Configure Automated Email Response - Missing Attachments

Instantly respond to emails without attachments with ease using automated responses in outlook - a sophisticated way to streamline communication and notify vendors attachments are missing.

Instructions

Open Outlook and go to the "File" menu.

(Make sure the correct email inbox is selected)

Select "Manage Rules & Alerts."

In the "Rules and Alerts" window, click on the "New Rule" button.

Select "Apply rule on messages I receive" and click "Next."

In the next window, select  “where my name is in the “To” or “CC” field and press “next”"

In the next window  select  “Have the server reply using a specific message” and click the bottom hyperlink to open the window and add the message

Add the following message to the email and close the email window and save. Then press “next”

MESSAGE TEMPLATE - PLEASE ADD YOUR COMPANY DETAILS

Reply to Sender if no invoice attached: <<Senders email address>>

Subject: <<Company Name>> Email Return Notification - Missing Attachments

Message Body: 

“Dear Valued Supplier, 

<<Company Name>> has implemented new invoice automation software and your email has been delivered to our dedicated Invoices, Credit Note and Statements only mailbox without any suitable attachments.

If this email is regarding a payment inquiry, please redirect your inquiry to <<add email address>>

If this email contains a link to download the invoice, please resubmit your invoices with the invoice document attached to the email as a pdf attachment for quick seamless processing. The system does not accept links to download invoices within an email. Please update the configuration within your financial system to email invoices with the document itself as an attachment..

Please feel free to contact <<add email address>>if you have any further questions.

Kind Regards

<<Company Name>>  Accounts Payable Team”

From the exception, screen add the following exceptions and press "next"

• “except if it has an attachment”
• “except if it is an automatic response”
  1. Extremely important to add this or automatic replies may reply to each other clogging up your mailbox

(This ensures the rule is only applied on emails without attachments)

In the final window, give the rule a name, turn it on and click "Finish".

(Note you can run the rule on messages in the inbox if any are there).

Now your vendors you will get an automated response when you received an email without an attachment.