Turn Zoho Mail sales enquiries into Zoho CRM records

When a new email lands in my Zoho Mail inbox, I want you to spot genuine inbound sales enquiries and stop them from dying in the inbox. Trigger this on the Zoho Mail poll trigger for new email so it runs on each message as it arrives.

Start by reading the message. Use Get Email Details to pull the metadata, including the sender name and address, the subject line and the received time, and use Get Email Content to read the body.

Then judge what it actually is. Ignore newsletters and marketing blasts, receipts, invoices and order confirmations, vendor and agency cold pitches, automated system notifications, and internal mail from my own domain. If the message is not a real enquiry from someone who wants to buy or wants information about what we sell, stop there and do nothing: do not write to the CRM, do not post to Slack, and do not label the email.

For a genuine enquiry, extract the person's name, their company, their email address, their phone number if one is present, and a plain description of what they are asking for. Also pick up any budget or timeline they mention. Only record what is actually in the email. Never guess or invent details, and simply leave a field out when the email does not contain it.

Check Zoho CRM before writing anything. Use Search Records to look up that email address, checking Contacts first and then Leads. This tells you whether the person is brand new or someone we already know.

Create or update the record with Upsert Records, keyed on the email address as the duplicate check field, so an existing person is updated in place and a genuinely new person is created as a Lead. Duplicates must never be created: the email address is the identity.

Attach the enquiry itself to that record using Create Note. Write it as a short structured summary covering what they are asking for, the apparent budget or timeline if any was mentioned, and the original subject line, so anyone opening the record later understands the enquiry without going back to the inbox.

Post to my sales channel using the Slack Bot Send a Message operation. Say who got in touch, their company, what they want, and whether they are a brand new contact or someone already in the CRM. Keep it to a few lines a rep can act on straight away.

Finally, label the message in Zoho Mail with Update Emails (Batch) so it is clear the enquiry has been captured, resolving the label id with List Labels first. If a later step fails after the CRM record has been written, still post to Slack so the enquiry is never lost silently.