DEVONthink Pro Office VERSION 2.8.11 DOCUMENTATION

© 2001-2016 DEVONtechnologies TABLE OF CONTENTS

Read me 5 Menus 43

The DEVONthink Pro Office advantage 5 The Application menu 43 Getting started 6 The File menu 45 System requirements 6 The Edit menu 48 Installing, updating, uninstalling 7 The Data menu 49 Version history 8 The Format menu 52 License agreement 15 The View menu 54 Credits 15 The Go menu 55 The Tools menu 56 Common tasks 19 The Window menu 57 Analyze text documents 19 The Services menu 57 Archive your 19 The Scripts menu 58 Archive printed documents 20 The Help menu 58 Browse the Internet 21 The Dock menu 59 Capture data from the web 22 Windows & panels 60 Catalog your Disks, CDs, and DVDs 22 Catalog your photos and MP3 files 23 Main window 61 Collect text snippets and other valuable data 23 Document window 66 Index files on your hard disk 23 Search window 68 Manage your bookmarks 24 Info panel 71 Read newsfeeds 24 Document Properties 72 Take 25 Concordance 72 Write texts and outline projects 25 Download Manager 73 History 75 In & out 26 Groups & Tags 75 Drag and drop 26 Take Note 76 Importing and indexing 26 Log 76 Services 26 Activity 76 Dock menu 27 Preferences 76 Synchronizing 28 Database Properties 77 Extensions and bookmarklets 30 Assistant 78 Dashboard widget 32 Documents 80 Sorter 32 Archiving 34 General 80 Capturing paper 36 Plain and rich texts 81 Capturing paper (ScanSnap and other Formatted notes 83 scanners) 38 Markdown texts 84 Web sharing 39 Web pages, HTML pages, feeds 84 Sheets 86 Images and videos 87 PDFs 88 Office documents, email, and others 89

DEVONthink Pro Office 2.8.11 Documentation, page 2 Drawers & sheets 91 Troubleshooting 117

See Also & Classify 91 Problems synchronizing databases 117 Concordance 92 Problems synchronizing with DEVONthink To Go Smart group editor 92 1.x 117 Repairing a defective database 118 Preferences 94 DEVONthink Pro Office crashes when General 94 opened 119 Editing 95 Recovering a lost password 119 Import 96 Items keep re-appearing in the inbox 120 Sorter 97 Problems importing files 120 Media 98 Problems using Services 120 Colors 98 DEVONthink Pro Office behaves irrationally 120 Web 98 Email import does not work as expected 121 RSS 99 AppleScript scripts do not work as expected 121 Server 100 FAQ 122 Email 101 OCR 102 General questions 122 Sync 103 Release schedules, Mac OS X, and Windows 122 Backup 105 Purchasing 123 Update 105 124 Your license 125 Scripts 106 Product-related questions 125

Introduction 106 Technology 126 Installation 107 Internal scripts 107 General Concept 126 Browsers, email, and more 110 Features 126 Triggered scripts 111 Structure 126 Toolbar scripts 112 Applications 127 Droplets, folder actions, rules, PDF Other Products 128 Services 112 More examples 113 Overview 128 Automator 114 DEVONthink 128 DEVONagent 128 DEVONsphere 129 DEVONnote 129 Needful Things 129

DEVONthink Pro Office 2.8.11 Documentation, page 3 Appendix 130

Glossary 130 FAQ (product-specific) 131 Iconology 134 Keyboard 134 Tagging 136 File formats 137 Templates 140 Web site export templates 143 Search operators 144 Template tags for Wiki-style links 146 Item links 146 Metadata 147 Hidden preferences 147

DEVONthink Pro Office 2.8.11 Documentation, page 4 READ ME

In this chapter: those documents.

The DEVONthink Pro Office advantage 5 INTEGRATED WORKSPACE Getting started 6 System requirements 6 Unlike the , DEVONthink Pro Office provides Installing, updating, uninstalling 7 an integrated environment with all the tools Version history 8 you need for working with information. Don't License agreement 15 waste time digging through thousands of files. Let Credits 15 DEVONthink Pro Office intelligently assist you. And synchronize your data between all your Macs DEVONthink Pro Office is the paperless office for via direct connections, Dropbox, WebDAV, or any your Mac. Use DEVONthink Pro Office to keep all of mountable disk, e.g., a USB stick. your As a native Mac application, DEVONthink digital documents Pro Office is also tightly integrated with OS X. notes DEVONthink Pro Office provides a Dock menu, paper documents Services menu commands, and makes optimal use of email messages the web browser engine. images multimedia files ADDITIONAL FUNCTIONALITY chat logs bookmarks DEVONthink Pro Office comes with a number of advanced "paperless office" functions not present in together in one database. Use DEVONthink Pro other editions of DEVONthink: Office to keep all of this information together so that you have easy access to it. Synchronize your DEVONthink Pro Office features a professional data between all your Macs on the local network, email import tool that allows you to archive via Dropbox, WebDAV or just any mountable disk. messages and complete mailboxes from Apple Share your data with colleagues, even if they're Mail, , and from Unix using Windows. mailboxes. See also p. 34ff DEVONthink Pro Office allows you to use your flatbed scanner or Fujitsu ScanSnap to scan paper THE DEVONTHINK PRO OFFICE documents, make them searchable, and file them ADVANTAGE in a database. DEVONthink Pro Office can turn already scanned documents into searchable WHY DEVONTHINK PRO OFFICE? documents, too. See also p. 36ff DEVONthink Pro Office allows you to share your DEVONthink Pro Office not only stores documents, documents with colleagues on your local network it is a flexible, powerful organizational tool that or on the Internet. And your Windows, Linux and helps you Unix friends are invited, too. See also p. 100ff edit analyze organize find and archive

DEVONthink Pro Office 2.8.11 Documentation, page 5 WHAT CAN YOU DO WITH IT? Keep important and other project-related documents together or build a versatile e-mail DEVONthink Pro Office is much more than just a archive. document database. It is the #1 tool for collecting Store frequently used images. and organizing info bits and snippets on the Take advantage of DEVONthink Pro Office's file Mac.Use DEVONthink Pro Office to: indexing feature to catalog CD/DVD-ROMs Create text documents, edit them in full screen without storing them in the database. mode using all the tools Mac OS X provides and cross-reference them with Wiki-style or static EDITIONS links. Use the Services menu, the Dock menu, the We offer DEVONthink in multiple editions Dashboard widgets and the Sorter to clip optimized for home/semipro and heavy-duty information and jot down notes. professional use. You can find a feature comparison Rely on the strong email archiving and scanning on our web site. functions, using DEVONthink Pro Office to achieve a true "paperless office". GETTING STARTED Integrate Web content and local documents. Display all common newsfeed formats and clip DEVONthink Pro Office is a powerful application important news directly to your database. 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 Office's functionality.

Other helpful resources are our company blog, SYSTEM REQUIREMENTS where we publish timely news and, sometimes, even public betas, and our lively user form. Mac with 64-bit CPU, 2 GB of RAM, and OS X 10.8.5 or later. In addition, we recommend a broadband Continue here: Internet connection. Visit our company blog Visit our user forum

DEVONthink Pro Office 2.8.11 Documentation, page 6 INSTALLING, UPDATING, UPGRADING TO DEVONTHINK PRO (OFFICE) UNINSTALLING When upgrading from DEVONthink Personal to DEVONthink Pro, the application will copy Note: The following procedures do not apply your existing DEVONthink Personal database when you have purchased DEVONthink Pro to your documents folder ('~/Documents/ Office on the Mac App Store. Installing, updating, DEVONthink.dtBase2'). and uninstalling are handled by the App Store application in this case. If this fails to occur automatically, do the following: 1) Copy the complete folder "~/Library/Application INSTALLING AND UPDATING Support/DEVONthink 2" to your Desktop, and 2) Rename the folder and add the filename suffix, Move the DEVONthink Pro Office application ".dtBase2" (without quotes). The folder has now package to the Applications folder or any preferred become a DEVONthink Pro Office database icon, directory. Please note that Mac OS X Services and which you can double-click. the connection to DEVONagent work only for applications installed into the Applications folder, If your old database was created by DEVONthink and that logout and login or a restart is required Personal 1.x, it will be the folder named after installation. "DEVONthink" at "~/Library/Application Support/". Follow the instructions as above, but in this case To update an existing version of DEVONthink Pro use the filename suffix ".dtBase" (no quotes, but Office, simply copy the application package from the case is important). The folder has now become disk image to your Applications folder, replacing the a DEVONthink Pro Office 1.x database. From old version. Your database(s) will not be affected. If DEVONthink Pro Office choose File > Open you purchased DEVONthink Pro Office in the Mac Database and select the resulting database file. App Store you can also download the update from You will be offered the opportunity to convert the the DEVONtechnologies website. It will retrieve the database to a new DEVONthink Pro Office 2.x existing receipt and accept it as valid license. database. Choose "Accept," and you now have a converted DEVONthink Pro Office 2.x database.

Note: We don't recommend installing both DEVONthink Personal and DEVONthink Pro on the same machine. Among the reasons why: Both applications use the same Services menu shortcuts, and Mac OS X would assign the shortcuts sometimes to DEVONthink Personal, other times to DEVONthink Pro. And DEVONagent stores contents in DEVONthink Pro if it's available, which means contents would not be stored in DEVONthink Personal.

DOWNGRADING TO DEVONTHINK PERSONAL

If you want to downgrade from DEVONthink Pro to Personal, copy the database you want to use to "~/Library/Application Support" and rename it to "DEVONthink", removing the file name extension ".dtBase2". The database package becomes a regular folder and will now be used by DEVONthink Personal.

DEVONthink Pro Office 2.8.11 Documentation, page 7 UNINSTALLING

To remove (uninstall) DEVONthink Pro Office completely from your Mac, trash the following files and folders (~ stands for your Home folder):

DEVONthink Pro Office ~/Library/Application Support/DEVONthink Pro 2 ~/Library/Mail/Bundles/ DEVONMailConduit.mailbundle ~/Library/Preferences/com.devon- technologies.thinkpro.* All DEVONthink Pro Office-specific scripts in ~/ Library/Scripts/ All DEVONthink Pro Office-specific workflows in ~/Library/Workflows/ All DEVONthink Pro Office-specific scripts in ~/ Library/PDF Services/ Dashboard widgets Bookmarklets from your web browser The reference to the global inbox folder in your Finder's sidebar

VERSION HISTORY

VERSION 2.8.11

This maintenance release revises the view/edit pane, disables font tightening on OS X El Capitan, and no longer unnecessarily activates automatically opened panels. The OCR metadata panel has been completely overhauled and email archiving is smarter and more reliable. Version 2.8.11 is more compatible to RSS 1.0 feeds, too. The update also fixes several bugs and improves performance and reliability.

Improved:

Panel to enter metadata after OCR is larger and resizable. It allows viewing scanned pages and copying text. Email archiving fixes attached plain/rich texts if necessary to improve indexing, viewing, and converting. Email archiving no longer indexes BASE64 code of corrupted messages. Email threading. Data > Convert > to searchable PDF replaces the extension in the name with '.pdf' if necessary. Tightening of customized fonts disabled on OS X El Capitan. The view/edit pane shows the document icon of items which can't be displayed if the items aren't thumbnailed; the appearance of the pane has been slightly revised. The Activity and Log panels aren't activated anymore if automatically opened or when the application isn't active. Compatibility to RSS 1.0 feeds. News feed items scale images to width. Thumbnails of videos are stored as compressed JPEG files and require about 75 percent less space. Updating indexed items supports bookmarks too, e.g. updated comments or Finder tags. It's no longer possible to index items in the Finder's trash. Better handling of 'x-devonthink' URLs in case of multiple installed versions or editions.

DEVONthink Pro Office 2.8.11 Documentation, page 8 Performance and memory usage.

Fixed:

Renaming the global inbox wasn't persistent. Renaming a database didn't immediately update the sidebar. Menu item Edit > PDF Document > Annotate > Line was missing. Group Items toolbar item of search windows didn't work. Go > Go to Time didn't work. Redundant full screen menu item inserted by OS X removed. Revealing items in three-pane view didn't always scroll to the item. Automatically naming Markdown notes used the complete note instead of only the first line. Automatic grouping could fail if the selection contained a document with only one word. It was possible to move items to another database containing already items with the same UUIDs. Delay after switching from DEVONagent Pro to DEVONthink Pro Office. Rare mouse cursor issues in case of e.g. PDF documents created on other platforms (workaround). More minor bugs and glitches.

VERSION 2.8.10

This maintenance release adds additional commands to the contextual menu of HTML 5 videos and supports movies sent via the sharing extension. Documents can now also be sent via 2. Verifying databases finds and repairs more issues. In addition this release better handles databases (being) moved to the trash. The update also fixes a number of bugs and glitches.

NEW:

Contextual menu of HTML 5 videos offers additional commands. Sharing extension supports movies, e.g., from the Photos application. Send by Email supports Airmail 2. Name and comment of the global inbox can be changed via the Database Properties panel.

Improved:

Verifying databases finds and repairs more issues. Verification alert contains the filename of the database. Trying to open a database located in the trash displays an alert. Moving a currently opened database to the trash shows a warning in the Log panel. Search windows support fullscreen mode. Better Bookends import after duplicating imported references. Better handling of URL credentials of Download Manager on OS X Mavericks or later. Installing the Safari extension opens the Safari Extensions Gallery on OS X Yosemite or later. Automatic installation of add-ons skips browser extensions as they should be updated by the browsers. Useless "x-webdoc://" URLs are ignored when taking notes. Creating databases in Box Sync folder is no longer possible. Sparkle framework updated to version 1.14.0. Overall reliability.

Fixed:

Rebuilding databases didn't retain thumbnails since version 2.8.8. Text of PDF note annotations couldn't be edited anymore since version 2.8.9. The tilde character "~" was trimmed from file names after renaming a document.

DEVONthink Pro Office 2.8.11 Documentation, page 9 After closing the Download Manager, downloaded files weren't imported anymore. Wrong selection after expanding an outline item (workaround for a bug in OS X El Capitan). Glitch of resizing PDF annotations. French localization of Reference (from EndNote) smart template updated.

VERSION 2.8.9

This maintenance release supports folder tags when importing, indexing, and exporting. Images can be dropped into formatted notes, the sharing extension is more compatible, and captured items are named smarter. Web sharing asks less often for a password or refreshes its contents. Document windows support fullscreen window mode, too (requires OS X El Capitan or later). The update also fixes a number of bugs and glitches.

NEW:

Importing and indexing support folder tags. Tags of groups are exported and tags of indexed groups are immediately applied. Images can be dropped into formatted notes too. Document windows support fullscreen window mode (OS X El Capitan or later). Optional "reveal" parameter of x-devonthink-item links can be used to reveal groups.

Improved:

Take Note panel restores unsaved contents after closing or quitting. Web sharing only asks for passwords and refreshes content when needed; it also handles errors better. Pressing the ⌥Option modifier key changes the Select font buttons to Reset (see Preferences > General and Preferences > Web) to easily restore the default fonts. Sharing extension is more compatible, e.g. to Tinderbox 6.4. Captured images, links, bookmarks, or notes are named smarter. Rebuilding retains addition date. Tools > Verify & Repair checks external files in the background. Scripts > Export > Daily Backup Archive uses a different date format. Scripts > > Add as To Do to OmniFocus shows a better error message in case OmniFocus Pro is not available. Templates updated. AppleScript support. Data > Merge logs skipped records. File permissions of temporary files are corrected after importing. Error message in case of unmounted volumes is clearer. Documentation added for item links. Installation of extension opens Mozilla Add-Ons page in Firefox. Overall reliability and performance.

Fixed:

Issue where copying selected rows of table views failed on OS X El Capitan. Issue where tags entered into the Tags bar weren't always saved. Issue with Format > Show Invisible Characters being incompatible to rich text documents containing tables. Issue where the entered name was ignored when adding one file via Add to DEVONthink Pro Office service. Issue with PDF highlight annotations in case of rotated pages (workaround for issue in OS X). Issues with PDF line annotations (workaround for issues in OS X El Capitan). Issue with reverting documents.

DEVONthink Pro Office 2.8.11 Documentation, page 10 Issue with text templates containing date placeholders in the title failing depending on the system date format. Issue where the width of the Activity panel couldn't be increased. Issue where changing the column font didn't update visible windows. Issues with the automatic hiding of the Sorter on OS X El Capitan. Issue that allowed creation of smart groups with invalid parameters. Issue where scanning as image didn't use the correct file type. Issue that could slow down or freeze the application when reading damaged .DS_Store files. Vulnerability in Sparkle framework (used for downloading and installing updates). Further minor bugs and glitches.

Removed:

OpenMeta is no longer used on OS X Yosemite or later.

VERSION 2.8.8

This maintenance release improves Tinderbox integration. It also makes working with PDFs more comfortable, reuses existing groups when importing , and adds newly created groups immediately to the recent destinations. For bookmarks and clicked links DEVONthink Pro Office 2.8.8 uses downloaded offline archives when there's no internet connection. The update also fixes a number of issues, some of them related to OS X El Capitan.

Improved:

Better Tinderbox integration. Multiple copied notes can now be pasted to DEVONthink Pro Office including backlinks and tags; DEVONthink Pro Office creates plain or rich notes depending on the pasted contents. Requires Tinderbox 6.3.2 or later. Copied or dragged selections of PDF documents include images on OS X El Capitan or later. Converting PDF documents to rich texts retains images too. Updated web interface allows Firefox to display PDF documents rather than just Safari. Offline archives created with the Download Manager are used for bookmarks or opening links in tabs if there's no internet connection. In addition, offline archives in all currently opened databases are now used. Creating a new group adds the group immediately to the recent destinations. File > Import > Contacts reuses already created groups. The panel for creating or editing sheets now supports multiple selections as well as Edit > Select All and Edit > Deselect All. Activity panel. Adding the global inbox to the Finder sidebar is faster and more reliable. VoiceOver support. Overall reliability and performance.

Fixed (OS X El Capitan):

Issue with dragging multiple email messages to the Sorter. Issue with unrealiable installation of Clip to DEVONthink. Issue where Clip to DEVONthink couldn't always capture paginated PDF documents on OS X Yosemite and El Capitan. Issue with deadlocks caused by PDF sidebar. Issue where footers and headers were flipped when printing web views.

DEVONthink Pro Office 2.8.11 Documentation, page 11 Fixed:

Crash of Sorter after deleting a group that has been already deleted in DEVONthink Pro Office. Crash when closing DEVONthink Pro Office after scanning. Glitches of panel to create sheets or to edit columns of existing sheets. Issue of File > Import > From Scanner or Camera where it couldn't find the scanner's functional unit, i.e. flatbed, sheet feeder. Issues where the destination property was ignored when creating a document using File > Import > From Scanner or Camera. Issue where printed PDF documents weren't automatically rotated. Issue where smart groups named without alpha-numeric characters couldn't be created. Issue where corrupted or not supported EXIF comments could bloat the index. Issue where window titles weren't updated after renaming a database via sync or AppleScript. Issue where an internal calculation could freeze DEVONthink Pro Office for some time in case of documents with thousands of pages. Issue where inserting an image into an RTF document right after another attachment duplicated the first attachment instead of inserting the new one. Issue that created unnecessary Console messages. Localization. Minor bugs and glitches.

VERSION 2.8.7

This maintenance release brings important compatibility changes for OS X El Capitan. The synchronization between Macs and to iOS devices is faster and more reliable. In addition, importing and indexing files is up to twice as fast as before. Importing notes from Evernote better handles attachments and always imports images. This update brings many more improvements, too, and fixes bugs and glitches.

Note: Starting with this version DEVONthink Pro Office requires OS X Mountain Lion 10.8.5.

Changes for OS X El Capitan:

Support for App Transport Security. Fixed glitches during drag-and-drop on icon views. Fixed fullscreen document window handling. Fixed issues with launch and progress panels not showing.

NEW:

Reset Fill Color added to PDF annotations panel.

Improved:

Import from Evernote groups all attachments, cross-links the attachments, and always imports images regardless how the note was originally created by Evernote. Synchronization (both Mac/Mac and Mac/iOS) is faster and more reliable. Importing and indexing is up to twice as fast depending on metadata and filesize. DEVONthink Pro Office uses the hidden .DS_Store files instead of AppleScript to read Spotlight comments. PDF history requires less Go > Back actions. File > Import > References from Bookends prefixes the name of the references with the author. File > Import > AddressBook renamed to Contacts. Videos in web views support fullscreen viewing. PDF printing support.

DEVONthink Pro Office 2.8.11 Documentation, page 12 Accessibility support of navigation bar. Extension of .tab, .tdf, .tsv and .csv files isn't changed to .tsv anymore after editing. This improves the compatibility to external applications. Metadata support, e.g. for MailTags, of directly imported email messages. Rebuilding retains all dates, e.g. to improve synchronization afterwards. Automatically updated user agent of web views should be more compatible to modern websites (especially on OS X Yosemite or El Capitan). Faster creation of Web archives and HTML previews of third-party file formats. About two times faster sorting by location. Faster reloading of user interface. Fullscreen window handling. Handling of split view of Search windows in widescreen mode. Handling of filesystem events. Optimized resolving of aliases. MultiMarkdown engine updated to version 4 and SkimNotes framework to version 1.3.3. Memory consumption. Overall reliability and performance.

Fixed:

Many issues related to synchronization. Glitches of email import window. Email messages without a subject couldn't be dragged from to DEVONthink Pro Office. Up/down arrow keys couldn't be used to navigate the selection when the panel is the key window. Dragging both groups and their subgroups to the Finder created duplicate folders. Glitches of date columns depending on selected list font. Issues of preferences of text and background colors of PDF annotations. Work around issue of OS X Yosemite's text engine changing the font after e.g. pasting an image into a rich text document. Glitch of Activity panel. Rare reloading issue of windows and views. "Kind is HTML page" condition of smart groups and advanced searches returned also formatted notes. It was possible to duplicate or move items with missing files. Import of Evernote notes containing attached bookmark files (e.g. .webloc). Optional Scripts > Export > Export to Bookends script. PDF documents were not always released after closing windows or tabs. Worked around possible issues of PDFKit framework. Crash in case of broken workspaces. Further minor bugs and glitches.

Removed:

32-bit support.

VERSION 2.8.6 ... 1.0.1

Skipped.

DEVONthink Pro Office 2.8.11 Documentation, page 13 VERSION 1.0

Initial release.

DEVONthink Pro Office 2.8.11 Documentation, page 14 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, ABBBY FINEREADER ENGINE whether on disk, in read only memory, or on ABBYY FineReader 8.x Engine Copyright © ABBYY any other media (the "Software"), and the Software Ltd. OCR by ABBYY Software House. related documentation are licensed to you by DEVONtechnologies. You own the disk on which the Software is recorded but DEVONtechnologies AMINDETERMINATEPROGRESS and/or DEVONtechnologies' Licensor(s) retain Copyright © 2007 Andreas Mayer. All rights title to the Software and related documentation. reserved. This License allows you to non-simultaneously use Redistribution and use in source and binary forms, the Software on multiple computers by the same with or without modification, are permitted person. provided that the following conditions are met: 2. Restrictions: The Software contains copyrighted Redistributions of source code must retain the material, trade secrets and other proprietary above copyright notice, this list of conditions and material and in order to protect them you may the following disclaimer. not decompile, reverse engineer, disassemble Redistributions in binary form must reproduce the or otherwise reduce the Software to a human- above copyright notice, this list of conditions and perceivable form. You may not sub-license, modify, the following disclaimer in the documentation rent, lease, or create derivative works based upon and/or other materials provided with the the Software in whole or in part. You may not distribution. distribute the Software in any form, including, Neither the name of the copyright holder nor the but not limited to, electronic information service names of its contributors may be used to endorse distribution, bulletin board distribution, and or promote products derived from this software magnetic or optical medium distribution. without specific prior written permission. 3. Disclaimer of Warranty on Software: You THIS SOFTWARE IS PROVIDED BY THE expressly acknowledge and agree that use of the COPYRIGHT HOLDERS AND CONTRIBUTORS Software is at your sole risk. The Software and "AS IS" AND ANY EXPRESS OR IMPLIED related documentation is provided "AS IS" and WARRANTIES, INCLUDING, BUT NOT without warranty of any kind. LIMITED TO, THE IMPLIED WARRANTIES OF 4. Limitation of Liability: UNDER NO MERCHANTABILITY AND FITNESS FOR A CIRCUMSTANCES INCLUDING NEGLIGENCE, PARTICULAR PURPOSE ARE DISCLAIMED. IN SHALL DEVONTECHNOLOGIES BE LIABLE FOR NO EVENT SHALL THE COPYRIGHT OWNER OR ANY INCIDENTAL, SPECIAL OR CONSEQUENTIAL CONTRIBUTORS BE LIABLE FOR ANY DIRECT, DAMAGES THAT RESULT FROM THE USE INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OR INABILITY TO USE THE SOFTWARE OR OR CONSEQUENTIAL DAMAGES (INCLUDING, RELATED DOCUMENTATION. In no event shall BUT NOT LIMITED TO, PROCUREMENT OF

DEVONthink Pro Office 2.8.11 Documentation, page 15 SUBSTITUTE GOODS OR SERVICES; LOSS ARISING IN ANY WAY OUT OF THE USE OF OF USE, DATA, OR PROFITS; OR BUSINESS THIS SOFTWARE, EVEN IF ADVISED OF THE INTERRUPTION) HOWEVER CAUSED AND POSSIBILITY OF SUCH DAMAGE. ON ANY THEORY OF LIABILITY, WHETHER IN CONTRACT, STRICT LIABILITY, OR TORT OBJECTIVE-J AND CAPPUCCINO (INCLUDING NEGLIGENCE OR OTHERWISE) Copyright Cappuccino Project. Originally ARISING IN ANY WAY OUT OF THE USE OF © developed by 280 North, Inc. THIS SOFTWARE, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGE. IUI

BWTOOLKIT Copyright © iui project group. More information can be found on the project page. Copyright © 2009 Brandon Walkin. All rights reserved. REGEXKITLITE Redistribution and use in source and binary forms, with or without modification, are permitted Copyright © 2008 John Engelhart. All rights provided that the following conditions are met: reserved.

Redistributions of source code must retain the Redistribution and use in source and binary forms, above copyright notice, this list of conditions and with or without modification, are permitted the following disclaimer. provided that the following conditions are met: Redistributions in binary form must reproduce the Redistributions of source code must retain the above copyright notice, this list of conditions and above copyright notice, this list of conditions and the following disclaimer in the documentation the following disclaimer. and/or other materials provided with the Redistributions in binary form must reproduce the distribution. above copyright notice, this list of conditions and Neither the name of the Brandon Walkin nor the the following disclaimer in the documentation names of its contributors may be used to endorse and/or other materials provided with the or promote products derived from this software distribution. without specific prior written permission. Neither the name of the Zang Industries nor the THIS SOFTWARE IS PROVIDED BY THE names of its contributors may be used to endorse COPYRIGHT HOLDERS AND CONTRIBUTORS or promote products derived from this software "AS IS" AND ANY EXPRESS OR IMPLIED without specific prior written permission. WARRANTIES, INCLUDING, BUT NOT THIS SOFTWARE IS PROVIDED BY THE LIMITED TO, THE IMPLIED WARRANTIES OF COPYRIGHT HOLDERS AND CONTRIBUTORS MERCHANTABILITY AND FITNESS FOR A "AS IS" AND ANY EXPRESS OR IMPLIED PARTICULAR PURPOSE ARE DISCLAIMED. IN WARRANTIES, INCLUDING, BUT NOT NO EVENT SHALL THE COPYRIGHT OWNER OR LIMITED TO, THE IMPLIED WARRANTIES OF CONTRIBUTORS BE LIABLE FOR ANY DIRECT, MERCHANTABILITY AND FITNESS FOR A INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, PARTICULAR PURPOSE ARE DISCLAIMED. IN OR CONSEQUENTIAL DAMAGES (INCLUDING, NO EVENT SHALL THE COPYRIGHT OWNER OR BUT NOT LIMITED TO, PROCUREMENT OF CONTRIBUTORS BE LIABLE FOR ANY DIRECT, SUBSTITUTE GOODS OR SERVICES; LOSS INDIRECT, INCIDENTAL, SPECIAL, EXEMPLARY, OF USE, DATA, OR PROFITS; OR BUSINESS OR CONSEQUENTIAL DAMAGES (INCLUDING, INTERRUPTION) HOWEVER CAUSED AND BUT NOT LIMITED TO, PROCUREMENT OF ON ANY THEORY OF LIABILITY, WHETHER SUBSTITUTE GOODS OR SERVICES; LOSS IN CONTRACT, STRICT LIABILITY, OR TORT OF USE, DATA, OR PROFITS; OR BUSINESS (INCLUDING NEGLIGENCE OR OTHERWISE) INTERRUPTION) HOWEVER CAUSED AND

DEVONthink Pro Office 2.8.11 Documentation, page 16 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 MULTIMARKDOWN PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT Copyright (c) 2010-2014 Fletcher T. Penney HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES MultiMarkdown is released under both the GPL and OR OTHER LIABILITY, WHETHER IN AN ACTION MIT licenses. You may pick the license that best fits OF CONTRACT, TORT OR OTHERWISE, ARISING your needs. FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN Modifications to remove reliance on Glib2: THE SOFTWARE. Copyright (c) 2011 Daniel Jalkut, licensed explicitly MIT. LyX export code (c) 2013-2014 Charles R. Cowan, NDALIAS licensed under both GPL and MIT licenses. Copyright © 2002--2009 Nathan Day. More Portions based on: peg-markdown. Copyright (c) information can be found on Nathan Day's 2008-2011 John MacFarlane. ODF output code homepage. (c) 2011-2013 Fletcher T. Penney. peg-markdown is released under both the GPL and MIT licenses. PANTOMIME You may pick the license that best fits your needs. Original Markdown specification by John Gruber. Copyright © 2001--2009 Ludovic Marcotte. More information can be found on the Pantomime The GPL: This program is free software; you can homepage. redistribute it and/or modify it under the terms of the GNU General Public License as published by SHORTCUTRECORDER the Free Software Foundation; either version 2 of the License, or (at your option) any later version. Copyright © 2006 Contributors to This program is distributed in the hope that it will be ShortcutRecorder. More information can be found useful, but WITHOUT ANY WARRANTY; without on the ShortcutRecorder homepage. even the implied warranty of MERCHANTABILITY or FITNESS FOR A PARTICULAR PURPOSE. See the SPARKLE GNU General Public License for more details. You Copyright 2006--2009 Andy Matuschak should have received a copy of the GNU General © Public License along with this program; if not, write Permission is hereby granted, free of charge, to to the Free Software Foundation, Inc., 51 Franklin any person obtaining a copy of this software and St, Fifth Floor, Boston, MA 02110-1301 USA associated documentation files (the "Software"), to deal in the Software without restriction, including The MIT License: Permission is hereby granted, without limitation the rights to use, copy, modify, free of charge, to any person obtaining a copy of merge, publish, distribute, sublicense, and/or sell this software and associated documentation files copies of the Software, and to permit persons to (the "Software"), to deal in the Software without whom the Software is furnished to do so, subject to restriction, including without limitation the rights the following conditions: to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to The above copyright notice and this permission permit persons to whom the Software is furnished notice shall be included in all copies or substantial to do so, subject to the following conditions: portions of the Software.

DEVONthink Pro Office 2.8.11 Documentation, page 17 THE SOFTWARE IS PROVIDED "AS IS", WITHOUT 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 VIDEO JS THE AUTHORS OR COPYRIGHT HOLDERS Copyright 2010 Zencoder, Inc. BE LIABLE FOR ANY CLAIM, DAMAGES OR © OTHER LIABILITY, WHETHER IN AN ACTION OF The Video JS player is used according to the LGPL v3.

DEVONthink Pro Office 2.8.11 Documentation, page 18 COMMON TASKS

In this chapter: The Search and Similar buttons open drawers that feature all documents containing words that are Analyze text documents 19 contextually similar to the selected word (these Archive your messages 19 searches happen almost instantly). A search toolbar Archive printed documents 20 item lets you find any word of interest. Browse the Internet 21 Capture data from the web 22 Other functions that help you analyze documents Catalog your Disks, CDs, and DVDs 22 include the AI-enhanced search function that also Catalog your photos and MP3 files 23 features a list of similar words based on spelling Collect text snippets and other valuable data 23 or contextual similarity. The See Also button lists Index files on your hard disk 23 documents with a similar content, and the topics Manage your bookmarks 24 pop-up menu displays the most important words Read newsfeeds 24 of a document. Duplicate documents are instantly Take notes 25 marked in blue and bold. Write texts and outline projects 25 Replicants and cross-links help you create a network of documents. In this chapter you'll find a number of common ways you can use DEVONthink Pro Office for everyday Possible uses: tasks, from surfing the Internet and making notes to Analyze the complexity and focus of a specific cataloging photos and archiving emails. document collection Find relationships between documents or snippets ANALYZE TEXT DOCUMENTS quickly Clean up large collections of documents

With its built-in artificial intelligence (AI) functions, Continue to read here: DEVONthink Pro Office can be used to analyze large 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

ARCHIVE YOUR MESSAGES

DEVONthink Pro Office is the repository for emails you want to save.

The Concordance function allows you to create a list of all the words contained in a database, sorted by frequency and restricted to a given length.

DEVONthink Pro Office 2.8.11 Documentation, page 19 Its hierarchical groups structure and automatic ARCHIVE PRINTED DOCUMENTS classification function are perfectly suited to drop new messages into the database, sort them, and DEVONthink Pro Office is the "paperless office" help you find them again. DEVONthink Pro Office solution for the Mac, a central hub for all your paper comes with advanced email archiving functions and electronic documents. that transfer selected messages or mailboxes from Using the integrated scanner support you can Apple Mail, Microsoft Entourage, and any email directly scan documents, make them searchable applications using standard Unix mailboxes, e.g., through OCR (optical character recognition), and Thunderbird or GNUmail to a DEVONthink Pro file them in a database. Of course, you can also make Office database. The original structure of the existing scanned documents searchable. If you are message, as well as all attachments, are preserved. the proud owner of a Fujitsu ScanSnap or another You even canreply to messages directly from within compatible document scanner, you can use the fast DEVONthink Pro Office. auto-feeder to scan batches of sheets in one go.

Possible uses: When you are working in a team, use the embedded Archive important correspondence web server to give your colleagues access to your Archive invoices, offers, purchases, or software data using an interactive web interface. Even licenses Windows-using friends are invited. Store interesting newsbits from newsletters Possible uses: Keep project-related emails and other documents Archive your important correspondence together Archive invoices, offers, purchases, or software Continue to read here: licenses Archive email messages Store printed documents together with electronic Archive messages directly from within Apple Mail documents Reply to archived emails Keep project-related emails and other documents Organize data using Classify and See Also together Keep a central repository for all team members

DEVONthink Pro Office 2.8.11 Documentation, page 20 Continue to read here: BROWSE THE INTERNET Scan paper documents Besides being a knowledge and information Scan with the Fujitsu ScanSnap database, DEVONthink Pro Office acts as a web Import existing files with OCR browser. This extends the document-based Organize data using Classify and See Also approach to knowledge to the World Wide Web. Share data with your team Because DEVONthink Pro Office is a database manager, its web browser does not work in a windowed style like Safari or DEVONagent Pro; rather, it's document-oriented.

This enables you to treat web pages the same way Integrate "live" content from the web with your as you treat documents. Whenever you select a web other documents document (bookmark), DEVONthink Pro Office data from web sites and store it in immediately loads and displays its content live DEVONthink Pro Office from the Internet in the view/edit pane. You can Capture and archive complete web pages then archive the complete page to the database for Continue to read here: offline viewing. Capture data from the Web DEVONthink Pro Office also handles RSS/RDF/ Create a new URL or HTML document news feeds, either through feed documents View "live" and local HTML pages or by simply displaying them via the built-in web Integrate news feeds with your data 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

DEVONthink Pro Office 2.8.11 Documentation, page 21 CAPTURE DATA FROM THE WEB login page, which will be captured instead of the desired content. A capture option that requires re-download of the page on such sites will capture only the login page. The page always can be selected and captured as rich or plain text. The viewed page can be captured by "printing" it as PDF to the database.

Possible uses:

Capture important news in an easily searchable database Collect all relevant data for your project in one place Collect links to web pages and captured data about the same subject in one group Save data from the Web in future-proof formats such as PDF Increasingly, information is provided not on paper but directly through Web sites, blogs, online news Continue to read here: sites, Facebook, and user forums. DEVONthink Pro Capture data using Services Office offers a variety of options for conveniently Capture data using scripts capturing data from the Web: Capture data with Bookmarklets or browser Bookmark: Captures only the address (URL, extensions uniform resource locator) of the page. Add the global inbox to the Finder's sidebar HTML page: Saves the source code of the page to 'Print' any Web page or document as PDF to your the database, but images are downloaded from database the Web each time the page is displayed in the database. CATALOG YOUR DISKS, CDS, AND Web archive: Saves both the HTML code and all DVDS resources, like images, necessary to display the page. By using the Index function, you can use Rich text: Grabs selected text/images and DEVONthink Pro Office to set up a catalog for hyperlinks, but avoids saving unwanted areas of CD-ROMs or other removable volumes. Create the page to the database. A plain text capture will a group for each disk by using the index function, not include formatting, images or links. and organize your disks/groups in any way you PDF: 'Freezes' the web page, just like printing to like. When you need a specific file, search for it in paper. PDFs from Web pages can be paginated or DEVONthink Pro Office, insert the volume, ⌃ click non-paginated. the file in DEVONthink Pro Office, and select Open All of these options, except the bookmark, capture With to open the original file on the removable the text content of the page (or a selected area of volume. it) and hyperlinks if present, and preserve the text Possible uses: information for searches in DEVONthink Pro Office. Find files even when they're on a removable Note: There are a number of Web sites that volume that is not currently mounted prohibit use of some of the capture options Create a virtual library for all your CD-ROMs and described above. A secure banking site or other media a university portal to journals may direct a Integrate static documents with other project- Bookmarklet or script capture option to the related data

DEVONthink Pro Office 2.8.11 Documentation, page 22 Continue to read here:

Import or index files Search your database Launch the original file of an index item

CATALOG YOUR PHOTOS AND MP3 FILES

Besides storing text documents and PDF files, DEVONthink Pro Office also manages multimedia data such as photos, illustrations, MP3s or movies.

While not designed to replace iPhoto or iTunes, DEVONthink Pro Office can be used as a repository for images you frequently use or as an interface Select any piece of data and capture it to the to your MP3 library (if you don't like other currently open database with a keystroke or a quick software). If you do not want to import these files, visit to the Services menu. All Cocoa applications leave them where they are in the file system. You such as TextEdit, Safari, or DEVONthink Pro Office can index the files instead and access them from itself--as well as many new Carbon applications, e.g. within DEVONthink Pro Office See also p. 45ff the Finder or Microsoft Office 2004--support this Possible uses: mechanism. Alternatively, drag text clippings to the Sorter panel. Create a dedicated database for photos only View your images in full screen mode DEVONthink Pro Office automatically sets the Keep project-related images and other documents title of the newly created snippet to the first line together of text, so there's a good chance that you won't Play your MP3s from within your work even need to rename it. New snippets are always environment created in the inbox. Also, DEVONthink Pro Office can automatically classify and file the items using its Continue to read here: built-in artificial intelligence. Import or index files Possible uses: View files as thumbnails View images and movies Collect recent news from your favorite web sites Search your database Keep important information from any source and your other project-related documents together Create an info collection for a specific topic COLLECT TEXT SNIPPETS AND OTHER VALUABLE DATA Continue to read here: Capture a note quickly using the Services menu Using Mac OS X's handy , Services menu Use the Dock menu DEVONthink Pro Office is the premiere tool for Use the Sorter collecting and organizing information bits and Drag text clippings to the Groups panel snippets.

INDEX FILES ON YOUR HARD DISK

Besides completely importing documents, DEVONthink Pro Office can also index files. When indexing files, DEVONthink Pro Office reads

DEVONthink Pro Office 2.8.11 Documentation, page 23 the contents of the file and stores it for internal Visit frequently used web sites in a convenient reference, yet it always uses the external file for interface displaying the actual contents. Use indexing for Integrate "live" content from the web with your easily accessing information stored on CD-ROMs, other documents creating a library of all important documents Grab data from web sites and store it in regardless where they are physically stored, DEVONthink Pro Office or integrating files stored elsewhere with your Continue to read here: documents in DEVONthink Pro Office. Create a new bookmark document Possible uses: View "live" and local HTML pages Access information from CD-ROMs Drag URLs to the Groups panel Create a front-end for your document collection Drag URLs to the Sorter Integrate static documents with other project- related data READ NEWSFEEDS Continue to read here:

Import or index files Search your database Launch the original file of an indexed item

MANAGE YOUR BOOKMARKS

With its integrated, document-based web browser, DEVONthink Pro Office can be used as a bookmark manager. Organize all your bookmarks as bookmark documents and visit the website simply by selecting the bookmark in split or three panes view. DEVONthink Pro Office loads the page and displays it in the view/edit pane. DEVONthink Pro Office comes with built-in support for RSS, RDF, and Atom news feeds, which makes it a reliable basic news reader. In addition, its integrated web browser supports news feeds and displays them like any other web page. Use its document- oriented structure to organize bookmarks and store news feeds like Internet-updated smart groups.

Mix live news feeds with static documents, e.g., in your project materials.

Possible uses:

Read your daily news in a convenient interface If you want to open the Web page in your default Integrate "live" newsfeeds with your other browser, simply ⌃ click (right-click) the bookmark documents and choose Launch URL from the contextual menu. Grab interesting information easily and store it in Possible uses: DEVONthink Pro Office

Manage your bookmarks Continue to read here: Keep project-related web pages and other Create a new bookmark or HTML document documents together View "live" web pages and news feeds

DEVONthink Pro Office 2.8.11 Documentation, page 24 Create a news feed document engine and the full screen mode DEVONthink Pro Office is perfectly suited for writing text from notes to whole books. TAKE NOTES

DEVONthink Pro Office is perfectly suited for taking notes 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 Office, you can switch from one document to another with just one click, and manage even large projects with ease.

By flagging groups and documents DEVONthink Use DEVONthink Pro Office's Take Note panel or its Pro Office can also be used as a simple outliner. Dock menu to quickly create new notes, write notes Unlike other outliners, DEVONthink Pro Office uses using the advanced text editing capabilities of Mac documents as items and groups for items that have OS X, and find a place to file them in your database sub-items. Use it with the Split view to create an using the Classify & See Also button. outliner look-and-feel.

Possible uses: Possible uses:

Write down ideas before they vanish Write notes, white papers, and letters Take quick phone messages Write and organize book chapters Keep project notes and your other project-related Organize your ideas or projects in outlines documents together Create a network of information for your projects Continue to read here: or interests

Create new documents Continue to read here: Create a new note using the Dock menu Create new documents Revise notes and documents using the built-in rich Use the built-in rich text editor text editor Choose between various window layouts to match Organize your data using Classify and See Also your work style Use the See also & Classify drawer WRITE TEXTS AND OUTLINE Use the Concordance drawer PROJECTS

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 Office 2.8.11 Documentation, page 25 IN & OUT

In this chapter: IMPORTING AND INDEXING

Drag and drop 26 You import files with drag-and-drop or using the Importing and indexing 26 File > Import menu item. Imported files are copied Services 26 into the database and appear as a document in Dock menu 27 DEVONthink Pro Office's interface. Synchronizing 28 If you need to keep the files in their original location, Extensions and bookmarklets 30 but want to use them inside of DEVONthink Pro Dashboard widget 32 Office, drag them with ⌘ and ⌥ pressed (like Sorter 32 making an in the Finder) or use File > Index. A Archiving email 34 reference to the file is inserted in your database Capturing paper 36 and linked to the original outside DEVONthink Capturing paper (ScanSnap and other Pro Office. Use File > Update Indexed Items to scanners) 38 update selected references when their original has Web sharing 39 changed. Make sure to keep the original file in place DEVONthink Pro Office is not an island. It so that the link between reference and file stays integrates with the rest of your Mac and iOS devices intact. in a variety of ways to make it easy for you to add When to import and when to index files? Importing data to DEVONthink Pro Office and share your data copies the data directly into your database, creating with friends and colleagues. a self-contained repository that remains intact whether you back up the database or copy it to a DRAG AND DROP USB stick. But if you also need to access the files rom outside the database, e.g. to compile some The easiest way to add data to DEVONthink Pro source codes, you may want index them instead of Office, other than creating the documents directly importing. inside the application, is to drag files or selected data, e.g. text, images, etc., into a DEVONthink Pro SERVICES Office window or onto its Dock icon.

Dragging files into a document list imports the file; The DEVONthink Pro Office > Services menu gives dragging text or images creates documents for you access to special commands published either by them. Dragging files into a rich text document adds other applications, such as TextEdit or Safari, or by them as attachments to the document. Dragging services extensions such as DEVONtechnologies' data to the Dock icon creates new documents in the WordService or CalcService. Also, DEVONthink default destination. Pro Office publishes its own services in the Services menu. Hold the ⌘ while dragging to effectively move the file or folder into the database. DEVONthink Pro Office 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 Office 2.8.11 Documentation, page 26 important and what's not. The summarization settings in the preferences, Editing tab, define whether 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 Office you need to log out, then back in again for new DEVONTHINK PRO OFFICE SERVICES services and their shortcuts to be recognized. DEVONthink Pro Office installs several services for If one or more DEVONthink Pro Office Services copying or summarizing selected text, capturing a menu commands do not carry a shortcut, it web page, or searching documents in the database. may be because another application grabbed them. Mac OS X will assign the shortcut if no Add to DEVONthink: Adds selected files, other application already uses the same key bookmarks, or images to your database. This combination. service is also available in the Finder's contextual manu. Take Plain/Rich Note: Adds selected text to the DOCK MENU global inbox from any application that support services (!) as plain or rich text. Taking a rich text The Dock menu appears when you click DEVONthink note also copies images and clickable links. If Pro Office's icon in the Dock with the ⌃ key pressed, the source document is a web page or a news when you right-click it, or when you left-click it and feed, DEVONthink Pro Office tries to capture hold the mouse button for one second or longer. 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 Office'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 Office Services menu items. Lookup: Opens the Search windowin DEVONthink Pro Office with the selected text copied as search term. Use the Dock menu commands Import and Index Summarize: Creates a new note in DEVONthink to import or index files. Copy something to the Pro Office's inbox with a summary of the selected Clipboard and use New with Clipboard to directly text. DEVONthink Pro Office uses all documents create a document with the Clipboard contents in the open database for determining what's anywhere in your open databases. DEVONthink

DEVONthink Pro Office 2.8.11 Documentation, page 27 Pro Office will try to create a meaningful name for stores can reside on any mountable volume, e.g., it. Finally, choose Take Note to open the Take Note a hard disk, a file server, or even a USB stick, or on panel. services such as Dropbox or WebDAV. Local sync store: A sync store located on a local drive or file server. SYNCHRONIZING Direct connection: A direct link between two instances of DEVONthink, usually on two Macs. Synchronizing keeps multiple copies of a database Synchronizing through direct connections does updated so that all contain the most recent set not require sync stores, but requires both devices of documents. It makes sure that you can use the to be switched on and running DEVONthink. synchronized databases on your office Mac, your Importing a database: Downloading a database home iMac, or your MacBook Air. It also can be from a sync store to this Mac. used to distribute new documents or other changes Schedule: A schedule that defines when a database among your team members. A future version of should be synchronized with the locations DEVONthink To Go will use the same technology to assigned to it. automatically receive all changes you make to your UUID: Universally unique identifier; a unique ID document collection. that identifies a database even if it has a different You can synchronize your database either directly name etc. from one Mac to another or indirectly using a "sync Indexed files, i.e. documents whose files reside store" on a server: outside of the database package, are synchronized Direct connection between two Macs to the exact same locations on all computers. Via Dropbox Example: A document's file is located at "~/ Via WebDAV Documents/SomeFile.txt" (where "~" represents Via any mountable volume, e.g., a file server or a your home folder). The file will also appear in the USB stick synchronizing user's "Document" folder on other Synchronizing directly is much faster than using Macs. a sync store, but requires both machines to be connected to your local network, switched on, and have DEVONthink open at the same time. On the other hand, using sync store allows you to synchronize your database(s) at any time and, in the case of Dropbox, WebDAV, or a file server available over the Internet, from anywhere in the world. Both metadata and content in a sync store is encrypted.

IMPORTANT CONCEPTS

Synchronizing: The process of updating two databases, or one database and a sync store, so that both copies of the database contain the most recent versions of your documents. Encryption: All data in a sync store is always encrypted using a unique key and, if entered, the database's password. Location: Another Mac or service capable to sychronize a database. Sync store: A folder containing one or more databases in a special syncable format; sync

DEVONthink Pro Office 2.8.11 Documentation, page 28 SETTING UP A DATABASE FOR SYNCHRONIZING Note: If you are using Dropbox and the Dropbox app, it is advisable to exclude the "DEVONthink" folder inside the "Apps" folder from being synchronized with your Mac. This keeps the Dropbox app from wasting valuable disk space re-downloading all changes you've made to your databases, and from spamming you with notifications. To do this, click the Dropbox icon in your menubar, choose Preferences, switch to the Advanced tab, click Change Settings, and select the Apps folder, and uncheck the DEVONthink folder inside of it. Click Update to confirm your change. If you change your Dropbox email address, you'll need to remove and re-add the Dropbox location.

SETTING UP DIRECT CONNECTIONS

You set up which databases are synchronized, at For the most part, direct connections are treated which times, and with which locations in Preferences, like other locations. The main difference is that for Sync tab. every connection one Mac serves as the host and the other Mac connects as a . You can connect Step 1: Select the database you want to set up. to the host from as many Macs as you like, e.g., to Step 2: Choose when you want to sync this use the same research database in a team. database automatically, or just leave Manually selected. You set up your Mac as potential host or add direct Step 3: Check all locations to which you want to connections as locations in Preferences, Sync tab. sync this database. Step 1: On the host, click Incoming Connections. Step 4: Click Sync to start the first synchronization. Step 2: Check Allow other computers on the network If you haven't already set up the location, click the to sync with my databases to allow incoming + button below the (empty) list of locations. From connections from other computers. the pop-up menu that appears, choose the type of Step 3: If necessary, change the port number location and then follow the further instructions on on which your Mac is listening for incoming the screen. Add new local sync store creates a new connections. The default port is 10191, but sync store on a mounted disk, Add existing local sync you can change it to whatever works on your store lets you choose an already existing sync store, network. e.g., from a USB stick that you from a colleague. For Step 4: On the client, click the + button below the WebDAV locations, the the path is the folder within list of locations and add a new direct connection. the WebDAV root directory where you want to keep Step 5: Choose the host in the list (requires the sync store. In most cases, this can be left blank. to be available on the network) or enter its IP address or host name. Click UK to add it. Should your database (identified by its unique ID) You will need to enter the PIN shown in the host already exist in the location, DEVONthink Pro on the client side in order to permanently pair the Office will ask if you want to merge the two. two instances. Synchronizing requires temporary disk space. Step 6: Done. You can now proceed, e.g., import Make sure to have adequate free space available, the desired database from the host (see below). especially when importing a database.

DEVONthink Pro Office 2.8.11 Documentation, page 29 IMPORTING A DATABASE FROM A SYNC STORE as well as whole groups to the Sync group. Smart groups are not yet supported, and will be ignored If you synchronized a database with a sync store during synchronization. and want to make it available on another Mac, the easiest way is to directly get it from the sync store. If Make sure your device is on the same WiFi network the database is hosted on another Mac to which you as this computer. Open the DEVONthink To Go app have added a direct connection, you also can import on the device, tap the sync button on the app's home it from there. screen, and follow the instructions.

Step 1: Set up the location containing your Visit the App Store: If you do not yet have database. DEVONthink To Go installed on your device, learn Step 2: Click the button Import Database. more about it or visit the App Store. Step 3: Select a location. Step 4: Select the database to import; TROUBLESHOOTING DEVONthink Pro Office only shows databases If you have problems synchronizing DEVONthink not yet available on this Mac. Pro Office databases between Macs click here. If After downloading, DEVONthink Pro Office will you have problems synchronizing with DEVONthink ask you where you want to save the database To Go 1.x click here. and open the database. An imported database is If you experience other problems not covered in automatically also set up for synchronizing with the this documentation, please visit our online forum or location it came from. contact our support team.

SYNCHRONIZING WITH DEVONTHINK TO GO 1.X EXTENSIONS AND Note: DEVONthink To Go 2.0, planned for BOOKMARKLETS release in mid 2016, will use the sync mechanism DEVONthink Pro Office provides a sharing described above. Version 1.x, however, uses extension (requires OS X Yosemite or later), a its own proprietary sync mechanism. The web browser extension, as well as bookmarklets information below will become obsolete with the for conveniently clipping information from other release of version 2.0. applications into your DEVONthink Pro Office DEVONthink Pro Office has the ability to database. synchronize its databases with DEVONthink To Go, Sharing extensions: Let you "share" data with its companion app for iPhone, iPad, and iPod touch other applications or web services such devices. as Twitter and Facebook. Extensions are Synchronizing with the device: DEVONthink Pro mainly intended for the sandboxed App Store Office uses a special group named Sync to let you environment where applications can no longer decide what data you want to share with your iOS easily communicate with each other. device. The Sync group appears on the top group Web browser extensions: Add functionality to level of all databases and has a special icon that your favorite web browser. Usually they appear makes it stand out from other groups. To select as icons in the web browser's toolbar. the items in your database that you want to take Bookmarklets: Special bookmarks that do not load with you on your device, either move or replicate a saved address, but execute a little JavaScript them into its Sync group. You replicate items by application that adds a bookmark to the current dragging them with the ⌘ and ⌥ keys held. In the page in your DEVONthink Pro Office database global inbox there is no Sync group; it is always or creates a web archive of a page. Basically, synchronized as a whole. You can add documents bookmarklets use your web browser's bookmark

DEVONthink Pro Office 2.8.11 Documentation, page 30 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 Office 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 Office 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, Firefox, and Chrome from within DEVONthink Pro The Clip to DEVONthink panel checks if the web Office with the menu command DEVONthink Pro page address you're going to add already exists Office > Install Add-Ons. You may need to activate in your open databases. If it does it shows a little it from your browser's preferences or extension DEVONthink Pro Office icon to the destination settings. popup menu. Clicking the icon reveals the first found item with this URL. Check To install bookmarklets, visit our Downoad Extras Reformat with to reformat the text of the page using web page with your preferred browser. Drag a Instapaper Instapaper. bookmarklet from the page to your web browser's bookmarks, preferably the bookmark bar. You The New Group button creates a new group in the can organize the bookmarklets like any other destination group selected above. bookmarks, but placing them into the bookmark bar Note: If you purchased DEVONthink Pro Office keeps them handy at all times. in the App Store, the standard "sharing" dialog window appears. Click Post to send the clipped USING THE EXTENSIONS data to DEVONthink Pro Office. Regardless whether you use the sharing extension from an application's sharing menu, the Clip to USING THE BOOKMARKLETS DEVONthink browser extension, or the Clip to To use one of the other bookmarklets, load any page DEVONthink bookmarklet, DEVONthink Pro Office that you wish to archive or clip text from in your presents you with the following window: web browser. When the page is fully shown, select the bookmarklet in your bookmarks bar. Instead of loading another page as normal bookmarks do, the bookmarklet adds the selected text or the

DEVONthink Pro Office 2.8.11 Documentation, page 31 whole page as text, bookmark, HTML code, web archive, or PDF to DEVONthink Pro Office's default destination.

DASHBOARD WIDGET

DEVONthink Jot allows you to take notes and send these to DEVONthink Pro Office'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 Office 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. When you drop files or clippings onto a box, the Sorter files it in the connected group. Should the database containing the connected group not be available, e.g., because DEVONthink Pro Office is not open, the Sorter stores the You can also flip the widget front to back by clicking dropped data until the database is opened, and then the i button that appears when you move the mouse flushes the contents of the box. into the lower left corner of the widget. The back of In addition, you can use the Sorter to quickly add a the widget lets you choose your preferred font. This note to DEVONthink Pro Office even when it is not preference is saved and will be used whenever you open. open the widget again. Click Done to flip the widget back to the front view. POSITIONING THE PANEL

To position the Sorter panel, drag the tab to any SORTER position along the left, bottom, or right borders The Sorter is a helper application that lets you add of your desktop or laptop screen, except for the files or selected text or images to your databases border where the Dock is located (even when it is even when DEVONthink Pro Office is not open. It hidden). To open the panel, click the tab; to close it, click the tab again. Resize the Sorter panel using the appears as a small ⇥ attached to the left, bottom, or right border of the screen that serves as a drop resize gadget in the lower left or lower right corner. target for files and clippings. (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 Office 2.8.11 Documentation, page 32 CONNECTING BOXES When the database is available, nothing shows up in the box because the Sorter sends all items To connect a box to a group, open the desired directly to DEVONthink Pro Office and plays the database and drag the group from the item list of notification 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 for the Sorter's box grid; move it out of the Sorter panel the new note in the pop-up menu at the top of the to remove its connection. panel. (DEVONthink Pro Office 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 Office and choose the desired format. The Sorter uses or to remove the connection. Double-click a box to the standard font and size set in DEVONthink Pro open the connected box in DEVONthink Pro Office. Office's 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 USING THE PANEL note. To add items to a Sorter box, simply drag the file or clipping to the Sorter's tab. The panel extends ACTION MENU automatically and you can drop the item on whichever box you choose. The Action menu located at the bottom of the Sorter panel offers some handy commands. Use Dragging items to the Sorter copies them. Drag the Action menu to open the Sorter's Preferences, with pressed to move the item; drag with and ⌘ ⌘ flush all boxes (automatically opens DEVONthink pressed to add only a reference of the item to ⌥ Pro Office and all databases that are needed), or DEVONthink Pro Office (index). For URLs dragged quit the Sorter. When the Sorter is closed, use the from a browser this creates a bookmark; hold and ⌘ Preferences or the Dock menu to show it again. ⌥ to create a web archive instead. Only files can be moved to the Sorter; folders and clippings are HOTKEYS always copied. For items dragged from DEVONthink Pro Office, the Sorter behaves similar to the Groups The Take Note and Copy Selection shortcut that & Tags panel. you can set in the Sorter Preferences allow you to open the Sorter in take note mode or to capture a If the database the box is connected to is not selection in another application and save it to the available, the Sorter preserves the data for you. Sorter's inbox. The latter works in the same way as Move the mouse horizontally over the box to skim the Sorter's Send To Inbox command in the Services through the dropped items, just like in iPhoto menu. "Events". Drag the shown item to the Trash to remove it. Alternatively, use the contextual menu to remove it. When a database is open, the Sorter files SHORTCUTS the contents of the box automatically and plays a Command-Option: Creates a web archive instead sound to notify you. of a bookmark when dragging a URL. Command-M: Minimizes the Sorter panel. Command-S: Saves the note (in take note mode).

DEVONthink Pro Office 2.8.11 Documentation, page 33 Escape: Closes the Sorter or clears the quick note All email applications using standard Unix entry field. mailboxes, like Thunderbird or GNUmail

The imported email messages are saved in their TROUBLESHOOTING original file format and are displayed using Re-appears after log-in: If you have set the Sorter QuickLook. MailTags metadata is preserved in the preferences so that it should not open automatically comments. In addition, the "read" and "flagged" when you log-in but it still does so, open the System status of email messages are transferred from Preferences, Users section, Log-in Items tab. Microsoft Entourage and Remove the Sorter manually. independently from your settings in Preferences, Email tab. Edit 'Hide' settings: If you accidently told the Sorter (not to) hide when an application goes to full-screen Note: If you need to transfer email from an mode and now you want to change this behavior, application like Outlook or to Apple Mail, do the following: First quit the Sorter, e.g., by using take a look at Hawk Wings. The site has hundreds its action menu. Then, open the Terminal application of tips for Apple Mail, including a list of useful (located in /Applications/Utilities) and copy the plugins and utilities. following line into a new window, followed by the ↩ Note: Importing messages from PowerMail only key: captures messages, not attachments. To archive defaults delete com.devon- messages and their attachments, export your technologies.think-sorter PowerMail mailboxes as Unix mailboxes,then UserSpecifiedFullScreenApplications import them into DEVONthink Pro Office using This makes the Sorter forget its hiding settings and the standard Unix approach. you can set them anew.

PREPARATIONS

ARCHIVING EMAIL DEVONthink Pro Office communicates with your email application using either AppleScript The Mail import function lets you conveniently or, if you are using Apple Mail, through a special import email messages or archive complete plugin that implements a direct link between Mail mailboxes from your preferred email applications to and DEVONthink Pro Office. If the plugin is not your DEVONthink Pro Office database. automatically installed select DEVONthink Pro Office > Install Add-Ons to install it.

In addition to speeding up the transfer of emails from Apple Mail to DEVONthink Pro Office, the plugin inserts new menu commands into Mail's menus that allow you to directly archive selected messages or mailboxes to your DEVONthink Pro Office database. When accessing a supported mail application via AppleScript, automatic fetching of new mail is disabled. This does not happen when you use Apple Mail with the DEVONthink Pro Office DEVONthink Pro Office currently supports the plugin installed. following email applications: Note: We highly recommend you install the Apple Apple Mail Mail plugin, as the AppleScript implementation in Microsoft Entourage Apple Mail is slow. Also, due to limitations in the Microsoft Outlook 2011 PowerMail 5.x and later BareBones Mailsmith

DEVONthink Pro Office 2.8.11 Documentation, page 34 AppleScript interface of Mailit, it's not possible to window's toolbar. Select the mailbox that you want archive complete conversations from Apple Mail to archive and click the Archive Mailbox icon in without the plugin installed. the toolbar. DEVONthink Pro Office imports all new (!) messages of the selected mailbox and all THE IMPORT EMAIL WINDOW sub-mailboxes to the Email group of the current database. This Email group is shared by all mailboxes Open the Import Email window from File > Import archived. > Email menu. It is designed to match the main window of most major email applications, with Note: The option Archive Mailbox is not available a mailbox list to the left and a list of messages for Unix mailbox files. If you are using IMAP, you contained in a selected mailbox to the right. will want to make sure that your is keeping a local cache of all messages, and that To access the mailboxes and messages stored in your IMAP mailboxes are fully synchronized your email application, select your email application to the online server before you import your in the toolbar's Source pop-up menu. DEVONthink messages to DEVONthink Pro Office. This will Pro Office automatically selects your default make the import more reliable and faster. email application. (DEVONthink Pro Office will only list applications installed on your Mac that it Filter: Change any filter settings on the right- directly supports.) If you are using an unsupported hand side of the window to narrow down the list of mail application that uses Unix mailboxes, like messages. The following filters are available: Thunderbird, choose Unix mailbox and locate the Show only Read, Unread messages (by default it mailbox file you want to use. shows both) You can also drop ".mbx" or "." files onto Show only Flagged messages DEVONthink Pro Office's application icon to import Show messages marked as being high priority them, thus bypassing this window. Show only messages in a given date range Hide messages already imported into DEVONthink DEVONthink Pro Office then immediately launches Pro Office your email application and shows the list of available Hide deleted messages mailboxes. Select any mailbox to show its content, Hide messages marked as junk and use the triangles in front of the mailbox icon to expand the mailbox and see its sub-mailboxes. IMPORTING FROM APPLE MAIL To import a complete mailbox, including messages, If you are using Apple Mail, you're one step ahead of select the mailbox in the folder list, and click the those using other mail applications. This is because Archive Mailbox icon in the toolbar. This imports the the plugin that DEVONthink Pro Office installs complete mailbox including all sub-mailboxes and for Apple Mail not only directly links DEVONthink recreates the mailbox hierarchy by using groups in Pro Office to the application, but also inserts your DEVONthink Pro Office database. To import two very convenient menu commands. These one or multiple messages, select them in the list of commands allow you to directly import selected messages and click the Import icon in the toolbar. messages, or complete mailboxes from Apple Mail The imported messages are placed into the default to DEVONthink Pro Office. destination. Alternatively you can drag messages directly from Note: While importing mail, your email Apple Mail to DEVONthink Pro Office. application is put offline temporarily. As soon as the import is complete, it will be put back online again.

Import vs. Archive Mailbox: If you want to archive whole mailboxes, including all sub-mailboxes, use the Archive Mailbox icon in the Import Mail

DEVONthink Pro Office 2.8.11 Documentation, page 35 Mail Source: Lists all available email applications and lets you choose the source from where you want to import. Search: Searches in the name, subject, and address fields within the selected mailbox.

CAPTURING PAPER

DEVONthink Pro Office comes with built-in support for compliant scanners, as well as for To import complete mailboxes from Apple Mail the Fujitsu ScanSnap. to DEVONthink Pro Office, select one or more DEVONthink Pro Office automatically makes mailboxes in Apple Mail and choose Mailbox > scanned documents searchable by using optical Add to DEVONthink Pro Office. To import one or character recognition (OCR). OCR adds an invisible more selected messages, choose Message > Add to text layer to the scanned file that is computer- DEVONthink Pro Office. The imported messages are stored in the inbox. readable and searchable--a layer that is recognized by DEVONthink Pro Office's AI engine. For best Note: The Mailbox > Add to DEVONthink Pro Office results we recommend scanning at 150 dpi in color command imports only the selected mailbox, not and with 100 percent quality. its sub-mailboxes. To import mailboxes and sub- mailboxes from Apple Mail, and preserve the Note: If you are using a Fujitsu ScanSnap, see next mailbox hierarchy, use the Mail Import window. section. To capture paper using an Image Capture compliant REPLYING TO IMPORTED MESSAGES scanner open the Image Capture window using File > Import > From Scanner or Camera. It is divided into a To reply to an archived email message, right-click sidebar and a main pane, which changes depending it and choose Send Reply. Choose Send by Email to on your selection in the sidebar. The options in the email a selected document. sidebar are arranged from top to botton according Note: Some email applications, e.g., Mozilla to a typical scan workflow: Scan, check the scanned Thunderbird, do not support AppleScript and so pages, arrange the pages in a document, and save DEVONthink Pro Office cannot properly create them to the database. a new email with attachment. Instead, it tries to If you are using a scanner with an automatic stuff as much information into a URL and send document feeder (ADF), you can also use a Queue this to the application. But since a URL can only to prepare a pile of sheets for batch processing and be of limited length, the data has to be trimmed. scan them in one go. As a result, you will see the message "This is a summary of the selected record text!" instead of the quoted text in the newly created message.

TOOLBAR

The toolbar of the Import Mail window contains the following commands:

Import: Imports the selected messages. Archive Mailbox: Archives all (new) messages of the selected mailbox (and its sub-mailboxes) to the Email group of the current database. Messages already archived are skipped.

DEVONthink Pro Office 2.8.11 Documentation, page 36 DEVICES SCANS & IMAGES

This is where scans or images downloaded from your camera appear. Select images to set their properties, edit (crop, rotate), play downloaded movies, or delete. Select your connected scanner or camera in the Devices section of the sidebar to run a scan or If you do not need to collect multiple pages into download images. Note: , , and iPods a single document, all you need to do is set the are treated like cameras. The main pane shows scan's properties and send it to your database. In the standard capture interface that Apple Image the properties window, choose a destination group Capture uses. (the global inbox is set by default) and enter title and tags. You can also choose if you want to save Choose the scan destination in the To pop-up this scan as an image or PDF document. Check menu. Either send the scan directly to any of your OCR to convert this scan to a searchable PDF after databases, add them as single files to the Scans & importing. For PDFs you can also set the author and Images section, or choose any document that you subject properties. Then click the Send To button to have created in the Document section. directly import this scan. Scanners: DEVONthink Pro Office generates an If you are using a single-sheet flatbed scanner and overview scan of the current page in the scanner, want to collect multiple pages into one document, and allows you to select which parts of the page you first create a new document using the Documents want to capture and set the scan options. Click Scan button at the bottom of the sidebar, then drag to capture the page. the pages to the new document in the Documents Cameras: DEVONthink Pro Office shows the section to manually build the document. available images. Select the images you want to import, rotate them if necessary, and click Download DOCUMENTS or Download All to download the images to your computer. You can also delete images from your camera with the Delete button.

Note: To conveniently scan multiple pages into a new document, choose PDF or TIFF as file format check Combine into single document, and enter a document name as file name. DEVONthink Pro Office automatically creates a new empty document with this name and appends each scanned page until you either Create empty documents here to which you add send the document to your database or enter a your scanned pages. Right-click or click with new name. When Combine into single document is ⌃Control held to use the contextual menu for checked, DEVONthink Pro Office disables the To adding or deleting documents. Alternatively, use the menu. Documents button at the bottom of the sidebar.

DEVONthink Pro Office 2.8.11 Documentation, page 37 Add pages by dragging them from the Scans & Images choose a resolution of minimum 300 dpi. Then click to the document in the sidebar. Rearrange added the Start button to start scanning. Finished steps are pages if desired and set the document properties by marked as "Sent". Click Clear Sent to remove them clicking the Properties button. This is similar to single from the list. 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. CAPTURING PAPER (SCANSNAP Choose Sort and Merge Documents to merge two AND OTHER SCANNERS) documents where one contains all the odd pages DEVONthink Pro Office also works with the and the other all even pages. Fujitsu ScanSnap, ExactCode ExactScan, and Note: You cannot save multi-page documents as other scanners that are not directly supported. images; therefore, PDF is the only option for the In addition, you can add already scanned pages file type here. to your DEVONthink Pro Office database and manually convert them to searchable PDFs using TRASH the software's built-in OCR.

This is where you find images that you have deleted USING A SCANSNAP OR EXACTSCAN from Scans & Images or Documents. Empty the trash using the Empty button at the bottom of the window DEVONthink Pro Office's integration with the or right-click or ⌃Control-click images to add them Fujitsu ScanSnap as well as ExactCode ExactScan to an existing or new document using the contextual scan software is nearly seamless. menu. Whenever you start DEVONthink Pro Office, the application checks to see if the ScanSnap Manager QUEUE or ExactScan software is installed on your Mac. If it is, DEVONthink Pro Office also checks if DEVONthink Pro Office is the default application for scanned documents. If not, DEVONthink Pro Office asks if it should change the ScanSnap Manager's or ExactScan's preferences so that all scanned files are sent to DEVONthink Pro Office If you are using a document scanner with automatic when the scan is done. DEVONthink Pro Office document feeder, you can use the queue to add recognizes where the incoming scans come from multiple pages or even multi-page documents to the and runs OCR on them if necessary. 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. Check OCR to convert a scan to a searchable PDF after import.

To scan a batch of paper, set the Separator either to Page Count and the number of pages in the If you don't want to use DEVONthink Pro Office document or to Blank Page to begin a new document as the default target for your scans, you can check every time a blank page is encountered. Never ask me again in the dialog window, and Before starting the batch run, adjust your scan settings by clicking the Configure button. If you want to convert the scans to searchable PDFs, you should

DEVONthink Pro Office 2.8.11 Documentation, page 38 DEVONthink Pro Office will never again ask if you IMPORTING EXISTING FILES WITH OCR want to use DEVONthink Pro Office with your scan If you already have an archive of documents that software. have been scanned without OCR, or if you cannot Reactivating scan software support: If you change use the Capture function for whatever reason, you your mind and want to re-activate the ScanSnap or can import image files while applying OCR. ExactScan support, start the Terminal application and execute the appropriate commands on one line. It is best use copy/paste as the command is case- sensitive):

defaults remove com.devon- technologies.thinkpro2 "ScanSnapSupport.NeverCheckForPresence" defaults remove com.devon- technologies.thinkpro2 "ExactScanSupport.NeverCheckForPresence"

You can, of course, also set DEVONthink Pro Office as the default application for scanned documents To import an image file while applying OCR, choose in the ScanSnap Manager or ExactScan at any time File > Import > Image with OCR. The image will be fed without that special help from DEVONthink Pro through DEVONthink Pro Office's OCR engine and Office. be imported to the database as a PDF document. If you have checked Set PDF attributes in the OCR Switching off the Quick Menu option: If activating preferences, DEVONthink Pro Office will show the ScanSnap support does not work, it may be that the metadata entry window when the OCR process is Quick Menu is still activated in ScanSnap Manager. completed (before the file is actually imported to DEVONthink Pro Office sometimes cannot switch the database). In the file selector, check Move to off this option automatically, so you need to do Trash if you want to move the file to the trash after it it manually. Check if Use Quick Menu is checked has been successfully imported with OCR. in ScanSnap Manager's Dock menu. If it is checked, uncheck it. The date of the created document is set to the date of the original file. Thus, for archival purposes, the USING AN UNSUPPORTED SCANNER searchable document is identical to the original one. The modification date is set to the current date and You can also capture paper using an unsupported time to reflect the addition of the searchable text scanner and import the finished scans into layer. The keywords of the original PDF are retained DEVONthink Pro Office. To do this, use the scan and used as tags. application that came with your scanner or a third- party scan application. Check the scan application's preferences and look out for an option that WEB SHARING allows you to open the finished scan with another application, e.g., an image editor. Change the default DEVONthink Pro Office allows you to give others application for the scan to DEVONthink Pro Office. on the local network access to your databases using a standard web browser on any DEVONthink Pro Office knows the identifiers (including Windows and Linux). The embedded of many scan applications and will convert the web server provides an interactive web interface incoming scan to a searchable PDF if possible. If that allows you to browse, search, and manipulate DEVONthink Pro Office does not recognize your all shared open databases, documents, scan application, please create a Zip archive of the and add notes to the inbox. Alternatively, it offers application and send it to us so that we can add its a simple search-engine-like search for users who identifier to a future release of DEVONthink Pro don't need all the functionality of the full web Office. interface.

DEVONthink Pro Office 2.8.11 Documentation, page 39 SHARING A DATABASE When loaded, the sidebar shows a list of all shared databases. Click the disclosure triangle in front of By default, DEVONthink Pro Office does not share each database name to show the groups it contains, any database. To share a database, open it, then just like you would do in the Finder. Select any show its properties using File > Database Properties, group to show its contents in the upper right-hand and check Shared Database. Uncheck this property pane, and select any document to show a preview, if to keep this database from being shared. possible, in the lower right-hand pane. This is similar To find out the address of your shared databases, to browsing mailboxes and email messages in Apple open Preferences > Server. Here, you can start and Mail. stop the web server and also find your web server's Organizing your data: To rearrange your groups and address. When the web server is running, you can documents, drag them to other groups or databases find DEVONthink Pro Office on any computer on just like you would do in DEVONthink Pro Office. your network in the Bonjour menu of your web Double-click their name to rename them, and use browser. the Delete toolbar icon to move them to the trash. Click the Info toolbar icon to show the info panel, SECURING YOUR SHARED DATABASES which allows you to change the name and URL of To keep your data away from prying eyes, make the item, lock or unlock it, and add or remove tags. sure to either enter a user name and password in You can also add or remove tags in the tags bar Preferences > Server or set an individual password for below the preview pane. Use the context menu (see each shared database in its Database Properties. The below) to change an item's label, mark it read or general user name and password is used when no unread, flagged or unflagged, or locked or unlocked. password is set for a database. Contextual menu and toolbar: Like in native Mac applications, you can activate the contextual menu USING THE INTERACTIVE WEB INTERFACE by right-clicking or clicking with the ⌃Control The interactive web interface imitates the look-and- key held. The contextual menu contains useful feel of a standard Mac application in many ways. commands tailored for the item you're pointing at. Contrary to a static web site, it only loads once; In addition, the toolbar contains a number of other clicking buttons or links does not reload the whole useful buttons: page but dynamically updates it. When the web Simple: Switches to the search-only web interface. interface is loaded, don't use the Back and Forward Refresh: Refreshes the display. button of your web browser for navigation; use the Upload Document: Uploads a document from your user interface DEVONthink Pro Office provides. computer to the database. The document will be placed into the currently selected group. Download Document: Downloads the selected document to the local computer. Delete: Moves the selected item into the trash. Group +: Creates a new group in the selected group or database. New Note: Creates a new note in the database and allows you to quickly enter title, text, and some tags into the panel that appears. The document will be placed into the currently selected group New Plain Text: Creates a new plain text document in the currently selected group. Click The web interface is divided into four areas which into the preview area to edit it just like you would can be individually resized: toolbar, sidebar, do in DEVONthink Pro Office. documents pane, and preview pane. Info: Opens the info panel for the selected item.

DEVONthink Pro Office 2.8.11 Documentation, page 40 See Also: Searches documents similar to the selected one. See also the See Also drawer. Search: Uses the search field to search all shared databases.You can use all operators, etc., that you can also use from within DEVONthink Pro Office. See also the Search window.

After using the search field or the See Also button, the contents of the items pane is replaced with the search results sorted by relevance. Click the pane's close button to return to the regular display.

USING THE SIMPLE WEB INTERFACE

To switch to DEVONthink Pro Office's search- only web interface, click the Simple button in the interactive interface; to go back, use the Browse button next to the Search button.

Note: Alternatively, you can directly open the To access your database from the device, simply search-only web interface by adding "/search" to enter your database's address (check in Preferences the URL. > Server), with JavaScript switched on in Safari for Mobile's preferences. You're automatically sent to the iOS-optimized web app. If, by chance, it does not work, e.g., because you have deactivated JavaScript, add "/" (front slash-iphone) to your database's address.

The optimized simulates the look and feel of a native iOS application. Tap items, and use the Back button to navigate your shared databases, add new notes to the global inbox, and search all databases just like you would do on the DEVONthink Pro Office's web interface works just Mac. like any other search engine. Enter your search Note: Due to limitations of the iOS operating words, select your search options, and click Search. system, the web application does not display The search options resemble those also found in the certain file types. Files that cannot be displayed Search window. You'll receive a ranked list of search appear greyed out. Also, some files are opened in results with options to view or download the found a second tab, which does not work when you have documents. added the web application to your home screen. (Apps opened from the home screen cannot open USING THE IPHONE INTERFACE a second tab.) Accessing your database from an iPhone or iPod touch is similar to connecting to the web interface. ACCESSING YOUR DATA OVER THE INTERNET However, DEVONthink Pro Office gives you an To access your database from the Internet, you need interface tailored to the device's screen size. It loads to make your Mac "visible" to the outside world. In faster, transfers less data over the network, and is general, when you a using a DSL or cable modem, optimized for iOS-like usage like tapping. you are also using a router. Routers create an intranet that your Mac is connected to and "route"

DEVONthink Pro Office 2.8.11 Documentation, page 41 traffic between the Internet and your personal Step 3: Determine your Mac's private IP address. intranet. Now, you need to create a route from the The IP address is usually of the form 10.x.y.z, outside leading to the Mac sharing your database. 192.168.y.z or 172.16.y.z. You can find oyour This offers a port on the outside that is directly Mac's private IP address by going to the Network connected to the port on which DEVONthink Pro preferences panel in and Office is publishing. looking it up under TCP/IP for the interface you are using (Built-In Ethernet or Airport). If everything goes well, you will be able to access Step 4: Decide on a public port for DEVONthink your database using an address like: http:// Pro Office. The port should be in the range xxx.xxx.xxx.xxx:port, where xxx.xxx.xxx.xxx is your 1025-65500. We suggest that you use port 8080, current IP address. (Note: This is your router's which is traditionally a default port for private address, not your Mac's.) Next, port the outside port web servers. number leading to your published database. Step 5: Configure port forwarding on your Using Lighthouse: An easy way to configure router. The steps to do this vary from router to port forwarding is to use the shareware utility router, but all of them require you to provide Lighthouse. Usually, Lighthouse automatically finds these details: Public port, private destination your router and configures port forwarding for IP and private destination port. You found whatever ports you want. It installs as a the private destination port in step 2, and the and allows you to configure multiple settings for private destination IP in step 3, and you selected different applications. To set up Lighthouse for the public port in step 4. If you are in doubt DEVONthink Pro Office, follow the instructions that about how you configure your router to do port come with Lighthouse. To download Lighthouse, and forwarding, you need to consult the manual to learn more about how it works and how to set it that came with your router. It is usually done up for your network, please refer to Lighthouse's through a web-based interface or custom-built homepage. administration application. For instance, Airport Port forwarding done manually: The following routers can be configured using the Airport is only a rough outline of the steps needed to Admin Utility. configure port forwarding manually. The precise Step 6: Save the configuration changes on your way to do it varies from router to router. You will router, and restart the router if required. At need to consult the manual for your router in this point, you are ready to connect to your order to determine exactly how to set things up. To DEVONthink Pro Office from the outside. configure port forwarding, follow these steps: Step 7: From the remote computer, open a web browser and enter the address as follows: http:// Step 1: Begin by determining your Mac's public xxx.xxx.xxx.xxx:port, where xxx.xxx.xxx.xxx is IP address. This can be done by visiting a web the public IP address you found in step 1, and site like http://www.whatismyip.com/ from your the public port you selected in step 4. Press machine. Return and you should get presented with your Step 2: Determine the port on which DEVONthink database's web interface. Pro Office published on your Mac. You set the port in DEVONthink Pro Office's Preferences, Setting up port forwarding can be tricky, but the Server tab. To publish on the Internet, enter a difficult part is mainly in determining how to port number here and do not let DEVONthink configure your particular router. If you are in doubt, Pro Office set it automatically as the port number google your router's name and combine it with a may then change every time you open the seach for "port forwarding" or "port mapping." application.

DEVONthink Pro Office 2.8.11 Documentation, page 42 MENUS

In this chapter:

The Application menu 43 The File menu 45 The Edit menu 48 The Data menu 49 The Format menu 52 The View menu 54 The Go menu 55 The Tools menu 56 The Window menu 57 The Services menu 57 The Scripts menu 58 ABOUT DEVONTHINK PRO OFFICE, ... The Help menu 58 The Dock menu 59 About DEVONthink Pro Office: Shows information about DEVONthink Pro Office A complete listing of all commands DEVONthink including the version number and licensing Pro Office offers in the , the global Mac OS information. X Services menu, and the handy Dock menu. Check for Updates: Checks if updates for DEVONthink Pro Office are available. By default, DEVONthink Pro Office checks for updates THE APPLICATION MENU automatically; you can change the update settings in the Preferences, pane. The DEVONthink Pro Office menu is similar to the Update application menu in any other Mac OS X application. Note: When checking for updates no information It contains commands for displaying the splash is uploaded from your computer to the screen, opening the Preferences window, accessing DEVONtechnologies server. DEVONthink Pro the Services menu, hiding and showing windows, and, Office only downloads a file listing the most of course, quitting the application. current versions to your Mac. This option is not available if you have purchased DEVONthink Pro Office 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 Office in the Mac App Store, this menu item may not be available.

DEVONthink Pro Office 2.8.11 Documentation, page 43 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. Apple Mail 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. Apple Mail Plugin: A plugin for Apple Mail that allows you to archive messages or whole mailboxes directly from within Mail. ABBYY FineReader OCR: Additional resources needed for optical character recognition (for making scans searchable). As these resources seldom need to get updated, they have been separated from the application, reducing bandwidth requirements and download times when DEVONthink Pro Office is being downloaded or updated. The following options are available: Global Inbox in Save Dialogs: Inserts DEVONthink Pro Office's global inbox into the Finder's sidebar Application Scripts: Menu extra scripts extending and all "Save As" dialog windows. Use it to save third-party applications, e.g., Mozilla Firefox or directly to the inbox from any application. Note: NetNewsWire. The name of the inbox is "Inbox" regardless of DEVONthink Pro Scripts: Menu extra scripts your computer's language preferences. providing system-wide functions. DEVONthink Sorter Helper: A helper application DEVONthink Jot Widget: Installs the that launches the Sorter when you log in. DEVONthink Jot widget. Safari Extension: The Safari extension Clip to Check your options and click the Install button to DEVONthink lets you clip web pages to your make DEVONthink Pro Office install or reinstall database or add links with notes, similar to the the necessary files and scripts into their repsective Clip to DEVONthink bookmarklet. locations. If necessary, this command also launches Google Chrome Extension: Opens the Download the AppleScript Utility so that you can activate the Extras page in Google Chrome from where you global scripts menu. See chapter Scripts for more can install the Chrome extension (similar to the information about how to use these scripts. Safari extension). You have to do this manually In addition, this command removes obsolete files and follow Google's rules. such as scripts left over from previous versions. Firefox Extension: Opens the Mozilla Add-Ons Options for items already properly installed are page in Firefox where you can install the Firefox disabled and marked as "installed". add-on (similar to the Safari extension). You have to do this manually and follow Mozilla's rules. Note: On OS X Yosemite or later some browser PDF Services: Adds an alias of DEVONthink Pro extensions are no longer directly installed Office to the "PDF Services" folder so that you but open the web browser's extension gallery can "print" directly from any application to your instead. database. See also p. 106ff Folder Action Scripts: Scripts that can be PREFERENCES, TRASH, AND CACHE "attached" to folders and are triggered when you Preferences: Opens the Preferences. add new items to that folder. Use them to add Empty Trash: Moves the contents of the database incoming files from a networked scanner or a trash to your computer's file system trash.

DEVONthink Pro Office 2.8.11 Documentation, page 44 Empty Cache: Empties the web browser cache. THE FILE MENU This frees up space and makes sure that all, when displaying a web page, all data is freshly loaded The File menu contains all commands that deal instead of using a cached copy. directly with files in your volumes, databases, or files that can be imported, exported, or indexed. Note: If Index-captured items are contained in Also, the File menu contains commands for printing the database trash when you use Empty Trash, documents. the option Also from disk will become available. If chosen, it will send the externally linked files to NEW, OPEN, OPEN RECENT the system trash, too. Caution is advised! New Database: Creates a new database. Give it PURCHASE, ... a name and save it wherever you like in your file system. DEVONthink Pro Office will add the file Check Upgrade Options: Opens a web page that name extension ".dtBase2" to enable the operating lists the upgrade options available for your copy system to recognize it as a DEVONthink Pro Office of DEVONthink Pro Office. database package (technically a folder). Purchase License: Opens the DEVONtechnologies Online Shop and puts DEVONthink Pro Open Database: Opens previously created Office into your shopping cart. If this copy of databases. You can select multiple databases. If DEVONthink Pro Office is already licensed, a database has been saved in version 1.x format, you will be presented with the choice of buying DEVONthink Pro Office offers to convert it. an upgrade for your existing license or buying Open Recent: Presents a list of recently used another full license. databases, which gives you quick access to your Enter License: Use this command to enter your frequently used databases. Choose Clear Menu to licence code. Make sure you enter ALL the remove all items from the menu. details EXACTLY as they appear in the licence code e-mail. It is best to use copy-and-paste for NEW WINDOW transferring name, organization, and licence code from the email message to the appropriate fields. New Window: Opens a new main window for an Note: Make sure that when you highlight the open database. (If only one database is open, no sub- information to copy and paste, no before menu is available.) DEVONthink Pro Office windows or after the information are highlighted. present all documents and groups of a database in a Finder-like fashion, and are used to access all stored Note: Enter License changes into License and items. Some views also contain a view/edit pane for Purchase License into Purchase License or Upgrade easy viewing and editing of documents. as soon as you have entered a valid license code (and a paid upgrade exists). Available options IMPORT depend on whether you have purchased your copy in DEVONtechnologies' online shop or from Import: Imports files or complete folders from the Mac App Store. your volumes into the database. You can find a list of all supported file formats in the appendix. SERVICES If not stated differently, data is imported to the default destination. Finder labels, tags, and Spotlight The Services sub-menu gives your access to comments are honored whenever possible. special commands published by other Mac OS X applications such as TextEdit or Safari, or by services extensions such as our own WordService or CalcService. Also, DEVONthink Pro Office publishes its own services. See also p. 57ff

DEVONthink Pro Office 2.8.11 Documentation, page 45 The flexible plug-in architecture of DEVONthink Use the optional script Scripts > Tags > Convert Pro Office allows other import modules to be added. keywords to tags to convert the keywords to tags if DEVONthink Pro Office comes with the following needed. default import plug-ins: Website: Opens the Download Manager and downloads a complete web page/site for Contacts: Imports addresses from the Contacts archiving and offline viewing. Make sure the application as a sheet, as vcards (.vcf), or as download options are set correctly, especially bookmarks. Previously created groups are the options that define which links DEVONthink reused. Tip: To import all addresses, select all Pro Office should follow (if any). All links within addresses in the group "All" and import them. the site are modified so that they point to the Address card bookmarks link to the original card downloaded images or other embedded objects. in the Contacts application. This ensures that the page/site can be displayed Bookmarks: Imports bookmarks from , at any time. By default, groups created by the Firefox, Google Chrome, OmniWeb, or Safari as Download Manager are excluded from tagging. bookmarks. Only new bookmarks are imported if From Scanner or Camera: Imports printed you use this command again. documents from a connected scanner or Email: Imports email messages from your email camera. In addition, DEVONthink Pro Office application including threading information, comes with a built-in OCR (optical character formatting, and attachments. See also p. 34ff recognition) engine for making scanned Images (with OCR): Imports images (PDFs, JPEGs, documents searchable. See also p. 36ff or TIFF, etc.) and applies optical character Clip to DEVONthink: Opens the Clip to recognition (OCR). This makes all written DEVONthink panel for quickly clipping copied text searchable and available to DEVONthink texts or web addresses. Pro Office's AI functions. The image plus text layer is imported to the database as a PDF document. You can change the OCR settings in EXPORT the Preferences window. See also p. 39ff 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, Files and Folders: Exports the selected documents and tags. Notes are stored as formatted notes. and recreates the hierarchy you have built in Already imported notes are not updated again. DEVONthink Pro Office almost exactly. Metadata The URL of the imported notes links back to the files (".DEVONtech_storage") make sure that original notes in Evernote. This option requires no metadata such as comments, URLs, etc., are the Evernote app be installed; it is not available in lost. DEVONthink Pro Office reads these files the App Store variant. when importing and recreates your original data Items from Yojimbo: Imports selected items from structure. If you don't need the metadata, you Yojimbo. Imported items retain name, label, flag, can safely delete the ".DEVONtech_storage" files. URL, comments, tags and creation/modification Exporting also exports tags in OS X 10.9 Mavericks dates. Items without a URL link back to the and OpenMeta formats (on OS X Mavericks and original item in Yojimbo. Yojimbo 4.0 and later is earlier). required; this option is not available in the App Store variant. Document: Exports the currently viewed document. References from Bookends: Imports multiple references from Bookends into a newly created group named "Bookends". Already imported references are updated (requires Bookends 11.3.5 or later). The keywords assigned to a Bookends reference are added to the Document Properties of the created rich text document.

DEVONthink Pro Office 2.8.11 Documentation, page 46 In addition, the Export sub-menu provides export documents and/or groups at once to create e.g. a methods based on plug-ins. DEVONthink Pro Office project template. comes with a number of standard plug-ins for Database Archive: Creates a clean copy of the exporting documents in different formats. Currently frontmost database and compresses it as a .Zip the following plug-ins are included: archive. Back up the copy to any medium or server to keep your data safe from hardware or as Text: Exports the selected items as one large software failures. plain text file. You can choose the desired encoding. For images exported from a separately opened as RTF Document: Exports the selected items as document window, DEVONthink Pro Office lets you one large rich text file without embedded images, choose the desired file format or image quality. etc. as RTFD Document: Exports the selected items INDEX, UPDATE INDEXED ITEMS as one large rich text file with embedded images, Index: Adds selected files to your database, but only etc. as references, not in their entirety. DEVONthink as Word Document: Exports the selected items as Pro Office indexes the contents of the file and uses one large Microsoft Word file. this for classification and other content-related as Unix Mailbox: Exports all selected email functions. Indexed items show a little arrow after messages (of type ".eml"; does not apply for email their name. For unknown file types, this command messages converted to rich text using an earlier creates a bookmark. You can also drag files from the version of DEVONthink Pro Office), and saves Finder to DEVONthink Pro Office; hold down the them as Unix mailbox file that can be imported ⌘ and keys to index them. This is similar to creating into other email applications. ⌥ an alias in the Finder. as OPML: Exports the selected items as one OPML file. Indexed groups are excluded from tagging by as Website: Exports the selected items as default and changes to an indexed document standalone web site that you can upload to are immediately reflected in its OpenMeta your web server and share with colleagues. metadata (and are so noticable by external tagging In the appearing dialog window, choose the applications). By default DEVONthink Pro Office desired template, text encoding, and whether automatically updates selected items when they're DEVONthink Pro Office should convert diacritics shown, e.g. when you show a group's contents. and accented characters to HTML entities or not. Sub-groups that are not visible are not updated Check Create Index Pages to create "index.html" automatically, however. pages with cross-links to all included documents. Note: External indexed files or folders located Markdown and formatted notes are rendered to in "/System/", "/Library/" or "~/Library/" are HTML, other file types that cannot be displayed never renamed or deleted to prevent users from in a web browser, e.g., Pages files, are converted accidentally harming the system. to PDF if possible. Cross-links are converted 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

DEVONthink Pro Office 2.8.11 Documentation, page 47 folders in sync or to manually update an item that Print: Prints the selected or front-most document. you have changed directly inside the database package when DEVONthink Pro Office was not running. THE EDIT MENU

To create this connection between the item in the The Edit menu contains all commands and options database and the folder or file in the file system, relating to editing. You'll find the classic Mac cut/ which is maintained by the Path field in the Info copy/paste and find/replace commands here, as well panel, you have to freshly import/index your folder as many more. of choice.

Select the groups and documents and choose File UNDO AND REDO > Update Indexed Items to import all files that have Undo/Redo: Undoes your last action or redoes it. been newly added to the connected folders in the Undo and Redo work for most actions. file system.

Note: The update for groups is one-way only, CUT from the file system to the database. But when Cut/Copy/Paste: Do exactly what their names say. you rename a document, its file is renamed, too, and when you change the Spotlight comments of Copy URL: Copies the URL of the selected or a document this is reflected in the file system, as frontmost document to the Clipboard. well. Copy Item/Page Link: Copies a URL to the clipboard that links to the selected document or group or even SYNCHRONIZE to the currently displayed page. Paste this URL into other documents in other applications to create Synchronize: Synchronizes the selected database a back link to DEVONthink Pro Office. Hold the with all designated locations. If the database is not Shift key to reveal the Copy Page Link option. See yet set up for synchronization this command opens ⇧ also p. 146ff the Preferences, Sync tab. Paste and Match Style: Pastes text from the Synchronize All: Synchronizes all open databases Clipboard into rich text documents, disregarding all with its designated locations. styles from the clipped text, and matching styles in the current document. PROPERTIES Delete: Deletes the selected piece of text. Database Properties: Opens the Database Properties panel for the selected database (if only Complete: Tries to auto-complete the partial word one database is open no sub-menu is available) that before the insertion caret. This standard Mac OS X allows you to change properties such as database function uses the currently active , which name, comments, and username/password. you can change via the spell check panel (see below).

Close Database: Closes a selected database (if only Select All/Deselect All: Selects or deselects the one database is open no sub-menu is available). If complete content of the frontmost document. Hold multiple databases are open, use Close All to close the ⇧Shift key to reveal the Deselect All option. them all in one go. DOCUMENT EDITING Delete Database: Closes a selected database and moves it to the Finder trash. Tags: Shows the Tags bar, if necessary, so that you can enter your tags immediately.

PAGE SETUP, PRINT Split Document: Splits the current document (PDF, Page Setup: Sets your preferred page size. plain or rich text) at the insertion mark position.

DEVONthink Pro Office 2.8.11 Documentation, page 48 PDF Document: Use this sub-menu to insert Substitutions: Shows the standard Substitutions blank pages or delete selected pages from a PDF preference panel and switch the available options at the position selected in the PDF sidebar. Add manually on and off: Smart Copy/Paste, Smart annotations or switch to a PDF tool: Move, Text Quotes, Smart Dashes, Smart Links, Data Detectors, Selection, or Annotation Selection. See also p. 88ff and Text Replacements. Data Detectors analyze shown text and make context-sensitive actions Sheets: Use this sub-menu to add new rows or available, e.g., when you hover the cursor over a new columns to a selected sheet, and to edit or phone number or postal address. Mac OS X 10.6 delete columns. By pressing ⇧ and ⌘, you can select "Snow Leopard" or higher only. multiple columns in a sheet. Transformations: Use this sub-menu to change Rotate Left/Right: Rotates a selected image or page selected text to all lowercase or uppercase, or to left and right. capitalize every word.

SUMMARIZE Speech: Starts or stops speaking the selected piece of text. Summarize: Summarizes the selected piece of text. Unlike Mac OS X's Summarize service, this Insert: Inserts special characters, the current date command takes advantage of the built-in AI of and/or time, or a picture into your text. Note: You DEVONthink Pro Office, and uses the complete can only embed a picture into a rich text document, "knowledge" contained in the open databases for not into a plain text document. improving the results. The better your databases, Special Characters: Shows the standard Special the better the results. Characters panel for inserting characters that you cannot enter directly with your keyboard. FIND Find: This sub-menu contains commands for THE DATA MENU finding and replacing text as well as for bringing DEVONthink Pro Office's database search field into The Data menu contains all commands that deal focus. directly with documents or groups. Here you'll find commands for creating, labeling, classifying or In Database: Brings the search field of the group new documents, and more. frontmost window into focus. Find: Opens the standard panel for finding text within a document. NEW Find Next/Previous: Jumps to the next, or New: Allows you to create new documents directly previous occurence, of the last search term. from within DEVONthink Pro Office. Use Selection for Find: Copies the selected piece With Clipboard: Creates a new document based of text to the Clipboard or into the search field of on the contents of the Clipboard. Note: Some the find panel, if it is opened. applications such as Microsoft Word put data in Scroll To Selection: Scrolls the displayed multiple formats into the Clipboard. DEVONthink documents to the current selection. Pro Office tries to select the most useful one, Spelling and Grammar: Provides the standard Mac however, in some cases it grabs an image instead OS X functionality for checking text for spelling or of text (like Microsoft Word). Workaround: grammar errors. To choose the language used for Create a text clipping for the text, or paste it into spell checking, or for auto-completion (see above), a TextEdit window, then copy the text from there. open the spell checker panel with Edit > Spelling and Plain Text: Creates a new plain text document. Grammar > Show Spelling and Grammar and choose Rich Text: Creates a new rich text document. your language of choice from the pop-up menu. Formatted Note: Creates a new formatted note.

DEVONthink Pro Office 2.8.11 Documentation, page 49 HTML Page: Creates a new HTML page. You can needed application is installed, and even access the use the built-in Mac OS X WYSIWYG editor to Contacts application to fill in your personal details edit the HTML page or switch to its source code from your card. See also p. 140ff (from the navigation bar) and edit it directly. Use Open Templates Folder to open the folder Markdown Text: Creates a new Markdown text containing the template files in the Finder and More document. Templates to install additional templates. Sheet: Creates a new sheet. Add columns to the new sheet by using the + button or by pressing OPEN the ↩Return key. Name the columns and sort the sheets by dragging them with the mouse. Click Open: Opens the selected document or group in OK to create the new sheet. a separate document window. For groups, this Bookmark: Creates a new bookmark. Type the command opens a second main window rooted to URL you like and name it; DEVONthink Pro the selected group. Office automatically sets the value of its URL Open in Tabs: Opens the selected items in a new field in the Info panel accordingly. If you don't tab. You need have more than one item selected for type in a name, DEVONthink Pro Office looks this command to have an effect. up the page name on the Internet and sets it automatically for you. Open with >: Opens the selected documents in Feed: Creates a new news feed document. the application selected from the sub-menu. You DEVONthink Pro Office asks for a document can edit the document in the external application, name and the URL of the feed. You can change DEVONthink Pro Office automatically synchronizes the URL later by selecting the feed document and the file when it is being saved to disk by the other changing the URL field in the Info panel. application. If you have quit DEVONthink Pro Group: Create a blank group. Appears as Tag if the Office in the meantime, use File & Synchronize on the new group would be created in the Tags group. document to update it. Choose Other to open the Smart Group: Creates a new smart group, also documents with an application not listed. known as "saved search". DEVONthink Pro Office opens the Smart Group Editor, which lets you LAUNCH, REVEAL, SHOW define your search criteria. When saved, the Launch URL: Opens the file, folder, or Internet contents are updated every time you display the location indicated by the URL field in the Info Panel. smart group's contents. Unavailable for feed articles if DEVONthink Pro New from Template: In addition to these standard Office is already your default news feed reader. document types DEVONthink Pro Office offers Reveal: Reveals the location of the frontmost pre-defined and user-defined templates that you document in either the same main window, if can use to quickly add new documents to your possible, or by opening a new one. database. Select any template to add its contents to the current group. Show in Finder: Opens a new Finder window for the folder, including the frontmost or selected You can add any document to the list of templates documents. Naturally, this only works for using File > Export > as Template. documents referring to a file in the file system Some of the pre-defined templates are "smart through the Path field in the Info panel. templates" or "template packages". They consist of an AppleScript or folders containing files for every SAVE supported language. These take care of choosing Save/Save All/Revert To Saved: Use these the right template variant for your language, adds commands to save the frontmost document, all the template to your database, and modifies it, if documents, or to restore the frontmost document necessary. Some smart templates add the current to the last saved version. date, insert the clipboard contents, check if a

DEVONthink Pro Office 2.8.11 Documentation, page 50 LABEL AND MARK Create Table of Contents: Creates a rich text document with links to all selected documents. Use Label: Allows you to mark the selected groups or this command e.g. for creating customized index documents with one of seven labels, just as in the pages for the website export. Finder. You can define the color and the text of the labels in the Preferences, Colors tab. Send by Email: Creates a new message in the default email application and adds the Mark: Allows you to mark the item as flagged/ selected items as attachments. Supported email unflagged, locked/unlocked, and read/unread. Items applications are Apple Mail, Airmail 2, Mailsmith, marked as unread show an unread marker in most Microsoft Outlook, , and PowerMail. If the views. See also p. 131ff selected item is an email message, the sender is automatically inserted as the recipient and the text DUPLICATE of the original message is inserted instead of an Duplicate: Creates a duplicate of the selected attachment. Notes: Postbox is currently only able items. The name of the new item ends in "copy", and to send one selected file. Unsupported email clients because their contents are identical both items are (e.g. Thunderbird) can only send the plain text of one marked with the icon for duplicates (or, depending selected file. on your preferences, show their name in bold and blue). CAPTURE, CONVERT, THUMBNAILS

Replicate: Creates a replicant for the selected Capture: Capture the displayed web page, e.g. from items. Unlike a duplicate or alias, a replicant is like a bookmark, as a PDF or web archive. a second phone book entry for the same person. Convert: These commands convert the selected (Definition: Aliases are little files containing a link documents, if possible, to plain or rich text, to the original file). When you replicate a group or formatted note, or HTML. DEVONthink Pro document in DEVONthink Pro Office, you end up Office never replaces the original document with with two replicants, not one alias and one original. a text version; instead, it creates a new document Both items have the same name and are marked containing the extracted text next to the original with the icon for replicants (or, depending on your item. preferences, show their name in red). DEVONthink Pro Office can also convert image- MERGE, TOC, SEND BY EMAIL only PDFs (e.g. scanned documents) to searchable PDFs by applying optical character recognition Merge: Creates one big document out of several (OCR). Choose Convert > to Searchable PDF to create selected ones. This works for text documents, a searchable PDF from an image-only PDF. The copy images, PDFs, sheets, and multimedia items. All is placed next to the selected item. If Move to Trash the original documents are embedded in the is checked in the Preferences, OCR tab, the original resulting document and all tags are added, too. If the document is moved to the trash after the searchable selection contains only images, PDF, or PostScript PDF has been created successfully. documents, DEVONthink Pro Office generates a PDF file; otherwise DEVONthink Pro Office Note: Converting a document to a searchable generates a rich text document. Document types PDF does not carry over any annotations you that cannot be merged are attached if possible have made to the original document. (e.g. PDFs are added as attachments to a rich text Thumbnails: These commands create, remove, document). This command can also be used to or update the thumbnails or custom icons for the merge multiple selected groups/tags; in this case, selected items. the first group is used as the destination.

DEVONthink Pro Office 2.8.11 Documentation, page 51 GROUP THE FORMAT MENU Group/Ungroup Items: Creates a new group The Format menu contains the commands and containing all the selected items. This is similar to options dealing with all aspects of text formatting. creating a new group and moving the selected items Here you'll find the standard font, alignment, into it. This command also works in the See Also & and ruler commands, as well as very special Classify drawer. Ungroup does exactly the opposite; it DEVONthink Pro Office commands. moves all items contained in the selected group one level up and removes the now empty group. Note: Many commands in this menu only work with rich text, Markdown, or formatted notes. Auto Group Items: This and the following feature Plain text documents do not allow formatting. Auto Classify are some of the intelligent functions (That's why they're called "plain" text.) Some that gave DEVONthink Pro Office its reputation. formatting options are also available for editable It tries to find similarities between the selected PDFs and web archives. documents and then group them accordingly. This is most useful, for example, when trying to FONT create order and structure out of a few hundred documents randomly clipped from web sites. Font: This sub-menu is reponsible for controlling the font and the document background color (rich See Also & Classify: Opens or closes the See Also & text documents only). Open the fonts panel with Classify drawer of a main window. Show Fonts, then increase or decrease the font size Auto Classify: This command analyzes the selected of selected text with Bigger and Smaller, adjust the documents and tries to find the groups where they text styles and the document background color. would fit best. If a document cannot be classified Using Copy Font, copy the font formatting of with certainty, DEVONthink Pro Office beeps a selected piece of text or the passage of text and lists it in the Log panel. If DEVONthink Pro around the insertion caret. You can then apply the Office finds more than one fitting group, it creates formatting to selected text using Paste Font. replicants in all groups the document fits into. This function works best with a large database that is Style: Commands in this sub-menu apply a certain structured somewhat accurately. style, such as italics, bold, or underlined, to selected text. Also, the commands give you access to some Note: If the document you are auto-classifying high-end font control like kerning, baseline shift, has replicants, these are deleted and only the ligatures, and character shape (only applicable to original document is placed into the new location. Asian languages). This prevents multiple replicants from being created when you are, for example, classifying The most interesting part here is Styles, which opens this document again. the Mac OS X Styles Editor. You can step through all the styles used in the current document and MOVE TO TRASH add them to your favorites. Use the pop-up menu to select a saved style and, if you don't need it any Move to Trash/Move All Instances to Trash: Moves more, delete it. You can use saved styles from the the selected items to the trash. If you have selected ruler (see below). a replicated item, Move All Instances to Trash (hold the ⌥ to reveal) moves this item and all Note: If you think the user interface for the styles its replicants to the trash. editor is less-than-wonderful, you're right. But don't blame us, it's Apple's design :-)

Alignment: Align paragraphs left, right, centered, or justified. Here, Asian or Arabic users can also change the direction of writing, if desired.

DEVONthink Pro Office 2.8.11 Documentation, page 52 Ruler: Show the ruler, which shows the tab stops MAKE LINK and contains alignment and styles buttons; copy the Add Link: Makes the selected text clickable and asks current ruler (line width, indents, tab stops, etc.) and for a destination. Enter any valid URL you want the paste it somewhere else. text to link to. Learn more about the ruler and the Styles Editor Edit Link: Shows an editing sheet where you can here. change the URL of the selected link.

Make/Remove Link: Makes selected text clickable, HIGHLIGHT or removes a link from the current selection. Where Highlight, Highlight Color: In rich text documents, you are taken to when you click the link depends on editable PDFs, and web archives use Highlight to the selected text: highlight a selected piece of text just as you would If the text was a valid URL, the URL will be the using with a colored pen on a piece of paper. To target of the link. Editing the link text later does remove highlighting, select the highlighted piece of not change the target. Use the Edit Link command text and choose Highlight again. Use the Highlight of the contextual menu to edit the link target. Color sub-menu to choose your favorite highlight Otherwise, DEVONthink Pro Office treats the link color. as a Wiki-style link. Clicking the Wiki-style link jumps to a document with exactly the same name SPACING as the linked text (or any document with a Wiki Spacing: This command is only available in rich text aliasof that name). If there is no document of that documents; the command allows you to adjust the name, clicking the link creates a new rich text line spacing of selected text. You can adjust the document named after the linked text and pre- line height to an exact value or define a minimum filled by the template you set in the Preferences, and maximum height, adjust inter-line spacing, and Editing tab. define the space before and after a paragraph. Make Plain/Rich Text: Converts a rich text Note: Paragraph spacings are not added to those document to plain text and vice versa. Converting a of the preceding or following paragraph; instead, rich text to plain text removes all formatting, while the maximum spacings from both paragraphs are converting a plain text document to rich text applies used to ensure a proper layout. default rich text font settings to the document.

Link: Makes selected text a link to a URL (for example, to a web page or to an email address). This INVISIBLES is a one-step command for writing the address into a Show Colors: Shows the color panel, e.g., for rich text document, selecting the address, selecting changing the foreground color of selected text in Make Link (see below), and then changing the linked rich text documents. text to anything you want. Show Invisible Characters: Toggles display of List: Creates a bulleted list. Select your prefix, bullet invisible characters such as spaces, tabs, and line style, and suffix in the dialog sheet and click OK to feeds. Shown invisible characters appear in light insert your list skeleton. In the list, press ↩ to insert gray. new items, and press ⇥ and ⇧⇥ to indent/de-indent Allow Hypenation: Enables or disables hyphenation items, just as you would in any word processor. for the current rich text document. Table: Inserts a new table into a rich text document and opens the table inspector panel. Use the table inspector to adjust the number of rows and columns, cell alignments, cell colors, border widths, and colors. Also, you can merge and split cells and create tables within a cell.

DEVONthink Pro Office 2.8.11 Documentation, page 53 THE VIEW MENU VIEW LAYOUT Widescreen: Switches Split, Three Panes, and Tag The View menu contains all the commands for views between standard and widescreen layout. modifying the way DEVONthink Pro Office displays groups and documents. Show/Hide Sidebar: Shows or hides the main sidebar that lists all open and recent databases, VIEWS global smart groups, the global inbox and the trash.

Using these commands, you switch between Show/Hide Details: Switches between displaying different layouts for main windows: icons only or displaying icons together with detailed information such as kind, label, size, word count, List creation date, and modification date. Available in all Icons windows using icon or column views. Columns Split Show/Hide Tags: Shows or hides the tag bar. Three Panes Tags SORT AND COLUMNS

Sort: Sorts items in ascending or descending VIEW OPTIONS order by various criteria: name, kind, date added, : When checked, DEVONthink Pro creation/modification date, URL, path, word Office displays the contents of selected groups in count, flag, label, width x height, duration, location Cover Flow style in the view/edit pane in the Split (enclosing group hierarchy of the item), aliases, and Three Panes views. Use it to quickly browse and Spotlight comment. You also can sort items through multiple documents. You can double-click manually by choosing Unsorted. DEVONthink Pro the frontmost document to open it in a separate Office remembers sort settings for every group document window or you can drag it to other areas, separately and uses those settings when the group windows, or applications. is displayed in its own main window.

Full Screen: Displays either the current document in Columns: This sub-menu lists all columns available a full screen mode optimized for reading and editing, in the current view and allows you to show or hide or the frontmost window in full screen. them individually. Use these options to show exactly the information you need. Document: Shows the current document in full screen. The Flag column shows the state (flagged or Window: Shows the current window in full screen unflagged). Clicking the flag or the empty spot (OS X 10.7 Lion or higher only). for the flag toggles the option. Unread items are marked as read when the "unread" state is clicked. To return to the normal view, press ⌘F7 respective ⌃⌘F7 or the EscapeEscape key. You define the width Both Sort and Columns support a range of metadata of the document full screen view as well as plain fields next to DEVONthink Pro Office's own data text font, background color, and text color in the fields. preferences, Editing tab. EXPAND AND COLLAPSE Quick Look: Opens the Quick Look panel for the selected items. Expands and collapses all groups at once.

Slideshow: Shows the selected items as Quick Look slideshow. Visible only when you visit the View with the ⌥ key held.

DEVONthink Pro Office 2.8.11 Documentation, page 54 ZOOM, FULL SCREEN TOOLBAR OPTIONS

Actual Size: Depending on the document type, you Hide/Show Toolbar: Hides or shows the toolbar of can zoom the document to your needs: the frontmost window.

Actual Size: Displays the document at actual size, Customize Toolbar: Lets you configure the toolbar calculated using the resolution of the screen and of the frontmost window. the resolution information of the image or PDF. All Pixels: Displays the document at a 1:1 ratio so that one pixel of the image equals one pixel on the THE GO MENU screen (PDFs and images only). The Go menu contains all commands for navigating Zoom In/Out: Zooms in or out of the document. the hierarchy of your DEVONthink Pro Office Zoom to Fit: Displays the document so that it database. Use these commands to go backwards exactly fits either the height or the width of the and forwards through your documents, or to move window/preview pane (PDFs and images only). back to the top level of the group hierarchy. Zoom to Width: Displays the document so that its width fits the width of the window or view/edit TOP GROUP, ... pane (PDFs and images only). Top/Enclosing Group/Selected Group: Goes PDF DISPLAY, TEXT ALTERNATIVE back to the top level of the group hierarchy, to the group enclosing the shown group (if any), or to the PDF Display: This sub-menu lets you adjust the way selected group ("hoist"). These commands are only PDF documents are displayed. useful when you have opened a group in a second Single Page, Two Pages: Shows a multi-page main window, so that the "root" of the window is not document as single pages or two pages facing the top group of database, or when you are using each other (as in a magazine). DEVONthink Pro Office in outline mode. Continuous Scroll: When checked, shows the Back/Forward: Moves backwards and forwards pages of the PDF as one long scroll. When through all documents/web pages you have visited unchecked, only one page is shown at a time. by following cross-links or Wiki-style links. Book Mode: When checked, facing pages start with one single page (the title page), then facing First/Previous/Next/Last Document: Navigates pages. When unchecked, they start facing. to the first, previous, next, or last document of all Page Breaks: When checked, pages are shown documents in the current group. This is useful when with a shadow around them. When unchecked, you have opened a document in a separate window they are "melted together". and want to move to another document in the same Crop Box, Media Box: Crops the page to the crop group. It also works in the Three Panes view and in or media box. By default, PDF pages are cropped Search windows. to the crop box. Sidebar: Shows or hides the Sidebar. INSTANCES, HIGHLIGHTS

Text/Best Alternative: Toggles between a graphic Previous/Next Instance: Navigates backwards preview of a document, named the Best Alternative, and forwards through all instances of a replicated and a text-only alternative, Text Alternative. For document. Use these commands to find out where some document types, e.g., email messages, the the other instances of a replicated item are. Quick Look preview does not permit you to click Alternatively, you can use a smart group to find all links or copy text; the text alternative allows this. documents that have replicants. For Markdown texts these commands switch Previous/Next Highlight: Navigates backwards and between editing and rendered views. Plain text forward through all highlighted passages within a documents containing Markdown markup can be document, regardless of whether these passages shown rendered, too.

DEVONthink Pro Office 2.8.11 Documentation, page 55 have been highlighted by a search or by manually DEVONagent Pro: Opens DEVONagent Pro, using Format > Highlight. Use these commands to DEVONtechnologies' smart Internet research visit all found text passages or highlighted passages tool. If the current document has a URL attached, in a document. this URL is opened in DEVONagent's built-in web- browser. Page: Navigates to the page with the entered page number. PANELS Time: Jumps to the specified time in a movie. Show Info: Opens the Info panel, which shows basic information about selected items. Since it is a WORKSPACES panel, selecting a new item updates the Info panel Workspaces save the content and positions of all accordingly. open windows so that you can restore them later. Show Properties: Opens the document properties This is ideal if you are working with the same set of panel. View or edit the properties such as author, windows over and over again. Save these windows subject, or keywords in the frontmost panel. as a workspace and recall them whenever you need them again. Show Groups: Opens the Groups panel. Use this panel to always have your group list handy, which Add: Saves the currently open windows as a makes dragging text clippings or documents from workspace. DEVONthink Pro Office or other applications to a Edit: Opens a window that allows you to edit group very convenient. saved workspaces. Click on a workspace name to change it, reorder by dragging, and delete with the . button. RESEARCH TOOLS Update: Updates an existing workspace to the History: Opens the History panel for a selected currently open windows. database (If only one database is open no sub- Workspaces: Restores to a previously saved menu is shown.) that lists all documents in the workspace. selected database sorted by modification date. You can use this panel for quickly finding newly added THE TOOLS MENU documents or searching for documents by age. Concordance: Opens the Concordance window for The Tools menu contains the more sophisticated a selected database. (If only one database is open tools, such as the advanced search function, the no sub-menu is shown.) The concordance shows all concordance, the history panel, and the log. It also words in the database, sorted by frequency. Use it contains commands for keeping your database to analyze accumulated information or to find the healthy and for showing the Info and the Groups most common words. panel.

DATABASE TOOLS SEARCH TOOLS Like any database, DEVONthink Pro Office needs a Search: Opens the Search window. Using the bit of maintenance from time to time. All commands search function, you can search your database in you'll need for database maintenance can be found a variety of ways--from searching for a document here. by name to a full content search. Using its built- Verify & Repair: Verifies all database structures and in AI, DEVONthink Pro Office also assists you in repairs them if necessary. By default, DEVONthink formulating the right query. Pro Office automatically verifies the database structure every time you open a database, and advises you to run this command when it finds

DEVONthink Pro Office 2.8.11 Documentation, page 56 significant errors. Orphaned files found during WINDOW COMMANDS repair are placed in a group "Orphaned files" in the Close, Zoom, Minimize: These three commands top level of the database. resemble the red, yellow, and green buttons of Backup & Optimize: Creates an internal backup any window title bar, and consequently close the of the database and then optimizes the database window, minimize the window to the Dock, or structure. Optimizing removes unnecessary internal maximize the window. No magic here. Hold the key elements from the database and rebuilds the to change Minimize to Minimize all. internal structure to optimize the performance. Close, Select Next/Previous Tab: Closes the active DEVONthink Pro Office also creates internal tab or moves the focus to the next or previous tab. backups on a regular basis depending on the Note: Tabbed browsing needs to be enabled for settings in the Preferences, Backup tab. Internal these commands to work. backups only back up the index structures in case the index gets corrupted. Please use an Bring All to Front: Brings all windows of external backup software to create backups of your DEVONthink Pro Office to the front. Hold the key complete database including all documents. to change Bring All to Front to Arrange in Front.

Restore Backup: Restores an internal backup. Window List: Selects any open window from the Choose the backup you want to restore from the menu to bring it to the front. dialog window and click Open. You can identify backups by their creation date. DOWNLOAD MANAGER

Note: Restoring a backup simply swaps the Download Manager: This command opens the current database and the backup. The backup Download Manager panelof DEVONthink Pro becomes the active database, the former Office. Using the Download Manager, you can database becomes a backup. You'll never lose any download files or complete web sites from the data by using this command. Internet and store them directly in your database.

Rebuild Database: Completely rebuilds the database by deleting the index and rebuilding it LOG PANEL from scratch. This removes any structural problems. Log: Opens the Log panel. The log lists error Depending on the size of your database, this can messages and warnings that occurred while take from a few seconds to several hours. You can importing new documents. It also opens rebuild any database including the inbox. automatically when an error occurs. You can save the log to a text file or clear it. SORTER

Show/Hide Sorter: Shows or hides the Sorter. ACTIVITY PANEL

Take Note: Opens the Take Note panel that lets Activity: Opens the Activity panel. It shows all you quickly enter a plain text note and add it to the running processes and allows you to manually stop default destination. them.

Start/Stop Server: Starts or stops the integrated web sharing. THE SERVICES MENU

The DEVONthink Pro Office > Services menu allows THE WINDOW MENU access to special commands published either by other applications, such as TextEdit or Safari, or by As in any Cocoa application, the Window menu lists services extensions such as DEVONtechnologies' all open windows of the active application and gives you access to commands for managing them.

DEVONthink Pro Office 2.8.11 Documentation, page 57 WordService or CalcService. Also, DEVONthink Pro Office publishes its own services in the Services menu.

See also p. 26ff

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 DEVONTHINK PRO OFFICE HELP within DEVONthink Pro Office. These commands open the integrated help pages that are equal to the document you're reading or open the release notes. In addition, they direct you to the bookmarklets installation page

TUTORIALS, SUPPORT ASSISTANT

Support Assistant: Opens the support screen of the Welcome to DEVONthink Pro Office 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 Office 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 Office assistant. The Some of the scripts work without having selected tutorials help get you started by explaining everyday a document, while others require you to select the DEVONthink Pro Office tasks in step-by-step detail. document you want the script to interact with. In This function requires an Internet connection. general, the script will tell you what you have to do when you select it from the Scripts menu. DEVONTECHNOLOGIES

Use More Scripts to install additional scripts. These commands take you directly to the Read more about scripts and the DEVONthink Pro corresponding pages on the DEVONtechnologies Office Scripts menu here. web site. Visit our home page or the lively user forum. If you have a question or suggestion, send feedback directly to our development team. THE HELP MENU Hold the ⌥Option key to show the alternative The Help menu contains commands for opening menu item Report Bug. It creates a new message in the integrated help pages, the support assistant, or yourdefault email client or Apple Mail containing visiting the DEVONtechnologies website.

DEVONthink Pro Office 2.8.11 Documentation, page 58 the Console log and all related crash logs in a Zip Remove from Dock: Removes DEVONthink archive, ready to be sent to DEVONtechnologies' Pro Office from the Dock. Only available if customer support. DEVONthink Pro Office was added permanently to the Dock and is not currectly open. Open at Login: Adds DEVONthink Pro Office to THE DOCK MENU your login items. Show In Finder: Reveals the DEVONthink Pro The Dock menu appears when you click DEVONthink Office application package in the Finder. Pro Office's icon in the Dock with the ⌃ key pressed, Hide: Hides all windows of DEVONthink Pro when you right-click it, or when you left-click it and Office. hold the mouse button for one second or longer. Quit: Quits DEVONthink Pro Office. DEVONthink Pro Office's icon also displays Besides these standard commands, DEVONthink a badge with the number of new items, e.g., Pro Office adds a number of its own commands after adding new data via the Services menu the to the Dock menu to make them easily accessible bookmarklets, or scripts. Longer tasks--importing, whenever the application is running. indexing, running scripts--show a progress indicator on the dock icon, too. Search: Opens the Search window. Show/Hide Groups & Tags: Shows or hides the Groups & Tags panel. Show/Hide Sorter: Shows or hides the Sorter. Take Note: Opens the Take Note panel. Clip to DEVONthink: Open the Clip to DEVONthink panel. Start/Stop Server: Starts or stops the web server.

For all Mac OS X applications, the Dock menu provides a selection of the commands of the application menu.

: Brings any open window of DEVONthink Pro Office to the front.

DEVONthink Pro Office 2.8.11 Documentation, page 59 WINDOWS & PANELS

In this chapter: DEVONthink Pro Office uses a number of windows to present information. These windows are used for Main window 61 displaying and manipulating groups and documents, Document window 66 finding information, editing metadata, analyzing Search window 68 text, and changing the properties of your database. Info panel 71 Document Properties 72 Concordance 72 Download Manager 73 History 75 Groups & Tags 75 Take Note 76 Log 76 Activity 76 Preferences 76 Database Properties 77 Assistant 78

DEVONthink Pro Office 2.8.11 Documentation, page 60 MAIN WINDOW

Most of your time working with DEVONthink windows. For images, DEVONthink Pro Office Pro Office will be spent in a main window. Main displays a live thumbnail. Adjust the size of the windows give you access to your groups and icons using the slider located in the upper right documents, while also allowing you to view and edit corner of the window, just below the toolbar. Use files. View > Show/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 Office also opens a new window columns along with a preview pane, similar to when you open a database; you can set this option iTunes. Selecting a document displays it in the by checking Open New Window in Preferences, preview pane; selecting a group shows the items General 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.

DEVONthink Pro Office 2.8.11 Documentation, page 61 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 to the trash and excludes group tags from tagging. a group in the Favorites, DEVONthink Pro Office New documents created in this view are either will show that group's contents and even open the created in the group represending the tag or in database that contains it if necessary. When you the global inbox, and are tagged with the selected drag a smart group to the sidebar it will be copied to tag. See also p. 136ff the sidebar; double-clicking a smart group opens the To adjust the size of the different panes, move the smart 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. Office 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 Office 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 Office displays groups and Favorites documents, much as the Finder does. Select items Smart groups with a single click, and drag them from one group Smart groups (selecting by date ranges) to another. You can also drag items to the Finder or Smart groups (selecting by read/unread status) other applications, or drag folders and files from the Use the sidebar to quickly access your open and Finder to DEVONthink Pro Office. 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 Office and groups, and the trash. Select an open database to vice 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 or in their native application (depending on the the Finder trash, empty DEVONthink Pro Office's document type). For smart groups, double-clicking trash, create smart groups, open the Database them in any view except Icons view opens the Smart Properties panel, and add databases or groups to Group Editor. Press the Space bar to preview the item or remove them from the Favorites. Databases and using Quick Look; close the preview with the close groups in the Favorites are also listed in destination gadget or press Escape or Space again to close it. popup menus.

DEVONthink Pro Office 2.8.11 Documentation, page 62 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. 51ff 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. 84ff 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 Office main "tag" icon embossed. windows carries many commands for manipulating In addition, icons indicate whether a item is locked, the way the application displays information and has an attached comment or script, or has been handles selected items. Many of the toolbar items indexed instead of imported. See also p. 134ff are simply 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. 134ff 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 Office shows the group Actions: Provides commands for modifying the or sub-groups content in the view/edit pane. selected documents, similar to the Action menu in Click the triangle in front of a group to expand it. other views. Generally, the Action menu contains When you select multiple groups or news feeds, a selection of the commands also available via the the upper right pane shows all documents in all contextual menu. selected groups in one list, just like in Apple Mail. Scripts: Gives access to the Scripts menu. This does 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 Office 2.8.11 Documentation, page 63 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 to Delete Records: Deletes selected records (rows). return to the standard view. The pop-up menu New Column: Adds a new column to a sheet. also lists the last 25 used search terms. Check Delete Columns: Deletes selected columns. Prefix while typing to let DEVONthink Pro Office 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. 68ff 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. 47ff (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 Office 2.8.11 Documentation, page 64 Refresh: Refreshes the selected news feeds. Database Properties: Shows the Database Backup: Creates an internal backup of the Properties of the selected database. database and then optimizes the database Add to Favorites: Adds the selected item to the structure; same as Tools > Backup & Optimize. favorites. Verify: Verifies the database structure; same as Remove from Favorites: Removes the selected Tools > Verify & Repair. item from the favorites. Import Email: Opens the Import Email window. New Smart Group: Creates a new smart group in Send by Email: Creates a new message in the sidebar. the default email application and adds the Edit: Opens the smart group editor (only available selected items as attachments. Supported email for smart groups). applications are Apple Mail, AirMail, Mailsmith, Delete Smart Group: Removes the selected smart Microsoft Outlook, Postbox, and PowerMail. If group from the sidebar. the selected item is an email message, the sender is automatically inserted as the recipient and the New: Creates a new document. text of the original message is inserted instead of Open: Opens a selected document(s) in a new an attachment. Notes: Postbox is currently only window. able to send one selected file. Unsupported email Open in Tabs: Opens a selected document(s) in a clients (e.g. Thunderbird) can only send the plain new tab. text of one selected file. Open With: Opens a selected document(s) with an Image Capture: Opens the Image Capture window external application. for capturing paper documents. Refresh Feed(s): Manually refreshes the selected news feeds. Note: Not all of these commands are always Launch URL: Opens the URLs indicated by the URL available. You can customize the toolbar field of the selected documents. by selecting View > Customize Toolbar or by Copy URL: Copies the Internet location indicated clicking with pressed (right-click) the toolbar ⌃ by the URL field of the selected document to the background and selecting Customize Toolbar from clipboard. the contextual menu. Copy Item Link: Copies a unique URL refering the selected item to the clipboard. Paste this CONTEXTUAL MENU URL into any third-party application to directly The contextual menu (which appears when you reference an item in your DEVONthink Pro right-click or ⌃ click an item) offers a range of Office database. See also p. 146ff commands tailored to what you wish do with the Show in Finder: Reveals the item's file in the clicked object. Finder. Get Info: Opens the Info panel for the items. Most of the commands offered by the contextual Move Into Database: Imports the selected indexed menu have counterparts in a main menu, so you'll item (and its children, if necessary) into the recognize them immediately. However, to save database. Only available for indexed items. Use menu bar real estate, DEVONthink Pro Office gives this command to consolidate your database. you access to some options only via the contextual Move To External Folder: Moves items added menu. to an indexed group from the database to the New Window: Opens a new main window. connected folder in the filesystem. Only available Open Database: Opens the selected database. for items in an indexed group. Close Database: Closes the selected database. Exclude from Tagging: Excludes the selected Delete Database: Closes the selected databases, groups from tagging. and moves it to the Finder's trash. Move To >: Moves the group or document to the Empty Trash: Empties the trash can. group you select in the sub-menu. Note: Moving items to another database cannot be undone.

DEVONthink Pro Office 2.8.11 Documentation, page 65 Replicate To >: Creates a replicant of the group In the Tags view, the following commands are or document in the group you select in the sub- available: menu. Note: Doesn't replicate if a replicate for Save Search: Available in the right pane of the Tags the item is already present at the destination. view, this command creates a smart group from Duplicate To >: Creates a duplicate 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: Copying items to another database for convenient access. cannot be undone. Label: Changes the label of the selected items. In the sidebar, the following commands are Mark: Marks the selected items as flagged/ available: unflagged, read/unread, locked/unlocked and New Window: Opens a new window for the shows/hides the state of the items. selected database. Move To Trash/Move All Instances To Trash: New Database: Creates a new database. Moves the selected document or all instances Open Database: Opens a selected database. of the selected documents, such as including all Show in Finder: Shows the database package in replicants (if any), to the trash. Hold the ⌥Option the Finder. key to reveal the Move All Instances To Trash Close Database: Closes the selected database. command. Delete Database: Closes the selected databases, Thumbnails: Creates, updates, or deletes the and moves it to the Finder's trash. thumbnails for the selected items. Add to Favorites: Adds the selected database to Convert: Converts the selected items to other the favorites. document formats. Remove from Favorites: Removes the selected Group: Creates a new group containing the database from the favorites. selected items. Appears as Tag if the new group Empty Trash: Empties the trash. would be created in the Tags group. Note: For your convenience, DEVONthink Pro Auto Classify: Classifies the selected items and Office also makes the Services menu, available via moves them to the group where they best fit. the contextual menu. Send Reply: Creates a reply to the selected item. Only available when the selected item is an email message. The text of the document is inserted as DOCUMENT WINDOW quote into the new message. Send by Email: Creates a new message in A document window is similar to the view/edit pane the default email application and adds the of a main window. You open a document window by selected items as attachments. Supported email double-clicking a document in any view of a main applications are Apple Mail, AirMail, Mailsmith, window or by choosing Data > Open (or any of its Microsoft Outlook, Postbox, and PowerMail. If equivalents in contextual menus). 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).

DEVONthink Pro Office 2.8.11 Documentation, page 66 See the Documents chapter for a detailed description of the various document types.

Depending on the type of information the document contains, the toolbar of a document window offers different sets of tools. Most of them are identical to their counterparts in the DEVONthink Pro Office main window toolbar.

DEVONthink Pro Office 2.8.11 Documentation, page 67 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 Office 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 Office 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 Office 2.8.11 Documentation, page 68 Comparison: Make DEVONthink Pro Office treat Below the list of found documents, DEVONthink regular letters and their counterparts with umlauts Pro Office gives you a preview of the documents or diacritics equally. Check Fuzzy to make searches you select in the list. If you cannot see the preview fuzzy (e.g., "Hello" and "Hullo" would both be found). area, drag its handle up from the bottom of the Note: This option is only applied to words, not to window. Also, you can do almost everything you wildcards. could do in any other DEVONthink Pro Office window, such as drag a document to another State: Limits the results based on their status window (or Finder), or export the document using (flagged/unflagged). Choose Any to find results File > Export. regardless of their state. See also/Classify and Concordance drawers are Unread: Limits the results based on whether they supported, too. have been marked as read or unread. Choose Any to find results regardless of their read status. Due to limitations in Mac OS X's PDFKit, highlighting of occurences of the search term in the Locking: Limits the results based on whether they document is not tied to words; thus, DEVONthink are locked or not (on/off). Choose Any to find results Pro Office also highlights sub-strings. regardless of their locking flag.

Label: Limits the results based on their label. SMART GROUPS Choose Any to find results regardless of their label. When you are satisfied with the search results, Search in: Limits the scope of the search run to all you can save the query as a smart group. Click the open databases, a selected database, or a selected + button next to the search term field and enter a group. name for your new smart group. The new smart Note: To search for all documents with a given group that searches a specific database is created status, locking state, or label, simply leave the in the top level of the database. A smart group that query field empty and use the above options to searches all databases is placed into the sidebar. define what you are looking for.

Advanced: This button lets you enter advanced TOOLBAR & SHORTCUTS search criteria in the same way you do for smart The toolbar of the search window offers many tools groups. Use this to search for tags, date ranges or that are also present in DEVONthink Pro Office similar limiters. The Reset buttons clears the set main or document windows. Here's a short list: advanced criteria. See also p. 92ff Go: Selects the first/previous/next/last item. Actions: Provides commands for modifying the SEARCH RESULTS selected documents, similar to the action menu in After a successful search run, DEVONthink Pro other views. Generally, the action menu contains Office lists all found documents below the search a selection of the commands also available via the term field, and displays them in a list together with contextual menu. their relevance score, icon, location in the database, Scripts: Gives access to the Scripts menu. modification date, document kind, and size. Sort the Open: Opens the selected document(s) in separate list by clicking the column titles; click them again document windows. to reverse the sorting order. Modify the columns Open Externally: Opens the selected documents using the contextual menu or View > Columns. Point in an external application. the cursor to a result and the appearing tooltip will Launch URL: Opens the Internet location stored in show you the full title, location, and other metadata; the URL field of the selected documents, such as a click a document title once to rename the document. web site URL in Safari. Copy URL: Copies the Internet location stored in the URL field of the selected document to the clipboard.

DEVONthink Pro Office 2.8.11 Documentation, page 69 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. 134ff 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 Office 2.8.11 Documentation, page 70 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 Office-- window toolbar or by selecting Tools > Show Info. documents as well as groups. The script will be The contents of the Info panel corresponds to the executed every time you view the item in a Split currently selected object, so you can leave it open view or Three Panes view, as well as when you open all the time and it will always display the correct it in a separate document window. Click the Select information for the selected document or group. button to choose 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 Office 2.8.11 Documentation, page 71 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. 136ff 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 Office has identified. Click to show a pop-up menu listing all The Concordance window, opened with Tools > instances and duplicates and their enclosing groups. Concordance, gives you a tool for analyzing the Select any item to reveal it. Point at an item for a contents of a database. second 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 Office 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 Office 2.8.11 Documentation, page 72 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 Office'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 Office are also used when you and maximum word length at the bottom of the visit 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 above). Change the sorting in the concordance list Pro Office creates a referrer automatically when to get different results, such as a graph of frequency downloading 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 Office 2.8.11 Documentation, page 73 You can also paste one or more URLs (copied Safari Offline Archive: Downloads the files you have bookmarks, DEVONthink Pro Office links, or copied added to the Download Manager including links 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 Office should follow links on the downloaded HTML pages (see below). Check For your convenience, DEVONthink Pro Office Overwrite existing to update an existing archive. comes with predefined option sets that you can Folder: When you choose Download to > Folder in directly select from the action menu. the action menu of the Download Manager panel, Only Added Files: Downloads only the files you DEVONthink Pro Office stores all downloaded have manually added to the Download Manager. items in the directory you specify. Click Set to

DEVONthink Pro Office 2.8.11 Documentation, page 74 choose your 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 Office follows links on the order.), and by any other criterum using View > Sort. downloaded HTML pages. This feature allows you Customize the columns using View > Columns. to control what gets downloaded--only the actual Of course, you can use drag-and-drop to move pages or a complete web site. DEVONthink Pro documents to other windows or to the Finder, and Office supports the 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 Office 2.8.11 Documentation, page 75 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 Office 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., converting scans to The New Group button creates a new group in the searchable PDFs, refreshing news feeds, and destination group selected above. downloading PDF documents and web archives (e.g. Change the hot key for opening the Take Note panel via bookmarklets or Clip to DEVONthink. You can in the Sorter preferences. manually stop them to free computer resources or Note: For this function DEVONthink Pro Office for other reasons. needs to be running. This may change eventually. Some operations, e.g., verifying a database or converting an image to a searchable PDF, show and hide the Activity panel automatically. LOG

The Log panel displays warnings and error messages PREFERENCES that occur, when importing files and folders and performing other actions. The panel shows the The Preferences window, opened using date of the message, the affected file, and a short DEVONthink Pro Office > Preferences, contains all information about what happened. available options, which you can modify to adapt DEVONthink Pro Office to your personal needs.

Because the preferences are so important, we have created a separate chapter for them.

DEVONthink Pro Office 2.8.11 Documentation, page 76 DATABASE PROPERTIES from the Spotlight results window. Supported are text and rich text (RTF and RTFD), image, movie, The Database Properties panel defines preferences audio, PDF, HTML, XML, and web archive files. which are directly related to the database and not DEVONthink Pro Office needs to be installed on to the application in general. Open the properties the machine viewing the Spotlight results. You may panel using File > Database Properties for every open need to rebuild the Spotlight index to activate this database including the global inbox. function.

Note: Rebuilding the Spotlight index can become necessary after copying a database from one computer to another or after using a third-party utility like DevonSync.

Share Database: Check to make this database is searchable and browsable through the web server.

Read only: Check to share this database through the web server as read-only, and to prevent visitors from modifying or deleting your documents.

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 LOCATION how many documents your database contains, file This section of the properties panel shows the sizes, etc. location of the database package and any additional options: NAME AND COMMENTS

Location: Double-click any part of the database Name: Enter a name for your database here. It will location to reveal it in the Finder. appear in the title bar of every main window of this Create Spotlight Index: Check to make this database. database available to Spotlight. Checking this option Note: This does not change the file name for lets DEVONthink Pro Office create a folder in "~/ the database package. You cannot change the Library/Cache/Metadata" that Spotlight uses for name of or add commments to the database accessing the documents in the database. If you ever representing the global inbox. feel that this folder is out-of-sync with the database, Comments: Enter your own comments about the click Rebuild to recreate this folder from scratch. database here, e.g., a project description. When viewing Spotlight results in a window, make sure to have the Show all file extensions option in PROTECTION Finder's Preferences, Advanced tab unchecked. If this option is checked, the Finder displays the generic To prevent other people from opening DEVONthink names of the metadata cache files instead of the Pro Office and accessing your data, click on the name of the referenced document. padlock button to unlock the entry fields, enter a user name and password, and then click on the Starting with version 2.0.6, DEVONthink Pro Office padlock button again to lock your changes and hide adds information to the Spotlight metadata that the password. makes it possible to preview many file types directly

DEVONthink Pro Office 2.8.11 Documentation, page 77 Note: This is a simple password protection. ASSISTANT DEVONthink Pro Office does not yet provide file encryption for enhanced security. For better The integrated Assistant combines a welcome screen protection, create an encrypted disk image using with a first launch assistant, tips, web and video and store your database on that tutorials, installable extras, and a suppport page encrypted volume or disk. 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 Office for the very first time. It common steps for troubleshooting DEVONthink offers: Pro Office. In addition, you can have your license code resent in case you don't have it anymore, An introductory screencast request a trial extension, update your details in The option to subscribe the free DEVONtechnologies' customer database, or buy an DEVONtechnologies newsletter, as well as a upgrade or a second license. number of welcome tips The tip of the day The extra of the day TIPS AND TUTORIALS

You can access all other screens of the assistant Here you can find the latest tips and tutorials to from here, too. help you squeeze the best out of DEVONthink Pro Office. Tutorials can be slideshows describing basic tasks in DEVONthink Pro Office or screencasts. FIRST LAUNCH ASSISTANT Both tips and tutorials are updated live from The first launch assistant opens automatically the DEVONtechnologies' server so it's a good idea very first time you open DEVONthink Pro Office, to check back on a regular basis. The latest tip or and guides you through the first steps of using the tutorial is also always mentioned on the welcome application: creating a new database, installing the screen. add-ons, and adjusting the preferences.

DEVONthink Pro Office 2.8.11 Documentation, page 78 INSTALL EXTRAS Templates Plugins On the extras screen, DEVONthink Pro Office 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 Office, 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 Office. 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 Office 2.8.11 Documentation, page 79 DOCUMENTS

In this chapter: NAVIGATION BAR

General 80 At the top of the view/edit pane DEVONthink Pro Plain and rich texts 81 Office shows a navigation bar that gives you access Formatted notes 83 to some additional tools that deal directly with the Markdown texts 84 contents of the document. Which tools are available Web pages, HTML pages, feeds 84 depends on the type of the document. Sheets 86 Navigates back to the last visited document Images and videos 87 after following a link. PDFs 88 Navigates back to the next visited document Office documents, email, and others 89 after going back. Reloads the displayed page in a web view. This All documents are displayed in DEVONthink Pro item is only visible for document types that Office in views. Each view features its own tools, support reload, e.g. bookmarks. contextual menu commands, and hidden keyboard Shows an action menu with options for opening shortcuts. In this chapter, we will look at many of the shown page in Safari, copy its address, or those features. capture the page in a variety of formats. Shows the system-wide sharing menu. OS X 10.8 GENERAL Mountain Lion or later only. Locks or unlocks the item. All documents are displayed within DEVONthink Scrolls to the previous highlight, e.g., a search Pro Office in views (not to be confused with the term occurrence. different layouts in main windows, also called Scrolls to the next highlight, e.g., a search term views. Each view (for example, a text or PDF view), occurrence. has its own tools, contextual menu commands, Scrolls to the next page of the displayed and keyboard shortcuts. Some views, like the text document. view, also allow you to edit the document, while Scrolls to the previous page of the displayed others like the PDF view, only display the selected document. document. Switches to text-only mode. Currently, DEVONthink Pro Office features the Switches from text-only mode back to the following view types: (standard) preview mode. Shows the PDF sidebar containing thumbnails of Plain and RichText all pages. Office and other documents Hides the sidebar. HTML pages, Web pages, Feeds Opens the Concordance drawer. Sheets Opens the See also & Classify drawer. Images Shows a list of the most important words of the PDFs 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 Office uses

DEVONthink Pro Office 2.8.11 Documentation, page 80 Quick Look to show Pages documents and other in the default toolbar for a particular view, you filetypes in their original layout. Select any word can easily add them by choosing View > Customize from the menu to show documents also dealing Toolbar. with this keyword. Please find a list of shortcuts in the appendix. See URL: Shows the URL associated with the displayed also p. 135ff item. If a PDF annotation is selected the URL field shows the associated URL if available. Click to launch the URL in its default application. Hold PLAIN AND RICH TEXTS the or the key to open the URL in a new tab. ⌥ ⌘ The view for plain and rich text documents is Holding or opens the Shift-Option Shift-Command basically a built-in incarnation of TextEdit, and you URL in a new tab and selects it. use it in a very similar fashion. Of course, text views Word Count: Shows the number of paragraphs, support the Edit > Find commands and all options of words, and characters of the displayed text. the Format menu. 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 tag bar and type to add tags; select a tag and press the Delete or Backspace key to remove it. See also p. 136ff THE RULER

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

DEVONthink Pro Office 2.8.11 Documentation, page 81 style to selected text, or click Done to leave the DRAG-AND-DROP style editor. To add a style from your document Besides dragging text from and to text documents to Favorites, click Add To Favorites; to remove a you can also drag the following: favorite, click Remove From Favorites. Alignment: Align the current paragraph (the one Files: Adds the file as an attachment to a rich text with the insertion caret inside) left, centered, document. Hold ⌘Command and ⌥Option to justified, or right by clicking the according insert only a link to the file. alignment buttons in the ruler. Contact cards: Drag a card from Contacts holding Spacing: Choose the desired spacing for the ⌘Command and ⌥Option to insert a link to the current paragraph from the Spacing pop-up card. menu. Choose Other to enter values other than event: Drag a Calendar event to insert a the ones shown. short text summary of the event including a link Lists: Make the current paragraph a list (indented to Calendar. and with a bullet or numbered) by choosing the desired list style from the Lists pop-up menu. TOOLBAR & SHORTCUTS Choose Other to define your own list style. The document windows toolbar is very similar to the Note: The built-in "mini outliner" is an nice one in DEVONthink Pro Office main windows, yet feature. On any blank line in a rich text document can be configured separately. (doesn't work for plain texts), type to create ⌥⇥ Please find a list of shortcuts in the appendix. See a bullet point (Mac OS X shows dashes instead also p. 135ff of bullets). Press ↩ for the next item, and so on. Additional ⌥⇥ will increase the indentation; a CONTEXTUAL MENU ↩ on a blank list line will decrease it. The mini outliner uses hyphens to indicate list items by Add Link: Makes the selected piece of text a default. Right-click to choose all kinds of list WikiLink. The destination of the WikiLink is a styles. document with the same name as the selected text. If no document with that name exists, ATTACHMENTS clicking the created link creates it using the template you have set in the Editing Preferences. You can attach other documents to rich text Add tag [word]: Tags the document with the documents simply by dragging them into the text. selected word (only available if the word is not Technically the rich text document becomes a .rtfd already a tag of the document). package and the dragged file is saved as part of Copy Link: Copies a link to the Clipboard (only the package. Drag items into plain texts with available for selected links). Command and Option pressed to insert only ⌘ ⌥ Edit Link: Edits the destination of a selected link. their titles. Highlight: Highlights the selected piece of text Use the contextual menu to show an attachment's with the color you select in the sub-menu. content in a Quick Look preview. Insert Link To: Inserts a link to an item you select Double-click attachments to edit them externally. in the sub-menu (only available when no text is selected). Note: Editing attachments requires OS X 10.7 Insert: Inserts special elements into the text (such Lion or higher. Also, you cannot attach files to as a page break, the current date or a bullet). plain text documents. You need to convert them Same as the Insert sub-menu of the Edit menu. to rich text before you can attach other files. 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 Office 2.8.11 Documentation, page 82 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 10.7 Lion or higher). lets DEVONthink Pro Office distinguish formatted Remove Link: Makes a selected link simple text. notes from 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 Office main windows, yet text using Spotlight. can be 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. 135ff 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 Office 2.8.11 Documentation, page 83 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 Office'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 Office 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 by also p. 135ff using the Safari web browser engine of Mac OS X. DEVONthink Pro Office displays RSS news feeds CONTEXTUAL MENU like regular web pages. Pages are rendered similar to Safari or any other WebKit-based browser such In text mode the contextual menu commands are as 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 Office 2.8.11 Documentation, page 84 CSS stylesheet is used to style the output. You can Capture Link: Captures the selected link as change it in the Preferences. The icon of an unread bookmark to either the current group or to the feed item in list and split views is shown with a blue inbox. dot. Capture Page: Captures the current page in the selected format to either the current group or to HTML views support the Edit > Find commands the inbox. as well as the See Also & Classify drawer. To edit Capture Rich Text: Captures selected text to the source code of an HTML document, use the either the current group or to the inbox. navgiation bar to switch from preview to plain text Copy Frame Address: Copies the frame URL to the mode. Clipboard. In editable web archives you can use, e.g., the Copy Image Address: Copies the URL of an image highlighting commands from the Format menu or add to the Clipboard. the Color tool to the toolbar to change text colors. Copy Image: Copies the image to the Clipboard. Editable web archives share many similarities with Copy Page Address: Copies the page URL to the formatted notes. Clipboard. Copy: Copies selected text to the Clipboard. TOOLBAR & SHORTCUTS Highlight: Highlights the selection in a web archive. Using this command on a selection again Separate HTML or web browser windows feature removes the highlighting. a default toolbar set that is more web-like than Look up ...: Shows a definition, e.g. from OS X's text document windows. As with text document Dictionary, for the selected text. windows, this toolbar can be configured individually. Open ... in New Tab: Opens selected element in a Naturally, the DEVONthink Pro Office offers only new tab. tools for HTML views that are useful in a web Open Image in PhotoStickies: Opens the image in environment. PhotoStickies. Please find a list of shortcuts in the appendix.. See Open Link in Browser: Opens a link in your default also p. 135ff web browser. Open Link in DEVONagent: Opens a link in CONTEXTUAL MENU DEVONagent Pro. Open Link in PhotoStickies: Opens a link in Add Link: Allows you to enter a URL and makes the PhotoStickies. selected text a link to it. Reload: Reloads the page from the Internet. Add Link to Downloads: Adds a link to the Search Selected Phrase: Searches for the selected Download Manager panel. text as a phrase. Add Page to Downloads: Adds the page address to Search With Google: Searches for the selected the Download Manager panel. text in Google. Add tag [word]: Tags the document with the Search with Spotlight: Searches for the selected selected word (only available if the word is not text with Spotlight. already a tag of the document). See [word]: Opens a drawer with documents Back / Forward: Navigates back and forth to related to the selected word. previously visited pages. See Related Text: Opens a drawer with documents Capture Frame: Captures the current frame in the related to the selected text passage (only selected format to either the current group or to available when more than one word is selected). the inbox. Set As Thumbnail: Set the document's icon to the Capture Image: Captures the selected image and selected image. saves it to either the current group or to the Set Name As: Sets the name of the document to inbox. the selected piece of text (needs to be less than 256 characters).

DEVONthink Pro Office 2.8.11 Documentation, page 85 Share: Shared selected text via the available OS X SHEETS sharing extensions (OS X Mountain Lion or later). Update Bookmark: Updates the URL of this document to the current one, e.g., after navigating to a sub-page. Update Captured Archive: Updates the contents of a web archive file with the live version on the Internet (only available in web archives).

For PDF pages more options become available:

Automatically Resize: When checked, the zoom factor adjusts to the width resp. height of the Sheets contain text in a table and can be used to browser window. store any kind of tabular data from an address book Next Page, Previous Page: Skims through the to parse numbers and descriptions. pages forward or backward. Open with Preview: Opens the PDF in Preview. Use sheets like any other document. Add new rows Single Page, ...: Displays the PDF as single or using Data > Sheets > Add Record, delete rows by double pages and either page-by-page (use the selecting them and using Edit > Delete. Alternatively, Next Page and Previous Page to skim through the use the contextual menu. Click a cell to edit its pages forward and backwards) or continously. content, press the Escape key to stop editing, and Zoom Out, Zoom In, Actual Size: Zooms in or out use the Tab or Return keys to navigate from cell to of the document, or displays it in its actual size. cell.

For HTML 5 videos the following additional options Sheets support the Edit > Find commands but are available: currently no formattings. You can, however, enter line breaks by typing . Copy Video Address: Copies the video's URL to ⌥↩ the clipboard. Note: Due to limitation in Mac OS X's Cocoa Download Video: Downloads the video using the memory management, sheets are currently Download Manager. limited to 32,767 records. Mute: Mute or unmutes the video. Open Video In Tab: Opens the video in a new tab. TOOLBAR & SHORTCUTS Play/Pause: Plays or pauses the video. Document windows opened for a sheet or record Show/Hide Controls: Shows or hides the video also feature a tool set specialized for working with controls. sheets and records. Use tools like New Record, New Column, or Columns to create new records for the sheet, add a column, or modify the columns in any way you like.

Please find a list of shortcuts in the appendix. See also p. 135ff

DEVONthink Pro Office 2.8.11 Documentation, page 86 CONTEXTUAL MENU Change gamma, saturation, contrast, and brightness. The contextual menu for sheets basically lists the Adjust sharpness. same commands that are also available through the Adjust sepia effect. main menu. In addition, the panel offers a number of predefined Cut/Copy/Paste: Cuts, copies, or pastes whole image effects and lists available metadata contained records in a sheet. Use them, for example, to in the image file itself. duplicate records. Delete Records/Columns: Deletes the selected Images (and PDF pages) can also be rotated using record(s) or column(s). the Edit > Rotate menu commands, the toolbar, or Edit Columns: Opens the columns editor where the contextual menu. you can create new columns and delete, rearrange, and rename them. TOOLBAR New Column: Creates a new column in the sheet. For images and videos, DEVONthink Pro Office New Record: Creates a new record in the sheet. provides a set of tools that allows you to zoom the picture to whatever zoom factor you like, or to view IMAGES AND VIDEOS the image in full screen mode. Use Open Externally to open the image in an external editor. Videos appear with the standard QuickTime controller. Use OCR to convert an image to a searchable PDF.

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

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. DEVONthink Pro Office uses Mac OS X's core All Pixels: Zooms the image so that one image pixel technologies to display images and videos; equals one pixel on the screen. therefore, it makes a very nice image and movie Copy Frame Link: Copies a URL linking to the viewer. actual frame of the displayed video. You can scroll larger images using the scroll bars, Copy Image: Copies the current video frame as an the arrow keys, Page Down and Page Up, as well as image. the Space and Shift-Space keys. The navigation bar Cut/Copy/Paste: Cuts, copies or pastes the shows the current play time, clicking the navigation selected image or video. bar let's you enter a time and jump to that mark. Edit: Opens the Edit panel. Play/Stop: Starts playing the video or stops playing EDIT PANEL it. Rotate Left/Right: Rotate the image left and right. Double-clicking an imported image opens an edit The image is saved in the lossless TIFF format. panel that allows you to do some basic image Select/Deselect All: Selects or deselects the video. editing. The modified image is saved as losslessly Set As Thumbnail: Makes the current frame the encoded TIFF file. thumbnail of the video (only available when the Change the exposure. video is not playing). Set white and black point. Undo/Redo: Revokes the last action or redoes it.

DEVONthink Pro Office 2.8.11 Documentation, page 87 Zoom In/Out: Zooms in and out of the picture. ANNOTATING PDFS Zoom To Fit: Zooms the image so that it fits into You can use DEVONthink Pro Office to annotate the view/edit pane or the document window. PDF documents. To add or edit annotations, open Zoom To Width: Zooms the image so that it the PDF document in a separate window (e.g., by appears exactly as wide as the view/edit pane or double-clicking it). You will find all necessary tools in the document window. the toolbar:

Tool: Switch between moving, selecting text, and PDFS selecting elements such as annotation post-it notes. Annotate: Select your annotation tool of choice: ellipsis, rectangle, post-it note, text rectangle, line, arrow, and link.

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

The sidebar shows thumbnails of the pages within the PDF document. Click a thumbnail, select that page, and scroll to it; hold the ⇧ or ⌘ keys to select multiple pages. Reorder pages by dragging a page to the new position and use Edit > Delete Selected To add an annotation, select your annotation tool, Page(s) to remove the selected page(s). Use Edit then "draw" it into the page. Double-click the > Rotate to rotate PDF pages. Contextual menu annotation to open the annotation panel which lets commands, e.g., copy and paste, are available, too. you fine-tune your annotation. Depending on the You show and hide the PDF sidebar using the Show/ type of annotation, you can change its attributes. Hide Sidebar button in the PDF''s navigation bar. Change the text color in the annotation panel; use Note: Only real PDF documents are editable; the standard Fonts panel to change the font of a converted (e.g. EPS, PostScript, or Adobe selected text annotation. Drop other documents, Illustrator files), Skim documents (PDF packages), files from the Finder, or URLs into the URL field to and PDF previews generated by QuickLook are insert cross-links, paths, or URLs. not editable. To move or delete an annotation, select it with the "select elements" tool. Position it with the mouse. Press the Delete key or use Edit > Delete to remove it.

TOOLBAR & SHORTCUTS

Annotate: Provides annotation tools. See also p. 88ff Tool: Selects the editing mode. See also p. 88ff

DEVONthink Pro Office 2.8.11 Documentation, page 88 Delete Pages: Deletes the selected pages of a PDF Share: Shared selected text via the available OS X document. sharing extensions (OS X Mountain Lion or later).. OCR: Converts the document to a searchable PDF. Single Page/Two Pages: Displays the PDF either as one page or as facing pages (like in a magazine). Please find a list of shortcuts in the appendix. See Zoom In/Out: Zooms in and out of the PDF. also p. 135ff The PDF sidebar also offers commands for working CONTEXTUAL MENU with single pages:

Actual Size: Zooms the image so that it appears at Copy Page Link: Copies a URL that points directly its real size, calculated from the actual pixels and to the selected page. the resolution information contained in the PDF. Copy Page Link: Copies a URL to the clipboard, Add tag [word]: Tags the document with the pointing not only to the document itself but the selected word (only available if the word is not actual page. already a tag of the document). Cut/Copy/Paste: Cuts, copies, or pastes a PDF Auto Size: Resizes the PDF automatically so that page. it always fits the size of the view/edit pane or the Delete Selected Page: Deletes the selected page. document window. Insert Blank Page: Inserts a blank page into the Continuous Scoll: When checked, DEVONthink PDF. Pro Office displays the pages of a mutli-page PDF Rotate Left/Right: Rotate a selected page left and like one long scroll. If unchecked, it displays the right. PDF page by page. Select/Deselect All: Selects or deselects all pages. Copy Page Link: Copies a URL to the clipboard Split Document: Splits the PDF at the selection pointing directly to the shown page of the into two documents. document. Undo/Redo: Undo or redo the last action. Delete Annotation: Deletes the selected annotations. OFFICE DOCUMENTS, EMAIL, AND Highlight: Highlights the selection. Using this command on a selection again removes the OTHERS highlighting. Documents that DEVONthink Pro Office cannot Link To: Marks the selected text as link and links render natively are displayed using QuickLook. But it to the item chosen in the sub-menu. This saves while you have to press the Space bar in the Finder you from having to create a link annotation first to open a QuickLook head-up display, DEVONthink and then select the target in another step. Pro Office previews these documents directly in the Open Link in New Tab: Opens the selected link in a view/edit pane like any other document format. new tab. 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.

DEVONthink Pro Office 2.8.11 Documentation, page 89 Note: The availability and quality of the preview, as well as the possibility to select and copy text, depends solely on the source application. Developers can embed a QuickLook-compatible preview diectly into the files, or write a preview plugin and add it to either the source application, or have you install it separately in ~/Library/ QuickLook. If a document that you want to view in DEVONthink Pro Office does not show a QuickLook preview, please contact the maker of the source application and ask them to add QuickLook support. Among others, the following document types are shown though QuickLook: TOOLBAR iWork documents (Pages, Numbers, Keynote) Microsoft Office and OpenOffice documents For document previews based on QuickLook, Email messages DEVONthink Pro Office offers a number of toolbar Mellel files (version 2.6 and higher) items, e.g., for accessing the Scripts menu, moving ... back and forth through the other documents contained in the same group or opening the For some document formats the preview allows you document in its source application. Also you can to select and copy text, for other formats it doesn't. switch to full-screen mode. If DEVONthink Pro Office is able to interpret and convert the document format, you can use the Text Use Data > Open to open the document in a View/Preview button in the navigation bar to switch separate document window instead of in its source to a text view that allows you to select, copy, and application. drag text.

DEVONthink Pro Office 2.8.11 Documentation, page 90 DRAWERS & SHEETS

In this chapter: When activated, DEVONthink Pro Office analyzes the contents of the selected document and See Also & Classify 91 compares it to all data stored in the database. From Concordance 92 this "knowledge," DEVONthink Pro Office gives you Smart group editor 92 one or both of the following lists. DEVONthink Pro Office uses drawers to display the results of the Classify and See Also functions CLASSIFY that help you file items and find relationships The Classify function helps you file documents by between items in the database. Drawers also making suggestions based on where you have filed show concordance lists of all words contained in a other documents. The Classify list shows which document. The Smart Group Editor, which appears groups the selected document would fit into best. in a sheet, allows you to create or modify a smart It also lists the location of the group and a graphical group (a.k.a. "saved search"). score that shows how sure DEVONthink Pro Office is about the suggested placement. The tooltip for SEE ALSO & CLASSIFY any 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 Office preselects a edit pane. single 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 To close the drawer, click the red close button.

DEVONthink Pro Office 2.8.11 Documentation, page 91 of how sure DEVONthink Pro Office is about its CONCORDANCE decision. The 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 Office always similar to the Concordance window. Select one or lists the original document at the top of the list. This multiple words (with the ⇧ and ⌘ keys pressed) way 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. Send by Email: Sends the selected item by email.

DEVONthink Pro Office 2.8.11 Documentation, page 92 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 Office adds a number of predefined smart groups diacritics, e.g., umlauts or accented characters, for your 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. 144ff 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 Office 2.8.11 Documentation, page 93 PREFERENCES

In this chapter: GENERAL

General 94 Editing 95 Import 96 Sorter 97 Media 98 Colors 98 Web 98 RSS 99 Server 100 Email 101 OCR 102 Sync 103 Use the General tab to set the general settings for Backup 105 the user interface. Update 105

The Preferences window, which you open by APPEARANCE selecting Preferences in the application menu, These options define some parts of the visual is the place to go to change global settings for appearance. DEVONthink Pro Office. In addition to global settings, databases also have separate settings in Alternating row colors in views: Check to color their Database Properties window that you open every second row in item lists differently. using File > Database Properties. Display number of items inside groups: Check to show the number of unread and read documents There is also a number of hidden preferences, contained in a group. Number will appear in intended for customer support, but maybe useful parenthesis after group names. If this option is for you, too. See also p. 147ff unchecked, news feed still show the number of unread items. Highlight Internet links in views: Check to show link documents marked in blue and underlined in item lists. Mark duplicates and replicants in color: Check to highlight duplicates marked in blue and replicants marked in red in most views. When unchecked duplicates and replicants are marked with file property icons.

LABELS

Choose how you would like labels to be shown in lists.

Classic: Tints the group/document icon (like on Mac OS 9).

DEVONthink Pro Office 2.8.11 Documentation, page 94 Modern: Puts the group/document name in a EDITING 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 Office. Open contents after using 'New with Clipboard': Check to let DEVONthink Pro Office switch to newly added items after adding them using Data > New > With Clipboard or via the Dock menu. Always open groups in a new window: When checked, double-click a group to open it in a The Editing tab defines all options that fine tune separate window. When unchecked, double-click DEVONthink Pro Office's text editing behavior, the group to make it the new root of the current from the ruler units to WikiLink templates to window. Use Go > Top Group and Go > Enclosing summarization options. Group to go up the groups hierarchy again. Retain view: When the above option, Always GENERAL open groups in a new window, is unchecked, the actual view settings are maintained when you Display PDF attachments of rich texts: Show the navigate the group structure instead of the content of PDFs attached to RTF documents. group's individual settings being applied. Check spelling while typing: Spell check Enable tabbed browsing: When checked, click everything you write all the time. with ⌘ pressed a link in web, PDF or text views Check grammar with spelling: Check the grammar to open it in a new tab. When unchecked or the ⌘ when checking the spelling. modifier key isn't pressed, documents are opened Correct spelling automatically: Correct misspelled in the same view, in the default application or in words automatically. new windows. Smart quotes: Use curly quotes instead of simple English ones. FONTS Smart copy/paste: Insert or remove spaces before and after cut or pasted text. Use List Views Font and Column View Font to set the Smart links: Detect web addresses and turn them font DEVONthink Pro Office uses for displaying into clickable links automatically. item lists in list and column views. Smart dashes: Convert characters, e.g., two Note: Hold the ⌥Option key to restore the hyphens into a proper dash. default fonts. Data detectors: Detect dates, times or addresses in text, and show possible actions when the mouse cursor moves over them (Mac OS X 10.6 or later). Text replacement: Use the system-wide text replacements when editing text (Mac OS X 10.6 or later).

DEVONthink Pro Office 2.8.11 Documentation, page 95 AUTHOR, RULER UNITS AND FONTS window when you click a WikiLink, instead of switching to the linked document. Author: Enter your name. It will be used as default Template: Enter a template text here. This will for metadata, e.g. for new rich text documents or be used to create a new document when you PDF annotations. make text a link that does not point to an existing Ruler Units: Select your personal preference for document yet. You can use various placeholders ruler units such as centimeters or inches, points to automatically insert text--the current date and or picas. time, for example. Plain/Rich Text Font: Select your preferred fonts for new plain or rich text documents. Note: By their nature, plain text documents are always SUMMARIZATION displayed in the font selected, whereas rich text Select whether you wish DEVONthink Pro Office to documents can be styled any way the author calculate summaries from sentences or from whole wants. paragraphs.

FULL SCREEN IMPORT 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 displayed using their own styles also in full screen mode. Background: Choose a background color for the 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 Here you decide which file types DEVONthink Pro width. Use this setting if the presentation in full Office imports and how those files will be named in screen mode appears too wide on a large screen. the database.

WIKILINKS FILES WikiLinks: Check Automatic if you want to These options define whether DEVONthink Pro make every word that is also the name of Office imports files of a given type when you import another document or group in the database folders using or via drag-and-drop. automatically link to the document of the File > Import same name (WikiLink). This mechanism can be : Select all the file types you want restricted to not link to groups, as well as to only DEVONthink Pro Office to recognize when accept meshed words. (For example, words with importing folders. DEVONthink Pro Office a capital letter in the middle like "QuickTime"; always imports every file you import manually. this is the classic WikiLink method to distinguish Encoding: Choose the default encoding for between regular words and links.) Check Open plain text documents. Select Automatic to new documents in separate windows to open a new let DEVONthink Pro Office choose the best encoding.

DEVONthink Pro Office 2.8.11 Documentation, page 96 Other file types: Check to import files of a type SORTER unknown to DEVONthink Pro Office. QuickLook and Spotlight are used to access and display the contents of the file.

TITLES

Select how you want DEVONthink Pro Office 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"). The Sorter preference allows you to assign a hotkey NEW NOTES for capturing a selection into the inbox of the Sorter, as well as a hotkey for taking a new note, showing Check Select (and display) automatically to the Sorter at login, and starting or quitting the automatically select and display the last note you Sorter manually. See also p. 32ff have taken.

AVAILABILITY, HOTKEYS DESTINATION Check Start Sorter at login to start the Sorter Choose the default destination where data is stored immediately after you log in. Check Visibility: Full that's coming in from bookmarklets, DEVONagent to make the Sorter tab fully visible, or uncheck it to Pro, news feeds, (external) scripts, or services. make the tab fade when the mouse pointer is moved Select group: A group selector is shown that lets off it. you choose the destination. The group selector To change the hotkeys for taking a new note or appears as a black panel floating on top of all copying a selection, click the Click to record shortcut other windows. It does not bring DEVONthink button, then press the hotkey that you want to Pro Office to the front. Use it to select the group use. Press the Escape key to cancel recording a new where you want to file the items and add tags. shortcut. When the Sorter is not running, this hot Global inbox: The data is stored in the global inbox. key opens the Take Note panel. Inbox of current database: The data is stored in the inbox of the current active database. HIDER SORTER IN FULL SCREEN

This lists shows all full screen applications that Sorter is tracking. Add other applications using the + button, and check or uncheck applications to hide Sorter when the application is going to full screen mode.

Reset the full screen settings to make DEVONthink Pro Office "forget" all remembered applications.

Click Start or Quit to start or quit the Sorter manually.

DEVONthink Pro Office 2.8.11 Documentation, page 97 MEDIA Create Thumbnails: Check Web Archives, Formatted notes, Bookmarks, or Other files if you want DEVONthink Pro Office to try to create thumbnails for these file types.

COLORS

In the media preferences, you tell DEVONthink Pro Office how to handle multimledia files, images, PDFs Here you can name and choose the seven label and other documents for which DEVONthink Pro colors DEVONthink Pro Office uses to mark Office can create thumbnails. documents and groups, as well as set seven colors The following options are available: you can use to highlight text. Movies: Check Create thumbnails if you want DEVONthink Pro Office to create thumbnails for WEB imported or indexed QuickTime movies. Movie documents without thumbnails will appear with a generic icon, while movies with thumbnails show miniature views of their content. Check Play automatically to play QuickTime movies automatically when you display them, and check 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 Office 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 Office generate the thumbnails from the actual image. Choose a background for viewing images using The web preferences resembles the settings of most the standard Mac OS X color chooser, and choose web browsers. Use these preferences to define how a default zoom factor. DEVONthink Pro Office's displays web documents PDF & PostScript documents: Check Create and "live" web pages. thumbnails if you want DEVONthink Pro Office to create thumbnails for imported or indexed PDF and PostScript files. Choose the default display mode for windowed and full screen modes and set the background color for viewing PDFs.

DEVONthink Pro Office 2.8.11 Documentation, page 98 WEB CONTENT FONTS

These settings define how DEVONthink Pro Office Set the fonts you want to use for displaying web treats special web contents: pages; set separately for variable-width and fixed- width text. Enable ...: Check these options to use installed third-party plug-ins, (such as Flash or RealPlayer Note: Hold the ⌥Option key to restore the plug-ins), and to run Java applets or JavaScript default fonts. scripts contained in, or linked to, a web page. Block ...: Check Block pop-up windows to block pop- STYLE SHEET up windows, which are often advertisements; You can further control the way DEVONthink Pro check Only automatic JavaScript windows to block Office displays web pages by applying a CSS style only pop-up windows opened by JavaScript. sheet that changes the rendering on the fly. Uncheck this option if the web page you're visiting uses pop-up windows for actual content. Click Select and choose your style sheet to apply it to (Some web content management systems do DEVONthink Pro Office's integrated web browser. this.) Check Block zooming to keep web sites Note: This is for experts since it modifies how all from automatically zooming windows to full size. web pages are displayed and can lead to undesired Check Block advertisement to block common inline effects. advertisements provided by some search engines. Zoom text only: Check to zoom only the text and TEXT ENCODING uncheck to use Safari 4-style zooming. Select your desired text encoding for displaying web pages. Automatic tries to choose the best available IMAGES encoding. If this does not work for you, choose a These settings define how DEVONthink Pro Office more appropriate text encoding for your language displays graphics in web pages: group.

Display images when the page opens: Check this option to diplay web pages with images. Just RSS remember, if unchecked, you may miss some information. Animate images, Loop animation: Check these 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 DEVONthink Pro Office comes with built-in RSS you as a returning customer, among other things. capabilities that enable you to add RSS feeds to your While most cookies are harmless, you may want to database and have DEVONthink Pro Office update control what is being stored on your hard disk. them automatically. Always: Accept all cookies. RSS feeds are represented in DEVONthink Pro Never: Don't accept any cookies. Office like smart groups, which update themselves Only from sites you navigate to: Accept cookies, with content from the Internet. You create these but only from web sites you navigate to (not from feeds with Data > New > Feed and use them like any other sites, such as ad trackers). other group. Delete cookies on quit: Delete all stored cookies when you quit DEVONthink Pro Office.

DEVONthink Pro Office 2.8.11 Documentation, page 99 Use the RSS preferences to define how often Note: When you switch to another database, the DEVONthink Pro Office checks for new articles, server will automatically switch off to safeguard whether to skip duplicates when updating feeds, your data unless you have checked Start on when to remove older articles, and which CSS Launch. style sheet to use for displaying the articles. As soon as the server starts, DEVONthink Pro Unread or locked articles are never automatically Office shows the name and two URLs for your removed. Check Also unread articles to also remove database at the bottom of the window. Use either unread articles when cleaning up, and check the Bonjour services list of the Safari Bookmarks Convert categories to tags to tag imported articles view or enter the listed URLs into the address field automatically if the feed contains categories. of your Web browser to access your database. Use DEVONthink Pro Office comes with multiple the numeric address if the Bonjour does not work styles for displaying feed articles. You can use for your network. your own RSS stylesheets by placing them into "~/ To learn more about using web sharing, the iPhone Library/Application Support/DEVONthink Pro 2/ web application, and how best to make your StyleSheets". database available from the "outside" Internet, please read on here. SERVER INCOMING FILES

If desired, check the option Convert images & PDF documents to searchable PDF to automatically convert all images and non-OCR'd PDF documents added from web sharing users to searchable PDFs.

BONJOUR NAME

Enter a distinct name for your computer here that identifies it on the local network using Bonjour. This DEVONthink Pro Office features a built-in web name will be shown in the list of Bonjour services server that allows you to share documents on your on other Macs on your network. Switch to the local area network and over the Internet with just Bookmarks view in Safari or your preferred browser one click. As soon as the Web server starts, other and select Bonjour in the sidebar. users can use a standard Web browser to search your database, view documents, and download BONJOUR DOMAIN, PORT them. These settings define the Bonjour domain and the Enter all necessary details (see below) and click the TCP/IP port number it uses. Start button to start the Web server, which makes all documents in every shared database (You switch on Bonjour Domain: Set the Bonjour domain if sharing in the Database Properties panel.) available necessary. Leave this field empty unless you know for searching. If you or others have problems what you're doing! accessing your DEVONthink Pro Office database Port: Change the port number to your needs. This is only necessary if you are sharing your with a Web browser, click the Log button to check the log for error messages and other information database on the WAN/Internet or if you are that could be helpful in solving the problem. using a firewall. If so, enter a free port number here and open this port on your firewall to allow incoming access. If no port number is entered here, and you are only person using Bonjour, DEVONthink Pro Office automatically assigns

DEVONthink Pro Office 2.8.11 Documentation, page 100 a random port number and publishes it on import sent messages that belong to the same Bonjour. There is no need to communicate the conversation. port number to other users on your network. Group conversation threads: Check this option to Note: This is the recommended operation. Only combine all messages belonging to a conversation set a port when you want to access the web thread into a group. This makes identifying server programatically or want to connect it to an conversations easier and automatically adds outside port. structure to the imported messages.

Note: These features only work if the email USER, PASSWORD program maintains references to previous To protect your database with a user name and messages sent. password, enter a user name and password here. Anyone wanting to search your database using MESSAGES a web browser would need to enter the correct Previously imported will become replicants: user name and password to gain access to your Check this option to import previously imported documents. If you have set individual passwords for messages again as replicants. When this option your databases, these are used instead. is unchecked, DEVONthink Pro Office skips previously imported messages. START ON LAUNCH Use alternative view: Check this option to view To automatically start DEVONthink Pro Office's email messages as text alternative by default. web server as soon as you launch DEVONthink Pro Office, check this checkbox. MESSAGE CONTENT

Fallback text encoding: When decoding an email EMAIL message, DEVONthink Pro Office uses the message's encoding information. When there is no encoding information, DEVONthink Pro Office uses the encoding that you set in this pop- up menu. Download remote images in HTML messages: Check to store the image references required by HTML messages in the database. Spammers and other unfriendly agencies may use these images to track if you have read the message. Therefore this is unchecked by default. Encryption: DEVONthink Pro Office can decrypt and file secure email messages so that you can search them or apply AI-based functions such as Use these options to define how emails are Classify or See Also to them. imported and displayed inside DEVONthink Pro Note: The email message will be stored decrypted Office. in the database package. Its contents are available from within DEVONthink Pro Office CONVERSATIONS and to other applications or Spotlight. Import complete conversations: DEVONthink Pro Office can import not only selected email FONT, QUOTED TEXT, LABELS messages, but also other messages related to a Use fixed-width font for plain text messages: conversation. Check this box to let DEVONthink Check to show plain text messages using a fixed- Pro Office scan your Sent Messages folder and

DEVONthink Pro Office 2.8.11 Documentation, page 101 width font such as . This is useful if the ToolBox, and others. The resulting file is a standard messages contain tables or footers formatted PDF containing the original image and a computer- with spaces. readable text layer. Color quoted text: Check to mark text quoted from previous recipients in messages. Click ORIGINAL DOCUMENT the color buttons to change the color for first, Check Move to Trash if you want DEVONthink second, and third level quotes. Pro Office to move the original documents to the Labels: Finally, select which labels you want to trash after they have been successfully imported assign to messages that were flagged or marked using OCR. If files are converted by OCR within the as "high priority." Since items can only have one database, the original document is deleted from label at a time, flagged messages are treated as the database. If files are converted at import, the more important than messages marked as "high original document is moved to the Finder's trash. priority." Using this option is a great way to prevent your Note: The first two options above only modify incoming group/folder or database from growing the display of email messages in the text view. By cluttered after OCR has produced searchable PDFs. default, messages are displayed using QuickLook.

SEARCHABLE PDF

OCR Check Enter metadata after text recognition to make DEVONthink Pro Office show a metadata entry dialog whenever a PDF is imported using OCR. Use this dialog window to enter the preferred document name, the author of the document, and any keywords describing the document. You can also adjust the timestamp of the PDF to the actual date of the paper document. The dialog window is shown when OCR processing has been completed.

When checked, the metadata entry dialog will appear whenever you scan a document or import an image file with OCR. You may want to switch DEVONthink Pro Office contains an optical this option off when you are scanning/importing character recognition (OCR) module that allows multiple files in a batch. you to import scanned documents and make them searchable. These documents are "read" by the Note: Information you enter in this dialog will embedded OCR engine and stored as PDF files that be available to Spotlight and can be changed in contain an additional (invisible) text layer with the the Preview application. The title field will be recognized, computer-readable text. Use these used to name the document, the keywords will options to fine tune the OCR process. go into the Comments field, and the creation date will become the creation date of the document You can import scanned documents, or scan them in DEVONthink Pro Office. You can access this directly from within DEVONthink Pro Office. information in the Document Properties panel.

Additional options: INCOMING SCANS Resolution & Quality: Use these two options Check Convert to searchable PDF to apply OCR to to control the dpi resolution, as well as the PDFs that have been sent from a known scanning picture quality of the PDF created by the OCR. software, e.g., ExactScan (full edition), CanoScan In general, the higher the resolution and the better the quality, the larger the resulting PDF

DEVONthink Pro Office 2.8.11 Documentation, page 102 document. Check Same as scan to keep the SYNC original image resolution of black-and-white scans. Recognition: Control the accuracy vs. the speed of the text recognition. Accurate gives you better text recognition, but it takes a lot longer. Fast makes the OCR go fast, but results are less accurate. Automatic is a good compromise.

LANGUAGES FOR OCR

The Languages section of the OCR preferences lets you identify the languages of the documents you scan in. DEVONthink Pro Office's OCR engines uses this information to improve the accuracy of the text recognition. DEVONthink Pro Office comes with more than 150 different language dictionaries.

Select the languages you intend to scan or import DEVONthink Pro Office allows you to keep multiple with OCR. Set a primary language and add one or copies of your databases on multiple Macs in more secondary languages using the pop-up menu . sync. Use these options to define which locations Simply select the languages you want to use from are synced when. Click here to learn more about the list on the right ('Available') and move them synchronization and how to set it up. to the left side ('Selected') using the right-to-left arrow button. To deactivate a selected secondary DATABASES language, select it from the list on the left and move it to the right using the arrow button. You can select The first column lists all open databases and a maximum of four secondary languages. includes information about when a database was last synchronized with any location. When you The primary language and the secondary languages select a database, the next two columns will show are treated equally. when and with which locations the database will be synchronized.

SCHEDULE

The second column at which times you want to synchronize the selected database. You can choose to synchronize it:

Manually Hourly Daily Weekly After opening a database Before closing a database

For Hourly select the minute of the hour, for Daily the time, and for Weekly the time and the day of the week, all Weekdays or the Weekends. Below the

DEVONthink Pro Office 2.8.11 Documentation, page 103 options, DEVONthink Pro Office shows you when the database will be next synchronized according to the chosen schedule.

LOCATIONS

The list of authorized clients lists all computers that have synchronized with your instance of The third column lists all locations you have defined. DEVONthink Pro Office before. If another user Check all locations that you want to synchronize the wants to connect to your machine, DEVONthink selected database with. To add new locations, click Pro Office will generate a random PIN on your the + button below the list and choose the desired screen that the user has to enter on his/her screen. location type from the pop-up menu. Remove a This ensures that only persons authorized by you location by selecting it and clicking the - button. Use can synchronize with your databases. Select a the gear button to modify an already added location listed client and click the - button to withdraw the or to clear an existing location (remove all data in authorization. the location). Click the Sync or Sync Now button to begin synchronizing the database. IMPORT DATABASE

INCOMING CONNECTIONS

Click the button Incoming Connections to define whether other DEVONthink users on your network can synchronize with your instance of DEVONthink Pro Office. In the dialog sheet that appears, check Allow other computers on the network to sync with my databases to allow other users access. Enter a port number on which DEVONthink Pro Office listens for incoming connections. If the suggested port number is already in use, you can choose any other port number. (Contact your system administrator if you're unsure.) Use the Import Database button to retrieve a database from a location. Make sure to add the location that contains the database in question. Then click this button, choose the location in the sheet that appears, and click Next. Select the database you want to import and click Import.

DEVONthink Pro Office 2.8.11 Documentation, page 104 BACKUP DEVONthink Pro Office also comes with a number of handy scripts that export your database as files and folders (independent from DEVONthink Pro Office). See also p. 108ff

UPDATE

DEVONthink Pro Office comes with a simple backup function that backs up the database index on a regular bases. These options define how often DEVONthink Pro Office will back up indexes.

The backup automatically duplicates all important database files and moves the duplicates into Change the settings in this tab to define when you a folder(s) named "Backup(.x)" within the want DEVONthink Pro Office to check for new DEVONthink Pro Office database folder/package. versions: never, on startup, daily, weekly, or monthly. Select how often you want to have the backup DEVONthink Pro Office only performs checks for created--never, daily, weekly, or monthly--and how updates when the computer is connected to the many copies of the index your want DEVONthink Internet. Pro Office to keep. Of course, you can create a backup at any time using Tools > Backup & Optimize. Click Check Now to immediately check for a new version. These options do NOT backup the whole database to a secure location; they simply make sure there's Note: Disable the check for new versions a copy of the index files in case the index get when your network connection is unstable corrupted. To back up your complete database, use and you experience long delays when opening Time Machine or a third-party backup software. DEVONthink Pro Office. The Update pane is not available if you have purchased DEVONthink Pro Office from the Mac App Store.

DEVONthink Pro Office 2.8.11 Documentation, page 105 SCRIPTS

In this chapter: Other ways to use AppleScript for extending and integrating DEVONthink Pro Office are triggered Introduction 106 scripts, folder actions, droplets, and PDF Services Installation 107 scripts. You will find descriptions of the scripts Internal scripts 107 that come with DEVONthink Pro Office in the Browsers, email, and more 110 corresponding sections of this chapter. Triggered scripts 111 Toolbar scripts 112 INTEGRATING OTHER APPLICATIONS Droplets, folder actions, mail rules, PDF Services 112 In addition to the scripts that you use inside More examples 113 DEVONthink Pro Office, Mac OS X features a global Automator 114 scripts menu that gives you access to certain scripts from any application on your Mac. When activated, DEVONthink Pro Office 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 Office features one of the removes clutter and shows only scripts that make largest 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 Office already comes with a to integrate the application with almost every other number of scripts that you can access conveniently application supporting AppleScript. from the global script menu. DEVONthink Pro Office asks to install them whenever you update the application, or you can (re-)install them manually EXAMPLE SCRIPTS by selecting DEVONthink Pro Office > Install Add- To make it easier for you to start with scripting, ons. They will be installed in "~/Library/Scripts/ we deliver a slew of scripts with DEVONthink Pro Applications/" and only apply for the Office that you can access in the Scripts menu (which user currently logged in. Also, they only show up in shows a stylized S symbol as its title instead of the script menu when the application for which they the word Scripts). These scripts interact directly are designed is the front-most application (the one with a selected group or document, or create that currently populates the menu bar). documents themselves. In addition, the smart To activate the global script menu, do the following: template are based on AppleScript scripts. All scripts delivered with DEVONthink Pro Office Open the AppleScript Utility (located in "/ are useable in everyday work, and are not simple Applications/AppleScript"). example templates that need to be tinkered with Check Show Script Menu in menu bar. first.

DEVONthink Pro Office 2.8.11 Documentation, page 106 Uncheck Show Library scripts if you only want to see Scripting Matters Trainings the scripts you have installed yourself. AppleScript for Absolute Starters (free PDF book) To install your own scripts (such as the scripts that AppleScript: The Missing Manual come with DEVONthink Pro Office), copy them AppleScript: The Definitive Guide into the folder "~/Library/Scripts". You can use sub- folders to structure them in any way you like. INSTALLATION

DEVONTHINK PRO OFFICE'S DICTIONARY All add-on scripts that come with DEVONthink DEVONthink Pro Office includes a large dictionary Pro Office are automatically installed or updated with commands, objects, and methods you can when you open a new version of DEVONthink Pro use for writing scripts that interact or extend Office for the first time. You can, however, manually DEVONthink Pro Office. To view the dictionary, (re-)install them by choosing DEVONthink Pro Office open the Script Editor application (by default > Install Add-ons located in "/Applications/AppleScript"), select File > The scripts are installed in a number of locations: Open Dictionary and choose DEVONthink Pro Office Application Scripts: These scripts are installed in in the appearing window. "~/Library/Scripts/Applications/" and can be used You can also add DEVONthink Pro Office to your from the global script menu. See also p. 110ff Script Editor library. Select Window > Library, DEVONthink Pro Office Scripts: These scripts click the + button and choose DEVONthink Pro are installed in "~/Library/Application Support/ Office. This way you keep DEVONthink Pro Office's DEVONthink Pro/Scripts" and can be used from dictionary at hand. DEVONthink Pro Office's own script menu. See also p. 107ff TALKING TO DEVONTHINK PRO OFFICE PDF Services Scripts: These scripts are installed in "~/Library/PDF Services/." They extend the PDF In AppleScript you "talk" to programs like button in any application's print dialog. See also p. DEVONthink Pro Office using a "tell" statement, 113ff referring to the application either by its name or its identifier. This might become incompatible with a future version of DEVONthink Pro Office so INTERNAL SCRIPTS we strongly recommend to refer to this application using the ID "DNtp", like in the following statement: The internal scripts menu of DEVONthink Pro

tell application id "DNtp" [...] end tell Office, located to the left of the Help menu (in DEVONthink Pro Office's menu bar), gives you LEARNING APPLESCRIPT access to a large number of pre-made scripts and Automator workflows that extend DEVONthink Pro This documentation is not an AppleScript language Office with additional, more specialized commands guide. Please refer to Apple's AppleScript web and functions. site, other online resources, or introduction and reference books for more information on the More scripts are available as extras. See also p. 79ff AppleScript language. Here are some links for you: Of course, you can easily modify all these scripts The Ultimate Beginner's Guide to AppleScript using the AppleScript Editor (and the workflows AppleScript, the Language of Automation using Automator) or add your own scripts and MacScripter workflows to the menu. They are located in "~/ ScriptWeb Library/Application Support/DEVONthink Pro/ Scripts". Open this folder in the Finder with Scripts > TECsoft Hands-On Trainings Open Scripts Folder.

DEVONthink Pro Office 2.8.11 Documentation, page 107 Keyboard shortcuts: If you want to add keyboard DATES shortcuts to scripts in this menu, either use Creation > Modification Date: Sets the the System Preferences or add the shortcut modification date of the selected items to their description to the file name of the script in "~/ creation dates. Library/Application Support/DEVONthink Pro/ Modification > Creation Date: Sets the creation Scripts" or "~/Library/Scripts". Example: "eMail date of the selected items to their modification Current URL (Mail)___Cmd-Alt-M.scpt". The naming dates. convention is three underline characters followed Touch Creation Date: Sets the creation date and by the shortcut description. "Cmd" stands for the time of the selected items to the current date and Command, "Alt" for the Option, "Ctrl" for the ⌘ ⌥ time. ⌃Control, and "Shift" for the ⇧Shift keys.

Caching: All scripts in this menu are cached and DOWNLOAD therefore their properties are persistent until you Images of Page: Adds the images of a displayed quit and relaunch the application or DEVONthink web page to the database. Pro Office automatically updates the menu, e.g. Linked Images of Page: Adds linked images of a after adding or removing scripts. displayed web page to the database. Note: If you have modified the contents of Links of Page: Adds links contained on a displayed the script menu and want to go back to the web page to the database. default set, delete the Scripts folder in "~/ Create Offline Archive: Creates an offline version Library/Application Support/DEVONthink Pro/". of a displayed web page. DEVONthink Pro Office will recreate this folder, including it's content, the next time you launch EDIT the application. Count Characters: Counts the characters in the current selection. COMMENTS Count Words: Counts the words in the current Assemble: Collects the comments of the selected selection. documents and creates a new document listing them. EXECUTE Speak: Speaks the comments of the selected documents. AppleScript: Executes an AppleScript script. Perl: Executes a Perl script. Shell: Executes a shell script. DATA

Convert to Tags: Converts the tag contained in the EXPORT comments field to real tags if the comments field of the selected document contains tags separated The following scripts provide some seldom-used by commas. See also p. 136ff export functions and help you create backups of Move Duplicates to Trash: Moves all duplicates of your database (for copying them to external media the selected document to the trash. such as CD-R or JungleDisk). Find & Remove Similar Contents: Finds and Listing: Saves a UTF-8 text file containing a text removes similar documents. listing of the names of all contents/groups of the Group With Duplicates: Creates a group with current database. duplicates of the selected documents. Daily Backup Archive: Creates a backup of the Group With Replicants: Creates a group with database in "~/Backup". All backups are named replicants of the selected documents. after the current date so that multiple backups are kept.

DEVONthink Pro Office 2.8.11 Documentation, page 108 To JungleDisk: Exports all items in the database Scale to 1024 pixels wide: Scales the image to as a Zip archive and copies the backup archive to 1,024 pixels wide. your JungleDisk. Please note that for this script Scale to 1024 pixels: Scales the image to 1,024 to work, your JungleDisk needs to be named pixels. "JungleDisk". Scale to 200%: Scales the image to 200 percent. Scale to 50%: Scales the image to 50 percent.

FEEDS Note: While these scripts work with PDF DEVONthink Pro Office can be used as a news feed documents it is not advisable to do so. The reader. To work with news feeds, use the dedicated functions only act on the first page of a multi- feed document type. page PDF; the resulting document will contain the first page only. The following scripts demonstrate additional methods of how DEVONthink Pro Office can IMPORT directly plug into live information sources by the use of AppleScript. These scripts demonstrate DEVONthink Pro Office'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 FORMAT bookmarks; the notes and the tags are added to 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 spacing of selected rich text. The following scripts import chatlogs and call logs 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 images to landscape.

DEVONthink Pro Office 2.8.11 Documentation, page 109 REMINDERS Row Sum&Mean Value: Calculates the sum and average of a table row. Add as Event to Calendar: Adds a new event to Check sums in last column: Checks the sums in the Calendar or iCal linking back to the selected item last column on validity. in DEVONthink Pro Office. Add as To Do to iCal: Adds the selected item as a to-do item to iCal. TOOLBAR Add as To Do to OmniFocus: Adds the selected By default this contains no scripts. Add your own item as a to-do item to OmniFocus. scripts here and also to the toolbar of main and Add as To Do to Reminders: Adds the selected search windows using View > Customize Toolbar. item as a to-do item to Reminders. Add as To Do to Task Paper: Adds the selected THUMBNAILS item as a to-do item to Task Paper. Add as To Do to The Hit List: Adds the selected Flip Horizontal / Vertical: Flips the thumbnails of item as a to-do item to The Hit List. selected documents horizontally/vertically. Add as To Do to Things: Adds the selected item as Rotate Left / Right: Rotates the thumbnails of a to-do item to Things. selected documents left/right. 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. Selected Text: Sets the title of the currently ABOUT THIS MENU 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 messages. BROWSERS, EMAIL, AND MORE 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 Office comes with a number of scripts that copy SHEETS information from other applications, like Safari or Even though DEVONthink Pro Office is not a Mail, to DEVONthink Pro Office. You may use these spreadsheet application, it does have scripts that scripts as a template for connecting DEVONthink implement basic sum and mean value functionality Pro Office to your own applications. for sheets. To install these scripts automatically, select Add Multiple Records: Adds up to 999 empty DEVONthink Pro Office > Install Add-ons, check records to a sheet. Application Scripts and DEVONthink Pro Scripts, and Column Sum&Mean Value: Calculates the sum click Install. You access them via the global script and average of a table column. menu extra.

DEVONthink Pro Office 2.8.11 Documentation, page 110 Note: The application-specific scripts (put into Add attachment(s) to DEVONthink subfolders of "~/Library/Scripts/Applications") Add message(s) & attachments to DEVONthink appear only within the application they were They are located in the respective subfolder for designed for (see introduction). To see them, their target application and copy selected messages, activate their designated application, e.g., by mailboxes, attachments, or both messages and their bringing one of its windows to the front. The attachment from Apple Mail, Microsoft Entourage, other scripts are located in a submenu named or Outlook to the currently open DEVONthink "DEVONthink Pro". Pro Office database. If possible, they set the creation and modification dates of the imported WEB BROWSERS messages to the receipt date and the URL field to These scripts import elements from a displayed the sender's address. The scripts importing message web page in Safari, Google Chrome, Firefox, or attachments also add the sender's email address DEVONagent to DEVONthink Pro Office. to the URL field. Both Add mailbox(es) scripts also recursively import mailboxes inside the selected Add abstracts to DEVONthink Pro (DEVONagent mailboxes and rebuild the mailbox hierarchy within only) a group named Entourage Mail or Apple Mail in the Add linked images to DEVONthink currently open DEVONthink Pro Office database. Add linked images to DEVONthink's downloads Add links to DEVONthink's downloads Note: Not all scripts are available for all email Add tabs to DEVONthink (DEVONagent and applications. Safari) OTHER SCRIPTS Note: Not all of these options are available for all browsers. The remaining scripts designed for the script menu extra allow you to copy selected text to your The scripts add the currently displayed page or database, or to create a link to the front-most image, the selection or the text of the current document. They're grouped in the DEVONthink Pro page, the linked images of the current thumbnail sub-menu. gallery, or the links of the current page from your browser to DEVONthink Pro Office or its download Copy Selection: Copies the selected text and manager. creates a new plain text document in the default destination. EMAIL APPLICATIONS Link to current document: Indexes the front- most document (for example, a PowerPoint Note: DEVONthink Pro Office comes with many presentation or an Excel spreadsheet) and advanced email archiving functions. Have a look places the indexed document in the default at them before using these scripts. destination. This is handy when you are working You can drag messages from Apple Mail to on a document and want to quickly place a DEVONthink Pro Office to import them. In addition, reference to it in DEVONthink Pro Office. you can use the provided scripts or just transfer selected text to DEVONthink Pro Office by using the Services menu. DEVONthink Pro Office comes TRIGGERED SCRIPTS with scripts for Apple Mail, Microsoft Entourage, Triggered scripts are AppleScripts that you attach and Microsoft Outlook 2011. to an item in DEVONthink Pro Office (a group or DEVONthink Pro Office provides the following document) and that are executed each time you scripts: display this item (like selecting it in Split view). Items with attached triggered scripts show an AppleScript Add message(s) to DEVONthink icon behind their name. Add mailbox(es) to DEVONthink

DEVONthink Pro Office 2.8.11 Documentation, page 111 Using triggered scripts, you can bring your items DROPLETS, FOLDER ACTIONS, to life and let them act intelligently on various MAIL RULES, PDF SERVICES parameters. Examples for triggered scripts can be found in the folder "Extras/Scripts/Triggered" on DROPLETS the DEVONthink Pro Office disk image. Droplet are little AppleScript applications that allow you to run actions based on files or folders dropped ATTACHING A TRIGGERED SCRIPT onto them. You can create them easily using the Besides creating scripts that attach themselves to AppleScript editor; some useful examples come an item, you can attach them manually by doing the with DEVONthink Pro Office on the disk image in following: "Extras/Scripts/Droplets". Basically, droplets do Select the document you want to attach a script to. what their name suggests: Open the Info panel ('Tools > Show Info'). Import Droplet: Imports files and folders dropped Click Select next to the Script field and select the onto droplets. script to attach. Import Index Droplet: Indexes files and folders dropped onto it. REMOVING A TRIGGERED SCRIPT Using droplets: Place a droplet anywhere you like To remove a triggered script from an item, do the and optionally drag it to the Dock. Then, drag files following: and folders onto the droplet icon in the Finder or the Dock to trigger desired action. Select the item you want to remove the triggered script from. Open the Info panel ('Tools > Show Info'). FOLDER ACTIONS Select the contents of the Script field and delete it. Folder Actions are scripts that you can attach to folders in the file system and that act on all items TOOLBAR SCRIPTS you add to these "hot folders." DEVONthink Pro Office comes with three folder action scripts that You can also write scripts that you add to any you can install using the DEVONthink Pro Office > toolbar of a DEVONthink Pro Office window. This Install Add-Ons menu option: way you can extend DEVONthink Pro Office's DEVONthink -- Import: Imports files into your functionality nearly endlessly. databases. To add a toolbar script place the script into the DEVONthink -- Import & Delete: Imports files into folder "~/Library/Application Support/DEVONthink your database, and moves the files to the trash Pro 2/Scripts/Toolbar" (where "~" represents afterwards. your home directory). To navigate to this folder DEVONthink -- Import, OCR & Delete: Imports visit the Go menu in the Finder with the ⌥Option files into your database, converts them to key held which makes the "Library" menu item searchable PDFs if necessary, and moves the files visible. Then right- or ⌃Control-click the toolbar to the trash afterwards. of a DEVONthink Pro Office window and choose DEVONthink -- Import to selected group: Imports Customize Toolbar. Drag your script into the toolbar. files to the currently selected group. DEVONthink -- Index: Adds references to the files to your database. DEVONthink -- Index to selected group: Adds refrences to the files to the currently selected group.

DEVONthink Pro Office 2.8.11 Documentation, page 112 Attaching a folder action: To attach a folder action PDF SERVICES script to a folder, do the following: Using PDF Services, you can add your own actions Right-click the folder. to the PDF button of the print dialog windows in any Select Attach a Folder Action from the contextual Mac OS X application. DEVONthink Pro Office adds menu. an alias of itself to the PDF Services folder. Select the folder action script you want to attach Installation: To install the PDF Services alias select and click Choose. DEVONthink Pro Office > Install Add-ons and check Manage folder actions: To manage all your folder PDF Services in the dialog window. Then click Install. actions, right-click a folder and choose Configure Printing to your database: To "print" (save) a Folder Actions (Mac OS X 10.5) or Services > Folder document to DEVONthink Pro Office as a PDF, Actions Setup (Mac OS X 10.6) from the contextual open it in its creator application (this could even menu. Use the Folder Actions Setup utility to see be DEVONthink Pro Office itself). Then, do the which folders have scripts attached, and to remove following: folder actions from folders. Select File & Print. In the appearing print dialog window, click the MAIL PDF button at the lower left corner and select Using rules in Apple Mail you can automatically Save PDF to DEVONthink Pro Office (saves to the process incoming messages, e.g., move them to default destination) from the pop-up menu. another mailbox or mark them as read. In addition Then, select the destination group for the you can process them with scripts that archive them document, if necessary, and click OK. or their attachments in your database, etc., (and add Note: This requires an installed printer to work the email address of the sender to the URL field of properly. the created document). DEVONthink Pro Office provides the following scripts:

Mail Rule - Add messages to DEVONthink Pro MORE EXAMPLES Mail Rule - Add attachments to DEVONthink Pro Some of these scripts do things that have already Mail Rule - File messages & attachments been implemented as "real" commands in To use these scripts, do the following: DEVONthink Pro Office; others are functions Open the "Scripts/Mail" folder on the you will seldom use. These scripts are intended as DEVONthink Pro Office disk image. examples, yet all can be of real use. Put the script anywhere on your hard disk. Create Contacts: Copies all entries of the Contacts Create a new rule in the preferences window of application to DEVONthink Pro Office, like File > Apple Mail. Import > Addressbook. Define your criteria. Cross-linked Text: Links selected text to currently Add the Execute Script action. visible document. Demonstrates how to Select the script you want to use. programatically add links to a rich text document. If you're running OS X 10.8 or later use DEVONthink Export daily backup as files & folders: Exports Pro Office > Install Add-Ons to automatically install all items of the database as files and folders as a the scripts into Apple Mail' mail rule scripts folder. daily backup. You can then select them from a pop-up menu when Export to iPod: Exports selected documents as you add the Execute Script action. notes to an attached iPod (3rd Generation or later), like File > Export > to iPod. Export to OPML: Exports selected documents as OPML file, like File > Export > as Outliner Processor Markup Language.

DEVONthink Pro Office 2.8.11 Documentation, page 113 Fancy Text: Demonstrates some of the rich text OVERVIEW scripting capabilities of DEVONthink Pro Office. We have created some workflow examples that Import Feed: Demonstrates how you can access show you how to use Automator and DEVONthink RSS feeds from DEVONthink Pro Office via Pro Office together. This document explains what AppleScript. the workflow examples are supposed to do, and Latest News: Downloads the latest how you can adapt them for your specific use. The news from a number of RSS feeds and stores examples presented here are grouped around them in the database. common functionality. Merge: Merges multiple selected document to one long document, like Data > Merge. FILE MANAGEMENT Move to Done: Moves the selected item(s) to the group Done in the top level of the database. Managing files with DEVONthink Pro Office is one Open In PhotoStickies: Opens selected images in of its best features. Here are different ways to work PhotoStickies. with the information in the database. Open In Preview: Opens selected images in Move existing files: You have a folder with files that Preview. you think are in control by DEVONthink Pro Office, Prepare Backup: Creates a backup of the database but you want to move the files in the database to a at a chosen location (like the Desktop), and makes different folder (let's say "Archive"). This workflow it a Zip archive that can be easily copied to an will solve this problem for you. For the given files/ external medium, an online drive, or a writable directories, it will find all files, and ask the database disc. if items exist with these paths. For the ones that are Quick Look: Opens a Quick Look head-up-display found to exist, move these to a specified folder. window for the selected item. Show recommended groups: Shows the groups Note: The exact locations have not been defined recommended by DEVONthink Pro Office's in this workflow, that is up to you. DEVONthink artificial intelligence for the selected document. Pro Office will keep track of the moved files so you don't have to change anything in the You can also find more scripts in the Extras area of database. the Support Assistant. To improve your workflow, specify a specific database to use by preceding the Filter Items action AUTOMATOR with an Open Database action. In general, it's a good idea to specify the database a workflow has to act DEVONthink Pro Office also comes with a bundle on. of integrated Automator actions that you can use to create your own workflows. Add and move missing files: Find out what files are not in the database by changing the value in the To see which actions DEVONthink Pro Office Filter Items to Missing in the previous workflow. Then provides, open a new workflow in Automator the Move Finder Items action places these files in and click the Actions button, then search for their rightful place in the folder hierarchy. These DEVONthink Pro Office in the Library. Automator files will be sent to the Add Items to Current Group then displays all actions contained in the action after setting the destination group; this will application. Select any action to show a short index the files into the database. description about what the action does. To improve the workflow, specify a database to Note: Cannot find the Automator action you need use by preceding the Filter Items action with a for your workflow? We're open to suggestions! Open Database action. In general, it's a good idea to specify the database you want a workflow to act on.

DEVONthink Pro Office 2.8.11 Documentation, page 114 Start workday: This workflow is something you'd Convert URLs to Webarchive: This workflow shows start every day when you're ready for work. It is how you can convert URLs to webarchives. Let's go rather complicated but shows off what you can do. through the steps: Let's go through the steps: Step 1-2: Make sure to select the records Step 1 to 2: We create the "Today: To Do" group in with URLs that you want to replace inside the example database. This way we can be sure DEVONthink Pro Office. that the next step has a group to work on. Step 3: We download the URLs in DEVONthink Step 3: Then we run another workflow: Clean Pro Office. Today's To Do. Here we completely clean the Step 4: We want to use temporary files so we store contents of the "Today: To Do" group. By the way, them in a variable to refer to them later. you may want to switch off the confirmation to Step 5: Back in DEVONthink Pro Office, we create delete every record in Step 4 of this workflow, as a "Converted Web Pages" group. long as you don't add items by hand to this group! Step 6: Here we import the files. Note that we Step 4: Here you can specify the different records import them because we regard the documents throughout the database you're working on. as temporary files in Step 3. DEVONthink Pro Step 5: We only get the records not marked as Office will copy the files to the database file ready ('unchecked'). folder for its own safe keeping. Steps 6 to 7: These are replicated to "Today: To Step 7-8: We retrieve the list of files and send Do" list. This will also open a new window with them to the Finder's Trash. the items you want to work on today. Gather Information from Safari: The next two Step 8: Get every record including the ones in sub- workflows are not great for our bottom line, yet groups. we've decided to present these helpful hints free of Step 9: Get the file paths from these records. charge! Step 10: Open the external files in the Finder. You're ready to start working! The first in the series is a script that gets all the links (within the domain of the starting page) from End workday: At the end of your day, you'd like to Safari's open web pages and puts them into a special make sure that the database is updated with the group called "Temporary Safari Links". For each modified contents of the files you've been working entry in this group, you can see its status. The on. That's the goal of this workflow. It synchronizes contents will be indexed (so loading these may take every record in your "Today: To Do" group. a while).

Now you can go and do some searching for WEB MANAGEMENT information you want. For the records in this group Dealing with the web is where DEVONthink Pro that match your criteria, you will set the state to Office really shines. Here are a few workflows "checked." that will help you manage the information you're Store Information from Safari: The second and last gathering from the Internet. workflow in this series will clear up the mess we Capture Safari Page: Another take on getting made. It gathers all the checked records and asks information from Safari. If you save this example to move these to a group you specify. (Note that for as an application and put it into your Dock, you can this action we specified that the action has to be very easily get the information from the current shown.) web page in Safari into your database. This is Also, take a look at Step 8. Here we have to Ignore because the Add Items to Current Group workflow Result from Previous Action, because we don't want will actually download the given URL so that its you to delete the work that you spend so much time contents are available for searching. on! The remaining records in the temporary group will then be deleted.

DEVONthink Pro Office 2.8.11 Documentation, page 115 Now, why are these two workflows bad for DEVONagent Pro does a much better job at this our bottom line? Because they compete with then we can emulate with a couple of Automator DEVONagent Pro. (Although, truth be told, workflows).

DEVONthink Pro Office 2.8.11 Documentation, page 116 TROUBLESHOOTING

In this chapter: a service of your company, please contact your system administrator. If it is a commercial WebDAV Problems synchronizing databases 117 service such as box.com, please contact our support Problems synchronizing with DEVONthink To Go with a comprehensive description on how the 1.x 117 failure occurred. Repairing a defective database 118 DEVONthink Pro Office crashes when DIRECT CONNECTIONS AREN'T WORKING opened 119 Recovering a lost password 119 If direct connections are not working as expected or Items keep re-appearing in the inbox 120 are behaving irrationally, please check the following: Problems importing files 120 Both machines must be awake. Problems using Services 120 Both machines must be running an edition of DEVONthink Pro Office behaves irrationally 120 DEVONthink. Email import does not work as expected 121 Host and client machines have to be on the same AppleScript scripts do not work as expected 121 subnet. Machines located on different subnets DEVONthink Pro Office was created with (e.g., 192.168.0.3 and 192.168.1.47) can't talk robustness in mind. But any computer hardware or to each other. You can use VPN, though. Please software, regardless of how carefully developed and contact your system administrator for more built, can write defective data or destroy files. If you about how to get VPN to work. experience problems with a database, please refer The host must allow incoming connections. Open to the methods below and also look at our FAQ. Preferences, Sync tab, click the button Incoming Connections, and check if Allow other computers on the network to sync with my databases is checked. PROBLEMS SYNCHRONIZING The clients must use the correct port number set DATABASES on the host. Open Preferences, Sync tab, click the button Incoming Connections, and check the port If synchronizing databases doesn't work as number. expected, please check the following list of issues: If it still doesn't work, please let us know and we'll get back to you in a timely fashion. THE SYNC BEHAVES IRRATIONALLY

Close DEVONthink Pro Office and try again. it the PROBLEMS SYNCHRONIZING behavior persists please contact our support and WITH DEVONTHINK TO GO 1.X describe in detail what happened (a step-by-step If you cannot properly synchronize your databases description is preferable), and what you see on with DEVONthink To Go 1.x on your device, please screen. check the following:

DROPBOX OR WEBDAV DON'T WORK Are both the iOS device and the Mac properly connected to the same Wi-Fi network? Please test if you can connect to Dropbox using Have you moved, replicated, or copied documents their website or the Dropbox app. If Dropbox is or groups to the Sync group? Please note that down, only Dropbox or Amazon can resolve the smart groups are ignored during synchronization. issue. If WebDAV isn't working for you, and it's

DEVONthink Pro Office 2.8.11 Documentation, page 117 Have you checked the database in question on the STEP 2: RESTORE FROM BACKUP device on the database selection screen? DEVONthink Pro Office keeps up to two copies If you cannot see your Mac from your iOS device or of the index files in case that the index is damaged the connection is flaky, please try the following: beyond repair. By changing the factory settings, you can change when and how many internal backups Create an ad-hoc Wi-Fi network from the Wi-Fi DEVONthink Pro Office keeps in the Preferences, icon in your Mac's menu bar. Backup tab. Connect to this network from your iOS device. Sync. To restore the index file(s) from a previously saved internal backup, use Tools > Restore Backup If the connection now works as expected, the DEVONthink Pro Office presents you with a list problem is related to your router, e.g., to security of all available backups. Choose the latest one and measures such as packet filtering. Version 2.0 of click Open. This swaps the current set of index files DEVONthink To Go will use standard data packets with the copy (the current set of index files becomes that should also pass your router's security without the backup, the backup becomes the current set) so any problems. that data is never overwritten. Run Tools > Verify & If you still have problems with synchronizing, please Repair to check the consistency of this index version visit the user forum. If you don't find an answer and if everything is in the right order Tools > Backup to your problem here, click here to contact the & Optimize to optimize your database and have DEVONtechnologies support team. DEVONthink Pro Office create a fresh internal copy of the good index. REPAIRING A DEFECTIVE If the backed-up index files are also defective, try DATABASE the other backups, if available. If all backups are broken or corrupted, proceed with the next step. DEVONthink Pro Office databases are packages containing of your files and the supporting AI-based STEP 3: REBUILD YOUR DATABASE index. In rare cases this index can get corrupted or out-of-sync. But as your files are stored separately, Since your files and DEVONthink Pro Office's index this is not the end of the world. If your database are stored independently within the database starts behaving strangely, or if DEVONthink Pro package the index can be rebuilt at any time without Office finds inconsistencies during start-up, it is you losing too much metadata. To rebuild the time for some housekeeping. database from scratch, use Tools > Rebuild Database. The global inbox database cannot (yet) be rebuilt STEP 1: VERIFY & REPAIR using the steps above. Use the following steps to rebuild the global inbox database manually: As a first step, use Tools > Verify & Repair to check your database's consistency and allow DEVONthink Quit DEVONthink Pro Office. Pro Office to take all necessary steps to repair any Move ~/Library/Application Support/DEVONthink discovered problems. If Verify & Repair was able to Pro 2/Inbox.dtBase2 to the Desktop. repair your database, use Tools > Backup & Optimize Open the moved database by double-clicking on it to optimize your database and have DEVONthink Rebuild the global inbox database. Pro Office create an internal copy of the index. Move everything from the moved database to the now empty global inbox. If Verify & Repair was not successful or your Quit DEVONthink Pro Office, delete the moved problems are not resolved, proceed with the next database. step.

DEVONthink Pro Office 2.8.11 Documentation, page 118 During the rebuild process, the complete index DEVONTHINK PRO OFFICE is re-created; your actual files are not touched. CRASHES WHEN OPENED Any problems that occured during this process are logged. If a database is heavily damaged, it may be that DEVONthink Pro Office crashed when starting Orphaned files: Orphaned files that could not be up or when opening the database. In this case you imported while repairing are logged and moved to cannot use the built-in mechanisms to recover the folder "Orphans" inside the database package. your data. But you can revert to an internal backup To access the contents of the package, show the manually. With its factory setting, DEVONthink Pro database package in the Finder, right-click it, and Office keeps up to two copies of the index files in choose Show package contents from the contextual case the index is damaged beyond repair. You can menu. Move the files in the "Orphans" subfolder to a change how many internal backups DEVONthink save location, e.g., the Desktop, or directly re-import Pro Office keeps in the Preferences, Backup tab. the files by dragging them to DEVONthink Pro Office's Dock icon. Please do not change anything To revert to one of the internal backups, quit here except for rescuing the orphaned files. DEVONthink Pro Office and locate the database package in the Finder. Then do the following:

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

A future version of DEVONthink Pro Office will feature industry-strength encryption.

DEVONthink Pro Office 2.8.11 Documentation, page 119 ITEMS KEEP RE-APPEARING IN for this problem is Michele Balistreri's PDFKey. It THE INBOX allows you to print protected PDFs. Use PDFKey to "print" a PDF file into a new PDF that is both If files keep re-appearing in your global inbox printable and editable, which allows DEVONthink even though you have deleted or moved them in Pro Office to extract the text for searching and DEVONthink Pro Office, it may be that some files classifying. with bad permissions got locked up in the Inbox folder. PROBLEMS USING SERVICES Open the folder "~/Library/Application Support/ DEVONthink Pro 2/Inbox" (where ~ is your user's WHY DO THE SERVICES MENU COMMANDS home directoy) and delete the files manually. This SHOW NO SHORTCUTS? should keep them from re-appearing. They should; however, the keyboard shortcuts for Services menu commands are only requested PROBLEMS IMPORTING FILES by the supplying application. Mac OS X assigns these shortcuts and has ultimate control over WHY DOES DEVONTHINK PRO OFFICE NOT which application or service gets what. If the RECOGNIZE MY FILES? DEVONthink Pro Office Services menu items do If DEVONthink Pro Office does not recognize a file, not have shortcuts assigned, it is likely that Mac make sure the file has a proper file name extension. OS X assigned these shortcuts to another Services DEVONthink Pro Office needs a file name extension command, or that they are used by the current to determine the file type. Add the correct file active application. name extension to your files (e.g., .txt for plain text You can manage your Services in System Preferences files, .rtf for rich text files, .pdf for PDFs and .doc for > Keyboard > Keyboard Shortcuts > Services. Microsoft Word files) and try again. WHY DO THE SERVICES NOT WORK IN WHY DOES DEVONTHINK PRO OFFICE NOT FIREFOX? DISPLAY MY DOCUMENT CORRECTLY? Services work only in Mac OS X applications based If a document is not properly displayed--especially on the so-called Cocoa framework. Examples for if it is a proprietary file format such as RagTime Cocoa applications are Mail, Safari, TextEdit, etc., or Mellel--make sure that you either have a Quick and, of course, all DEVONtechnologies applications. Look plugin installed for this file type or that the However, Firefox is a port of a Unix application application that created the file is installed on not completely based on Cocoa. Therefore, it does your Mac (and supports Quick Look). DEVONthink not support Services. Try using Camino instead--a Pro Office will be able to display the document if Cocoa browser based on the Firefox engine. you can display the file also, e.g., in the Finder by pressing the Space bar. DEVONTHINK PRO OFFICE WHY DO SOME PDFS APPEAR AS IMAGES AND BEHAVES IRRATIONALLY ARE NOT SEARCHABLE? No software on this is bug-free, and if an DEVONthink Pro Office cannot extract the text part application behaves irrational there is a good chance of print- or edit-protected PDFs. When you import that your have just found a bug. But there could also PDFs, you get a log entry that tells you that the file be another cause: The application package could contains "no text". When you select these PDFs have become damaged during an update or through in DEVONthink Pro Office, the status bar shows a bug in a totally unrelated piece of software on "image" instead of "PDF+text". A cheap solution your computer.

DEVONthink Pro Office 2.8.11 Documentation, page 120 STRANGE APPLICATION BEHAVIOR Please file a support ticket and attach the document in question, packaged as a .zip archive, so that we If something happens like check to see if the problem lies with DEVONthink menus disappearing or silently refusing to do Pro Office or if it the file itself. anything, windows showing graphical artefacts, STRANGE BEHAVIOR OF TABS or applications not opening at all or opening with strange error messages, With Zooom/2 installed, tabs in tabbed windows behave stragely, e.g., close when cursor hovers over please try to trash the application package. Then the tab. Another effect of Zooom/2 are scrolling empty your web brower's cache, download the problems in programs such as iTunes. Disabling software again, and re-install it. In many cases this Zooom/2 solves the problem. cures the problem.

If this does not help, try deleting DEVONthink Pro Office's preferences files located in "~/Library/ EMAIL IMPORT DOES NOT WORK Preferences" and starting with "com.devon- AS EXPECTED technologies.think". Dragging a message thread from Apple Mail does not work; the selected messages will be imported STRANGE BEHAVIOR RELATED TO DOCUMENTS instead. Also, trying to import mailboxes, to-dos, and If the strange behavior only happens with a morethan one RSS article will not work. This applies particular document, it is likely that the document also for dragging to the Sorter. 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 APPLESCRIPT SCRIPTS DO NOT Quick Look plugin. WORK AS EXPECTED

Running a script inside DEVONthink Pro Office that uses OCR will fail with a timeout. Run the script outside of DEVONthink Pro Office instead.

DEVONthink Pro Office 2.8.11 Documentation, page 121 FAQ

In this chapter: Do you have questions regarding our licensing policy, our products in the Mac App Store, or General questions 122 specific questions about DEVONthink Pro Office? Release schedules, Mac OS X, and Windows 122 Purchasing 123 Mac App Store 124 Your software license 125 Product-related questions 125

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 Office 2.8.11 Documentation, page 122 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 Office 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 Office > 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 Office 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.

DEVONthink Pro Office 2.8.11 Documentation, page 123 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.

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.

DEVONthink Pro Office 2.8.11 Documentation, page 124 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.

YOUR SOFTWARE LICENSE

Why does DEVONthink Pro Office 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 Office 1.x license not work anymore? DEVONthink Pro Office with version numbers greater than 1.x are paid upgrades. To use them you may need a new license code. Please use DEVONthink Pro Office > 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 Office are located in the appendix. Please continue reading on the following pages:

FAQ specific to DEVONthink Pro Office Troubleshooting tips and tricks

DEVONthink Pro Office 2.8.11 Documentation, page 125 TECHNOLOGY

In this chapter: signal-processing- and language-analysis-driven applications. The ability to deal with any kind of General Concept 126 digital data makes it extremely flexible. Features 126 Structure 126 The size of DEVONtechnology-based databases Applications 127 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 Office 2.8.11 Documentation, page 126 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 Office 2.8.11 Documentation, page 127 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 128 discuss our applications, talk about our technology, DEVONthink 128 and exchange tips and tricks for DEVONthink Pro DEVONagent 128 Office & Co. DEVONsphere 129 DEVONnote 129 Needful Things 129 DEVONTHINK

Besides DEVONthink Pro Office, Organize and work with all your documents, DEVONtechnologies publishes a number of other bookmarks, email messages, text files, images, PDFs, commercial, shareware, and freeware applications, in one place, regardless where they originated. and services that you 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 Office 2.8.11 Documentation, page 128 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 Office 2.8.11 Documentation, page 129 APPENDIX

In this chapter: contextual menus in the Documents and Windows chapters. Glossary 130 Item list: A list of items stored in the database. FAQ (product-specific) 131 Items can be documents, groups, or smart groups. Iconology 134 View/Edit Pane: A part of the DEVONthink Pro Keyboard shortcuts 134 Office main and document windows that lets Tagging 136 you view a document or, when possible, edit it. File formats 137 The view/edit pane displays the content of your Templates 140 documents depending on their type. See also p. Web site export templates 143 63ff Search operators 144 View (1): The layout for a DEVONthink Pro Office Template tags for Wiki-style links 146 main window. You can change the layout using Item links 146 the commands found in the View menu. Metadata 147 View (2): The display for the various document Hidden preferences 147 types inside the the view/edit pane or a document In the appendices you will find additional window. See also p. 80ff Window: information that helps you getting familiar with DEVONthink Pro Office uses three DEVONthink Pro Office, such as a glossary of different types of windows: main, document, and commonly used terms, a listing of the Boolean other. Main windows show lists of items and, in operators used in searches, and placeholders used some views, also the contents of the selected in templates for yet "targetless" WikiLinks. document, whereas document windows show documents separately.

GLOSSARY DOCUMENTS & GROUPS

Become familiar with these terms to get the most Database: A collection of all documents stored in out of working with DEVONthink Pro Office. DEVONthink Pro Office. You can create and open as many databases as you like. KEYBOARD SYMBOLS Document: A file in the database; for example, a plain or RTF text, a PDF, or an image ⌘ The Command key, usually next to the Space bar. (.jpg, .tiff, .png, etc.). Technically a document is ⌥ The Option key. an entry in a database with text, RTF, or image ⌃ The Control key (usually labeled with "ctrl"). content--sometimes simply referred to as ⇧ The Shift key. "content". ⇥ The Tab key. Default Destination: The default destination ↩ The Return key. group for incoming data. Set in Preferences, Import tab. INTERFACE ELEMENTS Group: A collection of documents or other groups inside the database. Similar to a folder in the file Contextual Menu: The menu that appears when system. See also p. 49ff you right-click (or ⌃-click) something; the Global Inbox: A special database serving as a contextual menu gives you access to frequently destination for incoming data. The Global Inbox is used commands that deal directly with the clicked object. Read more about the available

DEVONthink Pro Office 2.8.11 Documentation, page 130 always opened when DEVONthink Pro Office is window or the smart group editor. DEVONthink started and accessible through the sidebar. Pro Office creates a number of pre-defined smart Inbox: A special group for data coming in to a groups when you create a new database. database. The inbox can be set as the default Trash: Stores all trashed items until you physically destination in Preferences, Import tab. delete them using DEVONthink Pro Office > Empty News Feed: A news feed is like a web page, but Trash. split into multiple newsbits. A feed reader or web browser can split the feed "page" into its parts TAGS and show each of them as a separate news item Tag: A tag is a different visual representation of and/or store it in a local database. DEVONthink a group. All documents contained in a group Pro Office stores feeds in a database and displays that has not been excluded from tagging, get them like a group; contents are updated live the group's name "attached" as a tag. Tags from the Internet as the connected feed changes. represented by a regular group appear grey in all Older news bits are kept, while fresh news bits tag lists. are added and marked as unread. When you add Group tag: Tags represented by a regular group. a bookmark that points a feed to a database, Ordinary tag: Tags created through the Tag bar DEVONthink Pro Office tries to add it as a proper or other means are created in a special top-level feed document if possible. DEVONthink Pro group named "Tags". They are called "ordinary Office can also be defined as the system's RSS tags" and appear blue in all tag lists. reader in Safari's Preferences. Replicant: A document or a group that appears in more than one place in the database. Unlike ITEM PROPERTIES an alias in the file system, a replicant is not a Flagged/Unflagged: Items can be checked or real document pointing to another file (usually unchecked for your personal use, e.g., for creating the original); rather it is a second entry in the a to-do list, maintaining a shopping list, or writing table of contents for the very same document. a list of project tasks. Consequently, there is no original; when you Locked/Unlocked: Items can be locked to keep replicate a document you'll end up with two them from being unintentionally deleted (groups, replicants. See also p. 51ff documents) or modified (documents). Sheet: A collection of records; structured sets of Read/Unread: Items can be marked read data, like a spread sheet and presented in a table or unread, which is useful for captured or view. You can use sheets to store addresses or list automatically downloaded news items or items, etc. See also p. 86ff documents that you want to read later. Both Smart group: Not a real group but a "saved search" unread items and groups containing unread items that appears like a group. Every time you visit this are shown in bold. smart group, DEVONthink Pro Office runs the The "flagged" and "locked" properties are indicated attached search and displays it as the content of by icons. See also p. 134ff the group. Create smart groups using the search

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.

DEVONthink Pro Office 2.8.11 Documentation, page 131 Which languages does DEVONthink Pro Office support? DEVONthink Pro Office 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. The built-in ABBYY OCR engine does not support Asian languages, Arabic, or Hebrew due to licensing restrictions.

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

DATABASES

Can I use more than one database? Yes, DEVONthink Pro Office 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 Office 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 Office 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 Office.

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 Office'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".

Note: In general, DEVONthink Pro Office 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 Office 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 Office is not yet multi- user capable, only one copy of DEVONthink Pro Office can access a database at a time. DEVONthink Pro Office 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.

Alternatively, consider using Web sharing to give other users on the network access to the shared databases via a standard Web browser.

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.

DEVONthink Pro Office 2.8.11 Documentation, page 132 Can I synchronize databases between multiple computers? Yes. See also p. 28ff

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, or file servers. DEVONthink Pro Office 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 Office databases updated. To share data with people using Windows- or Linux-PCs, consider using web sharing.

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.

SCANNING & OCR

Does DEVONthink Pro Office support the Fujitsu ScanSnap? Yes, DEVONthink Pro Office comes with an auto- configuration plugin that makes the ScanSnap send all incoming scans directly to your database. OCR makes the scans searchable.

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.

Which OCR engine do you use? DEVONthink Pro Office is equipped with the latest ABBYY FineReader engine. It converts PDFs and image files to PDFs with an invisible text layer behind the actual image. DEVONthink, as well as other applications, use this text layer to access the textual information and allow you select and copy text. During the conversion, the image is re-rendered according to the OCR settings. The ABBYY engine used in DEVONthink Pro Office supports most languages and uses latin characters as well as Hebrew; Asian languages and Arabic are not yet supported.

EMAIL ARCHIVING

Does DEVONthink Pro Office decrypt GPG encrypted email? No, unfortunately, it doesn't. GPG is not as integrated into the Apple Mail to the level necessary for DEVONthink Pro Office to decrypt GPG encrypted messages.

DEVONthink Pro Office 2.8.11 Documentation, page 133 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. 51ff Option-Left/Right arrow: Expands or collapses Item is indexed, not imported See also p. 26ff the selected groups and all their children in Item is locked See also p. 51ff Horizontal Split, Vertical Split or List views. Item has a comment See also p. 72ff Item has a script attached See also p. 111ff Selecting items: Group is a tag, too See also p. 136ff 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 Pro Command-Option-drag: Creates replicants for Office 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 Office with others are only available in DEVONthink Pro Office. ⌘ and ⌥ pressed indexes the item. Dragging In addition, many menu commands have keyboard items into documents with ⌘ and ⌥ held inserts a shortcuts. These are shown directly in the menu. link to the 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 Office 2.8.11 Documentation, page 134 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 Office 2.8.11 Documentation, page 135 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 Office supports tagging in a way the names of all groups containing it appear as that makes groups and tags interchangeable. While tags attached to the item, too. this 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. 131ff 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 Office database contains a The difference is that tags are visualized as "labels top-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 Office creates a group for the tag DEVONthink Pro Office treats groups as tags in the Tags group and places a replicant into it. and tags as groups. When it shows you the tags When you rename a group here all items associated associated with an item, it presents you with a list of with it, (means: that have a replicant here) this all groups that the item is part of and that have not option will show the change. been excluded 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 or "Paleontology," and "Dinosaurs." Now you create browsing tags, DEVONthink Pro Office 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 Office's user interface, move a document, or Wherever tags are shown, "ordinary tags" (tags replicate it to 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 Office 2.8.11 Documentation, page 136 ALIASES AND EXCLUDING FROM TAGGING Office automatically recognizes the encoding and the line endings used by Mac, Windows, and Unix DEVONthink Pro Office also honors aliases operating systems. added to groups. You can add "alternative names" to a group using Info panel and later use these Extensions: adb, ads, aln, ans, , asciidoc, alternative names as a tag. bat, bib, bibtex, c, cls, cmd, command, con, cp, cpp, crash, css, csv, diag, dot, em, embl, erl, err, f, f70, Example: In the Info panel of the group f90, fasta, for, fpp, ft, gb, genbank, gff, h, haml, "Dinosaurs" you have added "Dinos" as an alias. hang, hlp, hpp, hs, hrl, id2xf, inc, js, lhs, lisp, log, You can now tag items with "Dinos" and they lst, lua, m, markdown, md, mdwn, mediawiki, mi, automatically will be moved or replicated to the mis, ml, mly, mm, mmi, mml, msf, org, p, pas, pir, "Dinosaurs" group. pl, pp, py, rb, rc, sass, scm, scpt, scptd, scriptSuite, Groups that you don't want to use as tags can be scriptTerminology, sdef, seq, sh, sqc, sql, srt, ss, excluded from tagging. Select the group and open strings, sty, sw, swift, swiss, tab, tcl, tex, text, the Info panel. Check Exclude from … Tagging and the textile, txt, v, vcf, wrl, x, xchatlog, xd, ychat group's name will no longer be shown as a tag for HFS type codes: TEXT, ttro, TERO, sEXT, items contained in it. SimpleText, scpt, osas, APPL (AppleScripts wrapped in an executable application) OPENMETA Automatic recognition: DEVONthink Pro Office also recognizes plain text file formats defined by OpenMeta is an open standard for storing tags third-party applications. with files in the file system. Using OpenMeta applications can add tags to files and let other Note: DEVONthink Pro Office imports tabulated compliant applications read them. text files and vCards, such as .tsv, .csv and .vcf, as sheets. For BibTeX files, keys are supported and DEVONthink Pro Office supports OpenMeta when added to the sheet. importing and exporting files. Files stored in the database are not tagged in OpenMeta-style, though Rich Text Format: For Rich Text Format (RTF) files, assigned tags will be added to the files as soon as DEVONthink Pro Office recognizes Mac, Windows, you export them. On OS X Mavericks, Mavericks and ANSI encodings as well as Mac OS X RTF tags take precendence over OpenMeta tags. On documents with attachments (RTFD). OS X Yosemite and later OpenMeta is no longer Extensions: rtf, rtfd supported. HFS type codes: RTF

FILE FORMATS FORMATTED NOTES Formatted notes are HTML files with a reduced DEVONthink Pro Office supports a variety of text set of possible tags that can be edited WYSIWYG. and image formats, including plain text, Rich Text While they share the ".html" file name extension Format (RTF), PDFs, all image formats supported which allows you to view them using a standard web by by Mac OS X and QuickTime, as well as all file browser, formatted notes feature an identifying formats for which a Quick Look preview is available. meta tag which DEVONthink Pro Office uses to distinguish them from regular HTML files. TEXT FILES Extensions: html DEVONthink Pro Office supports plain text files (as well 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 Office 2.8.11 Documentation, page 137 MARKDOWN AND TEXTBUNDLES EBOOKS

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

Extensions: md, mmd, mdwn, mark, mdown, DEVONthink Pro Office imports Evernote notes mdtext, mkdown, textile, markdown and saves them as formatted notes. Title, creation/ modification date, tags and source URL are retained. In addition, DEVONthink Pro Office supports Textbundle files. Technically Textbundle files Extensions: enex are packages, folders that look like a regular file, containing plain text files and e.g. additional images EMAIL MESSAGES linked from Markdown. DEVONthink Pro Office stores email messages Extensions: textbundle, textpack archived from Apple Mail or Microsoft Entourage in the native .eml format, and uses Quick Look for OFFICE AND OTHER DOCUMENTS displaying them. Drag the email messages from your email application to a main window, the Groups DEVONthink Pro Office imports many Office panel, or DEVONthink Pro Office's Dock icon. file formats such as Microsoft Office and Alternatively, use DEVONthink Pro Office's email OpenDocument documents, as well as all other file archiving tool to copy them from your preferred formats for which Quick Look support is available, email application to a database. e.g. Mellel (version 2.6 and higher) or Scapple files, AppleScript scripts, or text clippings. Extensions: eml, emlx

Note: Quick Look is Mac OS X 10.5's mechanism Note: When dragging email messages from for displaying a preview of almost any file type. Microsoft Entourage, DEVONthink Pro Office In the Finder, this function is invoked by pressing imports the messages as rich text documents the Space bar. Quick Look requires the maker due to a shortcoming in the drag-and-drop of the software that writes the document to implementation of Entourage. In addition, for the add additional preview information inside the same reason, you can only drag one message at a file (package), or to provide a Quick Look plugin time. embedded into the application itself or installed in a Library folder. If neither DEVONthink Pro CHAT LOGS Office nor the Finder can preview a document DEVONthink Pro Office understands the text format that you want to use, please contact the format of logs generated by Adium, iChat or Yahoo maker of the software and ask it to provide Quick Messenger. You can import these chats like rich text Look support for its file format. files. Due to the nature of Quick Look, the contents of a Extensions: chat, chatlog, document that is displayed using this technology, HFS type codes: YMSG e.g., an Apple Pages file, is sometimes not selectable. Depending on the file format, a plain or rich text For Adium and Second Life DEVONthink Pro Office alternative is available for some files, e.g., for email offers a number of scripts that directly import chat, messages. Where available, use the Text View/ SMS, and phone logs. Preview toggle button in the document's navigation bar to switch back and forth between plain text and PDF, POSTSCRIPT, SKIM preview modes. DEVONthink Pro Office imports and displays Additional Quick Look plugins can be found on Portable Document Format (PDF) files, Skim PDF QLPlugins.com. packages, and PostScript files. DEVONthink Pro Office extracts the readable text portions of the

DEVONthink Pro Office 2.8.11 Documentation, page 138 PDF, making it possible to search the text of the PDF xbl, xhtm, xhtml, xml, xmloutline, xsd, xsl, xslt, and to use See Also & Classify. PostScript files are webarchive, wsdl converted to PDF on-the-fly. Automatic recognition: DEVONthink Pro Office also recognizes HTML and XML file formats It is possible to manually convert imported PDFs to defined by third-party applications. plain text or RTF by using Data > Convert.

Note: It's not yet possible to extract text from TABULAR DATA protected PDF files. Protected PDFs are imported as simple images. However, you can DEVONthink Pro Office imports various structured correctly view the PDF in DEVONthink Pro file formats and stores the contents as sheets (e.g. Office after entering the correct password. tab-separated values, comma-separated values (TSV/CSV) and iData files).

BOOKMARKS Extensions: csv, idata, tdf, tsv

Drag or paste Internet addresses from any Internet Note: Due to a limitation in Mac OS X's Cocoa application, or Internet location files from the memory management, sheets are currently Finder, to DEVONthink Pro Office to create a limited to 32,767 records. bookmark documents. DEVONthink Pro Office is especially optimized to accept Safari Bookmarks. OUTLINER FORMATS Use bookmarks in DEVONthink Pro Office to DEVONthink Pro Office is able to import outliner integrate "live' content from the Internet seamlessly files created by OmniOutliner 2.x and other with local documents. applications in the OPML (Outlining Processor Extensions: dtLink, ftploc, fileloc, inetloc, mailloc, Mark-up Language) file format. When importing newsloc, url, vncloc, webbookmark, webhistory, OPML files, DEVONthink Pro Office recreates webloc a group hierarchy. DEVONthink Pro Office also HFS type codes: ilht, ilft, ilfi, ilma, ilnw, ilaf, ilat, ilns, exports documents in the standard OPML format, ilge, ilvn, LINK generating one OPML file out of multiple groups and documents. HTML AND XML If DEVONthink Pro Office recognizes an imported In addition to the text encodings already listed, OPML file as a news feed, a new feed document DEVONthink Pro Office supports the standard is created instead of an outline. Feeds can also be HTML transcriptions for special characters (for exported as OPML for exchanges with third-party example German umlauts and French accents). newsreader. HTML can also be converted to plain text using Data Extensions: .opml > Convert. XML files of any kind can also be imported and are displayed with syntax coloring. Preference IMAGE FILES property lists of Mac OS X 10.4 and higher are stored in a binary format and are converted on-the- DEVONthink Pro Office imports all image formats fly to readable XML. supported by Mac OS X and QuickTime.

Also, DEVONthink Pro Office supports Web Extensions: bmp, cur, eps, fax, fpix, fpx, gif, icns, ico, archives containing HTML pages, including all jpeg, jpg, mac, pct, pdf, pict, png, pnt, pntg, psd, qti, necessary images for displaying them offline. qtif, rgb, sgi, targa, tga, tif, tiff; Mac OS X 10.4 or QuickTime 7 only: jp2, dng, exr, raw Extensions: asp, aspx, cgi, cfm, dtd, ent, HFS type codes: 8BPS, BMPf, EPSF, FPix, GIFf, entitlements, htm, html, idata, jhtml, jsp, mhtml, "ICO ", JPEG, "PDF ", PICT, PNGf, PNTG, "SGI ", ompl, ooutline, php, php3, php4, phtml, plist, rdf, TIFF, TPIC, qtif rsd, , sdef, sgm, sgml, shtm, shtml, tbx, wml,

DEVONthink Pro Office 2.8.11 Documentation, page 139 Installed applications or services can add caf, cdda, cel, dif, dv, dvd, flc, f4v, fli, gsm, kar, m15, support for other file formats to Mac OS X and to m1a, m1s, m1v, m2a, m2v, m3u, m4a, m4b, m4p, DEVONthink Pro Office as well. m4v, m75, mid, midi, mov, MOV, mp2, mp3, MP3, mp4, mpa, mpeg, mpg, mpm, mpv, mqv, MQV, pls, Note: PICT files can still be imported, but Mac OS qht, qhtm, qt, qtpf, qtz, rtsp, sd2, sdp, sdv, skin, X 10.5 does no longer display them. smf, smi, smil, sml, SND, snd, swa, swf, ulw, ULW, vfw, wav, WAV MULTIMEDIA FILES HFS type codes: .SMI, .WAV, 3gp2, 3gpp, adts, DEVONthink Pro Office displays or plays AIFC, AIFF, ALAW, "amc ", "amr ", attr, caff, cdda, QuickTimemovies, sounds, Flash movies and DAVI, DIVX, dvc!, embd, "FLI ", grip, "GSM ", Shockwave animations. To add movies, sounds, or hmov, "M1A ", "M1V ", Midi, MooV, "Mp3 ", "MP3 MP3s to DEVONthink Pro Office, import them like ", MPEG, "MPG ", MPG2, MPG3, mpg4, MPGa, any other file into your database. Multimedia files MPGA, MPGv, MPGV, MPGx, mxfd, PLAY, qhtm, also can be dragged into a rich text document to rtsp, Sd2f, "sdp ", "sdv ", SMIL, SwaT, SWFL, integrate them with text and images. ULAW, "VfW ", WAVE

Extensions: 3g2, 3gp, 3gp2, 3gpp, aac, adts, aif, AIF, DEVONthink Pro Office supports QuickTime file aifc, AIFC, AIFF, aiff, amc, amr, atr, AU, au, avi, bwf, types provided by third-party components.

TEMPLATES

DEVONthink Pro Office 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. 79ff

PRE-FABRICATED TEMPLATES

DEVONthink Pro Office 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.

DEVONthink Pro Office 2.8.11 Documentation, page 140 Web Browser: Adds an HTML document that allows you to use DEVONthink Pro Office 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.

Addresses & Dates:

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

DEVONthink Pro Office 2.8.11 Documentation, page 141 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.

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 Office 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 Office 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

DEVONthink Pro Office 2.8.11 Documentation, page 142 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.

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 Office. 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 Office 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 In the HTML templates, the following placeholders can be used: For exporting information as web site, DEVONthink %databasePlusLocation% Pro Office uses templates available in ~/Library/ '%comment% Application Support/DEVONthink Pro/Websites/ to %url% create HTML files from documents. You can choose %tags% the template in the save dialog that appears when you use File > Export > as Website These placeholders will be replaced with actual information during the export. The placeholders will only be replaced in documents that are converted

DEVONthink Pro Office 2.8.11 Documentation, page 143 to HTML during export--namely plain text, rich text, Microsoft Office/OpenOffice documents, scripts, chat logs, and sheets.

SEARCH OPERATORS

In the toolbar search field, as well as in both the interactive and the simple web interface, 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.

CASE

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

DEVONthink Pro Office 2.8.11 Documentation, page 144 Besides the classic Boolean operators, DEVONthink Pro Office 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: ^, ^^ 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)

DEVONthink Pro Office 2.8.11 Documentation, page 145 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 Office 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 Office 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. 52ff

%@: 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) %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 the notes fields of OmniFocus tasks. For audio and video documents as well as for PDF pages you can DEVONthink Pro Office provides a URL (uniform also get URLs that directly link to a designated time resource locator) for all documents and groups in or page using the contextual menu. its databases. While web URL typically begin with In addition you can manually extend the copied URL "http://" or "https://", DEVONthink Pro Office's with the following parameters: URLs take the form of "x-devonthink-item://" followed by a long alphanumeric ID. page: Directly jumps to the specified page of a PDF. Usage: page=. You get this item link by selecting a document or reveal: Reveals a group instead of opening them. group and choosing Edit > Copy Item Link, and you Usage: reveal=1. can use it in any application that supports URLs, e.g.

DEVONthink Pro Office 2.8.11 Documentation, page 146 search: Directly jumps to the first occurence of the Composer search string. Usage: search=. Contributors time: Directly jumps to the specified time in Publishers seconds in a video or audio document. Usage: Editors time=. Organizations

Example: x-devonthink-item://?reveal=1 x- HIDDEN PREFERENCES devonthink-item://?page=5 x-devonthink-item://?search=iPad There are a few settings in DEVONthink Pro Office %20Pro that you cannot set through the Preferences window. x-devonthink-item://?time=43.5 Most of them are intended to facilitate customer support but they might be interesting for you as The first parameter after the ID is always added well. after a questionmark (?), additional ones after an ampersand (&). Note: These hidden preferences are not an official feature and could be changed or removed with any update. METADATA

DEVONthink Pro Office stores a large number HOW TO ACCESS THE HIDDEN PREFERENCES of metadata fields internally when importing All hidden preferences are simple on/off switches. documents from the file system, e.g., from PDF, RTF, You set and unset them using the "defaults" MP3, EXIF/IPTC, HTML, and email messages as well command in the Terminal. To set preferences via as from all files that deliver metadata through the the Terminal DEVONthink Pro Office must not be Spotlight metadata importer. Here's a partial list of running or it will overwrite your changes when you theoretically supported fields: close it.

General: To set a preference using the Terminal, the Title command line looks like this: Headline Terminal: Subject $ defaults write com.devon- Creator technologies.thinkpro2 Producer ShouldScaleAttachedImages -bool TRUE

PDF and RTF: The above command activates the preference with Description the key "ShouldScaleAttachedImages". Change Copyright TRUE to FALSE to deactivate it. Use any of the Comment preferences keys below to activate or deactivate URL them. Keywords The preference AdditionalPlainTextExtensions is Electronic correspondence: best set from the Terminal. As it replaces the list of additional plain text extensions we recommend Authors that you read the current list first (empty by default) Author email addresses before adding your own to the end of the list. Recipients Recipient email dddresses Terminal: Email addresses $ defaults read com.devon- technologies.thinkpro2 Electronic publications: AdditionalPlainTextExtensions Album

DEVONthink Pro Office 2.8.11 Documentation, page 147 2014-07-31 08:25:27.101 defaults[21950:3312262] The domain/default pair of (/Users/eb/Library/Preferences/ com.devon-technologies.thinkpro2, AdditionalPlainTextExtensions) does not exist

$ defaults write com.devon- technologies.thinkpro2 AdditionalPlainTextExtensions - string .otl.todotxt

$ defaults read com.devon- technologies.thinkpro2 AdditionalPlainTextExtensions

.otl.todotxt

AVAILABLE HIDDEN PREFERENCES KEYS

EnableApplicationFiles: Applications can be imported/indexed. EnableThreadedFeeds: Feeds are downloaded in threads instead of by a background task. DisableBadgeLabel: Disable the badge label on DEVONthink Pro Office's Dock icon. DisableOpenMeta: OpenMeta tags aren't exported/set. DisableFileSystemEvents: DEVONthink Pro Office no longer listens to file system events. DisableFinderTags: DEVONthink Pro Office no longer imports or exports Finder tags. RichNotesWithoutAttachments: Services create RTF instead of RTFD. ShouldScaleAttachedImages: Enables image scaling in RTF documents. DisableAutomaticUpdatingOfIndexedItems: Disables automatic updating of indexed items. RenderMarkdown: Show Markdown documents rendered by default. PlainTextIsMarkdown: Treat all plain text files as markdown. AdditionalPlainTextExtensions: Set the list of additional plain text extensions, separated by dots.

DEVONthink Pro Office 2.8.11 Documentation, page 148