How to set up autoreply for a shared inbox in Gmail?

Gmelius makes possible to create and manage group emails such as [email protected], [email protected] or a Google Group right from Gmail and Slack. You can learn more about shared inboxes here:

Once your shared inbox is created, a frequent requirement is to create an auto-reply notifying your clients that their email has been received. For instance, here is what a Gmelius user receives when she contacts our Support Team:

Gmelius Growth and Enterprise customers can put in place very powerful automation rules, including autoreplies. Here is how:

  1. Head to https://gmelius.io/automation/rules/create
  2. Enter a name for this new rule, e.g., “Auto Reply”, and choose the associated shared inbox
  3. Then, pick the condition “For each” new conversation, Then “directly” Send email
  4. Finally, click on the button “EDIT EMAIL” and compose the email of your choice.
  5. Save your changes. Voilà!

Bonus

  • Gmelius auto-replies support HTML and variables.

  • Here is the HTML code of our auto-reply:

    <div style="max-width: 540px; margin: 0 auto;">
      <img style="max-width: 100%;" 
      src="https://media.giphy.com/media/4Zki4FNMTtJCn85jLQ/giphy.gif" width="526" height="296"/></div>
      <div style="max-width: 540px; margin: 0 auto;">&nbsp;</div>
      <div style="max-width: 540px; margin: 0 auto;">Thanks for contacting Gmelius. Your request has been triaged on {{ date.today }}, and a member of our team will come back to you as soon as possible.<br /><br /><strong>Please check our</strong> <a href="https://help.gmelius.com"><strong>Help Center</strong></a> for answers to our most frequently asked questions. If you have any additional information that you think will help us assist you, feel free to reply to this email. Screenshots or screencasts are always very welcome!
      <br /><br />We're based in Switzerland and our business hours are 8am-8pm CET, Monday-Friday. Tickets received evenings and weekends may take us a little bit longer to respond.
      <br /><br />We look forward to chatting soon! <br />&ndash; The Gmelius Team<br />
      <div style="padding-top: 20px; border-top: 1px dotted #ccc; text-align: center; margin-top: 20px;"><a href="https://community.gmelius.com/">Community</a> 🎉 | <a href="https://status.gmelius.com/">Status</a> | <a href="http://news.gmelius.com/">What's new?</a> | <a href="https://trello.com/b/IiJ2Bpj7/gmelius-product-roadmap">Roadmap</a></div>
    </div>
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For any company that runs a shared inbox for their service emails, getting flooded with persistent emails from clients trying to reach your customer service at out of office hours is quite a common occurrence.

Setting an auto-reply to run on these very hours can help both your teams with prioritizing and managing your shared inbox. Most importantly it can serve as a reminder that the request is not forgotten and will be processed, once the team is back at work.

The process is exactly the same as summarized above. There is an added option once you set up your trigger. You add a condition “Email time” with the option “is outside” of your set Business hours!

See here an example for Monday to Friday workdays:

You can create another rule for weekends. In other words, you can fully adapt this to your company’s business hours and availability. This is linked to a specific shared mailbox, e.g., [email protected] so you can have different rules depending on the service offered.

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