Hubspot Email Contact Processing Workflow

Target Audience

• Sales Teams: To streamline their communication and engagement with potential leads.
• Marketing Professionals: For automated follow-ups and data collection from email inquiries.
• Customer Support Teams: To quickly parse customer emails and create contacts in HubSpot.
• Business Owners: To enhance lead management and improve customer relationship management (CRM) efficiency.

Problem Solved

This workflow automates the process of managing email communications by:

• Parsing incoming emails to extract important contact information such as names, emails, phone numbers, and addresses.
• Searching for existing contacts in HubSpot to avoid duplicates and ensure accurate data management.
• Creating new contacts in HubSpot if they do not already exist, along with logging email engagements, thus improving follow-up efficiency and tracking.

Workflow Steps

1. Email Reception: The workflow begins by triggering when an email is received through the IMAP account.
2. Email Parsing: The email content is parsed using AI to extract essential information like the sender's name, email, company, and other relevant details.
3. Contact Search: The workflow searches for the contact in HubSpot using the extracted email address.
4. Conditional Logic: It checks if the contact already exists:
   • If yes, it proceeds to log the email engagement.
   • If no, it creates a new contact in HubSpot with the extracted details.
5. Email Engagement Creation: Regardless of whether the contact was newly created or already existed, an email engagement is logged in HubSpot to track communication.