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Email Integration
Zynk's Email integration brings email into your automated workflows. It reads a POP3 mailbox and runs tasks for each message and attachment, checks addresses before you rely on them, and sends emails or integration reports through an SMTP server. It works alongside Sage, Business Central, Salesforce and ecommerce connectors to act on emailed data and keep teams informed.
Capabilities may differ depending on the product.
Benefits
Why businesses connect Email
Every inbound email processed
The Email Repeater downloads messages from a POP3 account and runs its sub-tasks once per email, with the sender, subject, body text and dates available to every step that follows.
Attachments into your systems
Attachments are saved to a folder for each message, where Zynk's Excel, CSV or XML tasks can read emailed orders, price files or remittances and pass the data to Sage or your ERP.
Emails sent from the workflow
Send Email delivers messages through your own SMTP server or a third-party service such as Mandrill, with HTML bodies, attachments and recipients all set from data in the workflow.
Reports on what failed
Send Integration Report emails a summary of the records each task processed and those it could not, and can hold back repeat errors so the same problem does not crowd every report.
Addresses checked first
If Email Exists confirms an address is correctly formatted, or validates it against the receiving mail server, then runs different steps depending on whether it passes.
Capabilities
What you can do with Email
Every task the Zynk Email connector can run, grouped by the direction data moves.
Actions in Email
Tasks Zynk can automate in Email
4 tasks
- Email repeater → in Email
- If email exists → in Email
- Send email → in Email
- Send integration report → in Email
Need something that isn't listed?
Most Email projects include at least one custom step. Our team builds it for you.
The problem
Why integrate Email?
Plenty of business data still travels by email: customer orders as spreadsheets, supplier price lists, remittance advice and enquiries. Someone has to open each message, save the attachment and key it into the right system, and nobody hears when an overnight integration fails. The Email connector puts both jobs into a workflow.
Without integration
- Emailed orders saved and rekeyed by whoever checks the inbox
- Integration errors only noticed when a customer complains
- Confirmations and notifications written and sent by hand
- Bounced emails caused by mistyped addresses in customer records
With Zynk
- The Email Repeater picks up each message and passes its attachment to the import
- An integration report lands in the team inbox after each run
- Send Email builds messages from workflow data automatically
- Addresses are checked before an email is sent or a record is saved
How it works
How the Email integration works
Step 1: Set up mail connections
Add a POP3 connection for the mailbox you want to read and an SMTP connection for sending, or use the SMTP connection built into Zynk.
Step 2: Build the email steps
Place the Email Repeater, If Email Exists or Send Email tasks in a workflow, and use message fields such as sender and subject to drive the next steps.
Step 3: Connect to business systems
Sub-tasks read attachments, create records in Sage, Salesforce or Business Central, and build replies from Razor templates using the same data.
Step 4: Report and repeat
Add Send Integration Report at the end, then schedule the workflow so the mailbox is checked and the team updated at regular intervals.
Integrations
What can you connect to Email?
Example use cases for Email integration
Email and Sage 50 UK
Orders emailed by trade customers as spreadsheets can be picked up by the Email Repeater, read with Zynk's Excel tasks and imported into Sage 50 as sales orders.
Email and Sage 200
After each Sage 200 import, Send Integration Report emails finance a list of the transactions that posted and any that need attention, so problems are fixed the same day.
Email and Salesforce
Customer enquiries arriving in a shared mailbox can create records in Salesforce, such as cases or leads, using the sender and subject the Email Repeater captures.
Email and ChatGPT
Pass an inbound email to the ChatGPT connector to summarise the request or draft a suggested reply, then send it on with Send Email for a colleague to review.
Email integration FAQs
Can Zynk read emails from a mailbox?
Which mail protocols does the Email connector support?
Can Zynk send an email when an integration fails?
Can Zynk import orders sent as email attachments?
Can Zynk send emails to customers from a workflow?
How does Zynk check whether an email address exists?
Which business systems is the Email connector used with?
See what Zynk can automate for your Email setup
Book a 20-minute call. We'll review your systems, flag the quick wins and outline a practical route to going live.
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