9.1-Create Auto Responders

Creating Auto Responder 

Auto responders are automated emails sent to improve subscriber’s experience. By means of auto-responders, you are offered with a way to set a predefined time interval and the criteria for the subscribers to receive the auto responder email. With MUMARA you can explore number of options to set these auto-responder emails, which eventually helps to reinforce the level of trust between you and the recipient.

You can setup action specific auto-responders, like for the new subscribers, as soon as new email contact subscribers to your list, the trigger initiates the auto-responder email linked with the new subscribers. Moreover, you have the ability to send the date specific auto responders, like auto responder emails for the inactive subscribers after the specific period of time.

For setting up auto-responders using MUMARA, reach “Create an Auto Responder” under “Auto-Responders” in the left side navigational menu. 

Like setting up an email campaign, the process of creating the auto-responder campaign consists of more than one step. The round circle filled with the blue color indicates that which step is in process. Following is the step by step guide to create a new auto-responder.

1st Step: Setup Basic Details

Figure#9.1.1: Basic Details of Autoresponder

First Step of Autoresponder

a)      Auto-Responder Name

The first mandatory field needs to be filled with the name of the auto-responder that you are about to create. The recipient of this auto-responder will not be able to see this name. The name is only to establish a distinct identity of this auto-responder within the application.

You can name it anything, but it is better to provide something relevant to the content of the auto-responder. Like the greeting message to the new subscribers can be named as “Welcome Message”, birthday auto-responders can be named as “Birthday Greetings” or anything which can help to identify the particular auto-responder among others.

Figure#9.1.2: New Auto Responder Name

Autoresponder Details

b)      Subscriber List

Select one of the currently available subscriber lists by ticking the checkbox beside its name. More than one subscriber lists can be selected for the purpose of sending the auto-responder. Tick the required checkboxes and move ahead. The Figure#9.1.2 above shows one of the lists selected underneath the name of the auto-responder.

c)      Send to Existing

You can move this button towards the right side with your mouse to select this option as “Yes”. Selecting this option as “Yes” means that the system has been directed to send this auto-responder not only to the new subscribers, but also to the existing ones in the list. From this auto-responder onward, the new subscribers who will join the selected list(s) will definitely receive this auto-responder campaign, but if you have option selected as “Yes”, the auto-responders will also be sent to the existing subscribers in the selected list(s) as well.

You may need this option in case of “Welcome Message” auto-responder to new subscribers only, as obviously the welcome message needs not to be sent to the existing subscribers. In this case you will keep this button at its default position towards left, so that the application will ignore the existing subscribers while sending the auto-responder. The following figure elaborates which function the button performs at which position.

Figure#9.1.3: Towards Right (Yes, Send to the Existing Subscribers)

Sending to Existing Contacts

Figure#9.2.4: Towards Left (No, Don’t send to Existing Subscribers)

Don't Send to Existing Contacts

d)      Search Options

You can either create this auto-responder without defining any search criteria by selecting first option “All Subscribers” or can set search criteria for the subscribers to receive this auto-responder by selecting the second option “Subscribers who Fulfill Following Settings”.

All Subscribers

If this option is selected then the application will send this auto-responder to all the subscribers in the selected list(s) by keeping the above set option “Send to Existing” into consideration. What it means that if the above mentioned option “Send to Existing” is set to send the auto-responder to both new and existing subscribers, then selection of “All Subscribers” will initiate the auto-responder to entire list including new and already existing subscribers. And if the “Send to Existing” option is at its default position to send to the new subscribers only, then selecting “All Subscribers” will result in sending this auto-responder to all the newly subscribed contacts only. 

Note: From newly subscribed or new subscribers it means that the email contacts, who subscribed to the list after setting up this auto-responder. And from the existing subscribers it means the number of email contacts exist in the selected list(s), until you create and schedule this auto-responder.

Subscribers who fulfill Following Criteria

Once you click this option, you’ll be required to set the search criteria by using the fields which appear below. Following table describes these fields.

Table#9.1.1: Set Search Criteria 

Email Contains

This helps searching and setting up filter for the emails carrying some sought of commonality. Like domain name or local part (Before @) of email addresses.

For example, to search and setup the auto-responders only for the subscribers having their email address on Gmail. You just need to type, to search the subscribers and to automatically setup auto-responders for “Gmail” subscribers only.

Email Doesn't Contain

Following the same pattern of “Email Contains” you can work with the field of “Email Doesn’t Contain” to search and schedule campaign for the particular subscribers whose emails don’t contain some word or term.

Like taking the above mentioned example of “Gmail”, you can search and setup auto-responders email for the subscribers in the selected list whose email don't contain “Gmail” as domain.


A dropdown menu which opens with three options allows selecting one of the following options.

All: Selection of the option “All” will not apply any filter to the opens in the selected list(s) and will send the auto-responder to all, regardless of their open status.

Opened Only: System will automatically separate out and will send the auto-responder campaign to the opens only.

Not Opened Only: Contrary to the opens only, selection of this option will separate out the subscribers who haven’t opened the email campaign. As a result the email will be sent to the not opened subscribers only.

If you have selected "Opened Only" or "Not Opened Only", further two options will appear right next to the dropdown. These two options are...

Globally All Campaign: It will have an effect globally on the opens of all the currently available campaigns.

Selected Campaigns: Selecting this option will open the list of all the currently available campaigns to select the desired ones. Only the opens of the selected campaigns will qualify for the auto responders.


Just like “Opened” the dropdown menu of “Clicked” provides you three options to select one.

All: It will send auto-responder campaign to entire list ignoring the status of the subscribers as clickers or non-clickers, within the selected list(s).

Clicked Only: Select this option to send auto-responder only to the subscribers, who have clicked the link of particular email campaign, earlier sent to them.

Not Clicked Only: Send this auto-responder to the subscribers who haven’t clicked the link within the email campaign, earlier sent to them. System recognizes these subscribers as not-clicked only.

If you have selected "Clicked Only" or "Not Not Clicked Only", two more options will appear next to the dropdown, and one more option underneath, to select the link being clicked. 

Globally All Campaign: It will have an effect globally on the click of all the currently available campaigns.

Selected Campaigns: Selecting this option will open the list of all the currently available campaigns to select the desired ones. Only the clicks of the selected campaigns will qualify for the auto responders.

Link Clicked: The dropdown has automatically collected the number of Links, according to your selection of the option between "Globally All Campaigns" and "Selected Campaigns". 

Set Rules 

There are three fields towards the bottom of the first step of setting up auto responder, under the set rule area. All these three fields together constitute the complete structure of new rule you want to apply. The new rule will actually enable you to explore further options for auto responder.

You can explore following number of rules while setting up new auto responder.

  • Include or Exclude Particular Country
  • Email Address that Contains or Doesn’t Contain Particular Word/Name /Domain
  • Default Email Format Is set or Isn’t Set as HTML, and Is set or Isn’t Set as Text
  • The Confirmation Status of Subscriber Is or Isn’t Confirmed, and Is or Isn’t Unconfirmed
  • “Custom Field Contains” Specific First Name, Last Name, Company Name, City, State etc
  • “Custom Field Doesn’t Contain” Specific First Name, Last Name, Company Name, City, State etc
Note: The fields “Email Contains” and “Email Doesn't Contain” need to be filled with accurate term in order to search for the right subscribers. For example, if you are searching for the subscribers whose email contains or doesn't contain particular domain name, then always write complete domain name starting from @ ( The reason why you need to do is that, in some cases the local part (Before @) of an email address contains some words matching with domain name. 

Move to the second step after completing the required information.

2nd Step: SMTP Selection

Figure#9.1.5: Auto Responder Settings

Second Step of Autoresponder

a)      SMTP List

The SMTP accounts which you have setup using “Setup SMTP Account” will appear in the box next to “SMTP List”. The list consists of all available SMTP accounts within the application. MUMARA allows selecting more than one SMTP account for sending. The rotation of multiple SMTP accounts will work the same as mentioned earlier while discussing “Schedule Email Campaign”.

Read more details of Multiple SMTP Selection in Sending Variations

b)      From Name

Provide the name of the person/company, who is sending this auto-responder, the name will appear in from field of the recipient’s email client.

c)       Sending Option

How long after keeping the subscriber into the list, you want them to qualify for the sending of auto responder? The “Sending Option” allows setting the accurate day and time. The option will be used in both the cases.

1st) if you want the subscribers to receive the auto-responder soon after joining the list.

2nd) after the subscriber has been on your list for specific time period. 

1st Instance: Send After Joining

If you want your subscribers to receive auto-responder soon after they join your subscriber list, you need to first set this auto-responder to send to newly joined subscribers only. “Send to Existing” the third option during the first step of creating an auto-responder allows you with this option, to either setup the auto-responder for the entire list(s) including the existing subscribers, or sending this to the new subscribers only.

The feature has already been elaborated while discussing the first step of creating an auto-responder. Keep the button next to “Send to Existing” at its default place (Towards left) in order to send this auto-responder to the newly joined subscribes only.

Now after you reached the “Sending Option” by maintaining the “Send to Existing” button at its default place (For sending new joins only), keep the number field next to “Sending Option” at zero. By keeping it at zero means that the auto-responder will be sent to the new subscriber soon after the subscriber joins the list, without delay. The maximum delay which can occur in this case is the gap of subscriber joining time and time of the next cron to run. 

Read more on “Cron

2nd Instance: After the subscriber has been on your list for specific time period

The second scenario is to send the auto-responder after the subscriber has been on your list for specific time period. To do this, you just need to mention the accurate number of days/weeks/months for the subscribers to qualify for the auto responder. 

Figure#9.1.6: Send After Specific Time Period

Sending Options

The above mentioned figure has set to initiate sending after the subscriber has past two days in the selected list.

d)      Track Opens

By default the option is set as “No” towards the left side, it means that by default the system will not track the opens of this auto-responder campaign. If you work this button towards the right side, it will start tracking the opens of the auto-responder campaign and will turn its color into blue.

e)      Track Clicks

The function of “Track Clicks” button is similar to “Track Opens” discussed above. It follows the similar method of keeping the button at its default position for not tracking the clicks, and moving it towards the right will turn this option on.

3rd Step: Content for Auto-Responder Email

Figure#9.1.7: Creating Content for Auto Responder

Third Step of Autoresponder

The third step belongs to the creation of the email content for this auto-responder campaign. The process of creating the email content follows the same steps as described earlier while discussing “Create Email Campaign”.  

a)      Email Subject Line

Email subject line is the mandatory field and requires filling with the subject of the auto-responder campaign, it is recommended to write it down carefully. An appealing subject containing the best suitable words to exhibit the content and the purpose of the email always help to achieve favorable results in terms of open rates. You can use a simple text line like “Thanks for Subscribing” or can also add custom variables using the “Select Custom Variables” dropdown under the “HTML Editor”. 

b)      Custom variables

Let’s you send personalized emails by putting identifiable information for the recipients, like their first name in email subject. Following illustrates the selection and use of a custom variable “First Name” in subject line.  Moreover custom variables are discussed in the following area as well.

Figure#9.1.8: Email Subject Line with Custom Variable

Email Subject Line

c)      HTML Content Editor

The “HTML Content Editor” or simply HTML editor helps to create and edit HTML content for the email/ auto responder campaign.  The “Tool Bar” at the top of the content editor will help to perform various actions like uploading new document, inserting pictures or table into the content, adding or removing anchor tags, choosing a font family for the content and other related tasks. If you want to edit or create the email campaign outside the application using some other editor, the “Source Code” under the menu “Tools” lets you to copy the source code of your content.

Figure#9.1.10 shows the HTML content editor while selecting “Source Code” under “Tools”

Figure#9.1.10: Create and Edit HTML Content

HTML Editor

d)      Dynamic Tags

Dynamic content helps to add content variation in order to engage the recipients by sending personalized emails to them. MUMARA enables adding these variations with an ease that even a non-technical person can handle it.

e)       Select Custom Variables

As mentioned above dynamic tag improves the relevancy of your content to a large extent which helps to accelerate the process of achieving the targets. When you click “Select Custom Variables” a dropdown menu will appear on your screen, clicking on any of the element in dropdown will create a dynamic tag in the body of your content.

For example, clicking “First Name” from the dropdown will create custom variable %%first_name%% in the content area of the HTML editor, see Figure#9.1.11.

After the auto responder email is being initiated, it will automatically call their first names from the lists, Eventually as a result, it will be the first name which appears in the email that the subscriber receives, and not the raw custom variable %%first_name%%. You can further copy and paste these variables in the subject line to send more relevant and personalized subject line.

Figure#9.1.11: Making use of Custom Variables

Custom Variables

f)      Add Unsubscribe Link

It is highly recommended practice to add an unsubscribe link towards the bottom of your content. An unsubscribe link allows the recipient of your email to unsubscribe rather than hitting your email as spam, to discontinue further emailing.

MUMARA lets you to add unsubscribe automatically during the process of creation a new email campaign. Click “Select Custom Variables” and then “Unsubscribe Link” from the bottom of the dropdown which appears. This will automatically create a variable (%%Unsubscribe%%) inside the body of your email campaign.  Recipient of the particular email campaign will see a complete unsubscribe link instead of the raw variable %%Unsubscribe%%. 

Figure#9.1.12: Adding Unsubscribe Link

Using Unsub Link

g)      Select Custom Fields

Dropdown menu which appears after clicking “Select Custom Variables” only contains those custom fields that are incorporated into the application as default settings. You might have remembered the page using which you have created your subscriber list. All these fields except for “Unsubscribe” and “Title” were displaying on the very page to select the required fields by ticking the checkboxes. We call these the default custom fields.

Next to select custom variables, another dropdown appears by clicking “Select Custom Fields”. Only the additional custom fields appear in this dropdown, for example a field for gender, designation or something else according to your requirement. The application will perform the same function to call the custom variable as described above while discussing the details of “Select Custom Variables”. Nothing will appear after clicking “Select Custom Fields” if no additional custom fields were created.

h)      Spin Tags

Spin tag is another incredible way to send personalized emails to your subscribers. Spin tags help to create dynamic content by replacing particular word used as placeholder with the list of the words you have proposed to replace the placeholder. You first need to create and save the spin tags within the application/ user account, already existing and saved spin tags can only be used while creating a new email campaign.

In order to use the already created and saved spin tags, click “Select Spin Tags” underneath the HTML editor next to “Select Custom Fields”. Once you click “Select Spin Tags” all existing spin tags will appear in a dropdown to make a selection of the desired spin tag with its name. 

More on Spin tags

Figure#9.1.13 illustrates the selection of a spin tag, where an already existing spin tag “Morning “appears in the dropdown. What it means, “Morning” is the text in the placeholder to be replaced with the list of words you have proposed to use instead of “Morning”.

After the selection is complete the text in the placeholder will appear in two curly brackets {{Friend}} as shown in the Figure#9.1.13. Each of the recipients of the particular email campaign with the spin tag in the email body will be able to view a separate word/phrase, from the list of the words/phrases proposed to replace the placeholder {{Friend}}.

Figure#9.1.13: Working with Spin Tags

Working with Spintags

i)     Select Dynamic Content Tags

The difference between the spin tag and the dynamic content tag is that the spin tag rotates the content randomly across the subscriber list, while the dynamic content tag allows defining criteria for the specific number of subscribers in the list to receive the dynamic content tag. Only the tags you already have created using "Create Dynamic Content Tags" will be popped up to select. 

More on "Create Dynamic Content Tags"

j)      Copy as Text

This feature “Copy as Text” lets you to copy all the text from the “HTML Content” editor to the “Text Content” editor. No matter whatever is written and how long it is, it just needs a click of your mouse to copy all as text into the “Text Content” box below. The action illustrated by the image below.

Figure#9.1.14: Copy as Text Below

Copy as Text

k)      Text Content Editor

Text content editor helps to create the text based email content for the auto responder. The process of creating the campaign will remain the same as discussed above for creating HTML content, the mandatory fields will remain the same and needs to be filled with appropriate information like “Email Subject Line” etc.

Moreover, the “Dynamic Tags” part, process and selection of custom variables will remain the same as discussed above for HTML content. You can add unsubscribe link automatically, can select custom variables from the dropdown and can use spin tags as well, the only difference is that the text box is for the purpose of creating text content and the HTML editor with lots of tools is developed to create and edit HTML content and Newsletter campaigns. Moreover, you'll have this ability to attach up to 3 files with each auto responder you create.

Figure#9.1.15: Creating Text Content/ Text Content Editor

Text Editor

Here finishes the details of a new auto responder, to save the details of newly created email campaign click “Submit”, click “Rest” to simply wipe out and revise all the details.

Preview Your Campaign

MUMARA offers this integrated tool to check the inbox preview of your email campaign, before you actually send it to any of your subscriber list. This helps to scrutinize the content, to verify that the custom variables are working properly, to confirm that the spin tags are replacing the placeholder text with lists of the given words, and how does this particular email campaign appears in different inboxes, including the inboxes of major email clients?

a)      Use SMTP for Preview

To send a preview to the inbox, you need to first choose one of the existing SMTP accounts. A dropdown will appear on your screen consisting of the list of available SMTP accounts. Make sure you have setup SMTP account, in order to send a preview of your campaign to your inbox.

See the following Figure#9.1.16

More on “Setting up SMTP Account

Figure#9.1.16: Selecting SMTP for Preview Email

SMTP for Preview Email

b)      Preview to Email

After you select the SMTP account, fill this field with an email address where you want to send this preview email to. It can be an email of a local domain or also your personal inbox of some major email client like Gmail, Yahoo or AOL etc. This way you can preview how the newly created email campaign appears in different inboxes. You can choose to send a BCC of this preview email to another inbox by filling out the field BCC preview to Email. The following figure indicates the position for BCC email with an arrow. 

Figure #9.1.17: Provide Email to Send Preview To

Preview Email
After you complete the above mentioned steps, just click “Send Email Preview” and check the preview of your newly created auto responder email in your inbox.