Regular readers of these posts know that I am very big on automating stuff that is repeatable. Adding notes to Evernote is one of those repeatable things, and I am always looking for ways to speed up and improve the process. Lately, I have been using the Drafts app more and more to get common “ad hoc” notes into Evernote very quickly. Over time, I’ve realized that there are 3 kinds of notes where Drafts has become indispensable for me:
- Ad hoc notes that I need to capture quickly. These include things like jotting down telephone numbers or addresses, or other very short bits of information.
- Story notes for my work in progress. These include ideas I might get while on my daily walks, when I’m thinking about the story in the background. If I can’t capture these notes quickly, I won’t capture them at all.
- Ad hoc lists, like grocery lists, or things I need to pick up from the story.
For the first item, ad hoc notes, I need a way to capture individual notes very quickly. I don’t need to see all of the other notes that I have in Evernote, so I don’t need to be in the Evernote app on my iPhone. I just need to capture the note and make sure it gets into Evernote.
For the last two items, things are a little different. I want to capture my story ideas or my grocery list items, but I don’t want these to create a new note each time; rather, I want them to append to an existing note.
Fortunately, the Drafts App allows you to create custom actions that do just that. Before I get into the details on how I setup these custom actions, I want to address the question:
Why not use the Evernote App for this?
The Evernote app is a great way to have access to all of your notes, saved searches, and shortcut right on your mobile device. I use the Evernote app extensively when I’m away from my computer. But I use it mostly for looking up information.
Pretend for a moment we are living in the pre-mobile device days of, say, the mid-1980s. If you were walking down the street and remembered that you needed to buy milk at the grocery story, or you needed to jot down the phone number of the person you just met with, you would’t need to bring out your entire filing cabinet to capture those bits of information. More than likely, you’d pull out small notebook from your pocket, or even a scrap of paper on which to scribble the information.
The Drafts App serves that role, but in an even better capacity. The idea behind the Drafts app is that it is a “portal” app: a place for you to quickly capture information and send it somewhere else. This is very useful when you don’t need to see your other notes. Drafts allows you to capture a note, and then send it to Evernote (or other applications) and you can create custom actions that allow you to predefine how the note gets created and filed in Evernote.
How I use the Drafts app for adding notes to Evernote
Drafts comes with tons of actions that allow you to integrate with many other Apps. One of those apps is Evernote. Using the Evernote integration, I’ve created 3 different custom actions that sent my notes to Evernote for each of the common types of quick notes that I make on the fly. For instance, if I am adding items to my grocery list, I have an “Add to Grocery List” action that appends the items in the note to my Grocery List note:
There are three quick steps:
- Type the note
- Click the Share button
- Select where you want to share it
That’s it! The pre-defined actions can contain things like what notebook to file the note in, how to tag the note, whether to appending it to an existing note, or create a new one.
Below I show how I’ve setup actions for each of the three types of notes I capture in Evernote with the Drafts app.
Capturing Ad Hoc notes
To capture quick notes on the fly (phone numbers, meeting places, email addresses, etc.) I have an action called “Quick Note to Evernote. I set it up as follows:
1. First, I selected the settings option in Drafts, which takes me to the settings screen. On that screen, I scrolled down to the “Custom Actions” section and tapped the “Evernote Actions” option as illustrated below.
2. On the Evernote Actions screen, I clicked the (+) to add a new action. You can also see the list of actions I have already created and these can be edited from this screen as well.
3. For ad hoc notes, I created a new action labeled “Quick Note to Evernote” and configured it as illustrated here:
The title of the note is the [[title]] which is the first line of text in my note. I leave the notebook and tags blank so that the note shows up in my Inbox notebook (my default notebook). There’s no need to tag it now. If I need to tag it, I’ll do it as part of my Daily Review. But a lot of these type of notes are ephemeral and I’ll end up deleting them during my daily review so tagging isn’t necessary.
The [[draft]] is the full text of the note that I typed. I could also use [[body]] which would be everything but the first line, since I’ve already captured the first line in the [[title]].
The Write action is “create” meaning this will create a new note in Evernote each time I use the action.
The result is that when I need to capture a quick, ad hoc note, all I have to do is open Drafts, type my note, and click Quick Note to Evernote. That’s it! No waiting for applications to start. No tapping on buttons for new notes. No need to tag or file. It is all done as part of the action.
Capturing grocery list items in Evernote
For my grocery list, I created a new action labeled “Add to Grocery List” and configured it as illustrated here: