Custom Data Ingestion via Emails

Step-by-step guide for the process of ingesting data from emails automatically into Optmyzr via the Data Integration Dashboard/tool

Rishabh Singh Jasrotia avatar
Written by Rishabh Singh Jasrotia
Updated over a week ago

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The Data Integrations Dashboard allows you to connect data from various CRMs and use that data across Optmyzr with only a one-time setup. You can read more about the tool here.

How does it work?

To import data from platforms like Zoho, Salesforce, Shopify, and others, the Data Integrations tool uses the concept of email data ingestion. This means that you can import data from these external platforms by sending CSV files via email. The process is automated through an email trigger, allowing new emails to be automatically pulled into Optmyzr.

This type of integration is very useful in cases where you have restricted access to certain actions/data in an external platform (Zoho, Shopify, etc.) All you need to do is to request someone with higher access levels to share the required data through an email.

Step-By-Step Guide

Let’s look at the steps involved in email ingestion integration and how it streamlines the data integration process.

1. Accessing the External Platform and Exporting Data

To get started, log in to the desired platform and locate the specific report or dashboard containing the data you need. Export this data in the form of a CSV file.

In case of insufficient permissions, you would require someone with access to share data on the email address that you create in the next step.

2. Creating a Customized Email Address

Once you have the data exported successfully, you can go to the tool to continue with the setup further. Select your preferred platform (if not listed, select 'Other Integrations') and create a new Data Connector.

In the side menu that appears, proceed to the 'Send Data to a Customized Email Address' step. Here, you can create a customized email address designated for the data ingestion process. This unique email address acts as the destination to which the CSV file(s) will be sent.

To make it easier to identify and manage the data, you can name the email address based on the report type that you will be sending. For example, if you are sending sales data, you can name the email address sales.[id]

The tool will automatically process the incoming emails and extract the attached data for integration.

3. Sending the Email Attachment

Attach the CSV file exported in Step 1 and send it to the customized email address that was created within the tool.

4. Checking for Inbound Email

Switch back to the integrations tool and wait for the system to identify the data. In a few seconds, you will be able to see the attachment in the Optmyzr tool.

If for any reason you are not able to see your file, try refreshing or resending the email.

5. Data Configurations

Upon successful import, you can now move on to configure the data type for each column in the CSV file. This step is crucial to ensure accurate data representation and appropriate data filtration if needed.

This sets up a single data connector that actively works to bring in data from emails in Optmyzr.

Important Functionality

How do the data updates from the new email to the existing connector work?

Once a data connector is set up it can be used to import data in bulk and update it in the tool frequently based on your need. As the system receives a new email, it discards and replaces the old data with the updated one from the new attachment. So, the data sets that you further create from the data connector always work with the most recent email attachment.

Is it possible to modify the columns in the new email attachment for the existing connector?

No, you can’t change the columns or their data type after you have set up the configuration for a particular connector. With a single connector, you can work with only one report type. The data available for the initially configured columns can update as you send in new emails.

For example, let’s say I set up a connector to receive lead data from the CRM tool. I have configured all the columns I originally required during the setup. I have also arranged for the email to be sent weekly from the administrator of the same CRM account.

This way I can visit the tool to do a weekly review of my product leads. But suddenly now I require a specific user attribute in my new reports. As this isn't possible right now with my current setup, I would go forward to create a new connector to receive new emails with updated data.

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