Learn how to create records suggested from the emails you receive using Harvest by Ascendix.

note: only you can create the records from the emails you received. Admins of your org can see the corresponding Record requests created from your emails, but they cannot approve it. To allow another users within your org to approve your Record request sets, make them Owners of the given record using standard Owner look up field.

Once email has been forwarded to a dedicated email service (provided to you by your admin), open Harvest by Ascendix → Record Request Sets tab. Open the corresponding list view (by default Waiting for approval and All list views will show newly created Record request sets).
Once the forwarding to corresponding email service is performed, one received email (or email thread) will create one Record request set.

Find and open the relevant Record Request Set (name of the Record request set will correspond to the Email subject of the corresponding email you received).

Record request set page
Record request set page has a following structure:

• on the main record panel Record Request Set details are shown, including Original sender name, Original Sender email, Forwarding email address, Email Subject, and Email Body. 

              - The Original Sender email is non-editable and shows the address the email was                                originally received from. 

              - Original sender name is editable and is captured from the original email sender.

              - Forwarding email address shows the dedicated email service address the email was                        forwarded to.

• Status field shows the status of the Record Request Set. When record is in Ready for approval status, that means the system fetched all the data from an email it could and you can start to approve your records.

note: if Record request set is in Parsing in progress status, even though there may be already some records shown, wait until status is changed to Ready for approval. Approving the records when Record request set is in any other status may lead to data loss.

• on the right Records List component is shown with record requests. Records with Exists status are shown at the top of the list so you can immediately see and resolve duplicates before reviewing new suggested records. Each record request is identified by the statuses and corresponding colors:

note: The statuses above reflect the user-facing view. Admins can access the full set of technical statuses using the internal Status field on the Record Request record for debugging and automation purposes.

Creating new suggested records
For new suggested records (those with Pending status) you can either approve them without additional review by clicking on Quick create button, or review the suggested values for the newly created record by clicking on Edit&Create button.

note: there is no 'draft' status of the suggested record requests. If you make manual changes after clicking on Edit&Create button, you need to save the record. If after manual changes you close the record component or click on Cancel, the changes will not be saved.

To simplify on the records validation process, when you review the suggested record for each object type there is the section with original email body shown on the left.

note: Lookup fields on suggested records may already reference existing Salesforce records — the parser automatically matches email content to records in your org and pre-fills lookup values where a match is found. You can review and adjust these in the Edit&Create view before saving.

To reject the record that is not valid, click on the remove button near corresponding record.

For the record requests with identified pre-existing matching records (status Exists) navigate to  Managing Duplicates with Harvest and Updating existing records with Harvest guides.

Validating records with 'Create all' button

Create all button in the upper right corner allows to approve all records in the list in a logical sequence with respect to all established by LLN relationships.

For the record requests where no potential duplicates have been identified, you can create all suggested records using Create all button. The system will first approve records that will be linked as values to other records, and then approve dependent records (those marked with the References icon), which shows the relationship to other records in the set.

note: References icon (triangle with "!") shows the records for which other records from this set could be used as values. If you approve record requests manually, it's suggested to approve the records with References status in the end (after you approved all Pending record requests) or to use Approve all button to avoid data loss.

Removing record requests and Record Request Sets
You can clean up data you no longer need at two levels: a single record request inside a set, or the whole Record Request Set.

• Remove a single record request — Click the remove icon next to the corresponding card in the Records List. If the record is referenced by another record in the same set (its name appears as a lookup value somewhere else in the set), a confirmation dialog is shown before removal so you understand the impact on dependent records. 
  

  

• Delete a Record Request Set — From the Record Request Set list view, open the relevant set and use the standard Salesforce Delete action. Only the owner of the set (the context user who received the original email) can delete it.

What to do when a Record Request Set status is Failed
If parsing finishes with Status = Failed, open the Record Request Set and check the Fail Reason field — it explains why the parser could not complete. 

Common cases include LLM API issues, oversized emails, or schema validation failures. If the reason is not clear, contact your admin and share the RRS link so they can review the System Logs tab.