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Tools - Auto Responders - How to Create Automated Responses For Off-Hours and Unmonitored Incoming Messages

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Tools - Auto Responders - How to Create Automated Responses For Off-Hours and Unmonitored Incoming Messages

  1. Finding Auto Responders
  2. Time Zone
  3. Holiday Auto Responders
  4. Auto Responders

 

 

1. Finding Auto Responders

The numbered items in Image 1 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

 

Image 1: Finding Auto Responders
 
screenshot_-_auto_responders.png
 
  1. Tools: You can find "Auto Responders" on the Tools dropdown menu.

 

 

2. Time Zone

The numbered items in Image 2 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

 

Image 2: Time Zone
 
screenshot_-_time_zone.png
 
  1. Time Zone: Verifiy your Project's time zone is correct before sending an Auto Responder. If you want to change your Project time zone, click on the link "Edit Microboard Time Zone."

 

 

3. Holiday Auto Responders

NOTE: Holiday Auto Responders are used to create a temporary auto response for days your staff may not be available to respond.

The numbered items in Image 3 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

 

Image 3: Holiday Auto Responders
 
screenshot_-_holiday_auto_responders_updated_again_2.png
 
  1. Start Time / End Time:
    * Start Time: Clicking in this field will open a calendar, here you can select the Start Time. The format to select the Start Time is date, hour, then minute.
    * End Time: Clicking in this field will open a calendar, here you can select the End Time. The format to select the End Time is date, hour, then minute.
  2. Message Text Box: Add your message for the Holiday Auto Responder.
  3. Update / Delete Buttons:
    * Update: Save Holiday Auto Responder, it will be listed on Auto Responder page.
    * Delete: Clicking this will cancel your Holiday Auto Responder and you will be sent back to the Auto Responder page. NOTE: Clicking "Cancel" will delete your Holiday Auto Responder, it will not be saved.
  4. Add Holiday Auto Responder: Click to add another Holiday Auto Responder.

 

 

4. Auto Responders

The numbered items in Image 4 correspond with the numbered list that follows the image. Refer back to this image if needed as you review the steps.

 

Image 4: Auto Responders
 
screenshot_-_auto_responders___graph_updated.png
 
  1. Days Check Boxes / Start Time / End Time:
    * Days Check Boxes: The days that the message will be sent out on the desired time.
    * Start Time: Select the Start Time from the dropdowns the hour, minute, and either AM or PM.
    * End Time: Select the End Time from the dropdowns by selecting the hour, minute, and AM or PM.
  2. Message Text Box: Add your message for the Auto Responder.
  3. Update / Delete Buttons:
    * Update: Save Auto Responder, it will be listed on Auto Responder page.
    * Delete: Clicking this will cancel your Auto Responder and you will be sent back to the Auto Responder page. NOTE: Clicking "Cancel" will delete your Auto Responder, it will not be saved.
  4. Add Auto Responder: Click to add another Auto Responder.
  5. Auto Responder Graph: This graph shows all of the Auto Responder date and times. These are in fifteen minute incremental times from Mon 12:00 AM thru Sun 11:45 PM. Graph date and times in green show that there is an Auto Responder at that time. NOTE: Holiday Auto Responders are not shown on this graph.

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