A. Confirm a PO was Received
Scenario: Customers send their POs to email@example.com. We want to send an email acknowledging that their email was received, and will be carried through and confirmed.
B. Catalog Requests
Scenario: Prospects routinely send in a request about Vendor X, and typically want a catalog or sell-sheet. Set up a couple of Rules that look at the Subject line to match the Vendor name, and respond accordingly with the correct catalog.
C. Newsletter Sign-up
Scenario: Leads sign-up in a form on the website to get on the monthly newsletter list, where the form submission is sent to us via email. Respond with a Thank You for Signing-Up that includes the latest newsletter.
- Right-click on the Mailbox that you would like to apply the Rule to, select Edit Rules.
- Click the New Rule button on the right of the list of current Rules.
- Fill in a Description for the Rule, such as "confirm PO".
- Double-click on the rule template "Send Template mail as response".
- From the list of Templates select the template you would like to send. If you have not already created a Template Email to reply with, do so and then come back to create the Rule.
- On the "When" tab of the Rule, add any specific criteria that should match to limit who receives the auto-reply. For example: click "Add", select "Subject" from the second drop-down, and enter "new PO" as the words to look for. Multiple conditions can be created in the When, such that the response could be sent whether the sender uses "PO" or spells it out as "purchase order".
- Click Save.
There are some more options in the Rules dialog that can be played with, however, the defaults will always reply as well as leave the original message that is being replied to in the Inbox.
Always test your Email Rules before letting them loose on the world.