ClayHR’s Inbound Email Integration allows organizations to automatically process incoming emails for different business needs, reducing manual effort and improving efficiency. Depending on the email address used, the system can log email communication, create tickets, or parse resumes to create or update candidate profiles.

This integration helps organizations streamline communication, tracking, and automation by routing inbound emails to the appropriate workflow in ClayHR.

Supported Use Cases

ClayHR supports the following inbound email scenarios:

• Logging communication with team members and candidates
• Automatic creation of tickets
• Automatic creation or updating of candidate records using a resume

How Inbound Email Logging Works

The email history is recorded for both users and candidates in ClayHR.

When an email is received through the inbound logging address (log@{domain}.inboundclayhr.com), ClayHR checks both the sender and receiver email addresses to determine where the email should be logged.

• The sender must be an active user in the system.
• ClayHR then checks the receiver’s email address:
  
  • If the receiver is a user, the email is logged under the receiver’s email history.
  • If the receiver is a candidate, the email is logged under the candidate’s record.

This ensures that all communication is automatically captured and associated with the correct user or candidate in ClayHR.

How to Use the Inbound Email Integration

1. Log Emails for Users and Candidates:
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    The system stores incoming email content as communication history for an existing user or candidate.

      a. Steps

1. Send an email and include log@{domain}.inboundclayhr.com in the CC field. Replace {domain} with your organization’s domain name.
   

        2. Ensure the sender’s email address exists as a user in the system.

        3. Once the email is received, ClayHR checks the receiver’s email address to determine where the email should be logged.

        4. ClayHR first checks whether the receiver’s email address belongs to a user in the system:

• If a match is found, the email is logged under the user’s email history.
  

        5. If no matching user is found, ClayHR then checks whether the receiver’s email address belongs to a candidate:

• If a match is found, the email is logged under the candidate’s record.
  

      6. Emails are logged only based on the receiver’s email address, ensuring that communication is captured under the correct profile.

2. Create Tickets from Inbound Emails:

   The system automatically generates tickets from incoming emails.
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      a. Steps

1. Send an email to tickets@{domain}.inboundclayhr.com. Replace {domain} with your organization’s domain name.
2. Tickets are automatically created when tickets@{domain}.inboundclayhr.com is included in either the To or CC field of the email.
3. Ensure the sender’s email address exists as a user in the system.
4. Tickets will be created for the user who sends the email.
5. Enter the ticket title in the email subject line.
6. Enter the ticket description in the email body.
   

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     7. Once the email is received, the system automatically creates a new ticket using the following:

• The email subject will be used as the ticket title.
• The email body will be used as the ticket description.
• Based on the ticket title and description, AI can automatically determine the ticket type if the type is configured in the system. 
• Once the ticket type is identified, the ticket will be automatically assigned to the appropriate user or user group according to the configured assignment rules.

3. Parse Resume to Create or Update Candidate Profiles
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  The system automatically processes incoming resume attachments. Each resume is scanned, parsed, and turned into a candidate profile quickly and accurately. If a         candidate with the same email address already exists, their profile is updated with the latest details.

        a. Steps

    1. Send an email to resume@{domain}.inboundclayhr.com. Replace {domain} with your organization’s domain name.

      2. Ensure the sender’s email address exists as a user in the system.

         3. Attach the candidate’s resume in PDF format.

         4. Ensure the attachment file name contains the word
‍"resume." For example: John_Doe_Resume.pdf.

        5. Once the email is received, the system scans and parses the attached resume.

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        6. Based on the parsed details:

• If no matching candidate exists, the system creates a new candidate profile.
• If a candidate with the same email address already exists, the system updates the existing profile with the latest details.
  

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Note

• Inbound email integration must be configured and enabled for your organization. Please contact the ClayHR support team to set up this feature.
• The sender's email address must belong to an existing user in the system; otherwise, the email will not be processed.

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