Automatically import emails to Upsales (using Zapier) – Upsales Help Centre

This article will help you to automatically import emails from your inbox into Upsales and assign them to a user. This is done by using Zapier and an Upsales form. The form submits will then automatically create a new activity that is given to a specific user.

Video walk-through (in Swedish)

Before starting, make sure you've got this in order

An email to import (Gmail, Outlook, etc)
An Upsales account with the Forms feature
An Upsales form
A Zapier account (Please note that Zapiers free account has a 15 min update interval)
Activate the Zapier app in Upsales App Directory
Follow the below steps

In Upsales

Log in to your Upsales account
Create a new form (Marketing > Forms & landing pages > Create new form) and name the form something you’ll easily find in Zapier later
You'll only need three fields in your form:
1. Contact name
2. Email
3. Email body
4. Important! Disable the spam protection (reCaptcha) in your form since Zapier won’t be able to solve it, and no form submits will be carried out.
Remove the company name (since that information can't be matched from the information inside the emails)
Add a new field to your form for the email body:
1. Click "Add field" in the sidebar
2. Select "Form-specific field"
4. Select field type: Text area. Name it something like “Email body”
Now, let’s head over to the Settings tab inside the form editor
1. In the Form action section, click “Add more actions”
2. Select “Create activity”
3. Customize the activity details
  1. Perhaps add “New email from info@company.com" as a description, or use any of the available dynamic tags for emails
  2. Select a user which receives the activity
    2. It's possible to select the company account manager, if there is no account manager set for the company the activity will be randomly assigned to a user in your account.
  3. Should the activity be added to a campaign? Adding entities to campaigns will make it easier to follow-up the statistics and segment lists
4. The form submit field information is automatically added to the activity notes
Save your form

In Zapier

Create a Zapier account
Log in to Zapier
Create a new Zap

Zapier: “When this happens”-section:

Connect and add your email service (Gmail, Outlook, etc)
When receiving a new email: Connect your email account
Label: Select your inbox
1. You can also choose to only apply this sync to specific labels
Customize how the email will look

Zapier: “Do this..”-section:

Add and connect the Upsales app
Select “New Form Submit”
In the Choose account: Select your Upsales account

Zapier: “Customise Form Submission”-section:

Select the form you created in Upsales
The fields from your form are displayed in Zapier, connect them to the fields from the email:
Connect the form field “Contact name” with the Zapier field “From Name”
Connect the form field “Email” with the Zapier field “From Email”
Connect the form field “Email body” with the Zapier field “Body Plain”
Make sure you select “Body Plain” and not “Body HTML” since that option will add a bunch of code to your activity note field

Zapier: "Send data"-section:

Click "Continue" to save your Zap

Testing it all out

Log in to another email than the one used above
Compose an email and send to the email you'd like to import
Check your inbox in the other email account
If you received the email in your inbox you now need to wait for Zapier to execute the Zap you just configured (If you are using the free Zapier account the delay is usually about 15 minutes)
Check your form submit list inside Upsales, there should now be a new one from your form
Enter the form submit and review what the Zap has added to your form submit
The form should now have automatically created a new activity and given it to a user
Go to the activity list, set your filters to display activities belonging to the user you selected, and you should find the newly created activity.
You are done!