How to Parse Email Signatures and Update HubSpot with Make

Scenarios > Create new > Gmail > Watch emails

Create New Scenario

Set up a new Make scenario to process incoming Gmail messages. This workflow will trigger whenever new emails arrive in your Gmail inbox.

1. 1Click 'Create a new scenario' from your Make dashboard
2. 2Search for 'Gmail' in the app selector
3. 3Select 'Watch emails' trigger module
4. 4Connect your Gmail account and authorize permissions

Gmail module > Configuration

Configure Gmail Trigger

Set the trigger to monitor all incoming emails and capture the full message content including signatures. The trigger will poll Gmail every 15 minutes for new messages.

1. 1Set 'Folder' to 'INBOX'
2. 2Change 'Maximum number of results' to 10
3. 3Enable 'Mark as read' to prevent reprocessing
4. 4Set 'Format' to 'Full' to capture complete email content

Gmail > + > Tools > Text parser > Match pattern

Add Text Parser Module

Insert a text parser to extract signature content from the email body using regex patterns. This module isolates the signature block before field extraction.

1. 1Click the + button after Gmail module
2. 2Search for 'Text parser' in tools
3. 3Select 'Match pattern' function
4. 4Map Gmail body content to the Text field

Text parser > Configuration

Configure Signature Extraction Pattern

Set up regex to capture email signature blocks that typically appear after line breaks or signature separators. This pattern catches most standard signature formats.

1. 1In 'Pattern' field, enter: (--\s*|\n\n)([\s\S]*?)$
2. 2Enable 'Global match' checkbox
3. 3Set 'Text' to map from Gmail > plain/text body
4. 4Enable 'Multiline' flag for signature parsing

Text parser > + > Tools > Text parser

Extract Phone Numbers

Add another text parser to find phone numbers in the signature content using a comprehensive phone number regex pattern. This catches US and international formats.

1. 1Add another 'Text parser' module after the first one
2. 2Select 'Match pattern' function
3. 3Map signature text from previous parser output
4. 4Enter phone regex: (\+?\d{1,4}[\s.-]?)?\(?\d{3}\)?[\s.-]?\d{3}[\s.-]?\d{4}

Text parser configuration

Extract Job Title

Create a third parser to capture job titles that typically appear on lines by themselves in signatures. This pattern looks for common title indicators and positioning.

1. 1Add third 'Text parser' module
2. 2Use pattern: (CEO|CTO|VP|Director|Manager|Analyst|Specialist|Coordinator)[^\n]*
3. 3Map to the same signature text source
4. 4Enable 'Case insensitive' flag

Text parser configuration

Extract Company Name

Add a fourth parser to identify company names, usually found on the first or second line of email signatures. This looks for capitalized words that aren't personal names.

1. 1Insert fourth 'Text parser' module
2. 2Pattern: (?<!\w)[A-Z][a-zA-Z&\s,.']*(?:Inc|LLC|Corp|Ltd|Company|Co\.|Group)[^\n]*
3. 3Map signature text from first parser
4. 4Keep 'Global match' unchecked to get first company match

Parsers > + > HubSpot > Search for CRM Objects

Add HubSpot Search Module

Insert HubSpot contact search to find existing contacts by email address before updating. This prevents creating duplicate contacts for signature updates.

1. 1Click + after the parser modules
2. 2Search for 'HubSpot' and select it
3. 3Choose 'Search for CRM Objects' action
4. 4Set Object Type to 'Contacts'

HubSpot Search module > Configuration

Configure Contact Search Parameters

Set up the search to find contacts by email address from the original Gmail message. This ensures you're updating the right contact record with signature data.

1. 1In 'Property to search' field, select 'email'
2. 2Map 'Value' to Gmail > from > email address
3. 3Set 'Limit' to 1
4. 4Leave 'After' field empty

HubSpot Search > + > Flow control > Router

Add Router Module

Insert a router to handle cases where contacts exist versus when they need to be created. This splits the workflow into update and create paths.

1. 1Click + after HubSpot search module
2. 2Select 'Flow control' from tools
3. 3Choose 'Router' option
4. 4Connect the router to HubSpot search output

Router path 1 > HubSpot > Update a CRM Object

Configure Update Contact Path

Set up the first router path to update existing contacts with parsed signature information. This path only executes when the search finds a matching contact.

1. 1Click the first router path
2. 2Add HubSpot 'Update a CRM Object' module
3. 3Set Object Type to 'Contact'
4. 4Map Contact ID from search results

HubSpot Update module > Properties

Map Signature Fields to HubSpot Properties

Configure the contact update to populate phone, job title, and company fields with parsed signature data. This completes the signature-to-CRM data flow.

1. 1Map 'Phone number' to phone parser output
2. 2Map 'Job title' to title parser output
3. 3Map 'Company name' to company parser output
4. 4Set filter condition: search results > total > greater than 0

Drop this into a Make custom function.

function cleanPhone(phoneNumber) {
  // Remove all non-digits except leading +
  return phoneNumber.replace(/[^\d+]/g, '').replace(/^(\+)(\d)/, '+1$2');

function cleanPhone(phoneNumber) {
  // Remove all non-digits except leading +
  return phoneNumber.replace(/[^\d+]/g, '').replace(/^(\+)(\d)/, '+1$2');
}

// Use in Make's JavaScript function module to normalize phone format before HubSpot update