Now that you have all your documents stored and organized in DEVONthink, you can rely on both DEVONthink and HoudahSpot to always find the piece of information you need.
I don’t use HoudahSpot often, but when I do it does a fantastic job of finding exactly what I need. HoudahSpot is a tool that performs searches on your Mac using almost any parameter available. When your search is done, you can sort the results multiple ways.
The blog post explains how to set up DEVONthink so it works with HoudahSpot, and also includes a DEVONthink search template.
If you’ve visited 40Tech lately you’ve seen several posts on Things, which is now my task management app of choice. My switch to Things surprised me. For a few years, I was an OmniFocus snob. I fancied myself a power user, and thought other task management apps were somehow inferior because they didn’t have the level of power offered by OmniFocus.
When viewing a list on all platforms (Mac, iPad, or iPhone), you can filter by more than one tag.
Hit the link for details on how to filter on macOS and iOS. Things 3 is beautiful and can be simple, but there’s power for those willing to look for it. iOS itself is similar – it is simple for those who want an easy experience, with power features optional and out of sight unless you want them.
I have set up my firm’s case management system to email me three reports every Sunday evening. These reports arrive as attachments to email. For several months, I’ve been coming in on Monday morning and dragging those reports out of Mail and into Unclutter, which I keep in my Mac menu bar so I have easy access to certain files. I recently decided I would automate this process.
Looking around online, I found several AppleScripts purporting to accomplish this, but I wanted to see if I could accomplish this with Keyboard Maestro. I ended up doing it with Keyboard Maestro and Automator.
My Automator workflow, as depicted below, is pretty simple. It finds any email in my inbox that meets two conditions:
The subject of the email must begin with words that are specific to the report emails; and
The emails must have been sent in the last two days.
If those conditions are met, Automator gets the attachments from those messages and saves those attachments into the same Dropbox folder used by Unclutter to hold files. (I don’t know if I actually need the second step in the workflow).
Then it was simply a matter of setting up a Keyboard Maestro macro that would launch the Automator workflow every Monday before I arrived at the office.
The final step for me was to create a rule in Hazel to monitor Unclutter, and clean out old reports every week.
Caveat: I just set up this system yesterday, and forced it to run out of its normal schedule. It worked fine. I’ll see this Sunday evening whether it runs on the schedule I designated.
Here are links to the Automator workflow and Keyboard Maestro macro:
Workspaces save the content and positions of all open windows so that you can restore them later. This is ideal if you are working with the same set of windows over and over again. Save these windows as a workspace and recall them whenever you need them again.
DEVONthink is one of those apps where you really could discover a new feature almost every day, if you wanted to. I’ve been using DEVONthink for a few years now, and was completely unaware of the workspaces feature. Although I mostly use the widescreen four pane view (with my PDF or file displayed in the far right pane), workspaces could be handy for different workflows. One that comes to mind is when you need several items on the screen at once.