The Create Intake action can be used with a variety of triggers, like Google Forms or Email Parser, to create new intakes in Neos.
While inside Neos > Integrations > Zapier, select the Create intakes in Neos from new parsed emails option if you'd like to create this workflow. A new window will open, initiating the wizard. You may be prompted to log in to your Zapier account.
Select the trigger (first step) and choose your configured Mailbox email parser. Click Continue. Refer to Configure Email Parser Trigger to create a new parser.
Click the Test trigger button to ensure your trigger is working. When successful, click Continue with selected record.
Set Up Action
In the Action, select "Neos" as the App.
"Create Intake" should be selected as the Action event when using this workflow.
Connect your Neos Account. If you haven't connected your Neos account to Zapier or your authorization token has expired, you will be asked to enter your authentication token from the Zapier integration tab in Neos. Refer to Connect Zapier to Neos for more information.
Once authorized with Neos, click Continue.
Configure Action
Map the list of standard Neos Intake fields to the fields from your trigger. After selecting the necessary fields, click into each field to map data from your email template. Use the Search field to find the correct Parse Output…". (e.g., "Parse Output Address").
All required fields for a Name block in Neos must be filled in to parse information. The Address Type in Neos defaults to "Home". The Address Line #1 field must contain the parsed output to allow data in the remaining address fields to populate in the Neos Intake. For example, the Zip Code will not populate into Neos unless the Address field is parsed.
Static values can also be entered if the trigger does not contain that field. For example, if your email parser does not have a field for Case Type but all Intakes should be added to Neos with an "MVA" Case Type, you can simply type "MVA" in the Case Type field of the Zap.
NOTE: It is recommended that a Case Type be assigned to all added Intakes. By configuring this in a Zap, the Default Staff, as defined in the Case Type, can be automatically set for all new Intakes of that Case Type. It also enables the Checklist for new Intakes, allowing Staff to quickly address assigned tasks.
New field options for Source and Marketing Campaign have been added for mapping Neos Intake fields. Using these fields, your firm can easily track where Intakes originated and how a lead was generated.
NOTE: Any typed-in content must match exactly in Neos for the Intake to be properly assigned (e.g., Marketing Campaign Title or Case Type Code).
The EmailBody and File fields can be mapped to non-parsed fields (e.g., "Email Body Plain" and "Email Attachment".
9. Click the Continue button when done.
10. Click the Test step button to create an Intake using your parsed email and mapped fields.
NOTE: Zapier uses the first record of the trigger to test the Zap. If multiple tests are performed for a single zap, the same record will be added as a new Intake in Neos.
11. When the test is successful, the following will display.
12. Open Browse Intakes in Neos to confirm the Intake has been created. An example of the parsed data is shown in bold.
13. On the last step in Zapier, click the Publish button to make this workflow live.
14. A confirmation message will display when complete.
Your list of Zaps will be updated to include parsed emails. Make sure to change the title of this Zap to make it recognizable, e.g., "Create Intakes in Neos from New Parsed Emails".
Once the Zap is ON, your firm's email administrator can automatically forward leads to the email parser in Zapier (auto-generated email). If leads are sent directly to the parser email address and then later forwarded, make sure to revise your parser template to avoid issues from the email header (e.g., From, Sent, To, Subject fields).