Auto Response Email Template

Use Auto Response Email templates to create general or unique responses that are automatically sent to prospects.  

Standard users can create, edit and delete their own Auto Response Email templates, and they can schedule delivery times for their own Auto Response Email messages.  

Manager users can create, edit and delete Auto Response Email templates for any user in the dealership.  They can also schedule delivery time for any users' Auto Response Email messages.

Select a User (Manager Users only)

Create an Auto Response Email Template

Edit an Auto Response Email Template

Delete an Auto Response Email Template

Schedule Delivery Times for Auto Response Email Messages

Select a User (Manager Users only)

Manager users have access to their own Auto Response Email templates and the templates of any other user in the dealership.

To select a user:

  1. Click the Settings link.

  2. From the User Settings section, click Add/Edit Auto Response Template.

  3. From the User list, select the user whose templates you want to view.

Note:

If the selected user does not have any templates created, the screen that allows you to create an Auto Response Template displays.

 

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Create an Auto Response Template

Create a single template to use any time you receive a message from a prospect, or create several templates to customize your response based on prospect information like vehicle make, model or year.

To create an Auto Response Template:

  1. Click the Settings link.

  2. From the User Settings section, click Add/Edit Auto Response Template.

  3. If you are a Manager user, select the user from Users list for whom you want to create the template.

  4. In the From Address box, type an email address only if you want to the message to display a From address different than your Web Control email address (name@dealer.dealerspace.com).

  5. For Make, Model, Year and Source, select values to specify the criteria you want met for the message to be sent.  

    Examples:

    • If you want to send a specific message to prospects who are looking for a particular vehicle make, such as Ford, select Ford from the Make list.

    • If you want to send a specific message to prospects who are looking for a particular make, model and year, such as a used Dodge Charger, select Dodge from the Make list, select Charger from the Model list and select Previous years from the Year list.

    • If you want to send the same message to all prospects or to the prospects who do not meet any of the other specified criteria, do not make any selections for Make, Model, Year and Source.

  6. From the Template list, select a template if you want to build your Auto Response from an existing Email template.

  7. In the Subject box, type a Subject line for the message if you are not using an Email template from the list.

  8. Build the message by typing and inserting Merge Codes from the list below the Source list.

  9. Click Submit.

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Edit an Auto Response Email Template

If you want to make any changes, such as different recipient criteria or message content, you need to edit the template.

To edit an Auto Response Email Template:

  1. Click the Settings link.

  2. From the User Settings section, click Add/Edit Auto Response Template.

  3. If you are a Manager user, select the user from the Users list whose template you want to edit.

  4. From the list of previously created templates, click the one you want to edit.

  5. Make changes as desired to:

    1. From Address

    2. Make

    3. Model

    4. Year

    5. Source

    6. Subject

    7. Message content

  6. Click Submit.

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Delete an Auto Response Email Template

If you no longer need a template, delete it from your list.

To delete an Auto Response Email Template:

  1. Click the Settings link.

  2. From the User Settings section, click Add/Edit Auto Response Template.

  3. If you are a Manager user, select the user from the Users list whose template you want to delete.

  4. From the list of previously created templates, click the one you want to edit.

  5. Click Delete.

  6. Click OK.

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Schedule Delivery Times for Auto Response Email Messages

You can schedule your Auto Response email messages to be sent at all times or just at specific times.

  1. Click the Settings link.

  2. From the User Settings section, click Add/Edit Auto Response Template.

  3. Create or edit an Auto Response template and click Submit.

  4. Set the delivery times.

    1. To schedule your Auto Response email messages to be sent at all times, click the check box above the preview of the template.

    2. To schedule specific times for your Auto Response email messages to be sent, click the check boxes as desired in the Day/Time table.

  5. Click Save.

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Revised: March 2010