Create an autoresponder rule

This article will help you create your first autoresponder rule in CodeTwo Email Signatures for Office 365. An autoresponder rule contains the template of your auto-reply message and conditions that need to be met to send the message.

To be able to create a new autoresponder rule, you first need to turn on Autoresponder for your organization in CodeTwo Admin Panel, as described in this article.

Only global administrators and authorized users can manage autoresponder and email signature rules. Learn more

To create a new autoresponder rule, log in to app.codetwo.com, click the Add (ESIG for O365 rule add) button in the SIGNATURE RULES section and select Add autoresponder rule (Fig. 1.).

Adding a new autoresponder rule.
Fig. 1. Adding a new autoresponder rule.

On the first tab (Overview), enter the name of the rule and (optionally) its description (Fig. 2.). Use to toggle button (ON/OFF) to enable or disable the rule.

Entering a name and description for the autoresponder rule.
Fig. 2. Entering a name and description for the autoresponder rule.

The three tabs that follow (Reply fromReply to and Keywords) allow you to configure conditions (and optional exceptions) that need to be fulfilled to send the auto-reply message.

On the Reply from tab, define users / email addresses from your organization for whom you want to set up auto replies. The autoresponder rule will be triggered if an email is sent to users/addresses added in the upper section (top list). The lower section (bottom list) allows you to add exceptions. In the example shown in Fig. 3., the auto reply will be sent if any member of the Sales and Marketing group receives an email, except for Jay Crocus.

The Reply from tab. The autoresponder rule is triggered if users/addressed defined here receive an email.
Fig. 3. The Reply from tab. The autoresponder rule is triggered if users/addressed defined here receive an email.

Important

As soon as you save the rule, autoresponder licenses will be consumed for the exact number of mailboxes as defined on the Reply from tab. Keep in mind that autoresponder licenses are assigned separately and do not affect your license pool for email signatures. Both types of licenses can be reset and reassigned at any time. Learn more

Adding Group members (inside organization) as a condition for this rule and selecting any group will NOT trigger the autoresponder rule if an email is sent to the group’s email address. The rule will be triggered if an email is sent directly to any of the members of that group.

On the Reply to tab, you can decide who triggers the autoresponder rule: emails sent from anyone, from internal/external users, from users belonging to a particular group in your organization, or from specific recipients only (e.g. particular email addresses or domains). Use the top list to define users / email addresses that you want to trigger auto replies to be sent from your organization. If you don’t want to send auto replies when you receive messages from specific users/addresses, you can add them to the bottom list (exceptions). In this example, auto replies will be sent only if people in your organization (defined earlier on the Reply from tab) receive messages from External users, that is users outside your organization (Fig. 4.).

The Reply to tab. The autoresponder rule is triggered if users/addressed defined here send an email to your organization.
Fig. 4. The Reply to tab. The autoresponder rule is triggered if users/addressed defined here send an email to your organization.

If you don’t define any users/addresses on this tab and decide to save your autoresponder rule anyway, All users will be automatically added to the upper list (meaning that this rule will apply to all incoming emails sent to users you defined on the Reply from tab).

The next step – Keywords – is optional. Here you can define specific phrases that, when found in incoming messages, will trigger or suppress your autoresponder rule. When adding keyword phrases, you can use asterisks (*) as wildcards (as a substitute for other characters). The keyword settings might be very useful e.g. if you don’t want to send auto-replies whenever you receive a certain type of email. In this example (Fig. 5.), if an incoming email contains the word invoice (or invoices – hence the asterisk) in the email subject or body, the rule will not be applied, and auto reply will not be sent.

The Keywords tab.
Fig. 5. The Keywords tab.

Proceed to the Design tab to compose the template for your auto-reply message. By default, auto replies are sent from original recipients to original senders and keep the original email subject. You can change this behavior here as well.

The From field (Fig. 6.) defines who appears as the sender of your auto-reply message. In other words, if user X receives an email and it triggers the autoresponder rule, the auto reply can be sent with that original recipient (user X) or any other email address in the From field (see the Important info below for additional info). You can type an email address directly in this field or click Select and choose:

  • Original recipient (default setting),
  • Email address and type any email address,
  • User (inside organization) and select a specific user from your Microsoft 365 tenant,
  • Group (inside organization) and select a mail-enabled group from your Microsoft 365 tenant.

Important

Although you can provide any email address in the From field, it is highly recommended to specify the email address of an existing mailbox in your organization. Otherwise, auto replies sent from a non-existent mailbox, e.g. [email protected], can be either rejected or considered as spam by mail servers.

If your auto-reply message template contains placeholders, they will be replaced with data taken from Azure AD attributes of the mailbox specified in the From field, NOT the data of the original recipient. Group mailboxes are missing certain types of attributes, like First/Last name, so take that into consideration when designing a template for your reply message. Learn more about placeholders

The From field is where you specify the sender of your auto-reply message.
Fig. 6. The From field is where you specify the sender of your auto-reply message.

The To field (Fig. 7.) defines the recipient(s) of your auto-reply message. You can add multiple recipients. You can use the Cc and Bcc buttons (Fig. 7., item A) to define the recipients of your auto-reply message that will be added in the CC and BCC fields of the reply message. Type email addresses directly in these fields or click Add and choose:

  • Original sender (default setting),
  • Email address and type any email address,
  • Users (inside organization) and select specific users from your Microsoft 365 tenant,
  • Groups (inside organization) and select mail-enabled groups from your Microsoft 365 tenant.

The To, Cc and Bcc fields are where you specify the recipients of your auto-reply message.
Fig. 7. The To, Cc and Bcc fields are where you specify the recipients of your auto-reply message.

The Subject field (Fig. 8.) lets you modify the subject of your auto-reply message. You can click Add to use different Message Sender and Message properties placeholders.

Important

The Message Sender type placeholders are replaced with data taken from Azure AD attributes of the mailbox specified in the From field.

Subject example 1

If the original email subject is Get started with CodeTwo, and you customize the Subject field on the Design tab in the following way: {Original subject} Autoresponder, the auto-reply’s subject will look as follows: Get started with CodeTwo Autoresponder.

Subject example 2

If you modify the Subject field on the Design tab in the following way: {Display name} sent you a message, the {Display name} placeholder will be replaced with the display name attribute defined for the mailbox specified in the From field on the Design tab.

The Subject field is where you specify the subject of your auto-reply message.
Fig. 8. The Subject field is where you specify the subject of your auto-reply message.

Use the Behavior option (Fig. 9.) to specify what to do with the original email (that triggered the auto reply) when the auto-reply message is sent:

  • keep it in the email conversation (thread), below the auto reply,
  • remove it from the conversation,
  • remove the original email from the conversation but add it to the auto-reply message as attachment.

These options let you choose what happens to the original message when your auto reply is sent.
Fig. 9. These options let you choose what happens to the original message when your auto reply is sent.

To create or modify the auto-reply message template for your autoresponder rule, click Edit reply message. This will open a built-in template editor. In the example shown in Fig. 10., we created a reply message based on one of the built-in signature templates available in the editor. Designing auto reply templates is very similar to designing signature templates. Read this quick guide to learn how to create an email signature template step by step

The Edit reply message button lets you edit the template of your auto-reply message.
Fig. 10. The Edit reply message button lets you edit the template of your auto-reply message.

The last tab, Options (Fig. 11.), allows you to:

  • decide what the software should do if a particular rule is (or is not) applied. These settings are useful when you configure many rules and want to create a conditional rule flow, or when you send multiple auto replies. Learn more
  • schedule an activity period for the rule (Scheduler works based on a chosen time zone). Note that if the Scheduler feature is turned off for a given rule, this rule will be active all the time. Learn more
  • use the Limiter to define the number of auto replies sent to the original sender per a specified time period (e.g. 1 message per day).

Rule processing, activity and limiter options.
Fig. 11. Rule processing, activity and limiter options.

Finally, save your autoresponder rule by using the Save (ESIG for O365 rule save) button in the SIGNATURE RULES section. If the rule is currently enabled, CodeTwo service will now send auto-reply messages from your organization according to your settings.

In this article

Was this information useful?