How to Automate Data Extraction from Emails?

Is Your Email Inbox Overflowing with New Inquiries?

Then You Need an Email Automation Tool to Help Manage Incoming Leads

Ambitious people strive to make a name for themselves in their respective industries.

It doesn’t matter if you’re a travel blogger, real estate agent, lawyer, or online marketer. Being an authority in your niche comes with many perks.

For one, prospects will consistently come to you in droves. You don’t even have to keep your marketing efforts in full swing — they’ll come knocking on your door and call you on their own accord.

They’ll even take the liberty to fill up your email inbox with thousands of inquiries, which would easily take you hours or even days to comb through.

If the thought of having to go through all the emails is starting to overwhelm you, then don’t let it.

With email parsers, it will only take you minutes to manage the email inquiries you get from your prospects. Instead of spending hours sorting through your emails, you can quickly set up parsing rules to scrape valuble contact information, billing information, & email attachments directly to you

Use an Email Parser to Manage & Automate Your Email Inbox

Quickly Scrape Email Data & Save To Your Favorite Database or CRM

Instead of spending hours sorting through your emails everyday, you can spend a few minutes setting up Parserr’s email automation tool to select the data you need. First, you need to create a Free Parserr account. Then you need to set up the parsing rules to select the valuable data you require (contact information, billing information, pdf email attachments, etc). After the initial setup, all incoming emails that have the specified information will automatically have their data scraped and saved – you can even have this data be exported to your favorite database, CRM, or hundreds of other online applications.

What does an Email Parser do?

Put simply; an email parser is a piece of software that automates the extraction of pertinent data from email messages. The data will then be converted into a format that can be downloaded or sent directly to another platform.

Sounds simple, right?

With platforms like Parserr, it is.

How to Get Started with Parserr’s Email Automation Tool?

Setup an Account with Parserr & Connect Your Email

To get started with Parserr, you need to go through the initial setup process which will prompt you to send a “test email.”

You don’t need to do anything fancy to complete this step. Just use your regular email client and send the test email to the address shown on screen:

Email Parser

Remember to Save the Parserr Email Address For Auto-Forwarding

Be sure to jot down the email address that Parserr provides you during the initial setup— you’ll need it when you set up auto-forwarding on your email service.

How to Setup Auto-Forwarding Emails?

For the steps on auto-forwarding emails, refer to the following pages:

Select the Email Data You Would Like Extracted

After you send your test email, the Parserr platform will automatically refresh and take you to the next step. You will then be able to specify the part of the email where data can be extracted from:

Email Parser

Take note that you can still parse data from other parts of an email even after you’re through with this step. That said, you don’t have to worry too much about what you select at this point.

Choose the Automation Platform Integration to Send Data to (optional)

Automatically Send Parsed Email Data to Integrate with Other Tools Using Zapier or Microsoft Flow

Next, you need to choose an automation platform that will enable you to integrate Parserr data with other services. If you want, you can skip this step, simply select “No, none of them” and click “Next.”

In its current version, Parserr currently supports integrations through Zapier and Microsoft Flow.  

After selecting an automation platform, you can complete the Parserr setup by specifying what you want to do with extracted data.

Choose How to Export Email Data: Download File or send to Third Party Platform

The default option is to simply export them into a local spreadsheet file. However, you can also select a specific third-party platform, which optimizes the parsing process to suit your specific objectives.

Email Parser

Parserr is compatible with hundreds of third-party platforms — from email marketing tools to social media networks.

Send Email Leads & Contact Info Directly to Mail Chimp

Since the original goal is to help you organize email inquiries, let’s pick an email marketing tool like MailChimp. Not only is it free to use, but it also has automation features that can be used in your lead generation and nurturing processes.

MailChimp also allows you to score and segment your leads into lists. This will enable you to personalize your emails according to where they are in your sales funnel.

That’s it! After the setup, you’re now ready to automate data extraction with Parserr.

How to Create Email Parsing Rules with Parserr?

Next, let’s proceed to one of the most important aspects of using Parserr — creating rules.

To create parsing rules for your Parserr account, head to the “Rules” tab from the main menu and click “Add Rule.”

Email Parser

Choose the Email Attribute You Need

On the next page, choose the part or attribute of an email you’d like to use for the new rule. This can be the email’s subject, body, sender, CC recipients, attachments, or headers.

Email Parser

To help you understand how this works, let’s try something simple — extracting the sender’s email address and sending it over to MailChimp.

For this, select “From” and scroll down to view the initial data. If this is your first time creating such a rule, you should see the email address you used with the test email earlier.

Email Parser

This is just to give you an idea of the data that will be extracted once you finalize and save the rule. But before you do, don’t forget to give it a name.

Email Parser

Notice the green plus symbol below the initial data field? You can use it to refine the initial data through additional filters.

For example, you can remove all the empty lines in the email body, capture all URLs, get the first names of senders, and so on. But since we only want to transfer leads to MailChimp, you can overlook filters for now.

Selecting the Right Data Integration Partner

After you save your new rule, Parserr will now automatically capture the email addresses of all senders.

The next step involves letting you decide what to do with your data. And to do this, you need to head to the “Integrations” tab.

Email Parser

The good news is, Parserr already has a pre-configured integration workflow that accomplishes exactly what you need. Under the “Zapier Integrations,” look for “Create new MailChimp subscribers from new Parserr emails” and “Use this Zap.”

Email Parser

After which, you’ll be required to fill in your credentials and grant the necessary permissions to make the workflow happen. For your convenience, it’s a good idea to launch a new tab in your browser and log in your accounts from there.

You can then follow the on-screen instructions to finish setting up the workflow. When asked to set up your Parserr email, don’t forget to select the address presented to you earlier.

Email Parser

On the MailChimp side of things, you need to pick a specific email list and choose the Parserr rule you created earlier, which should appear as:

Email Parser

Sounds confusing? Don’t worry.

To make sure you entered the correct values for each step, Zapier will run checks and make sure valid inputs have been made.

Finally, wait for Zapier to turn on your newly-created workflow. A confirmation will show that you’ve successfully automated your first email parsing process — congratulations!

Email Parser

Other Things You Can Do With Parserr

With Parserr, there are so many things you can do with your parsed data. Based on the integrations currently supported by the platform, here are some of the useful workflows you can replicate:

  • Extract email addresses into an Excel or Google Docs file
  • Extract PDF attachments
  • Get the first names of senders for personalization purposes
  • Scan emails for product keywords to segment the lead accordingly
  • Funnel new leads into your CRM platform
  • Scan Invoice & Billing Data


Improve Lead Management with the Best Email Automation Software

Save Time & Money with Automated Email Data Capture from Parserr

Parsing is a great way to save time and maximize your efficiency when managing leads through email.

You can automate lead segmentation, acquire specific details for personalization purposes, transfer leads to a different platform — it’s only a matter of finding the right combination of services you can integrate.

Of course, all these won’t be possible without a reliable parsing platform like Parserr. And hopefully, the guide above helped you learn how to use it effectively. Please check out our support articles for help setting up your parsing account, or contact us today for more information!