this should be a real email address monitored by someone at your organization.
- Email Subject Line: The subject line of the email which will be sent. Try inserting their first name to increase open rates.
Editing your default Autoresponders using the Visual Editor.
Format your text, and make arrangements like any other message via the Visual Editor. Since the topic of email creation has been handled in the Email documentation, please refer to it for further information.
Create Custom, Form-Specific Autoresponders
Creating a form-specific Autoresponder is a part of all Activity workflows as seen here:
Validation and Publishing
Once you've edited your autoresponders, you'll want to test them to be sure they work as expected. You have two tools in Engage to help:
- Request your spam score: If you need to improve your spam score, check out our free resource, Emailing in a Spammy World
- Send test emails: It's a good idea to send test emails to multiple email service providers (i.e. send one to a Gmail account, one to an Outlook account, and one to a Yahoo account - whatever email service providers are common for your subscribers). Email formatting may respond to various email service providers differently.
Once everything looks the way you want it to and performs well in tests, you may wish to look back at the Previewing one last time to make sure you're satisfied with the result.
Keep in mind that the content in this way is not a substitute for sending test emails - test emails will show you how your email will interact with various email service providers and a preview tool can't do that.
When you're really finished, be sure to Save your changes before you navigate away from this page using the "Save and Publish" button in the lower right-hand corner.