Insert records through email

Insert records through email

Requirement

When an email is received, content from the email is extracted and used to create records.

Use Case

The HR team sends an email to shortlisted candidates. Candidates can reply to the email with details that are extracted and added as records automatically.

Steps to follow

1. Create forms with the following details:
Form
Form Link Name
Field Type
Field Name
Field Link Name
Candidate Emails
Candidate_Emails
Name
Name
Name
Email
Email
Email
Candidate Details
Candidate_Details
Single Line
Full Name
Full Name
Phone
Phone
Phone_Number
Email
Primary Email Address
Primary_Email_Address
Number
Total Years of Experience
Total_Years_of_Experience
Single Line
Current CTC
Current_CTC
Multi Line
Expected CTC
Expected_CTC
File Upload
Resume
ZC_File
 
The Candidate Emails form contains the list of shortlisted candidates and their email addresses. The HR team sends an email using this form.
 
When the candidate replies to the HR's email, candidate details are extracted and stored in the Candidate Details form. This is achieved using the Email Form Data functionality. Each Zoho Creator form contains a dedicated email address and a template. The details can be emailed to the email address in the specified template format, and the records will be added to the form.

2. To view the form's email address, click the Form Properties icon i n the top -right corner.


3. Details need to be sent to the email address highlighted below to insert records to this form using an email. The View template option displays the template. Click Allow from everyone.


4. Records to this form can be added by sending an email in the below template format:
 
Now, let's add a button in the Candidate Emails form using which the HR can send an email to the candidates requesting details.

5. Click the + icon under All Candidate Emails report > Quick View > Actions.


6. Add a new action item as shown below. Click CREATE WORKFLOW.


7. Click Add New Action > Deluge Script > Create your own, and add the following snippet:
  1. sendmail
  2. [
  3. from :zoho.adminuserid
  4. to :input.Email
  5. subject :"Hiring email from Zylker"
  6. message : "Please enter your details without modifying the template, attach your latest resume, and reply to this email.<br /><br />Full Name : <br/>Phone : <br/>Primary Email Address : <br/>Total Years of Experience : <br/>Current CTC : <br/>Expected CTC :"
  7. ]

8. To display the button on the report, click All Candidate Emails > Configure Fields for Web.


9. Click +Add Fields > Buttons > Send Email.
 
Because the candidate will reply to the HR's email, we need to prevent the original email's content from getting added to the form.

10. Create a workflow with the following details.
 
We are selecting Form Event as Validations on form submission because we will remove the extra content when the details are being validated before being added to the database.

11. Click Add New Action and add the following snippet in the Deluge editor:
  1. input.Expected_CTC = input.Expected_CTC.getprefix("On");
 
When replying to an email, the original email is appended beneath and starts with the text "On <date> at <time>, <user> wrote: <original email>". T he above script with the getPrefix task will only consider the text that comes before "On". We are using the field Expected_CTC because that is the last field in the template, so it will initially capture the original email's content. This is also the reason we have set this field's type as Multi Line, to be able to accept large text sizes.

See how it works



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