Currently browsing: Tuesday Tip

Tuesday tip: Before you buy that NAS…

When people are looking for ways to share data on their networks, they often run into a device called an NAS (Network Attached Storage). In contrast to external drives, these are actually file servers. (If an external drive is just storage, a file server is storage with a brain!) NAS are advertised as powerful and fast solutions to your data sharing needs, but is it completely true? EconTechnologies, makers of the well known ChronoSync, has posted a great article on using an NAS with a...

Tuesday tip: Search that screen capture

Following up on last week’s post, if you are following along at home, we now have screen captures going directly to DEVONthink as PDF files. However, these PDF files are merely images, ie. not searchable. With DEVONthink Pro Office and its built-in OCR, you can convert the screencapture into a searchable PDF very simply. Select the file and choose Data > Convert > to Searchable PDF or right-click the PDF and choose Convert > to Searchable PDF. Now you have a screen capture with fully indexed contents! Note: for...

Tuesday tip: Annotate screen captures in DEVONthink

Have you ever used those fancy screen capture applications that allow you to annotate on a screen capture? We had previously blogged about a procedure to change the location of screen captures, Make screenshots directly in your inbox. Combine that tip with this one and you’ll have a your own version right inside DEVONthink. Open /Applications/Utilities/Terminal.app. Paste: defaults write com.apple.screencapture type pdf and press Return. Paste: killall SystemUIServer and press Return. Now when you make your screen capture, you will end up with a PDF. Select the PDF in...

Tuesday tip: Routine maintenance for your database

How many of us would drive our cars daily for a year and never get any maintenance done on it? No oil change. No tire rotation. No fluid checks or general inspections at all…? Odds are, I don’t think we’d be too surprised if the vehicle suddenly started behaving a bit strangely. When it comes to your DEVONthink database, you should think about what routine maintenance would come in handy to keep it running reliably. Here are two things to consider… Tools >...

Tuesday tip: Don’t use DEVONthink as a junk drawer

Sometimes, people do indiscriminate dumps (import or index) into DEVONthink or DEVONnote, imagining it to be a Finder or Spotlight replacement. This is really no more truly effective than the junk drawers we all inevitably have at home. And it leads to more false positives in searches and use of far more resources than it needs to. Searching for a AAA battery in the junk drawer is far harder than it needs to be. Even trying to open that drawer, with screwdrivers...

Tuesday Tip: Reindex email in DEVONthink Pro Office

Capturing email messages is one of the most common things people do with the Pro editions of DEVONthink. (Sorry, but neither DEVONnote or DEVONthink Personal support indexing emails, though the Personal edition does allow you to import them via drag and drop.) One of the differences between the editions is how you can search for emails. In DEVONthink Pro, the emails aren’t indexed but you can find them by searching by Name (subject line) or URL (sender). In DEVONthink Pro Office, the subject line, header,...

Tuesday Tip: Use Dropbox to sync with friends

Dropbox

If you are collaborating with others and using Dropbox as a DEVONthink sync location (never putting your database in a Dropbox or automatically cloud-synced folder), it is not possible to sync between Dropbox accounts. This means you need to have a shared account where everyone using the sync data will need to know the name and password to access it. This can create a problem because you would be giving everyone access to the whole account! But as one of the astute users, Frederiko, pointed out...

Tuesday tip: Use item links effectively

Copy Item Link

DEVONthink allows you to get a URL for any document or group stored in your databases. Select the item, then choose Edit > Copy Item Link. Then paste this link into any other suitable application, e.g. the URL field of an appointment in Calendar, a website field in Contacts, or the notes field of an OmniFocus task. Power user Luc Beaulieu uses item links in BusyCal and BusyContacts. Now when the appointment is due, you start working on the task, or talk to...

Tuesday tip: Manually update a table of contents

Manually update TOC

Recently we have posted a tip about how to quickly create a table of contents. However, sometimes it’s necessary to update a table of contents manually. In the Table of Contents file, press Return after the last item in the list and a new item will be created. Then holding the ⌘ (Command) and ⌥ (Option) keys drag a document or group to that new line to insert a link to the dropped item. To allow seeing the table of contents as well as other...

Tuesday tip: Create a table of contents for easy access

Create Table of Contents

DEVONthink and DEVONnote users tend to collect and organize excessively. This leads, inevitably, to databases with large amounts of items. A table of contents helps you stay ahead of the ever-growing pile. Select the documents for which you want to create a table of contents, then choose Data > Create Table of Contents. The application builds a nicely arranged rich text for you with links to all the other documents.