As a rule, in the emails, the data fields are in the key-value pair (KVP) format. The data is stored as a unique identifier in key-value pair & each identifier has its related value. The ability of key-value pairs to extract data is productive for businesses. The data can be stored in various formats including Semi-structure, Unstructured, and Structured. We can extract the data manually as well as automatically. It totally depends on the source and the quantity of the data.
In this article, we are primarily focusing on how to extract data fields from the email body. In addition, we will also discuss the limitations and drawbacks of manually extracting email body data and the way to overcome them.
Data Extraction Examples from Different Formats
The data extraction tool we will discuss in this article is layout agnostic. For example, it is compatible with rich-text (HTML) as well as plain-text emails. Anyway, let us have a look at some real-world applications.
Businesses have transitioned to paperless environments and so there are invoices, work orders, etc. But it has given rise to a major problem, i.e. data silos. The companies get invoices over the email and they got stuck there for eternity. To tackle this, you can either manually check each invoice and extract the information and save it on a centralized platform. Alternatively, you can use an automated data extraction tool that can identify and parse the required fields. You can collect data like invoice number, payment amount, due date, customer name, etc.
- Sign Up Forms
Websites and landing pages use sign-up or web forms for gathering the lead’s information. When a visitor fills up this web form, its data is sent to the email. But if no one manually collects it from there, it remains in the email inbox. Just like this, many such emails pile on each other. This costs a fortune to the business because of the lost leads. The best way to overcome this issue is to extract the lead data as soon as it comes to the email inbox. For this, you can use Email to Lead, which parses data from emails and creates lead records in your CRM (Customer Relationship Management) software.
Limitations of Manual Data Extraction from Email
We are not saying that manual data extraction is impossible. But it has some limitations and to some extent, you’ll face repercussions as well.
- Not ideal when email quantity is high – It makes sense to extract the data fields from the email body when the number of emails is 2 to 4 per day. However, when you receive hundreds and thousands of emails on a daily basis, then you need email parser software.
- Less Accurate – If a human is extracting information, then naturally the scope of error will be there. And when dealing with an enormous amount of data, outcomes can be catastrophic.
- Slow Processing Speed – As long as a person is involved in the data parsing process, there will be a compromise in the processing speed. First, he/she will check the inbox for the email and then look for the information that needs to be extracted. After that, he/she will copy fields and values one by one and paste them into the other platform.
With this, now you’ve got the idea of the data parsing and email extraction for fields and values.