Email Received (Trigger) Follow

Get started with the Email Received trigger in Salesmate CRM to kick off a Smart Flow whenever an email lands in your designated inbox. It’s a simple way to automate tasks like following up with customers, creating records, or pulling key details from emails.

Topics Covered:

• Steps to Set Up an Email Received Trigger
• Set Up the Trigger
• Create Parsing Rules
• Data Available in Your Flow
• Practical Use Cases

Steps to Set Up an Email Received Trigger

• Navigate to the left Sidebar.
• Click Smart Flows, then choose Create Flow.

• Add the Email Received trigger to start your flow when an email arrives.

Set Up the Trigger

Here’s what you need to configure:

• Email Address:
  • You’ll get a custom email address like SF-ER-[yourtext]@yourdomain.salesmate.io.
  • The “SF-ER” part is fixed, but you can pick a custom word (3-20 characters, using letters, numbers, hyphens, or dots).
• Name: Give the trigger a name that matches its purpose (e.g., “Order Emails”).
• Description: Add a short note to explain what the trigger does.

• Parse Additional Values: Turn this on to pull specific details from the email, like an order number. If enabled, you’ll have to set up parsing rules in the next step.
• Parse Forwarded Emails: Turn this on to grab details like the original sender’s name or email from forwarded messages. You can’t use this if Parse Additional Values is turned on.
• Filter Conditions: Set rules to trigger the flow only for certain emails (e.g., emails with “invoice” in the subject, from a specific sender, or with certain words in the body).

Create Parsing Rules

If you turned on Parse Additional Values, here’s how to set up parsing:

• Send a Test Email:
  • Send an email to your parser address. You can copy the address from the screen.
  • The system saves the last 3 non-test emails, listed from newest to oldest.
• Pick an Email: Choose one email from the list to set up data extraction.

• Map Variables: Highlight text in the email to extract (e.g., “12345” from “Order ID: 12345”).
• Advanced Options:
  • Extract Part of Text: Pull only part of the highlighted text (e.g., “$100” from “Total: $100.00”).
  • DOM Path (CSS Selector): Use a selector to pinpoint data.
  • Content Path (XPath): Use a path as a backup.
  • Text Position: Set start and end points for the text you want.
• Review Variables: You can see all mapped variables in a list on the right. You can edit or delete them using the X icon. To change mappings, click Modify to update or pick a different email, which re-parses the data.
• Save: Save your variable mappings. You can’t edit variable names later; delete and recreate them if needed.

Data Available in Your Flow

When the flow starts, you can use these email details:

• Sender Name
• Sender Email Address
• CC and BCC Addresses
• Subject
• Email Body (HTML and plain text)
• Received Date and Time
• Thread ID
• Forwarded Sender Name and Email
• Parsed Variables 

Practical Use Cases

• Create a lead (contact) in Salesmate when someone emails your support inbox.
• Start a support ticket for emails with words like “urgent” or “refund.”
• Parse the email signature in emails to create a contact in Salesmate.