Automate Contact Management with AI-Powered Email Parsing
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Streamline your sales and marketing by automatically parsing incoming emails with AI. This workflow extracts crucial contact information, intelligently updates your HubSpot CRM, and ensures no lead or inquiry falls through the cracks.
About This Workflow
This n8n workflow revolutionizes how you handle incoming emails by leveraging the power of AI. It begins by monitoring your inbox for new messages. Upon receipt, an advanced AI model (GPT-4o-mini) meticulously parses the email content, extracting key details like name, email, phone number, company, and address. This parsed data is then structured into a usable JSON format. The workflow then checks your HubSpot CRM to see if a contact with that email already exists. If found, an engagement is logged detailing the email received. If not, a new contact is created in HubSpot with all the extracted information, followed by an engagement log. This ensures your CRM is always up-to-date with rich contact data, empowering your sales team to engage effectively.
Key Features
- AI-Powered Email Parsing: Utilizes advanced AI to intelligently extract contact details from any incoming email.
- Smart HubSpot Integration: Seamlessly searches for existing contacts and creates new ones with comprehensive data.
- Automated Engagement Logging: Automatically records email interactions as engagements in HubSpot for better tracking.
- Customizable Data Extraction: Flexible AI prompt allows for tailoring the information to be extracted.
- Robust Error Handling: Built-in logic for managing contact existence and data creation.
How To Use
- Configure IMAP Node: Set up the 'When an email is received' node with your IMAP account credentials to monitor your inbox.
- Set AI Prompt: In the 'Parse the mail with AI' node, customize the prompt to specify exactly what contact information you want the AI to extract (e.g., name, company, specific details).
- Define Output Schema: In the 'Set the output Json' node, provide a JSON schema example that matches the expected output from your AI prompt. This helps structure the extracted data.
- Connect HubSpot Nodes: Configure the 'Search for the contact via email' and 'Creates contact' nodes with your HubSpot API credentials. Ensure the email address is correctly mapped from the AI output.
- Implement Logic: Use the 'contact exists?' (If) node to differentiate between existing and new contacts. Connect the 'Creates an email engagement' node to the 'True' path (contact exists) and the 'Creates contact' node to the 'False' path (new contact).
- Add Engagement for New Contacts: After creating a new contact, ensure the 'Creates an email engagement' node is also executed to log the initial email.
Apps Used
Workflow JSON
{
"id": "55cd20f3-cbcc-4494-b33b-e2ad62a23ab3",
"name": "Automate Contact Management with AI-Powered Email Parsing",
"nodes": 18,
"category": "Sales",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: 55cd20f3-cbcc...
About the Author
Crypto_Watcher
Web3 Developer
Automated trading bots and blockchain monitoring workflows.
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