Email Lead Import Integration

Overview

Connect Email Lead Import to turn forwarded enquiry emails—IVR notifications, Zendesk alerts, SEO form submissions, chat handoffs, and similar sources—into leads in a target campaign for AI qualification and outbound workflows.

Capabilities

• Inbox polling: OutCallerAI checks your configured Gmail inbox every minute for unread messages while the API is running.
• AI parsing: Enquiry emails are parsed to extract name, phone, email, and enquiry context.
• Lead creation: Parsed enquiries create or update leads in the campaign you select during setup.
• Deduplication: Leads with the same phone or email within 30 days are updated instead of duplicated.

Prerequisites

• A Gmail inbox dedicated to receiving or forwarding lead enquiries.
• Google two-step verification and a Gmail app password.
• Emails that contain at least a phone number or email address.
• A target OutCallerAI campaign with an assigned agent.

Setup

1. Open Integrations: Go to the Integrations Dashboard and select Email Lead Import.
2. Connect and open Setup: Click Connect Email Lead Import, then switch to the Setup tab.
3. Configure inbox credentials:
   • Inbox email: The Gmail address that receives forwarded lead emails (for example leads@yourdomain.com).
   • Gmail app password: Create a Google App password for this account. Use the app password, not your normal Gmail password.
4. Select target campaign: Choose the campaign where parsed enquiries should be created or updated as leads. Ensure the campaign has an AI agent assigned so imported leads can be called.
5. Save configuration: Click Save Configuration. OutCallerAI verifies IMAP access, stores credentials securely, and runs an immediate import of any unread emails in the inbox.

How it works

Set up your lead sources (IVR, Zendesk, website forms, chat tools, etc.) to forward enquiry notifications to the inbox email you configured above.

Each forwarded email should include enough contact detail for parsing—at minimum a phone number or email address. Emails without importable identity are skipped.

• Only unread messages in the configured inbox folder (default: INBOX) are processed.
• After a message is imported successfully, it is marked as read so it is not processed again.
• Saving configuration triggers an immediate check; background polling continues every minute while the API process is running.
• Duplicate leads within the deduplication window are updated with the latest enquiry details.

Verify the integration

Forward a test enquiry containing a unique phone number or email. Keep it unread until the importer runs, then confirm the message is marked read and the lead appears in the target campaign.

Troubleshooting

• IMAP login failed: Confirm the inbox email and app password are correct, and that IMAP is enabled for the Gmail account.
• No leads imported: Check that forwarded emails are arriving in the configured inbox and remain unread until the next poll.
• Leads skipped: The parser could not find a phone number or email in the message body.
• Leads not called: Verify the target campaign has an active AI agent assigned.

Disconnect

Select Disconnect Integration in the Email Lead Import drawer. Inbox polling stops and saved credentials are removed; previously imported leads and source emails remain.