Managing Mail Auto Responders

A mail auto responder is an automatic reply that is sent out from a given mail name when incoming mail is received at that address. Auto responders can include both a text message and attached files. This mail function is often used on mail accounts for individuals who need an automated response because they are away, or are unable to check their mail for any number of reasons. In the auto responders management section you can upload and include attachment files for your auto responders, enable the auto responder function for a given mail name, and access the list of auto responders.

Attachment files repository

For the auto responder feature you have the option to include file attachments. To include a file to be selectable within the set up of auto responders for the given mail name, use the Attachment Files icon available from the Auto responders management page. The Attachment files repository page opens. It allows you to upload files and remove them.

To upload a file, specify the path and filename in the File name field, and click Send File. The attachment will then appear in the Repository.

These files will be available for any auto responders that are set up for the given mail name. To delete one or more files, select the checkboxes related to the files you wish to remove, and click Remove Selected button.

In order to enable and set up a mail auto responder for the given mail name, follow these steps:

  1. On the mail name properties page, click the Auto responders icon. Auto responders management page will open.
  2. Click Add New Auto responder. The auto responder creation/editing page will open.
  3. Enter the name into the Auto responder name field.
  4. You can enable forwarding of incoming messages that match the auto responder conditions. To do this, specify an e-mail address in the appropriate input box.
  5. In the Conditions group, you can determine whether a given auto responder should respond when specific words are found in the subject line or body of the incoming e-mail message, or you can set it to respond to any e-mail messages directed at this mail name.
  6. By default, the subject line of incoming e-mail will be inserted into the automated reply. To use a custom subject, type it into the Reply subject input box.
  7. In the Return address field, you can specify the return address that will be set up in the auto responder message. This is done for the messages not to be directed to the auto responder itself, when users use the "Reply to the message" function in their mail client software.
  8. You have an option to specify the auto responder message format (plain text or HTML) and encoding (UTF-8 is recommended). If you use HTML tags in your auto-reply message, you should select the HTML option.
  9. You can enter text to be included into the auto responder in the Reply with text field.
  10. Using the Add New Attachment button, you can attach files to be included in the auto responder. These files must be uploaded into the Repository on the Mail Names Properties page. Select the uploaded file from the Attach files list, and use the Add New Attachment button to attach the file to the auto responder. To remove an attached file, select the corresponding checkbox, and click Remove Selected.
  11. You can limit the number of automated responses per day to the same e-mail address. To do this, enter the desired number in the respective input box. The default setting is to respond not more than 10 times in one day to the same e-mail address.
  12. You can define the number of unique addresses that the auto responder will remember. Enter the desired number in the Store up to: field. This memory enables the system to control response frequency. In the event of extremely high mail volume, to protect server performance, you can limit the address memory of the system database.
  13. Click OK to submit all changes.
  14. Click the Enable button to enable the auto responder service.

 

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