The AI Extract Data action helps you turn unstructured text into organised, usable information within your workflows. Instead of manually searching through emails, text messages, webhook data, or AI-generated responses, you can use AI to identify and extract specific details automatically.

For example, if an email contains a customer's name, phone number, and email address, the AI Extract Data action can pull those values into separate fields that can be used throughout your workflow. This saves time, reduces manual work, and makes it easier to automate processes that depend on information hidden inside free-form text.

📌Note: AI Extract Data is a premium action and incurs additional charges each time it runs.

Action Name

Assign a custom name to help identify the action within your workflow.

Extract From

Select the text source that contains the information you want to extract.

Examples include:

  • Email body
  • Webhook content
  • SMS message
  • AI-generated output
  • Custom values from previous workflow steps

This field is required.

Additional Context

Provide optional instructions to help the AI understand the format of the content. Adding context often improves extraction accuracy, especially when working with complex or non-standard content.

Templates

Select one of the available templates to automatically create common extraction fields. You can edit, remove, or add fields after applying the template.

Data Fields

Click Add Data and create your own fields. Data fields define the information you want the AI to extract.

Each field contains:

  • Name – The variable name used later in the workflow
  • Type – The expected data format
  • Description (Optional) – Additional instructions to help the AI identify the correct value. Descriptions can significantly improve extraction accuracy.

Save the Action

Click Save Action to finish setup.

The extracted values will now be available as variables in all subsequent workflow actions.

Using Extracted Data in Later Workflow Steps

Every field created by AI Extract Data becomes a workflow variable.

These variables can be used in later actions to:

  • Update contact records
  • Send personalised emails
  • Create opportunities
  • Populate custom fields
  • Trigger additional automation

For example, if you extract a field called full\_name, you can use that value later to personalise an email or update a contact record automatically.

Whether you're processing lead notifications, customer messages, webhook data, or AI-generated content, you can quickly extract the details you need and use them throughout your workflow. By combining custom fields, templates, and optional context, you can build more intelligent automations whilst reducing manual data entry and complex workflow logic.

Common Use Cases

Extracting Lead Information from Notification Emails

Scenario

A lead notification email contains a prospect's name, phone number, and email address, but the information appears as plain text.

Workflow Setup

Trigger: Inbound Email

Action 1: AI Extract Data

  • Extract From: Email Body
  • Context: Lead notification email
  • Template: Contact Info

Action 2: Update Contact

  • Map the extracted name, email, and phone number to contact fields

Result: New lead information is automatically captured and stored.

Extracting Order Details from Webhook Data

Scenario

An external system sends order information through a webhook, but the data arrives as a text block rather than structured data.

Workflow Setup

Trigger: Inbound Webhook

Action 1: AI Extract Data

  • Extract From: Webhook Body
  • Template: Order Info

Action 2: Create Opportunity

  • Use the extracted order ID as the opportunity name
  • Use the extracted total amount as the value

Result: Order information is automatically organised and available for reporting and follow-up actions.

Frequently Asked Questions

Why should I use field descriptions?

  • Descriptions give the AI additional guidance and often improve extraction accuracy, especially when working with complex or inconsistent text.

What happens if a value cannot be found?

  • If the AI cannot locate a matching value, the field will return empty. Consider using conditions or checks later in the workflow to handle missing data.

Can I use extracted values later in the workflow?

  • Yes. Every extracted field becomes a variable that can be used in subsequent workflow actions.