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
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:
Note: To improve email deliverability, we will be following Gmail's updated sender email policy starting from February 1, 2024. This means that Gmail addresses cannot be used as a sender address in the send mail tasks. Learn More
- sendmail
- [
- from :zoho.adminuserid
- to :input.Email
- reply to :" dineshdt1000_zohotest-166@forms.zohocreator.com "
- subject :"Hiring email from Zylker"
- 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 :"
- ]
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.
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:
- 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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