Skill: Route and Track

Updated 1 month ago by Chris Hundley

With Siftrock Route and Track, you can route emails to specific people, as well as track these contacts in your Marketing Automation Platform. You can also dynamically route emails to your team, or use Siftrock to send emails to the contact's lead owner. 

When Siftrock processes a match to your skill the system sends a copy of the email. This email is made to appear to have come from the original sender even though it is sent by Siftrock's mail server. The Reply-To address has been changed to allow a direct reply to the original sender.

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To get started, click the "Automate" tab at the top of the page, then click "Create New Skill" in the top right corner of your screen. From there, click "Create Skill" under the Route and Track box

Step 1: Skill Name and Filters

First, name your rule. We suggest naming the rule something that will help you easily identify the purpose of the rule. For example, "Dynamic Routing Rule."

Then, you can select the type of emails to process in this rule. Over 90% of the use cases for email routing will involve Human type replies. Occasionally we have customers that also want to route Unsubscribe or Spam Shield emails. You can learn more about how we classify email replies in this detailed article.

You can see more information on our filters in this filters help guide.

In the example below, we've named our rule "Dynamic Routing Rule," have specified that we want emails classified as human to be processed, and also specified that we only want emails which have the source "lauren@m.siftrock.com" to be processed through the rule.

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Step 2: Routing

Next, you'll decide where you want the emails sent. There are three routing options available: specific people, dynamic alias, and lead owner lookup. Each is described below:

Option 1: Route to specific people: 

In this routing option, you can specify specific email addresses where you want the emails to be sent. This will send a copy of the email as an alert from alerts@siftrock.com to the email addresses you add. In this example, we're sending the emails to lauren@siftrock.com

Option 2: Routing via dynamic alias:

Many marketing teams send emails on behalf of actual members within the organization, or even on behalf of sales reps who manage the prospect to make them more personalized.

Setting up a dynamic alias ensures the emails matching your skills get sent to the correct person. Here is an example:

Let's say we've set hello.siftrock.com as our reply domain. Someone on our marketing team (let's call her Susan Jones) is sending emails that are personalized and sent from susan.jones@hello.siftrock.com.

But Susan's actual email address is susan.jones@siftrock.com (note the missing "hello" portion of the domain).

A dynamic alias tells Siftrock to take any replies that came back to susan.jones@hello.siftrock.com and send them on to susan.jones@siftrock.com.

You are also allowed to include a specific email address where you want the emails to be sent. Simply click "add specific email address" and type the address where you want the emails to be sent in addition to routing dynamically. In this example, emails will also be sent to lauren@siftrock.com

Option 3: Lead Owner Lookup

Why use Lead Owner Look-up? Watch the 2-minute video.

The third option for routing emails is by using your MAP integration to lookup the lead owner, and send the email to them. Here, you need to specify your integration, then select the field in your MAP where the lead owner's email address is stored. Siftrock will automatically use that email address and send the email to that person. 

Note: The field you use needs to contain the email address of the lead owner. It also cannot be a field that originates in SFDC, or related to the user object.

You will also need to add a fallback address. Siftrock requires a fallback address in the event that the field specified is null or does not contain an email address. In the example below, the fallback address is lauren@siftrock.com.

You are also allowed to include a specific email address where you want the emails to be sent. Simply click "add specific email address" and type the address where you want the emails to be sent in addition to routing dynamically. In this example, emails will also be sent to lauren@siftrock.com

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Step 3: Tracking

The third step of Route and Track allows you to track the contacts who have replied in your Marketing Automation Platform. Simply select your integration, and then specify the list in your MAP where you would like the contacts to be stored. 

Next, you can select fields you would like Siftrock to update. There are two different types of field mapping available: static field mapping and Siftrock field mapping.

In static field mapping, you can have Siftrock update a field in your MAP with a static value. For example, you may want to specify that the lead source is "Siftrock". 

In Siftrock field mapping, you can choose from the metadata fields which Siftrock determines from an email, and map that data to a field in your MAP. For example, you may want to map the "Text from the Reply" to a field in your MAP so that you can easily see what the contact said in their email in your MAP.

Siftrock will also let you know the field type of each field you are trying to map. When the fields are of different types, Siftrock will give you a warning that we may not be able to push data to that field. 

Once you've specified which fields you would like Siftrock to update, you've finished your rule. It's important to note that you can also only set up routing, or only set up tracking depending on your use case. Simply skip the steps that don't apply to the rule you are creating. Simply click "Finish" in the bottom right hand corner of the screen. You will be able to see your rule under the Route and Track Settings of the Automate tab. If you have any questions, please reach out to support@siftrock.com.


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