Below are the high level steps in creating parsing rule
1. Select the CRM field (eg Lead.Company)
2. Select a data source (e.g. email body, email subject)
3. Add a Start position text-filter which defines the start of your variable (e.g. search for “Company: “)
4. Add a End position text-filter which defines the end of your variable (e.g. “end of line”)
5. Refine the result with additional settings like trim, remove empty lines, extract first name, extract last name, etc
When creating parsing rule, we have provided an option under text refinement section called as “Extract First Name” and “Extract Last Name”. The rule works as following: Extract the word before space as the “First Name” and after as the “Last Name”.
Whenever an email is processed, we can set the regarding of the email to the newly created record. So, if the above setting is marked as true then only those emails will be processed where regarding has not been set.
For example, if you wanted to set a default value for “lead source” for the newly created leads…then you would create a parsing rule for field Lead.Lead Source and enter value as “Web” or “Other”
Email parser triggers for all incoming emails in CRM having ‘received’ status.
Email parser triggers instantly when an email is received in CRM. So first step would be to verify if the email has been received. You can check the emails under the particular queue that has been configured.Eg. all the emails received in CRM support queue would be visible under the queue (browse to Settings >> Business Management >> Queues and open ‘Support Queue’. The received email should be visible in the ‘queue items’.
If the email shows up in the queue then next step would be to check the event log. The name of the event log record is populated with email subject (as long as the license is valid). Open the log to check if an error occured when parsing a particular email.
We have now added a new feature called as “Test Run”. The classic approach to test “email parser” is to send an email to the queue (which has been configured for email parser). The test email is received in the mailbox and then pulled in to CRM using server side synchronization. This process takes lot of time.
Hence to speed up the testing, use the “Test Run” feature. On click of “Test Email” button, we artifically generate an email within CRM…which is received by this support queue and then parsed based on the parsing rules. (refer KB article “Getting Started – Email Parser Setup for more details)
Here you can add multiple keywords seperated by “;”. If this filter has been specified then email subject having any of these matching keywords would be processed and rest will be ignored. If no values have been specified then no filteration will be applied.
eg. keyword: @case
Only emails having subject “@case” will be processed for that particular configuration.
This allows you to have same queue but multiple conigurations…eg. you could setup a support queue and 2 different configuartion records… one for creating leads and other one for creating cases. In the lead configuration…the keyword could be @lead and in case configuration… the keyword could be @case.