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

    • Power of Automation :: Quick way to associate your Projects with Zoho CRM

      A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and

    • Free webinar! Build smarter apps with Zoho Sign and Zoho Creator

      Hello, Bring the power of digital signatures to the apps you build in Zoho Creator! Connect Zoho Sign as a microservice and enable seamless e-signature workflows in your applications. This integration allows you to automate signing tasks using Deluge.

    • Move orders scan ISBN

      Hi We have ISBN setup to be searched in items zoho but move orders dissent recognize the ISBN is there q missing configuration? regards, JS

    • What's New - October 2025 | Zoho Backstage

      Hey everyone! We’ve been busy rolling out a host of upgrades for Zoho Backstage. While some major features are still going through final rounds of testing to make your event experience smooth as butter, here’s what was new and improved in October 2025.

    • Zoho Analytics - Feature Request For Time Based Data Source Fetch

      Hi Analytics Team, I have a client using Zoho CRM and they want a weekly report at 4:30pm every Friday, emailed to the sales team showing a pie chart of Closed Won Deals for that week. This is easy to achieve in Analytics but not so easy to ensure the

    • Zoho People Attendance Regularization – Wrong Total Hours Displayed

      While using Zoho People, I observed that the attendance regularization is showing wrong total hours when applied to past dates. For example, if a check-in is added at 10:00 AM and check-out at 6:00 PM for a previous date, the system sometimes calculates

    • Add Flexible Recurrence Options for Meeting Scheduling in Zoho Cliq (e.g., Every 2 Weeks)

      Hello Zoho Cliq Team, We hope you are doing well. Currently, when scheduling a meeting inside Zoho Cliq, the recurrence options are limited to Daily, Weekly, Monthly, and Yearly. There is no ability to set a meeting to occur every X weeks — for example,

    • AI generated meeting notes associated to Account or Deal

      As our organization works to improve efficiency we are looking for a solution to leverage AI to generate meeting notes and then add those notes to a CRM record such as an Account or Deal. I see Zoho has a Notebook AI offering that talks about the ability

    • Subform Disabled Fields Should Remain Disabled on Edit/View

      Currently, when we disable a subform field using on user input or on add new row, it works perfectly during the initial data entry. However, when the record is saved and reopened for viewing or editing, these disabled fields become editable again. This

    • How do you print a refund check to customer?

      Maybe this is a dumb question, but how does anyone print a refund check to a customer? We cant find anywhere to either just print a check and pick a customer, or where to do so from a credit note.

    • What is Resolution Time in Business Hours

      HI, What is the formula used to find the total time spent by an agent on a particular ticket? How is Resolution Time in Business Hours calculated in Zohodesk? As we need to find out the time spent on the ticket's solution by an agent we seek your assistance

    • Is it possible to turn off all capabilities for a customer to schedule, reschedule or cancel an appointment?

      Is it possible to turn off all capabilities for a customer to schedule, reschedule or cancel an appointment? I would like to set it up so only staff can schedule appointments. Is this possible?

    • Hide "Section" headers when using a form as a subform in "List view"

      When using a form as a subform and setting the "View Type" to "List View" it is not possible to hide the section headers. This can become an issue if I have a section which is not applicable to this subform and I hide the fields within that section and

    • Add additional field to quick search results

      IN the advanced search, we can add any field to the columns. In the regular search results (before you press enter, there is no option to modify the results. It would be super useful to include a custom field where it currently displays the pipleine

    • Bug Report and Suggestions for Improvement in Zoho Applications

      Hi Zoho Team, I’d like to report a few bugs and improvement suggestions I’ve noticed while using Zoho products: Zoho Cliq Video Call: The camera sometimes turns off automatically during video calls. This seems to be a bug — please check and fix it. Zoho

    • Need Help: Updating Related Records via Subform Entries in Zoho Creator

      Hi everyone, I’m trying to set up a workflow in Zoho Creator where each row in a subform updates related records in another form automatically. Here’s the situation: My main form (e.g., “Receipts”) contains a subform where each row selects a related record

    • Zoho Desk - Community - Customer Portal - Description Field UX Improvement

      Hi Zoho Desk Team, As a prolific user of Zoho Cares Community, I find it very frustrating that I cannot increase the size of the Description box (this one which I am typing this message). Many apps with multi line text fields have a small handle in the

    • Add the same FROM email to multiple department

      Hi, We have several agents who work with multiple departments and we'd like to be able to select their names on the FROM field (sender), but apparently it's not possible to add a FROM address to multiple departments. Is there any way around this? Thanks.

    • Can I change the format of the buttons in the email templates?

      Hi all! We have been working hard trying to brand our email templates, and have some way to go yet. One of the things we can't seem to edit is the green ${Cases.CUSTOMER_PORTAL_BUTTON} button and the font of the View Ticket text. Is there any way of doing

    • Introducing parent-child ticketing in Zoho Desk [Early access]

      Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

    • Lead to Contact Conversion with multiple email address fields

      We are a B2C business with a strong repeat cycle, and as such it's not uncommon for customers to use multiple email addresses with us. We have both our Contacts & Leads modules set up with 3 email fields. (Primary Email / Secondary Email / Historic Email)

    • Does Thrive work with Zoho Billing (Subscriptions)?

      I would like to use Thrive with Zoho Billing Subscriptions but don't see a way to do so. Can someone point me in the right direction? Thank you

    • Exporting Charts from ZohoCRM

      Hi...I'm relatively new to ZohoCRM, but very happy with it so far. I have all my leads and potentials accurately entered, and like the reports that I can view, with charts at the top of the data. But when I export the data, I'm receiving only the data, whether I export as excel, csv or pdf. How can I export both the chart and the data? In case it makes a difference, I'm using the free version right now. I tried researching the other editions to see if a paid version of the software offered the ability

    • Automatically Update Ticket Status in Zoho Desk Based on Actions in Zoho Projects

      Hi Zoho Desk Team, Hope you’re doing well. We’re using the Zoho Desk–Zoho Projects integration to manage tasks related to customer tickets, and it works well for linking and tracking progress. However, there are a few important automation capabilities

    • sms long credits

      I’m trying to purchase Long Code credits so I can send SMS campaigns to my contacts. However, when I click the “Buy Now” button, the page appears blank and doesn’t load any purchase options. Could you please assist me in purchasing the Long Code credits

    • Tip #48- Power Your AI Workflows with Zoho Assist on Zapier’s MCP- 'Insider Insights'

      We’re thrilled to announce that Zoho Assist is now part of Zapier’s Model Context Protocol (MCP), bringing remote support automation right into your AI ecosystem. What is MCP? The Model Context Protocol (MCP) is Zapier’s new framework designed to connect

    • Insert Cookie Policy in Zoho Sites

      Hello, i need to insert a banner on my site because i'm in Italy so i have to respect EU laws for Cookie Policy and Privacy Policy. I see that i need to insert a code in <head> section of my site to show a banner/popup with cookie info. How i can do this? Thank you Luca

    • Marketing Tip #1: Optimize item titles for SEO

      Your item title is the first thing both Google and shoppers notice. Instead of a generic “Leather Bag,” go for something detailed like “Handcrafted Leather Laptop Bag – Durable & Stylish.” This helps your items rank better in search results and instantly

    • Customer Parent Account or Sub-Customer Account

      Some of clients as they have 50 to 300 branches, they required separate account statement with outlet name and number; which means we have to open new account for each branch individually. However, the main issue is that, when they make a payment, they

    • Forced Logouts - Daily and More Frequent

      In the last month or so, I've been getting "power logged out" of all of my Zoho apps at least daily, sometimes more frequently. This happens in the same browser session on the same computer, and I need to re-login to each app separately after this happens.

    • ENTER key triggering Submit

      Is it possible to stopped the ENTER key from the mandatory triggering of the Submit button on Creator form? I want forms submitted "ONLY" when the Submit button is pressed. 

    • Is it possible to assign Client user to external task ON PROJECTS' TEMPLATES?

      Is it possible to assign Client user to external task ON TEMPLATES PROJECTS?

    • Cliq does not sync messages after Sleep on Mac

      I'm using the mac app of Cliq. When I open my mac after it was in sleep mode, Cliq does not sync the messages that I received. I always have to reload using cmd + R, which is not what I want when using a chat application.

    • Link to images

      I have added images in pages. I would like to link those images with linked in URL so that they open in new window. There is an option of image -> link but I am not able to use the same to open URL in new window. Please check the attached image. Can you

    • Canvas View - Print

      What is the best way to accomplish a print to PDF of the canvas view?

    • Respond faster and smarter with Zia in your IM Inbox

      You’re in the middle of a busy chat queue. New messages keep popping up. One customer sounds upset. Another is asking a long list of questions. You need context. You need speed. You need help. That’s exactly when Zia Insghts jumps into action. It shows

    • Meeting impossible to use when sharing screen

      he Meeting tool in Brazil is practically unusable when sharing anything, whether it’s a presentation or simple navigation. When accessed via Cliq, the situation gets even worse: even basic calls fail to work properly, constantly freezing. And as you are

    • Let's Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-2)

      Welcome back to Let’s Talk Recruit series. In Part 1, we introduced Zia and how AI is reshaping the way recruiters work. This time, we’re taking a closer look at how far Zia has come and how each update continues to simplify your everyday tasks. When

    • WARNING : Smart list automatically unsubscribes your contacts.

      I created a smart list of my team members based on the criterion that their email domain was @_____. The list refreshed as expected — but it ended up unsubscribing almost all members of my team. I contacted support, but it took two months to get a reply,

    • Export Purchase orders as Excel

      Is it possible to export purchase orders as excel rather than PDF? Our suppliers don't want orders made in PDF, they need it to be excel

    • Next Page