Email parsing has a wide range of real-world uses.
It can help you automate data extraction for lead generation, purchase order records, CRM management, reports, and many more. Modern email parsing tools make sure you have all the integrations you need to funnel data to the services you use.
Parserr, for example, utilizes Zapier to automate the transfer of extracted data to hundreds of third-party services — from email marketing tools to CRM platforms. For the most part, you only need to activate the right pre-built integration, but you can also build your own workflow or “Zap” just by specifying the third-party services you want to send Parserr data to.
With the latest version of Parserr, you can now securely store important files to your FTP account via the new SFTP or SSH File Transfer Protocol integration.
Here’s how it works.
1. Creating a Designated Folder on Your FTP Exports
Before you enable Parserr to automatically export data to your FTP account, the first thing you need to do is to create a designated folder where you’ll store the documents.
Remember, your FTP account is one of the places you don’t want to leave cluttered and disorganized. Accidentally moving, renaming, or deleting a sensitive file may cause site errors, which could lead to crashes and downtimes.
The exact process of creating a new folder on your FTP account depends on the control panel or cPanel interface of your hosting provider. For the sake of this guide, we’ll use the FTP file manager of SiteGround.
Upon logging in, head to the “Accounts” tab and click “Go to cPanel.”
You will then be presented with several tool categories for certain tasks, such as CMS installations, email configuration, and website improvement. What you need to use, however, is the “File Manager” tool, which is under the “Files” section.
In most web hosting platforms, the File Manager will immediately require you to specify the directory you want to open. If your account is used to host multiple websites, be sure to select the one you want to use for your Parserr data.
From there, you should be able to see the “New Folder” button from the File Manager’s main toolbar. Click it and pick a memorable name so you’ll always know where to look for your parsed data.
Remember to jot down the location of your folder — you’ll need it when configuring the SFTP integration on Parserr later.
After clicking “Create New Folder,” verify that you can locate your folder on the directory you’ve selected.
2. Creating Your Parsing Rules
With Parserr’s SFTP integration, extracted email data will be exported using a spreadsheet format.
This means that you can take advantage of every parsing rule available to the Parserr platform.
If you’ve already set up your Parserr account, you should already have an idea of how parsing rules work. Otherwise, you can check out this post for a short but detailed explanation on how to configure new rules using a sample email from scratch.
For a quick rundown of all the options, let’s navigate to the “Rules” section from the main Parserr dashboard.
To create a new parsing rule, click “Add Rule.” This will fire up the parsing rule configuration page where you can choose the email attribute that contains the information you want to extract and how you want Parserr to retrieve the pertinent details.
With Parserr, there are numerous ways to scoop up the exact information you need from your emails. You can automatically pull in the sender’s email address, extract a line of text from a PDF document, and so on.
The visual parsing rule selection interface will help you design any data extraction workflow without writing a single line of code.
Aside from data extraction, you can also incorporate a handful of “rule steps” that let you filter out unnecessary data from emails.
For example, suppose you want to extract the name of users who submit their details using a contact form. In which case, your sample email may have a line that indicates who sent the message.
This means you should use the “Find rows containing certain text” parsing rule under the “Find content you need” category and enter the appropriate keyword included in the email’s template — be it “From,” “Sender,” or “Name.”
To get more accurate results, include any symbols affixed to your keyword. In the example above, entering the keyword with the colon symbol should do the trick.
Lastly, you can remove any excess text from the final output using a “Search & Replace” parsing rule. Simply specify the text you want to delete and replace it with a blank space.
3. Connecting Your FTP Account
Now that your FTP account folder and parsing rules are all set, it’s time to learn how to use the SFTP integration.
From the “Integrations” section of the Parserr dashboard, all you have to do is click “SFTP” on the “Built-In Integrations” row.
The rest of the steps are only a matter of supplying the right details about your FTP account. To be more specific, you’ll need to provide your FTP account’s host, port, username, password, and upload path.
These are information you receive from your web hosting service provider upon launching your site.
Take note that the “Host” field doesn’t pertain to your web host’s domain URL — rather, it refers to the IP address assigned to you by your web host.
If you’re having trouble finding your FTP host’s IP address from your cPanel, along with information such as the port number, check your inbox to see if you still have the original email that contains your hosting plan’s details. It should have everything you’re looking for consolidated into an “FTP” section, like:
When in doubt, you can always reach out to your web hosting service provider’s customer support team for assistance.
For the upload path, just remember to use the location of the folder you created earlier. This essentially instructs Parserr to save your parsed data to the specified directory.
Don’t forget to perform a quick connection test to verify the validity of your FTP account’s information.
Ready to save your email data to your FTP account?
Using the SFTP integration, you can easily and safely store backups of sensitive information from parsed emails. To see this feature in action yourself, create your free Parserr account now by registering here.