Zapier and email parsing

[AirCoSupport]

Hello, I am wondering if anyone has any zaps that have worked for them to be able to parse their emails? For example, you receive a purchase order and the information gets placed into ServiceTitan automatically? Any information will help! Thank you. 

[celvinpieterson]

Automating Email Parsing to ServiceTitan with Zapier

Automating the process of parsing emails and transferring the information into ServiceTitan can save significant time and reduce errors. Here’s how you can set up a Zap in Zapier to achieve this:

Steps to Set Up Email Parsing and Transfer Data to ServiceTitan:

1. Set Up Email Parsing in Zapier:

• Use Email Parser by Zapier to extract specific information from your emails.

Steps:

1. Create a Parser Mailbox:
   • Go to Email Parser by Zapier and sign up.
   • Create a new mailbox (e.g., yourmailbox@robot.zapier.com).
2. Forward Your Emails:
   • Forward the emails you want to parse to this mailbox.
3. Train the Parser:
   • Open an email that you've forwarded and highlight the information you want to extract (e.g., purchase order number, item details, quantity, price).
   • Save the template.

2. Create a Zap to Trigger on Parsed Emails:

• Log into Zapier and click on "Make a Zap".

Steps:

1. Trigger Event:
   • Choose Email Parser by Zapier as the trigger app.
   • Select the mailbox you created.
   • Set the trigger event to occur when a new email is parsed.

3. Add Action to Create or Update Record in ServiceTitan:

• Choose ServiceTitan as the action app. If ServiceTitan is not directly available, you may need to use a webhook.

Steps:

1. Action Event:
   • Select the appropriate action, such as creating a new job or updating an existing record.
   • Connect your ServiceTitan account.
2. Map the Data:
   • Map the parsed data from the email to the corresponding fields in ServiceTitan.
   • For example, map the purchase order number, item details, quantity, and price to the relevant fields in ServiceTitan.

Example Configuration for Webhook:

• If you need to use a webhook, set up the action to send a POST request to ServiceTitan’s API.

json

Copy code

{ "method": "POST", "url": "https://api.servicetitan.com/v1/your-endpoint", "headers": { "Content-Type": "application/json", "Authorization": "Bearer YOUR_API_KEY" }, "body": { "purchase_order_number": "{{parsed_data.purchase_order_number}}", "items": "{{parsed_data.items}}", "quantity": "{{parsed_data.quantity}}", "price": "{{parsed_data.price}}" } }

4. Test and Activate the Zap:

• Test the Zap to ensure that the data is correctly parsed and sent to ServiceTitan.
• Once the test is successful, activate the Zap.

Example Scenario:

1. Receive Purchase Order Email:

   • A purchase order email is received and forwarded to the Zapier email parser mailbox.

2. Parse the Email:

   • Email Parser by Zapier extracts the relevant information (purchase order number, item details, quantity, and price).

3. Trigger the Zap:

   • The Zap is triggered by the parsed email.

4. Create/Update Record in ServiceTitan:

   • The extracted data is mapped to the corresponding fields in ServiceTitan, creating or updating a record automatically.

Additional Tips:

• Customize Email Parsing:

  • Ensure that your email parsing template is accurate and extracts all necessary information.
  • You can create multiple parsing templates for different types of emails if needed.

• Error Handling:

  • Set up error handling in your Zap to manage any issues that may arise during the data transfer.

• Documentation:

  • Refer to the Service Titan API Documentation if you need to set up a webhook or perform more complex integrations.

By following these steps, you can automate the process of parsing purchase order emails and transferring the data into ServiceTitan, enhancing efficiency and accuracy.

If you have any further questions or need assistance with specific configurations, feel free to ask!

Best regards