Response Mailer Tutorial - Newsletter signup : send autoreply and add subscriber to prospect database

Outline
This tutorial walks you through the steps to setup Response Mailer to automatically process newsletter subscriptions. To subsribe, a person first fill-out the subscription form on your web site. Response Mailer will send a thank you email to the subscriber and add the subscriber to the appropriate follow-up database. The subscriber will begin receiving weekly newsletters.

Here is sample of web for email
To: "eZine" <newsletter@somedomain>
Subject: WebForm Newsletter Signup - paulbrown@aol.com

The following information was submitted.
Name : Paul Brown
Email : paulbrown@aol.com
Affiliate: 1233
Product : weekly newsletter

Step 1: Create a new Autoreply responder
Choose option “New Autoreply” from the “File” menu to display the following screen.

Step 2: Add Autoreply
The following screen will be displayed.

Choose “Create an Auto reply using normal view" and click on the “Create” button.

Step 3: Setting General Autoreply Information
The following screen will be displayed.

 

The key fields on this screen are :

• Title – enter short title for this campaign
• Description – enter a short description for this campaign
• Mail account – use the pull down menu to choose the mail server that will be used for sending this auto reply or choose option “Add E-Mail Account” to create a new E-Mail Account.
  - icon for viewing or changing the settings of the selected mail server.

After entering the information click on the “Next” button to move onto the next screen.

Step 4: Setting Incoming Message Filters
The following screen will be displayed.


This screen will allow us to set the incoming message filter. In this case we want to setup a filter that will match all email messages that come to our mailbox.

Step 5: Message Filter Menu Button
Click the arrow on the “New” button and select “Incoming Message Filter” to display the following screen.

Step 6: Incoming Message Filter
The following screen will be displayed.

We now need to create the incoming message filters. This is the screen for setting the conditions an incoming message must meet in order to be processed by ResponseMailer.

The key fields on this screen are : 

• Email Field – select From line
• Enter the word/phrase to filter on – Click the 'new' icon and enter <newsletter@somedomain>

You can also add an additional filter:
Email Field – Select Subject Line
Enter the word/phrase to filter on – Click the 'new' icon and enter WebForm Newsletter Signup

Click on the “Next” button to continue creating an auto reply.

Step 7: Data Extractors
The screen for setting data extractors will be displayed. Extractors allow you to capture specfic information from the email. For example you can extract the first name, last name or other fields.


Click “New” and select “Extract Data from the Incoming email”.

The following screen will be displayed.

Add the Name extractor: 

• Field Name – enter the name of the field, for example Name
• Email Field – Select Message Body
• Start of Data Field
      From - Select Specific text
      Text - Enter Name : 
• End of Data Field
  From - Select End of line

Add the Email extractors:

• Field Name – enter the name of the field, for example Email
• Email Field – Select Message Body
• Start of Data Field
      From - Select Specific text
      Text - Enter Email : 
• End of Data Field
  From - Select End of line

Step 8: Action
Click on the “Next” button to continue creating an auto reply. The screen for adding actions will be displayed.

Step 9: Message Action Menu Button
Click the arrow on the “New” button and select “Send a New Email” to display the following screen.

Step 10: Send a New Email Action
The following screen will be displayed.

The key fields on this screen are : 

• From – enter your email address.
• - this icon is used to insert data fields to personalize your messages.
• To – enter [[Email]]
  Here we want to send the email to person who emailed us. Here we are using the Email field that we extracted
  Note: use the icon to select merge field to personalize the message.
• Subject – enter the subject of the message (for example: “Out of office AutoReply”)

After entering the information, click on the “Next” button to enter message body.

The following screen will be displayed.

This screen contains various options for formatting the text. The key fields on this screen are : 

• Message – enter the message you would like to send
  Note: use the icon to select merge field to personalize the message.

After entering the information and click on the “Finish” button.

Step 11: Add a prospect
Click the arrow on the “New” button and select “Prospect Opt-in” to display the following screen.

The key fields on this screen are : 

• Prospect Database – Select the database to store your mailing list.
  Note: You can either use an exiting list or create a new one by choosing 'New follow-up' from the 'New' menu on the main screen.
• Field Mapping
  Prospect Email - enter [[Email]]
• Prospect Name - enter [[Name]]

Step 12: Verify
Use your email program to send a test message.
Right-click this Auto reply and select Receive/Send from the menu. This will allow ResponseMailer to immediately check your mailbox.
Note: that the program will automatically scan your inbox for new message and send the autoreply, but since we want immediate results we are manually activating the Receive/Send operation.

Check the recipient mailbox for the auto response email.
Check the follow-up responder prospect database for the new subscriber.
Once you have it working you can edit the responder to add additional filters, extractors and actions.