How to send emails to apps and databases using Zapier?

In this tutorial, we will describe how to send email data extracted by Parseur to any app or database using Zapier. Thanks to Parseur integration with Zapier, you can send any parsed email data to almost any app or database. All of this in real time!

How to send emails to apps and databases using Zapier cover image

Sounds like something that would save you hours of manual work? Would you like to know more?

Let's get started then!

Step 1: Create your Parseur mailbox

If you haven't done so yet, the first step is to create your Parseur account here. It’s free!

Once you have an account, create your mailbox. We have written an extensive step by step article on how to set up a mailbox. In case this is your first time using Parseur, we recommend you to go read it.

Once completed, you will have a working and automated mail parser working in real time.

Step 2: Create your first Zap and connect your Parseur account to Zapier

Now we are going to be using Zapier as the middleware that will collect data from Parseur and send it to the application of your choice. So, first is to connect Zapier and Parseur together so that Parseur knows where to send data to.

The first place to look for is our Zap Templates. Zap Templates are pre-made zaps between Parseur and other applications:

  • Open your mailbox in Parseur
  • Go to the Export section
  • Click on the Zapier tab
  • Search for the application you'd like to connect to
Scroll through the list or type your app in the search box

Scroll through the list or type your app in the search box

If you don't find what you're looking for from the list above visit the Parseur page on Zapier).

Parseur page on Zapier

Parseur page on Zapier

Go ahead and sign up (or login if you already have a Zapier account).

Zapier will then ask you to create your first Zap. A Zap is a sort of recipe that tells Zapier what to do:

  1. where to get the data from: they call these Triggers, for example, getting data when a parser has processed a document is a Trigger
  2. where to send it to: they call these Actions, for example, creating a new card in a Trello list is an Action.
My First Zap with Parseur

My First Zap with Parseur

Click on "Create this Zap".

You will now choose which type of Trigger you want to use. Most of the time you will want to choose the "New Document Processed" that will be triggered every time a document (email or attachment) has been successfully processed.

Note: If you're using Table Fields, you're most like will want to use the "New Table Processed" trigger. Read more about using Tables Fields with Zapier.

Select either New Document Processed or New Table Processed

Select either New Document Processed or New Table Processed

Click "Save + Continue"

Then on the next page click "Connect an Account". A new window will open and ask for your Parseur credentials.

Pro Tip! if nothing happens when you click "Connect an Account", make sure you don't have a pop up blocker preventing the new window to open.

Allow Zapier to access your Parseur Account

Allow Zapier to access your Parseur Account

Enter your  Parseur email and password and then click "Yes, Continue".

If successful, it will now show your Parseur account:

Zapier: Select Parseur Account

Zapier: Select Parseur Account

Click "Save + Continue".

You will now have to configure the Trigger by telling Zapier which parser should send data.

Step 3: Configure your Zapier Trigger

Then choose your mailbox from the drop down list and click "Continue".

After that, Zapier will need to test and setup the link between Zapier and the mailbox you chose.

Test Mailbox connection

Test Mailbox connection

Click "Connect & Continue".

If everything went good you will get the following screen.

Connection to mailbox successful

Connection to mailbox successful

Pro Tip! Click on view your document to check the test data that Zapier downloaded.

Click "Continue".

You will now have to configure the Action by telling Zapier what to do with the parsed data received from your parser when a new email is processed.

Step 4: Configure your Zapier Action

This step will of course depends on which application you want to send the parsed email data to.

But general steps remain the same.

Look for your app either in the "Popular Apps" section or by typing its name in the search box.

Choose an Action App

Choose an Action App

In this example, we will assume we want to update a Trello List and create a card every time an email is processed.

Next you will have to choose which Action you want your app to perform. After which, Zapier will ask you to connect to the app with your credentials.

The most important step: you will now have to map fields of your mailbox to fields of your connected app.

Here is an example for an integration with Trello:

Zapier: setup field mapping

Zapier: setup field mapping

Pro Tip #1! Mapping doesn't have to be one-to-one. Like shown in the Description field of the screen capture above, you can map several Parseur Fields to a single field to your connected app. You can also add text.

Pro Tip #2! If you are connecting your mailbox to Google Sheets and get "#ERROR" in your spreadsheet, it can be because Google Sheets tries to convert your field into a formula (this can happen if your field is a phone number that starts with "+1 ...." for instance).

To fix this, surround you field with ="YourField" as shown below.

Tip to prevent #ERROR in Google Sheet

Tip to prevent #ERROR in Google Sheet

Step 5: Start using Zapier integration!

Finally, once the mapping is done, Zapier will perform a test to make sure everything is like you wanted it.

Now:

  • Only once, Zapier will send to your connected app all emails that have already been parsed.
  • Then, every time a new email is processed, it will send the data in real time to your app using Zapier

If everything looks good, you're all set and ready to start using Zapier!

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