How Do I Create My First Automated Response?

Creating your first automated response is a quick way to see Propel's automation in action. This guide walks you through creating a simple rule that automatically responds to prospects, helping you understand how Propel's automation works.

What Are Rules?

Rules in Propel are instructions that tell your AI agent how to behave in different situations. Rules can:

• Control when to respond - Automatically respond to certain types of inquiries
• Define response behavior - Specify how to handle different scenarios
• Set approval requirements - Require human review for specific situations
• Configure handoffs - Automatically involve team members when needed

For your first rule, we'll create something simple that demonstrates how automation works.

Prerequisites

Before creating your first rule, make sure you have:

1. A mailbox set up - You need at least one mailbox configured. See Setting Up Your First Mailbox if you haven't done this yet.
2. Mailbox enabled - The mailbox should be enabled and processing emails. See Monitoring and Reviewing Conversations to verify.
3. Basic understanding of your workflow - Know what types of inquiries you receive and how you'd like to handle them.

Creating Your First Rule

Step 1: Navigate to Rules

1. Go to Settings in the sidebar
2. Click Rules from the settings menu
3. You'll see the Rules page with any existing rules (if you have any)

Step 2: Create a New Rule

1. Click the "Create Rule" or "New Rule" button
2. A dialog will open where you can define your rule

Step 3: Name Your Rule (Optional)

Give your rule a descriptive name to help you remember what it does:

• Example names:
  • "Respond to tour requests"
  • "Handle availability questions"
  • "Auto-respond to Zillow leads"
  • "Prioritize near-term viewings"

Tip: Names are optional but helpful when you have multiple rules. They make it easier to manage and understand your automation.

Step 4: Write Your Rule

Rules in Propel are written in natural language. You can describe what you want the AI agent to do in plain English.

Simple Rule Examples:

For Property Management:

Automatically respond to all inquiries about rental properties. Answer questions about availability, pricing, and amenities. Offer to schedule a tour if the prospect is interested.

For Real Estate:

When a buyer inquires about a property for sale, respond with property details and offer to schedule a showing. Ask about their timeline and budget.

For Short-Term Rentals:

Respond to booking inquiries with availability information. Provide pricing details and answer questions about amenities and policies.

General Example:

Always respond to new inquiries within the first message. Answer questions about properties and offer to schedule viewings.

Step 5: Review Your Rule (Optional)

Propel can review your rule and provide feedback:

1. Click "Review Rule" or "Get AI Feedback" (if available)
2. Review the feedback to ensure your rule is clear and effective
3. Make adjustments based on the feedback if needed

Tip: AI feedback helps ensure your rules are well-written and will work as expected.

Step 6: Save Your Rule

1. Click "Create Rule" or "Save" to save your rule
2. Your rule is now active and will be applied to new conversations

Testing Your Rule

Method 1: Send a Test Email

The easiest way to test your rule is to send a test email:

1. Send an email to your monitored mailbox that matches your rule
2. Wait for processing - Propel processes emails automatically (usually within minutes)
3. Check the response - View the engagement to see if Propel responded according to your rule

Method 2: Monitor Real Conversations

1. Go to Engagements to see all conversations
2. Look for new inquiries that match your rule
3. Review the responses to verify they follow your rule

Method 3: Check the Dashboard

1. Go to Dashboard to see recent activity
2. Look for automated responses in the activity feed
3. Review responses to ensure they match your expectations

Understanding How Rules Work

Rule Evaluation

Propel evaluates rules when processing emails:

1. Email arrives - Propel receives an email in your monitored mailbox
2. Rule matching - Propel checks if any rules apply to this email
3. Rule execution - If a rule matches, Propel follows the rule's instructions
4. Response generation - Propel generates a response based on the rule
5. Approval (if required) - If approvals are enabled, the response waits for review
6. Response sent - Once approved (or if no approval needed), the response is sent

Rule Priority

If you have multiple rules:

• All matching rules apply - Propel considers all rules that match a conversation
• Rules work together - Multiple rules can influence the same response
• More specific rules take precedence - More detailed rules have more influence

Rule Scope

Rules apply to:

• All mailboxes - Unless you specify otherwise, rules apply organization-wide
• All conversations - Rules are evaluated for every new conversation
• All use cases - Rules work for property management, real estate, short-term rentals, and commercial real estate

What Happens After Creating a Rule

Once you create a rule:

1. Rule is active immediately - It starts working right away
2. Applies to new conversations - Rules affect new emails, not past conversations
3. Visible in rules list - You can see, edit, or delete rules anytime
4. Monitored automatically - Propel tracks how rules perform

Monitoring Your First Rule

After creating your rule, monitor it to ensure it's working correctly:

Check Recent Responses

1. Go to Dashboard to see recent activity
2. Look for automated responses
3. Review the responses to verify they match your rule

Review Engagements

1. Go to Engagements to see all conversations
2. Filter or search for conversations that should match your rule
3. Review the responses to ensure they follow your rule's instructions

Verify Rule Behavior

Check that your rule is:

• Responding when expected - Rules trigger for the right conversations
• Following instructions - Responses match what you specified in the rule
• Not over-responding - Rules don't create unwanted automation

Common First Rule Patterns

Pattern 1: Always Respond

Use case: Ensure every inquiry gets a response

Always respond to new inquiries. Answer questions and offer to help with next steps.

Pattern 2: Respond to Specific Questions

Use case: Handle common questions automatically

When prospects ask about availability, respond with current availability information and offer to schedule a viewing.

Pattern 3: Prioritize Urgent Requests

Use case: Handle time-sensitive inquiries quickly

For inquiries mentioning "urgent" or "asap", respond immediately with available times and prioritize scheduling.

Pattern 4: Handle Specific Lead Sources

Use case: Automate responses from specific portals

For inquiries from Zillow or Apartments.com, respond with property details and qualification questions.

Troubleshooting Your First Rule

Rule Not Triggering

If your rule doesn't seem to be working:

1. Check rule syntax - Ensure your rule is written clearly
2. Verify mailbox is enabled - Rules only work on enabled mailboxes
3. Check response rules - Mailbox response rules might be preventing responses
4. Review approvals - If approvals are required, responses wait for review

Rule Responding Too Much

If your rule is responding when it shouldn't:

1. Make rule more specific - Add conditions to narrow when it applies
2. Check response rules - Mailbox response rules control when to respond
3. Review rule logic - Ensure the rule description is clear about when to apply

Rule Not Following Instructions

If responses don't match your rule:

1. Review rule clarity - Make sure your rule instructions are specific
2. Check AI feedback - Use rule review to identify issues
3. Test with different emails - Verify the rule works for various scenarios

Next Steps

Now that you've created your first rule:

• Learn about advanced rule configuration to build more complex automation
• Set up approval workflows to review responses before sending
• Configure response rules in mailbox settings for fine-grained control
• Monitor conversations to see your rules in action

Related Articles

• Configuring Mailbox Settings - Set up mailbox behavior and response rules
• Monitoring and Reviewing Conversations - See how Propel processes emails and applies rules
• Understanding Engagements - Learn how conversations are tracked and managed
• Setting Up Your First Mailbox - Configure mailboxes to process emails