6.10.8- Sending information to InfoQube using EmailToIQ

Sending information to InfoQube using EmailToIQ

What is it all about...

Sometimes, you want to capture some information and you are either not at your computer, or InfoQube is not running or you're using a mobile device.
The EmailToIQ feature really comes in handy in these situations.
 
The basic principle is to configure IQ to poll a special email address and import any new content.
Importing information into IQ is then as simple as emailing the desired content. As a bonus, this content is also in your emails, searchable on all your devices.

Step 1: Create a new email address

This is the address you'll be sending information to, and which IQ will poll. It is best if it serves this sole purpose, so create a new email address. Any IMAP enabled address is valid.
GMail is a good choice for this purpose, because it is free and has great searching capabilities. To connect to this new GMail address, 2 cases, depending on the account setting:
  1. 2-Step verification is OFF: Enable Less secure apps and use the account password in the IQ dialog.
    Details here: https://www.google.com/settings/security/lesssecureapps

  2. 2-Step verification is ON (Recommended): Create an application specific password.
    It is this application specific password you'll enter in the IQ dialog below.
    As a bonus, should you change your main mail account password (recommended every few months), IQ will not require re-connection since it is using an application specific password
    Details here: 
    https://support.google.com/accounts/answer/185833

Step 2: Configure your IQBase

The second step is to configure IQ to poll a special email address.
  1. In Tools > Options > This file > EmailToIQ:


  2. Click on the (...) button to configure the email:


  3. In the General section, enter the address and password.
  4. For GMail, the Username must be the same as the Email Address
  5. Check the Enabled checkbox to activate this feature.
  6. In the Receive section, enter the IMAP settings of your mail server.
  7. Click Test to ensure that IQ can connect to the email account.
  8. Click OK
  9. Back in the main dialog, at line 2.3.2, enter the polling delay.
  10. IQ can automatically assign fields. Specify these on line 2.3.3.
 
Once properly configured, an icon  will appear on the status bar followed by
  • ? when polling
  • A number (1, 2, 3), representing the number of imported items.
At any time, you can also double-click on the icon to force a polling. You can also click on Tools > Check EmailToIQ Now


Step 3: Email the content

1- Forwarding emails
 
If you want to keep a copy of emails (Outlook, Gmail, etc), simply forward these to your EmailToIQ address
 
2- Capturing content
 
When navigating the web, reading PDFs or writing documents, you can easily send this to your IQ Base using the EmailToIQ feature.
  • If IQ is running, you can use the Universal Clipper and select "Email Item to IQ".
  • Otherwise, simply copy the content and paste it in the body of an email.
When preparing the email, for the "subject", enter the text of the item. If left empty, the item text will default to "EmailToIQ".
 
2.1- Assigning fields
 
The item will be assigned the fields defined in line 2.3.3 (see screenshot above).
 
You can assign extra fields using this syntax:
  • Y/N Fields: #YourField1 #YourField2 ...
  • Other fields: #YourField1=SomeFieldValue
You can also send content to any item (as a sub-item) (e.g. a project item, a task, a specific contact, a calendar event, to meeting minutes, etc.)
Can send to multiple items too ! The syntax is:
  • #ItemID1. e.g. If the email subject line contains #1234, the content will appear as a subitem of item ID 1234.
  • #ItemText1. e.g. If the email subject line contains #John Doe, the content will appear as a subitem of item "John Doe".
    If more than one item have this text, it will send it to the one in your favorites (if not in your favorites, to the most recent item)
To trigger the parsing of fields, enter ## to mark the end of the subject.
 
Example:
  • Email subject: Task #1: Complete Project ##Inbox #Project=Project1 #Notes=Very urgent #FollowUp
Will create an item "Task #1: Complete Project", and assign the Y/N fields Inbox and FollowUp. It will also set the Project field to "Project1" and Notes to "Very urgent"
 
3- Attached files
 
You can attach any number and type of files to the email:
  • Attachments are saved in the YourIQBase.Files\ItemIDXXXX_files folder.
  • Attachments will appear as links at the end of the item.
  • If any of these are image files, the image will also be shown at the end of the item (HTML pane).
 
4- Embedding images
 
With many mail apps and web pages, one can share images, drag-drop images, etc to send these by mail. These images are often not sent as attached files but rather as embedded images (base64 encoded)
  • The images are saved in the YourIQBase.Files\ItemIDXXXX_files folder.
  • The images will be shown at the end of the item (HTML pane).
     

Viewing the content inside InfoQube

For each email sent using EmailToIQ, an item is created. This item will typically be shown in the Inbox grid:
  • The item text will be the email subject less everything after the first # character
  • The subject line is parsed using the # tag to retrieve the fields to assign
  • If no fields are found, the default fields will be assigned (defined in Tools > Options > 2.3.3)
  • The content of the email (its body) will be saved in the IQBase or as a separate file:
    • If there are no attachments or embedded images: Saved in the IQBase (embedded)
    • If there are attachments: The content of the email will be in the IQBase (embedded) but the attachments will be separate files in the YourIQBase.Files\ItemIDXXXX_files folder. The files will have the same name as the attachments
    • If there are embedded images: Saved as a separate file in the .Files folder (YourIQBase.Files\ItemIDXXXX.htm) and the images will be in the YourIQBase.Files\ItemIDXXXX_files folder. The files will have the same name as the original embedded image file names
See https://support.google.com/mail/answer/148408?hl=en for details on the distinction between attached and embedded images
 
Notes:
  • IQ does not support attached files and embedded images in the same email. It such cases, only attached files will be imported
  • Chrome extension, such as AddThis, can speed up the process of sending email to IQ.