Sending leads to BMexa via email

Introduction

Many portals and tools only email you when a lead comes in. Leads from email turns those alerts into BMexa leads: create your company’s lead address once, point the portal (or a mailbox filter) at it, and every alert from an allowed sender becomes a lead within seconds, with the usual alert to the assigned person and your assignment rules applied.

The reader looks for labelled lines such as “Name: …”, “Mobile: …”, “Email: …”, “Project: …”, “Budget: …”. A lead is created only when a name and a mobile number are found; everything else the email said is kept as form fields.

Creating your lead address

1. Go to Marketing › Integrations › Leads from email and choose who new leads land with, then click Create my lead address. The address looks like leads-xxxxx@your-company-domain.
2. Add the senders to allow: the portal’s alert address (for example alerts@99acres.com) or a whole domain (@magicbricks.com). Emails from anyone else are kept in the list as “Sender not allowed” and never become leads.
3. Option A, direct: in the portal’s settings, set your lead address as the email that receives lead alerts.
4. Option B, forwarding: in Gmail or Outlook create a filter for the portal’s alert emails and auto-forward them to your lead address. Keep the filter tight (sender and subject) so nothing private is forwarded.
5. Use “Try it: paste a lead email” to see what the reader makes of a sample before the real ones arrive.

What happens to an email

• Lead created: a name and mobile number were found; the lead follows your assignment rules and alerts, with the subject and sender kept on the enquiry.
• Added to open enquiry: the mobile number already has an open enquiry; the email became a remark on it (see Duplicate leads).
• Sender not allowed: the sender is not on your list. Add it and forward the email again.
• No lead found: the email had no readable name or mobile number. Ask the portal for a plain-text alert format with labelled lines.

What happens when a lead arrives

• The lead is created in Clients within seconds, with the source name on the record and on the alert.
• The person you chose on the connection is assigned and gets an in-app alert (and a browser push if they allowed it). If they turned on Lead alerts on WhatsApp, they also get the lead on WhatsApp from BMexa’s number, or from your own connected number when its card has the lead-alert option on; the client’s phone and email are masked in that message.
• Every field we recognise fills the client record: name, phone, email, city, project, budget, purpose, message, campaign. Any other field is kept as a form field and written to the remarks, so nothing the form captured is lost.
• A phone number that already has an open enquiry does not create a second lead: the message is added as a remark on the existing one, and if it came from a different source a lead clash is raised for the manager to settle.
• Assignment rules, duplicate settings and auto-replies apply to these leads as they ship (see Automations & WhatsApp).

Pausing and privacy

• Pause stops lead creation while keeping the address; Resume starts it again.
• Only emails addressed to your lead address and from allowed senders are read. Attachments are ignored. Received emails are listed with their result so you can see exactly what arrived.

For administrators: the one-time inbound mail setup

1. Choose an inbound mail provider that posts received emails to a webhook: Postmark Inbound, SendGrid Inbound Parse, Mailgun Routes or CloudMailin all work.
2. Point a subdomain at it (for example leads.yourdomain.com; MX records as the provider instructs) and set the webhook to <your API URL>/api/v1/integrations/mail/inbound?secret=<a long random secret>.
3. Set INBOUND_MAIL_DOMAIN=leads.yourdomain.com and INBOUND_MAIL_SECRET=<the same secret> in the BMexa server environment and restart.
4. Every company then creates its own address under that domain from the Leads from email card.