Canned Replies & Auto-Reply
Set up pre-written messages to respond quickly to common questions and manage automatic replies.
What is a Canned Response?
A Canned Response is a template message you can insert into your communications. It’s especially helpful for answering repetitive questions with consistent, ready-made text. You can also use Canned Responses as an automatic signature—adding them to every message you send. Additionally, Unificus offers an Auto-Reply feature, which lets you send an automatic response when you’re unavailable, such as when you’re away from the office.
How do I create a Canned Response?
- Go to Messaging > Inbox and select the Canned Responses tab.
- Click the +Canned Response button.
- A form will open where you can configure your response.
Name: A label for your own reference when selecting this response. Recipients won’t see it.
Color: A colored circle icon helps you visually distinguish between different responses.
Body: The actual message content. You can include text, images, and formatting through the visual editor or HTML.
Auto-Add: When turned on, this response automatically appears in every new message you compose. Only one response can be set as Auto-Add, functioning as your signature.
Auto-Reply: When turned on, this response is sent automatically to anyone who sends you a new message. It only applies to the first message in a conversation—subsequent replies won’t trigger it again.
Subject Line: When enabled, a subject field becomes available. Text entered here will automatically populate the subject line when you use this response. This applies when Auto-Add is active, but not when Auto-Reply is active.
Important: Placeholders are not supported in messages at this time.
How do I use a Canned Response?
When composing or replying to a message, you’ll see color-coded buttons for each of your Canned Responses. Click any button to insert that response into your message.
If you have an Auto-Add response set up, it will already be included when you start a new message.
If you have an Auto-Reply response configured, no action is needed on your part. It will be sent automatically whenever someone sends you a new message.
Important: An Auto-Add response won’t be applied to an Auto-Reply response. If you’re using both, make sure your Auto-Reply message includes any content you want from your Auto-Add response.
How do I manage Canned Responses?
In Messaging > Inbox > Canned Responses, you’ll see your full list of responses. You can quickly identify which ones have Auto-Add or Auto-Reply enabled.
Click the Options menu button next to any response to make changes.
You can edit the response details, message content, and toggle Auto-Add or Auto-Reply settings. Keep in mind that deleting a response removes it permanently and cannot be reversed.