IQ sets let you quickly process large amounts of data and add it to your database. This data can be entered manually, or it can be generated automatically from incoming e-mail or file imports. People records are placed in sets where mail can be assigned to them.
You can also create sets to log in phone call opinions on current issues and automatically create People and Mail records for the caller. If your system configuration parameters are set to use digital mail, your mail is delivered to an off-site location, scanned, sent to your IQ system electronically, and placed in a Digital Mail set.
You can enter or find existing People records and log in and answer correspondence through manual sets. By entering similar records or those requiring the same response into sets, you can rapidly add records from lists or respond to large mailings. Using sets, you define common values such as codes and form letter responses that are automatically added to every record. You can also log in phone call opinions on current issues and automatically create People and mail records for the caller.
Mail that is delivered electronically to your office, both formatted e-mail messages (from Internet Web sites) and unformatted messages (those sent directly to the office's public e-mail address), is processed automatically. Based on E-Mail correspondence rules set for your office, all incoming e-mail is handled one of four ways:
it is processed and responded to automatically;
it is processed and sent to a user-defined set for review and processing;
it is processed and sent to the EXCEPTION set for review and processing;
it is deleted.
As e-mail messages arrive in your office, you can send automatic acknowledgements to the correspondents letting them know you've received their message and that you'll reply as soon as possible. If your office does not respond to e-mail from out-of-state correspondents, you can send an automatic message explaining that. Automatic responses for your office are defined in E-Mail preferences.
If for some reason e-mail of one type or another is not arriving in your office, system warnings will be generated to alert you to the situation. Click the red System Warnings link that appears at the top of your IQ page to see the type of e-mail that is not arriving and the last date on which you received e-mail of that type. This link appears only when e-mail is not arriving after the number of days specified in your system configuration.
You can import name and address records that are in ASCII comma-quote, tab, or bar (|) delimited files into the Intranet Quorum People database. IQ lets you preview and change mapping for each field so that the import file does not have to be in a pre-defined record layout. When you import records into a set, you can assign affiliation codes and incoming and outgoing correspondence. If the Duplicate Check option is selected, IQ will check for a duplicate People record and select the existing record when it finds a match. If no match is found, IQ creates a new People record.
You can create an Opinion set to log in phone call opinions on issues and create just a People record or a People and Mail record for the caller. All Opinion sets default to an incoming method of Opinion.
If your office uses digital mail processing, U.S. Postal Mail is scanned offsite. The resulting text file and the sender's name, address, and date information are retrieved by your IQ system and placed in the DIGITAL MAIL set using a rule created in the IMA Rules Processor. Each posted record processed through the DIGITAL MAIL set has an incoming method of U.S. Mail. When digital mail records appear on the Mail Search Results page, they are identified with a Digital Mail notation in the In Method column.