Autoresponders are the solution to send automated replies and follow-up emails to the prospects and customers. Once you receive a response from the lead or contact, you have to manually exclude the contacts from the mailing list. See Also Autoresponder Scenario 

Important:

• This feature is available only for the Leads and Contacts module.
• You can set a maximum of 3 autoresponders and a maximum of 5 follow-ups per autoresponder.
• You can send maximum 250 mass emails per day, per company.
• Custom view selected for the autoresponder must contain new data. If you select a custom view in which data is not new, autoresponder will send the first email to the same old data during subsequent iterations. For example, you can select custom views "Today's Leads" and "New This Week Contacts" instead of "All Open Leads" and "Recently Created Leads". In the Today's Leads view, data is always updated with the today's data whereas the data in All Open Leads view may not change frequently.
• While setting up Dynamic type Autoresponders, always select the Custom Views according to the options in the Recurrence Pattern section. If you set the recurrence pattern as By Day, make sure your data in the selected custom view is new every day. Similarly if you select By Week, your data must be a new one for that week before the autoresponder is initiated. If the data used is old, autoresponder will send the first email to the same data during subsequent iterations.
• While executing the autoresponder, system cannot identify the duplicate records. Hence, you are recommended to check for the duplicate contacts and merge with the primary record, before setting up the autoresponder.
• At present, you cannot track the response when customer responds to your email. Hence, you have to manually select the contacts from the mailing list to exclude them from the next follow-up.
• Use the unsubscribe form in the autoresponder email templates. By using unsubscribe form, you can allow the recipients to opt out from your next follow-up and avoid Anti-SPAM complaints. See Also Setting up Unsubscribe Form

To set up autoresponders

1. Click the Leads/Contacts tab.
2. In the Leads/Contacts Home page, click Leads/Contacts Tools > Autoresponders.
3. In the Autoresponders page, click Create Autoresponder.
4. In the New Autoresponder page, under the Autoresponder Details section, do the following:
   • Enter the Name of the autoresponder. 
     
   • Select the owner of the records from the Assigned To pick list.
     By default, the field displays the name of the user who creates the autoreponder.
   • Select the Custom View to set up the recipient list for the autoresponder.
   • Select a Folder for the autoresponder.
   • Select Static or Dynamic and specify the corresponding details. (Refer the table for the list of standard fields)
     
     • Static- Autoresponder in which the Follow-up happens on a fixed date.
     • Dynamic - Autoresponder in which the Follow-up happens on predefined intervals set by you.
5. Click Save.

The following table gives the list of fields and their description when Static option is selected.

The following table gives the list of fields and their description when Dynamic option is selected.

Create Folders

In CRM, you can create various folders for a better organization of your autoresponders. This helps you to keep them classified under different categories for quick access.

To create folders

1. Click the Leads/Contacts tab.
2. In the Leads/Contacts Home page, click Leads/Contacts Tools > Autoresponders.
3. In the Autoresponders page, click Create Folder.
   
4. In the Create Folder page, do the following:
   • Enter the Folder Name.
   • Enter the Description.
   • Under Accessibility Details, select the option to specify the accessibility to the autoresponder feature.
5. Click Save.