Trigger Phrases in RevReply: A Step-by-Step Visual Guide

This guide will explain trigger phrases in the RevReply auto-responder system step by step, with simple language and pictures. By the end, you (or even Grandma) will understand what a trigger phrase is, where it can appear, and how it makes the system send an automatic reply.

Let’s dive in!

What is a Trigger Phrase and How Does It Work?

Think of a trigger phrase as a secret code word or phrase that tells RevReply’s auto-responder to jump into action. It’s a specific word or set of words that, when found in the first email you receive from someone, will activate an automatic response that you’ve set up. In other words, RevReply scans the incoming message for that trigger phrase, and if it finds a match, it immediately sends your Inbox Manager to to handle the reply.

For example, say you set “Zoom” as a trigger phrase. If a new email from a contact contains the word “Zoom,” RevReply will recognize it and fire off your auto-response about Zoom (whatever you have setup for that inbox manager).

If the email doesn’t contain that trigger word, the auto-responder stays quiet. It’s that simple – find the phrase, then send the reply. This way, you can program your inbox to respond to specific inquiries or keywords automatically, like having a helper read for certain clues and reply on your behalf.

#ZoomWithMe example (Zoom)– The trigger phrase #zoomwithme is configured in RevReply (highlighted on the left side), and the first email from the contact (right side) contains that phrase (in this case, the email talks about Zoom). Because the trigger phrase appeared in the email, the system recognized it and automatically sent the prepared response (the reply at the bottom of the right side is generated by the auto-responder). This shows how a trigger phrase acts like a switch – when the email includes the magic words, the auto-response is sent.

Where Can the Trigger Phrase Appear in the Email?

A trigger phrase can appear anywhere in the first email you receive – in the email’s subject line, in the body of the email, or even in the signature at the bottom. RevReply will look through the entire message for your trigger phrase. It doesn’t matter if the phrase is at the very beginning of the email or the very end; if it’s there, the auto-responder can catch it.

• Subject Line: The phrase could be in the subject of the email (the title of the message). For example, if the subject is “Meeting about solar project,” and your trigger word is “solar,” that’s a match in the subject.
• Email Body: The phrase might appear in the main text of the email. This is common – for instance, someone writing “We have installed 200 MW of solar capacity” in the email body would trigger an auto-response if “200 MW” is one of your trigger phrases.
• Signature: It can even be in the sender’s email signature block (the bit at the bottom with their name or company info). Sometimes companies include a special trigger word in the signature (possibly hidden) so that any reply from a lead contains that word.

Slashing 200 MW Coldwell example (Coldwell Solar) – In this example, the incoming email (right side) has trigger phrases in different places. The subject line contains the phrase ”slashing”, and the email body text mentions “Coldwell Solar” and “200” and “MW” (all highlighted in red). These are all potential trigger phrases. On the left side, the RevReply auto-responder is set up with those phrases for its trigger (each of those key terms is configured in the system). Because the first email included those phrases, the auto-response for Coldwell Solar was activated. This shows that a trigger phrase can be present anywhere in the email – whether in the subject or the body – and RevReply will detect it.