topic Re: Managing Autoreplies in Tips, Tricks & Best Practices

Managing Autoreplies

Juniver — Thu, 04 Jul 2024 14:57:25 GMT

Hi - We are doing outbound sales and receiving a lot of autoreplies due to the summer holiday. Is it possible to have a workflow be triggered (e.g., automatically send X email template 2 weeks from now) when we receive an auto-reply (or detect certain words in the subject line, like "out of office")?

Re: Managing Autoreplies

Humashankar — Thu, 04 Jul 2024 17:50:51 GMT

Hi @Juniver

You can certainly set up a workflow in HubSpot to manage auto-replies, including "out of office" responses.

While HubSpot native capability to directly detect auto-replies are unavailable

You can make user of the below help article to develop one:

Create automated emails to use in workflows (hubspot.com)

Hope this helps - Happy to help further!!
Thank you very much and have a great one!
Warm regards

Re: Managing Autoreplies

Juniver — Thu, 04 Jul 2024 21:28:33 GMT

Hi,

The link you shared doesn't address my question, it just shows how to set up automated email sequences in Marketing Hub. I have Sales Hub Pro, and I want to automatically send an email 2 weeks after someone else responds to my initial sales outreach email with an auto-reply out of office message. In other words, I need HubSpot to detect when a message is an auto-reply, potentially by the language used in the subject line, and then trigger an action to send a template email 2 weeks later to that person (when I would assume they're back in office).

Re: Managing Autoreplies

Humashankar — Thu, 04 Jul 2024 22:32:42 GMT

Hi @Juniver

Kindly make use of the below steps - which will work well for your use case:

Start by creating a new contact-based workflow in HubSpot, navigating to Automation > Workflows, and selecting "Start from scratch.

Set the enrollment trigger to "Email Activity" and choose "Received email," then filter for specific keywords in the subject line or email body, such as "out of office" or "vacation."

You can use wildcards to capture variations.

After that, add a delay of 2 weeks or your desired timeframe to account for the summer holiday duration.

After the delay, add an action to send a follow-up email, selecting a template that acknowledges the recipient's absence and reschedules communication for their return.

Review and activate the workflow, test and rollout broadly.

It's imperative to note that this approach has limitations, as it relies on detecting specific keywords in the email subject line or body to trigger the workflow, rather than definitively identifying auto-replies.

Regards

Re: Managing Autoreplies

Juniver — Mon, 08 Jul 2024 09:44:29 GMT

Hi Humashankar,

Please see the attached image of what my platform looks like. There is no "email received" option nor is there a "subject line" option to filter for keywords within. Am I in the wrong place? Right now I am doing a contact-based workflow.

Re: Managing Autoreplies

Humashankar — Mon, 08 Jul 2024 12:07:16 GMT

Hi @Juniver

To begin, navigate to the Settings section and select "Properties". From there, create a new custom property by clicking on the "Create a New Property" option.

Name this property "Auto-Reply Detected" and designate it as a "Checkbox" type. This will allow you to track and identify auto-replies in your workflow.

To continue. Create rules that filter emails containing common auto-reply phrases, such as "out of office," "vacation," or "away." Once after navigate to the Conversations section and select "Inbox" by setup the rule.

These rules should automatically tag or update the custom property "Auto-Reply Detected" to "True" for the corresponding contacts.

After that, go to the Contacts section and select "Lists" to create a static list. This list should include contacts where the custom property "Auto-Reply Detected" is set to "True."

Besides, navigate to the Automation section and select "Workflows" to create a new contact-based workflow. Set the enrollment trigger to enroll contacts from the static list created earlier. Add a delay of 2 weeks (14 days) before sending a follow-up email template.

Regards

Re: Managing Autoreplies

Juniver — Mon, 08 Jul 2024 13:11:10 GMT

Hi, I'm not seeing any place to input rules for the new workflow - am I missing something?

Re: Managing Autoreplies

Humashankar — Mon, 08 Jul 2024 15:08:46 GMT

Hi @Juniver

I was also trying to create one and see a set of complications, which was highlighed as limitations earlier, let me try to find other effecient way to handle this use case.

Regards

Re: Managing Autoreplies

Juniver — Wed, 10 Jul 2024 10:43:52 GMT

Any update on this?

Re: Managing Autoreplies

Humashankar — Wed, 10 Jul 2024 11:53:40 GMT

Hi @Juniver

Yet to reach a solution approach on this, in the interim, am going to re-pot this in to the community for other champs advise / ideas.

Re: Managing Autoreplies

Juniver — Fri, 12 Jul 2024 11:04:04 GMT

Hi - I am paying for HubSpot Sales Pro and this seems like a pretty basic activity that I want to do. Can you please help me troubleshoot so I can do my job? Thanks.

Re: Managing Autoreplies

Humashankar — Fri, 12 Jul 2024 11:58:50 GMT

Hi @Juniver

While we also reported this in the other tag, Can you please take this to the support team to take a look.

Help Center (hubspot.com)

Regards

Re: Managing Autoreplies

BrettLee1 — Thu, 01 May 2025 14:28:35 GMT

@Juniver Bhor Incense wrote:
Hi - We are doing outbound sales and receiving a lot of autoreplies due to the summer holiday. Is it possible to have a workflow be triggered (e.g., automatically send X email template 2 weeks from now) when we receive an auto-reply (or detect certain words in the subject line, like "out of office")?

Yes, you can set up an automated workflow using email marketing tools like HubSpot, Mailchimp, or a CRM with automation features. These tools allow you to trigger follow-up emails based on specific conditions, such as detecting "out of office" in the subject line or receiving an auto-reply. You can schedule the follow-up email to send after a specified period, like two weeks. Check your platform’s automation or workflow settings for more options.