Adding Images to Emails Within ReplyManager

The new ReplyManager HTML Editor includes an Add Image tool so users can insert an image into their email, which is different from simply including an attachment. Images are not uploaded, but are referred to by placing the URL of a hosted image (images stored at other virtual locations) into the HTML of the email. Here is how to do it:

Be sure the HTML Editor is active. While composing the email, click on the Insert / Edit Image button and add the URL of the image. Advanced features include positioning within text and linking the image to a URL.

Even better, if you use Firefox or Safari, the Drag and Drop feature is available to you when inserting images into an email.

If you are not sure what the URL of an image is (e.g. where it is hosted), but can see the image on a website (e.g. your company logo), right click on the image and select View Image, Copy Image Address or Properties (IE). You'll see the URL of the image in the address bar.

For example, if I want to insert the ReplyManager Email Management logo into an email I would include the following URL:

http://www.replymanager.com/images/rm_logo.gif

To include attachments, please use the File Attachment function.

Changing a From Address Within An Email String

Ever receive an email with an incorrect From address or want to change the From address (e.g. when Sales Leads are forwarded to an account) without disrupting the email conversation? Incorrect From addresses often lead to undeliverable replies which can be frustrating. With ReplyManager v4, the fix is quick and easy.

1. Open the email
2. Look for the From: email address that appears as a link
3. Click on the "2 people" icon
4. Enter the New From email address
5. Click update

Now each time you reply to this email, the correct client address will appear.

Managing Autoresponders in ReplyManager V4

ReplyManager can be configured to send autoresponder emails, automatically, based on specific rules or folders. These can be very simple ( e.g. Thank you - received your email and will respond.) or quite complex (e.g. Using macros in the subject or body). The message immediately provides information to the prospective customers and provides a bit of cushion for the next followup.

In ReplyManager v4, autoresponders can be enabled or disabled by marking (or unmarking) the checkbox. This is helpful if you want to temporarily deactivate the autoresponder without deleting its content. Autoresponders can be configured in a specific folder or as an action to a rule.

1.) For Folders, go to Maintenance > Folders. Click on the Folder you want to edit. Scroll down to the Autoresponder box and enter the From, Subject and Body. Click on update.

2.) To configure Rules, go to Maintenance>Rules. Click on the Rule you want to edit. Enter the autoresponder form data. The autoresponder will be sent to email originators that match the rule criteria.

Address Book Matching Rule

For customers that wish to organize their folders within ReplyManager by Client Name (ABC Company), you can now collect all incoming email from a specific email address that is part of a particular Group in your Address Book by using Rules to route the emails into a specific folder.

How It Works
ReplyManager will search the Address Book for a match, then will route incoming email (from a specific entry or group) to a folder based on email(s) belonging to a Group in the Address Book. You will be sure to have ALL correspondence from ABC Company in one specific folder!

How To Do It
Click on the Address Book button. Click on New Group. Select one or more addresses to define your Group and click Update. The system will automatically generate an email address for this Group. Next, go to Maintenance > Rules > Add New Rule. Create a name for the Rule (maybe ABC Company Group Rule). From the Conditions - select From, Equals, and then enter the group email address assigned by the system. Select the folder you would like the incoming emails to be placed in and click Update.

New and Improved Help

Although ReplyManager has always had a comprehensive help section, we converted it to a searchable database to help find topics more easily. You may also notice that when you click on the Help link while on a specific topic, you go directly to that related topic.

For example, if you are viewing topics in the Administrative area and you click on Help, topics for Administration will display. There are lots of internal links to other topics as well.

ReplyManager v4: Clean Up Attachments

If you are chomping at the bit to clear some space out of your ReplyManager account, version 4 now provides an easy solution with the Clean Up Attachments feature. Administrators can follow the directions below (also available in the Help Section):

Select Maintenance, then Recycle from the menu. To remove attachments from emails (in bulk) without deleting the actual email, select the applicable filters under Clean up Attachments. Available filters include: From a folder(s), with a specific status, and/or the “Older Than” date (deletes attachments with an original date older than the date selected).

!! WARNING !!
This feature does allow administrators to delete ALL attachments EVERYWHERE and deleted attachments CANNOT BE SALVAGED, so please proceed with caution. You may want to start by testing a small grouping first.

We don't mean to yell, but this is really important.

Enable HTML Editor for ReplyManager v4

Available Week of June 16-22
ReplyManager Version 4 now includes one of the most comprehensive HTML editors for web-based email management. Before using, a Super Administrator must activate it and an Administrator must activate specific user accounts. Here is how...

Activate HTML Editor in Section - SUPER ADMIN
Go to Setup: Sections. Click on a section to edit. Mark the checkbox next to "HTML Editor". Click the Update button to save.

Activate HTML Editor for Specific Users - ADMIN
Go to Maintenance: Users. Click on a user to edit. Mark the checkbox next to "Use HTML Editor". Click the Update button to save.

About HTML Editor
Users can add HTML formatting when creating new email, responding to email, managing signatures and adding notes. When editing text, available formatting features include: boldface, italics, strikethroughs, bullets, blockquote, text alignment, etc. Simply click on the format button after highlighting the affected text. Spell check displays country flags. Click on the flag before conducting a spell check.

The Insert / Edit Image button allows users to insert and position hosted images (images stored at other virtual locations). Images cannot be uploaded into the body of the email. To include attachments, please use the File Attachment function.

For advanced users, a Source Code button is available to view and manipulate the HTML code.