EBOOK EXTRAS: v1.2 Do w n l o a d s , Up d a t e s , Fe e d b a c k TAKE CONTROL OF DEVONthink 3 COVERS DEVONthink for Mac DEVONthink To Go for iOS by JOE KISSELL Table of Contents Read Me First ............................................................... 6 Updates and More ............................................................. 6 DEVONthink’s Documentation ............................................. 7 What’s New in Version 1.2 .................................................. 7 What Was New in Version 1.1 ............................................. 8 Introduction ................................................................ 9 DEVONthink Quick Start ............................................ 11 Understand DEVONthink Basics ................................. 13 What Exactly Is DEVONthink? ........................................... 13 DEVONthink Editions ........................................................ 17 Words You Should Know ................................................... 18 Importing vs. Indexing ..................................................... 22 Organizing Features ......................................................... 26 What DEVONthink Is Not Good For ..................................... 27 Explore DEVONthink’s Interface ................................ 30 Support Assistant ............................................................ 30 Add-Ons ......................................................................... 32 Main Window .................................................................. 33 Panels ............................................................................ 60 Document Windows ......................................................... 62 Inboxes .......................................................................... 62 Workspaces .................................................................... 64 Set Up DEVONthink Databases ................................... 66 Create a New Database .................................................... 66 Configure Database Properties .......................................... 68 Get Information into DEVONthink .............................. 72 What Can I Put in DEVONthink? ......................................... 72 Decide Where Your Documents Will Go ............................... 72 Create Documents in DEVONthink ...................................... 76 2 Use the Import or Index Command .................................... 84 Use Drag and Drop .......................................................... 86 Use the System-Wide Global Inbox .................................... 88 Use the Services Menu ..................................................... 90 Use the Sorter ................................................................ 93 Use the Share Extension .................................................. 97 Add Web Content ............................................................ 99 Add Email Messages ....................................................... 103 Use the PDF Menu ......................................................... 109 Scan Documents ........................................................... 110 Import Previously Scanned Documents ............................. 117 Import from Bookends ................................................... 118 Use the Built-in Web Browser .......................................... 119 Read RSS Feeds ............................................................ 122 Joe’s Recommendations for Getting Stuff into DEVONthink .. 127 Organize Your Information ...................................... 130 Understand Groups and Tags ........................................... 130 Create and Use Groups ................................................... 135 Tag Documents ............................................................. 142 Work with Metadata ....................................................... 147 Work with Highlights ...................................................... 152 Work with Links and WikiLinks ......................................... 152 Move Data Between Databases ........................................ 156 Split and Merge Documents ............................................. 157 Find Your Information ............................................. 159 Use Filters .................................................................... 159 Perform a Simple Search ................................................ 161 Refine a Search with Search Options ................................ 162 Use Search Prefixes ....................................................... 163 Do an Advanced Search .................................................. 164 Use Smart Groups ......................................................... 166 Search Within a Document .............................................. 169 Search Using the Concordance ........................................ 171 3 Work with Your Information .................................... 174 Edit Documents in DEVONthink ........................................ 174 Navigate PDFs ............................................................... 182 Annotate PDFs .............................................................. 184 Add Imprints ................................................................. 187 Convert Document Formats ............................................. 190 Edit Documents in External Apps ..................................... 191 Automate DEVONthink ............................................. 193 Work with Smart Rules ................................................... 193 Use Reminders .............................................................. 198 Use AppleScript with DEVONthink .................................... 200 Use Smart Templates ..................................................... 204 Sync DEVONthink Databases ................................... 206 Understand Sync Basics .................................................. 206 Configure Syncing .......................................................... 213 Set Syncing Options ....................................................... 223 Use DEVONthink To Go ............................................ 225 Get to Know DEVONthink To Go ....................................... 225 Configure and Sync DEVONthink To Go ............................. 227 Find Your Way Around .................................................... 230 Add Items to DEVONthink To Go ...................................... 232 Manage Documents ....................................................... 236 Configure DEVONthink To Go Settings .............................. 241 Get Information Out of DEVONthink ........................ 244 Copy Data .................................................................... 244 Share Data ................................................................... 245 Export Data .................................................................. 245 Use DEVONthink’s Web Server ................................. 248 Dig Deeper............................................................... 253 Maintain Your Databases ................................................. 253 Link DEVONthink Documents to Other Apps ...................... 255 4 Appendix A: Keyboard Shortcuts ............................. 257 Keyboard-and-Mouse Combinations .................................. 257 Other Shortcuts ............................................................. 258 Learn More .............................................................. 260 About This Book ....................................................... 261 Ebook Extras ................................................................. 261 About the Author and Publisher ....................................... 261 Also by Joe Kissell ................................................... 263 Copyright and Fine Print .......................................... 265 5 Read Me First Welcome to Take Control of DEVONthink 3, version 1.2, published in May 2020 by alt concepts inc. This book was written by Joe Kissell and edited by Kelly Turner. This book teaches you the basics of DEVONthink version 3 on the Mac and DEVONthink To Go in iOS/iPadOS. You’ll learn how to find your way around, get information into and out of DEVONthink, and take advantage of the program’s most important features. Copyright © 2020, alt concepts inc. All rights reserved. Sponsored by DEVONtechnologies This book was sponsored by DEVONtechnologies. Special thanks to Eric Böhnisch-Volkmann for his enthusiasm and support, to Christian Grunenberg for his clarifications about subtle features, and to Jim Neumann for his careful fact-checking. Updates and More You can access extras related to this ebook on the web (use the link in Ebook Extras, near the end). On the ebook’s Take Control Extras page, you can: • Download any available new version of the ebook for free. • Download various formats, including PDF, EPUB, and Mobipocket. (Learn about reading on mobile devices on our Device Advice page.) • Read the ebook’s blog. You may find new tips or information, as well as a link to an author interview. 6 DEVONthink’s Documentation I refer throughout this book to DEVONthink’s documentation. It’s available within the app via Help > DEVONthink 3 Help; you can also download it in the form of a user handbook in PDF, EPUB, or Kindle (Mobipocket) ebook format from the DEVONthink Handbooks and Extras webpage. What’s New in Version 1.2 Version 1.2 is the second quarterly update of this book. It covers changes in DEVONthink 3.0.4