DEVONthink Pro VERSION 2.5.1 DOCUMENTATION © 2001-2013 DEVONtechnologies TABLE OF CONTENTS Read me 4 Menus 32 The DEVONthink Pro advantage 4 The Application menu 32 Getting started 5 The File menu 34 System requirements 5 The Edit menu 36 Installing, updating, uninstalling 5 The Data menu 37 Version history 7 The Format menu 40 License agreement 15 The View menu 41 Credits 15 The Go menu 43 The Tools menu 43 Common tasks 17 The Window menu 45 Analyze text documents 17 The Services menu 45 Browse the Internet 17 The Scripts menu 45 Capture data from the web 18 The Help menu 46 Catalog your Disks, CDs, and DVDs 19 The Dock menu 46 Catalog your photos and MP3 files 19 Windows & panels 48 Collect text snippets and other valuable data 20 Index files on your hard disk 20 Main window 49 Manage your bookmarks 20 Document window 54 Read newsfeeds 21 Search window 56 Take notes 21 Info panel 59 Write texts and outline projects 22 Document Properties 60 Concordance 60 In & out 23 Download Manager 61 Drag and drop 23 History 63 Importing and indexing 23 Groups & Tags 63 Services 23 Take Note 64 Dock menu 24 Log 64 Synchronizing 24 Activity 64 Bookmarklets 27 Preferences 64 Dashboard widget 27 Database Properties 65 Sorter 28 Assistant 66 Capturing paper 30 Documents 68 General 68 Plain and rich texts 69 HTML pages, web pages, feeds 71 Sheets 72 Images and movies 73 PDFs 74 Office documents, email, and others 76 DEVONthink Pro 2.5.1 Documentation, page 2 Drawers & sheets 77 FAQ 104 See Also & Classify 77 General questions 104 Concordance 78 Release schedules, Mac OS X, and Windows 104 Smart group editor 78 Purchasing 105 Mac App Store 106 Preferences 80 Your software license 107 General 80 Product-related questions 107 Editing 81 Technology 108 Import 82 Sorter 83 General Concept 108 Media 83 Features 108 Colors 84 Structure 108 Web 84 Applications 109 RSS 85 Other Products 110 Sync 86 Backup 87 Overview 110 Update 87 DEVONthink 110 Scripts 88 DEVONagent 110 DEVONsphere 111 Introduction 88 DEVONnote 111 Installation 89 Needful Things 111 Internal scripts 89 Appendix 112 Browsers, email, RSS readers 92 Triggered scripts 94 Glossary 112 Droplets, Finder plugins, mail rules, PDF FAQ (product-specific) 113 Services 94 Iconology 116 More examples 95 Keyboard shortcuts 116 Automator 96 Tagging 117 Troubleshooting 99 File formats 119 Templates 121 Problems synchronizing databases 99 Web site export templates 124 Problems synchronizing with DEVONthink To Go Search operators 125 1.x 99 Template tags for Wiki-style links 127 Repairing a defective database 100 Metadata 127 DEVONthink Pro crashes when opened 101 Recovering a lost password 101 Items keep re-appearing in the inbox 102 Problems importing files 102 Problems using Services 102 DEVONthink Pro behaves irrationally 102 DEVONthink Pro 2.5.1 Documentation, page 3 READ ME In this chapter: INTEGRATED WORKSPACE The DEVONthink Pro advantage 4 Unlike the Finder, DEVONthink Pro provides an Getting started 5 integrated environment with all the tools you System requirements 5 need for working with information. Don't waste Installing, updating, uninstalling 5 time with digging through thousands of files Version history 7 but let DEVONthink Pro intelligently assist you. License agreement 15 Synchronize your data between all your Macs via Credits 15 direct connections, Dropbox, WebDAV, or just any mountable disk, e.g. a USB stick. DEVONthink Pro is the paperless office for your As a native Mac application, DEVONthink Pro is Mac. Use DEVONthink Pro to keep all of your also tightly integrated with OS X. DEVONthink Pro digital documents provides a Dock menu, Services menu commands, notes and makes heavy use of the Safari web browser images engine. multimedia files chat logs WHAT CAN YOU DO WITH IT? bookmarks DEVONthink Pro is much more than just a together in one database. Use DEVONthink Pro document database — and so there is more than just to integrate documents on your hard drive, live one way to use it. Here are some of them: content from the Internet, your notes, and your project-related information, all together so that Create text documents, edit them in full screen you can search and analyze them. Synchronize your mode using all the tools Mac OS X provides and data between all your Macs on the local network, via cross-reference them with Wiki-style or static Dropbox, WebDAV or just any mountable disk. links. DEVONthink Pro is the #1 tool for collecting and organizing info bits and snippets on the Mac. Use THE DEVONTHINK PRO the Services menu, the Dock menu, the Dashboard ADVANTAGE widgets and the Sorter to clip information and jot down notes. DEVONthink Pro treats URLs like any other WHY DEVONTHINK PRO? document, so you can integrate Web content and DEVONthink Pro not only stores documents, it also local documents. facilitates RSS feeds are the future of how we read news on editing the screen. DEVONthink Pro displays all common analyzing newsfeed formats and lets you clip important organizing news directly to your database. finding DEVONthink Pro makes a perfect repository for and archiving images you use frequently. With DEVONthink Pro’s ability to index files your documents with a flexible and powerful without storing them in the database, you can organization tool. also use it for cataloging CD/DVD-ROMs. DEVONthink Pro 2.5.1 Documentation, page 4 EDITIONS GETTING STARTED DEVONthink comes in multiple editions optimized DEVONthink Pro is a powerful application so you for home/semipro and professional heavy-duty use. will need some time to fully master it. Open the You can find a complete list of all the differences on Support Assistant to read tips, tricks, and tutorials. our web site. Install pre-made templates and scripts that extend DEVONthink Pro's functionality. Other helpful resources are our company blog below 300,000 items and 200 to 300 million where we publish last-minute new and sometimes words. Larger databases could become unreliable even public betas, and our lively user form where due to low memory in 32-bit mode. you meet fellow users and our staff. Continue here: INSTALLING, UPDATING, Open the Support Assistant UNINSTALLING Visit our company blog Visit our user forum Note: The following procedures do not apply when you have purchased DEVONthink Pro on the Mac App Store. Installing, updating, and SYSTEM REQUIREMENTS uninstalling is all handled by the App Store application in this case. Every Mac computer with at least 2 GB of RAM, OS X 10.6.8 or later. In addition, a broadband Internet INSTALLING AND UPDATING connection is highly recommended. Just move the DEVONthink Pro application package Note: In 32-bit mode or on a computer with an to the Applications folder or any other directory you older 32-bit CPU we recommend to keep the have access to. Please note that Mac OS X Services total number of elements in all open databases and the connection to DEVONagent work only for DEVONthink Pro 2.5.1 Documentation, page 5 applications installed into one of the Applications If by any chance it doesn't do this automatically, folders, and that logout and login or a restart is do the following: Copy the complete folder "~/ required after installation. Library/Application Support/DEVONthink 2" to your Desktop. Then, Rename the folder as you wish To update an existing version of DEVONthink Pro, and add the filename suffix, ".dtBase2" (without simply copy the application package from the disk quotes). The folder has now become a DEVONthink image to your Applications folder, replacing the Pro database icon that you can double-click. old version. Your database(s) will not be affected. If you purchased DEVONthink Pro in the Mac App If your old database was created by DEVONthink Store you can also download the update from the Personal 1.x, it will be the folder named DEVONtechnologies website. It will retrieve the "DEVONthink" at "~/Library/Application Support/". existing receipt and accept it like as valid license. Follow the instructions as above, but in this case use the filename suffix ".dtBase" (no quotes, but 32-BIT VS. 64-BIT MODE case is important). The folder has now become a DEVONthink Pro 1.x database. From DEVONthink When opened in 64-bit mode DEVONthink Pro is Pro choose File > Open Database and select the able to use as much physical memory as is available. resulting database file. You will be offered the This means the size of your databases is only opportunity to convert the database to a new limited by the amount of available RAM and the DEVONthink Pro 2.x database. Accept, and you now speed of your computer. However, in 64-bit mode have a converted DEVONthink Pro 2.x database. DEVONthink Pro uses about 60 percent more RAM than in 32-bit mode. Note: It's definitely not recommended to install both DEVONthink Personal and Professional on If you don't need 64-bit mode you can disable it the same machine. For example, both applications by selected DEVONthink Pro application package use the same Services menu shortcuts and Mac in the Finder, e.g. by right-clicking DEVONthink OS X would assign the shortcuts sometimes Pro's icon in the Dock and choosing Show in Finder, to DEVONthink Personal, sometimes to opening the Finder's Info panel, e.g. by pressing Professional. In addition, DEVONagent stores I, and checking Open in 32-bit mode in the General ⌘ contents in DEVONthink Professional if it's section. available, otherwise in DEVONthink Personal. BUYING AN UPGRADE DOWNGRADING TO DEVONTHINK PERSONAL If would like to buy an upgrade DEVONthink Pro to If you want to downgrade from DEVONthink a higher edition, you have the following options: Professional to Personal, copy the database you Click here to check your upgrade options.