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Get started with the Email Received trigger in Salesmate CRM to kick off a Smart Flow whenever an email lands in your designated inbox. It’s a simple way to automate tasks like following up with customers, creating records, or pulling key details from emails. Note: You’ll need permission to manage Smart Flows to set up this trigger.Topics Covered:

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Steps to Set Up an Email Received Trigger

Navigate to the left S **idebar.
  • ** Click Smart Flows, then choose Create Flow.
image.png Add the Email Received trigger to start your flow when an email arrives.

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Set Up the Trigger

Here’s what you need to configure:Email Address: You’ll get a custom email address like SF-ER-[yourtext]@yourdomain.salesmate.io.The “SF-ER” part is fixed, but you can pick a custom word (3-20 characters, using letters, numbers, hyphens, or dots).
  • Name: Give the trigger a name that matches its purpose (e.g., “Order Emails”).
  • Description: Add a short note to explain what the trigger does.
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  • Parse Additional Values*: Turn this on to pull specific details from the email, like an order number. If enabled, you’ll have to set up parsing rules in the next step.
  • Parse Forwarded Emails: Turn this on to grab details like the original sender’s name or email from forwarded messages. You can’t use this if Parse Additional Values is turned on.
  • Filter Conditions: Set rules to trigger the flow only for certain emails (e.g., emails with “invoice” in the subject, from a specific sender, or with certain words in the body).

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Create Parsing Rules

If you turned on Parse Additional Values, here’s how to set up parsing:Send a Test Email: Send an email to your parser address. You can copy the address from the screen.The system saves the last 3 non-test emails, listed from newest to oldest.
  • Pick an Email: Choose one email from the list to set up data extraction.
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  • Map Variables*: Highlight text in the email to extract (e.g., “12345” from “Order ID: 12345”).
  • Advanced Options:Extract Part of Text: Pull only part of the highlighted text (e.g., “100”from“Total:100” from “Total: 100.00”).
  • DOM Path (CSS Selector): Use a selector to pinpoint data.
  • Content Path (XPath): Use a path as a backup.
  • Text Position: Set start and end points for the text you want.
  • Review Variables: You can see all mapped variables in a list on the right. You can edit or delete them using the X icon. To change mappings, click Modify to update or pick a different email, which re-parses the data.
  • Save: Save your variable mappings. You can’t edit variable names later; delete and recreate them if needed.

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Data Available in Your Flow

When the flow starts, you can use these email details: Sender NameSender Email AddressCC and BCC AddressesSubjectEmail Body (HTML and plain text)Received Date and TimeThread IDForwarded Sender Name and EmailParsed Variables

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Practical Use Cases

Create a lead (contact) in Salesmate when someone emails your support inbox.Start a support ticket for emails with words like “urgent” or “refund.”Parse the email signature in emails to create a contact in Salesmate.