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:
- 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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