Set up automatic email & replies ✉️

How to set up the automatic email and replies

Charles Keignart avatar
Written by Charles Keignart
Updated over a week ago

💡 What is the automatic emails & replies?

Set up automatic emails to send after you had a chat with someone using Qomon.

You can set up automatic emails to trigger to contacts depending on answers to the survey, the status you assign to them, or the "next actions" you encountered during the discussion. The contact will receive ONE email at the end ;  (If - of course -  the contact card includes an email address)

🔍 Why use this feature ?

  • Transmit additional information related a contact's feedback (for example, a link to an article or a link to register to the next event...).

  • Create a customized message with potential supporter

  • Thank the contact for taking the time to answer your survey.

One of the functions of the automatic emails is to allow you to send a personalised message to each contact as quickly and easily as possible.

⚙️ How to configure automatic emails ?

To set up automatic emails, head over to the Qomon web platform, then go to the "Communication" tab.

You will find yourself in your space's General communication settings. Then, go to the Automatic Email tab.

(Settings > Communication > Automatic Email)


Configuring automatic emails is very simple and can be done in two steps:

Step 1:

📝 Write the “frame” of the email that will be sent

First, write the frame of the email that will be sent to the person who answered your survey or responded to an opportunity.

This frame includes:

  • The subject: the title of the message.

  • The body of the message: contains your introduction before the personalized message.

  • The footer: generally contains legal information, information relating to the sender, and the unsubscription process. 

Remember to save your automatic email frame when finished! 💾

Step 2:

🖇 Activate automatic emails on specific response to a survey question or on next actions, or on status

Now, head to the Organisation Settings tab.

 Activate automatic email on a survey 

You will find all questions and answers that you have created.

(Survey > Creation)

In order to activate automatic emails, simply click on the ✉️ icon.

(to be found on the same line as your answers)

 Activate automatic email on a status 

Head over to your advanced settings to find all statuses

(Settings > Contact & CRM > Level of support )

In order to activate automatic email, simply click on the ✉️ icon.

(to be found on the same line as your answers)

Automatic emails on a next action

(Settings > Contact & CRM > Tasks channels )

In order to activate automatic emails, simply click on the ✉️ icon.

(to be found on the same line as your answers)

And Now ....

The pop-up that has just opened now allows you to activate and write the message associated with this response.

The preview on the right shows you what your email will look like. You will find the frame you wrote before (the body and the footer of the message) and the message associated with the reply, which you can now write!

👋 A few things before you go….

  • Contact’s email: To be able to send an email automatically, the member of your space must fill in the email address of the citizen that was met or questioned from the Qomon mobile app.

  • Sender's address: The email address with which you send an automatic email is a "noreply" address: when a citizen receives the message, they will therefore not be able to reply to you. However, in the sending details, they can find the email address of the campaign referent in cc (carbon copy).

  • Types of responses On the survey, you can link an automatic email to 2 types of responses: multiple choice and single response.

  • Unsubscribing from automatic emails A contact who receives one or more automatic emails can unsubscribe from your email campaign at any time (they will therefore no longer receive any email from your space). An opt-out notice is included in the footer of all automatic emails to allow contacts to unsubscribe.

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