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mhmcgrath

Posted: Jan 01, 2014



Some recent enhancements:
Using Gmail filters plus gm2en (from Harryonline) I now have a quite sophisticated automation for forwarding Gmail to EN. The filters identifying incoming topics, e.g. agriculture, fire concurrently in Gmail so I can then flag them, first by EN notebook to be directed to, then with as many tags as needed with additional filters with the same triggers. The tags must coordinate to "labels" in Gmail. The filters bypass the Inbox, labels are added and then messages archived in Gmail. Every 15 minutes or so my gm2en script fires and sweeps the Gmail labels for new messages and off they go! Very clean and neat - and all the incoming emails of critical importance are added to EN with proper notebook category and all needed tags.
mhmcgrath

Posted: Nov 06, 2013



Here's the system I've put together to implement GTD using Evernote, Toodledo, Gmail and several add-ons that provide for automated functionality.

It all starts with Gmail. This is where most things “start” in my business and personal life. In comes an email and something has to be done (task) or scheduled (event). First thing is to get it into Evernote. Once there I need to “convert” that Evernote “note” into a Toodledo “task” or create an “event” in Google Calendar.

To get the email into Evernote I use a Google script from HarryOnline.net called “gm2en” This script has some configuration choices. I keep it simple. Any email with the “label” “Evernote” will get processed (this label is configurable in gm2en). Generally, when I check my inbox I either (1) delete the email; (2) archive it; (3) answer and process in some way; or (4) label it “Evernote” if I want to process it to Evernote. Gm2en script periodically (15 minutes or some value which the user configures) sweeps through my Gmail account and creates a “note” in my Evernote account. (variation: some strict constructionists of GTD may want to also create a filter in their Gmail accounts that labels ALL INCOMING emails with “Evernote” label. In my case that puts way too many things into Evernote and really, I think, causes extra work). In addition gm2en puts a user-selected “tag” onto the Evernote “note” which was created. In my case the “note” is now in my “Actions Pending” notebook with the tag “Gmail.” Now that the email of interest is in Evernote we can process it further.

Back in Evernote all my emails of interest are now in my default notebook and tagged with “Gmail.” I take a look at all the notes tagged with “Gmail.” Some go into my notebook for saving info and ideas - “Cabinet” and otherwise tagged as needed, then I delete the “Gmail” tag. Now, a service called TaskClone takes over. If the “note” requires action then I edit the “note” and insert a checkbox at the beginning of any text defining something to be done. Alternatively, I can type in some text defining the action to be taken with a checkbox in front of that string of text. Then I can add any tags that are needed, and then add a final tag, “Toodledo” from my tag list. What you use as this “trigger” tag is up to the user – I chose “Toodledo.” Then TaskClone periodically sweeps my Evernote account, looks for the “tag” “Toodledo” , and creates tasks in Toodledo wherever it finds a checkbox. Sweet! A nice plus is that I can add any of the “email to Toodledo operators” such as “*”, “^”, !!! etc. and thereby automatically add other information to the “task” in Toodledo as it's created, such as Priority, Start Time, etc. When finished TaskClone adds a marker to the “note” indicating it has been synced to Toodledo, thereby avoiding repetitive logging.

Finally, if the “note” created in Evernote from the email requires a calendar entry (event in Google Calendar), then TaskClone handles that, too. To create an “event” I add a checkbox at the beginning of the event text (or type it in) with “Schedule:” directly after the checkbox. The “event” text can be followed with plain English time text like “tomorrow” or “tomorrow at 2 PM” or articulated dates like “10/1/2013 2:32 AM”

Evernote Premium, Toodledo subscription and TaskClone all cost money. Some users object to the cost. For me, once they are all put into a fast and reliable system for handling all my data, information, task and appointment needs that is both digital and mobile, then the cost is well worth it. If I can add one billable hour per year with this system, I've more than paid for it!

I also use Powerbot for Gmail on my iMac and PCs. It is a very powerful approach to putting emails (or parts) into EN. It doesn't work on mobile platforms, thus the approach above.

Cheers, Mike
mhmcgrath

Posted: Nov 06, 2013



This approach is a part of my total system and works well for me.
mhmcgrath

Posted: Oct 30, 2013



Should also add that I use Powerbot, too. It provides many useful options beyond my simple system. Powerbot is very flexible on my Mac and PCs but doesn't run on iPad or iPhone. The system I described above runs on other platforms just fine, for me.

Mike
mhmcgrath

Posted: Oct 30, 2013



Here's the system I've put together to implement GTD using Evernote, Toodledo, Gmail and several add-ons that provide for automated functionality.

It all starts with Gmail. This is where most things “start” in my business and personal life. In comes an email and something has to be done (task) or scheduled (event). First thing is to get it into Evernote. Once there I need to “convert” that Evernote “note” into a Toodledo “task” or create an “event” in Google Calendar.

To get the email into Evernote I use a Google script from HarryOnline.net called “gm2en” This script has some configuration choices. I keep it simple. Any email with the “label” “Evernote” will get processed (this label is configurable in gm2en). Generally, when I check my inbox I either (1) delete the email; (2) archive it; (3) answer and process in some way; or (4) label it “Evernote” if I want to process it to Evernote. Gm2en script periodically (15 minutes or some value which the user configures) sweeps through my Gmail account and creates a “note” in my Evernote account. (variation: some strict constructionists of GTD may want to also create a filter in their Gmail accounts that labels ALL INCOMING emails with “Evernote” label. In my case that puts way too many things into Evernote and really, I think, causes extra work). In addition gm2en puts a user-selected “tag” onto the Evernote “note” which was created. In my case the “note” is now in my “Actions Pending” notebook with the tag “Gmail.” Now that the email of interest is in Evernote we can process it further.

Back in Evernote all my emails of interest are now in my default notebook and tagged with “Gmail.” I take a look at all the notes tagged with “Gmail.” Some go into my notebook for saving info and ideas - “Cabinet” and otherwise tagged as needed, then I delete the “Gmail” tag. Now, a service called TaskClone takes over. If the “note” requires action then I edit the “note” and insert a checkbox at the beginning of any text defining something to be done. Alternatively, I can type in some text defining the action to be taken with a checkbox in front of that string of text. Then I can add any tags that are needed, and then add a final tag, “Toodledo” from my tag list. What you use as this “trigger” tag is up to the user – I chose “Toodledo.” Then TaskClone periodically sweeps my Evernote account, looks for the “tag” “Toodledo” , and creates tasks in Toodledo wherever it finds a checkbox. Sweet! A nice plus is that I can add any of the “email to Toodledo operators” such as “*”, “^”, !!! etc. and thereby automatically add other information to the “task” in Toodledo as it's created, such as Priority, Start Time, etc. When finished TaskClone adds a marker to the “note” indicating it has been synced to Toodledo, thereby avoiding repetitive logging.

Finally, if the “note” created in Evernote from the email requires a calendar entry (event in Google Calendar), then TaskClone handles that, too. To create an “event” I add a checkbox at the beginning of the event text (or type it in) with “Schedule:” directly after the checkbox. The “event” text can be followed with plain English time text like “tomorrow” or “tomorrow at 2 PM” or articulated dates like “10/1/2013 2:32 AM”

Evernote Premium, Toodledo subscription and TaskClone all cost money. Some users object to the cost. For me, once they are all put into a fast and reliable system for handling all my data, information, task and appointment needs that is both digital and mobile, then the cost is well worth it. If I can add one billable hour per year with this system, I've more than paid for it!
mhmcgrath

Posted: Oct 30, 2013



Hi friends,

Here's the system I've put together to implement GTD using Evernote, Toodledo, Gmail and several add-ons that provide for automated functionality. There are many other potential variants using the same tools. This is but one approach. My review is somewhat detailed but I wanted to give you enough to get going.

It all starts with Gmail. This is where most things “start” in my business and personal life. In comes an email and something has to be done (task) or scheduled (event). First thing is to get it into Evernote. Once there I need to “convert” that Evernote “note” into a Toodledo “task” or create an “event” in Google Calendar.

To get the email into Evernote I use a Google script from HarryOnline.net called “gm2en” This script has some configuration choices. I keep it simple. Any email with the “label” “Evernote” will get processed (this label is configurable in gm2en). Generally, when I check my inbox I either (1) delete the email; (2) archive it; (3) answer and process in some way; or (4) label it “Evernote” if I want to process it to Evernote. Gm2en script periodically (15 minutes or some value which the user configures) sweeps through my Gmail account and creates a “note” in my Evernote account. (variation: some strict constructionists of GTD may want to also create a filter in their Gmail accounts that labels ALL INCOMING emails with “Evernote” label. In my case that puts way too many things into Evernote and really, I think, causes extra work). In addition gm2en puts a user-selected “tag” onto the Evernote “note” which was created. In my case the “note” is now in my “Actions Pending” notebook with the tag “Gmail.” Now that the email of interest is in Evernote we can process it further.

Back in Evernote all my emails of interest are now in my default notebook and tagged with “Gmail.” I take a look at all the notes tagged with “Gmail.” Some go into my notebook for saving info and ideas - “Cabinet” and otherwise tagged as needed, then I delete the “Gmail” tag. Now, a service called TaskClone takes over. If the “note” requires action then I edit the “note” and insert a checkbox at the beginning of any text defining something to be done. Alternatively, I can type in some text defining the action to be taken with a checkbox in front of that string of text. Then I can add any tags that are needed, and then add a final tag, “Toodledo” from my tag list. What you use as this “trigger” tag is up to the user – I chose “Toodledo.” Then TaskClone periodically sweeps my Evernote account, looks for the “tag” “Toodledo” , and creates tasks in Toodledo wherever it finds a checkbox. Sweet! A nice plus is that I can add any of the “email to Toodledo operators” such as “*”, “^”, !!! etc. and thereby automatically add other information to the “task” in Toodledo as it's created, such as Priority, Start Time, etc. When finished TaskClone adds a marker to the “note” indicating it has been synced to Toodledo, thereby avoiding repetitive logging.

Finally, if the “note” created in Evernote from the email requires a calendar entry (event), then TaskClone handles that, too. To create an “event” I add a checkbox at the beginning of the event text (or type it in) with “Schedule:” directly after the checkbox. The “event” text can be followed with plain English time text like “tomorrow” or “tomorrow at 2 PM” or articulated dates like “10/1/2013 2:32 AM”

Evernote Premium, Toodledo subscription and TaskClone all cost money. Some users object to the cost. For me, once they are all put into a fast and reliable system for handling all my data, information, task and appointment needs that is both digital and mobile, then the cost is well worth it. If I can add one half a billable hour per year with this system, I've more than paid for it!


This message was edited Oct 31, 2013.
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