Automatically Organize PayPal Messages

Several ReplyManager clients have asked about how to organize the various messages they receive from PayPal to be sure orders are not held up and to ensure they receive timely payments for their sales. There are two ways your PayPal email can be identified, organized and tagged.

Please note that many of these rules and folders for new accounts are already available in the pre-formatted templates.

Step 1: Create PayPal System Notifications Folder

Go to Maintenance > Folders > Add New Folder 
Add new folders as follows:

• Add the folder name "PayPal System Notifications Folder
• Enter a "From" address. This is important if you need to reply to a customer.
• Save changes.

Step 2: Create Routing Rules

Go to Maintenance > Rules > Add New Rule 
Add 2 new rules as follows:

Rule 1: PayPal System Notifications

This rule identifies any message from PayPal and puts it into the correct folder.

• Name: Paypal System Notifications
• Rank: 3 
• Conditions Match: Any one of the conditions
• Add condition: From – End with – “@paypal.com"
• Move to Folder: Paypal System Notifications 
• Apply to: Account where PayPal emails are being received
• Save changes

Rule 2: PayPal System Notifications - Payment Received

This rule tags any PayPal messages that contain "payment received" and tags it with the Payment Received category.

• Name: Paypal Notifications - Payment Received
• Rank: 4 
• Conditions Match: Any one of the conditions
• Add condition: Subject – Contains – “payment received”  
• Then: (select) Assign category and continue evaluating
• And assign: (select) Payment Received category - This should be created ahead of times in Maintenance > Categories.
• Apply to: Account where PayPal emails are being received
• Save changes

The concept of Rule 2 above can be applied to any other PayPal related automation to further customize how you organize your messages. Just change up the conditions and how the messages should be handled.

by Dale Gaines
Customer Care