The Incoming Email Starting action

Want your workflow to spring into action the moment an important email lands? The Incoming Email Starting action kicks off your workflow automatically when an email arrives at a unique, dedicated address.

Configuration

To set up the Incoming Email Starting action:

• Add the node to your workflow.
  
  
• Click on the node to open the Properties panel where you can configure the node.
  
  
• In the field Incoming email address, select from the dropdown which email address you want to trigger the workflow.

You can decide between:

• The default unique email address provided by Build Concierge; or
• The inbound email address which you added to your account via Email Management in Settings.

Forwarding emails

Depending how your emails are set up in your workflow, you may need to set up automated forwarding to forward emails to the email address which is triggering the workflow.

To ensure that irrelevant emails are not triggering the workflow, setup conditional forwarding to limit which emails trigger the workflow e.g. all emails with a specific subject line or from a specific email address. 

Outcomes

As with all Starting actions, the only outcome is Complete. 

Default variables 

The Incoming Email Starting action provides several default variables that can be used later in your workflow:

From Email - The sender of the email.

From Name - The name of the sender of the email.

Subject - The subject of the email.

Body - The actual message in the email body.

Text from pdf attachments - If there are any pdfs attached to the email, the text of those pdfs is stored as a variable. 

These variables can be used to map the data into fields of later nodes.

Example uses

Some typical example use cases for using the Incoming Email starting action are:

• Automatically reply to customer's emails using an Extract Text node and Send Email node.

• Extract job request information from the email using an Extract Text node to book a job in BigChange or another tool.

• Route urgent support messages coming in through email to the right team instantly.