DEVONthink Pro VERSION 2.9.3 DOCUMENTATION

© 2001-2016 DEVONtechnologies TABLE OF CONTENTS

Read me 4 Menus 32

The DEVONthink Pro advantage 4 The Application menu 32 Getting started 5 The File menu 34 System requirements 5 The Edit menu 37 Installing, updating, uninstalling 5 The Data menu 38 Version history 7 The Format menu 41 License agreement 12 The View menu 42 Credits 12 The Go menu 44 The Tools menu 44 Common tasks 15 The Window menu 45 Analyze text documents 15 The Services menu 46 Browse the Internet 15 The Scripts menu 46 Capture data from the web 16 The Help menu 46 Catalog your SD cards or DVDs 17 The Dock menu 47 Catalog your photos and MP3 files 17 Windows & panels 49 Collect text snippets and other valuable data 18 Index files on your hard disk 18 Main window 50 Manage your bookmarks 18 Document window 55 Share project data 19 Search window 57 Read newsfeeds 19 Info panel 60 Take 20 Document Properties 61 Write texts and outline projects 20 Concordance 61 Download Manager 62 In & out 21 History 64 Drag and drop 21 Groups & Tags 64 Importing and indexing 21 Take Note 65 Services 21 Log 65 Dock menu 22 Activity 65 Synchronizing 23 Preferences 65 Synchronizing with DEVONthink To Go 1.x 25 Database Properties 66 Extensions and bookmarklets 25 Assistant 67 Dashboard widget 27 Documents 69 Sorter 27 Capturing paper 29 General 69 Third-party applications 31 Plain and rich texts 70 Formatted notes 72 Markdown texts 73 Web pages, HTML pages, feeds 73 Sheets 75 Images and videos 76 PDFs 77 Office documents, email, and others 78

DEVONthink Pro 2.9.3 Documentation, page 2 Drawers & sheets 80 FAQ 107

See Also & Classify 80 General questions 107 Concordance 81 Release schedules, Mac OS X, and Windows 107 Smart group editor 81 Purchasing 108 109 Preferences 83 Your software license 110 General 83 Product-related questions 110 Editing 84 Technology 111 Import 85 Sorter 86 General Concept 111 Media 86 Features 111 Colors 87 Structure 111 Web 87 Applications 112 RSS 88 Other Products 113 Sync 89 Backup 90 Overview 113 Update 91 DEVONthink 113 Scripts 92 DEVONagent 113 DEVONsphere 114 Introduction 92 DEVONnote 114 Installation 93 Needful Things 114 Internal scripts 93 Appendix 115 Browsers, email, and more 96 Triggered scripts 97 Glossary 115 Toolbar scripts 98 FAQ (product-specific) 117 Droplets, folder actions, mail rules, PDF Iconology 119 Services 98 Keyboard 119 More examples 99 Tagging 121 Automator 100 File formats 122 Troubleshooting 102 Templates 125 Web site export templates 128 Problems synchronizing databases 102 Search operators 128 Problems synchronizing with DEVONthink To Go Template tags for Wiki-style links 130 1.x 102 Item links 131 Repairing a defective database 103 Metadata 131 DEVONthink Pro crashes when opened 104 Hidden preferences 132 Recovering a lost password 104 Items keep re-appearing in the inbox 104 Problems importing files 105 Problems using Services 105 DEVONthink Pro behaves irrationally 105

DEVONthink Pro 2.9.3 Documentation, page 3 READ ME

In this chapter: INTEGRATED WORKSPACE

The DEVONthink Pro advantage 4 Unlike the , DEVONthink Pro provides an Getting started 5 integrated environment with all the tools you need System requirements 5 for working with information. Don't waste time Installing, updating, uninstalling 5 digging through thousands of files. Let DEVONthink Version history 7 Pro intelligently assist you. And synchronize your License agreement 12 data between all your Macs via direct connections, Credits 12 Dropbox, WebDAV, or any mountable disk, e.g., a USB stick. DEVONthink Pro is the paperless office for your As a native Mac application, DEVONthink Pro is Mac. Use DEVONthink Pro to keep all of your also tightly integrated with OS X. DEVONthink Pro digital documents provides a Dock menu, Services menu commands, notes and makes optimal use of the web browser images engine. multimedia files chat logs WHAT CAN YOU DO WITH IT? bookmarks DEVONthink Pro is much more than just a together in one database. Use DEVONthink Pro document database. It is the #1 tool for collecting to keep all of this information together so that and organizing info bits and snippets on the you have easy access to it. Synchronize your data Mac.Use DEVONthink Pro to: between all your Macs on the local network, via Dropbox, WebDAV or just any mountable disk. Create text documents, edit them in full screen mode using all the tools Mac OS X provides and cross-reference them with Wiki-style or static THE DEVONTHINK PRO links. ADVANTAGE Use the Services menu, the Dock menu, the Dashboard widgets and the Sorter to clip information and jot down notes. WHY DEVONTHINK PRO? Integrate Web content and local documents. DEVONthink Pro not only stores documents, it is a Display all common newsfeed formats and clip flexible, powerful organizational tool that helps you important news directly to your database. edit Store frequently used images. analyze Take advantage of DEVONthink Pro's file indexing organize feature to catalog CD/DVD-ROMs without find storing them in the database. and archive EDITIONS those documents. We offer DEVONthink in multiple editions optimized for home/semipro and heavy-duty professional use. You can find a feature comparison on our web site.

DEVONthink Pro 2.9.3 Documentation, page 4 GETTING STARTED

DEVONthink Pro is a powerful application that may require time to fully master. Open the Support Assistant to read tips, tricks, and tutorials. Install pre-made templates and scripts that extend DEVONthink Pro's functionality.

Other helpful resources are our company blog, INSTALLING, UPDATING, where we publish timely news and, sometimes, even UNINSTALLING public betas, and our lively user form. Note: The following procedures do not apply Continue here: when you have purchased DEVONthink Pro Visit our company blog on the Mac App Store. Installing, updating, Visit our user forum and uninstalling are handled by the App Store application in this case. SYSTEM REQUIREMENTS INSTALLING AND UPDATING

Mac with 64-bit CPU, 2 GB of RAM, and OS X Move the DEVONthink Pro application package Mavericks 10.9 or later. In addition, we recommend to the Applications folder or any preferred a broadband Internet connection. directory. Please note that Mac OS X Services and the connection to DEVONagent work only for applications installed into the Applications folder, and that logout and login or a restart is required after installation.

To update an existing version of DEVONthink Pro, simply copy the application package from the disk image to your Applications folder, replacing the old version. Your database(s) will not be affected.

DEVONthink Pro 2.9.3 Documentation, page 5 If you purchased DEVONthink Pro in the Mac App Note: We don't recommend installing both Store you can also download the update from the DEVONthink Personal and DEVONthink Pro DEVONtechnologies website. It will retrieve the on the same machine. Among the reasons existing receipt and accept it as valid license. why: Both applications use the same Services menu shortcuts, and Mac OS X would assign BUYING AN UPGRADE the shortcuts sometimes to DEVONthink Personal, other times to DEVONthink Pro. And If would like to upgrade DEVONthink Pro to a DEVONagent stores contents in DEVONthink higher edition, you have the following options: Pro if it's available, which means contents would Choose DEVONthink Pro > Check Upgrade Options. not be stored in DEVONthink Personal.

The second option may or may not be available depending on whether you have purchased DOWNGRADING TO DEVONTHINK PERSONAL DEVONthink Pro in DEVONtechnologies' online If you want to downgrade from DEVONthink Pro shop or in the Mac App Store. to Personal, copy the database you want to use to "~/Library/Application Support" and rename it to UPGRADING TO DEVONTHINK PRO (OFFICE) "DEVONthink", removing the file name extension ".dtBase2". The database package becomes a When upgrading from DEVONthink Personal regular folder and will now be used by DEVONthink to DEVONthink Pro, the application will copy Personal. your existing DEVONthink Personal database to your documents folder ('~/Documents/ DEVONthink.dtBase2'). UNINSTALLING

If this fails to occur automatically, do the following: To remove (uninstall) DEVONthink Pro completely 1) Copy the complete folder "~/Library/Application from your Mac, trash the following files and folders Support/DEVONthink 2" to your Desktop, and (~ stands for your Home folder): 2) Rename the folder and add the filename suffix, DEVONthink Pro ".dtBase2" (without quotes). The folder has now ~/Library/Application Support/DEVONthink Pro 2 become a DEVONthink Pro database icon, which ~/Library/Preferences/com.devon- you can double-click. technologies.thinkpro.* If your old database was created by DEVONthink All DEVONthink Pro-specific scripts in ~/Library/ Personal 1.x, it will be the folder named Scripts/ "DEVONthink" at "~/Library/Application Support/". All DEVONthink Pro-specific workflows in ~/ Follow the instructions as above, but in this case Library/Workflows/ use the filename suffix ".dtBase" (no quotes, but All DEVONthink Pro-specific scripts in ~/Library/ case is important). The folder has now become a PDF Services/ DEVONthink Pro 1.x database. From DEVONthink Dashboard widgets Pro choose File > Open Database and select the Bookmarklets from your web browser resulting database file. You will be offered the The reference to the global inbox folder in your opportunity to convert the database to a new Finder's sidebar DEVONthink Pro 2.x database. Choose "Accept," and you now have a converted DEVONthink Pro 2.x database.

DEVONthink Pro 2.9.3 Documentation, page 6 VERSION HISTORY

VERSION 2.9.3

This maintenance release brings a large number of sync-related reliability improvements and bug fixes. For example, the sync toolbar buttons indicate unsynced changes, and due to better chunking of static and small items synchronizing to sync stores requires less bandwidth, less disk space, fewer files, and is up to 3.7 times faster. Long location labels are truncated in the middle now. In addition, DEVONthink Pro 2.9.3 allows to send documents via Airmail 3, sorts databases in contextual menus alphanumerically, and provides more data when dragging items to third-party applications. Sending feedback creates a traditional message in the default email client again instead of opening a web form.

NEW:

Data > Send by Email and Help > Report Bug support Airmail 3. '.rst' (ReStructured text) added to list of known plain text extensions.

Improved:

The submenus of contextual menus sort databases now alphanumerically, the global inbox always located at the top. Help > Contact sends via the default email client again instead of opening a web form. Drag-and-drop provides more data to third-party applications, e.g. to Tinderbox. Moving multiple items to another database doesn't cancel the operation in case of a duplicate UUIDs anymore; the items with duplicate UUIDs are now skipped.

Improved (Sync):

Dot added to Synchronize and Synchronize All toolbar items indicating unsynchronized changes, similar to DEVONthink To Go. Long location labels in Preferences > Sync are truncated in the middle now. Progress indication now includes, if possible, the database name too. After disabling synchronization of a database, the date of the last synchronization is still displayed. Reliability of connections and Bonjour timeout handling. Better resolving of Bonjour services; addresses have a higher priority than host name and port again. Better handling of Bonjour templates, e.g. in case of varying host names. Bonjour servers are automatically restarted with a different name in case of a conflict. More aggressive chunking of static and small items in sync stores; requires less bandwidth, less disk space, and fewer files, and speeds up sync-store-related operations up to 3.7 times. More precise chunking of items to avoid memory peaks on iOS. Obsolete files and manifests of sync stores, e.g. incomplete uploads, are deleted right after successfully completing an upload. Reliability of creating sync stores. Reliability of committing downloads from sync stores. Uploading to sync stores now always checks whether the database contains pending items and cancels the synchronization in that case. Dropbox conflict handling. Timeout and cache handling of WebDAV requests. Canceling WebDAV requests on OS X 10.10 (or later) and iOS. Error handling for local sync stores. Overall performance and memory management.

DEVONthink Pro 2.9.3 Documentation, page 7 Fixed:

Issue where editing preferences, e.g. spell checking, weren't applied after toggling Markdown view. Issue where reloading a modified web archive didn't save the changes. Issue where the Sorter always created RTFD notes even if the rich text didn't contain any attachments. Crash of the Sorter after removing a group if the full visibility is disabled in Preferences > Sorter.

Fixed (Sync):

Issue where Bonjour and sync store synchronizations of the same database could happen concurrently on the server. Issue where deletions while importing databases could be skipped in case of interrupted commits. Issue where RTFD documents without attachments, created by the Sorter, weren't readable anymore outside of DEVONthink for Mac after synchronizing. Issue where no error was displayed after entering wrong WebDAV credentials on OS X 10.10 (or later) and iOS. Issue where trashing non-empty groups did not always successfully delete the group so that empty groups could remain in the trash (especially on iOS). Issue where the Activity window wasn't always closed after synchronizing in the background. Issue where the progress indication while downloading from sync stores wasn't correct. Crashes related to (unreliable) Bonjour connections.

VERSION 2.9.2

This maintenance release brings several improvements related to synchronization. Pending records can be found using smart groups and the advanced search and a button to synchronize all databases can be added to the toolbar. Finder tags are now immediately updated after a sync, self-signed HTTPS certificates for WebDAV are again accepted, and Bonjour connections are handled smarter. The update also improves the overall sync performance and reliability.

NEW:

Smart group and advanced search condition Instance is Pending for finding items not yet downloaded by sync. Synchronize All item that can be added to toolbar.

Improved:

Finder tags of indexed items are immediately set, e.g. after adding tags on iOS. More reliable uploads to and downloads from sync stores in case of interruptions, e.g. due to an unreliable network. Bonjour locations prefer host name and port now. After a failure to open a Bonjour connection, the service is resolved again. Canceling of Dropbox requests. Multi-threading of sync store operations. Compatibility to HTTP proxies. Overall reliability of sync. Handling of process activity disables system sleep and prevents sudden or automatic app terminations.

Fixed:

Issue where pending records could be moved between databases, breaking the connection to the original sync locations. Issue where new WebDAV locations didn't accept invalid HTTPS certificates. Issue where tags were not added to notes being sent from the Sorter to global inbox.

DEVONthink Pro 2.9.3 Documentation, page 8 Issue where server volumes could be mounted twice for local sync stores in rare cases. Issue where an incorrect file name provided by iOS was used. Issue where the number of missing entries reported by quick verification of sync stores was usually too high. Issue where old sync betas where not correctly removed.

VERSION 2.9.1

This maintenance release brings a large number of improvements and bug fixes related to synchronization. In addition DEVONthink Pro now allows you to select and delete ink annotations in PDF documents and supports a number of new XML file name extensions. The update enhances drag-and-drop for formatted notes and makes downloading from sync stores up to 2.5 times faster. The update also improves the overall sync performance and reliability.

NEW:

Ink annotations in PDF documents can be selected and deleted. The content of DEVONagent searches (.agentSearch) is now indexed and can be converted to plain text. .dita, .ditamap, and .ditaval added to known XML extensions. Hidden preference AdditionalXMLExtensions for specifying additional XML files types. Hidden preference SyncDebugLog for enabling additional logging.

Improved:

Trying to move an item to a database containing already the same UUID now logs an error. Free-world variant of DEVONthink Pro no longers uses scripting to add the Sorter to the startup items. Drag-and-drop support of formatted notes editor. Revised Bonjour resolving. Fewer timeouts, faster connection building, more reliable. Bonjour sync locations use the host ID instead of the host name. More reliable e. g. after switching networks. Bonjour submits errors (e.g. a read-only database) to the remote side, e.g. to DEVONthink To Go 2. Downloading from sync stores up to 2.5 times faster. Information about local databases in Preferences, Sync tab. Databases can't be uploaded anymore to new sync stores in case of pending items to prevent the sync store from containing only metadata. Committing of deletions and metadata changes. Handling of sync locations and templates. Handling of invalid sync store encryption keys. Former temporary directories are deleted on startup. Console logging.

Fixed:

Issue where an empty Activity window wasn't always closed after synchronizing. Issue where error messages were inconsistent, e.g. after accessing a sync store with the wrong encryption key. Issue where failing to finalize a WebDAV template removed the template; it can now be edited again. Issues where errors while finalizing a sync template could be still displayed after deleting the template. Issue that caused remote databases of local sync stores still listed in Preferences, Sync tab after unmounting the volume. Issue where indexed items located in cloud folders were downloaded endlessly from sync stores if Synchronize contents of indexed items wasn't disabled. Issue where indexed items located in cloud folders were marked as pending after downloading the database. Issue where Bonjour servers remained busy after opening a connection but never receiving any data. Issue that could cause rare Bonjour-related crashes.

DEVONthink Pro 2.9.3 Documentation, page 9 Issue caused by Dropbox sometimes returning original paths, sometimes lower case paths. Issue where the records cache could cause inefficient commits. Glitches of progress indicators.

VERSION 2.9

This release brings a completely rewritten synchronization. It replaces the synchronization introduced with DEVONthink Pro 2.5 with a much more flexible and reliable model. It will also be used to communicate with the upcoming DEVONthink To Go 2.0. The next-generation sync supports synchronizing databases directly via the local network, any mounted volume, WebDAV and Dropbox. All communication is encrypted if an encryption password is provided.

Note: The next-generation sync is NOT backward-compatible. It is necessary to delete existing sync stores and re-synchronize the databases.

In addition this release adds conversion of .emlx email messages to HTML and formatted notes, better handles large selections, and improves the thumbnail handling. The update also fixes several bugs and improves performance and reliability.

Note: Starting with this version DEVONthink Pro requires OS X Mavericks or later.

NEW:

NEXT-GENERATION SYNCHRONIZATION. Email messages (.emlx) files containing HTML content can be converted to HTML and formatted notes and are supported by website export. Requires OS X Yosemite or later. Navigation toolbar item of main windows supports text-only mode. Added '.ips.beta' to list of known plain text extensions.

Improved:

Handling of selections with thousands of items made up to 2000 times faster. Renamed template Address Book Card to Business Card and template folder Addresses & Dates to & Events. Renamed Help > Bookmarklets to Help > Extensions & Bookmarklets. Clipping web pages as rich text or formatted note strips unnecessary headers created by Instapaper's reformatting. The default plain text font is now Menlo Regular 11pt. Thumbnails of very long PDF pages, e.g. captured web pages, are now scaled to width. Thumbnails of images with opaque alpha channel are stored as JPEG files and use much less space than before. Speeds up the synchronization and reduces sync store size. Search syntax is removed before copying search queries to find pasteboard so that Edit > Find > Find Next/ Previous can be used more often immediately. Handling of tab stops of plain text views. User agent compatibility of Download Manager. Missing indexed files/folders located on unmounted volumes aren't reported anymore by Tools > Verify & Repair. AppleScript support. VoiceOver support. Parsing of '.DSStore' files. Handling of background tasks. Error handling.

DEVONthink Pro 2.9.3 Documentation, page 10 Fixed:

Thumbnails of PDF documents, e.g. merged images, sometimes used the wrong size. Text of .emlx files wasn't indexed and .emlx files couldn't be converted to plain text on OS X Yosemite. Glitches of token fields in HUD windows. Glitch of Info panel. Corrupted '.DS_Store' files could crash DEVONthink Pro. Memory leaks.

Removed:

Obsolete Scripts > > Add as To Do to TaskPaper.

VERSION 2.8.11 ... 1.0.1

Skipped.

VERSION 1.0

Initial release.

DEVONthink Pro 2.9.3 Documentation, page 11 LICENSE AGREEMENT DEVONtechnologies' total liability to you for all damages, losses and causes of action (whether in PLEASE READ THIS LICENSE CAREFULLY contract, tort (including negligence) or otherwise) BEFORE USING THIS SOFTWARE. BY USING THIS exceed the amount paid by you for the Software. SOFTWARE, YOU ARE AGREEING TO BE BOUND Apple, Carbon, Classic, Cocoa, ColorSync, Darwin, BY THE TERMS OF THIS LICENSE AGREEMENT. Mac OS X, QuickTime, and all other IF YOU DO NOT AGREE TO THE TERMS OF registered names are trademarks of their respective THIS LICENSE, DELETE THE SOFTWARE OR owners. RETURN THE SOFTWARE AND RELATED DOCUMENTATION TO DEVONTECHNOLOGIES, LLC. CREDITS 1. License: The application and other components (sound and graphics) accompanying this License, AMINDETERMINATEPROGRESS whether on disk, in read only memory, or on Copyright © 2007 Andreas Mayer. All rights any other media (the "Software"), and the reserved. related documentation are licensed to you by DEVONtechnologies. You own the disk on which Redistribution and use in source and binary forms, the Software is recorded but DEVONtechnologies with or without modification, are permitted and/or DEVONtechnologies' Licensor(s) retain provided that the following conditions are met: title to the Software and related documentation. Redistributions of source code must retain the This License allows you to non-simultaneously use above copyright notice, this list of conditions and the Software on multiple computers by the same the following disclaimer. person. Redistributions in binary form must reproduce the 2. Restrictions: The Software contains copyrighted above copyright notice, this list of conditions and material, trade secrets and other proprietary the following disclaimer in the documentation material and in order to protect them you may and/or other materials provided with the not decompile, reverse engineer, disassemble distribution. or otherwise reduce the Software to a human- Neither the name of the copyright holder nor the perceivable form. You may not sub-license, modify, names of its contributors may be used to endorse rent, lease, or create derivative works based upon or promote products derived from this software the Software in whole or in part. You may not without specific prior written permission. distribute the Software in any form, including, THIS SOFTWARE IS PROVIDED BY THE but not limited to, electronic information service COPYRIGHT HOLDERS AND CONTRIBUTORS distribution, bulletin board distribution, and "AS IS" AND ANY EXPRESS OR IMPLIED magnetic or optical medium distribution. WARRANTIES, INCLUDING, BUT NOT 3. Disclaimer of Warranty on Software: You LIMITED TO, THE IMPLIED WARRANTIES OF expressly acknowledge and agree that use of the MERCHANTABILITY AND FITNESS FOR A Software is at your sole risk. The Software and PARTICULAR PURPOSE ARE DISCLAIMED. IN related documentation is provided "AS IS" and NO EVENT SHALL THE COPYRIGHT OWNER OR without warranty of any kind. CONTRIBUTORS BE LIABLE FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, 4. Limitation of Liability: UNDER NO OR CONSEQUENTIAL DAMAGES (INCLUDING, CIRCUMSTANCES INCLUDING NEGLIGENCE, BUT NOT LIMITED TO, PROCUREMENT OF SHALL DEVONTECHNOLOGIES BE LIABLE FOR SUBSTITUTE GOODS OR SERVICES; LOSS ANY INCIDENTAL, SPECIAL OR CONSEQUENTIAL OF USE, DATA, OR PROFITS; OR BUSINESS DAMAGES THAT RESULT FROM THE USE INTERRUPTION) HOWEVER CAUSED AND OR INABILITY TO USE THE SOFTWARE OR ON ANY THEORY OF LIABILITY, WHETHER RELATED DOCUMENTATION. In no event shall

DEVONthink Pro 2.9.3 Documentation, page 12 IN CONTRACT, STRICT LIABILITY, OR TORT MULTIMARKDOWN (INCLUDING NEGLIGENCE OR OTHERWISE) Copyright (c) 2010-2014 Fletcher T. Penney ARISING IN ANY WAY OUT OF THE USE OF THIS SOFTWARE, EVEN IF ADVISED OF THE MultiMarkdown is released under both the GPL and POSSIBILITY OF SUCH DAMAGE. MIT licenses. You may pick the license that best fits your needs.

REGEXKITLITE Modifications to remove reliance on Glib2: Copyright (c) 2011 Daniel Jalkut, licensed Copyright © 2008 John Engelhart. All rights explicitly MIT. reserved. LyX export code (c) 2013-2014 Charles R. Cowan, Redistribution and use in source and binary forms, licensed under both GPL and MIT licenses. with or without modification, are permitted Portions based on: peg-markdown. Copyright (c) provided that the following conditions are met: 2008-2011 John MacFarlane. ODF output code Redistributions of source code must retain the (c) 2011-2013 Fletcher T. Penney. peg-markdown above copyright notice, this list of conditions and is released under both the GPL and MIT licenses. the following disclaimer. You may pick the license that best fits your needs. Redistributions in binary form must reproduce the Original Markdown specification by John Gruber. above copyright notice, this list of conditions and The GPL: This program is free software; you can the following disclaimer in the documentation redistribute it and/or modify it under the terms of and/or other materials provided with the the GNU General Public License as published by distribution. the Free Software Foundation; either version 2 of Neither the name of the Zang Industries nor the the License, or (at your option) any later version. names of its contributors may be used to endorse This program is distributed in the hope that it will be or promote products derived from this software useful, but WITHOUT ANY WARRANTY; without without specific prior written permission. even the implied warranty of MERCHANTABILITY THIS SOFTWARE IS PROVIDED BY THE or FITNESS FOR A PARTICULAR PURPOSE. See the COPYRIGHT HOLDERS AND CONTRIBUTORS GNU General Public License for more details. You "AS IS" AND ANY EXPRESS OR IMPLIED should have received a copy of the GNU General WARRANTIES, INCLUDING, BUT NOT Public License along with this program; if not, write LIMITED TO, THE IMPLIED WARRANTIES OF to the Free Software Foundation, Inc., 51 Franklin MERCHANTABILITY AND FITNESS FOR A St, Fifth Floor, Boston, MA 02110-1301 USA PARTICULAR PURPOSE ARE DISCLAIMED. IN The MIT License: Permission is hereby granted, NO EVENT SHALL THE COPYRIGHT OWNER OR free of charge, to any person obtaining a copy of CONTRIBUTORS BE LIABLE FOR ANY DIRECT, this software and associated documentation files INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, (the "Software"), to deal in the Software without OR CONSEQUENTIAL DAMAGES (INCLUDING, restriction, including without limitation the rights BUT NOT LIMITED TO, PROCUREMENT OF to use, copy, modify, merge, publish, distribute, SUBSTITUTE GOODS OR SERVICES; LOSS sublicense, and/or sell copies of the Software, and to OF USE, DATA, OR PROFITS; OR BUSINESS permit persons to whom the Software is furnished INTERRUPTION) HOWEVER CAUSED AND to do so, subject to the following conditions: ON ANY THEORY OF LIABILITY, WHETHER The above copyright notice and this permission IN CONTRACT, STRICT LIABILITY, OR TORT notice shall be included in all copies or substantial (INCLUDING NEGLIGENCE OR OTHERWISE) portions of the Software. THE SOFTWARE IS ARISING IN ANY WAY OUT OF THE USE OF PROVIDED "AS IS", WITHOUT WARRANTY OF THIS SOFTWARE, EVEN IF ADVISED OF THE ANY KIND, EXPRESS OR IMPLIED, INCLUDING POSSIBILITY OF SUCH DAMAGE. BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR

DEVONthink Pro 2.9.3 Documentation, page 13 PURPOSE AND NONINFRINGEMENT. IN NO The above copyright notice and this permission EVENT SHALL THE AUTHORS OR COPYRIGHT notice shall be included in all copies or substantial HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES portions of the Software. OR OTHER LIABILITY, WHETHER IN AN ACTION THE SOFTWARE IS PROVIDED "AS IS", WITHOUT OF CONTRACT, TORT OR OTHERWISE, ARISING WARRANTY OF ANY KIND, EXPRESS OR FROM, OUT OF OR IN CONNECTION WITH THE IMPLIED, INCLUDING BUT NOT LIMITED TO SOFTWARE OR THE USE OR OTHER DEALINGS IN THE WARRANTIES OF MERCHANTABILITY, THE SOFTWARE. FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL SPARKLE THE AUTHORS OR COPYRIGHT HOLDERS Copyright © 2006--2009 Andy Matuschak BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF Permission is hereby granted, free of charge, to CONTRACT, TORT OR OTHERWISE, ARISING any person obtaining a copy of this software and FROM, OUT OF OR IN CONNECTION WITH THE associated documentation files (the "Software"), to SOFTWARE OR THE USE OR OTHER DEALINGS IN deal in the Software without restriction, including THE SOFTWARE. without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell VIDEO JS copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to Copyright © 2010 Zencoder, Inc. the following conditions: The Video JS player is used according to the LGPL v3.

DEVONthink Pro 2.9.3 Documentation, page 14 COMMON TASKS

In this chapter: The Search and Similar buttons open drawers that feature all documents containing words that are Analyze text documents 15 contextually similar to the selected word (these Browse the Internet 15 searches happen almost instantly). A search toolbar Capture data from the web 16 item lets you find any word of interest. Catalog your SD cards or DVDs 17 Catalog your photos and MP3 files 17 Other functions that help you analyze documents Collect text snippets and other valuable data 18 include the AI-enhanced search function that also Index files on your hard disk 18 features a list of similar words based on spelling Manage your bookmarks 18 or contextual similarity. The See Also button lists Share project data 19 documents with a similar content, and the topics Read newsfeeds 19 pop-up menu displays the most important words Take notes 20 of a document. Duplicate documents are instantly Write texts and outline projects 20 marked in blue and bold. Replicants and cross-links help you create a In this chapter you'll find a number of common network of documents. ways you can use DEVONthink Pro for everyday tasks, from surfing the Internet and making notes to Possible uses: cataloging photos and archiving emails. Analyze the complexity and focus of a specific document collection ANALYZE TEXT DOCUMENTS Find relationships between documents or snippets quickly With its built-in artificial intelligence (AI) functions, Clean up large collections of documents DEVONthink Pro can be used to analyze large Continue to read here: numbers of text documents. Import documents from the file system Use the See Also & Classify drawer Use the AI-enhanced Search function Use the Concordance drawer

BROWSE THE INTERNET

Besides being a knowledge and information database, DEVONthink Pro acts as a web browser. This extends the document-based approach to knowledge to the World Wide Web. Because DEVONthink Pro is a database manager, its web The Concordance function allows you to create a browser does not work in a windowed style like list of all the words contained in a database, sorted Safari or DEVONagent Pro; rather, it's document- by frequency and restricted to a given length. oriented.

DEVONthink Pro 2.9.3 Documentation, page 15 This enables you to treat web pages the same way CAPTURE DATA FROM THE WEB as you treat documents. Whenever you select a web document (bookmark), DEVONthink Pro immediately loads and displays its content live from the Internet in the view/edit pane. You can then archive the complete page to the database for offline viewing.

DEVONthink Pro also handles RSS/RDF/Atom news feeds, either through feed documents or by simply displaying them via the built-in web browser. Stay up-to-date with your subject and clip important information right away.

Possible uses:

Visit frequently used web sites in a convenient interface Integrate "live" content from the web with your Increasingly, information is provided not on paper other documents but directly through Web sites, blogs, online news data from web sites and store it in sites, Facebook, and user forums. DEVONthink DEVONthink Pro Pro offers a variety of options for conveniently Capture and archive complete web pages capturing data from the Web:

Continue to read here: Bookmark: Captures only the address (URL, Capture data from the Web uniform resource locator) of the page. Create a new URL or HTML document HTML page: Saves the source code of the page to View "live" and local HTML pages the database, but images are downloaded from Integrate news feeds with your data

DEVONthink Pro 2.9.3 Documentation, page 16 the Web each time the page is displayed in the CATALOG YOUR SD CARDS OR database. DVDS Web archive: Saves both the HTML code and all resources, like images, necessary to display the By using the Index function, you can use page. DEVONthink Pro to set up a catalog for your data Rich text: Grabs selected text/images and DVDs, SD cards, or other removable volumes. hyperlinks, but avoids saving unwanted areas of Create a group for each disk by using the index the page to the database. A plain text capture will function, and organize your disks/groups in any way not include formatting, images or links. you like. When you need a specific file, search for it PDF: 'Freezes' the web page, just like printing to in DEVONthink Pro, insert the volume, ⌃ click the paper. PDFs from Web pages can be paginated or file in DEVONthink Pro, and select Open With to non-paginated. open the original file on the removable volume.

All of these options, except the bookmark, capture Possible uses: the text content of the page (or a selected area of Find files even when they're on a removable it) and hyperlinks if present, and preserve the text volume that is not currently mounted information for searches in DEVONthink Pro. Create a virtual library for our SD cards and other Note: There are a number of Web sites that media prohibit use of some of the capture options Integrate static documents with other project- described above. A secure banking site or related data a university portal to journals may direct a Continue to read here: Bookmarklet or script capture option to the login page, which will be captured instead of Import or index files the desired content. A capture option that Search your database requires re-download of the page on such sites Launch the original file of an index item will capture only the login page. The page always can be selected and captured as rich or plain text. CATALOG YOUR PHOTOS AND The viewed page can be captured by "printing" it MP3 FILES as PDF to the database.

Possible uses: Besides storing text documents and PDF files, DEVONthink Pro also manages multimedia data Capture important news in an easily searchable such as photos, illustrations, MP3s or movies. database Collect all relevant data for your project in one While not designed to replace iPhoto or iTunes, place DEVONthink Pro can be used as a repository for Collect links to web pages and captured data about images you frequently use or as an interface to the same subject in one group your MP3 library (if you don't like other Save data from the Web in future-proof formats software). If you do not want to import these files, such as PDF leave them where they are in the file system. You can index the files instead and access them from Continue to read here: within DEVONthink Pro See also p. 34ff Capture data using Services Possible uses: Capture data using scripts Capture data with Bookmarklets or browser Create a dedicated database for photos only extensions View your images in full screen mode Add the global inbox to the Finder's sidebar Keep project-related images and other documents 'Print' any Web page or document as PDF to your together database Play your MP3s from within your work environment

DEVONthink Pro 2.9.3 Documentation, page 17 Continue to read here: Create an info collection for a specific topic

Import or index files Continue to read here: View files as thumbnails Capture a note quickly using the Services menu View images and movies Use the Dock menu Search your database Use the Sorter Drag text clippings to the Groups panel COLLECT TEXT SNIPPETS AND OTHER VALUABLE DATA INDEX FILES ON YOUR HARD DISK

Using Mac OS X's handy Services menu, Besides completely importing documents, DEVONthink Pro is the premiere tool for collecting DEVONthink Pro can also index files. When and organizing information bits and snippets. indexing files, DEVONthink Pro reads the contents of the file and stores it for internal reference, yet it always uses the external file for displaying the actual contents. Use indexing for easily accessing information stored on removable volumes, creating a library of all important documents regardless where they are physically stored, or integrating files stored elsewhere with your documents in DEVONthink Pro.

Possible uses:

Access information from all your SD cards in one place Create a front-end for your document collection Integrate static documents with other project- related data

Select any piece of data and capture it to the Continue to read here: currently open database with a keystroke or a quick visit to the Services menu. All Cocoa applications Import or index files such as TextEdit, Safari, or DEVONthink Pro itself-- Search your database as well as many new Carbon applications, e.g. the Launch the original file of an indexed item Finder or Microsoft Office 2004--support this mechanism. Alternatively, drag text clippings to the MANAGE YOUR BOOKMARKS Sorter panel.

DEVONthink Pro automatically sets the title of the With its integrated, document-based web browser, newly created snippet to the first line of text, so DEVONthink Pro can be used as a bookmark there's a good chance that you won't even need to manager. Organize all your bookmarks as bookmark rename it. New snippets are always created in the documents and visit the website simply by inbox. Also, DEVONthink Pro can automatically selecting the bookmark in split or three panes view. classify and file the items using its built-in artificial DEVONthink Pro loads the page and displays it in intelligence. the view/edit pane.

Possible uses:

Collect recent news from your favorite web sites Keep important information from any source and your other project-related documents together

DEVONthink Pro 2.9.3 Documentation, page 18 Integrate "live" data, e.g. web pages or newsfeeds, with your other documents

Continue to read here:

Set up sync to share data with your team members Add smart groups to organize data automatically Add newsfeeds

READ NEWSFEEDS

If you want to open the Web page in your default browser, simply ⌃ click (right-click) the bookmark and choose Launch URL from the contextual menu.

Possible uses:

Manage your bookmarks Keep project-related web pages and other documents together Visit frequently used web sites in a convenient interface Integrate "live" content from the web with your other documents Grab data from web sites and store it in DEVONthink Pro comes with built-in support for DEVONthink Pro RSS, RDF, and Atom news feeds, which makes it a Continue to read here: reliable basic news reader. In addition, its integrated Create a new bookmark document web browser supports news feeds and displays View "live" and local HTML pages them like any other web page. Use its document- Drag URLs to the Groups panel oriented structure to organize bookmarks and store Drag URLs to the Sorter news feeds like Internet-updated smart groups. Share your bookmarks with others using sync Mix live news feeds with static documents, e.g., in your project materials. SHARE PROJECT DATA Possible uses: Read your daily news in a convenient interface With its built-in synchronization DEVONthink Pro Integrate "live" newsfeeds with your other is ideal to manage a shared project workspace. Keep documents all your project-related data in an easy to structure Grab interesting information easily and store it in database and share it with your team members. Use DEVONthink Pro a shared WebDAV volume, your Dropbox, a local file server, or direct connections to propagate new data Continue to read here: in the team automatically. Create a new bookmark or HTML document Possible uses: View "live" web pages and news feeds Create a news feed document Organize project files, use advanced feature such as tags and smart groups Add new data from any team member's computer or even iOS device running DEVONthink To Go

DEVONthink Pro 2.9.3 Documentation, page 19 TAKE NOTES engine and the full screen mode DEVONthink Pro is perfectly suited for writing text from notes to whole DEVONthink Pro is perfectly suited for taking notes books. and organizing them.

Create new documents with just one click, find related documents, and network them with Wiki- style or static cross-links. Because you are working with databases in DEVONthink Pro, you can switch from one document to another with just one click, Use DEVONthink Pro's Take Note panel or its Dock and manage even large projects with ease. menu to quickly create new notes, write notes using the advanced text editing capabilities of Mac OS X, By flagging groups and documents DEVONthink and find a place to file them in your database using Pro can also be used as a simple outliner. Unlike the Classify & See Also button. other outliners, DEVONthink Pro uses documents as items and groups for items that have sub-items. Possible uses: Use it with the Split view to create an outliner look- Write down ideas before they vanish and-feel. Take quick phone messages Possible uses: Keep project notes and your other project-related documents together Write notes, white papers, and letters Write and organize book chapters Continue to read here: Organize your ideas or projects in outlines Create new documents Create a network of information for your projects Create a new note using the Dock menu or interests Revise notes and documents using the built-in rich Continue to read here: text editor Organize your data using Classify and See Also Create new documents Use the built-in rich text editor Choose between various window layouts to match WRITE TEXTS AND OUTLINE your work style PROJECTS Use the See also & Classify drawer Use the Concordance drawer With its hierarchical group structure, organization, and navigation functions, as well as its advanced text editing capabilities based on the Mac OS X text

DEVONthink Pro 2.9.3 Documentation, page 20 IN & OUT

In this chapter: IMPORTING AND INDEXING

Drag and drop 21 You import files with drag-and-drop or using the Importing and indexing 21 File > Import menu item. Imported files are copied Services 21 into the database and appear as a document in Dock menu 22 DEVONthink Pro's interface. Synchronizing 23 If you need to keep the files in their original location, Synchronizing with DEVONthink To Go 1.x 25 but want to use them inside of DEVONthink Pro, Extensions and bookmarklets 25 drag them with ⌘ and ⌥ pressed (like making an Dashboard widget 27 in the Finder) or use File > Index. A reference Sorter 27 to the file is inserted in your database and linked Capturing paper 29 to the original outside DEVONthink Pro. Use File > Third-party applications 31 Update Indexed Items to update selected references DEVONthink Pro is not an island. It integrates with when their original has changed. Make sure to keep the rest of your Mac and iOS devices in a variety the original file in place so that the link between of ways to make it easy for you to add data to reference and file stays intact. DEVONthink Pro. When to import and when to index files? Importing copies the data directly into your database, creating DRAG AND DROP a self-contained repository that remains intact whether you back up the database or copy it to a The easiest way to add data to DEVONthink Pro, USB stick. But if you also need to access the files other than creating the documents directly inside rom outside the database, e.g. to compile some the application, is to drag files or selected data, e.g. source codes, you may want index them instead of text, images, etc., into a DEVONthink Pro window or importing. onto its Dock icon. Dragging files into a document list imports the file; SERVICES dragging text or images creates documents for them. Dragging files into a rich text document adds The DEVONthink Pro > Services menu gives you them as attachments to the document. Dragging access to special commands published either by data to the Dock icon creates new documents in the other applications, such as TextEdit or Safari, or by default destination. services extensions such as DEVONtechnologies' WordService or CalcService. Also, DEVONthink Pro Hold the ⌘ while dragging to publishes its own services in the Services menu. effectively move the file or folder into the database. DEVONthink Pro imports the dragged item and puts the original into the Finder trash. This works identical to File > Import > Files & Folders with the option Move originals to trash enabled.

DEVONthink Pro 2.9.3 Documentation, page 21 the summary shall be based on sentences or paragraphs.

THE SORTER SERVICES

The Sorter adds another sub-menu to the Services menu that contains a Send To Inbox command. If possible, it copies the current selection to the Sorter's inbox.

Note: After installing DEVONthink Pro you need to log out, then back in again for new services and their shortcuts to be recognized. If one or more DEVONthink Pro Services menu commands do DEVONTHINK PRO SERVICES not carry a shortcut, it may be because another DEVONthink Pro installs several services for application grabbed them. Mac OS X will assign copying or summarizing selected text, capturing a the shortcut if no other application already uses web page, or searching documents in the database. the same key combination.

Add to DEVONthink: Adds selected files, bookmarks, or images to your database. This DOCK MENU service is also available in the Finder's contextual manu. The Dock menu appears when you click DEVONthink Take Plain/Rich Note: Adds selected text to the Pro's icon in the Dock with the ⌃ key pressed, when global inbox from any application that support you right-click it, or when you left-click it and hold services (!) as plain or rich text. Taking a rich text the mouse button for one second or longer. note also copies images and clickable links. If the source document is a web page or a news feed, DEVONthink Pro tries to capture the address of the page or feed as well. This only works with applications that support this feature, such as Safari, DEVONagent Pro, or NetNewsWire. Capture Web Archive: Captures the web page displayed in the frontmost window of any WebKit-based browser (such as Safari or DEVONagent Pro) as a web archive to DEVONthink Pro's inbox. This menu item is only shown when available, e.g., when Safari is the active application. Append Plain/Rich Note: Adds selected text as plain or rich text to the last note taken using the DEVONthink Pro Services menu items. Lookup: Opens the Search windowin DEVONthink Use the Dock menu commands Import and Index Pro with the selected text copied as search term. to import or index files. Copy something to the Summarize: Creates a new note in DEVONthink Clipboard and use New with Clipboard to directly Pro's inbox with a summary of the selected text. create a document with the Clipboard contents DEVONthink Pro uses all documents in the open anywhere in your open databases. DEVONthink Pro database for determining what's important will try to create a meaningful name for it. Finally, and what's not. The summarization settings in choose Take Note to open the Take Note panel. the preferences, Editing tab, define whether

DEVONthink Pro 2.9.3 Documentation, page 22 SYNCHRONIZING and let iCloud manage the actual data transfer. Due to limitations on iOS this sync mechanism is not DEVONthink Pro is not an island. It allows you to available for synchronizing with DEVONthink To Go synchronize your databases over the internet or on 2. the local network with Macs running DEVONthink WebDAV: If you run your own WebDAV server, your 2.9 oder later and DEVONthink To Go 2.0 or later. ISP offers it as a service (e.g. Deutsche Telekom), The build-in synchronization is highly optimized or your have subscribed to an online service such for transferring databases securely and fast. Direct as CloudMe or box.com, this might be for you. connections between two devices are always Your data is stored in encrypted sync stores on the encrypted using AES 256 bit. Sync stores (see server. You can keep all your devices in sync at any below) are also encrypted using AES 256 bit if you time as long as you have internet access. enter an encryption password (recommended). Dropbox: If you have a Dropbox account you can We highly discourage simply moving a DEVONthink use it just like you'd use WebDAV. DEVONthink database to e.g. a cloud drive (like Dropbox, Pro creates a private folder for its sync stores iCloud Drive, or OneDrive) and trust the cloud and so keeps its data separate from your photos drive provider's app to do the right thing. and other documents. Of course it does not get Databases are complex packages and not made for access to anything except its own files. Dropbox and concurrent access or simple file syncs. The build-in DEVONtechnologies respect your privacy. synchronization uses a container format built for synchronizing over a variety of channels including SETTING UP SYNC WITH A SYNC STORE direct connections, local volumes, or internet-based file services.

Please find a short glossary about sync-related terminology in the Appendix.

SCENARIOS

Local network (Bonjour): If you only want to synchronize your databases while all participating devices are on the same network consider using a direct connection.

This is much faster than uploading all data to some server on the internet and downloading it again on another device. But, when you leave your office and you haven't synchronized your databases, you'll You set up which databases are synchronized, need to wait until you come back another day. how often, and with which locations in Preferences, Local sync store: For synchronizing only between Sync tab. The basic workflow for setting up Macs you can also use a shared volume, from USB synchronisation looks like this: stick to file server. A sync store (a dedicated folder Step 1: Decide if you want to sync automatically, on the volume) is used as the (optionally encrypted) on a schedule, or manually. Choose the maximum central hub to and from which all participating Macs number of connections and how sync conflicts synchronize. For this model the volume needs to be are solved. You find the options for this at the accessible from all Macs during sync time. bottom of the Sync . iCloud Drive: It is possible to sync between Macs Step 2: Add a sync location from a template by using iCloud Drive. DEVONthink Pro will create a checking its checkbox in the left-hand part of the local sync store in the iCloud Drive's local folder pane. Alternatively click the + button to e.g. add

DEVONthink Pro 2.9.3 Documentation, page 23 a local or iCloud Drive sync store. Fill out all the required details. See also p. 89ff Step 3: Select the location and check all local databases that you want to sync using this location. This uploads the database to the sync store and so makes it available to all other devices using the same service and sync store.

To use the databases you have added to a sync store on other devices, you need to import them on the You set up your Mac as potential host or add direct other side: connections as locations in Preferences, Sync tab.

Mac: Set up the exact same sync location with the Set up the host: same name also on the other Mac. Then follow Step 1: On the host, click Bonjour Options. the instructions below. Step 2: Check Enable incoming connections to allow iOS: Set up the exact same sync location with the incoming connections from other computers. same name in DEVONthink To Go. Show the Check Open databases automatically to make location's databases and 'switch on' a database to DEVONthink Pro open available databases import it. automatically when they are requested by the Should your database (identified by its unique ID, client for synchronizing. NOT its name) already exist, DEVONthink Pro will Step 3: If necessary, change the port number ask if you want to merge the remote and the local on which your Mac is listening for incoming copy. connections. Leave empty to let your Mac decide (recommended). Note: If you are using Dropbox and the Dropbox Step 4: Enter a password that clients need app, it is advisable to exclude the DEVONthink to provide to connect to DEVONthink Pro Packet Sync folder inside the Apps folder from (mandatory). being synchronized with your Mac. This keeps Step 5: Click OK. the Dropbox app from wasting valuable disk space and bandwidth by re-downloading all Set up the client: changes you've made to your databases, and Step 1: The host should appear as location from spamming you with notifications. Click template on the client, in Preferences, Sync tab on the Dropbox icon in the menubar, choose the Mac respectively in Settings > Locations: Edit Preferences, switch to the Accounts tab, click Locations > (location name). Selective Sync, select the Apps folder, and uncheck Step 2: Add the host like any other location; you'll the DEVONthink Packet Sync folder inside of need to provide the password entered on the it. Click Update to confirm your change. If you host in step 4. change your Dropbox email address, you'll need Step 3: Done. You can now proceed, e.g., import to remove and re-add the Dropbox location. the desired database.

SETTING UP DIRECT CONNECTIONS IMPORTING A DATABASE FROM REMOTE

For the most part, direct connections are treated To download a database from a sync store or like other sync locations. The main difference is that directly from another Mac or iOS device, you import for every connection one side acts as the host and it from the sync location. the other side connects as a client. You can connect Step 1: Set up the location containing your to the host from as many devices as you like, e.g., to database. use the same research database in a team. Step 2: Expand Remote the list section if necessary.

DEVONthink Pro 2.9.3 Documentation, page 24 Step 3: Select the remote database you want to Synchronizing with the device: DEVONthink Pro import. uses a special group named Sync to let you decide Step 3: Click the Import icon or choose Import which data you want to share with your iOS device. database in the contextual menu or the Action The Sync group appears on the top group level of all menu below the databases list. databases and has a special icon that makes it stand Step 4: Select where to save the database locally, out from other groups. To select the items in your best in your Documents folder or together with database that you want to take with you on your your other databases. device, either move or replicate them into its Sync group. You replicate items by dragging them with INDEXED FILES the ⌘ and ⌥ keys held. In the global inbox there is no Sync group; it is always synchronized as a whole. Indexed files, i.e. documents whose files reside You can add documents as well as whole groups to outside of the database package, are synchronized the Sync group. Smart groups are not yet supported to the exact same locations on all computers. and will be ignored during synchronization. Example: A document's file is located at "~/ Documents/SomeFile.txt" (where "~" represents Make sure your device is on the same Wi-Fi your home folder). The file will also appear in the network as this computer. On the device open the synchronizing user's "Document" folder on other DEVONthink To Go app, tap the sync button on the Macs. app's home screen, and follow the instructions.

You can choose to not synchronize the content Visit the App Store: If you do not yet have of indexed files but only their metadata. If you DEVONthink To Go installed on your device, learn are accessing such a metadata-only item and more about it or visit the App Store. If you have you are synchronizing via direct connection you problems synchronizing with DEVONthink To Go can download the content file on demand. If you 1.x click here. are using a sync store, e.g. on a WebDAV server, downloading is only possible if the uploading side EXTENSIONS AND synchronizes with Synchronize contents of indexed items activated. With this option switched off, BOOKMARKLETS indexed files are never deleted from disk too. DEVONthink Pro provides a sharing extension (requires OS X Yosemite or later), a web browser TROUBLESHOOTING extension, as well as bookmarklets for conveniently If you have problems synchronizing DEVONthink clipping information from other applications into Pro databases click here. If you experience other your DEVONthink Pro database. problems not covered in this documentation, please Sharing extensions: Let you "share" data with visit our online forum or contact our support team. other applications or web services such as Twitter and Facebook. Extensions are mainly intended for the sandboxed App Store SYNCHRONIZING WITH environment where applications can no longer DEVONTHINK TO GO 1.X easily communicate with each other. Web browser extensions: Add functionality to Note: DEVONthink To Go 2 uses the sync your favorite web browser. Usually they appear mechanism described above. Version 1.x, as icons in the web browser's toolbar. however, uses its own proprietary sync Bookmarklets: Special bookmarks that do mechanism. If you are still using DEVONthink To not load a saved address, but execute a little Go 1.x, these instructions are for you. JavaScript application that adds a bookmark DEVONthink Pro has the ability to synchronize its to the current page in your DEVONthink Pro databases with DEVONthink To Go, its companion database or creates a web archive of a page. app for iPhone, iPad, and iPod touch devices.

DEVONthink Pro 2.9.3 Documentation, page 25 Basically, bookmarklets use your web browser's bookmark function for creating handy shortcuts for application functions.

INSTALLATION

The sharing extension is automatically available in all applications that support it as soon as DEVONthink Pro is installed. You may need to activate it using the More option in the sharing menu.

The Clip to DEVONthink bookmarklet or extension is often the best choice as it uses a special panel in DEVONthink Pro that lets you enter a title along with a note and tags, and lets you choose in which format you want to save the clipped data. The note is either saved as a plain or rich text document, formatted note, or is, in the case of a bookmark, HTML document, web archive, or PDF, placed into the comments field of the created document.

Install the Clip to DEVONthink extension for Safari, The Clip to DEVONthink panel checks if the web Firefox, and Chrome from within DEVONthink Pro page address you're going to add already exists with the menu command DEVONthink Pro > Install in your open databases. If it does it shows a little Add-Ons. You may need to activate it from your DEVONthink Pro icon next to the destination popup browser's preferences or extension settings. menu. Clicking the icon reveals the first found item with this URL. Check to To install bookmarklets, visit our Downoad Extras Reformat with Instapaper reformat the text of the page using Instapaper. web page with your preferred browser. Drag a bookmarklet from the page to your web browser's The New Group button creates a new group in the bookmarks, preferably the bookmark bar. You destination group selected above. can organize the bookmarklets like any other Note: If you purchased DEVONthink Pro in the bookmarks, but placing them into the bookmark bar App Store, the standard "sharing" dialog window keeps them handy at all times. appears. Click Post to send the clipped data to DEVONthink Pro. USING THE EXTENSIONS

Regardless whether you use the sharing extension USING THE BOOKMARKLETS from an application's sharing menu, the Clip To use one of the other bookmarklets, load any page to DEVONthink browser extension, or the Clip that you wish to archive or clip text from in your to DEVONthink bookmarklet, DEVONthink Pro web browser. When the page is fully shown, select presents you with the following window: the bookmarklet in your bookmarks bar. Instead of loading another page as normal bookmarks do, the bookmarklet adds the selected text or the whole page as text, bookmark, HTML code, web archive, or PDF to DEVONthink Pro's default destination.

DEVONthink Pro 2.9.3 Documentation, page 26 DASHBOARD WIDGET

DEVONthink Jot allows you to take notes and send these to DEVONthink Pro's default destination right from the Dashboard.

The front of the widget is where you can type your note's message. Click into the writing area to make the insertion caret appear. Enter any tags below the note taking area. Click the Take Note button to save the note to your database.

Like a sorter in the post office, the DEVONthink Pro Sorter consists of multiple (drop) boxes. The first box is always the global inbox; all other boxes you can connect to any group in any of your databases. You can also flip the widget front to back by clicking When you drop files or clippings onto a box, the the i button that appears when you move the mouse Sorter files it in the connected group. Should the into the lower left corner of the widget. The back of database containing the connected group not be the widget lets you choose your preferred font. This available, e.g., because DEVONthink Pro is not preference is saved and will be used whenever you open, the Sorter stores the dropped data until the open the widget again. Click Done to flip the widget database is opened, and then flushes the contents of back to the front view. the box. In addition, you can use the Sorter to quickly add a note to DEVONthink Pro even when it is not open. SORTER

The Sorter is a helper application that lets you add POSITIONING THE PANEL files or selected text or images to your databases To position the Sorter panel, drag the tab to any even when DEVONthink Pro is not open. It appears position along the left, bottom, or right borders as a small ⇥ attached to the left, bottom, or right of your desktop or laptop screen, except for the border of the screen that serves as a drop target for border where the Dock is located (even when it is files and clippings. hidden). To open the panel, click the tab; to close it, click the tab again. Resize the Sorter panel using the resize gadget in the lower left or lower right corner. (Note: The location of the resize gadget depends on whether the Sorter is attached to the left or right side of the screen.) The size of the boxes stays the same, but enlarging or reducing the panel size adds or hides boxes.

Alternatively, you can show the Sorter with a list instead of square boxes. Use the and icons at the bottom to switch between the two. You can set different sizes for both modes.

DEVONthink Pro 2.9.3 Documentation, page 27 CONNECTING BOXES When the database is available, nothing shows up in the box because the Sorter sends all items directly To connect a box to a group, open the desired to DEVONthink Pro and plays the notification database and drag the group from the item list of sound. a main window to an empty box in the Sorter. The box is labeled with the group's name, the group's icon is shown as a ghost image on the background of ADDING NOTES the Sorter box, and its tool tip (which appears when Switch between the sorter boxes and the take note you point at it with the mouse for more than one panel by clicking the icon located at the bottom of second) shows the name of the database containing the Sorter panel. Click the or icon to switch the database, as well as its path. back to the Sorter boxes.

Drag a box by its title to move it to a new position in On the take note panel, choose the destination the Sorter's box grid; move it out of the Sorter panel for the new note in the pop-up menu at the top to remove its connection. of the panel. (DEVONthink Pro offers all groups Alternatively, use the contextual menu (opens when available as sorter boxes) and enter title, URL, and you right-click or click with ⌃ held) to open a window your note. You can add tags at the bottom if desired for the connected group in DEVONthink Pro or to and choose the desired format. The Sorter uses the remove the connection. Double-click a box to open standard font and size set in DEVONthink Pro's the connected box in DEVONthink Pro. Preferences, Editing pane, for rich text. The text area also accepts drag-and-drop of plain and rich text clippings. Click the Save button to save the note. USING THE PANEL

To add items to a Sorter box, simply drag the file ACTION MENU or clipping to the Sorter's tab. The panel extends automatically and you can drop the item on The Action menu located at the bottom of the Sorter whichever box you choose. panel offers some handy commands. Use the Action menu to open the Sorter's Preferences, flush all Dragging items to the Sorter copies them. Drag boxes (automatically opens DEVONthink Pro and with pressed to move the item; drag with and ⌘ ⌘ all databases that are needed), or quit the Sorter. pressed to add only a reference of the item to ⌥ When the Sorter is closed, use the Preferences or DEVONthink Pro (index). For URLs dragged from the Dock menu to show it again. a browser this creates a bookmark; hold ⌘ and ⌥ to create a web archive instead. Only files can HOTKEYS be moved to the Sorter; folders and clippings are always copied. For items dragged from DEVONthink The Take Note and Copy Selection shortcut that Pro, the Sorter behaves similar to the Groups & Tags you can set in the Sorter Preferences allow you to panel. open the Sorter in take note mode or to capture a selection in another application and save it to the If the database the box is connected to is not Sorter's inbox. The latter works in the same way as available, the Sorter preserves the data for you. the Sorter's Send To Inbox command in the Services Move the mouse horizontally over the box to skim menu. through the dropped items, just like in iPhoto "Events". Drag the shown item to the Trash to remove it. Alternatively, use the contextual menu to SHORTCUTS remove it. When a database is open, the Sorter files Command-Option: Creates a web archive instead the contents of the box automatically and plays a of a bookmark when dragging a URL. sound to notify you. Command-M: Minimizes the Sorter panel. Command-S: Saves the note (in take note mode).

DEVONthink Pro 2.9.3 Documentation, page 28 Escape: Closes the Sorter or clears the quick note DEVICES entry field.

TROUBLESHOOTING

Re-appears after log-in: If you have set the Sorter preferences so that it should not open automatically when you log-in but it still does so, open the , Users section, Log-in Items tab. Remove the Sorter manually.

Edit 'Hide' settings: If you accidently told the Sorter (not to) hide when an application goes to full-screen mode and now you want to change this behavior, Select your connected scanner or camera in the do the following: First quit the Sorter, e.g., by using Devices section of the sidebar to run a scan or its action menu. Then, open the Terminal application download images. Note: iPhones, iPads, and iPods (located in /Applications/Utilities) and copy the are treated like cameras. The main pane shows following line into a new window, followed by the ↩ the standard capture interface that Apple Image key: Capture uses. defaults delete com.devon- Choose the scan destination in the To pop-up technologies.think-sorter UserSpecifiedFullScreenApplications menu. Either send the scan directly to any of your databases, add them as single files to the Scans & This makes the Sorter forget its hiding settings and Images section, or choose any document that you you can set them anew. have created in the Document section.

Scanners: DEVONthink Pro generates an overview CAPTURING PAPER scan of the current page in the scanner, and allows you to select which parts of the page you want DEVONthink Pro comes with built-in support for to capture and set the scan options. Click Scan to compliant scanners. capture the page. To capture paper using an Image Capture compliant Cameras: DEVONthink Pro shows the available scanner open the Image Capture window using File > images. Select the images you want to import, rotate Import > From Scanner or Camera. It is divided into a them if necessary, and click Download or Download sidebar and a main pane, which changes depending All to download the images to your computer. You on your selection in the sidebar. The options in the can also delete images from your camera with the sidebar are arranged from top to botton according Delete button. to a typical scan workflow: Scan, check the scanned pages, arrange the pages in a document, and save Note: To conveniently scan multiple pages into a them to the database. new document, choose PDF or TIFF as file format check Combine into single document, and enter a If you are using a scanner with an automatic document name as file name. DEVONthink Pro document feeder (ADF), you can also use a Queue automatically creates a new empty document to prepare a pile of sheets for batch processing and with this name and appends each scanned page scan them in one go. until you either send the document to your database or enter a new name. When Combine into single document is checked, DEVONthink Pro disables the To menu.

DEVONthink Pro 2.9.3 Documentation, page 29 SCANS & IMAGES clicking the Properties button. This is similar to single scans in the Scans & Images section. Use the Sort to reverse the sort order or shuffle pages, e.g., when scanning all front pages first, then the back pages. Choose Sort and Merge Documents to merge two documents where one contains all the odd pages and the other all even pages.

Note: You cannot save multi-page documents as This is where scans or images downloaded from images; therefore, PDF is the only option for the your camera appear. Select images to set their file type here. properties, edit (crop, rotate), play downloaded movies, or delete. TRASH

If you do not need to collect multiple pages into a This is where you find images that you have deleted single document, all you need to do is set the scan's from Scans & Images or Documents. Empty the trash properties and send it to your database. In the using the Empty button at the bottom of the window properties window, choose a destination group (the or right-click or ⌃Control-click images to add them global inbox is set by default) and enter title and to an existing or new document using the contextual tags. You can also choose if you want to save this menu. scan as an image or PDF document. For PDFs you can also set the author and subject properties. Then QUEUE click the Send To button to directly import this scan.

If you are using a single-sheet flatbed scanner and want to collect multiple pages into one document, first create a new document using the Documents button at the bottom of the sidebar, then drag the pages to the new document in the Documents section to manually build the document. If you are using a document scanner with automatic document feeder, you can use the queue to add DOCUMENTS multiple pages or even multi-page documents to the feeder and scan them in one go.

Choose your scanner in the pop-up menu above the list. Then use the Add and Delete buttons to add or delete steps and rearrange them by dragging. Edit the fields to set a title or tags, or to change the document type or destination.

To scan a batch of paper, set the Separator either to Page Count and the number of pages in the document or to Blank Page to begin a new document Create empty documents here to which you add every time a blank page is encountered. your scanned pages. Right-click or click with ⌃Control held to use the contextual menu for Before starting the batch run, adjust your scan adding or deleting documents. Alternatively, use the settings by clicking the Configure button. Then click Documents button at the bottom of the sidebar. the Start button to start scanning. Finished steps are marked as "Sent". Click Clear Sent to remove them Add pages by dragging them from the Scans & Images from the list. to the document in the sidebar. Rearrange added pages if desired and set the document properties by

DEVONthink Pro 2.9.3 Documentation, page 30 THIRD-PARTY APPLICATIONS text documents with a back link to the original item in Bookends. DEVONthink Pro offers many standard ways to Evernote: Choose File > Import > Notes from integrate with third-party apps including drag-and- Evernote to import selected Evernote notebooks. drop of common data formats, copy-and-paste, and Created notes are backlinked to their AppleScript. In addition DEVONthink Pro comes counterpart in Evernote. with special arrangements for applications often Tinderbox: Copy notes in Tinderbox and choose used together with it. Data > New > With Clipboard to create a plain or Bookends: Choose File > Import > References from rich text copies of the notes in DEVONthink Pro Bookends to import Bookends references as rich including backlinks and tags. Yojimbo: Choose File > Import > Items from Yojimbo to import selected items in Yojimbo. Items without URL are be backlinked.

DEVONthink Pro 2.9.3 Documentation, page 31 MENUS

In this chapter:

The Application menu 32 The File menu 34 The Edit menu 37 The Data menu 38 The Format menu 41 The View menu 42 The Go menu 44 The Tools menu 44 The Window menu 45 The Services menu 46 The Scripts menu 46 ABOUT DEVONTHINK PRO, ... The Help menu 46 The Dock menu 47 About DEVONthink Pro: Shows information about DEVONthink Pro including the version number A complete listing of all commands DEVONthink and licensing information. Pro offers in the , the global Mac OS X Check for Updates: Checks if updates for Services menu, and the handy Dock menu. DEVONthink Pro are available. By default, DEVONthink Pro checks for updates automatically; you can change the update THE APPLICATION MENU settings in the Preferences, Update pane.

The DEVONthink Pro menu is similar to the Note: When checking for updates no information application menu in any other Mac OS X application. is uploaded from your computer to the It contains commands for displaying the splash DEVONtechnologies server. DEVONthink Pro screen, opening the Preferences window, accessing only downloads a file listing the most current the Services menu, hiding and showing windows, and, versions to your Mac. This option is not available of course, quitting the application. if you have purchased DEVONthink Pro from the Mac App Store. In this case, all updates are handled by the App Store.

INSTALL ADD-ONS

This command installs or reinstalls a number additional files and scripts.

Note: If you purchased DEVONthink Pro in the Mac App Store, this menu item may not be available.

DEVONthink Pro 2.9.3 Documentation, page 32 folder-based workflow to your database. On Mac OS X 10.6 or later, these folder action scripts can be directly used in the Finder. Rule Scripts: Installs the mail rule scripts for Apple Mail on OS X 10.8 or later. Choose them for Execute Script action in Apple Mail's rule editor. Global Inbox in Save Dialogs: Inserts DEVONthink Pro's global inbox into the Finder's sidebar and all "Save As" dialog windows. Use it to save directly to the inbox from any application. Note: The name of the inbox is "Inbox" regardless of your computer's language preferences. DEVONthink Sorter Helper: A helper application that launches the Sorter when you log in.

Check your options and click the Install button to make DEVONthink Pro install or reinstall the necessary files and scripts into their repsective The following options are available: locations. If necessary, this command also launches Application Scripts: Menu extra scripts extending the AppleScript Utility so that you can activate the third-party applications, e.g., Mozilla Firefox or global scripts menu. See chapter Scripts for more NetNewsWire. information about how to use these scripts. DEVONthink Pro Scripts: Menu extra scripts In addition, this command removes obsolete files providing system-wide functions. such as scripts left over from previous versions. DEVONthink Jot Widget: Installs the Options for items already properly installed are DEVONthink Jot widget. disabled and marked as "installed". Safari Extension: The Safari extension Clip to DEVONthink lets you clip web pages to your Note: On OS X Yosemite or later some browser database or add links with notes, similar to the extensions are no longer directly installed Clip to DEVONthink bookmarklet. but open the web browser's extension gallery Google Chrome Extension: Opens the Download instead. Extras page in Google Chrome from where you can install the Chrome extension (similar to the PREFERENCES, TRASH, AND CACHE Safari extension). You have to do this manually Preferences: Opens the Preferences. and follow Google's rules. Empty Trash: Moves the contents of the database Firefox Extension: Opens the Mozilla Add-Ons trash to your computer's file system trash. page in Firefox where you can install the Firefox Empty Cache: Empties the web browser cache. add-on (similar to the Safari extension). You have This frees up space and makes sure that all, when to do this manually and follow Mozilla's rules. displaying a web page, all data is freshly loaded PDF Services: Adds an alias of DEVONthink Pro to instead of using a cached copy. the "PDF Services" folder so that you can "print" directly from any application to your database. Note: If Index-captured items are contained in See also p. 92ff the database trash when you use Empty Trash, Folder Action Scripts: Scripts that can be the option Also from disk will become available. If "attached" to folders and are triggered when you chosen, it will send the externally linked files to add new items to that folder. Use them to add the system trash, too. Caution is advised! incoming files from a networked scanner or a

DEVONthink Pro 2.9.3 Documentation, page 33 PURCHASE, ... NEW, OPEN, OPEN RECENT

Check Upgrade Options: Opens a web page that New Database: Creates a new database. Give it lists the upgrade options available for your copy a name and save it wherever you like in your file of DEVONthink Pro. system. DEVONthink Pro will add the file name Purchase License: Opens the DEVONtechnologies extension ".dtBase2" to enable the operating system Online Shop and puts DEVONthink Pro into your to recognize it as a DEVONthink Pro database shopping cart. If this copy of DEVONthink Pro package (technically a folder). is already licensed, you will be presented with Open Database: Opens previously created the choice of buying an upgrade for your existing databases. You can select multiple databases. If license or buying another full license. a database has been saved in version 1.x format, Enter License: Use this command to enter your DEVONthink Pro offers to convert it. licence code. Make sure you enter ALL the details EXACTLY as they appear in the licence Open Recent: Presents a list of recently used code e-mail. It is best to use copy-and-paste for databases, which gives you quick access to your transferring name, organization, and licence code frequently used databases. Choose Clear Menu to from the email message to the appropriate fields. remove all items from the menu. Note: Make sure that when you highlight the information to copy and paste, no before NEW WINDOW or after the information are highlighted. New Window: Opens a new main window for an Note: Enter License changes into License and open database. (If only one database is open, no Purchase License into Purchase License or Upgrade sub-menu is available.) DEVONthink Pro windows as soon as you have entered a valid license code present all documents and groups of a database in a (and a paid upgrade exists). Available options Finder-like fashion, and are used to access all stored depend on whether you have purchased your items. Some views also contain a view/edit pane for copy in DEVONtechnologies' online shop or from easy viewing and editing of documents. the Mac App Store. IMPORT SERVICES Import: Imports files or complete folders from The Services sub-menu gives your access to your volumes into the database. You can find a special commands published by other Mac OS list of all supported file formats in the appendix. X applications such as TextEdit or Safari, or by If not stated differently, data is imported to the services extensions such as our own WordService default destination. Finder labels, tags, and or CalcService. Also, DEVONthink Pro publishes comments are honored whenever possible. its own services. See also p. 46ff The flexible plug-in architecture of DEVONthink Pro allows other import modules to be added. THE FILE MENU DEVONthink Pro comes with the following default import plug-ins: The File menu contains all commands that deal Contacts: Imports addresses from the Contacts directly with files in your volumes, databases, or application as a sheet, as vcards (.vcf), or as files that can be imported, exported, or indexed. bookmarks. Previously created groups are Also, the File menu contains commands for printing reused. Tip: To import all addresses, select all documents. addresses in the group "All" and import them. Address card bookmarks link to the original card in the Contacts application. Bookmarks: Imports bookmarks from Camino, Firefox, Google Chrome, OmniWeb, or Safari as

DEVONthink Pro 2.9.3 Documentation, page 34 bookmarks. Only new bookmarks are imported if EXPORT you use this command again. This sub-menu allows you to export selected Notes from Evernote: Imports the notebook documents or groups to the file system. selected in Evernote including names, dates, and tags. Notes are stored as formatted notes. Files and Folders: Exports the selected documents Already imported notes are not updated again. and recreates the hierarchy you have built in The URL of the imported notes links back to the DEVONthink Pro almost exactly. Metadata original notes in Evernote. This option requires files (".DEVONtech_storage") make sure that no the Evernote app be installed; it is not available in metadata such as comments, URLs, etc., are lost. the App Store variant. DEVONthink Pro reads these files when importing Items from Yojimbo: Imports selected items from and recreates your original data structure. If you Yojimbo. Imported items retain name, label, flag, don't need the metadata, you can safely delete the URL, comments, tags and creation/modification ".DEVONtech_storage" files. Exporting also exports dates. Items without a URL link back to the tags in OS X 10.9 Mavericks and OpenMeta formats original item in Yojimbo. Yojimbo 4.0 and later is (on OS X Mavericks and earlier). required; this option is not available in the App Document: Exports the currently viewed document. Store variant. In addition, the Export sub-menu provides export References from Bookends: Imports multiple methods based on plug-ins. DEVONthink Pro comes references from Bookends into a newly created with a number of standard plug-ins for exporting group named "Bookends". Already imported documents in different formats. Currently the references are updated (requires Bookends following plug-ins are included: 11.3.5 or later). The keywords assigned to a Bookends reference are added to the Document as Text: Exports the selected items as one large Properties of the created rich text document. plain text file. You can choose the desired Use the optional script Scripts > Tags > Convert encoding. keywords to tags to convert the keywords to tags if as RTF Document: Exports the selected items as needed. one large rich text file without embedded images, Website: Opens the Download Manager and etc. downloads a complete web page/site for as RTFD Document: Exports the selected items archiving and offline viewing. Make sure the as one large rich text file with embedded images, download options are set correctly, especially the etc. options that define which links DEVONthink Pro as Word Document: Exports the selected items as should follow (if any). All links within the site are one large Microsoft Word file. modified so that they point to the downloaded as OPML: Exports the selected items as one OPML images or other embedded objects. This ensures file. that the page/site can be displayed at any time. as Website: Exports the selected items as By default, groups created by the Download standalone web site that you can upload to Manager are excluded from tagging. your web server and share with colleagues. From Scanner or Camera: Imports printed In the appearing dialog window, choose the documents from a connected scanner or camera. desired template, text encoding, and whether See also p. 29ff DEVONthink Pro should convert diacritics and Clip to DEVONthink: Opens the Clip to accented characters to HTML entities or not. DEVONthink panel for quickly clipping copied Check Create Index Pages to create "index.html" texts or web addresses. pages with cross-links to all included documents. Markdown and formatted notes are rendered to HTML, other file types that cannot be displayed in a web browser, e.g., Pages files, are converted to PDF if possible. Cross-links are converted

DEVONthink Pro 2.9.3 Documentation, page 35 correctly. For the export templates are used that Update Indexed Items: If you need to be sure you can modify yourself. everything is up-to-date use his command. If as Template: Saves the selected documents as nothing is selected, the enclosing group of the a template, which can then be used to quickly current group is used. It also reads changes made create new documents using Data > New > to the Finder or Spotlight comments of the to- With Template. To remove a saved template be-updated files and applies the changes to the or to organize your templates in sub-folders, files' counterparts in the database. Finally, this visit the folder '~/Library/Application Support/ command removes indexed items that have lost DEVONthink Pro 2/Templates.noindex' in the their external counterpart. It does not affect items Finder, then create sub-folders, move items, moved manually to the group. Use Update Indexed rename them, or trash them. Export multiple Items to keep indexed groups and their originating documents and/or groups at once to create e.g. a folders in sync or to manually update an item that project template. you have changed directly inside the database Database Archive: Creates a clean copy of the package when DEVONthink Pro was not running. frontmost database and compresses it as a .Zip To create this connection between the item in the archive. Back up the copy to any medium or database and the folder or file in the file system, server to keep your data safe from hardware or which is maintained by the Path field in the Info software failures. panel, you have to freshly import/index your folder For images exported from a separately opened of choice. document window, DEVONthink Pro lets you Select the groups and documents and choose File choose the desired file format or image quality. > Update Indexed Items to import all files that have been newly added to the connected folders in the INDEX, UPDATE INDEXED ITEMS file system.

Index: Adds selected files to your database, but only Note: The update for groups is one-way only, as references, not in their entirety. DEVONthink from the file system to the database. But when Pro indexes the contents of the file and uses this for you rename a document, its file is renamed, too, classification and other content-related functions. and when you change the Spotlight comments of Indexed items show a little arrow after their name. a document this is reflected in the file system, as For unknown file types, this command creates a well. bookmark. You can also drag files from the Finder to DEVONthink Pro; hold down the and keys to ⌘ ⌥ SYNCHRONIZE index them. This is similar to creating an alias in the Finder. Synchronize: Synchronizes the selected database with all its locations. If the database is not yet set Indexed groups are excluded from tagging by up for synchronization this command opens the default and changes to an indexed document Preferences, Sync tab. are immediately reflected in its OpenMeta metadata (and are so noticable by external Download Pending Files: Downloads the files of tagging applications). By default DEVONthink Pro selected documents if they are available through automatically updates selected items when they're one of the database's locations. Only necessary shown, e.g. when you show a group's contents. of none of the database's locations is set to Sub-groups that are not visible are not updated synchronize indexed files. automatically, however.

Note: External indexed files or folders located in "/System/", "/Library/" or "~/Library/" are never renamed or deleted to prevent users from accidentally harming the system.

DEVONthink Pro 2.9.3 Documentation, page 36 PROPERTIES Delete: Deletes the selected piece of text.

Database Properties: Opens the Database Complete: Tries to auto-complete the partial word Properties panel for the selected database (if only before the insertion caret. This standard Mac OS X one database is open no sub-menu is available) that function uses the currently active , which allows you to change properties such as database you can change via the spell check panel (see below). name, comments, and username/password. Select All/Deselect All: Selects or deselects the Close Database: Closes a selected database (if only complete content of the frontmost document. Hold one database is open no sub-menu is available). If the ⇧Shift key to reveal the Deselect All option. multiple databases are open, use Close All to close them all in one go. DOCUMENT EDITING

Delete Database: Closes a selected database and Tags: Shows the Tags bar, if necessary, so that you moves it to the Finder trash. can enter your tags immediately.

Split Document: Splits the current document (PDF, PAGE SETUP, PRINT plain or rich text) at the insertion mark position. Page Setup: Sets your preferred page size. PDF Document: Use this sub-menu to insert Print: Prints the selected or front-most document. blank pages or delete selected pages from a PDF at the position selected in the PDF sidebar. Add annotations or switch to a PDF tool: Move, Text THE EDIT MENU Selection, or Annotation Selection. See also p. 77ff

The Edit menu contains all commands and options Sheets: Use this sub-menu to add new rows or relating to editing. You'll find the classic Mac cut/ new columns to a selected sheet, and to edit or copy/paste and find/replace commands here, as well delete columns. By pressing ⇧ and ⌘, you can select as many more. multiple columns in a sheet.

Rotate Left/Right: Rotates a selected image or page UNDO AND REDO left and right. Undo/Redo: Undoes your last action or redoes it. Undo and Redo work for most actions. SUMMARIZE

Summarize: Summarizes the selected piece CUT of text. Unlike Mac OS X's Summarize service, Cut/Copy/Paste: Do exactly what their names say. this command takes advantage of the built-in AI of DEVONthink Pro, and uses the complete Copy URL: Copies the URL of the selected or "knowledge" contained in the open databases for frontmost document to the Clipboard. improving the results. The better your databases, Copy Item/Page Link: Copies a URL to the clipboard the better the results. that links to the selected document or group or even to the currently displayed page. Paste this URL into FIND other documents in other applications to create Find: This sub-menu contains commands for a back link to DEVONthink Pro. Hold the ⇧Shift finding and replacing text as well as for bringing key to reveal the Copy Page Link option. See also p. DEVONthink Pro's database search field into focus. 131ff In Database: Brings the search field of the Paste and Match Style: Pastes text from the frontmost window into focus. Clipboard into rich text documents, disregarding all Find: Opens the standard panel for finding text styles from the clipped text, and matching styles in within a document. the current document.

DEVONthink Pro 2.9.3 Documentation, page 37 Find Next/Previous: Jumps to the next, or NEW previous occurence, of the last search term. New: Allows you to create new documents directly Use Selection for Find: Copies the selected piece from within DEVONthink Pro. of text to the Clipboard or into the search field of the find panel, if it is opened. With Clipboard: Creates a new document based Scroll To Selection: Scrolls the displayed on the contents of the clipboard. Note: Some documents to the current selection. applications such as Microsoft Word put data in multiple formats into the Clipboard. DEVONthink Spelling and Grammar: Provides the standard Mac Pro tries to select the most useful one, however, OS X functionality for checking text for spelling or in some cases it grabs an image instead of text grammar errors. To choose the language used for (like Microsoft Word). Workaround: Create a text spell checking, or for auto-completion (see above), clipping for the text, or paste it into a TextEdit open the spell checker panel with Edit > Spelling and window, then copy the text from there. Grammar > Show Spelling and Grammar and choose Plain Text: Creates a new plain text document. your language of choice from the pop-up menu. Rich Text: Creates a new rich text document. Substitutions: Shows the standard Substitutions Formatted Note: Creates a new formatted note. preference panel and switch the available options HTML Page: Creates a new HTML page. You can manually on and off: Smart Copy/Paste, Smart use the built-in Mac OS X WYSIWYG editor to Quotes, Smart Dashes, Smart Links, Data Detectors, edit the HTML page or switch to its source code and Text Replacements. Data Detectors analyze (from the navigation bar) and edit it directly. shown text and make context-sensitive actions Markdown Text: Creates a new Markdown text available, e.g., when you hover the cursor over a document. phone number or postal address. Mac OS X 10.6 Sheet: Creates a new sheet. Add columns to the "Snow Leopard" or higher only. new sheet by using the + button or by pressing the Return key. Name the columns and sort the Transformations: Use this sub-menu to change ↩ sheets by dragging them with the mouse. Click selected text to all lowercase or uppercase, or to OK to create the new sheet. capitalize every word. Bookmark: Creates a new bookmark. Type the Speech: Starts or stops speaking the selected piece URL you like and name it; DEVONthink Pro of text. automatically sets the value of its URL field in the Insert: Inserts special characters, the current date Info panel accordingly. If you don't type in a name, and/or time, or a picture into your text. Note: You DEVONthink Pro looks up the page name on the can only embed a picture into a rich text document, Internet and sets it automatically for you. not into a plain text document. Feed: Creates a new news feed document. DEVONthink Pro asks for a document name and Special Characters: Shows the standard Special the URL of the feed. You can change the URL later Characters panel for inserting characters that you by selecting the feed document and changing the cannot enter directly with your keyboard. URL field in the Info panel. Group: Create a blank group. Appears as Tag if the THE DATA MENU new group would be created in the Tags group. Smart Group: Creates a new smart group, also The Data menu contains all commands that deal known as "saved search". DEVONthink Pro opens directly with documents or groups. Here you'll the Smart Group Editor, which lets you define find commands for creating, labeling, classifying or your search criteria. When saved, the contents group new documents, and more. are updated every time you display the smart group's contents.

DEVONthink Pro 2.9.3 Documentation, page 38 New from Template: In addition to these standard Reveal: Reveals the location of the frontmost document types DEVONthink Pro offers pre- document in either the same main window, if defined and user-defined templates that you can possible, or by opening a new one. use to quickly add new documents to your database. Show in Finder: Opens a new Finder window for Select any template to add its contents to the the folder, including the frontmost or selected current group. documents. Naturally, this only works for You can add any document to the list of templates documents referring to a file in the file system using File > Export > as Template. through the Path field in the Info panel.

Some of the pre-defined templates are "smart templates" or "template packages". They consist of SAVE an AppleScript or folders containing files for every Save/Save All/Revert To Saved: Use these supported language. These take care of choosing commands to save the frontmost document, all the right template variant for your language, adds documents, or to restore the frontmost document the template to your database, and modifies it, if to the last saved version. necessary. Some smart templates add the current date, insert the clipboard contents, check if a LABEL AND MARK needed application is installed, and even access the Contacts application to fill in your personal details Label: Allows you to mark the selected groups or from your card. See also p. 125ff documents with one of seven labels, just as in the Finder. You can define the color and the text of the Use Open Templates Folder to open the folder labels in the Preferences, Colors tab. containing the template files in the Finder and More Templates to install additional templates. Mark: Allows you to mark the item as flagged/ unflagged, locked/unlocked, and read/unread. Items marked as unread show an unread marker in most OPEN views. See also p. 116ff Open: Opens the selected document or group in a separate document window. For groups, this DUPLICATE command opens a second main window rooted to the selected group. Duplicate: Creates a duplicate of the selected items. The name of the new item ends in "copy", and Open in Tabs: Opens the selected items in a new because their contents are identical both items are tab. You need have more than one item selected for marked with the icon for duplicates (or, depending this command to have an effect. on your preferences, show their name in bold and Open with >: Opens the selected documents in blue). the application selected from the sub-menu. You Replicate: Creates a replicant for the selected can edit the document in the external application, items. Unlike a duplicate or alias, a replicant is like DEVONthink Pro automatically synchronizes a second phone book entry for the same person. the file when it is being saved to disk by the other (Definition: Aliases are little files containing a link application. Choose Other to open the documents to the original file). When you replicate a group or with an application not listed. document in DEVONthink Pro, you end up with two replicants, not one alias and one original. Both items LAUNCH, REVEAL, SHOW have the same name and are marked with the icon Launch URL: Opens the file, folder, or Internet for replicants (or, depending on your preferences, location indicated by the URL field in the Info Panel. show their name in red). Unavailable for feed articles if DEVONthink Pro is already your default news feed reader.

DEVONthink Pro 2.9.3 Documentation, page 39 MERGE, TOC, SEND BY EMAIL Thumbnails: These commands create, remove, or update the thumbnails or custom icons for the Merge: Creates one big document out of several selected items. selected ones. This works for text documents, images, PDFs, sheets, and multimedia items. All the original documents are embedded in the GROUP resulting document and all tags are added, too. If the Group/Ungroup Items: Creates a new group selection contains only images, PDF, or PostScript containing all the selected items. This is similar to documents, DEVONthink Pro generates a PDF creating a new group and moving the selected items file; otherwise DEVONthink Pro generates a rich into it. This command also works in the See Also & text document. Document types that cannot be Classify drawer. Ungroup does exactly the opposite; it merged are attached if possible (e.g. PDFs are moves all items contained in the selected group one added as attachments to a rich text document). level up and removes the now empty group. This command can also be used to merge multiple Auto Group Items: This and the following feature selected groups/tags; in this case, the first group is Auto Classify are some of the intelligent functions used as the destination. that gave DEVONthink Pro its reputation. It tries to Create Table of Contents: Creates a rich text find similarities between the selected documents document with links to all selected documents. Use and then group them accordingly. This is most this command e.g. for creating customized index useful, for example, when trying to create order and pages for the website export. structure out of a few hundred documents randomly Send by Email: Creates a new message in clipped from web sites. the default email application and adds the See Also & Classify: Opens or closes the See Also & selected items as attachments. Supported email Classify drawer of a main window. applications are Apple Mail, Airmail 2, Mailsmith, Auto Classify: This command analyzes the selected Microsoft Outlook, Postbox, and PowerMail. If the documents and tries to find the groups where they selected item is an email message, the sender is would fit best. If a document cannot be classified automatically inserted as the recipient and the text with certainty, DEVONthink Pro beeps and lists it in of the original message is inserted instead of an the Log panel. If DEVONthink Pro finds more than attachment. Notes: Postbox is currently only able one fitting group, it creates replicants in all groups to send one selected file. Unsupported email clients the document fits into. This function works best (e.g. Thunderbird) can only send the plain text of one with a large database that is structured somewhat selected file. accurately.

CAPTURE, CONVERT, THUMBNAILS Note: If the document you are auto-classifying has replicants, these are deleted and only the Capture: Capture the displayed web page, e.g. from original document is placed into the new location. a bookmark, as a PDF or web archive. This prevents multiple replicants from being Convert: These commands convert the selected created when you are, for example, classifying documents, if possible, to plain or rich text, this document again. formatted note, or HTML. DEVONthink Pro never replaces the original document with a text version; MOVE TO TRASH instead, it creates a new document containing the Move to Trash/Move All Instances to Trash: Moves extracted text next to the original item. the selected items to the trash. If you have selected Note: Converting a document to a searchable a replicated item, Move All Instances to Trash (hold PDF does not carry over any annotations you the ⌥ to reveal) moves this item and all have made to the original document. its replicants to the trash.

DEVONthink Pro 2.9.3 Documentation, page 40 THE FORMAT MENU Ruler: Show the ruler, which shows the tab stops and contains alignment and styles buttons; copy the The Format menu contains the commands and current ruler (line width, indents, tab stops, etc.) and options dealing with all aspects of text formatting. paste it somewhere else. Here you'll find the standard font, alignment, Learn more about the ruler and the Styles Editor and ruler commands, as well as very special here. DEVONthink Pro commands.

Note: Many commands in this menu only work HIGHLIGHT with rich text, Markdown, or formatted notes. Plain text documents do not allow formatting. Highlight, Highlight Color: In rich text documents, (That's why they're called "plain" text.) Some editable PDFs, and web archives use Highlight to formatting options are also available for editable highlight a selected piece of text just as you would PDFs and web archives. using with a colored pen on a piece of paper. To remove highlighting, select the highlighted piece of text and choose Highlight again. Use the Highlight FONT Color sub-menu to choose your favorite highlight Font: This sub-menu is reponsible for controlling color. the font and the document background color (rich text documents only). Open the fonts panel with SPACING Show Fonts, then increase or decrease the font size of selected text with Bigger and Smaller, adjust the Spacing: This command is only available in rich text text styles and the document background color. documents; the command allows you to adjust the line spacing of selected text. You can adjust the Using Copy Font, copy the font formatting of line height to an exact value or define a minimum a selected piece of text or the passage of text and maximum height, adjust inter-line spacing, and around the insertion caret. You can then apply the define the space before and after a paragraph. formatting to selected text using Paste Font. Note: Paragraph spacings are not added to those Style: Commands in this sub-menu apply a certain of the preceding or following paragraph; instead, style, such as italics, bold, or underlined, to selected the maximum spacings from both paragraphs are text. Also, the commands give you access to some used to ensure a proper layout. high-end font control like kerning, baseline shift, ligatures, and character shape (only applicable to Link: Makes selected text a link to a URL (for Asian languages). example, to a web page or to an email address). This is a one-step command for writing the address into a The most interesting part here is Styles, which opens rich text document, selecting the address, selecting the Mac OS X Styles Editor. You can step through Make Link (see below), and then changing the linked all the styles used in the current document and text to anything you want. add them to your favorites. Use the pop-up menu to select a saved style and, if you don't need it any List: Creates a bulleted list. Select your prefix, bullet more, delete it. You can use saved styles from the style, and suffix in the dialog sheet and click OK to ruler (see below). insert your list skeleton. In the list, press ↩ to insert new items, and press ⇥ and ⇧⇥ to indent/de-indent Note: If you think the user interface for the styles items, just as you would in any word processor. editor is less-than-wonderful, you're right. But don't blame us, it's Apple's design :-) Table: Inserts a new table into a rich text document and opens the table inspector panel. Use the Alignment: Align paragraphs left, right, centered, table inspector to adjust the number of rows and or justified. Here, Asian or Arabic users can also columns, cell alignments, cell colors, border widths, change the direction of writing, if desired. and colors. Also, you can merge and split cells and create tables within a cell.

DEVONthink Pro 2.9.3 Documentation, page 41 MAKE LINK VIEWS

Add Link: Makes the selected text clickable and asks Using these commands, you switch between for a destination. Enter any valid URL you want the different layouts for main windows: text to link to. List Edit Link: Shows an editing sheet where you can Icons change the URL of the selected link. Columns Split Make/Remove Link: Makes selected text clickable, Three Panes or removes a link from the current selection. Where Tags you are taken to when you click the link depends on the selected text: VIEW OPTIONS If the text was a valid URL, the URL will be the target of the link. Editing the link text later does : When checked, DEVONthink Pro not change the target. Use the Edit Link command displays the contents of selected groups in Cover of the contextual menu to edit the link target. Flow style in the view/edit pane in the Split and Otherwise, DEVONthink Pro treats the link as a Three Panes views. Use it to quickly browse Wiki-style link. Clicking the Wiki-style link jumps through multiple documents. You can double-click to a document with exactly the same name as the the frontmost document to open it in a separate linked text (or any document with a Wiki aliasof document window or you can drag it to other areas, that name). If there is no document of that name, windows, or applications. clicking the link creates a new rich text document Full Screen: Displays either the current document in named after the linked text and pre-filled by the a full screen mode optimized for reading and editing, template you set in the Preferences, Editing tab. or the frontmost window in full screen.

Make Plain/Rich Text: Converts a rich text Document: Shows the current document in full document to plain text and vice versa. Converting a screen. rich text to plain text removes all formatting, while Window: Shows the current window in full screen converting a plain text document to rich text applies (OS X 10.7 Lion or higher only). default rich text font settings to the document. To return to the normal view, press ⌘F7 respective ⌃⌘F7 or the EscapeEscape key. You define the width INVISIBLES of the document full screen view as well as plain Show Colors: Shows the color panel, e.g., for text font, background color, and text color in the changing the foreground color of selected text in preferences, Editing tab. rich text documents. : Opens the Quick Look panel for the Show Invisible Characters: Toggles display of selected items. invisible characters such as spaces, tabs, and line Slideshow: Shows the selected items as Quick Look feeds. Shown invisible characters appear in light slideshow. Visible only when you visit the View with gray. the ⌥ key held. Allow Hypenation: Enables or disables hyphenation for the current rich text document. VIEW LAYOUT

Widescreen: Switches Split, Three Panes, and Tag THE VIEW MENU views between standard and widescreen layout. Show/Hide Sidebar: Shows or hides the main The View menu contains all the commands for sidebar that lists all open and recent databases, modifying the way DEVONthink Pro displays groups global smart groups, the global inbox and the trash. and documents.

DEVONthink Pro 2.9.3 Documentation, page 42 Show/Hide Details: Switches between displaying Zoom to Fit: Displays the document so that it icons only or displaying icons together with detailed exactly fits either the height or the width of the information such as kind, label, size, word count, window/ pane (PDFs and images only). creation date, and modification date. Available in all Zoom to Width: Displays the document so that its windows using icon or column views. width fits the width of the window or view/edit pane (PDFs and images only). Show/Hide Tags: Shows or hides the tag bar.

PDF DISPLAY, TEXT ALTERNATIVE SORT AND COLUMNS PDF Display: This sub-menu lets you adjust the way Sort: Sorts items in ascending or descending PDF documents are displayed. order by various criteria: name, kind, date added, creation/modification date, URL, path, word Single Page, Two Pages: Shows a multi-page count, flag, label, width x height, duration, location document as single pages or two pages facing (enclosing group hierarchy of the item), aliases, each other (as in a magazine). and Spotlight comment. You also can sort items Continuous Scroll: When checked, shows the manually by choosing Unsorted. DEVONthink Pro pages of the PDF as one long scroll. When remembers sort settings for every group separately unchecked, only one page is shown at a time. and uses those settings when the group is displayed Book Mode: When checked, facing pages start in its own main window. with one single page (the title page), then facing pages. When unchecked, they start facing. Columns: This sub-menu lists all columns available Page Breaks: When checked, pages are shown in the current view and allows you to show or hide with a shadow around them. When unchecked, them individually. Use these options to show exactly they are "melted together". the information you need. Crop Box, Media Box: Crops the page to the crop The Flag column shows the state (flagged or or media box. By default, PDF pages are cropped unflagged). Clicking the flag or the empty spot to the crop box. for the flag toggles the option. Unread items are Sidebar: Shows or hides the Sidebar. marked as read when the "unread" state is clicked. Text/Best Alternative: Toggles between a graphic Both Sort and Columns support a range of metadata preview of a document, named the Best Alternative, fields next to DEVONthink Pro's own data fields. and a text-only alternative, Text Alternative. For some document types, e.g., email messages, the EXPAND AND COLLAPSE Quick Look preview does not permit you to click links or copy text; the text alternative allows this. Expands and collapses all groups at once. For Markdown texts these commands switch between editing and rendered views. Plain text ZOOM, FULL SCREEN documents containing Markdown markup can be Actual Size: Depending on the document type, you shown rendered, too. can zoom the document to your needs:

Actual Size: Displays the document at actual size, TOOLBAR OPTIONS calculated using the resolution of the screen and Hide/Show Toolbar: Hides or shows the toolbar of the resolution information of the image or PDF. the frontmost window. All Pixels: Displays the document at a 1:1 ratio so Customize Toolbar: Lets you configure the toolbar that one pixel of the image equals one pixel on the of the frontmost window. screen (PDFs and images only). Zoom In/Out: Zooms in or out of the document.

DEVONthink Pro 2.9.3 Documentation, page 43 THE GO MENU WORKSPACES Workspaces save the content and positions of all The Go menu contains all commands for navigating open windows so that you can restore them later. the hierarchy of your DEVONthink Pro database. This is ideal if you are working with the same set of Use these commands to go backwards and forwards windows over and over again. Save these windows through your documents, or to move back to the top as a workspace and recall them whenever you need level of the group hierarchy. them again.

TOP GROUP, ... Add: Saves the currently open windows as a workspace. Top/Enclosing Group/Selected Group: Goes Edit: Opens a window that allows you to edit back to the top level of the group hierarchy, to the saved workspaces. Click on a workspace name to group enclosing the shown group (if any), or to the change it, reorder by dragging, and delete with selected group ("hoist"). These commands are only the . button. useful when you have opened a group in a second Update: Updates an existing workspace to the main window, so that the "root" of the window is not currently open windows. the top group of database, or when you are using Workspaces: Restores to a previously saved DEVONthink Pro in outline mode. workspace. Back/Forward: Moves backwards and forwards through all documents/web pages you have visited by following cross-links or Wiki-style links. THE TOOLS MENU

First/Previous/Next/Last Document: Navigates The Tools menu contains the more sophisticated to the first, previous, next, or last document of all tools, such as the advanced search function, the documents in the current group. This is useful when concordance, the history panel, and the log. It also you have opened a document in a separate window contains commands for keeping your database and want to move to another document in the same healthy and for showing the Info and the Groups group. It also works in the Three Panes view and in panel. Search windows. SEARCH TOOLS INSTANCES, HIGHLIGHTS Search: Opens the Search window. Using the Previous/Next Instance: Navigates backwards search function, you can search your database in a and forwards through all instances of a replicated variety of ways--from searching for a document by document. Use these commands to find out where name to a full content search. Using its built-in AI, the other instances of a replicated item are. DEVONthink Pro also assists you in formulating the Alternatively, you can use a smart group to find all right query. documents that have replicants. DEVONagent Pro: Opens DEVONagent Pro, Previous/Next Highlight: Navigates backwards and DEVONtechnologies' smart Internet research forward through all highlighted passages within a tool. If the current document has a URL attached, document, regardless of whether these passages this URL is opened in DEVONagent's built-in web- have been highlighted by a search or by manually browser. using Format > Highlight. Use these commands to visit all found text passages or highlighted passages PANELS in a document. Show Info: Opens the Info panel, which shows Page: Navigates to the page with the entered page basic information about selected items. Since it is a number. panel, selecting a new item updates the Info panel Time: Jumps to the specified time in a movie. accordingly.

DEVONthink Pro 2.9.3 Documentation, page 44 Show Properties: Opens the document properties corrupted. Please use an external backup software panel. View or edit the properties such as author, to create backups of your complete database subject, or keywords in the frontmost panel. including all documents.

Show Groups: Opens the Groups panel. Use this Restore Backup: Restores an internal backup. panel to always have your group list handy, which Choose the backup you want to restore from the makes dragging text clippings or documents from dialog window and click Open. You can identify DEVONthink Pro or other applications to a group backups by their creation date. very convenient. Note: Restoring a backup simply swaps the current database and the backup. The backup RESEARCH TOOLS becomes the active database, the former History: Opens the History panel for a selected database becomes a backup. You'll never lose any database (If only one database is open no sub- data by using this command. menu is shown.) that lists all documents in the Rebuild Database: Completely rebuilds the selected database sorted by modification date. You database by deleting the index and rebuilding it can use this panel for quickly finding newly added from scratch. This removes any structural problems. documents or searching for documents by age. Depending on the size of your database, this can Concordance: Opens the Concordance window for take from a few seconds to several hours. You can a selected database. (If only one database is open rebuild any database including the inbox. no sub-menu is shown.) The concordance shows all words in the database, sorted by frequency. Use it SORTER to analyze accumulated information or to find the Show/Hide Sorter: Shows or hides the Sorter. most common words. Take Note: Opens the Take Note panel that lets you quickly enter a plain text note and add it to the DATABASE TOOLS default destination. Like any database, DEVONthink Pro needs a bit of maintenance from time to time. All commands you'll need for database maintenance can be found here. THE WINDOW MENU

Verify & Repair: Verifies all database structures and As in any Cocoa application, the Window menu lists repairs them if necessary. By default, DEVONthink all open windows of the active application and gives Pro automatically verifies the database structure you access to commands for managing them. every time you open a database, and advises you to run this command when it finds significant errors. WINDOW COMMANDS Orphaned files found during repair are placed in a group "Orphaned files" in the top level of the Close, Zoom, Minimize: These three commands database. resemble the red, yellow, and green buttons of any window title bar, and consequently close the Backup & Optimize: Creates an internal backup window, minimize the window to the Dock, or of the database and then optimizes the database maximize the window. No magic here. Hold the key structure. Optimizing removes unnecessary internal to change Minimize to Minimize all. elements from the database and rebuilds the internal structure to optimize the performance. Close, Select Next/Previous Tab: Closes the active DEVONthink Pro also creates internal backups tab or moves the focus to the next or previous tab. on a regular basis depending on the settings in the Note: Tabbed browsing needs to be enabled for Preferences, Backup tab. Internal backups only these commands to work. back up the index structures in case the index gets

DEVONthink Pro 2.9.3 Documentation, page 45 Bring All to Front: Brings all windows of DEVONthink Pro to the front. Hold the key to change Bring All to Front to Arrange in Front.

Window List: Selects any open window from the menu to bring it to the front.

DOWNLOAD MANAGER

Download Manager: This command opens the Download Manager panelof DEVONthink Pro. Using the Download Manager, you can download files or complete web sites from the Internet and store them directly in your database.

LOG PANEL

Log: Opens the Log panel. The log lists error messages and warnings that occurred while importing new documents. It also opens automatically when an error occurs. You can save Some of the scripts work without having selected the log to a text file or clear it. a document, while others require you to select the document you want the script to interact with. In general, the script will tell you what you have to do ACTIVITY PANEL when you select it from the Scripts menu. Activity: Opens the Activity panel. It shows all Use More Scripts to install additional scripts. running processes and allows you to manually stop them. Read more about scripts and the DEVONthink Pro Scripts menu here. THE SERVICES MENU THE HELP MENU The DEVONthink Pro > Services menu allows access to special commands published either by other The Help menu contains commands for opening applications, such as TextEdit or Safari, or by the integrated help pages, the support assistant, or services extensions such as DEVONtechnologies' visiting the DEVONtechnologies website. WordService or CalcService. Also, DEVONthink Pro publishes its own services in the Services menu.

See also p. 21ff

THE SCRIPTS MENU

The Scripts menu is located left of the Help menu and shows a stylized AppleScript "S" symbol instead of a normal menu title. It contains a collection of useful, predefined you can use directly from within DEVONthink Pro.

DEVONthink Pro 2.9.3 Documentation, page 46 the Console log and all related crash logs in a Zip archive, ready to be sent to DEVONtechnologies' customer support.

THE DOCK MENU

The Dock menu appears when you click DEVONthink Pro's icon in the Dock with the ⌃ key pressed, when you right-click it, or when you left-click it and hold the mouse button for one second or longer.

DEVONTHINK PRO HELP DEVONthink Pro's icon also displays a badge with the number of new items, e.g., after adding These commands open the integrated help pages new data via the Services menu the bookmarklets, or that are equal to the document you're reading or scripts. Longer tasks--importing, indexing, running open the release notes. In addition, they direct you scripts--show a progress indicator on the dock icon, to the bookmarklets installation page too.

TUTORIALS, SUPPORT ASSISTANT

Support Assistant: Opens the support screen of the Welcome to DEVONthink Pro assistant where you can get support, retrieve your license code, request a trial extension, or update your details in DEVONtechnologies' customer database. You can also install additional scripts or templates from the assistant.

Note: If you purchased DEVONthink Pro from the Mac App Store, all options dealing with licenses or upgrades are not available.

Tutorials: Opens the Tips and Tutorials screen of the Welcome to DEVONthink Pro assistant. The tutorials help get you started by explaining everyday DEVONthink Pro tasks in step-by-step detail. This For all Mac OS X applications, the Dock menu function requires an Internet connection. provides a selection of the commands of the application menu.

DEVONTECHNOLOGIES : Brings any open window of These commands take you directly to the DEVONthink Pro to the front. corresponding pages on the DEVONtechnologies Remove from Dock: Removes DEVONthink Pro web site. Visit our home page or the lively user from the Dock. Only available if DEVONthink Pro forum. If you have a question or suggestion, send was added permanently to the Dock and is not feedback directly to our development team. currectly open. Open at Login: Adds DEVONthink Pro to your Hold the ⌥Option key to show the alternative login items. menu item Report Bug. It creates a new message in Show In Finder: Reveals the DEVONthink Pro yourdefault email client or Apple Mail containing application package in the Finder. Hide: Hides all windows of DEVONthink Pro. Quit: Quits DEVONthink Pro.

DEVONthink Pro 2.9.3 Documentation, page 47 Besides these standard commands, DEVONthink Show/Hide Groups & Tags: Shows or hides the Pro adds a number of its own commands to the Dock Groups & Tags panel. menu to make them easily accessible whenever the Show/Hide Sorter: Shows or hides the Sorter. application is running. Take Note: Opens the Take Note panel. Clip to DEVONthink: Open the Clip to DEVONthink Search: Opens the Search window. panel.

DEVONthink Pro 2.9.3 Documentation, page 48 WINDOWS & PANELS

In this chapter: DEVONthink Pro uses a number of windows to present information. These windows are used for Main window 50 displaying and manipulating groups and documents, Document window 55 finding information, editing metadata, analyzing Search window 57 text, and changing the properties of your database. Info panel 60 Document Properties 61 Concordance 61 Download Manager 62 History 64 Groups & Tags 64 Take Note 65 Log 65 Activity 65 Preferences 65 Database Properties 66 Assistant 67

DEVONthink Pro 2.9.3 Documentation, page 49 MAIN WINDOW

Most of your time working with DEVONthink Pro a live thumbnail. Adjust the size of the icons using will be spent in a main window. Main windows give the slider located in the upper right corner of the you access to your groups and documents, while window, just below the toolbar. Use View > Show/ also allowing you to view and edit files. Hide Details to switch between icons only, and icons with details in a list. Open a new main window with File > New Window. Columns: Displays groups and documents in DEVONthink Pro also opens a new window when columns along with a preview pane, similar to you open a database; you can set this option by iTunes. Selecting a document displays it in the checking Open New Window in Preferences, General preview pane; selecting a group shows the items tab. it contains in a new column. You can double-click The title of the window shows the name of the column resizer to make it fit automatically, document or group if one is selected, as well as its and each column can be sorted individually. icon. Click-and-drag the icon to move it to another Split: Splits the window into an item list and a group or database or to the Finder to export it. view/edit pane. To switch between a vertical and Click the title bar with ⌘ pressed to reveal the horizontal split, use View > Widescreen. The item document's location within the database; select an lists all groups and documents in the database, enclosing group to reveal it. and may contain one or more columns. By default, it shows only item names. Expand/collapse VIEWS groups by clicking the gray triangle. Three Panes: Resembles the way Apple Mail Different views present your information however displays folders, items, and contents. The pane you prefer: on the left displays all groups, the top right pane List: Displays groups and documents as a list; displays the documents contained in the selected groups can be expanded/collapsed by clicking group, and the view/edit pane at the lower right the gray triangle in front of their name. Double- shows the contents of the selected document, clicking items opens them in separate windows. and allows you to edit it if possible. Tip: When you Icons: Displays groups and documents as icons. click the Home button on the toolbar, you can see Double-clicking items opens them in separate the files located in the root of your database. windows. For images, DEVONthink Pro displays

DEVONthink Pro 2.9.3 Documentation, page 50 Tags: Shows all documents in a database for For the Inbox, most database-related menu selected tags. Select a tag to show all items commands are available, too, such as Tools > History carrying this tag; select multiple tags (e.g. by or Tools > Concordance. An action menu and a + selecting them with the ⌘ key held) to show button give access to commonly used functions. documents carrying all selected tags. Select no In addition, you can use drag-and-drop to move tag to show all items. Delete tags by pressing the items to the Inbox or the trash or add groups Delete or Backspace key; this moves ordinary tags or news feeds to the Favorites. When you select a to the trash and excludes group tags from tagging. group in the Favorites, DEVONthink Pro will show New documents created in this view are either that group's contents and even open the database created in the group represending the tag or in that contains it if necessary. When you drag a smart the global inbox, and are tagged with the selected group to the sidebar it will be copied to the sidebar; tag. See also p. 121ff double-clicking a smart group opens the smart To adjust the size of the different panes, move the group editor. mouse to the divider between two panes until the For the Inbox and the trash DEVONthink Pro mouse pointer changes into a line with two arrows. always shows the number of items contained, Then, click on and drag the divider to adjust the size independent from the preferences. The Recent of the panes. databases segment does not show databases that are also designated as a favorite to prevent listing SIDEBAR them twice.

In the sidebar, which you can show or hide via View > The sidebar's width and visibility is specific for each Show/Hide Sidebar, DEVONthink Pro lists: database, which allows you to customize the look The global inbox and feel of each database. The trash can All open databases ITEMS Recent databases DEVONthink Pro displays groups and documents, Favorites much as the Finder does. Select items with a single Smart groups click, and drag them from one group to another. Smart groups (selecting by date ranges) You can also drag items to the Finder or other Smart groups (selecting by read/unread status) applications, or drag folders and files from the Use the sidebar to quickly access your open and Finder to DEVONthink Pro. You can also drag recent databases, as well as the global inbox, your selected items or clippings such as text and images favorite databases, groups and news feeds, smart from any application to DEVONthink Pro and vice groups, and the trash. Select an open database to versa. switch to it or double-click a recently used database Press the ⌘ and ⌥ keys to link to the dragged to open it. Read-only databases are marked with a item(s) instead of importing them to the database. read-only icon. Items dragged to a database in the For Bookends 11.3.1 or later this adds a formatted sidebar are placed in that database's inbox. Collapse rich text instead of a simple reference. or expand sections using the collapse triangles. Single-click items to rename them. Double-click Using the contextual menu you can create new items to open them in a separate document window databases, open and close them, move them to the or in their native application (depending on the Finder trash, empty DEVONthink Pro's trash, document type). For smart groups, double-clicking create smart groups, open the Database Properties them in any view except Icons view opens the Smart panel, and add databases or groups to or remove Group Editor. Press the Space bar to preview the item them from the Favorites. Databases and groups in using Quick Look; close the preview with the close the Favorites are also listed in destination popup gadget or press Escape or Space again to close it. menus.

DEVONthink Pro 2.9.3 Documentation, page 51 Colored item names, colored group icons, and Read more here about the various document types special icons tell you whether an item is a duplicate that you can view or edit in this pane. or replicant, its read/unread status or what type of search a smart group uses. INFO BAR

Empty groups are shown in gray. Just below the toolbar you'll find the info bar. Duplicates are shown with their name in blue; For selected items it shows an icon, the file replicants are shown in red. See also p. 39ff name including location, and the kind, size, Icons of feeds or other unread items show an and modification date. If you're not sure of the "unread" indicator in the State column. See also p. document type, this is the place to look. 73ff Use the slider located on the right side of the info Smart groups using dates are shown with a clock bar to adjust the size of icons. icon; smart groups using the "unread" status are marked with a unique icon, too. Regular groups are shown in blue, while groups TOOLBAR & SHORTCUTS also used for tagging are shown in yellow with a The toolbar of DEVONthink Pro main windows "tag" icon embossed. carries many commands for manipulating the way In addition, icons indicate whether a item is locked, the application displays information and handles has an attached comment or script, or has been selected items. Many of the toolbar items are simply indexed instead of imported. See also p. 119ff shortcuts for menu commands. Here's a short list of the available tools: To view or edit the contents of a document or group, do the following: Please find a list of shortcuts in the appendix. See also p. 119ff List/Icons View: Double-click the group or document to open it in a separate window. Hold Navigation: Navigates to the top level of the the ⌘ key as you click if you want to close the database, or one level up. Useful when you have originating window at the same time (hoisting). opened a second main window by double-clicking This also works in the other views. a group, and now want to move up the groups Vertical/Horizontal Split/Columns View: Select hierarchy in this window. Also shows or hides the the group or document. The view/edit pane Sidebar shows the contents of the group or document. Go To Document: Selects the first/previous/next/ Click the triangle in front of a group to expand it, last document. Only available in Three Panes then select a document to view or edit. view or in separate document windows. Three Panes View: Select a group or sub-group, View: Switches between the possible views. See then select the document you want to view or above. edit. DEVONthink Pro shows the group or sub- Actions: Provides commands for modifying the groups content in the view/edit pane. Click the selected documents, similar to the Action menu in triangle in front of a group to expand it. When you other views. Generally, the Action menu contains select multiple groups or news feeds, the upper a selection of the commands also available via the right pane shows all documents in all selected contextual menu. groups in one list, just like in Apple Mail. This does Scripts: Gives access to the Scripts menu. not work for smart groups. Quick Look: Opens the standard Quick Look panel for the selected items.

VIEW/EDIT PANE Group +: Creates an empty group. Smart Group +: Creates a new smart group. The view/edit pane (not visible in icons and list view) Plain/Rich Text +: Creates a blank plain or rich text shows the content of the selected document and, if document. possible, allows you to edit it. You can edit plain text, Link +: Creates a new link document. rich text, and HTML pages.

DEVONthink Pro 2.9.3 Documentation, page 52 Sheet +: Creates a new sheet. Find (search field): Lets you search your databases. Select your search options from the magnifier New Record: Creates a new record (row) in a pop-up menu, enter your search term, and press sheet. Return. Click the search field's search button Delete Records: Deletes selected records (rows). to return to the standard view. The pop-up New Column: Adds a new column to a sheet. menu also lists the last 25 used search terms. Delete Columns: Deletes selected columns. Check Prefix while typing to let DEVONthink Pro Columns: Opens the columns editor, which allows begin to search as you type. The last word of the you to rename, reorder, add, or delete columns. term is treated like a prefix ('word*'). Add more Mark Up: Highlights, underlines or strikes through characters to refine and to speed up the search selected text. This option is available for rich text and press Enter or ↩ to finish the search, or to documents, editable PDFs, and web archive. search for whole words only. See also p. 57ff Highlight: Highlights the selected piece of text Find: Opens the Search window. with the color selected in Preferences, Colors tab. Bigger, Smaller Font: Increases or decreases the Open: Opens the selected documents in separate font size. document windows. Subscript, Superscript: Makes selected text Open With >: Opens the selected documents in an subscipt or superscript. external application. Ruler: Shows or hides the ruler for rich text. Launch URL: Opens the Internet location stored Fonts: Shows the standard Mac OS X Font panel. in the URL field of the selected documents, e.g., a Colors: Shows the standard Mac OS X Colors web site URL in Safari. panel. Copy URL: Copies the Internet location stored in Make Plain/Rich Text: Converts the current text the URL field of the selected document to the document to plain or rich text. clipboard. Highlighting: Highlights selected text. The pop-up Delete: Moves the selected documents to the menu lets you select the highlight color. Trash. Link: Makes selected text a Wiki-style link. If the Save: Saves all changes to the currently edited text is a URL, the link points to that URL. document. Edit Source, Show Page: Toggles between source Import, Export: Imports new documents; Exports and page display of selected HTML documents. the selected documents. Zoom: Zooms in, out, or to view width, or shows Reveal: Reveals the location of the selected items the document in 1:1. in either the same main window, if possible, or by Full Screen: Shows the selected documents in full opening a new one. screen mode. Press F8 to return to windowed Show in Finder: Opens a new Finder window ⌘ mode. showing the selected items. Update: Updates an indexed item. See also p. 36ff (Capture) Page: Captures a web page as HTML Print: Prints the current or selected documents. code to either the current group or to the inbox. Info: Opens the Info panel. (Capture) Web Archive: Captures a web page as web archive to either the current group or to the Group/Ungroup Items: Group creates a new inbox. group and moves all selected documents into it. (Capture) PDF: Captures a web page as a PDF to Upgroup moves all documents contained in the either the current group or to the inbox. selected groups one level up and then deletes the (Capture) Note: Captures selected elements of a then-empty group. web page as a rich text document to either the Auto Classify: Classifies the selected documents current group or to the inbox. and moves them into the most appropriate group DEVONagent: Opens DEVONagent. If the view/ if possible. edit pane or frontmost window displays a web page, it opens the same URL in DEVONagent.

DEVONthink Pro 2.9.3 Documentation, page 53 Sync: Synchronizes the database with all its Database Properties: Shows the Database locations. See also p. 23ff Properties of the selected database. Refresh: Refreshes the selected news feeds. Add to Favorites: Adds the selected item to the Backup: Creates an internal backup of the favorites. database and then optimizes the database Remove from Favorites: Removes the selected structure; same as Tools > Backup & Optimize. item from the favorites. Verify: Verifies the database structure; same as Tools > Verify & Repair. New Smart Group: Creates a new smart group in the sidebar. Send by Email: Creates a new message in Edit: Opens the smart group editor (only available the default email application and adds the for smart groups). selected items as attachments. Supported email Delete Smart Group: Removes the selected smart applications are Apple Mail, AirMail, Mailsmith, group from the sidebar. Microsoft Outlook, Postbox, and PowerMail. If the selected item is an email message, the sender New: Creates a new document. is automatically inserted as the recipient and the Open: Opens a selected document(s) in a new text of the original message is inserted instead of window. an attachment. Notes: Postbox is currently only Open in Tabs: Opens a selected document(s) in a able to send one selected file. Unsupported email new tab. clients (e.g. Thunderbird) can only send the plain Open With: Opens a selected document(s) with an text of one selected file. external application. Image Capture: Opens the Image Capture window Refresh Feed(s): Manually refreshes the selected for capturing paper documents. news feeds. Launch URL: Opens the URLs indicated by the URL Note: Not all of these commands are always field of the selected documents. available. You can customize the toolbar Copy URL: Copies the Internet location indicated by selecting View > Customize Toolbar or by by the URL field of the selected document to the clicking with pressed (right-click) the toolbar ⌃ clipboard. background and selecting Customize Toolbar from Copy Item Link: Copies a unique URL refering the contextual menu. the selected item to the clipboard. Paste this URL into any third-party application to directly CONTEXTUAL MENU reference an item in your DEVONthink Pro The contextual menu (which appears when you database. See also p. 131ff right-click or ⌃ click an item) offers a range of Show in Finder: Reveals the item's file in the commands tailored to what you wish do with the Finder. clicked object. Get Info: Opens the Info panel for the items. Move Into Database: Imports the selected indexed Most of the commands offered by the contextual item (and its children, if necessary) into the menu have counterparts in a main menu, so you'll database. Only available for indexed items. Use recognize them immediately. However, to save this command to consolidate your database. menu bar real estate, DEVONthink Pro gives you Move To External Folder: Moves items added access to some options only via the contextual to an indexed group from the database to the menu. connected folder in the filesystem. Only available New Window: Opens a new main window. for items in an indexed group. Open Database: Opens the selected database. Exclude from Tagging: Excludes the selected Close Database: Closes the selected database. groups from tagging. Delete Database: Closes the selected databases, Move To >: Moves the group or document to the and moves it to the Finder's trash. group you select in the sub-menu. Note: Moving Empty Trash: Empties the trash can. items to another database cannot be undone.

DEVONthink Pro 2.9.3 Documentation, page 54 Replicate To >: Creates a replicant of the group one or multiple selected tags. Use it to select or document in the group you select in the sub- some tags and to save the search as a smart group menu. Note: Doesn't replicate if a replicate for for convenient access. the item is already present at the destination. In the sidebar, the following commands are Duplicate To >: Creates a duplicate of the group available: or document in the group you select in the sub- menu. Note: Copying items to another database New Window: Opens a new window for the cannot be undone. selected database. Label: Changes the label of the selected items. New Database: Creates a new database. Mark: Marks the selected items as flagged/ Open Database: Opens a selected database. unflagged, read/unread, locked/unlocked and Show in Finder: Shows the database package in shows/hides the state of the items. the Finder. Move To Trash/Move All Instances To Trash: Close Database: Closes the selected database. Moves the selected document or all instances Delete Database: Closes the selected databases, of the selected documents, such as including all and moves it to the Finder's trash. replicants (if any), to the trash. Hold the ⌥Option Add to Favorites: Adds the selected database to key to reveal the Move All Instances To Trash the favorites. command. Remove from Favorites: Removes the selected Thumbnails: Creates, updates, or deletes the database from the favorites. thumbnails for the selected items. Empty Trash: Empties the trash. Convert: Converts the selected items to other Note: For your convenience, DEVONthink Pro document formats. also makes the Services menu, available via the Group: Creates a new group containing the contextual menu. selected items. Appears as Tag if the new group would be created in the Tags group. Auto Classify: Classifies the selected items and DOCUMENT WINDOW moves them to the group where they best fit. A document window is similar to the view/edit pane Send by Email: Creates a new message in of a main window. You open a document window by the default email application and adds the double-clicking a document in any view of a main selected items as attachments. Supported email window or by choosing Data > Open (or any of its applications are Apple Mail, AirMail, Mailsmith, equivalents in contextual menus). Microsoft Outlook, Postbox, and PowerMail. If the selected item is an email message, the sender is automatically inserted as the recipient and the text of the original message is inserted instead of an attachment. Notes: Postbox is currently only able to send one selected file. Unsupported email clients (e.g. Thunderbird) can only send the plain text of one selected file. Sort: Sorts the list of items to any available criterium. Empty Trash: Empties the trash (only available for the trash). Depending on the type of information the document In the Tags view, the following commands are contains, the toolbar of a document window offers available: different sets of tools. Most of them are identical Save Search: Available in the right pane of the Tags to their counterparts in the DEVONthink Pro main view, this command creates a smart group from window toolbar.

DEVONthink Pro 2.9.3 Documentation, page 55 See the Documents chapter for a detailed description of the various document types.

DEVONthink Pro 2.9.3 Documentation, page 56 SEARCH WINDOW

Search windows allow you to search your database words from the list) to use them as search words. in various ways, and assist you with intelligent Multiple selected words are combined using the functions for broadening and adjusting your search OR operator (spelling) or AND (context). The term terms. you've entered will be shown on the top of the list, so you won't lose it for your search run. This SEARCH TERM function uses all open databases for retrieving similar words. In the top part of the search window you find the search term field, as well as the Similar Words SEARCH OPTIONS button. To enter a search term and run the query with the default options, simply type your search The left side of the search window gives you even words into the search term field and click the more control over the way DEVONthink Pro magnifier button (right of search field). Like in many searches the database. Adjust these options to best other Mac applications, the pop-up menu (behind fit your needs. the magnifier icon at the left side of the search term Search for: Choose exactly what you're looking for field) gives you access to the last 25 search terms. or select All to search all parts of a document: DEVONthink Pro uses Boolean operators, All: Searches all elements of a document. parenthesis, and quotes to allow complexly Content: Searches the content of a document. structured search terms. Read more about Name: Searches the name of a document. operators and how to use them to write a search URL: Searches the URL field of a document. term in the appendix. Comment: Searches the Comment field of a To broaden or adjust your search term, enter a word document. and click Similar Words to show a list of all words Metadata: Searches the metadata associated with in the database that are similar to the entered a document. word either by spelling or by context. Choose one or more words (use ⇧ and/or ⌘ to select multiple

DEVONthink Pro 2.9.3 Documentation, page 57 Comparison: Make DEVONthink Pro treat regular Below the list of found documents, DEVONthink letters and their counterparts with umlauts or Pro gives you a preview of the documents you select diacritics equally. Check Fuzzy to make searches in the list. If you cannot see the preview area, drag fuzzy (e.g., "Hello" and "Hullo" would both be found). its handle up from the bottom of the window. Also, Note: This option is only applied to words, not to you can do almost everything you could do in any wildcards. other DEVONthink Pro window, such as drag a document to another window (or Finder), or export State: Limits the results based on their status the document using File > Export. (flagged/unflagged). Choose Any to find results regardless of their state. See also/Classify and Concordance drawers are supported, too. Unread: Limits the results based on whether they have been marked as read or unread. Choose Any to Due to limitations in Mac OS X's PDFKit, find results regardless of their read status. highlighting of occurences of the search term in the document is not tied to words; thus, DEVONthink Locking: Limits the results based on whether they Pro also highlights sub-strings. are locked or not (on/off). Choose Any to find results regardless of their locking flag. SMART GROUPS Label: Limits the results based on their label. Choose Any to find results regardless of their label. When you are satisfied with the search results, you can save the query as a smart group. Click the Search in: Limits the scope of the search run to all + button next to the search term field and enter a open databases, a selected database, or a selected name for your new smart group. The new smart group. group that searches a specific database is created Note: To search for all documents with a given in the top level of the database. A smart group that status, locking state, or label, simply leave the searches all databases is placed into the sidebar. query field empty and use the above options to define what you are looking for. TOOLBAR & SHORTCUTS

Advanced: This button lets you enter advanced The toolbar of the search window offers many tools search criteria in the same way you do for smart that are also present in DEVONthink Pro main or groups. Use this to search for tags, date ranges or document windows. Here's a short list: similar limiters. The Reset buttons clears the set Go: Selects the first/previous/next/last item. advanced criteria. See also p. 81ff Actions: Provides commands for modifying the selected documents, similar to the action menu in SEARCH RESULTS other views. Generally, the action menu contains After a successful search run, DEVONthink Pro a selection of the commands also available via the lists all found documents below the search term contextual menu. field, and displays them in a list together with their Scripts: Gives access to the Scripts menu. relevance score, icon, location in the database, Open: Opens the selected document(s) in separate modification date, document kind, and size. Sort the document windows. list by clicking the column titles; click them again Open Externally: Opens the selected documents to reverse the sorting order. Modify the columns in an external application. using the contextual menu or View > Columns. Point Launch URL: Opens the Internet location stored in the cursor to a result and the appearing tooltip will the URL field of the selected documents, such as a show you the full title, location, and other metadata; web site URL in Safari. click a document title once to rename the document. Copy URL: Copies the Internet location stored in the URL field of the selected document to the clipboard.

DEVONthink Pro 2.9.3 Documentation, page 58 Group: Groups the selected documents in a new Doesn't replicate if a replicate for the item is group. already present at the destination. Delete: Moves the selected documents to the Move To >: Moves the selected documents to the trash. group you select from the sub-menu. Export: Exports the selected documents. Label >: Changes the label of the selected Info: Opens the Info panel. documents. Print: Prints the selected documents. State >: Shows or changes the state of the selected Zoom: Zooms in, out, to view width, or shows the documents. document in 1:1. Locking >: Locks or unlocks the selected Full Screen: Shows the selected documents in full documents. screen mode. Press ⌘F8 to return to windowed Move To Trash/Move All Instances To Trash: mode. Moves the selected document or all instances DEVONagent: Opens DEVONagent Pro. If the of the selected documents, such as including all view/edit pane or frontmost window displays a replicants (if any), to the trash. Hold the ⌥Option web page, it opens the same URL in DEVONagent key to reveal the Move All Instances To Trash Pro. command. Group: Creates a new group in the top level of the Note: Not all of these commands are always database, and moves the selected documents available. You can customize the toolbar by there. selecting View > Customize Toolbar or by ⌃ clicking Send by Email: Creates a new message in (right-clicking) the toolbar background and the default email application and adds the selecting Customize Toolbar from the contextual selected items as attachments. Supported email menu. applications are Apple Mail, AirMail, Mailsmith, Please find a list of shortcuts in the appendix. See Microsoft Outlook, Postbox, and PowerMail. If also p. 119ff the selected item is an email message, the sender is automatically inserted as the recipient and the CONTEXTUAL MENU text of the original message is inserted instead of an attachment. Notes: Postbox is currently only You can manipulate the search results by right- able to send one selected file. Unsupported email clicking or clicking them with ⌃ pressed to open the clients (e.g. Thunderbird) can only send the plain contextual menu, which offers various additional text of one selected file. commands.

Open: Opens the selected documents in a separate main window. Refresh Feed(s): Manually refreshes the selected news feeds. Launch URL: Opens the documents or web pages pointed to by the URL field of the selected documents. Copy URL: Copies the Internet location stored in the URL field of the selected document to the clipboard. Reveal: Shows and selects the document group. Duplicate To >: Duplicates the selected documents to the group you select from the sub-menu. Replicate To >: Replicates the selected documents to the group you select from the sub-menu. Note:

DEVONthink Pro 2.9.3 Documentation, page 59 INFO PANEL MAIN ATTRIBUTES Name: Use this field to change the name of the The Info panel, just like its counterpart in the object. Finder, displays additional information about a selected document or group, from icon and name to Aliases: Enter one or more words here, separated comments and other metadata. by semicolons, as alternative targets for Wiki-style links. Generally, Wiki links refer to the name of contents, and aliases make this system even more flexible.

Path: This field contains the path to the file holding the document's data. It is non-editable. You can click the @ button to open the references file using the Finder. In general this is equal to using Data > Open With and choosing the default application.

URL: Smiliar to the Path field, the URL field is used to link the document to an Internet address or anything else that can be reached by a URL. This field is used primarily by bookmarks, but you can also use it to connect a document to a web page. To visit the web page click the @ button next to this field or select the document and use the contextual menu command Launch URL.

ATTACHED SCRIPT

Script: This field allows you to attach an AppleScript Open the Info panel using the i icon from the script to any item in DEVONthink Pro--documents window toolbar or by selecting Tools > Show Info. as well as groups. The script will be executed every The contents of the Info panel corresponds to the time you view the item in a Split view or Three currently selected object, so you can leave it open Panes view, as well as when you open it in a separate all the time and it will always display the correct document window. Click the Select button to choose information for the selected document or group. the script to attach.

HEAD ELEMENTS INFORMATION ELEMENTS

Icon and Name: Just like in the Finder, the top part Size: Shows the size of the item. For groups and of the panel displays the icon and the name of the news feeds, this field shows the size of all contained selected object. To change the icon of the document, items. select it and paste any image you want over it. To Kind: Shows the selected document type (for change the name of the document, use the Name example text, RTF, etc.) field below. Added: Shows the date when the object was Locked: The Locked checkbox indicates that the actually added to the database. object is write-protected. Check the checkbox to protect documents from being accidentally Created, Modified: Shows the (editable) dates when modified, or groups and documents from being the object was created and when it was modified the accidently deleted. Locked documents or groups are last time. marked with a padlock.

DEVONthink Pro 2.9.3 Documentation, page 60 ADDITIONAL INFORMATION Company Copyright This section lists metadata that has been stored Title together with the item. Information shown depends Subject on the file type as well as the individual document. Keywords Comments ADDITIONAL ELEMENTS

Exclude from ...: These checkboxes allow you to exclude this item from being used in classification, see also, search, or tagging. Use this option to exclude such things as temporary groups from classification to increase the accuracy of the built-in artificial intelligence.

Label: Shows the label assigned to this item and lets you change it.

Tags: Shows the tags assigned to this item. You can also edit tags here. See also p. 121ff Depending on the document type, you can edit or Location: Shows the location of this item inside the view these properties. More fields may be available database. depending on the document type.

Instances: Shows how many replicants of this document or group exist in the database and how CONCORDANCE many duplicates DEVONthink Pro has identified. Click to show a pop-up menu listing all instances The Concordance window, opened with Tools > and duplicates and their enclosing groups. Select Concordance, gives you a tool for analyzing the any item to reveal it. Point at an item for a second contents of a database. to make a tooltip appear that shows the item's location.

Spotlight Comments: Stores other information you want to attach to your document or group (similar to the Spotlight comments field in the Finder). Of course, the Comments field is searchable. DEVONthink Pro synchronizes the Spotlight comments in the Finder with this field in the database.

Note: You can modify the comments of multiple selected items simultaneously, as long as the comment of all selected items is either identical Use the concordance to analyze your data by: or empty. Rank number (ascending, starting with 1) Word frequency DOCUMENT PROPERTIES Number of groups with items containing a specific word The Document Properties panel gives you access to Word length all metadata stored for a selected document. This Word weight (relevance, depends on the contents metadata includes, but is not limited to: of the database) Author

DEVONthink Pro 2.9.3 Documentation, page 61 CONCORDANCE LIST DOWNLOAD MANAGER The concordance list shows all words in the Window > Download Manager opens DEVONthink database, sorted by frequency and other criteria, by Pro's Download Manager panel. Using the clicking the according column title. Click the column Download Manager, you can download files or title again to reverse the sorting order. complete web sites from the Internet, and either You can also filter the list by word length, limiting store the information in your database or as files it to alphanumeric strings (to omit character/ on your hard drive. Offline archives stored in number combinations) by entering the minimum DEVONthink Pro are also used when you visit and maximum word length at the bottom of the bookmarks or open a link in a new tab and your Concordance window, and by checking/unchecking computer is currently offline. the Alphanumeric switch. Click the Update button at the top of the window to update the list any time you change parameters.

To find a word in the list, enter it into the search field at the top of the window. Select any word and click the Search button at the bottom of the window to open a drawer showing all documents that contain this word, sorted by relevance. Click Similar to show a list of words that are contextually similar to the selected word.

DRAWERS

You can manipulate the items in the drawer opened by the Search button in various ways. Drag them PANEL ELEMENTS to the item list to move them to another location; The Download Manager panel consists of: double-click them to open them in a separate window; or ⌃ click (right-click) them to open A list of a items to be downloaded the contextual menu (which shows basically the A status bar at the bottom same options as the contextual menu for See Also A + button for adding items to and a - button for drawers). Press Space to show a Quick Look preview deleting selected items from the list for the selected item. To close the drawers, click the A reload button (backwards arrow) red close button. A go/stop button (play/pause icons) An Action menu (gear icon) FREQUENCY GRAPH ADDING FILES You can switch between the frequency graph and the concordance list by clicking the Graph and List To download a web site or any other file, simply buttons in the upper left corner of the concordance add it to the Download Manager by dragging its window. URL to the Download Manager panel. Alternatively, you can click the + button in the panel and add the The frequency graph shows a graph of the word URL manually, as well as a referrer, user name, and frequency over the rank number of the word (see password. If Automatic is checked, DEVONthink Pro above). Change the sorting in the concordance list creates a referrer automatically when downloading to get different results, such as a graph of frequency whole web sites. over number of groups. You can influence the graph by limiting the word length or by omitting alphanumeric strings and clicking the Update button.

DEVONthink Pro 2.9.3 Documentation, page 62 You can also paste one or more URLs (copied Safari Offline Archive: Downloads the files you have bookmarks, DEVONthink Pro links, or copied links added to the Download Manager including from DEVONagent Pro's Download Manager), embedded images, style sheets, and scripts. or add files to the Download Manager by using Use this option set to archive/download web the contextual menu in web and HTML views. ⌥ pages with everything necessary to display them clicking a link also adds it to the Download Manager. properly. Alternative: Create a web archive. Subdirectory (Complete): Downloads the files Note: You can also copy URLs in the Download you have added to the Download Manager Manager to the Clipboard or drag them to including all embedded or linked files. This option other applications (like the Finder or Safari's set follows all links leading to (items in) sub- bookmark manager). The Download Manager directories. For example, use this option set also supports URLs for local files (POSIX path, a to download a complete web site for offline "file://localhost/" URL, or a "file:///" URL). archiving. Subdirectory (Images & Multimedia): Same as THE ACTION MENU above, but downloads only linked images, linked Most actions are available through the Action menu multimedia files including Flash and QuickTime or the contextual menu. Click the gear button or ⌃ movies, and embedded images in the item's click an item in the Download Manager panel to directory and all sub-directories. Use this set display more commands: to download a complete web site for offline archiving (without all linked Office documents, Add: Add another file to the list. PDFs, etc.) Edit: Edit the parameters of a selected item in the Thumbnail Gallery: Downloads the files you list. have added to the Download Manager including Retry: Attempts to reload an item that failed to linked images, embedded images, style sheets, download. and scripts. Use this option set to download a Remove: Removes the selected items from the list. thumbnail gallery including all full-size images Alternatively, you can press the Delete key. linked to each thumbnail for offline archiving. Enable/Disable: Checks or unchecks the selected items. Only checked items will be downloaded. Note: Downloaded items are by default excluded Start/Stop Queue: Starts or stops the download from classification and tagging. queue. Same as the play/pause buttons at the bottom of the panel. OPTIONS Purge Queue: Removes all items from the list that The options dialog defines which file types the have been completely downloaded. Download Manager downloads, which links it Only Added Files to Thumbnail Gallery: Offers follows, and where it stores the files. various predefined option sets (see below). Import Files to Database: Selects which database Files: Check all file types you want the Download the downloaded files shall be stored in. Select Manager to download (plain texts, rich texts, Folder to save them directly to the file system. Office documents and PDF files, style sheets and Options: Opens the options dialog sheet, which scripts, images, embedded images, multimedia allows you to specify in detail what to download, files, mark-up language files, etc.) Use the which links to follow, and where to store the Follow Links pop-up menu to define how far downloaded files (see below). DEVONthink Pro should follow links on the downloaded HTML pages (see below). Check For your convenience, DEVONthink Pro comes with Overwrite existing to update an existing archive. predefined option sets that you can directly select Folder: When you choose Download to > Folder in from the action menu. the action menu of the Download Manager panel, Only Added Files: Downloads only the files you DEVONthink Pro stores all downloaded items in have manually added to the Download Manager. the directory you specify. Click Set to choose your

DEVONthink Pro 2.9.3 Documentation, page 63 preferred location. Use this option to use the integrated Download Manager for downloading software archives or other files you don't want to store in your database. Double-click any part of the location to reveal it in the Finder. Download: Define how many connections the Download Manager opens at the same time. (Choose fewer connections for slower Internet connection, more for DSL or broadband.) Also, check Automatically purge queue to have previously downloaded items automatically removed from the queue. Sort the list by name, age, or file size by clicking The Follow Links options defines how far the column titles (Click again to reverse the sorting DEVONthink Pro follows links on the downloaded order.), and by any other criterum using View > Sort. HTML pages. This feature allows you to control Customize the columns using View > Columns. what gets downloaded--only the actual pages or a Of course, you can use drag-and-drop to move complete web site. DEVONthink Pro supports the documents to other windows or to the Finder, and following options: modify the documents using the commands in the Off: Does not follow any links. Data menu or the contextual menu. On Same Host: Follows links, but only as long as Use the History panel to quickly access recently they refer to the same web server/web site. Files added documents or to export all documents of a on other web servers will not be downloaded. certain age. In Same Directory: Follows links, but only as long as they refer to items in the same directory as the downloaded HTML page. GROUPS & TAGS In Subdirectories: Follows links, but only as long The Groups & Tags panel, opened using Tools > Show as they refer to items in the same directory as the Groups & Tags, gives you direct access to all open downloaded HTML page or its sub-directories. databases and their groups including the tags inside One Level: Follows all links regardless of where the special Tags group. Use it to drag items directly they point to, but only one level deep. Links on to a group or tag or to rearrange groups. You can pages linked to from the original page are not also apply menu commands to selected items, e.g., downloaded. Data > Open. Two Levels: Follows all links regardless of where they point to, but only two levels deep. Attention: This can result in very large downloads!

HISTORY

The History panel, opened using Tools > History, lists all documents in your database, without the groups hiearchy (by default sorted by modification date which reflects content modifications only but not name or metadata changes). Depending on your Preferences, General tab, the Groups & Tags panel floats above all other windows, even in other applications.

DEVONthink Pro 2.9.3 Documentation, page 64 TAKE NOTE

The Take Note panel, opened by hitting a hot key, from the toolbar, or from the Tools menu, allows you to quickly enter a note, choose the destination, and add tags and a URL to the note. If DEVONthink Pro can get the URL of the frontmost application, e.g., from Safari, it will also insert that information automatically into the URL field. You can save the list to a text file with the Save button, and clear the log with the Clear button. To sort the log, click the column title. (Click again to reverse the sorting order.) Use the contextual menu or double-click the entry to reveal an affected file in the Finder.

Uncheck Show log automatically to prevent the log popping up automatically. You can open the Log panel at any time using Window > Log.

Right-click or click with ⌃ held to perform additional commands on log entries via the contextual menu, e.g., to reveal a logged item or move a logged item to the trash. Copy information from the log to the clipboard with Edit > Copy, ⌘C, or the contextual menu.

Use the Format pop-up menu (in the panel) to choose the document format for the new note. Use ACTIVITY the commands in the Format menu (from the menu bar) to style your note. The Activity panel shows a list of currently running background processes, e.g., refreshing news feeds, The New Group button creates a new group in the and downloading PDF documents and web archives destination group selected above. (e.g. via bookmarklets or Clip to DEVONthink. You Change the hot key for opening the Take Note panel can manually stop them to free computer resources in the Sorter preferences. or for other reasons.

Note: For this function DEVONthink Pro needs to Some operations, e.g., verifying a database, show be running. This may change eventually. and hide the Activity panel automatically.

LOG PREFERENCES

The Log panel displays warnings and error messages The Preferences window, opened using DEVONthink that occur, when importing files and folders and Pro > Preferences, contains all available options, performing other actions. The panel shows the which you can modify to adapt DEVONthink Pro to date of the message, the affected file, and a short your personal needs. information about what happened. Because the preferences are so important, we have created a separate chapter for them.

DEVONthink Pro 2.9.3 Documentation, page 65 DATABASE PROPERTIES Spotlight results window. Supported are text and rich text (RTF and RTFD), image, movie, audio, PDF, The Database Properties panel defines preferences HTML, XML, and web archive files. DEVONthink which are directly related to the database and not Pro needs to be installed on the machine viewing to the application in general. Open the properties the Spotlight results. You may need to rebuild the panel using File > Database Properties for every open Spotlight index to activate this function. database including the global inbox. Note: Rebuilding the Spotlight index can become necessary after copying a database from one computer to another.

Exclude Groups from Tagging: Excludes all groups in this database from being used as tags. Ordinary tags can always be added to items using the Tag bar.

STATISTICS

This section displays some basic statistics about how many documents your database contains, file sizes, etc.

NAME AND COMMENTS

Name: Enter a name for your database here. It will appear in the title bar of every main window of this database. LOCATION Note: This does not change the file name for This section of the properties panel shows the the database package. You cannot change the location of the database package and any additional name of or add commments to the database options: representing the global inbox.

Location: Double-click any part of the database Comments: Enter your own comments about the location to reveal it in the Finder. database here, e.g., a project description. Create Spotlight Index: Check to make this database available to Spotlight. Checking this option PROTECTION lets DEVONthink Pro create a folder in "~/Library/ To prevent other people from opening DEVONthink Cache/Metadata" that Spotlight uses for accessing Pro and accessing your data, click on the padlock the documents in the database. If you ever feel that button to unlock the entry fields, enter a user name this folder is out-of-sync with the database, click and password, and then click on the padlock button Rebuild to recreate this folder from scratch. again to lock your changes and hide the password.

When viewing Spotlight results in a window, make Note: This is a simple password protection. sure to have the Show all file extensions option in DEVONthink Pro does not yet provide file Finder's Preferences, Advanced tab unchecked. If this encryption for enhanced security. For better option is checked, the Finder displays the generic protection, create an encrypted disk image using names of the metadata cache files instead of the and store your database on that name of the referenced document. encrypted volume or disk. Starting with version 2.0.6, DEVONthink Pro adds information to the Spotlight metadata that makes it possible to preview many file types directly from the

DEVONthink Pro 2.9.3 Documentation, page 66 ASSISTANT

The integrated Assistant combines a welcome screen with a first launch assistant, tips, web and video tutorials, installable extras, and a suppport page that guides you through the available support options.

WELCOME GET SUPPORT

This screen welcomes you when you start The support screen guides you through the three DEVONthink Pro for the very first time. It offers: common steps for troubleshooting DEVONthink Pro. In addition, you can have your license An introductory screencast code resent in case you don't have it anymore, The option to subscribe the free request a trial extension, update your details in DEVONtechnologies newsletter, as well as a DEVONtechnologies' customer database, or buy an number of welcome tips upgrade or a second license. The tip of the day The extra of the day TIPS AND TUTORIALS You can access all other screens of the assistant from here, too. Here you can find the latest tips and tutorials to help you squeeze the best out of DEVONthink Pro. Tutorials can be slideshows describing basic tasks in FIRST LAUNCH ASSISTANT DEVONthink Pro or screencasts. The first launch assistant opens automatically the Both tips and tutorials are updated live from very first time you open DEVONthink Pro, and DEVONtechnologies' server so it's a good idea guides you through the first steps of using the to check back on a regular basis. The latest tip or application: creating a new database, installing the tutorial is also always mentioned on the welcome add-ons, and adjusting the preferences. screen.

DEVONthink Pro 2.9.3 Documentation, page 67 INSTALL EXTRAS Templates Plugins On the extras screen, DEVONthink Pro lists all available extras that you can download and install from DEVONtechnologies' server:

Scripts

Browse the list of extras and install them with the Note: If one of these categories does not show Install button. The last line of the description shows up in your copy of DEVONthink Pro, there where in the Scripts or Templates menu the extra will might be no extras of this type (yet) available for show up after installation. Remove installed extras DEVONthink Pro. with the Remove button.

The extras are updated live from DEVONtechnologies' server so it's a good idea to check back from time to time. The latest extra is also always mentioned on the welcome screen.

DEVONthink Pro 2.9.3 Documentation, page 68 DOCUMENTS

In this chapter: NAVIGATION BAR

General 69 At the top of the view/edit pane DEVONthink Pro Plain and rich texts 70 shows a navigation bar that gives you access to Formatted notes 72 some additional tools that deal directly with the Markdown texts 73 contents of the document. Which tools are available Web pages, HTML pages, feeds 73 depends on the type of the document. Sheets 75 Navigates back to the last visited document Images and videos 76 after following a link. PDFs 77 Navigates back to the next visited document Office documents, email, and others 78 after going back. Reloads the displayed page in a web view. This All documents are displayed in DEVONthink Pro in item is only visible for document types that views. Each view features its own tools, contextual support reload, e.g. bookmarks. menu commands, and hidden keyboard shortcuts. In Shows an action menu with options for opening this chapter, we will look at many of those features. the shown page in Safari, copy its address, or capture the page in a variety of formats. GENERAL Shows the system-wide sharing menu. OS X 10.8 Mountain Lion or later only. All documents are displayed within DEVONthink Locks or unlocks the item. Pro in views (not to be confused with the different Scrolls to the previous highlight, e.g., a search layouts in main windows, also called views. Each term occurrence. view (for example, a text or PDF view), has its own Scrolls to the next highlight, e.g., a search term tools, contextual menu commands, and keyboard occurrence. shortcuts. Some views, like the text view, also allow Scrolls to the next page of the displayed you to edit the document, while others like the PDF document. view, only display the selected document. Scrolls to the previous page of the displayed Currently, DEVONthink Pro features the following document. view types: Switches to text-only mode. Switches from text-only mode back to the Plain and RichText (standard) preview mode. Office and other documents Shows the PDF sidebar containing thumbnails of HTML pages, Web pages, Feeds all pages. Sheets Hides the sidebar. Images Opens the Concordance drawer. PDFs Opens the See also & Classify drawer. Shows a list of the most important words of the document. Switches the tag bar on and off.

The text-only mode can be useful for selecting text in items that are displayed using Quick Look or to view or edit the source code of an HTML document. In preview mode DEVONthink Pro uses Quick Look

DEVONthink Pro 2.9.3 Documentation, page 69 to show Pages documents and other filetypes in Please find a list of shortcuts in the appendix. See their original layout. Select any word from the also p. 120ff menu to show documents also dealing with this keyword. PLAIN AND RICH TEXTS URL: Shows the URL associated with the displayed item. If a PDF annotation is selected the URL field The view for plain and rich text documents is shows the associated URL if available. Click to basically a built-in incarnation of TextEdit, and you launch the URL in its default application. Hold use it in a very similar fashion. Of course, text views the ⌥ or the ⌘ key to open the URL in a new tab. support the Edit > Find commands and all options of Holding Shift-Option or Shift-Command opens the the Format menu. URL in a new tab and selects it. Word Count: Shows the number of paragraphs, words, and characters of the displayed text. Page Count: Shows the number of pages as well as the page number of the currently displayed page. Click the page number in PDF or PostScript documents and enter a page number to jump directly to that page.

TAG BAR

The Tag bar, which can be shown or hidden, shows all tags associated with the document. Click the THE RULER tag bar and type to add tags; select a tag and press For rich text documents, DEVONthink Pro supports the Delete or Backspace key to remove it. See also p. the standard ruler that the TextEdit engine of Mac 121ff OS X provides. Show or hide it with Format > Ruler > When you type the name of a tag, DEVONthink Show/Hide Ruler. Pro offers automatic completion. Choose the right The ruler contains the following elements: option with the mouse or the arrow keys and press Tab Stops: Place tab stops with the mouse, then ↩ or Enter to accept it. Press Escape to use whatever you entered. Auto-completion prefers ordinary tags remove them by dragging them off the ruler. (tags represented in the Tags group) over groups Drag new tab stops (left aligned, centered, right aligned, or decimal aligned) from the repository used as tags, and also matches sub-strings. Press ⇥ to enter another tag. at the right side to their desired positions on the ruler. Use the mouse to adjust the left and right Note: The Tag bar is also visible for multiple margins and indent. selected documents when all the documents have Styles: Select a predefined text style from the pop- the same tags attached. Use it to change the tags up menu. To define your own styles, choose Other on multiple documents. to open the Mac OS X standard style editor. In the style editor, navigate back and forth through the TOOLBAR & SHORTCUTS styles of your document or the stored favorite DEVONthink Pro can display documents in separate styles. (Use the radio buttons to switch between windows when you double-click the documents in a document and favorite styles.) Click Select to main window. Depending on the type of document, select all occurences of text with the displayed the tools in the toolbar can change. Even though not style in the document, click Apply to apply the all tools are always present in the default toolbar style to selected text, or click Done to leave the for a particular view, you can easily add them by style editor. To add a style from your document choosing View > Customize Toolbar.

DEVONthink Pro 2.9.3 Documentation, page 70 to Favorites, click Add To Favorites; to remove a DRAG-AND-DROP favorite, click Remove From Favorites. Besides dragging text from and to text documents Alignment: Align the current paragraph (the one you can also drag the following: with the insertion caret inside) left, centered, justified, or right by clicking the according Files: Adds the file as an attachment to a rich text alignment buttons in the ruler. document. Hold ⌘Command and ⌥Option to Spacing: Choose the desired spacing for the insert only a link to the file. current paragraph from the Spacing pop-up Contact cards: Drag a card from Contacts holding menu. Choose Other to enter values other than ⌘Command and ⌥Option to insert a link to the the ones shown. card. Lists: Make the current paragraph a list (indented event: Drag a Calendar event to insert a and with a bullet or numbered) by choosing the short text summary of the event including a link desired list style from the Lists pop-up menu. to Calendar. Choose Other to define your own list style. TOOLBAR & SHORTCUTS Note: The built-in "mini outliner" is an nice feature. On any blank line in a rich text document The document windows toolbar is very similar to the (doesn't work for plain texts), type ⌥⇥ to create one in DEVONthink Pro main windows, yet can be a bullet point (Mac OS X shows dashes instead configured separately. of bullets). Press for the next item, and so on. ↩ Please find a list of shortcuts in the appendix. See Additional will increase the indentation; a ⌥⇥ also p. 120ff ↩ on a blank list line will decrease it. The mini outliner uses hyphens to indicate list items by CONTEXTUAL MENU default. Right-click to choose all kinds of list styles. Add Link: Makes the selected piece of text a WikiLink. The destination of the WikiLink is a ATTACHMENTS document with the same name as the selected text. If no document with that name exists, You can attach other documents to rich text clicking the created link creates it using the documents simply by dragging them into the text. template you have set in the Editing Preferences. Technically the rich text document becomes a .rtfd Add tag [word]: Tags the document with the package and the dragged file is saved as part of selected word (only available if the word is not the package. Drag items into plain texts with already a tag of the document). Command and Option pressed to insert only ⌘ ⌥ Copy Link: Copies a link to the Clipboard (only their titles. available for selected links). Use the contextual menu to show an attachment's Edit Link: Edits the destination of a selected link. content in a Quick Look preview. Highlight: Highlights the selected piece of text Double-click attachments to edit them externally. with the color you select in the sub-menu. Insert Link To: Inserts a link to an item you select Note: Editing attachments requires OS X 10.7 in the sub-menu (only available when no text is Lion or higher. Also, you cannot attach files to selected). plain text documents. You need to convert them Insert: Inserts special elements into the text (such to rich text before you can attach other files. as a page break, the current date or a bullet). Same as the Insert sub-menu of the Edit menu. Link To: Makes the selected piece of text a cross- link and links it directly to the group or document you select in the sub-menu. Look Up [word]: Looks the selected text up in Mac OS X's Dictionary.

DEVONthink Pro 2.9.3 Documentation, page 71 Open Alias: Follows a selected link (only available rich text they are much more compatible to today's for a selected Wiki-style link resolved by an alias). standards. You can find all available formatting Aliases are defined for each item separately in commands in the Edit and Format menus. By default the Info panel. formatted notes use the font set in Preferences > Open Link in Browser: Opens the selected link in Editing for rich texts and notes. the default browser or application (only available Technically formatted notes are based on HTML, for a selected link). the language of the world-wide web. Images are Open Link in New Tab: Opens the selected link in a embedded directly into the HTML code so that new tab. formatted notes are completely self-contained. Quick Look Attachment: Opens a Quick Look The HTML code is also cleaned from unnessessary panel for the selected attached link or file (OS X tags and an identifying meta tag is inserted that lets 10.7 Lion or higher). DEVONthink Pro distinguish formatted notes from Remove Link: Makes a selected link simple text. normal HTML pages. Search selected phrase: Searches for the selected text as a phrase. TOOLBAR & SHORTCUTS Search with Google: Opens your default browser and searches for the selected text in Google. The document windows toolbar is very similar to the Search with Spotlight: Searches for the selected one in DEVONthink Pro main windows, yet can be text using Spotlight. configured separately. See [word]: Opens a drawer with documents Please find a list of shortcuts in the appendix. See related to the selected word. also p. 120ff See Related Text: Opens a drawer with documents related to the selected text passage (only CONTEXTUAL MENU available when more than one word is selected). Set Name As: Renames the document according to Add Link: Lets you enter a URL and makes the the selected piece of text (needs to be less than selected text a link to it. 256 characters). Add Tag [word]: Tags the document with the Split Document: Splits the document at the selected word (only available if the word is not current insertion mark position. already a tag of the document). Edit Link: Edits the destination of a selected link. Highlight: Highlights the selected piece of text FORMATTED NOTES with the color you select in the sub-menu. Link To: Makes the selected piece of text a cross- link and links it directly to the group or document you select in the sub-menu. Look Up [word]: Looks the selected text up in Mac OS X's Dictionary. Open Link in Browser: Opens the selected link in your default web browser. Open Link in New Tab: Opens the selected link in a new tab. Remove Link: Makes a selected link simple text. Search selected phrase: Searches for the selected text as a phrase. Formatted notes allow to write simple formatted Search with Google: Opens your default browser text including embedded images that can be viewed and searches for the selected text in Google. on any system with just a web browser. While the See [word]: Opens a drawer with documents range of formatting options is smaller that that of related to the selected word.

DEVONthink Pro 2.9.3 Documentation, page 72 See Related Text: Opens a drawer with documents Add tag [word]: Tags the document with the related to the selected text passage (only selected word (only available if the word is not available when more than one word is selected). already a tag of the document). Set Name As: Renames the document according to Copy Link: Copies a link to the Clipboard (only the selected piece of text (needs to be less than available for selected links). 256 characters). Look Up [word]: Looks the selected text up in Mac OS X's Dictionary. Open Link in Browser: Opens the selected link in MARKDOWN TEXTS the default browser or application (only available for a selected link). Open Link in New Tab: Opens the selected link in a new tab. Search with Google: Opens your default browser and searches for the selected text in Google. See [word]: Opens a drawer with documents related to the selected word. See Related Text: Opens a drawer with documents related to the selected text passage (only available when more than one word is selected). Markdown is a simple formatting language invented Set Name As: Renames the document according to by John Gruber. It lets you write articles with very the selected piece of text (needs to be less than simple formatting, e.g. headlines, lists, quotes, 256 characters). links, and emphasis in a very natural way using a plain text editor and render it to visually pleasing WEB PAGES, HTML PAGES, FEEDS HTML. Write Markdown-formatted text using DEVONthink Pro's Markdown view and switch easily between a plain text editor and the rendered view using View > Text/Best Alternative or the and icons in the navigation bar.

Learn more about Markdown and its syntax on Gruber's Markdown pages.

TOOLBAR & SHORTCUTS

The document windows toolbar is very similar to the one in DEVONthink Pro main windows, yet can be configured separately. HTML views display web pages stored in the Please find a list of shortcuts in the appendix. See database or downloaded "live" from the Internet also p. 120ff by using the Safari web browser engine of Mac OS X. DEVONthink Pro displays RSS news feeds like CONTEXTUAL MENU regular web pages. Pages are rendered similar to Safari or any other WebKit-based browser such as In text mode the contextual menu commands are DEVONagent Pro. similar to those of plain text documents. In rendered mode the following commands are available: News feeds item (RSS, RDF, Atom) are created in a database automatically for all items downloaded by Add Link to Downloads: Adds a link to the a feed. Feed items are saved either as HTML or as Download Manager panel. a bookmark if the item has no content. An internal

DEVONthink Pro 2.9.3 Documentation, page 73 CSS stylesheet is used to style the output. You can Capture Page: Captures the current page in the change it in the Preferences. The icon of an unread selected format to either the current group or to feed item in list and split views is shown with a blue the inbox. dot. Capture Rich Text: Captures selected text to either the current group or to the inbox. HTML views support the Edit > Find commands Copy Frame Address: Copies the frame URL to the as well as the See Also & Classify drawer. To edit Clipboard. the source code of an HTML document, use the Copy Image Address: Copies the URL of an image navgiation bar to switch from preview to plain text to the Clipboard. mode. Copy Image: Copies the image to the Clipboard. In editable web archives you can use, e.g., the Copy Page Address: Copies the page URL to the highlighting commands from the Format menu or add Clipboard. the Color tool to the toolbar to change text colors. Copy: Copies selected text to the Clipboard. Editable web archives share many similarities with Highlight: Highlights the selection in a web formatted notes. archive. Using this command on a selection again removes the highlighting. TOOLBAR & SHORTCUTS Look up ...: Shows a definition, e.g. from OS X's Dictionary, for the selected text. Separate HTML or web browser windows feature Open ... in New Tab: Opens selected element in a a default toolbar set that is more web-like than new tab. text document windows. As with text document Open Image in PhotoStickies: Opens the image in windows, this toolbar can be configured individually. PhotoStickies. Naturally, the DEVONthink Pro offers only tools for Open Link in Browser: Opens a link in your default HTML views that are useful in a web environment. web browser. Please find a list of shortcuts in the appendix.. See Open Link in DEVONagent: Opens a link in also p. 120ff DEVONagent Pro. Open Link in PhotoStickies: Opens a link in CONTEXTUAL MENU PhotoStickies. Reload: Reloads the page from the Internet. Add Link: Allows you to enter a URL and makes the Search Selected Phrase: Searches for the selected selected text a link to it. text as a phrase. Add Link to Downloads: Adds a link to the Search With Google: Searches for the selected Download Manager panel. text in Google. Add Page to Downloads: Adds the page address to Search with Spotlight: Searches for the selected the Download Manager panel. text with Spotlight. Add tag [word]: Tags the document with the See [word]: Opens a drawer with documents selected word (only available if the word is not related to the selected word. already a tag of the document). See Related Text: Opens a drawer with documents Back / Forward: Navigates back and forth to related to the selected text passage (only previously visited pages. available when more than one word is selected). Capture Frame: Captures the current frame in the Set As Thumbnail: Set the document's icon to the selected format to either the current group or to selected image. the inbox. Set Name As: Sets the name of the document to Capture Image: Captures the selected image and the selected piece of text (needs to be less than saves it to either the current group or to the 256 characters). inbox. Share: Shared selected text via the available OS X Capture Link: Captures the selected link as sharing extensions (OS X Mountain Lion or later). bookmark to either the current group or to the inbox.

DEVONthink Pro 2.9.3 Documentation, page 74 Update Bookmark: Updates the URL of this Use sheets like any other document. Add new rows document to the current one, e.g., after using Data > Sheets > Add Record, delete rows by navigating to a sub-page. selecting them and using Edit > Delete. Alternatively, Update Captured Archive: Updates the contents use the contextual menu. Click a cell to edit its of a web archive file with the live version on the content, press the Escape key to stop editing, and Internet (only available in web archives). use the Tab or Return keys to navigate from cell to cell. For PDF pages more options become available: Sheets support the Edit > Find commands but Automatically Resize: When checked, the zoom currently no formattings. You can, however, enter factor adjusts to the width resp. height of the line breaks by typing . browser window. ⌥↩ Next Page, Previous Page: Skims through the Note: Due to limitation in Mac OS X's Cocoa pages forward or backward. memory management, sheets are currently Open with Preview: Opens the PDF in Preview. limited to 32,767 records. Single Page, ...: Displays the PDF as single or double pages and either page-by-page (use the TOOLBAR & SHORTCUTS Next Page and Previous Page to skim through the Document windows opened for a sheet or record pages forward and backwards) or continously. also feature a tool set specialized for working with Zoom Out, Zoom In, Actual Size: Zooms in or out sheets and records. Use tools like New Record, New of the document, or displays it in its actual size. Column, or Columns to create new records for the For HTML 5 videos the following additional options sheet, add a column, or modify the columns in any are available: way you like.

Copy Video Address: Copies the video's URL to Please find a list of shortcuts in the appendix. See the clipboard. also p. 120ff Download Video: Downloads the video using the Download Manager. CONTEXTUAL MENU Mute: Mute or unmutes the video. Open Video In Tab: Opens the video in a new tab. The contextual menu for sheets basically lists the Play/Pause: Plays or pauses the video. same commands that are also available through the Show/Hide Controls: Shows or hides the video main menu. controls. Cut/Copy/Paste: Cuts, copies, or pastes whole records in a sheet. Use them, for example, to SHEETS duplicate records. Delete Records/Columns: Deletes the selected record(s) or column(s). Edit Columns: Opens the columns editor where you can create new columns and delete, rearrange, and rename them. New Column: Creates a new column in the sheet. New Record: Creates a new record in the sheet.

Sheets contain text in a table and can be used to store any kind of tabular data from an address book to parse numbers and descriptions.

DEVONthink Pro 2.9.3 Documentation, page 75 IMAGES AND VIDEOS in full screen mode. Use Open Externally to open the image in an external editor. Videos appear with the standard QuickTime controller.

Note: Editing an image stored internally in the database with an external editor does not modify the image data stored in DEVONthink Pro.

CONTEXTUAL MENU

Actual Size: Zooms the image so that it appears at its real size, calculated from the actual pixels and the resolution information contained in the image. All Pixels: Zooms the image so that one image pixel DEVONthink Pro uses Mac OS X's core equals one pixel on the screen. technologies to display images and videos; Copy Frame Link: Copies a URL linking to the therefore, it makes a very nice image and movie actual frame of the displayed video. viewer. Copy Image: Copies the current video frame as an You can scroll larger images using the scroll bars, image. the arrow keys, Page Down and Page Up, as well as Cut/Copy/Paste: Cuts, copies or pastes the the Space and Shift-Space keys. The navigation bar selected image or video. shows the current play time, clicking the navigation Edit: Opens the Edit panel. bar let's you enter a time and jump to that mark. Play/Stop: Starts playing the video or stops playing it. EDIT PANEL Rotate Left/Right: Rotate the image left and right. The image is saved in the lossless TIFF format. Double-clicking an imported image opens an edit Select/Deselect All: Selects or deselects the video. panel that allows you to do some basic image Set As Thumbnail: Makes the current frame the editing. The modified image is saved as losslessly thumbnail of the video (only available when the encoded TIFF file. video is not playing). Change the exposure. Undo/Redo: Revokes the last action or redoes it. Set white and black point. Zoom In/Out: Zooms in and out of the picture. Change gamma, saturation, contrast, and Zoom To Fit: Zooms the image so that it fits into brightness. the view/edit pane or the document window. Adjust sharpness. Zoom To Width: Zooms the image so that it Adjust sepia effect. appears exactly as wide as the view/edit pane or the document window. In addition, the panel offers a number of predefined image effects and lists available metadata contained in the image file itself.

Images (and PDF pages) can also be rotated using the Edit > Rotate menu commands, the toolbar, or the contextual menu.

TOOLBAR

For images and videos, DEVONthink Pro provides a set of tools that allows you to zoom the picture to whatever zoom factor you like, or to view the image

DEVONthink Pro 2.9.3 Documentation, page 76 PDFS

PDF views are similar to image views, but come with specialized options for viewing PDF documents. Also, PDF views support the Edit > Find commands.

SIDEBAR To add an annotation, select your annotation tool, The sidebar shows thumbnails of the pages within then "draw" it into the page. Double-click the the PDF document. Click a thumbnail, select that annotation to open the annotation panel which lets page, and scroll to it; hold the ⇧ or ⌘ keys to select you fine-tune your annotation. Depending on the multiple pages. Reorder pages by dragging a page type of annotation, you can change its attributes. to the new position and use Edit > Delete Selected Change the text color in the annotation panel; use Page(s) to remove the selected page(s). Use Edit the standard Fonts panel to change the font of a > Rotate to rotate PDF pages. Contextual menu selected text annotation. Drop other documents, commands, e.g., copy and paste, are available, too. files from the Finder, or URLs into the URL field to insert cross-links, paths, or URLs. You show and hide the PDF sidebar using the Show/ Hide Sidebar button in the PDF''s navigation bar. To move or delete an annotation, select it with the "select elements" tool. Position it with the mouse. Note: Only real PDF documents are editable; Press the Delete key or use Edit > Delete to remove it. converted (e.g. EPS, PostScript, or Adobe Illustrator files), Skim documents (PDF packages), and PDF previews generated by QuickLook are TOOLBAR & SHORTCUTS not editable. Annotate: Provides annotation tools. See also p. 77ff ANNOTATING PDFS Tool: Selects the editing mode. See also p. 77ff Delete Pages: Deletes the selected pages of a PDF You can use DEVONthink Pro to annotate PDF document. documents. To add or edit annotations, open the PDF document in a separate window (e.g., by Please find a list of shortcuts in the appendix. See double-clicking it). You will find all necessary tools in also p. 120ff the toolbar:

Tool: Switch between moving, selecting text, and CONTEXTUAL MENU selecting elements such as annotation post-it Actual Size: Zooms the image so that it appears at notes. its real size, calculated from the actual pixels and Annotate: Select your annotation tool of choice: the resolution information contained in the PDF. ellipsis, rectangle, post-it note, text rectangle, Add tag [word]: Tags the document with the line, arrow, and link. selected word (only available if the word is not already a tag of the document).

DEVONthink Pro 2.9.3 Documentation, page 77 Auto Size: Resizes the PDF automatically so that Cut/Copy/Paste: Cuts, copies, or pastes a PDF it always fits the size of the view/edit pane or the page. document window. Delete Selected Page: Deletes the selected page. Continuous Scoll: When checked, DEVONthink Insert Blank Page: Inserts a blank page into the Pro displays the pages of a mutli-page PDF like PDF. one long scroll. If unchecked, it displays the PDF Rotate Left/Right: Rotate a selected page left and page by page. right. Copy Page Link: Copies a URL to the clipboard Select/Deselect All: Selects or deselects all pages. pointing directly to the shown page of the Split Document: Splits the PDF at the selection document. into two documents. Delete Annotation: Deletes the selected Undo/Redo: Undo or redo the last action. annotations. Highlight: Highlights the selection. Using this command on a selection again removes the OFFICE DOCUMENTS, EMAIL, AND highlighting. OTHERS Link To: Marks the selected text as link and links Documents that DEVONthink Pro cannot render it to the item chosen in the sub-menu. This saves natively are displayed using QuickLook. But while you from having to create a link annotation first you have to press the Space bar in the Finder to open and then select the target in another step. a QuickLook head-up display, DEVONthink Pro Open Link in New Tab: Opens the selected link in a previews these documents directly in the view/edit new tab. pane like any other document format. Open Link: Opens the selected link. Previous/Next Page: Jumps to the previous or next page. Rotate Left/Right: Rotate the page left and right. Search selected phrase: Searches for the selected text as a phrase. See [word]: Opens a drawer with documents related to the selected word. See Related Text: Opens a drawer with documents related to the selected text passage (only available when more than one word is selected). Set Name As: Renames the document according to the selected piece of text. Among others, the following document types are Share: Shared selected text via the available OS X shown though QuickLook: sharing extensions (OS X Mountain Lion or later).. Single Page/Two Pages: Displays the PDF either as iWork documents (Pages, Numbers, Keynote) one page or as facing pages (like in a magazine). Microsoft Office and OpenOffice documents Zoom In/Out: Zooms in and out of the PDF. Mellel files (version 2.6 and higher) ... The PDF sidebar also offers commands for working with single pages: For some document formats the preview allows you to select and copy text, for other formats it doesn't. Copy Page Link: Copies a URL that points directly If DEVONthink Pro is able to interpret and convert to the selected page. the document format, you can use the Text View/ Copy Page Link: Copies a URL to the clipboard, Preview button in the navigation bar to switch to a pointing not only to the document itself but the text view that allows you to select, copy, and drag actual page. text.

DEVONthink Pro 2.9.3 Documentation, page 78 Note: The availability and quality of the preview, TOOLBAR as well as the possibility to select and copy For document previews based on QuickLook, text, depends solely on the source application. DEVONthink Pro offers a number of toolbar items, Developers can embed a QuickLook-compatible e.g., for accessing the Scripts menu, moving back and preview diectly into the files, or write a preview forth through the other documents contained in the plugin and add it to either the source application, same group or opening the document in its source or have you install it separately in ~/Library/ application. Also you can switch to full-screen mode. QuickLook. If a document that you want to view in DEVONthink Pro does not show a QuickLook Use Data > Open to open the document in a preview, please contact the maker of the source separate document window instead of in its source application and ask them to add QuickLook application. support.

DEVONthink Pro 2.9.3 Documentation, page 79 DRAWERS & SHEETS

In this chapter: When activated, DEVONthink Pro analyzes the contents of the selected document and compares See Also & Classify 80 it to all data stored in the database. From this Concordance 81 "knowledge," DEVONthink Pro gives you one or Smart group editor 81 both of the following lists. DEVONthink Pro uses drawers to display the results of the Classify and See Also functions that help you CLASSIFY file items and find relationships between items in The Classify function helps you file documents by the database. Drawers also show concordance lists making suggestions based on where you have filed of all words contained in a document. The Smart other documents. The Classify list shows which Group Editor, which appears in a sheet, allows you groups the selected document would fit into best. to create or modify a smart group (a.k.a. "saved It also lists the location of the group and a graphical search"). score that shows how sure DEVONthink Pro is about the suggested placement. The tooltip for any SEE ALSO & CLASSIFY entry in the list shows the full title and location for it. This part is only visible when the sorcerer's hat The See Also & Classify drawer appears when you button is used. select one (1) document in a main window and then To move the document to one of the suggested click the AI button (a small sorcerer's hat) in the groups, select the group and click Move To. navigation bar at the top of the view/edit pane. This Alternatively double-click the group. For your button is only available in views that have a view/ convenience, DEVONthink Pro preselects a single edit pane. group, or multiple groups if it is unsure. Drag the file into any item list to move it, e.g., into a main window. Use the ⇧ and ⌘ keys to select more than one target. This generates replicants.

Note: Any replicants of the document being moved are deleted. The document is only placed in the new locations, which allows you to precisely classify the document again without having to manually clean up old replicants.

SEE ALSO

See Also lists similar documents; thus, it helps you find information likely dealing with the same subject. The see-also list shows documents and/or It is also shown when you use the contextual menu selected text or topics within documents that are on selected text to show similar documents, e.g., similar to the selected one (when you have used the See [word]' or See related text, or when you select a contextual menu items or the document's topics topic from the topics pop-up menu in the document's pop-up menu). Like the classify list, this list shows navigation bar. the path to the document and a graphical score of To close the drawer, click the red close button.

DEVONthink Pro 2.9.3 Documentation, page 80 how sure DEVONthink Pro is about its decision. The CONCORDANCE tooltip for any entry in the list shows the full title and location for it. The Concordance drawer appears when you click the Concordance button in the document's To display a document in the drawer, select it. For navigation bar. It lists all words in that document your convenience, DEVONthink Pro always lists similar to the Concordance window. Select one or the original document at the top of the list. This way multiple words (with the ⇧ and ⌘ keys pressed) you can easily go back to the original document. in the drawer to highlight their occurences in the Double-click a document in the drawer to open it in document. a separate window; drag it into an item list to move it.

CONTEXTUAL MENU

Use the contextual menu on groups in the See Also & Classify drawer for more commands.

Open: Opens the selected item in a separate main window. Open in Tabs: Opens the selected item in a new tab. Open With: Opens the selected item in an external application. Launch URL: Opens the URL in the selected item's URL field. You can sort the list in the drawer by clicking the Copy URL: Copies the Internet location stored title of the column you want to use for sorting. Click in the URL field of the selected item to the the column title again to reverse the sorting order. clipboard. Double-click any word in the drawer to open the Reveal: Shows and selects the selected item. Search window with this word already filled in. Show in Finder: Shows the selected item in the Finder. To close the drawer, click the red close button. Move To: Moves the selected item to the group you select from the sub-menu. Replicate To: Replicates the selected item to the SMART GROUP EDITOR group you select from the sub-menu. The Smart Group Editor appears as a sheet when Duplicate To: Duplicates the selected item to the you either create a new smart group using Data > group you select from the sub-menu. New > Smart Group, when you right-click a smart Label: Changes the label of the selected item. group and choose Edit from the contextual menu, or Mark: Changes the check, lock, and read status of when you double-click a smart group. the selected item. Move All Instances To Trash: Moves all instances of the selected item to the trash, including all replicants (if any). Group: Creates a new group containing the selected item(s). Appears as Tag if the new group would be created in the Tags group.

DEVONthink Pro 2.9.3 Documentation, page 81 a "compound predicate," also called "branch". Predicates can be in/outdented and rearranged via drag-and-drop.

By adding more lines to a search and choosing between "All" and "Any" you graphically create a nested Boolean query with ANDs, ORs, and parenthesis.

In this sheet you set up a new smart group or edit an Example: To find all Microsoft Excel files use the existing one: condition Filename ... ends in ... xslx. To find items created in the last 7 days use the condition Search in: Select where you want this smart group Date to search. created ... is ... Last Week. List of search predicates: Build your list of search criteria (in search speak: "predicates") here. See PREDEFINED SMART GROUPS below. When you create a new database, DEVONthink Pro Ignore Diacritics: Check this to treat letters with adds a number of predefined smart groups for your diacritics, e.g., umlauts or accented characters, convenience: the same as their regular counterparts. All Images: Shows all images. Fuzzy: Check this to search "unsharp" terms, All PDF Documents: Shows all PDF documents. e.g., ignoring simple typos so that instances of Duplicates: Lists all duplicates. "Merkel" and "Merkle" are both found. Recently Added: Lists all documents added this The list of predicates consists of a list of blocks, week. each beginning with "All" or "Any", defining whether To Do: Shows all documents with visible but all (Boolean AND) or any (Boolean OR) of the unchecked state. contained predicates need to be true for the By default, the following smart groups are added to document to be returned as a result. Predicates the : themselves consist of the field to search (like sidebar "Content" or "Tag"), and the condition and the data Today: Shows all documents added or modified that needs to be matched. today. Yesterday: Shows all documents added yesterday. Note: In most predicates you can use wildcards, Unread: Shows all documents marked as unread. Boolean operators, phrases, and parenthesis, too. See also p. 128ff Note: Smart groups also filtering for date ranges are shown with a clock icon. Use the + and - buttons to add more predicates to your smart group or to delete them. Hold the ⌥ modifier key and click a ... button to create

DEVONthink Pro 2.9.3 Documentation, page 82 PREFERENCES

In this chapter: APPEARANCE

General 83 These options define some parts of the visual Editing 84 appearance. Import 85 Alternating row colors in views: Check to color Sorter 86 every second row in item lists differently. Media 86 Display number of items inside groups: Check to Colors 87 show the number of unread and read documents Web 87 contained in a group. Number will appear in RSS 88 parenthesis after group names. If this option is Sync 89 unchecked, news feed still show the number of Backup 90 unread items. Update 91 Highlight Internet links in views: Check to show link documents marked in blue and underlined in The Preferences window, which you open by item lists. selecting Preferences in the application menu, Mark duplicates and replicants in color: Check to is the place to go to change global settings for highlight duplicates marked in blue and replicants DEVONthink Pro. In addition to global settings, marked in red in most views. When unchecked databases also have separate settings in their duplicates and replicants are marked with file Database Properties window that you open using property icons. File > Database Properties.

There is also a number of hidden preferences, LABELS intended for customer support, but maybe useful for you, too. See also p. 132ff Choose how you would like labels to be shown in lists.

Classic: Tints the group/document icon (like on GENERAL Mac OS 9). Modern: Puts the group/document name in a colored bubble (like on older versions of OS X). Dots: Shows a colored dot in the list (like on OS X Mavericks).

INTERFACE

These options define some parts of how you interact with the user interface.

Hide 'Groups & Tags' panel when inactive: Check to hide the Groups panel in applications other than DEVONthink Pro. Use the General tab to set the general settings for Open contents after using 'New with Clipboard': the user interface. Check to let DEVONthink Pro switch to newly added items after adding them using Data > New > With Clipboard or via the Dock menu.

DEVONthink Pro 2.9.3 Documentation, page 83 Always open groups in a new window: When GENERAL checked, double-click a group to open it in a Display PDF attachments of rich texts: Show the separate window. When unchecked, double-click content of PDFs attached to RTF documents. the group to make it the new root of the current Check spelling while typing: Spell check window. Use Go > Top Group and Go > Enclosing everything you write all the time. Group to go up the groups hierarchy again. Check grammar with spelling: Check the grammar Retain view: When the above option, Always when checking the spelling. open groups in a new window, is unchecked, the Correct spelling automatically: Correct misspelled actual view settings are maintained when you words automatically. navigate the group structure instead of the Smart quotes: Use curly quotes instead of simple group's individual settings being applied. English ones. Enable tabbed browsing: When checked, click Smart copy/paste: Insert or remove spaces before with pressed a link in web, PDF or text views ⌘ and after cut or pasted text. to open it in a new tab. When unchecked or the ⌘ Smart links: Detect web addresses and turn them modifier key isn't pressed, documents are opened into clickable links automatically. in the same view, in the default application or in Smart dashes: Convert characters, e.g., two new windows. hyphens into a proper dash. Data detectors: Detect dates, times or addresses FONTS in text, and show possible actions when the Use List Views Font and Column View Font to set the mouse cursor moves over them (Mac OS X 10.6 font DEVONthink Pro uses for displaying item lists or later). in list and column views. Text replacement: Use the system-wide text replacements when editing text (Mac OS X 10.6 Note: Hold the Option key to restore the ⌥ or later). default fonts.

AUTHOR, RULER UNITS AND FONTS

EDITING Author: Enter your name. It will be used as default for metadata, e.g. for new rich text documents or PDF annotations. Ruler Units: Select your personal preference for ruler units such as centimeters or inches, points or picas. Plain/Rich Text Font: Select your preferred fonts for new plain or rich text documents. Note: By their nature, plain text documents are always displayed in the font selected, whereas rich text documents can be styled any way the author wants.

FULL SCREEN

Full Screen: Select your preferred font for reading and editing plain text files in full screen mode. By their nature, rich text documents are always The Editing tab defines all options that fine tune displayed using their own styles also in full screen DEVONthink Pro's text editing behavior, from the mode. ruler units to WikiLink templates to summarization options.

DEVONthink Pro 2.9.3 Documentation, page 84 Background: Choose a background color for the IMPORT full screen mode. This setting only affects the background of plain text files and the border to the left and right of rich text documents. By their nature, rich text documents bring their own background color and so don't use the color you set here. Text: Choose a text color for the full screen mode. Width: Choose a width for displaying documents in full screen mode as a percentage of the screen width. Use this setting if the presentation in full screen mode appears too wide on a large screen.

WIKILINKS

WikiLinks: Check Automatic if you want to make every word that is also the name of Here you decide which file types DEVONthink Pro another document or group in the database imports and how those files will be named in the automatically link to the document of the database. same name (WikiLink). This mechanism can be restricted to not link to groups, as well as to only FILES accept meshed words. (For example, words with These options define whether DEVONthink Pro a capital letter in the middle like "QuickTime"; imports files of a given type when you import this is the classic WikiLink method to distinguish folders using File > Import or via drag-and-drop. between regular words and links.) Check Open new documents in separate windows to open a new : Select all the file types you want window when you click a WikiLink, instead of DEVONthink Pro to recognize when importing switching to the linked document. folders. DEVONthink Pro always imports every Template: Enter a template text here. This will file you import manually. be used to create a new document when you Encoding: Choose the default encoding for make text a link that does not point to an existing plain text documents. Select Automatic to let document yet. You can use various placeholders DEVONthink Pro choose the best encoding. to automatically insert text--the current date and Other file types: Check to import files of a type time, for example. unknown to DEVONthink Pro. QuickLook and Spotlight are used to access and display the contents of the file. SUMMARIZATION

Select whether you wish DEVONthink Pro to TITLES calculate summaries from sentences or from whole paragraphs. Select how you want DEVONthink Pro to name imported documents: with file name extensions, without file name extensions, or by using localized display names (for example, on a German system the "Applications" folder would appear as "Programme").

DEVONthink Pro 2.9.3 Documentation, page 85 NEW NOTES To change the hotkeys for taking a new note or copying a selection, click the Click to record shortcut Check Select (and display) automatically to button, then press the hotkey that you want to automatically select and display the last note you use. Press the Escape key to cancel recording a new have taken. shortcut. When the Sorter is not running, this hot key opens the Take Note panel. DESTINATION

Choose the default destination where data is stored HIDER SORTER IN FULL SCREEN that's coming in from bookmarklets, DEVONagent This lists shows all full screen applications that Pro, news feeds, (external) scripts, or services. Sorter is tracking. Add other applications using the Select group: A group selector is shown that lets + button, and check or uncheck applications to hide you choose the destination. The group selector Sorter when the application is going to full screen appears as a black panel floating on top of all mode. other windows. It does not bring DEVONthink Reset the full screen settings to make DEVONthink Pro to the front. Use it to select the group where Pro "forget" all remembered applications. you want to file the items and add tags. Global inbox: The data is stored in the global inbox. Click Start or Quit to start or quit the Sorter Inbox of current database: The data is stored in manually. the inbox of the current active database. MEDIA SORTER

The Sorter preference allows you to assign a hotkey for capturing a selection into the inbox of the Sorter, as well as a hotkey for taking a new note, showing In the media preferences, you tell DEVONthink Pro the Sorter at login, and starting or quitting the how to handle multimledia files, images, PDFs and Sorter manually. See also p. 27ff other documents for which DEVONthink Pro can create thumbnails.

AVAILABILITY, HOTKEYS The following options are available:

Check Start Sorter at login to start the Sorter Movies: Check Create thumbnails if you want immediately after you log in. Check Visibility: Full DEVONthink Pro to create thumbnails for to make the Sorter tab fully visible, or uncheck it to imported or indexed QuickTime movies. Movie make the tab fade when the mouse pointer is moved documents without thumbnails will appear with off it. a generic icon, while movies with thumbnails show miniature views of their content. Check Play automatically to play QuickTime movies

DEVONthink Pro 2.9.3 Documentation, page 86 automatically when you display them, and check WEB Loop if you want to play the clips in a loop. You can also choose a background color for viewing movies. Images: Check Create thumbnails if you want DEVONthink Pro to create thumbnails for imported or indexed images. Check Generate from actual image to ignore thumbnails embedded into the image files and let DEVONthink Pro generate the thumbnails from the actual image. Choose a background for viewing images using the standard Mac OS X color chooser, and choose a default zoom factor. PDF & PostScript documents: Check Create thumbnails if you want DEVONthink Pro to create thumbnails for imported or indexed PDF and The web preferences resembles the settings of most PostScript files. Choose the default display mode web browsers. Use these preferences to define how for windowed and full screen modes and set the DEVONthink Pro's displays web documents and background color for viewing PDFs. "live" web pages. Create Thumbnails: Check Web Archives, Formatted notes, Bookmarks, or Other files if you want DEVONthink Pro to try to create WEB CONTENT thumbnails for these file types. These settings define how DEVONthink Pro treats special web contents: COLORS Enable ...: Check these options to use installed third-party plug-ins, (such as Flash or RealPlayer plug-ins), and to run Java applets or JavaScript scripts contained in, or linked to, a web page. Block ...: Check Block pop-up windows to block pop- up windows, which are often advertisements; check Only automatic JavaScript windows to block only pop-up windows opened by JavaScript. Uncheck this option if the web page you're visiting uses pop-up windows for actual content. (Some web content management systems do this.) Check Block zooming to keep web sites Here you can name and choose the seven label from automatically zooming windows to full size. colors DEVONthink Pro uses to mark documents Check Block advertisement to block common inline and groups, as well as set seven colors you can use advertisements provided by some search engines. to highlight text. Zoom text only: Check to zoom only the text and uncheck to use Safari 4-style zooming.

DEVONthink Pro 2.9.3 Documentation, page 87 IMAGES TEXT ENCODING

These settings define how DEVONthink Pro Select your desired text encoding for displaying web displays graphics in web pages: pages. Automatic tries to choose the best available encoding. If this does not work for you, choose a Display images when the page opens: Check this more appropriate text encoding for your language option to diplay web pages with images. Just group. remember, if unchecked, you may miss some information. Animate images, Loop animation: Check these RSS options to run web graphics animations and to run animated graphics in a loop.

ACCEPT COOKIES

Cookies are little text files with information that web pages store on your computer use to recognize you as a returning customer, among other things. While most cookies are harmless, you may want to control what is being stored on your hard disk. DEVONthink Pro comes with built-in RSS Always: Accept all cookies. capabilities that enable you to add RSS feeds to your Never: Don't accept any cookies. database and have DEVONthink Pro update them Only from sites you navigate to: Accept cookies, automatically. but only from web sites you navigate to (not from RSS feeds are represented in DEVONthink Pro other sites, such as ad trackers). like smart groups, which update themselves with Delete cookies on quit: Delete all stored cookies content from the Internet. You create these feeds when you quit DEVONthink Pro. with Data > New > Feed and use them like any other group. FONTS Use the RSS preferences to define how often Set the fonts you want to use for displaying web DEVONthink Pro checks for new articles, whether pages; set separately for variable-width and fixed- to skip duplicates when updating feeds, when to width text. remove older articles, and which CSS style sheet Note: Hold the ⌥Option key to restore the to use for displaying the articles. Unread or locked default fonts. articles are never automatically removed. Check Also unread articles to also remove unread articles when cleaning up, and check STYLE SHEET Convert categories to tags to tag imported articles automatically if the You can further control the way DEVONthink Pro feed contains categories. displays web pages by applying a CSS style sheet DEVONthink Pro comes with multiple styles that changes the rendering on the fly. for displaying feed articles. You can use your Click Select and choose your style sheet to apply own RSS stylesheets by placing them into "~/ it to DEVONthink Pro's integrated web browser. Library/Application Support/DEVONthink Pro 2/ Note: This is for experts since it modifies how all StyleSheets". web pages are displayed and can lead to undesired effects.

DEVONthink Pro 2.9.3 Documentation, page 88 SYNC Synchronize label names & colors: Check if you want to bidirectionally synchronize label names and colors using this location. Synchronize database properties: Check if you want to bidirectionally synchronize the database's properties using this location. Synchronize content of indexed files: Check if you want to synchronize the content of indexed files using this location. If you uncheck this option only the metadata about the document will be synchronized. In this case the document can only be downloaded from another device participating in the sync through a direct connection but not from the sync store (which only contains the metadata). Verify uploaded items: Check to verify all DEVONthink Pro allows you to keep multiple copies uploaded items to make sure that they're intact. of your databases on multiple Macs and iOS devices Usually only necessary on very instable network running DEVONthink To Go 2.0 in sync. Use these connections or in case you experience troubles options to control which databases are synced with defective files. how often with which locations. Learn more about Use the tools below the locations list for more synchronization and how to set it up in a separate options: part of this documentation. Add: Click the + icon to add locations not listed by LOCATIONS default, e.g. to create a local sync store. Remove-: Select a location and click - to remove The first column lists all sync locations you have set the location. up. In addition it lists available direct connections Info: Select a location and click to show and and templates for quickly setting up new locations. change the location properties. Active locations are checked, locations not yet set Action: Select a location and click for further up are shown in grey. options including revealing local sync stores in Check any location to activate it. If it is not yet set the Finder, verifying their consistency (hold the up, DEVONthink Pro will show a sheet requesting ⌥ Option key to verify throroughly), or cleaning all necessary details. Only a subset of the following the location. fields is shown, depending on the nature of the sync These commands are also available via the location: contextual menu.

URL: The URL of your WebDAV volume including Note: You can also add existing local sync stores path to the folder where the sync store is location (packages with the file name extension .dtCloud) or shall be created. by dragging them into the locations list, User name: The user name of the service. DEVONthink Pro's Dock icon, or by simply Password: The password of the service or set on double-clicking them. the host for a direct connection. Sync Store Name: The name of the sync store. To DATABASES access an already existing sync store make sure to enter the name correctly. The second column lists all currently open Encryption password: The password used databases as well as all databases available to encrypt the sync store with AES 256 bit remotely in the selected location. Show or hide encryption. remote databases by clicking the Remote list header.

DEVONthink Pro 2.9.3 Documentation, page 89 Check any database that you want to have BONJOUR OPTIONS synchronized using the selected location. If the database is also already available through the location, both versions of the database will be merged and conflicts solved using the chosen conflict solving strategy (see below).

Use the tools below the locations list for more options:

Import: Select a remote database and click to download the data of the database and save Click the button Bonjour Options to control if it locally. The database will be automatically and how other instances of DEVONthink or configured to sync with this location. DEVONthink To Go can connect to your Mac. Your Sync: Select a checked database and click to Mac becomes the sync host or sync server, the other manually sync the database with this location. devices the clients. Refresh: Refreshes the list of remote databases. Enable incoming connections: Check to let other Action: Select a database and click for further devices connect to your copy of DEVONthink Pro options including verifying its consistency (hold and synchronize. the ⌥ Option key to verify throroughly) or clean Open databases automatically: Check to open the database. databases automatically if the connecting side (client) requests it. OPTIONS Port: If needed you can change the IP port number used for incoming connections. Leave empty Change the general sync settings affecting all to let DEVONthink Pro choose the best port locations and databases below the two lists: number for you (recommended). Synchronize: Choose if you want to synchronize Password: Set the password necessary to automatically, manually, or in fixed intervals. connect to your instance of DEVONthink Pro Max. Connections: Choose the maximum number (mandatory). This password is also used for of connections DEVONthink Pro should open. AES-256-encrypting the connection at all times. The faster your internet connection the higher you can usually go. The recommended value is 16. Conflicts: Choose how to solve the conflict if an BACKUP item was changed both locally and remotely. Use latest document lets the version of the document 'win' which was changed last. Duplicate documents keeps both versions of the item and lets you deal with them later.

Note: Dropbox and box.com locations always use only 8 connections. If you experience problems with these locations you might want to reduce the maximum number of connections to 4 or less. DEVONthink Pro comes with a simple backup function that backs up the database index on a regular bases. These options define how often DEVONthink Pro will back up indexes.

The backup automatically duplicates all important database files and moves the duplicates into a folder(s) named "Backup(.x)" within the

DEVONthink Pro 2.9.3 Documentation, page 90 DEVONthink Pro database folder/package. Select UPDATE how often you want to have the backup created-- never, daily, weekly, or monthly--and how many copies of the index your want DEVONthink Pro to keep. Of course, you can create a backup at any time using Tools > Backup & Optimize.

These options do NOT backup the whole database to a secure location; they simply make sure there's a copy of the index files in case the index get corrupted. To back up your complete database, use Time Machine or a third-party backup software. Change the settings in this tab to define when DEVONthink Pro also comes with a number of you want DEVONthink Pro to check for new handy scripts that export your database as files and versions: never, on startup, daily, weekly, or monthly. folders (independent from DEVONthink Pro). See DEVONthink Pro only performs checks for updates also p. 94ff when the computer is connected to the Internet.

Click Check Now to immediately check for a new version.

Note: Disable the check for new versions when your network connection is unstable and you experience long delays when opening DEVONthink Pro. The Update pane is not available if you have purchased DEVONthink Pro from the Mac App Store.

DEVONthink Pro 2.9.3 Documentation, page 91 SCRIPTS

In this chapter: Other ways to use AppleScript for extending and integrating DEVONthink Pro are triggered Introduction 92 scripts, folder actions, droplets, and PDF Services Installation 93 scripts. You will find descriptions of the scripts that Internal scripts 93 come with DEVONthink Pro in the corresponding Browsers, email, and more 96 sections of this chapter. Triggered scripts 97 Toolbar scripts 98 INTEGRATING OTHER APPLICATIONS Droplets, folder actions, mail rules, PDF Services 98 In addition to the scripts that you use inside More examples 99 DEVONthink Pro, Mac OS X features a global Automator 100 scripts menu that gives you access to certain scripts from any application on your Mac. When activated, DEVONthink Pro comes with a fully loaded it appears at the right side of the menu bar (along AppleScript dictionary that allows you to automate with other menu extras such as the AirPort signal almost every aspect of the application. Use the strength or the Spotlight icon). It appears with a black included add-on scripts and Automator actions to stylized S icon. perform seldom-used, but useful, functions. Or, use the included scripts and actions as templates for Note: By using folders named after applications your own scripts and workflows. inside the "~/Library/Scripts/Applications" directory, it is also possible to make scripts application-specific. Such scripts will appear at INTRODUCTION the top level of the global script menu when that application is active in the desktop window. This DEVONthink Pro features one of the largest removes clutter and shows only scripts that make AppleScript dictionaries of all Mac OS X sense in the current application. applications. These scripts make it possible to automate nearly every aspect of the application, and DEVONthink Pro already comes with a number to integrate the application with almost every other of scripts that you can access conveniently from application supporting AppleScript. the global script menu. DEVONthink Pro asks to install them whenever you update the application, or you can (re-)install them manually by selecting EXAMPLE SCRIPTS DEVONthink Pro > Install Add-ons. They will be To make it easier for you to start with scripting, installed in "~/Library/Scripts/Applications/ we deliver a slew of scripts with DEVONthink Pro " and only apply for the user currently that you can access in the Scripts menu (which logged in. Also, they only show up in the script menu shows a stylized S symbol as its title instead of the when the application for which they are designed is word Scripts). These scripts interact directly with a the front-most application (the one that currently selected group or document, or create documents populates the menu bar). themselves. In addition, the smart template are To activate the global script menu, do the following: based on AppleScript scripts. All scripts delivered with DEVONthink Pro are useable in everyday Open the AppleScript Utility (located in "/ work, and are not simple example templates that Applications/AppleScript"). need to be tinkered with first. Check Show Script Menu in menu bar.

DEVONthink Pro 2.9.3 Documentation, page 92 Uncheck Show Library scripts if you only want to see AppleScript: The Definitive Guide the scripts you have installed yourself. To install your own scripts (such as the scripts that INSTALLATION come with DEVONthink Pro), copy them into the folder "~/Library/Scripts". You can use sub-folders All add-on scripts that come with DEVONthink Pro to structure them in any way you like. are automatically installed or updated when you open a new version of DEVONthink Pro for the first DEVONTHINK PRO'S DICTIONARY time. You can, however, manually (re-)install them by choosing DEVONthink Pro > Install Add-ons DEVONthink Pro includes a large dictionary with commands, objects, and methods you can use for The scripts are installed in a number of locations: writing scripts that interact or extend DEVONthink Application Scripts: These scripts are installed in Pro. To view the dictionary, open the Script Editor "~/Library/Scripts/Applications/" and can be used application (by default located in "/Applications/ from the global script menu. See also p. 96ff AppleScript"), select File > Open Dictionary and DEVONthink Pro Scripts: These scripts are choose DEVONthink Pro in the appearing window. installed in "~/Library/Application Support/ You can also add DEVONthink Pro to your Script DEVONthink Pro/Scripts" and can be used from Editor library. Select Window > Library, click the + DEVONthink Pro's own script menu. See also p. button and choose DEVONthink Pro. This way you 93ff keep DEVONthink Pro's dictionary at hand. PDF Services Scripts: These scripts are installed in "~/Library/PDF Services/." They extend the PDF button in any application's print dialog. See also p. TALKING TO DEVONTHINK PRO 99ff In AppleScript you "talk" to programs like DEVONthink Pro using a "tell" statement, referring to the application either by its name or its INTERNAL SCRIPTS identifier. This might become incompatible with a The internal scripts menu of DEVONthink Pro, future version of DEVONthink Pro so we strongly located to the left of the Help menu (in DEVONthink recommend to refer to this application using the ID Pro's menu bar), gives you access to a large number "DNtp", like in the following statement: of pre-made scripts and Automator workflows that tell application id "DNtp" [...] end tell extend DEVONthink Pro with additional, more specialized commands and functions. LEARNING APPLESCRIPT More scripts are available as extras. See also p. 68ff This documentation is not an AppleScript language guide. Please refer to Apple's AppleScript web Of course, you can easily modify all these scripts site, other online resources, or introduction and using the AppleScript Editor (and the workflows reference books for more information on the using Automator) or add your own scripts and AppleScript language. Here are some links for you: workflows to the menu. They are located in "~/ Library/Application Support/DEVONthink Pro/ The Ultimate Beginner's Guide to AppleScript Scripts". Open this folder in the Finder with Scripts > AppleScript, the Language of Automation Open Scripts Folder. MacScripter ScriptWeb Keyboard shortcuts: If you want to add keyboard shortcuts to scripts in this menu, either use TECsoft Hands-On Trainings the System Preferences or add the shortcut Scripting Matters Trainings description to the file name of the script in "~/ AppleScript for Absolute Starters (free PDF book) Library/Application Support/DEVONthink Pro/ AppleScript: The Missing Manual Scripts" or "~/Library/Scripts". Example: "eMail

DEVONthink Pro 2.9.3 Documentation, page 93 Current URL (Mail)___Cmd-Alt-M.scpt". The naming Modification > Creation Date: Sets the creation convention is three underline characters followed date of the selected items to their modification by the shortcut description. "Cmd" stands for the dates. ⌘Command, "Alt" for the ⌥Option, "Ctrl" for the Touch Creation Date: Sets the creation date and ⌃Control, and "Shift" for the ⇧Shift keys. time of the selected items to the current date and time. Caching: All scripts in this menu are cached and therefore their properties are persistent until you quit and relaunch the application or DEVONthink DOWNLOAD Pro automatically updates the menu, e.g. after Images of Page: Adds the images of a displayed adding or removing scripts. web page to the database. Note: If you have modified the contents of Linked Images of Page: Adds linked images of a the script menu and want to go back to the displayed web page to the database. default set, delete the Scripts folder in "~/ Links of Page: Adds links contained on a displayed Library/Application Support/DEVONthink web page to the database. Pro/". DEVONthink Pro will recreate this folder, Create Offline Archive: Creates an offline version including it's content, the next time you launch of a displayed web page. the application. EDIT

COMMENTS Count Characters: Counts the characters in the Assemble: Collects the comments of the selected current selection. documents and creates a new document listing Count Words: Counts the words in the current them. selection. Speak: Speaks the comments of the selected documents. EXECUTE

AppleScript: Executes an AppleScript script. DATA Perl: Executes a Perl script. Convert to Tags: Converts the tag contained in the Shell: Executes a shell script. comments field to real tags if the comments field of the selected document contains tags separated EXPORT by commas. See also p. 121ff The following scripts provide some seldom-used Move Duplicates to Trash: Moves all duplicates of export functions and help you create backups of the selected document to the trash. your database (for copying them to external media Find & Remove Similar Contents: Finds and such as CD-R or JungleDisk). removes similar documents. Group With Duplicates: Creates a group with Listing: Saves a UTF-8 text file containing a text duplicates of the selected documents. listing of the names of all contents/groups of the Group With Replicants: Creates a group with current database. replicants of the selected documents. Daily Backup Archive: Creates a backup of the database in "~/Backup". All backups are named after the current date so that multiple backups DATES are kept. Creation > Modification Date: Sets the To JungleDisk: Exports all items in the database modification date of the selected items to their as a Zip archive and copies the backup archive to creation dates. your JungleDisk. Please note that for this script to work, your JungleDisk needs to be named "JungleDisk".

DEVONthink Pro 2.9.3 Documentation, page 94 FEEDS Note: While these scripts work with PDF documents it is not advisable to do so. The DEVONthink Pro can be used as a news feed reader. functions only act on the first page of a multi- To work with news feeds, use the dedicated feed page PDF; the resulting document will contain document type. the first page only. The following scripts demonstrate additional methods of how DEVONthink Pro can directly IMPORT plug into live information sources by the use of AppleScript. These scripts demonstrate DEVONthink Pro's ability to import data from various sources, Apple -- Hot News: Creates an HTML document including web sites. with Apple's Hot News. Nature -- Hubble News: Downloads the latest Astronomy Picture of the Day: Imports the Hubble news. Astronomy Picture of the Day. iTMS -- Added Albums: Downloads covers of Daily Dilbert: Imports the Daily Dilbert. albums recently added to the iTunes Music Store. Del.icio.us: Imports your del.icio.us bookmarks. The descriptions are used to name the imported bookmarks; the notes and the tags are added to FORMAT the comments. If the does not contain a Body Normal: Formats selected text as "Body key for del.icio.us, dialogs pop up allowing you to Normal". enter the user name and password. Body Small: Formats selected text as "Body Small". Man Page: Imports a UNIX manual page as a PDF Header Capitalized: Formats selected text as document. "Header Capitalized". Mars Explorer Rover Mission Im.: Imports Mars Header Normal: Formats selected text as "Header Explorer Rover Mission Images. Normal". Perldoc: Imports the documentation of Perl pages, Header Secondary: Formats selected text as modules, functions, or programs. "Header Secondary". Phone List: Imports all phone numbers from Source: Formats selected text as Source. Contacts. Reset Spacing: Resets the line and paragraph The following scripts import chatlogs and call logs spacing of selected rich text. from popular instant messaging clients as well as from your mobile phone: IMAGES Adium Chatlogs: Imports all your chatlogs from Copy Info to Comment: Copies basic image info to the Adium instant messaging client, converts the comment field. them to readable HTML, and stores them in Flip Horizontal / Vertical: Flips the image your database. The Contacts applications is used horizontally/vertically. to resolve instant messaging account names if Rotate Left / Right: Rotates the image left/right. possible. Landscape to Portrait: Rotates only landscape iChat Chatlogs: Imports your iChat chatlogs. images to portrait. Portrait to Landscape: Rotates only portrait REMINDERS images to landscape. Scale to 1024 pixels wide: Scales the image to Add as Event to Calendar: Adds a new event to 1,024 pixels wide. Calendar or iCal linking back to the selected item Scale to 1024 pixels: Scales the image to 1,024 in DEVONthink Pro. pixels. Add as To Do to iCal: Adds the selected item as a Scale to 200%: Scales the image to 200 percent. to-do item to iCal. Scale to 50%: Scales the image to 50 percent. Add as To Do to OmniFocus: Adds the selected item as a to-do item to OmniFocus.

DEVONthink Pro 2.9.3 Documentation, page 95 Add as To Do to Reminders: Adds the selected THUMBNAILS item as a to-do item to Reminders. Flip Horizontal / Vertical: Flips the thumbnails of Add as To Do to The Hit List: Adds the selected selected documents horizontally/vertically. item as a to-do item to The Hit List. Rotate Left / Right: Rotates the thumbnails of Add as To Do to Things: Adds the selected item as selected documents left/right. a to-do item to Things. Landscape to Portrait: Rotates only landscape thumbnails to portrait. RENAME Portrait to Landscape: Rotates only portrait Add Prefix: Adds a prefix to the titles of selected thumbnails to landscape. documents. Note: While these scripts work with all image Add Suffix: Adds a suffix to the titles of selected formats including PDF, they should not be used documents. for PDF documents. They will only work on the Append Selected Text: Appends the selected text first page of the PDF and destroy all embedded to the title of the currently selected item. metadata. Replace Text: Replaces a text passage in the titles of selected documents. ABOUT THIS MENU Selected Text: Sets the title of the currently selected item to the selected text. Shows an information dialog window about the To Subject: Sets the titles of the selected Scripts menu. documents to the subject lines of the email messages if the selected documents are email BROWSERS, EMAIL, AND MORE messages. To Webpage Title: Sets the titles of the selected AppleScript is perfectly suited for integrating documents to the names of the web pages different applications, interchanging information, pointed to by their URL fields. and creating workflows. DEVONthink Pro comes with a number of scripts that copy information SHEETS from other applications, like Safari or Mail, to DEVONthink Pro. You may use these scripts as a Even though DEVONthink Pro is not a spreadsheet template for connecting DEVONthink Pro to your application, it does have scripts that implement own applications. basic sum and mean value functionality for sheets. To install these scripts automatically, select Add Multiple Records: Adds up to 999 empty DEVONthink Pro > Install Add-ons, check Application records to a sheet. Scripts and DEVONthink Pro Scripts, and click Install. Column Sum&Mean Value: Calculates the sum You access them via the global script menu extra. and average of a table column. Row Sum&Mean Value: Calculates the sum and Note: The application-specific scripts (put into average of a table row. subfolders of "~/Library/Scripts/Applications") Check sums in last column: Checks the sums in the appear only within the application they were last column on validity. designed for (see introduction). To see them, activate their designated application, e.g., by TOOLBAR bringing one of its windows to the front. The other scripts are located in a submenu named By default this contains no scripts. Add your own "DEVONthink Pro". scripts here and also to the toolbar of main and search windows using View > Customize Toolbar.

DEVONthink Pro 2.9.3 Documentation, page 96 WEB BROWSERS the sender's address. The scripts importing message attachments also add the sender's email address These scripts import elements from a displayed to the URL field. Both Add mailbox(es) scripts also web page in Safari, Google Chrome, Firefox, or recursively import mailboxes inside the selected DEVONagent to DEVONthink Pro. mailboxes and rebuild the mailbox hierarchy within Add abstracts to DEVONthink Pro (DEVONagent a group named Entourage Mail or Apple Mail in the only) currently open DEVONthink Pro database. Add linked images to DEVONthink Note: Not all scripts are available for all email Add linked images to DEVONthink's downloads applications. Add links to DEVONthink's downloads Add tabs to DEVONthink (DEVONagent and Safari) OTHER SCRIPTS

Note: Not all of these options are available for all The remaining scripts designed for the script browsers. menu extra allow you to copy selected text to your database, or to create a link to the front-most The scripts add the currently displayed page or document. They're grouped in the DEVONthink Pro image, the selection or the text of the current page, sub-menu. the linked images of the current thumbnail gallery, or the links of the current page from your browser Copy Selection: Copies the selected text and to DEVONthink Pro or its download manager. creates a new plain text document in the default destination. Link to current document: Indexes the front- EMAIL APPLICATIONS most document (for example, a PowerPoint Note: If you are interested in pro-grade email presentation or an Excel spreadsheet) and archiving, please also look at DEVONthink places the indexed document in the default Professional Office that comes with far more destination. This is handy when you are working advanced email archiving functions than on a document and want to quickly place a DEVONthink Professional. reference to it in DEVONthink Pro. You can drag messages from Apple Mail to DEVONthink Pro to import them. In addition, you TRIGGERED SCRIPTS can use the provided scripts or just transfer selected text to DEVONthink Pro by using the Services menu. Triggered scripts are AppleScripts that you attach to DEVONthink Pro comes with scripts for Apple Mail, an item in DEVONthink Pro (a group or document) Microsoft Entourage, and Microsoft Outlook 2011. and that are executed each time you display this DEVONthink Pro provides the following scripts: item (like selecting it in Split view). Items with attached triggered scripts show an AppleScript icon Add message(s) to DEVONthink behind their name. Add mailbox(es) to DEVONthink Add attachment(s) to DEVONthink Using triggered scripts, you can bring your items Add message(s) & attachments to DEVONthink to life and let them act intelligently on various parameters. Examples for triggered scripts can be They are located in the respective subfolder for found in the folder "Extras/Scripts/Triggered" on their target application and copy selected messages, the DEVONthink Pro disk image. mailboxes, attachments, or both messages and their attachment from Apple Mail, Microsoft Entourage, or Outlook to the currently open DEVONthink Pro database. If possible, they set the creation and modification dates of the imported messages to the receipt date and the URL field to

DEVONthink Pro 2.9.3 Documentation, page 97 ATTACHING A TRIGGERED SCRIPT with DEVONthink Pro on the disk image in "Extras/ Scripts/Droplets". Basically, droplets do what their Besides creating scripts that attach themselves to name suggests: an item, you can attach them manually by doing the following: Import Droplet: Imports files and folders dropped onto droplets. Select the document you want to attach a script to. Import Index Droplet: Indexes files and folders Open the Info panel ('Tools > Show Info'). dropped onto it. Click Select next to the Script field and select the script to attach. Using droplets: Place a droplet anywhere you like and optionally drag it to the Dock. Then, drag files REMOVING A TRIGGERED SCRIPT and folders onto the droplet icon in the Finder or the Dock to trigger desired action. To remove a triggered script from an item, do the following: FOLDER ACTIONS Select the item you want to remove the triggered Folder Actions are scripts that you can attach to script from. folders in the file system and that act on all items Open the Info panel ('Tools > Show Info'). you add to these "hot folders." DEVONthink Pro Select the contents of the Script field and delete it. comes with three folder action scripts that you can install using the DEVONthink Pro > Install Add-Ons TOOLBAR SCRIPTS menu option: DEVONthink -- Import: Imports files into your You can also write scripts that you add to any databases. toolbar of a DEVONthink Pro window. This way you DEVONthink -- Import & Delete: Imports files into can extend DEVONthink Pro's functionality nearly your database, and moves the files to the trash endlessly. afterwards. To add a toolbar script place the script into the DEVONthink -- Import to selected group: Imports folder "~/Library/Application Support/DEVONthink files to the currently selected group. Pro 2/Scripts/Toolbar" (where "~" represents DEVONthink -- Index: Adds references to the files your home directory). To navigate to this folder to your database. visit the Go menu in the Finder with the ⌥Option DEVONthink -- Index to selected group: Adds key held which makes the "Library" menu item refrences to the files to the currently selected visible. Then right- or ⌃Control-click the toolbar of group. a DEVONthink Pro window and choose Customize Attaching a folder action: To attach a folder action Toolbar. Drag your script into the toolbar. script to a folder, do the following:

Right-click the folder. DROPLETS, FOLDER ACTIONS, Select Attach a Folder Action from the contextual MAIL RULES, PDF SERVICES menu. Select the folder action script you want to attach DROPLETS and click Choose.

Droplet are little AppleScript applications that allow Manage folder actions: To manage all your folder you to run actions based on files or folders dropped actions, right-click a folder and choose Configure onto them. You can create them easily using the Folder Actions (Mac OS X 10.5) or Services > Folder AppleScript editor; some useful examples come Actions Setup (Mac OS X 10.6) from the contextual menu. Use the Folder Actions Setup utility to see which folders have scripts attached, and to remove folder actions from folders.

DEVONthink Pro 2.9.3 Documentation, page 98 MAIL Then, select the destination group for the document, if necessary, and click OK. Using rules in Apple Mail you can automatically process incoming messages, e.g., move them to Note: This requires an installed printer to work another mailbox or mark them as read. In addition properly. you can process them with scripts that archive them or their attachments in your database, etc., (and add the email address of the sender to the URL field of MORE EXAMPLES the created document). DEVONthink Pro provides Some of these scripts do things that have already the following scripts: been implemented as "real" commands in Mail Rule - Add messages to DEVONthink Pro DEVONthink Pro; others are functions you will Mail Rule - Add attachments to DEVONthink Pro seldom use. These scripts are intended as examples, Mail Rule - File messages & attachments yet all can be of real use.

To use these scripts, do the following: Create Contacts: Copies all entries of the Contacts application to DEVONthink Pro, like File > Import Open the "Scripts/Mail" folder on the > Addressbook. DEVONthink Pro disk image. Cross-linked Text: Links selected text to currently Put the script anywhere on your hard disk. visible document. Demonstrates how to Create a new rule in the preferences window of programatically add links to a rich text document. Apple Mail. Export daily backup as files & folders: Exports Define your criteria. all items of the database as files and folders as a Add the Execute Script action. daily backup. Select the script you want to use. Export to iPod: Exports selected documents as If you're running OS X 10.8 or later use DEVONthink notes to an attached iPod (3rd Generation or Pro > Install Add-Ons to automatically install the later), like File > Export > to iPod. scripts into Apple Mail' mail rule scripts folder. You Export to OPML: Exports selected documents as can then select them from a pop-up menu when you OPML file, like File > Export > as Outliner Processor add the Execute Script action. Markup Language. Fancy Text: Demonstrates some of the rich text PDF SERVICES scripting capabilities of DEVONthink Pro. Import Feed: Demonstrates how you can access Using PDF Services, you can add your own actions RSS feeds from DEVONthink Pro via AppleScript. to the PDF button of the print dialog windows in any Latest News: Downloads the latest Mac OS X application. DEVONthink Pro adds an news from a number of RSS feeds and stores alias of itself to the PDF Services folder. them in the database. Installation: To install the PDF Services alias select Merge: Merges multiple selected document to one DEVONthink Pro > Install Add-ons and check PDF long document, like Data > Merge. Services in the dialog window. Then click Install. Move to Done: Moves the selected item(s) to the Printing to your database: To "print" (save) a group Done in the top level of the database. document to DEVONthink Pro as a PDF, open Open In PhotoStickies: Opens selected images in it in its creator application (this could even be PhotoStickies. DEVONthink Pro itself). Then, do the following: Open In Preview: Opens selected images in Preview. Select File & Print. Prepare Backup: Creates a backup of the database In the appearing print dialog window, click the at a chosen location (like the Desktop), and makes PDF button at the lower left corner and select it a Zip archive that can be easily copied to an Save PDF to DEVONthink Pro (saves to the default external medium, an online drive, or a writable destination) from the pop-up menu. disc.

DEVONthink Pro 2.9.3 Documentation, page 99 Quick Look: Opens a Quick Look head-up-display Note: The exact locations have not been defined window for the selected item. in this workflow, that is up to you. DEVONthink Show recommended groups: Shows the groups Pro will keep track of the moved files so you don't recommended by DEVONthink Pro's artificial have to change anything in the database. intelligence for the selected document. To improve your workflow, specify a specific You can also find more scripts in the Extras area of database to use by preceding the Filter Items action the Support Assistant. with an Open Database action. In general, it's a good idea to specify the database a workflow has to act on. AUTOMATOR Add and move missing files: Find out what files are DEVONthink Pro also comes with a bundle of not in the database by changing the value in the integrated Automator actions that you can use to Filter Items to Missing in the previous workflow. Then create your own workflows. the Move Finder Items action places these files in their rightful place in the folder hierarchy. These To see which actions DEVONthink Pro provides, files will be sent to the Add Items to Current Group open a new workflow in Automator and click the action after setting the destination group; this will Actions button, then search for DEVONthink Pro index the files into the database. in the Library. Automator then displays all actions contained in the application. Select any action to To improve the workflow, specify a database to show a short description about what the action use by preceding the Filter Items action with a does. Open Database action. In general, it's a good idea to specify the database you want a workflow to act on. Note: Cannot find the Automator action you need for your workflow? We're open to suggestions! Start workday: This workflow is something you'd start every day when you're ready for work. It is OVERVIEW rather complicated but shows off what you can do. Let's go through the steps: We have created some workflow examples that show you how to use Automator and DEVONthink Step 1 to 2: We create the "Today: To Do" group in Pro together. This document explains what the the example database. This way we can be sure workflow examples are supposed to do, and how that the next step has a group to work on. you can adapt them for your specific use. The Step 3: Then we run another workflow: Clean examples presented here are grouped around Today's To Do. Here we completely clean the common functionality. contents of the "Today: To Do" group. By the way, you may want to switch off the confirmation to delete every record in Step 4 of this workflow, as FILE MANAGEMENT long as you don't add items by hand to this group! Managing files with DEVONthink Pro is one of its Step 4: Here you can specify the different records best features. Here are different ways to work with throughout the database you're working on. the information in the database. Step 5: We only get the records not marked as Move existing files: You have a folder with files ready ('unchecked'). that you think are in control by DEVONthink Pro, Steps 6 to 7: These are replicated to "Today: To but you want to move the files in the database to a Do" list. This will also open a new window with different folder (let's say "Archive"). This workflow the items you want to work on today. will solve this problem for you. For the given files/ Step 8: Get every record including the ones in sub- directories, it will find all files, and ask the database groups. if items exist with these paths. For the ones that are Step 9: Get the file paths from these records. found to exist, move these to a specified folder. Step 10: Open the external files in the Finder. You're ready to start working!

DEVONthink Pro 2.9.3 Documentation, page 100 End workday: At the end of your day, you'd like to Step 7-8: We retrieve the list of files and send make sure that the database is updated with the them to the Finder's Trash. modified contents of the files you've been working Gather Information from Safari: The next two on. That's the goal of this workflow. It synchronizes workflows are not great for our bottom line, yet every record in your "Today: To Do" group. we've decided to present these helpful hints free of charge! WEB MANAGEMENT The first in the series is a script that gets all the Dealing with the web is where DEVONthink Pro links (within the domain of the starting page) from really shines. Here are a few workflows that will Safari's open web pages and puts them into a special help you manage the information you're gathering group called "Temporary Safari Links". For each from the Internet. entry in this group, you can see its status. The Capture Safari Page: Another take on getting contents will be indexed (so loading these may take information from Safari. If you save this example a while). as an application and put it into your Dock, you can Now you can go and do some searching for very easily get the information from the current information you want. For the records in this group web page in Safari into your database. This is that match your criteria, you will set the state to because the Add Items to Current Group workflow "checked." will actually download the given URL so that its Store Information from Safari: The second and last contents are available for searching. workflow in this series will clear up the mess we Convert URLs to Webarchive: This workflow shows made. It gathers all the checked records and asks how you can convert URLs to webarchives. Let's go to move these to a group you specify. (Note that for through the steps: this action we specified that the action has to be Step 1-2: Make sure to select the records shown.) with URLs that you want to replace inside Also, take a look at Step 8. Here we have to Ignore DEVONthink Pro. Result from Previous Action, because we don't want Step 3: We download the URLs in DEVONthink you to delete the work that you spend so much time Pro. on! The remaining records in the temporary group Step 4: We want to use temporary files so we store will then be deleted. them in a variable to refer to them later. Now, why are these two workflows bad for Step 5: Back in DEVONthink Pro, we create a our bottom line? Because they compete with "Converted Web Pages" group. DEVONagent Pro. (Although, truth be told, Step 6: Here we import the files. Note that we DEVONagent Pro does a much better job at this import them because we regard the documents then we can emulate with a couple of Automator as temporary files in Step 3. DEVONthink Pro will workflows). copy the files to the database file folder for its own safe keeping.

DEVONthink Pro 2.9.3 Documentation, page 101 TROUBLESHOOTING

In this chapter: For direct connections also check the following:

Problems synchronizing databases 102 Restart the other Mac or iOS device. Problems synchronizing with DEVONthink To Go Restart your router. 1.x 102 Check if this computer is connected to the same Repairing a defective database 103 WiFi network than the other side. DEVONthink Pro crashes when opened 104 Check if this computer an the other side are on the Recovering a lost password 104 same subnet. Items keep re-appearing in the inbox 104 Check that you have entered the same password Problems importing files 105 that you have set in the other side's Bonjour Problems using Services 105 options. See also p. 89ff DEVONthink Pro behaves irrationally 105 Check that both sides use the same port number. Best practise is to leave the field empty and let DEVONthink Pro was created with robustness in DEVONthink Pro choose the port number for mind. But any computer hardware or software, you. See also p. 89ff regardless of how carefully developed and built, Check if the firewall or Little Snitch enables can write defective data or destroy files. If you incoming connections to DEVONthink Pro. experience problems with a database, please refer Check if DEVONthink is running on the other Mac to the methods below and also look at our FAQ. or iOS device and both devices are awake. Check if the databases you want to synchronize are open on the other Mac. PROBLEMS SYNCHRONIZING DATABASES PROBLEMS SYNCHRONIZING The synchronization was designed to run in self- WITH DEVONTHINK TO GO 1.X maintenance mode so there should be little for you to do to make it work. If, however, it does not work If you cannot properly synchronize your databases as expected, please try the following steps before with DEVONthink To Go 1.x on your device, please contacting our user support: check the following:

Check your network connections. Are both the iOS device and the Mac properly Restart your computer. connected to the same Wi-Fi network? For WebDAV or Dropbox locations, check the Have you moved, replicated, or copied documents following: or groups to the Sync group? Please note that smart groups are ignored during synchronization. Check if the service you're trying to connect to is Have you checked the database in question on the reachable. device on the database selection screen? Check that you have entered your user credentials correctly. If you cannot see your Mac from your iOS device or Check that you are connected to the right the connection is flaky, please try the following: WebDAV or Dropbox account. Create an ad-hoc Wi-Fi network from the Wi-Fi Check the sync store name and encryption icon in your Mac's menu bar. password. Connect to this network from your iOS device. Sync.

DEVONthink Pro 2.9.3 Documentation, page 102 If the connection now works as expected, the backup, the backup becomes the current set) so problem is related to your router, e.g., to security that data is never overwritten. Run Tools > Verify & measures such as packet filtering. Repair to check the consistency of this index version and if everything is in the right order Tools > Backup If you still have problems with synchronizing, please & Optimize to optimize your database and have visit the user forum. If you don't find an answer DEVONthink Pro create a fresh internal copy of the to your problem here, click here to contact the good index. DEVONtechnologies support team. If the backed-up index files are also defective, try the other backups, if available. If all backups are REPAIRING A DEFECTIVE broken or corrupted, proceed with the next step. DATABASE

DEVONthink Pro databases are packages STEP 3: REBUILD YOUR DATABASE containing of your files and the supporting AI-based Since your files and DEVONthink Pro's index are index. In rare cases this index can get corrupted or stored independently within the database package out-of-sync. But as your files are stored separately, the index can be rebuilt at any time without you this is not the end of the world. If your database losing too much metadata. To rebuild the database starts behaving strangely, or if DEVONthink Pro from scratch, use Tools > Rebuild Database. finds inconsistencies during start-up, it is time for The global inbox database cannot (yet) be rebuilt some housekeeping. using the steps above. Use the following steps to rebuild the global inbox database manually: STEP 1: VERIFY & REPAIR Quit DEVONthink Pro. As a first step, use Tools > Verify & Repair to check Move ~/Library/Application Support/DEVONthink your database's consistency and allow DEVONthink Pro 2/Inbox.dtBase2 to the Desktop. Pro to take all necessary steps to repair any Open the moved database by double-clicking on it discovered problems. If Verify & Repair was able to Rebuild the global inbox database. repair your database, use Tools > Backup & Optimize Move everything from the moved database to the to optimize your database and have DEVONthink now empty global inbox. Pro create an internal copy of the index. Quit DEVONthink Pro, delete the moved database.

If Verify & Repair was not successful or your During the rebuild process, the complete index problems are not resolved, proceed with the next is re-created; your actual files are not touched. step. Any problems that occured during this process are logged. STEP 2: RESTORE FROM BACKUP Orphaned files: Orphaned files that could not be DEVONthink Pro keeps up to two copies of the imported while repairing are logged and moved to index files in case that the index is damaged beyond the folder "Orphans" inside the database package. repair. By changing the factory settings, you can To access the contents of the package, show the change when and how many internal backups database package in the Finder, right-click it, and DEVONthink Pro keeps in the Preferences, Backup choose Show package contents from the contextual tab. menu. Move the files in the "Orphans" subfolder To restore the index file(s) from a previously to a save location, e.g., the Desktop, or directly re- import the files by dragging them to DEVONthink saved internal backup, use Tools > Restore Backup DEVONthink Pro presents you with a list of all Pro's Dock icon. Please do not change anything here available backups. Choose the latest one and click except for rescuing the orphaned files. Open. This swaps the current set of index files with the copy (the current set of index files becomes the

DEVONthink Pro 2.9.3 Documentation, page 103 STEP 4: TIME MACHINE OR MANUAL RESCUE Copy (!) the most recent Backup folder to the desktop If everything above failed, your database is severely Copy (!) the Files.noindex folder into the copied (!) damaged. You have two options now: Backup folder Option 1: Restore your database from yourTime Add the file extension .dtBase2 to the Backup Machine backup or whichever backup medium folder you use. If you don't use Time Machine, we Now you should be able to open the copied Backup strongly advise you to do so. External hard disks folder as a new database by double-clicking it. are cheap, and Time Machine makes backing up Afterwards, use Tools > Verify & Repair to ensure that your important files quick and simple. the database is operating properly. Option 2: If you do not have a current backup of your documents, you can rescue your files If this solution di not help, please contact manually, but you will lose any group structure. DEVONtechnologies' support staff with a precise- To manually copy your files from the defective as-possible description of your problem. database, show the database package in the Finder, right-click it, and choose Show package contents from the contextual menu. Copy the files RECOVERING A LOST PASSWORD in the "Files" subfolder, which are sorted by kind, If you have protected a database and you have to a save location, e.g., the Desktop. Then create forgotten your password, do the following to a new database, re-import the files and recreate remove the password protection: your group structure. Close DEVONthink Pro Locate your protected database in the Finder STEP 5: CONTACT SUPPORT Right/Control-click it and choose Show Package If none of the above steps helped solving the Contents problems you have with your database, please Move the file "Settings.plist" to the Trash contact DEVONtechnologies' support staff with a A future version of DEVONthink Pro will feature precise-as-possible description of your problem. industry-strength encryption.

DEVONTHINK PRO CRASHES ITEMS KEEP RE-APPEARING IN WHEN OPENED THE INBOX If a database is heavily damaged, it may be that If files keep re-appearing in your global inbox DEVONthink Pro crashed when starting up or when even though you have deleted or moved them in opening the database. In this case you cannot use DEVONthink Pro, it may be that some files with bad the built-in mechanisms to recover your data. But permissions got locked up in the Inbox folder. you can revert to an internal backup manually. With its factory setting, DEVONthink Pro keeps up to two Open the folder "~/Library/Application Support/ copies of the index files in case the index is damaged DEVONthink Pro 2/Inbox" (where ~ is your user's beyond repair. You can change how many internal home directoy) and delete the files manually. This backups DEVONthink Pro keeps in the Preferences, should keep them from re-appearing. Backup tab.

To revert to one of the internal backups, quit DEVONthink Pro and locate the database package in the Finder. Then do the following:

Select the database in the Finder, and choose "Show Package Contents" in the contextual menu

DEVONthink Pro 2.9.3 Documentation, page 104 PROBLEMS IMPORTING FILES shortcuts and has ultimate control over which application or service gets what. If the DEVONthink WHY DOES DEVONTHINK PRO NOT RECOGNIZE Pro Services menu items do not have shortcuts MY FILES? assigned, it is likely that Mac OS X assigned these shortcuts to another Services command, or that If DEVONthink Pro does not recognize a file, make they are used by the current active application. sure the file has a proper file name extension. DEVONthink Pro needs a file name extension You can manage your Services in System Preferences to determine the file type. Add the correct file > Keyboard > Keyboard Shortcuts > Services. name extension to your files (e.g., .txt for plain text files, .rtf for rich text files, .pdf for PDFs and .doc for WHY DO THE SERVICES NOT WORK IN Microsoft Word files) and try again. FIREFOX? Services work only in Mac OS X applications based WHY DOES DEVONTHINK PRO NOT DISPLAY on the so-called Cocoa framework. Examples for MY DOCUMENT CORRECTLY? Cocoa applications are Mail, Safari, TextEdit, etc., If a document is not properly displayed--especially and, of course, all DEVONtechnologies applications. if it is a proprietary file format such as RagTime However, Firefox is a port of a Unix application or Mellel--make sure that you either have a Quick not completely based on Cocoa. Therefore, it does Look plugin installed for this file type or that the not support Services. Try using Camino instead--a application that created the file is installed on your Cocoa browser based on the Firefox engine. Mac (and supports Quick Look). DEVONthink Pro will be able to display the document if you can DEVONTHINK PRO BEHAVES display the file also, e.g., in the Finder by pressing IRRATIONALLY the Space bar. No software on this planet is bug-free, and if an WHY DO SOME PDFS APPEAR AS IMAGES AND application behaves irrational there is a good chance ARE NOT SEARCHABLE? that your have just found a bug. But there could also be another cause: The application package could DEVONthink Pro cannot extract the text part of have become damaged during an update or through print- or edit-protected PDFs. When you import a bug in a totally unrelated piece of software on PDFs, you get a log entry that tells you that the file your computer. contains "no text". When you select these PDFs in DEVONthink Pro, the status bar shows "image" instead of "PDF+text". A cheap solution for this STRANGE APPLICATION BEHAVIOR problem is Michele Balistreri's PDFKey. It allows If something happens like you to print protected PDFs. Use PDFKey to "print" menus disappearing or silently refusing to do a PDF file into a new PDF that is both printable and anything, editable, which allows DEVONthink Pro to extract windows showing graphical artefacts, the text for searching and classifying. or applications not opening at all or opening with strange error messages,

PROBLEMS USING SERVICES please try to trash the application package. Then empty your web brower's cache, download the WHY DO THE SERVICES MENU COMMANDS software again, and re-install it. In many cases this SHOW NO SHORTCUTS? cures the problem.

They should; however, the keyboard shortcuts for If this does not help, try deleting DEVONthink Pro's Services menu commands are only requested by preferences files located in "~/Library/Preferences" the supplying application. Mac OS X assigns these and starting with "com.devon-technologies.think".

DEVONthink Pro 2.9.3 Documentation, page 105 STRANGE BEHAVIOR RELATED TO DOCUMENTS Please file a support ticket and attach the document in question, packaged as a .zip archive, so that we If the strange behavior only happens with a check to see if the problem lies with DEVONthink particular document, it is likely that the document Pro or if it the file itself. is damaged, was created in a very old or extremely new file format that is no longer or not yet properly supported, or uses a damaged or malfunctioning STRANGE BEHAVIOR OF TABS Quick Look plugin. With Zooom/2 installed, tabs in tabbed windows behave stragely, e.g., close when cursor hovers over the tab. Another effect of Zooom/2 are scrolling problems in programs such as iTunes. Disabling Zooom/2 solves the problem.

DEVONthink Pro 2.9.3 Documentation, page 106 FAQ

In this chapter: Do you have questions regarding our licensing policy, our products in the Mac App Store, or General questions 107 specific questions about DEVONthink Pro? Release schedules, Mac OS X, and Windows 107 Purchasing 108 Mac App Store 109 Your software license 110 Product-related questions 110

GENERAL QUESTIONS

Do you have any job opportunities? Yes, we may. Please visit our Work @ DEVONtechnologies page for more information about current open jobs at DEVONtechnologies.

Can I be a beta tester? Maybe. Our beta tester selection process is very deliberate; we try and select our beta testers carefully so that we're not wasting anybody's time, yours and ours. We're looking for people who can provide us with feedback quickly and clearly, who use different hardware and software from our other testers, and who are willing to send us their personal data if it's needed for debugging.

If you want to be a beta tester, the best way to catch our eye is to be active in our user forums. We often ask active participants on the user forums if they can help us test particular features and new products. You can, of course, simply contact us.

Is the documentation available in my language? The online and PDF documentation is only available in English at the moment. Localizing documentation and other text-intensive materials to Deutsch, Francais, etc. is cost- intensive and error-prone so that we have decided to concentrate our resources on developing stable, robust, and feature-rich software. We will have localizations of the online help etc. as soon as we feel we have the necessary resources.

Where does the name DEVONtechnologies come from? "Devonian (after Devon County, England), the geologic period from 410 to 360 million years ago. Also called the Reptile Age or Age of Fishes. First amphibians appeared on the land, that until then was only inhabited by trees and other plants -- it was the departure into a new age." Named after the Devonian period, the DEVONtechnology marks the departure into a new age of data processing.

Note: Ray Troll has even created songs and other art about this extremely important evolution step.

RELEASE SCHEDULES, MAC OS X, AND WINDOWS

When is the next release coming We try not to announce precise timelines or feature lists for future releases, as we are a small software company with limited development resources; if one of us should happen to get the sniffles, or if there are other outside factors we need to devote our limited time to, it can easily impact our intended development schedules.

In planning releases, we try to strike a balance among:

responding to customer requests,

DEVONthink Pro 2.9.3 Documentation, page 107 the needs of our partners, supporting new operating systems features, providing consistent features across the product line, working efficiently within the structure of the code, (similar features often get handled at the same time), various business needs.

We cannot make any assumptions on how those various factors will impact our daily workflow; in fact, it's often impossible to predict the final release date accurately when we start new projects. We try to plan our releases with a long term perspective so that they ultimately serve the needs of our customers, even if they don't necessarily get in everyone's favorite feature request every time.

Why are your applications not compatible with my pre-release version of Mac OS X? In the past, we've noted that compatibility issues with a new major release of the operating system are usually resolved by Apple in the final stages before its release, and don't require any action on our part. If you are already using a pre-release version of Mac OS X, please check if our applications work with a newer pre-release, or wait until it reaches the release candidate status. We will then make all necessary adjustments for making our apps run on the first official release of the new version of Mac OS X.

Any chance of a Windows versions of your products? We're very commited to Mac OS X and the superior Cocoa environment. For most of our applications, porting them to Windows would take longer than it would to rewrite them from scratch on the Mac. If you need to use Windows software but still don't want to miss our products consider running Windows on a Mac.

PURCHASING

Note: If you purchased or plan to purchase DEVONthink Pro in the Mac App Store please click here to learn more about the differences between our shop and the Mac App Store.

How do I purchase an upgrade? Please use DEVONthink Pro > Check Upgrade Options to find out what you need to upgrade and how much the upgrade is for you. If this option is not available in your copy of DEVONthink Pro this application might not be upgradable. Please visit the Upgrade Assistant on our web site instead.

What is your policy on software updates? Usually, all minor updates ('dot updates', such as version 1.2 to 1.3) to our applications are free and require neither purchasing an upgrade nor requesting a fresh license code. We charge for major upgrades, though, such as version 1.x to 2.x. If you purchased your license in our online shop within a reasonable time frame before a paid upgrade release (between 30 days and 6 months, announced on our website), we will provide you with a free upgrade. If you purchased this application on the Mac App Store click here.

Can I get the bundle discount also later? Bundles are cheaper than multiple single licenses because a bundle means less fees for the shop provider. But we grant the bundle discount under certain circumstances. Please contact our sales staff if you purchased one of the bundled produts within the last two weeks.

Do you give a discount to students and educators? Yes, we give 25 percent off the regular price of DEVONthink, DEVONagent, DEVONnote and the Infoworker's Bundle to students and educators. We also give volume discounts to institution or faculties. Please visit our Students, Educators and NPOs page.

Do you offer NPO licenses? Yes, we offer free licenses to non-profit organizations (NPOs) in the sense of charities. Learn more about our NPO program.

Can I use your software on multiple computers? Yes, our license explicitly allows one and the same person to use our application non-simultaneously on multiple Macs. So, for example, if you install one of our products on a laptop, your office Mac, and your home Mac, you may do so as long as you only use one of them at a time.

DEVONthink Pro 2.9.3 Documentation, page 108 I have no credit card. How can I purchase your software? We are selling currently through the online sales agent Share*It to keep our administration as lean as possible. If you don't have a credit card, you can also pay via PayPal or by purchase order, wire transfer, or even cash. See our online shop for more details.

In addition we are also selling some of our products through the Mac App Store. Please open the App Store application on your Mac to learn more about which payment options Apple offers.

Can I have more time for evaluating your apps? No problem. We happily give out 30 day licenses for evaluation purposes. Choose Help > Support Assistant to request a 30 day trial extension. This option is not available e.g. in DEVONagent Express.

Why haven't I received my license code(s)? If you have purchased your license in our online shop and if there have been no technical problems on our side, your license codes have been sent out to you immediately after your purchase. Sometimes, however, they get stuck in spam protection filters (either yours or your ISP's). Please, check your spam protection filter, and if you cannot find the license codes there, use Help > Support Assistant to get them resent to you. If this also doesn't work, please contact us and we'll try to get your license codes to you as quickly as possible.

Where can I buy a 1.x license code, e.g. for use on Mac OS X 10.4? License codes for legacy versions are no longer available in our shop but even the latest license codes are always backward-compatible: You can use a version 2.x license code also for version 1.x of the same product. To use a legacy product simply purchase a license for the most recent version of the product in our online shop and use it with your legacy software.

MAC APP STORE

How do apps purchased in the Mac App Store differ? The Mac App Store requires so-called "sandboxing" of all apps. Sandboxing puts the apps into a closed environment and restricts access to e.g. files, networks, printers, etc. Therefore many apps sold through the Mac App Store have less features than their counterparts available outside of the Mac App Store.

Do you charge for updates in the Mac App Store? No, updates are generally free in the Mac App Store (and we don't charge for them outside of the Mac App Store, too).

Why are updates available always later that in your shop? All apps sold through the Mac App Store are reviewed by Apple before being released. Therefore new versions appear immediately on the DEVONtechnologies website but have to pass Apple's review before appearing also in the Mac App Store.

Do I get a license code? Apps purchased in the Mac App Store do not come with a license code but are "signed" directly before downloading for your iTunes account.

Do you offer bundles in the Mac App Store? No, bundles are not supported by the Mac App Store.

How can I upgrade apps purchased in the Mac App Store? By Apple's rigid rules you couldn't. Upgrades are simply not available on the Mac App Store and upgrade offers outside of the Mac App Store are not allowed. In some of our apps there may be an upgrade option still available, though. Check the Read Me to see if this is the case for you.

Can I get a refund? We freely refund licenses purchased in our own shop. For apps purchased in the Mac App Store we don't have access to the refund mechanism. Please contact Apple's Mac App Store support for a refund.

DEVONthink Pro 2.9.3 Documentation, page 109 YOUR SOFTWARE LICENSE

Why does DEVONthink Pro not accept my license code? When you enter your license code and the 'Register' button stayes greyed out, try to enter ALL details, including your name and organisation, EXACTLY as they appear in our e-mail. Best practice is to copy-and-paste name, organisation (if entered) and license code from our email into the appropriate fields of the registration dialogue window. Also, please check if you have obtained the correct code for the correct edition of your software (e.g., a DEVONthink Pro license code will not work for DEVONthink Pro Office and vice versa) as well as version (DEVONthink 2.x will not accept a 1.x license code).

I have lost my license code. How can I retrieve it? Use Help > Support Assistant to open the Support Assistant which has an option to get your license code resent to you. Alternatively visit the support area on our web site.

Does my license code work also for an older version? Yes, it does. All our license codes are backward- compatible to legacy versions of the same product and edition.

Why do I have to enter my license code again? You only have to re-enter your license code after a complete reinstall of your system without a backup of your home folder or when the license code file has been deleted, e.g. by a preferences cleaner app. The license code is stored in a preference file in '~/Library/ Preferences' (where ~ is your home folder). As long as this file is intact, you'll NEVER have to enter your license code again.

Why does my DEVONthink Pro 1.x license not work anymore? DEVONthink Pro with version numbers greater than 1.x are paid upgrades. To use them you may need a new license code. Please use DEVONthink Pro > Check Upgrade Options to find out what you need to upgrade and how much the upgrade is for you.

Why does your application say that it expired? When we release a public beta of one of our applications, we remove the usual trial restrictions but make it expire at the end of the beta period. A new public beta or the final release is, of course, available when this happens.

Please simply visit our Download page, download a newer version that the one you have installed, and replace your copy with the newer one. FPlease first move the old application to the trash, then move the new one into its place.

Note: Your license code will, of course, NEVER expire.

PRODUCT-RELATED QUESTIONS

All frequently asked questions specific to DEVONthink Pro are located in the appendix. Please continue reading on the following pages:

FAQ specific to DEVONthink Pro Troubleshooting tips and tricks

DEVONthink Pro 2.9.3 Documentation, page 110 TECHNOLOGY

In this chapter: signal-processing- and language-analysis-driven applications. The ability to deal with any kind of General Concept 111 digital data makes it extremely flexible. Features 111 Structure 111 The size of DEVONtechnology-based databases Applications 112 can, depending on the type of data stored, grow logarithmically and make indexing is All commercial DEVONtechnologies applications completely unnecessary. Also, applications based are based on a proprietary AI technology, with on the DEVONtechnology improve themselves rock-solid database foundation that allow them to continuously (the more data they handle, the better manage large numbers of documents or knowledge the results), are language-independent and iron out bits while analyzing them almost instantly at the any irregularities by applying fuzzy logic. same time. STRUCTURE GENERAL CONCEPT The DEVONtechnology consists of a kernel and DEVONtechnology, on which all several layers. Together they perform all the DEVONtechnologies' applications are built, is a new underlying computing, from 'simple' data handling technology at the very beginning of its development. to complex signal processing. DEVONtechnologies constantly improves the Kernel: The kernel is the foundation for all layers technology and enhances it for more functionality, and applications and is responsible for data efficiency, robustness and flexibility. handling, semantic and associative data processing, Development of the DEVONtechnology is a battle signal processing, fast statistic analyses and all on two main forefronts of information processing fuzzy algorithms. It has to be as fast, flexible, and technology. DEVONtechnologies is working hard extensible as possible; it is 64-bit aware and uses a on unifying both the top-down and the bottom- generic, proprietary file format (see above) allowing up AI concepts by imitating high-level functions it to verify and repair low level data consistency, and simulating the basic functionality of natural featuring logarithmic growth of the database systems. This leads to highly functional, fast and and logarithmic speed decrease with increasing efficient AI systems that can be used in a great database size. The DEVONtechnology kernel is variety of information processing contexts, such Unicode-aware, completely language-independent as pattern recognition, signal processing and and self-optimizing and self-organizing. information storage and retrieval. Layers: The layers form a shell around the kernel and provide high-level functions for the applications FEATURES built on top of them. The database layer, for example, is used to store and organize data and The DEVONtechnology is a rock-solid foundation supports all kinds of relations (1:n, n:1, n:n), suitable for a variety of completely independent hierarchies and freeform databases. No indexing or applications. Therefore it is ideal for the rapid primary keys are required, strings can be unlimited development of a huge range of new database-, in size and it's possible at any time to extend the range of pre-defined data types (Boolean, character, float, double, signed, unsigned, string, date, time,

DEVONthink Pro 2.9.3 Documentation, page 111 blob, color, size, and point). Another layer, the XML recognition (OCR), speech analysis, recognition layer, makes it easy to handle XML code within the and synthesis, staticstics, thesauri and automatic DEVONtechnology; it has a very small overhead, translations. compared to DOM parsers or available XML In particular, applications dependant on processing databases, requires no indexing and supports the human language, either written or spoken, tight integration of other databases (and vice versa). benefit from the flexible technology foundation. So, DEVONtechnologies' main focus in the APPLICATIONS development of new applications is in these areas: databases, 'intelligent' agents, text and speech Some of the most likely applications for the analysis, statistics. DEVONtechnology are databases (knowledge Look forward to see a great range of different bases, expert systems, search engines, table-of- applications based on the DEVONtechnology. content-generators, instant data-mining), intelligent A few have already been announced agents, encryption, compression and archiving. on the DEVONtechnologies web site: Other uses for DEVONtechnology may be chat- www.devontechnologies.com. bots, context-sensitive help, optical character

DEVONthink Pro 2.9.3 Documentation, page 112 OTHER PRODUCTS

In this chapter: And don't forget to have a look at our very lively user forum, where users of all skill levels meet to Overview 113 discuss our applications, talk about our technology, DEVONthink 113 and exchange tips and tricks for DEVONthink Pro & DEVONagent 113 Co. DEVONsphere 114 DEVONnote 114 Needful Things 114 DEVONTHINK

Besides DEVONthink Pro, DEVONtechnologies Organize and work with all your documents, publishes a number of other commercial, shareware, bookmarks, email messages, text files, images, PDFs, and freeware applications, and services that you in one place, regardless where they originated. may be interested in. Quickly capture data without interrupting your workflow. DEVONthink's unique AI assists you in getting the most out of your data collection. OVERVIEW Learn more about DEVONthink DEVONtechnologies is focused on developing Learn more about DEVONthink To Go for iOS innovative applications for finding, storing, and Check your upgrade options if you want to organizing information. Our main objective is to upgrade to a higher edition make complex yet flexible technology that is both Check your upgrade options if own DEVONnote easy to use and lightning fast. and want to upgrade to DEVONthink DEVONthink DEVONagent DEVONsphere DEVONAGENT DEVONnote DEVONagent Pro helps you search more efficiently All applications are based on the on the web. It searches multiple sources, frees DEVONtechnology, a powerful and solid core you from hunting for the really relevant results, unique to DEVONtechnologies. DEVONthink, and gives you power tools for your research. DEVONnote, DEVONsphere, and DEVONagent DEVONagent Express and DEVONagent Lite (free) are only the first of many more DEVONtechnology- make searching the web as easy as using Spotlight. powered applications to come. Search Google, Bing, YouTube, Facebook, Twitter, even the Mac App Store, right from the menu bar. Also, we publish useful freeware apps and services that help you in your everyday work with your Mac. Learn more about DEVONagent Pro Learn more about DEVONagent Express NEWSLETTER & USER FORUM Learn more about DEVONagent Lite

Would you like DEVONtechnologies to keep you informed about updates and new product releases? Subscribe to the newsletter.

DEVONthink Pro 2.9.3 Documentation, page 113 DEVONSPHERE Check your upgrade options if you want to upgrade to DEVONthink Make your Mac smarter: Let DEVONsphere Express keep track of related emails, articles on the same subject, and similar web pages. Discover the hidden NEEDFUL THINGS connection between seemingly unrelated files. Search files on your hard disk, watch web cams, Learn more about DEVONsphere Express create thumbnails, or access all your files and apps from the menu bar. Reformat paragraphs in your DEVONNOTE favorite word processor, do little calculations anywhere you can type in text, or send text to your Your thoughts and ideas are valuable. DEVONnote Bluetooth-enabled mobile phone. And all this for keeps them and provides you with unique tools and free. artificial intelligence so that you can focus on things Learn more about our freeware apps that really matter: creating even more ideas. Learn more about our freeware services Learn more about DEVONnote

DEVONthink Pro 2.9.3 Documentation, page 114 APPENDIX

In this chapter: contextual menus in the Documents and Windows chapters. Glossary 115 Item list: A list of items stored in the database. FAQ (product-specific) 117 Items can be documents, groups, or smart groups. Iconology 119 View/Edit Pane: A part of the DEVONthink Pro Keyboard shortcuts 119 main and document windows that lets you view Tagging 121 a document or, when possible, edit it. The view/ File formats 122 edit pane displays the content of your documents Templates 125 depending on their type. See also p. 52ff Web site export templates 128 View (1): The layout for a DEVONthink Pro main Search operators 128 window. You can change the layout using the Template tags for Wiki-style links 130 commands found in the View menu. Item links 131 View (2): The display for the various document Metadata 131 types inside the the view/edit pane or a document Hidden preferences 132 window. See also p. 69ff Window: In the appendices you will find additional DEVONthink Pro uses three different information that helps you getting familiar with types of windows: main, document, and other. DEVONthink Pro, such as a glossary of commonly Main windows show lists of items and, in used terms, a listing of the Boolean operators used some views, also the contents of the selected in searches, and placeholders used in templates for document, whereas document windows show yet "targetless" WikiLinks. documents separately.

DOCUMENTS & GROUPS GLOSSARY Database: A collection of all documents stored in Become familiar with these terms to get the most DEVONthink Pro. You can create and open as out of working with DEVONthink Pro. many databases as you like. Document: A file in the database; for example, KEYBOARD SYMBOLS a plain or RTF text, a PDF, or an image (.jpg, .tiff, .png, etc.). Technically a document is ⌘ The Command key, usually next to the Space bar. an entry in a database with text, RTF, or image ⌥ The Option key. content--sometimes simply referred to as ⌃ The Control key (usually labeled with "ctrl"). "content". ⇧ The Shift key. Default Destination: The default destination ⇥ The Tab key. group for incoming data. Set in Preferences, ↩ The Return key. Import tab. Group: A collection of documents or other groups INTERFACE ELEMENTS inside the database. Similar to a folder in the file system. See also p. 38ff Contextual Menu: The menu that appears when Global Inbox: A special database serving as a you right-click (or ⌃-click) something; the destination for incoming data. The Global Inbox is contextual menu gives you access to frequently always opened when DEVONthink Pro is started used commands that deal directly with the and accessible through the sidebar. clicked object. Read more about the available

DEVONthink Pro 2.9.3 Documentation, page 115 Inbox: A special group for data coming in to a represented by a regular group appear grey in all database. The inbox can be set as the default tag lists. destination in Preferences, Import tab. Group tag: Tags represented by a regular group. News Feed: A news feed is like a web page, but Ordinary tag: Tags created through the Tag bar split into multiple newsbits. A feed reader or web or other means are created in a special top-level browser can split the feed "page" into its parts group named "Tags". They are called "ordinary and show each of them as a separate news item tags" and appear blue in all tag lists. and/or store it in a local database. DEVONthink Pro stores feeds in a database and displays them ITEM PROPERTIES like a group; contents are updated live from the Flagged/Unflagged: Items can be checked or Internet as the connected feed changes. Older unchecked for your personal use, e.g., for creating news bits are kept, while fresh news bits are a to-do list, maintaining a shopping list, or writing added and marked as unread. When you add a list of project tasks. a bookmark that points a feed to a database, Locked/Unlocked: Items can be locked to keep DEVONthink Pro tries to add it as a proper feed them from being unintentionally deleted (groups, document if possible. DEVONthink Pro can also documents) or modified (documents). be defined as the system's RSS reader in Safari's Read/Unread: Items can be marked read Preferences. or unread, which is useful for captured or Replicant: A document or a group that appears automatically downloaded news items or in more than one place in the database. Unlike documents that you want to read later. Both an alias in the file system, a replicant is not a unread items and groups containing unread items real document pointing to another file (usually are shown in bold. the original); rather it is a second entry in the table of contents for the very same document. The "flagged" and "locked" properties are indicated Consequently, there is no original; when you by icons. See also p. 119ff replicate a document you'll end up with two replicants. See also p. 39ff SYNCHRONIZATION Sheet: A collection of records; structured sets of Sync location: Sync locations are used to keep data, like a spread sheet and presented in a table your databases on all your devices in sync. They view. You can use sheets to store addresses or list summarize all information about which databases items, etc. See also p. 75ff to sync through what kind of connection (e.g. Smart group: Not a real group but a "saved search" direct connections to DEVONthink on a Mac, that appears like a group. Every time you visit this WebDAV, CloudMe, Dropbox etc.) and with smart group, DEVONthink Pro runs the attached which sync store. search and displays it as the content of the group. Sync store: Server-based locations, e.g. WebDAV Create smart groups using the search window or or Dropbox, can contain multiple "sync stores". the smart group editor. DEVONthink Pro creates Technically a sync store is a folder on the server a number of pre-defined smart groups when you volume. Use multiple sync stores to e.g. sync both create a new database. your personal and your business databases at Trash: Stores all trashed items until you physically the same location but keeping them separate delete them using DEVONthink Pro > Empty Trash. nevertheless. Sync stores can be encrypted and each sync store at a location can have a different TAGS encryption key. Tag: A tag is a different visual representation of Direct connection: A sync location that doesn't a group. All documents contained in a group store its data on a server but directly connects to that has not been excluded from tagging, get a Mac running DEVONthink or DEVONthink Pro the group's name "attached" as a tag. Tags respectively. When this device is not on the same

DEVONthink Pro 2.9.3 Documentation, page 116 WiFi network or DEVONthink/DEVONthink Pro Remote database: A database that exists at the is not running the direct connection is disabled sync location, e.g. on Dropbox, but is not yet and listed as offline. downloaded to this device. Local database: A database that exists on this device.

FAQ (PRODUCT-SPECIFIC)

GENERAL

What is the difference between the various editions? While all three editions of DEVONthink, as well as DEVONnote, share many features, there are some noticible differences. For instance, DEVONthink Pro is able to deal with more than one database; features tables, forms, and categories; and comes with full AppleScript support. DEVONthink Pro Office also comes with plugins for pro-grade email archiving, paper capture, and Web sharing. You can find a complete listing of all differences on the feature comparison page.

Which languages does DEVONthink Pro support? DEVONthink Pro supports multilingual documents and Unicode and so supports all Asian languages including Chinese, Japanese, and Korean, as well as non-Latin scripts such as Cyrillic, Hebrew, and Arabic (including writing from right to left). Use Format > Alignment > Writing Direction to adjust the writing direction.

Note: Asian languages, however, do not use word separators such as white space or punctuation. When searching, you need to use wildcards. Use ~word or *word* in the search field or search window.

How do I completely uninstall DEVONthink Pro? To completely remove DEVONthink Pro from your Mac, see the instructions in the Read Me.

DATABASES

Can I use more than one database? Yes, DEVONthink Pro databases are stored in packages instead of a central folder. You can double-click these packages like regular files to open the database, copy the database over the local network (LAN) or back up hard drive, or burn them to a CD-R or DVD.

How are my documents stored? DEVONthink Pro stores all documents in a package, a folder that looks like a file that you can double-click or otherwise manipulate like a regular file in the Finder.

Inside the "Files.noindex" folder the actual documents are stored in sub-folders for their respective type and further sub-folders that help DEVONthink Pro to quickly locate them. Documents are never altered when you copied them into the database. The file name of each document is exactly the same as the corresponding document name that you see in DEVONthink Pro.

In addition, the database package contains a set of ten index files named with the suffix ".dtMeta" as well as a "Settings.plist" file containing database-specific preferences. Finally, the database package can contain one or multiple folders named "Backup ...". They contain backups of the index files and are created automatically by DEVONthink Pro's backup function. They do not contain copies of all actual documents.

How can I move my database to another computer? Your database is a file with the suffix ".dtBase2" and is probably stored in your Documents folder. It can be copied to that location or to another desired location on the other computer. If you cannot locate your database, search for it using Spotlight, using the search term "dtBase2".

DEVONthink Pro 2.9.3 Documentation, page 117 Note: In general, DEVONthink Pro databases are self-contained, so one can move a database to another computer, open it and start using it. But if some of the content has been indexed instead of imported, it will be necessary to also move the externally linked files to the other computer. This must be done in such a way that the Paths to the external files remain valid. If everything is in your Documents folder on the first computer, copying the externally linked folders and files to the Documents folder of the second computer will probably work. Always quit the DEVONthink Pro application before copying or moving a database, as copying an open database may result in an incomplete or damaged copy.

Can I put my databases on my server? Theoretically, yes. However, as DEVONthink Pro is not yet multi-user capable, only one copy of DEVONthink Pro can access a database at a time. DEVONthink Pro uses a "lock file" to keep other copies of the software from accessing the database at the same time. If you use a setup like this, DO NOT override the warning message or you will create database corruption.

Can I share my DEVONthink database using WebDAV or DropBox? You can, but it is definitely not recommended as WebDAV servers do not fully support all properties of real hard disks. See below.

Can I synchronize databases between multiple computers? Yes. See also p. 23ff

SYNCHRONIZING

How many licenses do I need? Our software licenses only can be used on Macs (or user accounts) used by you. If you are synchronizing your data between multiple work places and team members, every team member needs her or his own license. We offer attractive volume discounts that you can find in our online shop. We do not offer group or site licenses.

Is everyone using the same global inbox? Yes, everyone synchronizing with the same sync store uses the same synchronized global inbox. When you synchronize for the first time, new items in the inbox are downloaded from the sync store and the items in your inbox are transferred to the sync store. The local inboxes in each database are only shared with persons synchronizing this database.

Can I use my own file server? You can create sync stores on every volume that you can mount. These can be USB sticks, hard drives, SD cards, or file servers. DEVONthink Pro can use SANs, NAS, AFP, and even SMB volumes, as well as almost any file system.

How can my Windows-using colleagues take part? Synchronization is designed to keep DEVONthink Pro databases updated. To share data with people using Windows- or Linux-PCs, consider using web sharing, which is only available in DEVONthink Pro Office.

How do I restrict access for certain user groups? To restrict access to a database, open its properties and set a user name and password. Share these credentials only with those people who should have access to this database. Use a separate database for each group or users that you want to keep separate from other groups.

Can I share my databases as read-only? No, synchronization is by default bi-directional. To share data read- only on the local network, consider using web sharing, which is only available in DEVONthink Pro Office.

SCANNING & OCR

My scanner is not supported by Mac OS X. Does it support TWAIN? If your scanner does not come with an Image-Capture-compliant scanner driver, you might want to check if it works with the TWAIN SANE bridge.

DEVONthink Pro 2.9.3 Documentation, page 118 ICONOLOGY DOCUMENT LISTS Navigating items: Additional icons behind item names, e.g., in main windows, indicate that the item has been indexed Up/Down arrow: Navigates up and down in all instead of imported, is locked, has a comment views. Use ⇧ to select multiple entries. attached, or is scripted. Groups also serving as tags Left/Right arrow: Expands or collapses the show a tag icon. Depending on your preferences, selected groups in Horizontal Split, Vertical Split replicants, duplicates, or replicated duplicates are or List views, or navigates to previous/next item indicated with a little grey icon instead of appearing in other views. in color. Option-click (the triangle in front of a group): Expands or collapses all groups that are Item is unread containted within this group as well. Item has been flagged See also p. 39ff Option-Left/Right arrow: Expands or collapses Item is indexed, not imported See also p. 21ff the selected groups and all their children in Item is locked See also p. 39ff Horizontal Split, Vertical Split or List views. Item has a comment See also p. 61ff Item has a script attached See also p. 97ff Selecting items: Group is a tag, too See also p. 121ff Shift-click: Selects multiple items. Item is a duplicate Shift-arrow: Extends the current selection. Item has one or more replicant(s) Command-click: Adds an item to the selection. Item is a duplicate, but also has one or more Manipulating items: replicant(s) Return: Renames documents. Backspace: Deletes selected items. KEYBOARD SHORTCUTS Command-drag: Copies items to the drag destination instead of moving it. Keyboard shortcuts make using DEVONthink Command-Option-drag: Creates replicants for Pro much more efficient. Some of the following the items at the drag destination. Dragging items shortcuts are common to most OS X applications; from the Finder to DEVONthink Pro with ⌘ and others are only available in DEVONthink Pro. In ⌥ pressed indexes the item. Dragging items into addition, many menu commands have keyboard documents with ⌘ and ⌥ held inserts a link to the shortcuts. These are shown directly in the menu. item. Note: You can change the shortcuts for menu Command-Option-drag: Creates bookmarks for commands in System Preferences > Keyboard > address cards dragged in from Contacts. Keyboard Shortcuts > Application Shortcuts. Using items:

Option-double click or Command-Shift-O: Opens WINDOWS selected documents/groups in a new tab or a new Tab: Cycles focus through all entry areas and fields. main window (depending on whether tabbed Shift-Tab: Cycles focus through all entry areas and browsing is active or not) and closes the current fields in reverse order. window ("hoist"). Change Always open groups in a Control-Tab: Cycles through all panes. new window in Preferences, General tab to your Control-Shift-Tab: Cycles through all panes in personal taste. reverse order. Tab: Jumps to the first or next editable column. Escape: Cancels processes, closes dialogs or Quick Space: Opens the standard Quick Look panel Look previews, etc., depending on the context. showing a preview of the selected items. Option-Space: Opens a full screen Quick Look slideshow.

DEVONthink Pro 2.9.3 Documentation, page 119 VIEW/EDIT PANE FORMATTED NOTES

Home/End: Goes to beginning of, or end of, any Drag, then hold Option: Copies selected text. view. Shift-arrow: Extends current selection. Page up/down: Scrolls one page up and down in Command-click: Opens clicked URL in the default any view. browser or application or in a new tab, depending Space/Shift-Space: Scrolls one page down or up on your preferences. in non-editable views, e.g., web pages, images, or Command-Shift-click: Opens a link in a new tab PDF documents. and selects it (only if tabbed browsing is switched Command-click: Opens the target of a link in a on). new tab or separate window. Command-Option-click (1): Places the insertion Command-Option-click (a cross-link or Wiki link): caret inside the text of a clickable link. Positions the insertion caret inside the link for Command-Option-click (2): Opens a clicked cross- editing. link or Wiki-style link in a separate document Option-click (a word): Looks for the clicked window. word in the database, like the contextual menu Option-click: Opens clicked URL in the default command See [word]. browser or application or in a new tab, depending on your preferences. TEXT DOCUMENTS, MARKDOWN HTML PAGES, WEB PAGES, FEEDS Drag, then hold Option: Copies selected text. Shift-arrow: Extends current selection. Command-click: Opens clicked URL in the default Command-Option-drag: Inserts a cross-link for browser or application or in a new tab, depending groups or documents dropped into a rich text on your preferences. Equals clicking a link with document. Dragging files or folders from the file the third mouse button. system to a rich text document with ⌘ and ⌥ Command-Shift-click: Opens a link in a new tab pressed creates links to them. and selects it (only if tabbed browsing is switched Command-click: Opens clicked URL in the default on). browser or application or in a new tab, depending Option-click: Adds clicked URL to the Download on your preferences. Manager panel. Command-Shift-click: Opens a link in a new tab Backspace/Shift-Backspace: Goes backwards and and selects it (only if tabbed browsing is switched forwards through the visited web pages. on). Command-Option-click (1): Places the insertion SHEETS caret inside the text of a clickable link and opens Return: Moves one cell down for editing. the link in a new Shift-Return: Moves one cell up for editing. Command-Option-click (2): Opens a clicked cross- Tab: Moves one cell to the right for editing. link or Wiki-style link in a separate document Shift-Tab: Moves one cell to the left for editing. window. Arrows: Moves the editing selection. Option-drag: Selects text using a rectangular Escape: Stops editing. selection ribbon. Option-click (1): Lists all contents containing the clicked word in the See Also drawer (identical to PDFS the See [selected text] in the contextual menu). +: Zooms in. Option-click (2): Adds clicked URL to the -: Zooms out. Download Manager. Command-drag: Scrolls the visible area with the mouse.

DEVONthink Pro 2.9.3 Documentation, page 120 IMAGES Adding an item to a group: The group's name and the names of all groups containing the group +: Zooms in. appear as tags attached to the item. -: Zooms out. Moving an item: The new group's name and the names of all groups containing it appear as tags TAGGING attached to the item. Replicating an item: The new group's name and DEVONthink Pro supports tagging in a way that the names of all groups containing it appear as makes groups and tags interchangeable. While this tags attached to the item, too. concept may sound a bit strange at first, you will (Auto-) Classifying an item: This places the item soon discover why it is a smart way to approach tags into a new group and replaces all assigned tags. and group and to bring both together. Tags represented by a regular group are called "group tags"; tags created without an existing group INTRODUCTION are called "ordinary tags." See also p. 116ff Technically, tags and groups are identical: both are simply entries in a table that are somehow THE TAGS GROUP "attached" to an item, usually a group or document. Every DEVONthink Pro database contains a top- The difference is that tags are visualized as "labels level group named "Tags." It is used whenever attached TO the item while groups are visualized as you add a tag to an item, e.g., through the tag bar, groups CONTAINING the item." They are presented for which a group does not yet exist. In this case, differently, but internally they are the same. DEVONthink Pro creates a group for the tag in the DEVONthink Pro treats groups as tags and tags as Tags group and places a replicant into it. groups. When it shows you the tags associated with When you rename a group here all items associated an item, it presents you with a list of all groups that with it, (means: that have a replicant here) this the item is part of and that have not been excluded option will show the change. from tagging.

Example: A document is located in the USING TAGS group "Science > Paleontology > Dinosaurs". Consequently, its tags are "Science," To use tags for selecting and finding documents "Paleontology," and "Dinosaurs." Now you create or browsing tags, DEVONthink Pro offers the a sub-group of "Dinosaurs" named "Land-living" following options: and move the document into the new folder. Tags view: The tags view allows you to browse Automatically it is now tagged with "Science," your documents by tags. In the tags view, select "Paleontology," "Dinosaurs," and "Land-living." a tag to display all items which have this tag The same happens when you replicate the assigned. Choose multiple tags, e.g., by clicking document into multiple groups: It is tagged with the anothe one with ⌘ held, which shows all items names of all enclosing groups (not excluded from carrying the selected tags. tagging) of all its replicants. Smart groups: Use smart groups to search for items with given tags. When you assign a tag using DEVONthink Pro's user interface, move a document, or replicate it to Wherever tags are shown, "ordinary tags" (tags another group, this is what happens: created in the special Tag group) appear blue, and tags that are also regular groups appear grey. Tags, Assign a tag: The item is replicated to the Tags in the Tag bar also show a pop-up menu when you group. click their downward triangle. The menu shows Removing a tag: The item's replicate in the Tags related tags that can be added to the item, and group is deleted. reveals tags represented by a group.

DEVONthink Pro 2.9.3 Documentation, page 121 ALIASES AND EXCLUDING FROM TAGGING automatically recognizes the encoding and the line endings used by Mac, Windows, and Unix operating DEVONthink Pro also honors aliases added to systems. groups. You can add "alternative names" to a group using Info panel and later use these alternative Extensions: adb, ads, aln, ans, , asciidoc, names as a tag. bat, bib, bibtex, c, cls, cmd, command, con, cp, cpp, crash, css, csv, diag, dot, em, embl, erl, err, Example: In the Info panel of the group f, f70, f90, fasta, for, fpp, ft, gb, genbank, gff, h, "Dinosaurs" you have added "Dinos" as an alias. haml, hang, hlp, hpp, hs, hrl, id2xf, inc, ips.beta, You can now tag items with "Dinos" and they js, lhs, lisp, log, lst, lua, m, markdown, md, mdwn, automatically will be moved or replicated to the mediawiki, mi, mis, ml, mly, mm, mmi, mml, msf, "Dinosaurs" group. org, p, pas, pir, pl, pp, py, rb, rc, rst, sass, scm, scpt, Groups that you don't want to use as tags can be scptd, scriptSuite, scriptTerminology, sdef, seq, excluded from tagging. Select the group and open sh, sqc, sql, srt, ss, strings, sty, sw, swift, swiss, tab, the Info panel. Check Exclude from … Tagging and the tcl, tex, text, textile, txt, v, vcf, wrl, x, xchatlog, xd, group's name will no longer be shown as a tag for ychat items contained in it. HFS type codes: TEXT, ttro, TERO, sEXT, SimpleText, scpt, osas, APPL (AppleScripts OPENMETA wrapped in an executable application) Automatic recognition: DEVONthink Pro also OpenMeta is an open standard for storing tags recognizes plain text file formats defined by with files in the file system. Using OpenMeta third-party applications. applications can add tags to files and let other compliant applications read them. Note: DEVONthink Pro imports tabulated text files and vCards, such as .tsv, .csv and .vcf, as DEVONthink Pro supports OpenMeta when sheets. For BibTeX files, keys are supported and importing and exporting files. Files stored in the added to the sheet. database are not tagged in OpenMeta-style, though assigned tags will be added to the files as soon as Rich Text Format: For Rich Text Format (RTF) files, you export them. On OS X Mavericks, Mavericks DEVONthink Pro recognizes Mac, Windows, and tags take precendence over OpenMeta tags. On ANSI encodings as well as Mac OS X RTF documents OS X Yosemite and later OpenMeta is no longer with attachments (RTFD). supported. Extensions: rtf, rtfd HFS type codes: RTF FILE FORMATS FORMATTED NOTES DEVONthink Pro supports a variety of text and Formatted notes are HTML files with a reduced image formats, including plain text, Rich Text Format set of possible tags that can be edited WYSIWYG. (RTF), PDFs, all image formats supported by by Mac While they share the ".html" file name extension OS X and QuickTime, as well as all file formats for which allows you to view them using a standard web which a Quick Look preview is available. browser, formatted notes feature an identifying meta tag which DEVONthink Pro uses to distinguish TEXT FILES them from regular HTML files. DEVONthink Pro supports plain text files (as well Extensions: html as Mac OS 9 SimpleText and Tex-Edit Plus files) in all encodings supported by Mac OS X, including Unicode and UTF-8. By default, DEVONthink Pro

DEVONthink Pro 2.9.3 Documentation, page 122 MARKDOWN AND TEXTBUNDLES EBOOKS

DEVONthink Pro supports importing, creating, editing, and rendering Markdown files. EVERNOTE NOTES

Extensions: md, mmd, mdwn, mark, mdown, DEVONthink Pro imports Evernote notes and mdtext, mkdown, textile, markdown saves them as formatted notes. Title, creation/ modification date, tags and source URL are retained. In addition, DEVONthink Pro supports Textbundle files. Technically Textbundle files are packages, Extensions: enex folders that look like a regular file, containing plain text files and e.g. additional images linked from CHAT LOGS Markdown. DEVONthink Pro understands the text format Extensions: textbundle, textpack of logs generated by Adium, iChat or Yahoo Messenger. You can import these chats like rich text OFFICE AND OTHER DOCUMENTS files.

DEVONthink Pro imports many Office file formats Extensions: chat, chatlog, such as Microsoft Office and OpenDocument HFS type codes: YMSG documents, as well as all other file formats for which For Adium and Second Life DEVONthink Pro offers Quick Look support is available, e.g. Mellel (version a number of scripts that directly import chat, SMS, 2.6 and higher) or Scapple files, AppleScript scripts, and phone logs. or text clippings.

Note: Quick Look is Mac OS X 10.5's mechanism PDF, POSTSCRIPT, SKIM for displaying a preview of almost any file type. DEVONthink Pro imports and displays Portable In the Finder, this function is invoked by pressing Document Format (PDF) files, Skim PDF packages, the Space bar. Quick Look requires the maker and PostScript files. DEVONthink Pro extracts the of the software that writes the document to readable text portions of the PDF, making it possible add additional preview information inside the to search the text of the PDF and to use See Also & file (package), or to provide a Quick Look plugin Classify. PostScript files are converted to PDF on- embedded into the application itself or installed the-fly. in a Library folder. If neither DEVONthink Pro nor the Finder can preview a document format It is possible to manually convert imported PDFs to that you want to use, please contact the maker plain text or RTF by using Data > Convert. of the software and ask it to provide Quick Look Note: It's not yet possible to extract text from support for its file format. protected PDF files. Protected PDFs are Due to the nature of Quick Look, the contents of a imported as simple images. However, you can document that is displayed using this technology, correctly view the PDF in DEVONthink Pro after e.g., an Apple Pages file, is sometimes not selectable. entering the correct password. Depending on the file format, a plain or rich text alternative is available for some files, e.g., for email BOOKMARKS messages. Where available, use the Text View/ Drag or paste Internet addresses from any Preview toggle button in the document's navigation Internet application, or Internet location files bar to switch back and forth between plain text and from the Finder, to DEVONthink Pro to create preview modes. a bookmark documents. DEVONthink Pro is Additional Quick Look plugins can be found on especially optimized to accept Safari Bookmarks. QLPlugins.com.

DEVONthink Pro 2.9.3 Documentation, page 123 Use bookmarks in DEVONthink Pro to integrate OUTLINER FORMATS "live' content from the Internet seamlessly with DEVONthink Pro is able to import outliner files local documents. created by OmniOutliner 2.x and other applications Extensions: dtLink, ftploc, fileloc, inetloc, mailloc, in the OPML (Outlining Processor Mark-up newsloc, url, vncloc, webbookmark, webhistory, Language) file format. When importing OPML files, webloc DEVONthink Pro recreates a group hierarchy. HFS type codes: ilht, ilft, ilfi, ilma, ilnw, ilaf, ilat, ilns, DEVONthink Pro also exports documents in the ilge, ilvn, LINK standard OPML format, generating one OPML file out of multiple groups and documents.

HTML AND XML If DEVONthink Pro recognizes an imported OPML In addition to the text encodings already listed, file as a news feed, a new feed document is created DEVONthink Pro supports the standard HTML instead of an outline. Feeds can also be exported as transcriptions for special characters (for example OPML for exchanges with third-party newsreader. German umlauts and French accents). HTML can Extensions: .opml also be converted to plain text using Data > Convert. XML files of any kind can also be imported and are IMAGE FILES displayed with syntax coloring. Preference property lists of Mac OS X 10.4 and higher are stored in DEVONthink Pro imports all image formats a binary format and are converted on-the-fly to supported by Mac OS X and QuickTime. readable XML. Extensions: bmp, cur, eps, fax, fpix, fpx, gif, icns, ico, Also, DEVONthink Pro supports Web archives jpeg, jpg, mac, pct, pdf, pict, png, pnt, pntg, psd, qti, containing HTML pages, including all necessary qtif, rgb, sgi, targa, tga, tif, tiff; Mac OS X 10.4 or images for displaying them offline. QuickTime 7 only: jp2, dng, exr, raw HFS type codes: 8BPS, BMPf, EPSF, FPix, GIFf, Extensions: agentSearch, asp, aspx, cgi, cfm, dita, "ICO ", JPEG, "PDF ", PICT, PNGf, PNTG, "SGI ", ditamap, ditaval, dtd, ent, entitlements, htm, TIFF, TPIC, qtif html, idata, jhtml, jsp, mhtml, ompl, ooutline, php, php3, php4, phtml, plist, rdf, rsd, rss, sdef, sgm, Installed applications or services can add sgml, shtm, shtml, tbx, wml, xbl, xhtm, xhtml, xml, support for other file formats to Mac OS X and to xmloutline, xsd, xsl, xslt, webarchive, wsdl DEVONthink Pro as well. Automatic recognition: DEVONthink Pro also Note: PICT files can still be imported, but Mac OS recognizes HTML and XML file formats defined X 10.5 does no longer display them. by third-party applications.

MULTIMEDIA FILES TABULAR DATA DEVONthink Pro displays or plays DEVONthink Pro imports various structured file QuickTimemovies, sounds, Flash movies and formats and stores the contents as sheets (e.g. tab- Shockwave animations. To add movies, sounds, separated values, comma-separated values (TSV/ or MP3s to DEVONthink Pro, import them like CSV) and iData files). any other file into your database. Multimedia files Extensions: csv, idata, tdf, tsv also can be dragged into a rich text document to integrate them with text and images. Note: Due to a limitation in Mac OS X's Cocoa memory management, sheets are currently Extensions: 3g2, 3gp, 3gp2, 3gpp, aac, adts, aif, AIF, limited to 32,767 records. aifc, AIFC, AIFF, aiff, amc, amr, atr, AU, au, avi, bwf, caf, cdda, cel, dif, dv, dvd, flc, f4v, fli, gsm, kar, m15, m1a, m1s, m1v, m2a, m2v, m3u, m4a, m4b, m4p, m4v, m75, mid, midi, mov, MOV, mp2, mp3, MP3,

DEVONthink Pro 2.9.3 Documentation, page 124 mp4, mpa, mpeg, mpg, mpm, mpv, mqv, MQV, pls, hmov, "M1A ", "M1V ", Midi, MooV, "Mp3 ", "MP3 qht, qhtm, qt, qtpf, qtz, rtsp, sd2, sdp, sdv, skin, ", MPEG, "MPG ", MPG2, MPG3, mpg4, MPGa, smf, smi, smil, sml, SND, snd, swa, swf, ulw, ULW, MPGA, MPGv, MPGV, MPGx, mxfd, PLAY, qhtm, vfw, wav, WAV rtsp, Sd2f, "sdp ", "sdv ", SMIL, SwaT, SWFL, HFS type codes: .SMI, .WAV, 3gp2, 3gpp, adts, ULAW, "VfW ", WAVE AIFC, AIFF, ALAW, "amc ", "amr ", attr, caff, cdda, DEVONthink Pro supports QuickTime file types DAVI, DIVX, dvc!, embd, "FLI ", grip, "GSM ", provided by third-party components.

TEMPLATES

DEVONthink Pro comes with a number of pre-fabricated templates for general use. Use these templates to add a task list, a quote, or whole group structure for project management to your database.

MANAGING TEMPLATES

Templates are regular files stored in the Finder in the folder "~/Library/Application Support/DEVONthink Pro 2/Templates.noindex". Navigate to this folder in the Finder to manage your templates, rename them, organize them in sub-folders, or delete them.

More templates are available as extras. See also p. 68ff

PRE-FABRICATED TEMPLATES

DEVONthink Pro comes with the following pre-fabricated templates, which serve as great examples of the template feature.

General use:

Annotation: Adds an annotation for a selected document. The annotation is placed next to the selected document (and replicated to all other instances of the document if necessary) and contains a link to the annotated item. If possible, this template links to the current page of a PDF document. If there is already an annotation for the selected document, a second one is not created, but the existing annotation is opened. Note: Adds a new note. If the clipboard contains text, it is automatically inserted; if the clipboard contains an Internet address (URL), it is added to the note's link list. Phone Note: Adds a new phone note, automatically inserting the current date and time. Project: Adds a simple project group structure including an "About this project" document. The smart template asks for a project name; retrieves your name, department, email address, and phone number from your contact card; and adds this information to the "About this project" document. Task List: Adds a simple task list. Web Browser: Adds an HTML document that allows you to use DEVONthink Pro like a regular web browser. Open the document, enter an Internet address into the address field, and click the Go button to visit the web site.

Accounts & Passwords:

Online Account: Adds a document for storing online account details. Serial Number: Adds a document for storing serial numbers.

Contacts & Events:

Business Card: Adds the card selected in Contacts as a rich text document to your database.

DEVONthink Pro 2.9.3 Documentation, page 125 Calendar Event: Adds a Calendar or iCal event you have copied to the clipboard (!) as a rich text document to your database. You need to copy the event to the clipboard because Calendar/iCal does not yet provide a mechanism to retrieve the selected event.

Classifications:

Decimal Filing System: Adds ten groups for the decimal filing system used by man European companies for filing (scanned) paper documents. Dewey Decimal Classification: Inserts a group with sub-groups that builds the first levels of the Dewey Decimal Classification. Use this feature for databases that contain knowledge spanning many subjects. Library of Congress Classification: Inserts a group with sub-groups that builds the first levels of the Library of Congress Classification. Use this feature for databases that contain knowledge spanning many subjects.

Education:

Cornell Notes (Pages): Adds an Apple Pages document that allows you to write notes in Cornell style. Cornell Notes (rich text): Adds a rich text document that allows you to write notes in Cornell style. Quote (from clipboard): Adds a rich text document for a quotation or citation. The clipboard content is automatically inserted and, if it's an Internet address (URL), it is automatically made clickable. Reference (from Bookends): Adds the reference selected in Bookends to your database. Reference (from Endnote): Adds the reference selected in Endnote to your database. Reference (from Sente 6): Adds the reference selected in Sente 6 to your database.

Office:

Apple Numbers/Pages document: Adds empty Numbers or Pages. Microsoft Excel/Word document: Adds empty Excel or Word documents. OpenOffice Calc/Writer document: Adds empty OpenOffice documents. This smart template checks whether OpenOffice is installed or not before adding the document.

Registers:

1--31: Adds 31 groups, numbered 1 through 31. A--Z: Adds 26 groups, named A through Z. Days of the Week: Adds groups for the days of the week. Months: Adds groups for the twelve Christian months.

Search:

PubMed: Runs a query in PubMed and adds the resulting documents formatted as rich text documents to your database.

Smart Groups:

Email ... Videos: Adds smart groups selecting documents of a given kind. Last ...: Adds smart groups selecting documents modified within a given period. Large Documents: Adds smart groups selecting documents larger than 5 MB. PDF (not searchable): Adds smart groups selecting all PDF documents that don't contain machine-readable text.

Tabs:

Open Bing: Opens the Bing web page in a new tab. Open Google: Opens the Google web page in a new tab. Open Location: Asks for a URL and opens it in a new tab.

DEVONthink Pro 2.9.3 Documentation, page 126 Toolbar: By default this contains no templates. Add you own templates here and add them also to the toolbar of main and search windows using View > Customize Toolbar.

TEMPLATE PACKAGES

Besides the more complex smart templates, DEVONthink Pro supports template packages. These are folders with the file name extension ".dtTemplate" that contain one or multiple folders, one for each supported language. This way, depending on the system language, you can let DEVONthink Pro import the files in the right language. Starting with version 2.8.4 template packages that don't need to support multiple languages can also go without *.lproj subfolders. This further simplifies creating your own templates.

In addition, you can use the following placeholders in your file or folder names of your templates packages, as well as in contained rich text, plain text, HTML, or XML files. During import they are replaced with actual data.

%time%: The current time %date%: The current date %shortDate%: The current date in short format %longDate%: The current date in long format %monthname%: The month name of the current date %weekday%: The week day name of the current date %day%: The day number of the current date %month%: The month number of the current date %year%: The year number of the current date

%username%: The user's name %fullUsername%: The user's full name %organization%: The user's organization from Contacts %emailAddress%: The user's email addresses from Contacts

%host%: The host name %databaseName%: The database name %databasePath%: The database's path %groupName%: The name of the parent group %topGroupName%: The name of the top group %clipboard%: The clipboard contents as plain text %styledClipboard%: The clipboard contents as rich text %clipboardLink%: The clipboard contents as a clickable rich text link if the clipboard contains a valid URL

SMART TEMPLATES

Most of the prefabricated templates are "smart templates": They are not simple files, but actually AppleScript packages that are executed when selected in the Data menu. These packages contain script code, as well as the actual templates that they insert into your database. This has a number of advantages:

The script can choose a localized template for your language; this is also possible using a template package. The script can add information to the pre-fabricated template, e.g., the current date and time or data from the Web. The script can act intelligently on data on the clipboard: If it's a simple text, it adds the text; if it's a URL, it adds it to a different area of the document and makes it clickable. The script can check if a certain application is installed, e.g., OpenOffice, before adding a document.

DEVONthink Pro 2.9.3 Documentation, page 127 CREATING SMART TEMPLATES

Smart templates are regular AppleScript scripts or script packages with special extensions to distinguish then from regular AppleScript scripts:

.templatescript: A normal script; the regular extension would be: ".scpt" .templatescriptd: A script package; the regular extension would be: ".scptd". Script packages are folders that appear like a file. They can hold both script code and additional files.

To make your own smart templates, have a look at the prefabricated smart templates:

Step 1: Navigate to "~/Library/Application Support/DEVONthink Pro 2/Templates.noindex" in the Finder and show its content Step 2: Make a copy of a template, e.g., of "Note.templatescriptd". Step 2: Rename the template, replacing the extension ".templatescriptd" with ".scptd". This makes it a regular script. Step 3: Double-click this script to edit it in Script Editor. Step 4: Try out the script by running it in Script Editor. Step 5: When you're satisfied, close the script and in the Finder rename it so that the file name extension ".scptd" becomes ".templatescriptd" again. Step 6: Close and open DEVONthink Pro. Your new script should be visible in Data > and ready for you to use.

Each of the prefabricated smart templates demostrate other aspects that show what you can do with them. You can find more about AppleScript and DEVONthink Pro in the chapter Scripts.

Smart templates, as well as template packages, can be installed via the Finder by double-clicking on them.

WEB SITE EXPORT TEMPLATES '%comment% %url% For exporting information as web site, DEVONthink %tags% Pro uses templates available in ~/Library/ These placeholders will be replaced with actual Application Support/DEVONthink Pro/Websites/ to information during the export. The placeholders will create HTML files from documents. You can choose only be replaced in documents that are converted the template in the save dialog that appears when to HTML during export--namely plain text, rich text, you use File > Export > as Website Microsoft Office/OpenOffice documents, scripts, In the HTML templates, the following placeholders chat logs, and sheets. can be used:

%databasePlusLocation%

SEARCH OPERATORS

In the toolbar search field you can use standard and extended Boolean operators, parenthesis, and more to fine tune your search.

The syntax of the operators is compatible to DEVONagent and EasyFind, the Finder, Spotlight, common search engines as well as common programming languages such as C, C++, Objective-C, Java, and JavaScript. The complexity of the query is unlimited.

DEVONthink Pro 2.9.3 Documentation, page 128 CASE

All terms are case-insensitive. You may, if you wish, use capitalization for proper names in a query, but DEVONthink Pro will ignore case in interpreting the query.

PRECEDENCE OF TERMS

Search terms and associated operators will be interpreted from left to right, except as modified by including portions of the query within parentheses.

WILDCARDS

You can replace parts of words with wildcards matching one, multiple, or a range of characters:

?: Matches exactly one character. *: Matches none, one, or multiple characters. [a-b]: Matches one character of the range "a" through "b". [abc...] or [a|b|c|...]: Matches one character out of the given list of characters. [^...]: Matches one character that is not contained in the given list or range.

BOOLEAN OPERATORS

The operators (often called Boolean operators) are words or symbols that establish logical rules for the terms in the search query. If no operator is given, DEVONthink Pro infers AND. The available Boolean operators are:

term1 AND term2: Contains term1 AND term2 term1 BUT term2: Contains term1 AND term2 term1 OR term2: Contains term1 OR term2 term1 XOR term2: Contains term1 or term2, but not both term1 EOR term2: Contains term1 or term2, but not both NOT term: Does not contain term "term1": Contains the string of words term1, in exactly this form

Besides the classic Boolean operators, DEVONthink Pro uses a number of operators that usually are found in high-end databases. Use these operators as a replacement for AND and "quotes" to fine tune your query.

term1 OPT term2: term1 needs to occur, term2 can. If term2 does, the found document ranks higher in the search results. term1 NEAR term2: term1 occurs 10 words or less before or after term2 term1 NEAR/n term2: term1 occurs n or less words before or after term2 term1 BEFORE term2: term1 occurs before term2 term1 BEFORE/n term2: term1 occurs n or less words before term2 term1 NEXT term2: term1 occurs right before term2 (shortcut for BEFORE/1) term1 NEXT/n term2: term 1 occurs n or less words before term2 (synonym for BEFORE/n) term1 AFTER term2: term1 occurs after term2 term1 AFTER/n term2: term1 occurs n or less words after term2 ~term1: Contains term1, also as part of a word

For convenience, some of these operators can also be abbreviated using commonly used symbols:

AND: &, &&, + OR: |, || XOR: ^, ^^

DEVONthink Pro 2.9.3 Documentation, page 129 NOT: !, -

Note: The symbols above are also used by the Finder and Spotlight for searches. Enter the vertical ruler character for the OR operator by pressing ⌥7 (e.g. on European keyboards). Operators are evaluated in the following priority: parenthesis > phrase/hyphens > (NOT) BEFORE/AFTER/ NEAR/NEXT > NOT > AND/OR/XOR/EOR. Terms with same priority but without parenthesis are evaluated from left to right.

WHITE SPACE HANDLING

Words linked by non-white separators (e.g. www.devon-technologies.com or page_id) are treated like phrases put into "quotes". Words separated by hyphens are handled like word1word2 OR "word1 word2". Characters separated by dots are considered to be abbreviations and therefore handled like words separated by hyphens, e.g., the term t.a.t.u is equal to "t a t u" OR tatu

EXAMPLES

By using any or all of the operators and rules layed out above you can create complex queries that find the exact information you're looking for. Here are some example queries that show how the operators are used.

Example: Devonian Dinosaurs

This query looks for all documents that contain the words "devonian" and "dinosaurs".

Example: (Steve NEAR Jobs) AND iMac BUT NOT MacBook OPT Pro

This query looks for documents that contain the words "Steve" and "Jobs" no farther ten words away from each other, as well as the word "iMac" (no specific position relative to Steve and Jobs), but not the word "MacBook". The word "Pro" does not need to occur, but if it does, the document is ranked higher in the list of search results.

Example: Paracetamol NEAR (~effect OR impact) AND ((side OR second*) NEAR/2 ~effect)

This query looks for documents containing the word "Paracetamol" near (within 10 words) to words either starting with "effect" (and so also "effects") or "impact". In addition, the document needs to contain the word "side" or any word starting with "second" located within two words range of any word starting with "effect".

TEMPLATE TAGS FOR WIKI-STYLE LINKS

In DEVONthink Pro you can create new documents by first selecting some text in a rich text document and then making it a link using the contextual menu. When you then click this link, DEVONthink Pro creates the new document using a template you set in the Editing Preferences. In this template, can use the tags below to automatically insert the name of the link, the current date or other information. See also p. 41ff

%@: Name of link %%: A "%" character %a: Abbreviated weekday name %A: Full weekday name %b: Abbreviated month name %B: Full month name %c: Shorthand for "g%X %x," the locale format for date and time %d: Day of the month as a decimal number (01-31) %e: Same as %d, but does not print the leading 0 for days 1 through 9 %F: Milliseconds as a decimal number (000-999)

DEVONthink Pro 2.9.3 Documentation, page 130 %H: Hour based on a 24-hour clock as a decimal number (00-23) %I: Hour based on a 12-hour clock as a decimal number (01-12) %j: Day of the year as a decimal number (001-366) %m: Month as a decimal number (01-12) %M: Minute as a decimal number (00-59) %p: AM/PM designation for the locale %S: Second as a decimal number (00-59) %w: Weekday as a decimal number (0-6), where Sunday is 0 %x: Date using the date representation for the locale, including the time zone %X: Time using the time representation for the locale %y: Year without century (00-99) %Y: Year with century (such as 1990) %Z: Time zone name (such as Pacific Daylight Time) %z: Time zone offset in hours and minutes from GMT (HHMM)

ITEM LINKS x-devonthink-item://?time=43.5 The first parameter after the ID is always added DEVONthink Pro provides a URL (uniform resource after a questionmark (?), additional ones after an locator) for all documents and groups in its ampersand (&). databases. While web URL typically begin with "http://" or "https://", DEVONthink Pro's URLs take the form of "x-devonthink-item://" followed by a METADATA long alphanumeric ID. DEVONthink Pro stores a large number of metadata You get this item link by selecting a document or fields internally when importing documents group and choosing Edit > Copy Item Link, and you from the file system, e.g., from PDF, RTF, MP3, can use it in any application that supports URLs, e.g. EXIF/IPTC, HTML, and email messages as well as the notes fields of OmniFocus tasks. For audio and from all files that deliver metadata through the video documents as well as for PDF pages you can Spotlight metadata importer. Here's a partial list of also get URLs that directly link to a designated time theoretically supported fields: or page using the contextual menu. General: In addition you can manually extend the copied URL with the following parameters: Title Headline page: Directly jumps to the specified page of a Subject PDF. Usage: page=. Creator reveal: Reveals a group instead of opening them. Producer Usage: reveal=1. search: Directly jumps to the first occurence of the PDF and RTF: search string. Usage: search=. Description time: Directly jumps to the specified time in Copyright seconds in a video or audio document. Usage: Comment time=. URL Example: Keywords x-devonthink-item://?reveal=1 x- Electronic correspondence: devonthink-item://?page=5 x-devonthink-item://?search=iPad Authors %20Pro Author email addresses

DEVONthink Pro 2.9.3 Documentation, page 131 Recipients Terminal:

Recipient email dddresses $ defaults read com.devon- Email addresses technologies.thinkpro2 AdditionalPlainTextExtensions Electronic publications: 2014-07-31 08:25:27.101 Album defaults[21950:3312262] The domain/default Composer pair of (/Users/eb/Library/Preferences/ Contributors com.devon-technologies.thinkpro2, Publishers AdditionalPlainTextExtensions) does not Editors exist Organizations $ defaults write com.devon- technologies.thinkpro2 AdditionalPlainTextExtensions - HIDDEN PREFERENCES string .otl.todotxt $ defaults read com.devon- There are a few settings in DEVONthink Pro that technologies.thinkpro2 you cannot set through the Preferences window. AdditionalPlainTextExtensions

Most of them are intended to facilitate customer .otl.todotxt support but they might be interesting for you as well. AVAILABLE HIDDEN PREFERENCES KEYS Note: These hidden preferences are not an AdditionalPlainTextExtensions: Adds additional official feature and could be changed or removed plain text extensions, separated by dots. with any update. AdditionalXMLExtensions: Adds additional XML file name extensions, separated by dots. HOW TO ACCESS THE HIDDEN PREFERENCES DisableAutomaticUpdatingOfIndexedItems: All hidden preferences are simple on/off switches. Disables automatic updating of indexed items. You set and unset them using the "defaults" DisableBadgeLabel: Disable the badge label on command in the Terminal. To set preferences via the DEVONthink Pro's Dock icon. Terminal DEVONthink Pro must not be running or it DisableFileSystemEvents: DEVONthink Pro no will overwrite your changes when you close it. longer listens to file system events. DisableFinderTags: DEVONthink Pro no longer To set a preference using the Terminal, the imports or exports Finder tags. command line looks like this: DisableOpenMeta: OpenMeta tags aren't Terminal: exported/set.

$ defaults write com.devon- EnableApplicationFiles: Applications can be technologies.thinkpro2 imported/indexed. ShouldScaleAttachedImages -bool TRUE EnableThreadedFeeds: Feeds are downloaded in The above command activates the preference with threads instead of by a background task. the key "ShouldScaleAttachedImages". Change PlainTextIsMarkdown: Treat all plain text files as TRUE to FALSE to deactivate it. Use any of the markdown. preferences keys below to activate or deactivate RenderMarkdown: Show Markdown documents them. rendered by default. RichNotesWithoutAttachments: Services create The preference AdditionalPlainTextExtensions is RTF instead of RTFD. best set from the Terminal. As it replaces the list ShouldScaleAttachedImages: Enables image of additional plain text extensions we recommend scaling in RTF documents. that you read the current list first (empty by default) SyncDebugLog: Enabled additional sync logging before adding your own to the end of the list. for debugging.

DEVONthink Pro 2.9.3 Documentation, page 132