Email Parser in Zoho CRM

An Email parser is a feature of Zoho CRM that enables the user to fetch data from incoming emails. Basically, An Email Parser is designed to automate the process of adding records to Zoho CRM by extracting information from incoming emails. Using email parser, the lead’s details can be extracted and added directly to user’s CRM records.

Create and Configure Email Parser

Creating and configuring an Email Parser consists of the following steps:

Step 1:- Create your email parser, Select a parser name and associate a Module

A email parser can be created for leads, contacts, accounts and custom modules. You can create up to 20 email parsers, but only 10 parsers can be active at any one point of time in Zoho CRM. When you enter the parser name and choose the module to associate the parser to, then a parser email address is generated.

Step 2:- Configure parsing details

An email template is that in which you can define the data fields to be mapped to the respective CRM fields, if required you can change the data fields manually. Only the incoming emails that follows the format of the provided template will be parsed.

There are two ways to create a template:

  1. Sending an email to the pre-parser address -Any email can be sent by using a template, to the pre-parser address. In email data fields must be defined.
  2. Copying and pasting email content – You can copy and paste the content of any email that you want to be used as a template. 

How a parser email address is generated
In Zoho CRM the parser email address is auto generated once you configure a parser. All the emails that you want to be parsed must be sent to the parser email address.

Step 3. Send email to the parser email address

The email address from where the lead emails are forwarded to the parser email address must be approved. You can either forward these emails from your email address or the vendor or real estate portal and parser email address can be added  in cc when sending the lead emails. In both cases, the email addresses must be approved to avoid errors.

 

Step 4. Update a CRM field

You can choose to update fields for the records that will be created in the CRM using the parsing method. For example, you have set that all the records created via the parsing method are for a particular apartment. In this case, you can choose the apartment name to be automatically updated once the records are added into the CRM.

Step 5. Assign record owner

Choose and assign a record owner for each record that is created by the email parsing method. You can select more than one user for these records and the user assignment will follow the round-robin method. You can also choose to assign these records to a particular role in your organization.

Step 6. Enter approved email address

Specify the email address from where the emails will be sent to the parser email address. There are two options to send an email:

  • Emails can be send from your email address to the parser email address.
  • The real-estate portal can add the parser email address to the carbon copy column when sending the emails to you.

Note:-
You can not use the forward option when sending the emails to the parser email address. However, you can use mail forwarding option to send the emails.

Create Your Email Parser, Enter a Parser Name and Associate a Module

To create your email parser, you will add a parser name and associate a module

  1. Go to Setup > Channels > Email.
  2. In the Email page, click on Email Parser > Create Your First Email Parser.

In the Create Your First Email Parser page, you will enter the Parser Name and choose a Module from the drop-down list.

  1. Click on Next to continue.

Next, you will create an email template for the parser either by sending an email or copying and pasting the content.

Configure Parsing Details

To configure by sending an email to the pre-parser address

  1. In the Give us the email contact to be used as template for parsing by section, select Sending an email from the drop-down list.
  2. Send an email to the pre-parser email address.
  3. Click Save.
  4. Click Next to continue.

In the next step, you will update the CRM field.

To configure by copying and pasting email content

  1. In the Give us the email contact to be used as template for parsing by section, select Copy and pasting email content from the drop-down list.
  2. Paste the content to be used as the parsing template.
  3. Click Parse.
  4. Click on the content and choose the CRM data fields from the drop-down list to map the content to.
  5. Click on Save.
  6. Click on Next to continue.

In the next step, you will update the CRM field.

Note:

  • Pre-parser address can be used only once. It is auto-generated and is a temporary email address that will be revoked.
  • After  pasting the content to be parsed, click on How it Works to learn more about parsing.
  • If you want to  change the content that  you have pasted that can be done by  using Change the Content option.
  • You can also choose to add the email attachments to the CRM record that is created.

Update Field

To update a field

  • In the Update Field option, select a CRM field from the drop-down list.
  • Enter the corresponding data field value to be updated.
  • Click on  the Add icon to add more fields.



Assign Record Owner
To assign the record owner

  1. In the Assign Record Owner option, go to Assign Based On and select either Users, Roles, or Assignment Rules from the drop-down list.
  2. Select the User from the drop-down list.
  3. Click on Next to continue.

In the next step, you need to enter the approved email addresses.

Enter Approved Email Address

  1. In the Approved Email address field, specify the email address.
  2. Click the Add icon, to add more email address.
  3. Click Save.


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