For those who ship and obtain plenty of emails, you already know discovering vital info in your inbox makes discovering a needle in a haystack look straightforward. Fortunately, there are instruments obtainable to assist extract knowledge from emails so you may kind and set up that info in a method that is sensible to you.
Mailparser robotically pulls info—like contact particulars or billing knowledge—from emails. Simply ahead any electronic mail to the instrument, and the superior electronic mail parser will extract any related knowledge fields from the e-mail textual content and attachments primarily based in your customized specs.
However extracting that knowledge is half the battle; you continue to have to do one thing with it. And having to obtain experiences or copy info to your different apps may be as a lot of a bottleneck as leaving all the pieces in your inbox within the first place. Fortunately, you should use Zaps—our phrase for automated workflows—to attach Mailparser to the instruments you employ every single day. That method, you may merely ahead emails to Mailparser and belief all that vital info finally ends up precisely the place you need it.
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To get began with a Zap template—what we name our pre-made workflows—simply click on on the button subsequent to the identify of a Zap you’d prefer to attempt. It solely takes a couple of minutes to set it up. You’ll be able to learn extra about establishing Zaps right here.
Save emails to a spreadsheet or database
There are numerous causes you may wish to save electronic mail content material to a spreadsheet. For those who’re fielding plenty of incoming emails—from job functions to monitoring numbers to buyer requests—it may be simpler to arrange and handle them in spreadsheet format.
Mailparser takes care of extracting vital info from these emails. However whereas you should use Mailparser’s native integration with Google Sheets, Excel, or Airtable, chances are you’ll want the flexibleness of Zapier’s Mailparser integration as a substitute. These Zaps create or replace rows in your database instruments for each new parsed electronic mail in Mailparser.
Professional tip: Add a formatter step to customise how info is displayed in your spreadsheet or database. Do issues like cut up first and final names, format dates, and even discover an emailer’s buyer ID in what you are promoting data.
Spreadsheets are nice for storing info, however they are not constructed for appearing on it rapidly. For a extra dynamic automated system, attempt Zapier Tables. With it, you may retailer knowledge, set off automations, and join all of your group’s apps and workflows to your spreadsheet knowledge.
Add contacts to your CRM or electronic mail listing
When a brand new lead sends you an electronic mail inquiry, it is vital so as to add their info to your buyer relationship administration (CRM) instrument. However manually creating new profiles in HubSpot or Pipedrive is time-consuming and dangers typos. And, after all, the extra cluttered your inbox, the extra probably potential shoppers are to fall by the cracks.
As an alternative, let Mailparser and Zapier do the busywork for you. Every time Mailparser extracts new contact info from an electronic mail, these Zaps create or replace a lead in your CRM. That method, you may observe up with each lead in an organized and systematic method.
Equally, you may automate the method of including new contacts to your electronic mail advertising and marketing funnel. For those who use Mailparser to extract contact info out of your emails, use one in all these Zaps to ship that knowledge on to Mailchimp or ActiveCampaign. You’ll add new subscribers (or replace present ones) with none guide knowledge entry.
Professional tip: Use a multi-step Zap to dynamically phase or tag contacts primarily based on their traits. As an example, you may add a ChatGPT step to research key phrases from the Mailparser knowledge and assign a phase tag and even rating the brand new lead by curiosity. From there, a path step can add that contact to the proper phase or listing.
Ship notifications for time-sensitive emails
Relying on what sorts of knowledge you are extracting with Mailparser, you may wish to be saved within the loop for brand new processed emails. Possibly your eCommerce enterprise tracks vital transport and supply updates, or your recruiting crew makes use of Mailparser to extract and categorize new applicant knowledge. Both method, your crew might wish to learn about new parsed emails as quickly as doable so you may take motion instantly.
As an alternative of being glued to your Mailparser dashboard or associated spreadsheet, you should use automation to attach Mailparser to Slack or Gmail. Then, at any time when a brand new electronic mail is parsed, your designated particular person or crew will get an prompt notification. Or, you may even use the Gmail workflow to arrange an autoresponder to the unique electronic mail sender—creating an amazing buyer expertise with minimal effort in your half.
If you wish to keep away from spamming your inbox or Slack channel with particulars of each new processed electronic mail, add a filter step. That method, you may restrict your notifications to solely crucial exercise (like eCommerce updates containing an error message or new candidates becoming sure standards). Or, use a digest step to ship a abstract of the day’s (or week’s) notifications in a single concise message.
Create conferences and occasions from emails
The back-and-forth concerned in establishing a gathering over electronic mail may be exhausting. “Does Tuesday at 2 p.m. be just right for you?” and “I am free on Friday at 11” really feel like they run on repeat. And even as soon as you have settled on a time, you continue to need to create a brand new assembly in your calendar and add invitees.
Why not create an automatic workflow to behave as your assistant and take some scheduling work off your plate? You should utilize Mailparser to extract essential info out of your electronic mail conversations—like a gathering date, time, and attendees. Then, these Zaps flip that extracted knowledge from Mailparser into new occasions in your Google or Outlook calendar.
After all, chances are you’ll not need new occasions added to your calendar with out your closing say-so. In that case, add a request approval step that sends a personalized approval request to you in Slack and pauses the Zap till you both approve or decline the request. This is tips on how to arrange a Slack Approval motion.
Use webhooks to attach Mailparser to your different instruments
For those who’re impressed to create a Mailparser automation however your favourite instrument would not (but!) have a Zapier integration, you should use a webhook as a substitute. Webhooks are automated messages despatched between apps when a triggering occasion occurs. On this case, the set off occasion could be a brand new parsed electronic mail in Mailparser.
For instance, say you employ an obscure CRM or bespoke database instrument. You should utilize a webhook to ship electronic mail info from Mailparser to that app robotically. Use the template beneath to get began customizing your webhook motion.
Automate your electronic mail with Mailparser and Zapier
Mailparser makes it straightforward to extract info from emails, however you additionally want a dependable course of for sending that knowledge the place it must go. Fortunately, Zapier can care for that grunt be just right for you—whether or not you wish to save emails to a spreadsheet or CRM, ship notifications to your crew, or create calendar occasions from emails.
And that is simply the beginning of what you are able to do with Mailparser and Zapier. What is going to you automate first?
This text was initially printed in June 2024. It was most not too long ago up to date in June 2025.
