Introducing the all-new email parser!

Introducing the all-new email parser!

Greetings,
 
We are pleased to introduce to you, a brand-new, upgraded version of the Zoho CRM Email Parser, which is packed with fresh features and has been completely redesigned to meet latest customers needs and their business requirements.
 
On that note, the Old Email Parser will reach end-of-life on June 1, 2023. After EOL, old email parser will not be available in your CRM account. In the spirit of preparing for this deprecation, we encourage all of you to try the all-new email parser at the earliest. In this post, we will discuss key pointers on the following:
— the improvements made in the New Email Parser
— how to prepare for deprecation of the Old Email Parser

What is the email parser?

Email parser is a data extraction tool in Zoho CRM that helps an organization in various business functions such as lead generation and information updates. It is designed to automate the process of adding records to Zoho CRM by extracting information from incoming emails.
Now, let's have a detailed look at the functionalities that we have brought with this enhancement. 

Enhancements in the New Email Parser

The following are the enhancements you can now see when you switch to the latest version of the email parser:

1. Single parser email ID for all parser rules  

Previously, for each parser rule there was a different parser address. It was often tedious to assign and keep track of a new parser ID for each individual vendors. The logistics involved in tracking and maintaining these parser IDs was itself often time-consuming. However, in the new version of the email parser, there's only a single, common parser email ID for all rules, meaning that regardless of how many vendors you're working with or how many rules you create, you can use one parser ID for all. This makes working with the email parser much easier and cuts down your setup and maintenance time significantly.


Also, a maximum of five approved parser addresses can be set up in common for all rules early on during the configuration.

2. A more powerful and intuitive configuration interface  

In the latest version of email parser, the entire configuration interface allows free parsing and is highly intuitive, powerful, and, most importantly, user-friendly—unlike the previous version, which demanded rigid adherence to delimiters. 


The email parser interface automatically gives you a preview of the parsed data on the same screen where the field mapping occurs, so it's easier to get a snapshot of all the fields that are being parsed.

There's also an advanced configuration tab which involves options for filtering emails applicable to the parser based on criteria and associating automated actions, such as sending for approval, updating fields, and assigning records to certain users based on assignment rules.

You can also parse HTML emails directly, as opposed to converting them to plain text emails first—which was necessary for the old parser. You can also create email parser rules for each layout in a module.

3. Custom functions: Configure the email parser without associating a module

The new email parser now supports the execution of custom functions based on parsed data. In this case, the parser rule is not associated with a particular module. Using custom functions helps you with extensibility and interoperability in Zoho CRM. You can extend the email parser function to more than one module within Zoho CRM, and even to connect with other Zoho services. You can also perform ad hoc actions in third-party applications based on the parsed data.

  • For example, let's say that based on an incoming email inquiry, a property management company called Zylker wishes to update both Contact and Account records in CRM. The email sender's name, phone number, and address will go to the Contacts module, whereas their company information will go to the Accounts module.
  • Let's say also that the same company has another requirement: Based on an incoming email from a customer regarding the status of their property, they want to update corresponding information on a third-party listing website automatically. They can achieve this by using the email parser to execute custom functions.
Once you have the required custom functions written, you can associate them to the parser rule and have the action executed for subsequent incoming emails.

4. Update records and send them for approval

Update Record is a function by which you can update the latest information on a record from an incoming parsed email.

For example, say you receive an incoming email from a prospect named Jane Evans. Normally, a new lead record would be created for a new inquiry email, but if Jane is already in the CRM system, you want the CRM to update Jane's information on the same record as opposed to creating a duplicate record. If this is your expectation, you can check the Update Record option in the parser rule's Advanced Configuration settings.
 
Note: CRM will use the email field to detect duplicate records. For the Update Record option to show up, you must have first mapped the "Email" field from the email content, which serves as the primary identifier, or a "unique field" for a record.
 
You can also choose the Send for Approval option—in which case, records parsed via email parser need to be reviewed and approved from the Waiting for Approval tab in the selected module in order to become a part of the CRM system.

5. Informative parser reports 

In the new version of the email parser, you're presented with accurate, detailed insights on the number of emails being parsed per rule, the fields extracted, and a list of customized actions associated with the records the parser has created. This detail summary gives you a clear picture of how effective your rules have been and indicates the revisions you may need to make to those rules based on those insights.
 
Detailed weekly performance reports can be sent to the creator of these rules or a custom email ID. Email reports are also sent upon record creation failure so that the appropriate users can take immediate action.


6. Reorder and filter  

You now have an option to reorder the list of parser rules based on your preferred order. This is important because the email parser system is designed to execute only the very first rule whose criteria an incoming email meets. Therefore, the order of the parser rules becomes essential for effective email parser performance.

You can also filter rules by status (active/inactive) and also by module.

7. Contextual access to parsed emails  

You can view not only the Configuration Info for each parser rule, but also insights based on parsed emails.




This way, from the perspectives of both parser rules and parsed emails, you can derive useful insights.
 
The "Email" tab lists the most recent email in your parser inbox, where you can check properties like parsing status, the rule used to parse it, and more. If the email has not met any rule, you may also create a new parser rule contextually from this email page.


You can also re-run an email in the event of parser failure if there's no match found, as well as parse emails in bulk. (Note that this is applicable only for the emails that have a template match and for which the parsing was unsuccessful.)

Preparing for deprecation of the Old Email Parser

For existing users:

Existing users, who have not already switched to the new parser can do so by clicking on the Switch to New Parser button. Rules available in both the parsers will be working simultaneously until the Old parser is deprecated, but the rules available in the Old parser will not be displayed in the New parser view, and vice versa.



It's essential to manually create the existing rules in the New parser because once the Old parser is deprecated, only the rules present in the new parser will function. Since there won't be any rules from the previous parser available, the new parser will require that you create all rules from scratch.

Please note:  

  • Until the deprecation of the Old Email Parser on June 1, 2023, both the old and new versions will co-exist, after which, the New Email Parser will become the default version. .
  • The rules in the Old Email Parser parser won't be available once it has been deprecated. Therefore, if no rules are added to the New Email Parser , there won't be a parser to run. So be sure to write rules in the New Email Parser before the deprecation. Additionally, keep in mind that once your old rules have become obsolete, they cannot be recovered.

For new signups  

For new signups, only the new parser will be available as the default feature, and not the old parser. There is no action required from users in new signups.

Further reading   

Help Doc: Click here
What's New and What has Changed — A comparison guide: Click here

Thanks, have a great day. 
Regards, 
Sai Shree | Zoho CRM 

    • Recent Topics

    • Is it possible to enforce a single default task for all users in a Zoho Projects ?

      In Zoho Projects, the Tasks module provides multiple views, including List, Gantt, and Kanban. Additionally, users can create and switch to their own custom views. During project review meetings, this flexibility creates confusion because different users

    • [Free Webinar] Zoho Creator webinars - Learning Table and Creator Tech Connect Series in 2026

      Hello everyone, Wishing you all a wonderful new year! May 2026 and the years ahead bring more opportunities, growth, and learning your way 🙂 We’re excited to kick off the 2026 edition of the Learning Table Series and Creator Tech Connect Series ! Learning

    • Reply and react to comments

      Hi everyone! We're excited to bring to you a couple of new features that'll make your sprint process simpler. A cloud application brings with it an array of social media features that can be efficiently used in your organizational setup. As an agile scrum

    • Module Customisation - Lookup function not available

      Good evening, Within my business, I can have multiple customers, who have multiple mobile assets. When I set these assets up, I enter information such as vehicle registration, Vehicle identification number (VIN), Unit number, YOM, in addition to others.

    • zoho click, and nord VPN

      Unfortunately, we've been having problems with Zoho Click, where essentially the line cuts off after about a minute's worth of conversation every time we are on VPN. Is there a way we can change this within the settings so it does not cut the line off

    • Zoho Calender

      a) does the clanender in zoho project allow you to see the name of the event in the celnder view, it currently says either "Task (1) or "Milestoen (1)" b) Alternatively does the calender in Zoho project integrate with zoho calender?

    • Matching ZOHO Payments in Banking

      Our company has recently integrated ZOHO Payments into our system. This seemed really convenient at first because our customers could pay their account balance by clicking on a link imbedded in the emailed invoice. Unfortunately, we can't figure out how

    • New Enhancements to Zoho CRM and Zoho Creator Integration

      Hello Everyone, We’ve rolled out enhancements to the Zoho Creator and Zoho CRM integration to align with recent updates made to the Zoho Creator platform. With enhancements to both the UI and functionality, This update also tightens access control by

    • Work Type - Limitation

      Hello, I'm setting up work types and have noticed, a limitation on the parts area to 10 lines. Can this be increased to 20 or greater? In addition to this, when I attempt to add the work type to a work order, the correct labour hours doesn't flow through.

    • Locked out of MFA due to changing phones

      I have been locked out of my Zoho Books account since i changed my mobile phone over. I can get the OTP through the ZOHO Books software but i cant confirm using my phone app as nothing appears to authorise. I need to know how to register/set up my new

    • Emails sent through Bigin are not posting in IMAP Sent folder

      I have set up my email to work from within Bigin using IMAP.  I am using IMAP so I can sync my email across multiple devices - phone / laptop / desktop / iPad / etc.  I want all my emails to populate my email client (outlook & iphone email) whether or

    • Turning the page for Zoho SalesIQ: 2025 to 2026

      As we wrap up 2025, we would like to take a moment to reflect on what we set out to achieve this year, what we’ve delivered, and where we’re headed next. What we focused on in 2025 This year was all about strengthening the core of engagement and AI, making

    • Temporary Outage in Zoho Cliq Affecting US Users – July 23, 2025

      We experienced a service disruption in Zoho Cliq that impacted core functionality for users in the US region. The issue occurred between Jul 23, 2025, 06:54:00 PM IST and 07:13:13 PM IST, lasting approximately 19 minutes. To restore service stability,

    • Zoho Cliq not working on airplanes

      Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly

    • Create an Eye-Catching Announcement Widget for Your Help Center

      Hello Everyone! In this week’s edition, let’s explore how to keep your customers updated with exciting news in the Help Center. See how ZylkerMobile wowed their customers by bringing updates right to their portal. ZylkerMobile, the renowned brand for

    • Customer Management: #6 Common Mistakes in Customer Handling

      Managing customers doesn't usually fall apart overnight. More often, slight gaps in the process slowly become bigger problems. Incidents like missed follow-ups, billing confusion, and unhappy customers will lead to revenue loss. Many businesses don't

    • Zoho Desk iOS app update: UI enhancement of picklist and multi picklist fields

      Hello everyone! We have enhanced the UI of the picklist and multiselect picklist fields on the Zoho Desk iOS app to provide a more refined, efficient, and user-friendly experience. We have now supported an option to Search within the picklist and multiselect

    • Zoho Desk iOS app update: Revamped scribbles with Apple pencil kit

      Hello everyone! We’re excited to introduce a revamped Scribble experience, rebuilt from the ground up using Apple PencilKit for smooth strokes, proper scaling, and seamless image uploads. Please update the app to the latest version directly from the App

    • Zoho Desk Android app update: Norwegian language support

      Hello everyone! In the most recent Android version of the Zoho Desk app update, we have brought in support to access the app in Norwegian language. We have introduced the Norwegian language on the IM module of the Zoho Desk app as well. Please update

    • Payment Vouchers

      Is there any Payment Vouchers in Zoho? How can we create payment for non-trade vendors, i.e. professional fees, rent, and payment to commissioner income tax?

    • When I click on PDF/PRINT it makes the invoice half size

      When I click PDF / Print for my invoice in Zoho Books, the generated PDF appears at half size — everything is scaled down, including the logo, text, and layout. The content does not fill the page as it should. Could someone advise what causes Zoho Books

    • Search by contain letter in a column

      Hello, everyone I need a filter function that searches by letter in a cell, and it should be a macro. To clarify further, if I have a column with several names and I chose a search cell and what I want is search by a single letter, for example, "a" then

    • Can add a colum to the left of the item in Zoho Books?

      I would need to add a column to the left of the item column in Books. When i create custom fields, i can only display them to the right of the item.

    • AI Bot and Advanced Automation for WhatsApp

      Most small businesses "live" on WhatsApp, and while Bigin’s current integration is helpful, users need more automation to keep up with volume. We are requesting features based on our customer Feedbacks AI Bot: For auto-replying to FAQs. Keyword Triggers:

    • 2025 Ask the Experts sessions wrap-up : Key highlights from the experts

      Here is a rewind journey of our Ask the Experts (ATE) Sessions, where we brought you expert insights and practical best practices together in one place. This recap highlights the key takeaways, learnings, and best practices from all these sessions so

    • How to disable the edit option in subform

      How to disable the edit option in subform

    • Move record from one custom module to another custom module

      Is it possible to create a button or custom field that will transfer a record from one custom module to another? I already have the 'Leads' module used for the Sr. Sales department, once the deal is closed they convert it to the 'Accounts' module. I would like to create a 'Convert' button for a custom module ('Locations') for the department that finds locations for each account. Once the location is secured, I want to move the record to another custom module called 'Secured Locations'. It's basically

    • Notes Not Saving

      Hello,  My notes are continuously not saving.  I make sure to save them, I know the process to save them.  It is not operator error.  I go back into a Leads profile a while later and do not see the previous notes that I have made.  I then have to go back and do unnecessary research that would have been in the notes in the first place.  Not a good experience and it is frustrating.  Slows me down and makes me do unnecessary work.  Please resolve.   As a quick heads up, deleting cookies is not a fix

    • Prefill form with CRM/Campaigns

      I created a form in zForms and created prefill fields. I added this to the CRM and selected the fields so when sending from the CRM, the form works great. However, I want to use the same form in Campaigns and I want it to pull the data from CRM (which

    • Triggering a campaign automation from a Form

      I used Forms to create a lead form that is accessed by a button on my website. The field information flows into the CRM. However, I am trying to figure out how to use Campaign automations to start a workflow (series of campaign emails) that is triggered

    • Employee Appraisal Applicability - Why is Date of Joining Hard-Coded?

      In the new (to me, at least) Performance Appraisal Cycle wizard, it's possible to set criteria to determine for whom the appraisal process should apply. This makes sense on its face. However, one MUST use the Date of Joining criterion as a filter. Why

    • Formula fields

      Zoho People now supports formula fields. This post illustrates it. Formula fields are fields whose value is calculated instead of being entered by the user. Using this, number, decimal and date manipulations can be done. The value of this field could be numeric or date depending on the output of the formula. In date manipulations, the result will be given in milliseconds, which you can format as per you need. The operators we support are +, - , *, /. Formula fields get recalculated automatically

    • Zobot operator information

      I am working on a zobot that calls a plug to send data to our API. I want the response data from that API to be shown only to the operator and not the customer. I have tried writing this data out to the visitorCity field but nothing gets updated on the

    • Copy paste from word document deletes random spaces

      Hello Dear Zoho Team, When copying from a word document into Notebook, often I face a problem of the program deleting random spaces between words, the document become terribly faulty, eventhough it is perfect in its original source document (and without

    • Is it possible to use module field filters via URL parameters?

      It would be really convenient if I could quickly link to a filter. For reference, this is the filter functionality I'm referring to: https://help.zoho.com/portal/en/kb/crm/customize-crm-account/advanced-filters/articles/advanced-filters For example: My

    • Transitioning FESCO Bill Project to Zoho Sheets and Integration Options

      Hello Zoho Support, I'm considering transitioning my FESCO bill project from Google Sheets to Zoho Sheets and wanted to know if there are integration options to seamlessly migrate our existing work. You can view our platform here, any guidance would be

    • Credit card

      Coming from another software, is it possible here to typically have credit card payment off, but independently per customer, click a box (possibly on the invoice when I go to to send) allowing that 1 allowed customer credit card payment, NOT ALL of my

    • Lightbox Pop-up form

      I would like to embed my form using the lightbox pop up. I don't want it to load automatically. I want it to load when some clicks the button. I can see this option, however when I use the "show pop-up launch button" on the website, the button automatically

    • Lightbox Pop-up form

      I would like to embed my form using the lightbox pop up. I don't want it to load automatically. I want it to load when some clicks the button. I can see this option, however when I use the "show pop-up launch button" on the website, the button automatically

    • Connecting Portals from different Zoho apps

      Hi, I note that Zoho has functionality for customer portals for several of the Zoho apps, like CRM, Projects, Desk etc. Is there any way to connect these portals?  It would be great if we could give our customers access to a portal in which they could

    • Next Page