Response Mailer Tutorial - PayPal autoresponder software: send autoreply and add subscriber to prospect database

Outline
This tutorial walks you through the steps to setup Response Mailer to automatically signup your Paypal subscribes to your newsletter. To subscribe, a person purchases your products using PayPal. Response Mailer will send a thank you email to the subscriber and add the subscriber to the mailing list. The subscriber will begin receiving monthly newsletters.

Here is sample of the PayPal email
From: paulbrown@somedomain.com
Subject: Item #48581 - Notification of Payment Received from Paul Brown (paulbrown@aol.com)

Payment Details
Total Amount: $19.99 USD
Currency: U.S. Dollars
Transaction ID: A8P89523d4C397WWL4
Quantity: 1
Item/Product Name: iPod
Item/Product Number: 1825
Buyer: Paul Brown

Step 1: Creating 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 Notification of Payment Received
After setting this filter click on the “OK” button to complete the entry.
Click on the “Next” button to continue creating an auto reply.

Step 7: Data Extractors
The screen for setting data extractors will be displayed.


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

The following screen will be displayed.

Add the Buyer extractor: 

  • Field Name – enter the name of the field, for example Buyer
  • Email Field – Select Message Body
  • Start of Data Field
        From - Select Specific text
        Text - Enter Buyer: 
  • End of Data Field
    From - Select End of line
After setting this extractor click on the “OK” button to complete the entry. The list of extractors will be displayed.

Add the Product Name extractors:

  • Field Name – enter the name of the field, for example ProductName
  • Email Field – Select Message Body
  • Start of Data Field
        From - Select Specific text
        Text - Enter Item/Product Name: 
  • End of Data Field
    From - Select End of line
After setting this extractor click on the “OK” button to complete the entry. The list of extractors will be displayed.

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 [[SenderName]] [[SenderEmail]]
    Here we want to send the email to person who emailed us. Here we are using the built-in email fields.
    Note: use the icon to select merge field to personalize the message.
  • Subject – enter the subject of the message (for example: “Thank you”)

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. See the next step for more details.
  • Field Mapping
    Prospect Email - enter [[SenderEmail]]
  • Prospect Name - enter [[SenderName]]
Click on the “OK” button to complete the entry. The list of actions will be displayed.

Step 12: Create the newsletter (sequential messages)
The next step is to create the list of newsletters that each PayPal buyer. Create the list of newsletters / e-zines, ebooks, etc.

Step 13: 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.