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Replies

A reply stops the sequence and waits for you.

The reply is matched to the person and the campaign, labelled, and the emails still to come are stopped. You answer from the thread, from the same mailbox.

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A reply arrives, the follow-ups stop, and Tom answers from the mailbox that sent email 1.Example records

Your decision

The follow-ups have stopped. What happens next is yours.

Any reply stops the emails. As soon as it is stored, before it is labelled. The first reply’s label also sets the lead’s status in that campaign.

  • InterestedMeeting request

    What it changesThe lead moves to Meeting in that campaign.

    Your moveAnswer and offer a time.

  • QuestionObjectionOut of officeOther

    What it changesThe lead moves to Replied.

    Your moveAnswer it, or write again when they are back.

  • Not interested

    What it changesThe lead is marked lost in that campaign.

    Your moveLeave it, or thank them.

  • Unsubscribe

    What it changesMarked lost, and the address goes on your workspace's suppression list.

    Your moveNothing. Every later email to them is blocked.

Answering

Answer once, from the mailbox it started on.

  • To people who wrote backReplies is where you answer them. New conversations start from a campaign.
  • From the mailbox the conversation started onIf that mailbox is paused or at its daily or hourly limit, your reply is held with the reason and stays on that mailbox.
  • OnceA double click or a retry does not send it twice. If the connection drops before your mail server confirms, it is marked Outcome unknown and waits for your decision.
  • Opt-outs are respectedAn address on the suppression list is blocked for manual replies too.
Your replyFrom tom@ledgerandco.example
QueuedSending

Recorded once. A second click or a retry does not send it again.

  • Sent (accepted by the mail server)

    The mail server took the message. This does not confirm it reached the inbox.

  • Not sent

    The original mailbox reached its daily sending limit. Held before sending. No other mailbox was used.

  • Outcome unknown

    The connection ended before the mail server confirmed. It may have been sent, so it is never retried on its own.

    Record as sentLog shows it was not acceptedNo evidence yet: escalate
Queued, sending, then one of three ends. Each says what happened.Example records

Opt-outs

One opt-out covers every project.

A reply labelled Unsubscribe works like a click on the link in the email: the address goes on your workspace’s suppression list. Later campaign emails and your own replies to it are blocked until someone removes it.

Paul GreavesTue 22 Sep 14:48

Please take me off your list, thanks.

UnsubscribeFollow-ups stopped
Suppression listEvery project in the workspace
paul@greavesfabrication.exampleOpt-out reply · added automatically
From now on
  • A later campaign email, in any projectRejected at send
  • A manual reply to himNot sent

Until someone removes the address from the list.

An opt-out reply, the suppression list, and what it blocks from then on.Example records

Questions

About replies.

How quickly does a reply stop the emails?
Mailboxes are checked for replies every 5 minutes. When a reply is found, that campaign's remaining emails to the person are cancelled straight away, including ones you already approved. An email due before that check can still go out.
Which messages does it read?
Answers to your campaign emails that arrive in each mailbox's inbox folder, read over IMAP every 5 minutes and matched to the person and campaign through the email they answer. Each mailbox shows when its replies were last read. Your other mail stays in your mailbox.
Does an out-of-office reply stop the sequence?
Yes. Any reply stops that campaign's remaining emails to the person, whatever its label. To write again when they are back, answer the thread yourself.
What happens when someone asks to be removed?
A reply labelled unsubscribe puts the address on your workspace's suppression list, just like a click on the unsubscribe link in an email. Every later email to it is blocked, in every project and including manual replies, until someone removes it from the list.
What does Outcome unknown mean?
The connection to your mail server ended before it confirmed your reply. It may have gone, so it is never sent again on its own. Check the mailbox's Sent folder, then record what happened: sent, not accepted, or no evidence yet.
Which emails does a reply stop?
The remaining emails of the campaign it answers. If the same person is in another campaign, that one carries on, unless they unsubscribed.
What if a reply cannot be labelled?
It still stops the emails, because that happens as soon as the reply is stored, before it is labelled. Labelling is tried again later.

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