This article describes how to set up an automatic reply in the WebMail ⧉client. For more detailed information about managing email filters, see the article WebMail – Filter Settings.
The screenshots were taken in the new Elastictemplate. If you use the older Larrytemplate, follow the text instructions, or change the template, at least temporarily, according to the manual.
In this article, you will learn:
- How to create an automatic reply
- What other options automatic replies offer
- How to turn an automatic reply off and on
- Common problems
- Frequently Asked Questions
Creating an automatic reply
To create a new automatic reply, first create a new filter using these steps:
- Log in to the WebMail ⧉.
- Click the Settings.
- In the menu, select Filters.
- Click the Create.
In the Filter definition form, fill in:
- Filter name: Choose any name by which you can easily identify the filter.
- Rules for incoming message: Check All messages.
- Perform the following actions: In the menu, select Reply with message and fill in the Message body and Message subjectfields to let the recipient know that this is an automatic reply.
Finish the setup by clicking the Save.
Automatic reply options
You can extend the basic automatic reply with further options, for example:
- Limiting the number of automatic replies by sending only after a certain time has passed.
- Limiting the datesfrom when until when WebMail sends the automatic reply.
- Deleting the message.
Limiting the number of automatic replies
By entering a positive number in the How often send messages (in days) field in the Actions section, you can choose your own delay between automatic replies. The minimum is 1 day. If you leave the field empty or set the value to 0, the system sets the default interval of 7 days.
Limiting the dates (from – to)
If, for a certain period, you do not want to turn the filter on and off manually, you can set Current date as a condition. Expand the basic settings using these steps:
- In the Rules section, select matching all of the following rules.
- Select the rule Date, select its format and the condition value is greater than or equal to. In the last field, enter the date from which you want to send the automatic message, in the chosen format.
- Use the + button to add another rule.
- Select the rule Date, its format and the condition value is lower than or equal to. In the last field, enter the date until which you want to send the automatic message, in the chosen format.
Deleting the message
Deleting messages via a filter does not use the Trash. Messages deleted this way therefore cannot be restored in any way.
If you want to delete messages received in the mailbox during your absence right away, expand the basic settings using these steps:
- In the Actions section, use the + button to add another rule.
- Select Delete message.
Turning an automatic reply off and on
If you want to temporarily stop sending the automatic reply, or reactivate it, follow these steps:
- Log in to the WebMail ⧉.
- Click the Settings.
- In the menu, select Filters.
- Select the filter – the automatic reply.
- U položky Filtr aktivní přepněte tlačítko.
- Click the Save.
You can tell that an automatic reply is turned off by its faded name.
Common problems
Common problems with setting up an automatic reply include:
The automatic reply does not work
Problem: Automatic replies end up in spam or are not delivered at all.
Cause: By their very nature, automatic replies usually have a fairly high spam score.
Solution: First, check the deliverability of automatic replies by setting the rule All messages. If the automatic reply is not delivered, address the email deliverability problem. If it is delivered but the detailed filter still does not work, check and, if necessary, adjust the conditions you entered.
You can improve deliverability using the domain’s SPF and DMARC record. If you test the filter from a single address and have set a non-zero number of days between automatic replies, keep in mind that you will receive only one automatic reply per address within 24 hours.
Frequently Asked Questions
How do I cancel an automatic reply?
Either turn it off, or delete it completely using a similar procedure.
Can I reply automatically only to selected emails?
Yes, you can extend the filter with matching of recipient addresses by following the filter setup guide.