Organization

Interesting links, a little thoughts for Monday, May 23, 2022.

I use Syncthing^[No, there’s no iOS client. I’m OK with that.] to keep my laptop, desktop, and workshop computers in sync.^[Why don’t I just use Dropbox like everyone else? I trust peer-to-peer syncing because I’m in control. I don’t know what Dropbox is up to.] At least 99.9% of the time it works perfectly. Rarely, it seems to choke because of some edge case that I’ve never been able to sort out. But it never recovers on its own. Instead, it continues to report that a remote is 99% done syncing.

Hazel and DEVONthink make a great pair as I’ve written before. Using AppleScript, it’s possible to take the import workflow even further by tagging incoming files automatically.

Use case

I download a lot of mp3 files containing pronunciation of words in a language I’ve been learning. I keep a record of these words and tag them appropriately using my hierarchical tagging system.

I’d like to download the files to a directory on the desktop. Keep them there for a few minutes until I’m done working with them, then import the file to DEVONthink Pro Office, tag the file there and delete the original.

I’ve been moving to a tag-based system for organizing content in DEVONthink. All of my content for each database goes into a single group called “reference.” If I want to find something, I search the hierarchical tag structure instead of diving into some arbitrary list of groups.

But I still have groups that I’d like to collapse into the reference group. So I wrote an AppleScript to perform this action. Notably, most of the action is in the processGroup() handler which is recursive because we do not know how deep the group hierarchy goes.

My main organizational tool DEVONthink Pro Office, a tool I’ve used for many years. I’ve written previously about it and how I use it to find things and how I synchronize databases across machines.

I’m a relative newcomer to Hazel though. Hazel’s tagline is “automated organization for your Mac.” Hazel works as an agent to keep folders organized on the Mac. It’s an engine that applies per-folder rules to take actions on files and folders. Actions can include tagging files, moving them to other folders, running AppleScripts, deleting them, etc.

I’ve been a DEVONthink user for many years; it’s an amazing piece of software. Currently I’m using DEVONthink Pro Office because I use all of the higher level capabilities. Over the years, my database structure and workflow have gone through many changes. In this post I’ll describe my approach to finding things in DEVONthink.

Databases

At first, I dumped everything into a single database. Over time, however, I realized that finding things was difficult because of the number of false positives when searching. I roughly divide my databases between areas of responsibility. For example, I’m a director at two local music organizations; so I have separate databases for each of those groups. However, most of my material goes into a single database. It’s where all of the items of daily living go - bills, receipts, bookmarks, web clips, etc.