Response Mailer Tutorial - Newsletter signup : subscriber
opt-in
Outline
This tutorial walks you through the steps to setup Response Mailer to automatically
add new subscribers using the follow-up opt-in feature. 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" <newsletter1@devicode.com>
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 Followup Responder
Choose option “New Follow-up Responder” from the “File” menu.
Step 2: Create a New Follow-up Responder
The following screen will be displayed.
Click on the “Create” button.
Step 3: Setting General Follow-up 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: Create your messages
The following screen will be displayed.
Click the "New" button to add a message.
The following screen will be displayed.
The key fields on this screen are :
- Message Title – the message title which will be used to identify this
message.
- Schedule – indicate the time for scheduling the delivery of the message; use
the pull down menu to set the number and the time frequency (Hours, Days,
Weeks, Months)
- Message – create the contents of the message body
After entering the information click on the “Message” button.
Step 5: Enter the message content
The following screen will be displayed.
The key fields on this screen are :
- From – the senders email and name
- Subject – enter the subject of the message
- Attachments – click on the “Add” button to add a document that will be sent as
an attachment
Enter the From and Subject and click the "Next" button.
The following screen will be displayed.
Enter the body of the message. For HTML message you can utilize the
toolbar to add various formatting to the message.
Click the "Finish" button to save the message.
You can add additional messages by repeating Step 4 and Step 5.
After entering the all your messages click on the “Next” button to move onto
the next screen.
Step 6: Opt-in / Opt-out
The following screen will be displayed.
Check the 'Prospect Opt-in' box and click the 'Add Prospect' button to automate the adding of new prospects.
Step 7: Opt-in Filter
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 to match the web form email.
Select 'And the subject line contains the following' item and click the 'Words/Phrases' button.
The following screen will be displayed.
This is the screen for setting the conditions an incoming message
must meet in order to be processed by ResponseMailer.
These conditions are related to words or letters that you expect an incoming
message to contain in specific fields.
The following are the available parameters:
- Enter the word/phrase to filter on – click
the Add button and enter WebForm Newsletter Signup -
After setting this filter click on the “OK” button to complete
the procedure. If you need, you can add more Incoming message filters to precisely identify the opt-in email.
After entering the all your filters click on the “Next” button to move onto
the next screen.
Step 8: Data Extractors
The following screen will be displayed.
This screen will allow us to extract specific information from the incoming message filter. In this
case we want to extract the Name and Email Address from the web form email.
Select the first 'Extract data from incoming message BODY' item and click the 'Extract field' button.
The following screen will be displayed.
This is the screen for setting the conditions an incoming message
must meet in order to be processed by ResponseMailer.
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
After setting this extractor click on the “OK” button to complete
the entry.
Setup another one to extract the Email address as follows::
- 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
After setting this extractor click on the “OK” button to complete
the entry. If you need, you can add more parsers to extract additional information.
After entering the all your extractors click on the “Next” button to move onto
the next screen.
Step 9: Actions
The following screen will be displayed.
This screen will allow us to perform a number of task with the extracted information. In this
case we want to send an thank you email and add the person to the prospect database.
Select the 'Reply with an email message' item and click the 'Send Email' button.
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.- Subject – enter the subject of the message
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.
Select the 'Add an new prospect to the database' item and click the 'Add Prospect' button.
The following screen will be displayed.
The key fields on this screen are :
- Field Mapping
Prospect Email - enter [[Email]]
- Prospect Name - enter [[Name]]
Click on the “OK” button to complete
the entry. If you need, you can add perform more action.
After entering the all your actions click on the “Finish” button to return to the Opt-in/Opt-out screen.
Step 10: Prospect Opt-out
You can repeat Step 7 through to Step 9 to automatically remove prospects from the database.
Select the 'Remove prospect from the database' item and click the 'Remove Prospect' button.
The following screen will be displayed.
The key fields on this screen are :
- Field Mapping
Prospect Email - enter [[Email]]
Click on the “OK” button to complete
the entry.
After entering your opt-in/opt-out click on the “Next” button to move onto
the next screen.
Step 11: Prospect Opt-in list
The following screen will be displayed.
Click the "Finish"
button. If you have just a few prospects you can add them by clicking the 'Add Prospect button'. If you already have a prospect leads file you can import them into the program with the 'Prospect Import' feature.
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.
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