Act on a letter emailed in
A workflow that has IQ read each document emailed in and, when it sets a deadline, gives you a task to answer it.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Letters from registries, tax authorities, banks and lawyers arrive by email, and the ones that matter set a date: a reply within 14 days, a document by the end of the month. Forwarded to your organisation's inbound address, they land in the Document Inbox to be filed. This workflow also has IQ read each one, and turns any that asks for something by a date into a task, so the letter is on the calendar the day it arrives. Workflows must be switched on for your organisation.
Build it
Choose New workflow, then Build it yourself, and name it, such as "Letters that need an answer".
Under When should it run?, choose When a document is emailed in. Each run receives the documents in the email and who sent it. Choose Done.
Add an AI Agent step. Under What should IQ do?, ask it to read the documents (insert them with Insert data) and say which company they concern, who sent them, what they ask for, and any date by which a reply or action is needed.
Add a Condition step. Under Look at, choose An earlier step’s result and the AI Agent step; under Carry on when, IQ reads it and answers a yes/no question; and ask, for example, "Does the letter ask for something to be done by a particular date?". Under Otherwise, choose Stop the workflow here.
Add a Create a task step, "Answer the letter from" followed by the sender with Insert data. For the Task description, insert the AI Agent step's result, so the task carries IQ's reading of the letter.
Choose Save. On the Review tab, What it does reads it back:
What a run looks like
Each email that arrives starts a run. IQ's reading of the letter appears under the first step, the condition says whether it carried on, and for a letter with a deadline the task is raised. For a letter without one, the run ends at the condition.
Tips from practice
- When IQ is unsure whether a letter sets a deadline, the condition answers no. Keep checking the inbound mail for the first weeks, until you trust what it catches.
- The task's due date is a set number of days after the run, not the date in the letter. Keep it short, and check the letter's own date in the task description before you plan the reply.
- Only members and the senders you allow can email the inbound address; see how documents are filed from it in Let IQ read your documents.