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 are automatic emails & replies?

Set up automatic emails to send after you’ve had a chat with someone using Qomon. You can set up automatic emails to trigger contacts, depending on the answers they’ve given.

For example, you can send one after they have taken your survey, depending on the status you assign them, or after you assign them a "next action" (ex: contact again, invite to your next event etc). The contact will receive ONE email at the end; only, of course, if your contact included their email address in their response!

🔍 Why use this feature ?

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

  • Create a customized message with a 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 personalized 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 on the right-hand side of the automatic email box.

You can also access the automatic email settings by following this:

(Settings > Communication > Automatic Email)

Once you’re in the automatic email section, you just have to follow 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 responses to a survey question, on next actions, or on status 🖇

Activate automatic email on a survey

(Survey > Creation).

Now head to the surveys tab on the left-hand side of the menu. You will find all the questions and answers that you have created.

​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 support status

Head over to your advanced settings to find all statuses

(Space settings > Contact & CRM > Support Levels )

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

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

Activate automatic emails on a next action

In the same Contacts & CRM tab, click on task channels.

(Settings > Contacts & 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 after clicking the ✉️ icon 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….

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

  • You can choose the email address you wish to be the sender's address, and you can specify a different address for replies.

  • The address with which you send an automatic email is a "noreply" address by default. When a citizen receives the message, he won't be able to reply. However, you can modify the email address to make it possible to reply as mentioned above.

  • Types of responses: On the survey, you can link an automatic email to any type of question and two types of response (Checkbox and Single response)! Read here to learn more about surveys.

  • 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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