Introduction to Email Parsing
Email Parsing is the process of extracting field data from the emails captured in FranConnect Sky Marketing software. The ‘Email Parsing Lead Capture’ is a process of adding leads from Third Party Websites/Vendors via an email sent to Websites/Vendors via an email sent to a preset email address (e.g. clientnamecm@myfranconnect.com).
Plain text or HTML emails can be parsed to add contact/lead information into the system.
For each field, there is a field name associated with it in the CRM module, which provides help to identify data pertaining to contacts/leads.
How Parsing Works?
A unique mail id is defined for parsing, an email is sent to that specified email id to get parsed. This process runs in the background; it scans the email, and if the parser understands the email content, it will put the field data exactly where it belongs in the system. In case it does not understand the email content, it will leave the fields blank. Once parsed, contact/lead information is added from the email’s content into CRM.
In short, the Email Parsing feature helps pull out data from emails and store it in Marketing CRM for the specific field types. For example, the parsing process looks for the field “First Name” in the email and then extracts until the end of the line to place the value in the ‘First Name’ field of a contact/lead in CRM.
Available Fields
The Email Parsing Template uses a standard format, which may be a plain text, or HTML email. The field data will be stored in the system against the field names.
Available Fields in Email Parsing Contact:
Available Fields in Email Parsing Lead:
Sample Email Parsing Template
For Contacts:
For Leads:
Benefits of Email Parsing:
- To Monitor and extract information from incoming email messages.
- To avoid manual input of contacts/leads.
- To capture contacts/leads from third party websites with ease.
- It increases effectiveness and efficiency.
- Automatically processes a bulk of contact/lead data.
- Email parsing captures inbound system emails and updates the System.
How the Subject in the email is mapped with Contact/Lead Category
Email Parsing requires a unique email address and a unique subject. The email parser program will understand the contents of the mail and upload them into the software. The subject will help the contacts/leads map to a specific contact/lead category. In case there is an email with a different subject or the email does not have any subject, the contact/lead is mapped to contact/lead category “others”. If Record Type field is blank in lead, the parsed data will move to Contacts tab inside CRM module otherwise to Leads tab inside CRM.
Configuring Parsing for Marketing CRM
To configure parsing go to; Admin>Configure Marketing Settings>CRM section as shown below.
Enable Parsing by selecting Yes radio button and Save the settings. Once Parsing is enabled, users can configure parsing mail subject.
Configuring Parsing Email Subject
- To configure parsing mail subject for Contacts go to; Admin -> CRM -> Contact Category -> Internet; or to configure parsing mail subject for Leads go to; Admin -> CRM -> Leads Category -> Internet section as shown below.
- Select Configure Parsing Email Subject option in Action menu drop-down available corresponding Internet section as shown below.
- On clicking, Configure Parsing Email Subject, configuration pop up appears, from where users can configure parsing email subject as shown below.
Some Conditions That Arise While Parsing
- The Email Parsing program looks for the field name and the value until the end of line. Hence, a single field is entered per line.
- If a field data does not hold any value in the email, a corresponding blank is stored in the system as shown below.
If Email Parsing for Contact,
If Email Parsing for Lead,
- If there is additional information/ unrecognized field(s) in the email, it is parsed into the Comment’s section in Contact/Lead’s Primary Info page.
Addition of Contact/Lead in CRM through Parsing
The email with contact/lead details is sent to a specified unique Email id to get it parsed. The parsed email content appears as shown below.
For Contact:
For Lead:
- A process runs in the background, which scans the email content. If the content is understood, the data will be uploaded and not otherwise. However, it takes some time. The parsed data cannot be uploaded in CRM as soon as the email is parsed. Once the process is complete, the contact/lead will be added to the CRM software.