Horilla Docs

Appearance

Automating Lead Capture with Mail to Lead in Horilla CRM ​

Introduction ​

Mail to Lead in Horilla CRM is an automation feature that converts incoming emails into lead records based on predefined configuration rules.

This functionality ensures that all relevant email inquiries are captured as leads without manual intervention, improving response time and reducing data entry efforts.

Purpose ​

  • Automate lead creation from incoming emails
  • Standardize lead capture process
  • Reduce manual data entry errors
  • Ensure timely follow-up on customer inquiries
  • Filter and capture only relevant communications

To access Mail to Lead configuration:

alt text

Settings → Lead → Mail to Lead

This opens the Mail to Lead configuration module where users can create, edit, and manage rules.

Creating a Mail to Lead Configuration ​

To create a new configuration:

alt text

  1. Click on the Add New button
  2. The Create Mail to Lead Config form will open

1. Incoming Mail

  • Defines the email inbox to monitor
  • Only emails received in the selected mailbox are processed
  • Supports multiple configurations for different mailboxes

2. Lead Owner

  • Specifies the user assigned to created leads
  • All leads generated from this configuration are assigned to this user
  • Ensures ownership and accountability

3. Accept Emails From (Optional)

  • Filters emails based on sender address or domain
  • If defined, only matching senders will create leads
  • If empty, all incoming emails are considered

4. Keywords (Mandatory)

  • Defines trigger words or phrases
  • Only emails containing these keywords will generate leads
  • Used to filter high-intent or relevant inquiries

Configuration List View ​

After saving, configurations are displayed in a list view.

alt text

Displayed Information:

  • Incoming Mail
  • Type (Mail)
  • Lead Owner

Available Actions:

  • Edit configuration
  • Delete configuration

This allows centralized management of all Mail to Lead rules.

System Workflow

Once a Mail to Lead configuration is active, the system processes emails automatically.

Workflow Steps: ​

  1. System monitors configured mailbox
  2. Incoming email is received
  3. Email is validated against:
    • Sender (if defined)
    • Keywords (mandatory)
  4. If conditions match:
    • Lead record is created
    • Lead Source is set to Mail
    • Email content is stored in lead description
    • Lead is assigned to configured owner

No manual interaction is required after setup.

Data Handling ​

alt text

Lead Creation Rules ​

  • Each qualifying email generates one lead
  • Duplicate handling depends on system configuration (if applicable)
  • Email body is stored as lead context

Lead Fields Auto-Populated ​

  • Lead Source → Mail
  • Description → Email content
  • Owner → Configured user

Use Cases ​

  • Capturing sales inquiries from shared inboxes
  • Converting website contact emails into leads
  • Filtering high-intent emails using keywords
  • Managing multiple business email channels

Benefits ​

  • Automated lead capture
  • Faster response time
  • Reduced manual workload
  • Improved data consistency
  • Better lead filtering and quality control

Best Practices ​

  • Use dedicated inboxes for lead capture (e.g., sales@, info@)
  • Define precise and relevant keywords
  • Restrict sender domains where necessary
  • Assign lead owners based on team structure
  • Periodically review and update configurations

Limitations / Considerations ​

  • Emails without defined keywords will not create leads
  • Overly broad keywords may generate irrelevant leads
  • Misconfigured sender filters may block valid inquiries
  • Requires proper mailbox setup and monitoring