Example 4: Scheduled sales follow up

This script allows you to send out an automated e-mail to your (potential) customers, for instance customers who have inquired about your product. An example is a software company, which provides demos of their product for download. Before the customers can download the product, they have to fill in their contact details in a Web-form. The data of this form is sent to the Emailrobot which processes the data into the database. Exactly one week later, the customer receives a personalized e-mail inquiring how the evaluation is progressing!

To set-up a similar script, you will need to have the customer details in a database including the date when the customer inquired about your product.

Furthermore, you must have prepared an e-mail text, which includes the fields you wish to use in the following format [*FIELD*], where field is the field name you wish to insert in the text. For example, to address an e-mail personally, you would write:

Dear [*Name*],

We noticed that you downloaded [*Product*] from our website and were just wondering how you were getting on with the evaluation.

After you have decided and prepared on the above issues, you are ready to create a personalized follow up!

To do this, start up the Outbound Script Wizard, by selecting 'Task' and 'Add Outbound Script' in the Emailrobot Task Manager.

Step 1: Specify the database name and table which contains the list of contacts/customers that you wish to follow up.

Step 2: Of the available fields, specify which fields you will be using. This includes not only the field that contains the e-mail addresses, but also any fields that want to use in the e-mail text. For example, if you want to send the above message, you have to select the fields 'Name' and 'Product'.

Step 3: Specify the contacts you wish to send e-mail, by setting the conditions that have to be met. For example, if you want to send an e-mail to all prospects with interest in the product 'Emailrobot', you must have a field product interest, and set the condition:

"If - Productinterest - is equal to Emailrobot"

Step 4: Specify the time after which the e-mail must be sent

Step 5: If you wish to keep track of whom you sent a follow up e-mail, you will have to specify a flag field which the Emailrobot can set to 'TRUE', or 'YES'.

Step 6: Enter the e-mail text. You can type in the message immediately, or specify a text file, which contains the e-mail message.

Step 7: Specify E-mail subject, reply to address. In addition, you must select which database field contains the e-mail address. If you wish to add a signature you can also add it in this dialog.

Step 8: Give the script a name and enter the file name to save the script in the ERobot\scripts\files directory.

After creating the script, the Inbound Script Wizard will automatically start up the Task properties dialog. The Task properties dialog allows you to specify when the Emailrobot should run your script (=Task). You can specify to run it manually (From the menu Task, run now), each time e-mail is downloaded, or at scheduled intervals. After configuring, when you wish Emailrobot to run the script, click 'OK'. Your task will now be listed in the main window of the Emailrobot Task Manager.


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