Using the advanced search or smart groups you can filter out almost anything from your accumulated knowledge in DEVONthink. Out of the box you can e.g. get a list of all PDF documents in your database, or of all images. The selection here is not very granular, though. But you can easily locate documents using their file name. To find documents of a type not genuinely known to DEVONthink, say like Excel files, choose Filename ends in … xlsx. While the title of a document doesn’t show the file name extension that OS X needs to identify its type, the file name on your hard drive does.

In DEVONthink and DEVONnote you have the ability to use use wildcards in a search term to do partial string matches. We hope this tip gives you some better ideas about how you can use wildcards to help your searches be more productive. (mehr)

Duplicates in DEVONthink are great when you need them, not so great when you don’t. But how to track them down and get rid of them?

In your database you will find a built-in smart group, a purple folder with a gear icon on it, called Duplicates. Selecting this folder will show you the files that are duplicated. (Depending on your settings in Preferences > General, duplicate files may be shown in blue.) So how do you manage them? (mehr)

There are times when making a nice orderly list is necessary. From creating a grocery list to outlining a story idea, they can be just what’s needed to keep things organized. But without a dedicated outliner, isn’t it just too hard to do in DEVONthink? Nope! Here’s how to do it in an RTF file. (mehr)

DEVONthink and DEVONagent are extremely feature-rich and deep applications, harder to master than, say, a simple to-do list app. But they come with an extensive documentation and many slideshow and video tutorials for many everyday tasks from ‘How to set up a first database’ to ‘How to use DEVONthink in a team’. We explain, e.g., the various options for sharing your knowledge, show you the pros and cons of importing vs. indexing, and give valuable tips. (mehr)

This tip comes from a question on our Facebook page: ‘Hi Guys, is it possible to assign an keyboard shortcut to a label? For example: If I press ⌘1 the first label is assigned to the current list entry?’ (Thanks, Christoph Jeschke!). Yes it is! Here’s the step-by-step… … (mehr)

If you have a Google account and access to Google Drive, create a form there. (I’ll leave the how-to on that to your own research. It’s not difficult.) “Share” the form so that you get the link to the form, and create a bookmark in DEVONthink for that form. When forms are created in Google Drive, you have the option to create a spreadsheet there to collect the responses. Do so, then navigate to that spreadsheet and grab the link for it. Create a second bookmark in DEVONthink for the spreadsheet. (mehr)

One of the most common ways we organize our data is with folders and subfolders (groups and subgroups in DEVONthink). Maybe you are someone that tracks your receipts on a monthly basis. Perhaps you are a teacher that organizes student data in a series of subfolders. Or you may be a real estate agent that creates a folder for each new property you’re working with and you like to have subfolder for pictures, documents, etc. If you ever find yourself reconstructing group hierarchies in DEVONthink, here’s a handy way to create a template that will do most of the work for you. (mehr)

You may already know that you can create smart groups in the sidebar of DEVONthink Pro (Office) that collect documents from all open databases. If not: click the action menu button at the bottom of the sidebar and choose New Smart Group. (mehr)

Since the very first telephone companies and there is an ongoing struggle between advocates (and adversaries) of open vs. closed systems. Today is the time of the closed systems.

The Apple II was wide open and while the first Mac hardware was the exact opposite you could still do whatever your wanted in software. Even if there were no official hooks for this and that, as long as you knew how to access something there was no one holding you back. (mehr)