How to send auto-replies based on a pre-set condition: multiple scenarios

Learn how to configure the Autoresponder feature in CodeTwo Email Signatures 365 to send automatic replies in response to specific messages only.

When you configure an autoresponder rule in our software, you not only design the looks of your auto-reply message, but also specify a number of conditions and exceptions that let you decide when such message will actually be sent. In this article, you’re going to learn how to configure smart automatic replies that are sent only when certain conditions are met.

How to configure the program for this scenario

To learn about a scenario of your interest, click a link below:

• Automatic reply to messages sent from a specific email address / domain
• Automatic reply to messages containing a specific word/phrase
• Automatic reply sent during a specific time period only

Automatic reply to a message sent from a specific email address / domain

You can configure Autoresponder to send automatic replies only if the original message comes from a specific email address or domain. Here’s how to do it:

1. In the Reply to step, click Add (below the upper section) and choose Email addresses (Fig. 1.).

Fig. 1. This option lets you define specific email addresses to which automatic replies will be sent.

2. In the pop-up that opens, type senders’ email addresses or domains (Fig. 2.). Only emails coming from these addresses will trigger the autoresponder rule you’re configuring. Once you’re ready, click OK to finish.

   Info

   You can use an asterisk (*) as a placeholder for any sequence of characters.

   If you want to include several addresses, separate them with semicolons (;).

Fig. 2. The autoresponder rule will be triggered only for emails sent from addresses specified in this window.

Configure the remaining options of your autoresponder rule according to your needs, including the auto-reply message template. Save the rule by clicking Save & Publish.

From now on, people whose messages are sent from email addresses defined in your autoresponder rule will get the auto-reply message you’ve just configured.

Automatic reply to messages containing a specific word/phrase

You might receive a lot of emails that require you to take a particular action. If these emails contain a specific word or a phrase that lets you identify them easily, the action can be automated by using the Autoresponder feature. You can, for example:

1. send an auto-reply informing about a retired product when the name of the product is detected in the message’s subject or body,
2. forward a message to your Accounting Team when the word ‘invoice’ is detected in the message’s subject or body.

Use the links below to learn how to configure an autoresponder rule for a particular scenario:

• Scenario A – automatic reply informing about a retired product
• Scenario B – forwarding an email containing an invoice to the Accounting Team

Scenario A – automatic reply informing about a retired product

1. In the Keywords step, click the Add button (below the upper section), as shown in Fig. 3.

Fig. 3. This option lets you define specific keywords that will trigger sending an automatic reply.

2. In the pop-up that opens (Fig. 4.), configure the settings as follows:
   • Type your retired product name/model in the Keyword/phrase field. 
   • Select Email subject and body in the Search in drop-down menu.
   • Leave the checkbox unselected to avoid removing the keyword/phrase from the original message.
   • Click OK to save the configuration and close the pop-up.

Fig. 4. Configuring an autoresponder rule by specifying the keyword/phrase condition concerning a retired product.

3. Prepare an appropriate auto-reply message template. Go to the Design step and access the template editor by clicking Edit reply message. A sample message is shown in Fig. 5.

Fig. 5. A sample auto-reply message in response to a query about a retired product.

Configure the remaining options of your autoresponder rule according to your needs. Save the rule by clicking Save & Publish.

From now on, each time a customer refers to the retired product in their message, they will get the automatic reply you’ve just configured.

Scenario B – forwarding an email containing an invoice to the Accounting Team

1. Follow the steps 1 & 2 from the scenario A above to add a keyword-based condition to your autoresponder rule. However, this time type invoice in the Keyword/phrase field (Fig. 6.).

Fig. 6. Configuring the 'invoice' keyword that will trigger your autoresponder rule.

2. Next, go to the Design step. Remove the default {Original sender} entry from the To field and use the Add button next to it to add your Accounting Team email address (Fig. 7.). You can also add an address of an Accounting Team member, if you want.

Fig. 7. Changing the auto-reply message recipient – forwarding the original email to the Accounting Team.

3. Choose Reply and add original email as attachment from the Behavior drop-down list (see Fig. 7.). That way, the original message will be attached to the automatic reply. This is important, because the emails you will be forwarding often contain an attached invoice and you want the final recipient to get it as well.
4. Edit the auto-reply message template by clicking Edit reply message (see Fig. 7.). Provide a meaningful message to your Accounting Team, so they know what they’re dealing with (Fig. 8.).

Fig. 8. A sample auto-reply message for forwarding an email to your Accounting Team.

Configure the remaining options of your autoresponder rule according to your needs. Save the rule by clicking Save & Publish.

From now on, every email that reaches your organization and contains the word 'invoice' in its subject or body will be forwarded to your Accounting Team.

Automatic reply sent during a specific time period only

This scenario makes use of the Scheduler feature, which might be useful e.g. when you need to send special out of office (OOF) messages during a festive period or you want to send a message with general information on a service campaign when it’s under way. Below, you’ll find configuration instructions specifically for the first use case.

1. In the Scheduler step, use the toggle button to turn Scheduler on (Fig. 9.). Configure its settings as follows:
   • Choose your time zone.
   • Select the Custom recurrence pattern.
   • Click Add and specify the date range during which your automatic reply will be sent.
   • Finally, click OK to apply your Scheduler’s settings.

Fig. 9. Configuring Scheduler for the festive autoresponder rule.

2. In the Design step, click Edit reply message to open the template editor and design a special, festive auto-reply message (Fig. 10.). Remember to save the template by clicking Apply & Close.

Fig. 10. A festive auto-reply to be sent during the Holiday Season only.

Once you save (and publish) your rule, the automatic reply you’ve just configured will be sent only during the specified days.