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Introduction This step by step guide will show you an example on how to create and use follow-up messages in PromaSoft Autoresponder. Following scenario will be implemented:
Step 1 - The request from our correspondent Everything always starts with an email that is being sent to you requesting information. Such a mail when read using a normal email reader could look like following.
What we first plan to do on a high level is to send that person a reply telling him/her that we have received their request for information and that they can expect it in their inbox soon. Step 2 - Create our empty mailing list We of course need to store the email id's of all persons requesting information into a mailing list. Later we can use it for other purposes. The easiest way to store email IDs in PSAR is to store them in a mailing list.
Our new empty mailinglist is now created. Step 3 - Create the filter As it is always the case with PSAR we need to create a filter that will detect the incoming request for information and perform the necessary actions. These actions will be
Detecting the message As we want to differentiate a message with a genuine information request from other messages that might arrive in our inbox we need to tell PSAR what to expect in a certain part of the message body. In our example we will use part of the subject. Enter Send information into the subj. field.
Cleaning up We want to keep both our POP server and PSAR message database clean. To do that select both [Delete from POP if matched] and [Delete from PSAR if sent and deleted from POP] options.
Initial reply text Enter your company name. In this example we will use YourCo Enter you email address. This is the address where the replies to you emails will be sent to. In our case we want the replies to go to initial@yourco.com Enter the reply text. For an example see below picture.
Step 4 - Other actions At this point we have setup the responder so that it replies to any email with the words send information in the subject line. Nothing more, nothing less. To keep track of the people that requested information we need to store their email id in our mailing list we created above. Later is will be clear why we need to do that. Click The . This will present following panel
At this point in time we've setup a responder that listens to messages where the subject contains the words Send Information and will store the correspondent's email ID in the mailing list MyList. We can manualy use this mailing list to send mailing to all people in that list but that's not the purpose of this setup. Click the button to close the forwarding and actions panel Click the button to close the filter definition panel Step 5 - Creating the Mailing Now the time has come to setup our three follow-up messages.
On the mailings panel click the [New] button and enter a name for your mailing. For this example we'll use Campaign. The recipients The recipients for our mailing are all listed in the mailing list MyList. So we will instruct PSAR to send the mailing to all email id's listed in this list. Click [Add Recipient] A similar panel as we got for the subscription processing will be presented. But now it's not subscription processing we want to perform but we want to choose a destination, being MyList
Double click on MyList. Now our mailing list will be added to the destinations list
Click [Done] on the Add/Remove panel First follow-up Make sure the tab is selected. For clarity the first follow-up basically is not a follow-up. It the main mailing message. Enter following details
Second follow-up to enter the second follow-up message (PSAR will indicate this as the first follow-up to the main mailing message) click the Follow-up tab and click Copy original and Add Follow-up You are free to change any of the details. For example see below picture
Third follow-up To enter the third follow-up (indicated by PSAR as the second follow-up to the main mnailing message simply click the Copy original and Add Follow-up again. Change the details like needed.
Telling PSAR to stop after sending the last follow-up For this scenario it's not needed to send anymore email after a person has received the last follow-up. To tell PSAR NOT to start with the main message again after the last follow-up has been sent check the Stop when last follow-up sent option.
Scheduling the mailing As we can read from the scenario we want the mailing to go out with an interval of one day. To do that click on the Scheduling tab. At what time do you want the correspondent to get his information in his inbox? You might want to send it in the morning at 7 am so that the correspondent can read his information before going to work. To do that use the + and - buttons to indicate somewhere around 8 am. Make sure that the date is set to the current day. If you set it in the future, PSAR will wait until then to start sending out the information.
Now set the interval like below
Note that repeat always is checked. This is to tell PSAR that it's a continuous mailing that should be performed each and every day. Don't jump yet. If the mailing list MyList is empty PSAR will not send out anything. Also if a person has received all three follow-up messages, PSAR will mark that person and won't send out the mailing to that person anymore. Activating the mailing Last thing to do is to tell PSAR that this mailing can be active. To do that check the Active check box.
You will notice that the title bar turns green (unless you specified a date and time in the future). This tells us that the mailing will go out on August 2, 2000 at 07:59 to all people in the mailing list MyList. You also see that there are 2 follow-up to the main mailing messages (so in total three messages) Click the [Done] button. The first time PSAR runs another cycle you will notice following
This tells us that PSAR has submitted our mailing but that there were no email id's in the mailing list MyList. Which of course is correct. If you return to the mailings panel you will see following
Notice the Next field. It tells us that the next submission will be on August 3. That's exactly one day later. If in the mean time someone request information he will get his first chapter on August 3, 2000 at 07:59 am. Below is an example on how things might go
As you can see from the table above PSAR treats every subscribing user seperately. Tracking If you want to see which user has got what chapter go to the mailing panel, select your mailing and click on the Follow-up Tracking tab. There you will see which users have received what follow-up. If the background of the email id is black it means that they have received the last followup and will no longer receive anymore messages out of this campaign. You can manually stop sending further follow-ups to a specific user by simply ticking the stop field in his record.
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Click the 
Click on the 
Click the 
Click the [Filters] button. 
Click the [New] button. On the panel that is
present to you enter a name for your new filter. For this example
we'll call it Information Request
Click the 
