DEVONthink

VERSION 3.9.6
DOCUMENTATION

© 2001-2023 DEVONtechnologies
 TABLE OF CONTENTS

GETTING STARTED 5 IN & OUT 53

Installing, Updating, Uninstalling 5 Importing & Indexing 53

DEVONthink Simplified 7 Drag & Drop 57
Building Your Database 11 Sorter 58
Tagging 14 Archiving Email 58
A Word About Backups 19 Sync 61
Tutorials, Screen Casts, and More 20 Capturing Paper (Image Capture) 70
Capturing Paper (Other Options) 72
TASKS 21
Extensions and Bookmarklets 73

Analyze Text Documents 21 Web sharing 74

Archive Your Messages 22 Services 78

Archive Printed Documents 23 PDF Services 79

Browse the Internet 23 Third-Party Applications 79

Capture Data From the Web 25

WINDOWS 80
Catalog Your SD Cards or DVDs 26
Catalog Your Photos and Media Files 26 Main Window 81
Collect Text Snippets and Other Valuable Sidebar: Navigate 88
Data 26 Sidebar: Filters 94
Index Files on Your Hard Drive 27 Sidebar: Smart Group and Rule Editor 97
Manage Your Bookmarks 27 Sidebar: Reading List 98
Share Project Data 28 Sidebar: Image Capture 99
Read News Feeds 29 Sidebar: Email 101
Take notes 29 Sidebar: Extras 103
Write Texts and Outline Projects 30 Document Window 103
Download Manager 104
DOCUMENTS 32
The Sorter 107

General 32 Preferences 111

Document Linking 34 Database Properties 111

Plain and Rich Texts 35 Popovers 113

PDFs 38 Web Sharing 115

Markdown Documents 40 Support Assistant 117

HTML-Based Formats 44 Log 119

Sheets 48 Activity 120

Images, Audio, and Video 49

Office Documents, Email, and Others 51

DEVONthink 3.9.6 Documentation, page 2

INSPECTORS 121 TROUBLESHOOTING 185

Info pane 121 Problems importing files 185

Annotations & Reminders 124 Email import does not work as
Content 127 expected 186
Document 129 Unlocking a database 187
Concordance 131 Problems using Services 187
See Also & Classify 133 Sync Issues 188
Search 134 Repairing a defective database 192
DEVONthink crashes 195
MENUS 136
DEVONthink behaves irrationally 195

The Application Menu 136 Slow Open and Save Dialogs in the

The File Menu 138 Finder 196

The Edit Menu 143

AUTOMATION 198
The Data Menu 144
The Format menu 148 AppleScript 199
The Tools menu 150 Basic AppleScript Terminology 200
The View menu 154 Internal Scripts 203
The Go menu 156 Triggered Scripts 203
The Window menu 158 Reminder Scripts 204
The Scripts menu 158 Toolbar Scripts 205
The Help menu 159 Smart Templates 205
The Dock menu 160 Smart Rules 208
Smart Rule Scripts 209
PREFERENCES 161
Apple Mail Rules 211

General 161 Application Scripts 212

Editing 165 Folder Actions 213

WikiLinks 166 Automator 214

Sorter 167 Item links 215

Files 167 URL Commands 217

Colors 172
Web 172
RSS 174
Data 174
OCR 175
Imprinter 177
Server 179
Sync 181

DEVONthink 3.9.6 Documentation, page 3

APPENDIX 219

Glossary 219
Iconology 222
Toolbar Items 222
Keyboard Shortcuts 225
Contextual Menu Items 227
Search operators 230
Search Prefixes 232
Templates 237
Metadata 240
Placeholders 242
Smart Rule Events and Actions 245
Scripts 249
Web site export templates 252
Hidden preferences 253

READ ME 257

Version History 257

License Agreement 282
Credits 285

TECHNOLOGY 289

General Concept 289

Features 289
Structure 289
Applications 290

OTHER PRODUCTS 291

Overview 291
DEVONthink 291
DEVONthink To Go 291
DEVONagent 292
DEVONsphere 292
Needful Things 292

DEVONthink 3.9.6 Documentation, page 4

 GETTING STARTED

IN THIS CHAPTER available in higher editions. You can find

a list of the editions and their features
Installing, Updating, Uninstalling 5
online.
DEVONthink Simplified 7
Building Your Database 11 Warmest Regards, The DEVONtechnologies
Tagging 14 Team
A Word About Backups 19
Now let's get into it…
Tutorials, Screen Casts, and More 20

Welcome to DEVONthink, a powerful

INSTALLING, UPDATING,
assistant in your quest to organize many
UNINSTALLING
kinds of information. From recipes to
your dissertation, hobbies to health, for INSTALLING
work or home, DEVONthink can help you
gather, organize, and connect your data. If you haven't already installed DEVONthink,

This manual will help get you familiarized here are the easy steps to accomplish that:

with DEVONthink's concepts, interface, and

Download an installer from the Download
options. We begin with simple overviews,
page.
move into descriptions of the essential
If your browser isn't set to open safe
controls, then conclude with the deepest
downloaded files, double-click the ZIP file
details in the appendix.
to decompress it. You will see a disk image

Note this manual is meant as a handy file.

reference, not as a series of mandates on how Double-click the disk image to open it.

you must use it. DEVONthink can be used Drag and drop the application from the

very simply or in very complex ways and each disk image to the Applications folder

person brings their own personal approach shortcut.

to using it. To that end, this document can't After the application has copied, press ⌘E

be an exhaustive guide to everything you to eject the disk image.

could ever do with it. With the flexibility

Note: Please note that macOS Services
and capabilities built-in, that would be an
and the connection to DEVONagent
impossible task. We hope you find this guide
work only for applications installed into
helpful.
the Applications folder, and that logout

Note: Text in blue color (besides hyperlinks and login or a restart is suggested after

that might get colored in blue by your

ebook reader) refers to functionality only

DEVONthink 3.9.6 Documentation, page 5

 installation to make all parts of macOS ~/Library/Application Scripts/
aware of the additional services that come com.devon-technologies.think3
with DEVONthink. ~/Library/Preferences/com.devon-
technologies.think3.*
UPDATING All DEVONthink-specific scripts in ~/
Library/Scripts
Updates to DEVONthink are done per the
All DEVONthink-specific workflows in ~/
schedule set in Preferences > General > Check
Library/Workflows/
for Updates.
All DEVONthink-specific scripts in ~/

If you need to manually update the software, Library/PDF Services/

follow the previous installation instructions, Uninstall the DEVONthink browser

but allow the Finder to overwrite the extension, following the uninstallation

old version. Your database(s) will not be process for the particular browser.

affected. To avoid any potential problems, do Bookmarklets from your web browser

not use a third-party uninstaller utility. Just The reference to the global inbox folder in

replace the current version, as directed. your Finder's sidebar

Keychain entries containing devoncloudy

UNINSTALLING in the name

If for some reason you need to fully uninstall The DEVONthink .mailbundle in the ~/

DEVONthink from your Mac, trash the Library/Mail/Bundles directory.

following files and folders (~ stands for your

Note: In troubleshooting situations, please
account's home folder):
do not uninstall the software without

DEVONthink talking to our support team beforehand.

~/Library/Application Support/ Most issues can be resolved without

DEVONthink 3 uninstalling the software.

DEVONthink 3.9.6 Documentation, page 6

DEVONTHINK SIMPLIFIED

DEVONthink is a very flexible application, DEVONthink has two main window types: a
appealing to a broad range of people and main window (seen immediately when the
accommodating many different working software opens), and document windows.
styles. Since people use it in such diverse These windows are used in already familiar
ways, it often leads people to believe there ways, supporting drag and drop, sorting on
is a "steep learning curve" associated with different attributes, full screen views, etc.
it. The truth of the matter is DEVONthink is Whether you are working (or playing) in
a powerful application built on simple, and DEVONthink, you will be using one or both
often familiar components and concepts. window types.
Here we'll cover the basics.
DEVONthink supports different ways of
viewing your items, e.g., in lists or as icons.
INTERFACE
You can show or hide many details in the
At its core, DEVONthink is a multi-window, window, allowing you to work in very simple
document-based application. Multi-window or complex views of your data. Specifics
merely means you can have more than one about windows and their component panes
window open. Document-based means it and bars are discussed in more detail in the
supports viewing, and in some cases editing, Windows and Inspectors chapters.
documents. Apple Notes is an example of a
document-based application without multi-
window support.

DEVONthink 3.9.6 Documentation, page 7

DEVONthink also has a powerful array of In a similar fashion, open databases appear
tools found in its menus. Many of these are in DEVONthink's sidebar and behave in much
also found in the contextual menus when the same way.
Control-clicking items in the software. And
Global Inbox: Displayed as , when you
to fine-tune some of the options, it also has
launch DEVONthink, you will immediately
extensive preferences.
see a database called Inbox. This is a special
database and a core component of the
DATABASES
software. As a core database, you can't
Beyond the interface, DEVONthink has only a delete or close it, as it provides an always
few core working components: databases and open database for quickly storing unfiled or
items. Items are comprised of two essential transient data.
components: groups and documents.
Imagine you are reading about fission
Note: Throughout the documentation, we reactions and someone sends a link about
use item to represent both groups and a vacation place in Bali. You jump to the
documents. Things that only apply to one website and quickly clip a webarchive of
or the other will use the appropriate term. the page. But instead of putting it in your
research database, you add it to the Global
Displayed as and shown only in the
Inbox and get back to work. You can go
Navigate sidebar, databases are the
back later and read or sort things to other
fundamental unit in DEVONthink, filled with
databases. If you are familiar with Getting
items. No matter if your content is grouped,
Things Done you'll recognize the concept.
ungrouped, or a mix, it is all housed in a
database. You add, remove, organize, and The Global Inbox is also special as it is the
search for files within DEVONthink, just as only database you can add a shortcut to
you've done in the Finder forever. Simple. in the Finder's sidebar. This allows you to
save a file into the Global Inbox from other
When you create a database, it is made
applications.
as a self-contained package in the Finder.
Packages are technically folders that are All databases also have an Inbox group with
handled like single files by the Finder. the same purpose as the Global Inbox. It just
allows you to save unfiled data to a more
DEVONthink databases are not merely a
specific database, as needed.
series of files and folders in the Finder, but
are isolated from each other and function
GROUPS
a bit more like disks. When you plug in an
external drive, it appears in the Finder's One of the two basic items are groups. No
sidebar isolated from other disks, but still different than the folders and groups found
capable of moving and organizing data on it. in many other applications, they merely
serve as ways to keep certain bits of data
together. But within the DEVONthink groups

DEVONthink 3.9.6 Documentation, page 8

are a few variations. They are all simple to properties, any group you create will function
recognize and understand, but they bear this way. For individual groups, you have the
being introduced. option of choosing Exclude from Tagging from
the contextual menu or Info inspector.
Ordinary Groups: Displayed as , these are
analogous to folders in the Finder. Except for As you add items to a group tag, they are
underlying technology, groups operate in the automatically tagged with the parent folders'
same fashion. Creating, adding and removing name. Similarly, removing items from a group
contents, and deleting are all essentially the tag will remove the parent tags. Also, if you
same. Just as in the Finder, you can create create sub-groups, these will also be created
subgroups to suit your needs. as group tags. This can be useful if you're
using a group for staging purposes, e.g., a
Looking and behaving like folders you've used
groups for unassigned, in progress, and done
in the Finder, groups are the simplest way to
items. Moving files between these groups
segregate data. DEVONthink allows you to
would change the tag to its current parent
create deeply nested hierarchies or simple
group.
top level groups, whatever you need to keep
things organized in a way that makes sense to Smart Groups: Displayed as , smart groups
you. should be familiar to anyone using saved
searches in the Finder. Similar to them, smart
New empty groups can be made with the
groups don't actually contain anything. They
Data > New > Group command. Groups
merely show you items matching the criteria
of selected items can be easily made and
you specify. Sometimes broadly used in
unmade via the Group Items and Ungroup
situations where deeply nested groups are
Items commands in the Data menu. These
not used, you can create as many as you'd like
commands are also in the contextual menu.
no matter your approach.

Groups are also the target of DEVONthink's

These special groups allow you to create
classify function. The AI compares
virtual groups based on any number of
document contents and locations and offers
matching criteria. These can be simple, e.g.,
suggestions for where items may best be
"all PDF files in a database", or complex, like
filed. As documents are filed, manually or
"all unread documents with a specific color
taking the AI's suggestions, it becomes more
label added in the last week but excluding
and more adept at helping you file more
HTML files". If you like to use a looser filing
efficiently.
method, using smart groups allows you

Group Tags: Displayed as , these are to file your items with less concern about

created and operate like ordinary groups, with where they're located in the database.

one extra function: the name of a group tag is With smart groups you can also have items

applied as a tag to its contents (sometimes appear in more than one smart group without

referred to as "children"). By unchecking replicating or duplicating files explicitly. For

Exclude Groups from Tagging in a database's example, a smart group could show items

DEVONthink 3.9.6 Documentation, page 9

tagged with "taxes". You could then create thesis. Maybe some photos from your
another smart group with items tagged with vacation you want to link to in a Markdown
"taxes","business", and "2018". document you're working on. They're all just
documents.
Local smart groups, i.e., ones applied to
a specific database, can be created and DEVONthink supports adding many kinds
edited via the Data > New > Smart Group of files to your databases, but note the
command. You can also find this command in type of file determines its usefulness in the
the contextual menu when Control-clicking database. For example, images can easily
in the item list. Smart groups can also be be added but searching for them is limited
created when doing an Advanced search. to searching by attributes like file type or
filename. Remember DEVONthink excels at
When you create a new database,
text-based operations, so files like rich text
DEVONthink automatically adds a few
or PDFs are very well supported.
of predefined smart groups for your
convenience: Note: More information on the types of
files you can create or import can be found
All Images: Shows all images.
in the Documents chapter.
All PDF Documents: Shows all PDF
documents. While not types of document per se, there
Duplicates: Lists all duplicates. are two variations on documents available to
you: duplicates and replicants.
Note: Smart groups filtering on dates or
unread status are shown with special icons. Duplicates: Displayed with to the right of
a document's name or the name optionally
Smart Rules: Displayed as and found only
shown in blue type, there are two ways to
in the Navigate sidebar, smart rules are a
get a duplicate in your database. Firstly, just
type of smart group with an extra function:
as you'd expect in the Finder, select a file
they not only match items by the criteria you
and press ⌘D: a duplicate is made. Secondly,
specify, they can also act on them. These
if DEVONthink examines the contents and
actions can even trigger when certain events
determines it has another file with the same
happen. For example, you could have a smart
content, it will mark them as duplicates.
rule matching PDFs in the Global Inbox and
Duplicates are separate files, and changes
have newly added PDFs be added to the
to the content of one should remove its
Reading List.
duplicate status.

DOCUMENTS Replicants: Displayed with to the right of

a document's name or the name optionally
The second basic item in DEVONthink are
shown in red type, replicants are conceptually
documents. No different than the Finder,
similar to aliases in the Finder or a second
documents are any files you add or create in
phone book entry for the very same person.
your databases. Perhaps you are importing
Replicants are one file showing up in more
spreadsheets for work, or PDFs for your

DEVONthink 3.9.6 Documentation, page 10

than one location. However, they consume THE DETAILS
no more space than a single file. Since they
We hope this has given you some insight
are clones, changes made to any instance
into the basics of DEVONthink. DEVONthink
of a document apply to all instances. This
is deep and powerful, but understanding
makes them useful when you want to file a
these basic concepts and seeing parts you
document in more than one location, but
are already familiar with will hopefully dispel
don't want to have to update each document
some of the "fear" that it's complicated and
individually. It can also be useful if you have
hard to learn.
larger files you want filed in more than
one group. A 10 MB PDF, replicated in ten That being said, we also have more in-depth
different groups, would only use 10 MB of information for you. From simple overviews
space in the database. of menu commands to details in the appendix
can be found in the remainder of this guide.
There is also the possibility of having a
document that is both replicated and a
duplicate. This will display this icon to the BUILDING YOUR DATABASE
right of the name:
The first step in starting your own custom

It's important that you understand how database is to create a new database with

replicants work before you begin making File > New Database. Give your database

changes to documents. Any changes to a an easily recognizable name, and choose

replicant are carried over to all replicants; as where you want to save your database. We

you might imagine, this means that you can advocate putting them in a folder in your

to do some very powerful (and potentially home directory, like ~/Databases. With your

negative) things with your database's new database created, you are ready to add

contents via replicants. Duplicates, on the information.

other hand, allow you to change the files

Encrypted Databases: If you have databases
without modifying the original document
containing sensitive or private information,
or group. Duplicates are less powerful than
you can create an encrypted database. This
replicants, but no less important in the grand
is specialized AES-256 encrypted disk image
scheme of database organization.
that will not appear in the Finder or your

On a technical side note, when you add an desktop when it's open. In the Navigate

ordinary tag to a file, a replicant is made in sidebar, you will see a key icon to the right

the appropriate tag group. of the database's name, denoting it is an

encrypted database. Quitting DEVONthink
Note: Replicants cannot be created in the or closing the database unmounts the disk,
same location as the originating file, nor so you are always required to enter the
can they be made across databases. password to access it.

DEVONthink 3.9.6 Documentation, page 11

Choose File > New Encrypted Database and more selective in what you add (especially
enter a password that will be used to unlock in the beginning). Having a large, "dump it all
it. Enter a reasonable anticipated size for in" database can contain a lot of files that
the database, in megabytes or gigabytes. will do you no practical good (for example,
This is how large you think the database will DEVONthink can't read your Microsoft Office
get. Since the encrypted database functions user profile files), and weeding these files out
like a connected drive, you define how large after-the-fact can be both time-consuming
it is and "fill it up". You can choose to let and frustrating. Also remember, DEVONthink
Spotlight index the contents, but bear in has to index metadata and contents of any
mind the Spotlight index is stored locally and compatible files. This will be less productive
isn't encrypted. This means someone could if you add files you'd never want to use or
find a document in the database exists via search for.
a Spotlight search. However, they wouldn't
Here's a practical example: Your iTunes
be able to open and access the database
database runs over 22 gigabytes. There's
without the proper password.
nothing to be gained by simply copying
Note: You cannot create or store a that into a DEVONthink database. Copying
database in a cloud-synced folder, e.g., the iTunes database into DEVONthink
iCloud Drive or Dropbox. This is not data- would result in a large, inefficient, and slow
safe so the behavior is explicitly disallowed. DEVONthink database, and would cripple
The advocated location is a folder in your DEVONthink's ability to manage and use
home directory, like ~/Databases. If you content in a well-designed manner (much
try to open a database in one of these less perform simple search and organizational
locations, you will be prompted to let tasks).
DEVONthink move the database, or reveal
As your growing databases use RAM,
it so you can manually relocate it.
processor time, etc., smaller, more focused
databases are often a more effective
ADDING YOUR FILES
approach than using singular, monolithic
After you've created your database, you'll databases. Separate databases generally
add your files to it. Often it's a simple perform better, sync faster, and in the rare
matter of dragging and dropping files into case of a catastrophe, can help avoid data
your database, but we've covered several loss since you're not keeping "all your eggs in
additional methods in the In and Out chapter. one basket". Another benefit of this approach
Also, please take a moment to review the is the ability to conserve some machine
Import and Index section to familiarize resources. With a single, large database all
yourself with these two options. the information is always using resources,
even files unrelated to what you're working
While you may be tempted to dump every
on at the moment. With separate databases,
file on your hard drive into DEVONthink
you can close and open specific databases as
and sort it out later, you're best off being
the need dictates.

DEVONthink 3.9.6 Documentation, page 12

One way to effectively create separate sense to you. There is no right or wrong way
databases is to use a topical database to organize it. This is something you've likely
approach. Create multiple databases, with already been doing in the Finder, making
each holding only related information: a bird folders and filing things in them. Apply the
watching database full of birding articles and same personal choices to DEVONthink. You
newsletters; a quantum physics research can also use smart groups to create virtual
database with research briefs and email. groups.
This method can improve the effectiveness
Remember that creating databases isn't an
of DEVONthink's artificial intelligence
inviolable commitment. Create and destroy
(AI) features with each database. The AI
them as you see fit. Start with one way of
work best within a database that contains
organization and decide later to re-organize
contextual relationships among many
your databases. With DEVONthink you can
documents; clogging your new database with
keep multiple databases open simultaneously,
everything from A (apple pie recipes) to Z
easily moving documents from one database
(Zengobi user documents) will only hamper
to the other at any time. As you work with
the AI's ability to work effectively.
your databases, new ideas may spark new
Having topical databases can help down the approaches which can easily be tried and
road as well. You may be collaborating on a adopted or discarded.
database, syncing between machines in a
group. Imagine having just one database: You CASE STUDY: BILL'S DATABASE FARM
decide to share your painstakingly researched
Bill DeVille, formerly DEVONtechnologies'
academic articles with colleagues, only to
Evangelist, worked in a number of scientific
find that you've mistakenly also shared
areas. Bill's main database covered
personal financial records and chats. Not
environmental science and technology
hard to imagine how that has the potential to
topics, with related interests in science
be both dangerous and embarrassing. Having
and technology exchanges with developing
multiple, topical databases will allow you to
nations. The database even contained some
keep your data separate and private.
projects dealing with graduate education
in environmental sciences and engineering.
ORGANIZING
There's a broad topical relationship among
Database organization depends on the these subjects and the database covers
parties involved. For collaborative work, disciplines ranging from chemistry, toxicology,
you'll want to organize it in a manner that's statistics, risk assessment, and engineering
understandable to all parties using it. This is to economics, legal, regulatory, and policy
especially important as our sync technology issues. These disciplines fit together and
is a mirroring sync, meaning changes to one combinations of these topics are necessary in
copy of the database gets synced to the many real-world cases.
other copies. For personal work, just set
up your database in a manner that makes

DEVONthink 3.9.6 Documentation, page 13

As you can imagine from the above TAGGING
description, Bill's main database was quite
Tagging is a common method of creating
large, containing about 20,000 documents
contextual relationships between documents.
and over 20,000,000 total words. Because
For example, you can apply a "hobby" tag
of the relationships knitting together all
to a woodworking article and a sewing
these scientific, technical, legal, and policy
machine PDF manual. You would then
issues, the artificial intelligence features
find both documents when searching for
of DEVONthink worked very well for Bill in
the "hobby" tag. Used in the Finder and
researching the database and contextualizing
many other applications, DEVONthink also
the information.
supports tagging in your databases (including
In addition to his main database, Bill had preserving Finder tags on imported and
seven additional databases (so, eight total). indexed items). Tags are either ordinary tags
For example, he had one database for Apple or group tags, each discussed below.
Newton literature he has accumulated over
the years. It's almost as big as his main
database, but the topical coverage has no
practical relationship to the main database,
so Bill kept the Apple Newton literature in its
own domain. If he were to keep this unrelated
information in his main research database,
the result would be a larger, slower database,
with poorer performance by the artificial
intelligence.

Occasionally, Bill added topical materials to

it that are not related to its main purpose.
ORDINARY TAGS
However, when those "unrelated" topics grew
large enough in volume, he spun them off into Similar to tagging methods used in other
to a new database in order to preserve AI applications, ordinary tags are added to
accuracy and relevance. items by you. Each database has its own Tags
group and is accessed in the item list or the
If you'd like to follow Bill's method, start by
Tags section of the Navigate sidebar. The
creating a database with some collections
item count of a tag shows how many items
of files that interest you, but don't be afraid
it has been applied to. If there are unread
to create other databases that contain
items in a tag, the tag's name will appear in
"different" material as your interests, and
bold type. If there is a mixture of read and
main your database, grow. And if you need
unread items, the count in the item list will be
to search across databases, simply open
displayed as "unread items/total items".
all of them at the same time. DEVONthink
searches all of them almost simultaneously.

DEVONthink 3.9.6 Documentation, page 14

Creating tags: When you add a new tag to tags. However, you are able to tag all the
an item, a tag group is automatically created selected items via the inspector, popover, or
in the Tags group for the database you're Tag bar.
working in. However, you can also create
Modifying and Merging Tags: You can rename
tags to be used later. Create them in the
an existing tag in the Tags of a database
database's Tags using the Data > New > Tag
as simply as renaming any other item. The
command or the New > Tag command in the
change will instantly apply to all the items
contextual menu or New toolbar button.
using that tag. If you have similar tags but
Applying tags: When you apply a tag to an would like to consolidate them into one, e.g.,
item, a reference to that item is created in having tags of apple and Apple, select them
the appropriate tag group. You will have an in the Tags group, then choose Tools > Merge
item reference in each tag you apply to it. So n Tags. The tags and their item references
if you add three tags to a document, you will will be merged into one tag, preserving the
see a reference to the document in each of topmost tag's name. Again this change is
the three tags. applied immediately.

Ordinary tags are most commonly applied by A tag can be dragged and dropped into
these methods: another tag to create parent/child tags. But
please read and understand the Nested Tags
Type tags into the Tag bar under a
subsection below before proceeding.
document's view/edit pane.
Type tags into the Tags section of the Deleting Tags and Tag Groups: Deleting
Info inspector or the Info popover for a individual tags from items is done via the
document. same methods you apply them, e.g., in the
Drag items in your database to the desired Generic Info inspector. Deleting tag groups
tag in the Tags section. Be aware dragging is done in the Tags group of the database.
an item to a tag in another database will Simply select the unwanted tag and choose
move it to the receiving database. Data > Move to Trash. This immediately
removes the tag from all them items it was
Note: While importing directly into a tag,
applied to. And only the item references are
e.g., via drag and drop, is supported, it is
moved to the Trash, not the original items in
not generally recommended. If you do this,
the database.
an item reference is made in the tag but
the original item will be located in the Inbox Applying, modifying, or removing tags can
of the receiving database. Importing then also be done by more automated means, e.g.,
tagging is suggested. scripting, smart rules, and batch processing.
see the Automation chapter for more
In the case of multiple selected items, tags
information.
will only be shown in the Info inspector and
Info popup if the items all have the same

DEVONthink 3.9.6 Documentation, page 15

FINDER TAGS In conjunction with the previously mentioned
Finder tags or Spotlight data, this can lead to
Finder Tags: DEVONthink supports reading
a large number of macOS tags being added
and writing macOS' Finder tags. If tags are
automatically in the Finder.
present on an imported or indexed files, they
will be preserved in the database. When Hashtags: Popularized in social media,
tagging imported files, tags are not written to hashtags are a type of tag prefixed by a #. If
the filesystem. Instead the tags are recorded enabled in Preferences > Import, DEVONthink
in the Spotlight metadata when the Create can detect hashtags in the contents of
Spotlight Index option is enabled in Database text-based files and convert them to tags
Properties popover. This allows searching for the file automatically. Removing the
for tags in Spotlight using the tags:myTag hashtags from the content will remove the
syntax. If you export or drag and drop files tags from the file. Hashtags do not support
to the Finder, macOS tags will be written spaces in them and they should be listed on
to the exported file. When tagging indexed a separate line. They will not be detected
files, the tags are immediately written in the within existing paragraphs. Of special note,
filesystem and searchable, just as they would hashtags supports creating nested tags
be if you tagged them directly in the Finder. as noted here. The first tag just needs to
be prefixed with the # to be detected as a
Note: If you would like to disable the
hashtag..
tag exchange between DEVONthink
and the Finder, click the On link under Keywords: When enabled in the Import
DisableFinderTags in the Hidden preferences, DEVONthink will convert the
Preferences. Bear in mind this option keywords of PDFs and rich text documents
inhibits importing and exporting Finder into tags.
tags globally.
Properties: Also found in the Import
preferences, DEVONthink will attempt to
TAGGING SOURCES
convert certain properties to tags, e.g., the
Beyond the tag exchange with macOS, the names and email addresses of the sender and
following options in DEVONthink's Import recipients of emails.
Preferences or RSS preferences control other
Geolocation: Enable Convert location to
tagging mechanisms. The options in the
tags in the Import preferences to convert
Import preferences can also be manually
the applied geolocation of a file into tags.
applied via the commands in the Data > Tags
The Geolocation can be viewed in the Info
submenu and the contextual menu in the
inspector.
item list.

RSS: In the RSS preferences, the Convert

categories and hashtags to tags option
converts categories detected in the feed
articles or hashtags in the contents into tags.

DEVONthink 3.9.6 Documentation, page 16

Image Tags: The Add tags to images option
US
in the Import preferences, will use machine
Wyoming
learning to attempt to add subject matter
Casper
tags to selected images. There are no user-
Restaurant
definable controls for this option. Minnesota
St. Paul

NESTED TAGS Restaurant

Sometimes referred to as "hierarchical tags", If you added a tag Restaurant to an item,

nested tags are a series of related ordinary what tag would it go to? It actually would go

tags, combined under a parent tag. When to the most recently entered instance of the

you add a child tag, the item automatically Restaurant tag.

inherits the parent tags. In the example

So how is this resolved? Tags are meant to
shown below, adding a tag of "Casper" to an
be unique, so eliminating redundant tags is
item would automatically add the "Wyoming"
first priority. Restaurants aren't specific to a
and "US" tags.
geographic location. Create the Restaurant

A special mechanism in DEVONthink allows tag as a top level tag. If you had a need

you to create nested tags automatically: for hierarchy with the tag, perhaps for tax

enter the tags separated by a forward purposes, you could move it into a parent

slash. For example, type a tag of software/ Tag of Entertainment. Then you would get

productivity to create a parent tag of both tags when you added Restaurant. But

software with a child tag of productivity. again, if you anticipate wanting to use the tag

Use this option in the places where tags are without the parent tag, you should make it a

entered, e.g., the Tags bar, Tags field of the top level tag.

Info inspector and Info popover, and the Tags

Also, you shouldn't view the tags as a group
column in the item list.
structure in and of itself. Nested tags are just

Note: If you are having trouble deleting a meant to group tags specifically related to

tag from an item, check to see if you are each other, so they can be applied en masse.

adding a nested tag.

Note: Tagging methods and philosophy is

Caution: Tags for a database can have the full of strong opinions. Many people feel

same name. This may seem illogical, but it's tagging should always be flat; only top

something more commonly seen that you level tags and no hierarchies. DEVONthink

may expect. For example, say you have a accommodates both approaches. However,

travel database with points of interest like if you want to used nested tags, we hope

restaurants tagged in different locations. You you carefully consider the caution we've

may find yourself with a tag structure like presented and use a hybrid method to

this… avoid unexpected behavior.

Example:

DEVONthink 3.9.6 Documentation, page 17

GROUP TAGS popover, the item will be replicated to the
appropriate group. You can also drag an item
Previously discussed in the Groups section
to a group tag in the Tag Cloud at the bottom
earlier in this chapter, group tags allow
of the Navigate sidebar.
you to dynamically assign tags based on
their location. As you add files to a group, Considerations: When you enable using group
they have tags of the parent groups' name tags for a database, it starts as an all-or-
assigned to them. Similarly, if you move nothing situation. All groups in the database
the items to a new group, the tags are function as group tags.
removed and new ones applied relative to
If you want to use group tags for most groups
the new location. Whether used statically
in a database, you can Control-click specific
or dynamically, group tags can be used
groups and choose Exclude from Tagging. You
creatively. They also work in conjunction
can also choose this option in the Exclude
with ordinary tags, so you can employ both
from… section of the Info inspector or Info
methods in one database.
popup for a specific group. However, note
Example: you must change this setting on all individual
Imagine you have a work database with groups you'd like to exclude.
groups for different stages of a project:
If you only want a limited number of tags, it
Unreviewed, Assigned, In Progress, On
would be advisable to exclude groups from
Hold, and Done. At the beginning of
tagging for the database and use ordinary
the process, you'd put the item in the
tags instead.
Unreviewed group and it would be tagged
as such. After reviewing, you could move
AUTOCOMPLETION
the file into the Assigned group and
the previous tag would be removed and When you are typing tags, an autocompletion
replaced with Assigned. As the project list will appear. In the Global Inbox, tags
moves through the staging groups, the tag from any open databases are shown as
would change. potential tags. In other databases, the items
displayed are only from the tags of the
And of course you can use ordinary
current database.
tags, e.g., Reviewed or a client identifier,
on these items. Those tags would be While group tags aren't added to the Tags
preserved no matter where you move them group for a database, they are displayed in
in the databases. autocompletion suggestions.

Groups tags are applied by DEVONthink Tags and Aliases: DEVONthink also honors
automatically. But you can also do some aliases added to groups. You can add
automatic filing by entering existing group "alternative names" to a group using Info
tags manually. If you enter the name of an popup or inspector and later use these
existing group that is not excluded from alternative names as a tag. Continuing the
tagging into the Tag bar or an Info panel or previous example, you could add an alias of

DEVONthink 3.9.6 Documentation, page 18

IP to the In Progress group. Now, type A WORD ABOUT BACKUPS
IP as a tag and it will be replicated to the
For many users, the value of the data is much
In Progress group. When you view the
greater than the value of the computer that
file, you will see the proper group tag was
hosts it. There are many things that could
automatically added.
go wrong. Your notebook computer could be
dropped, lost, or stolen. Your hard drive will
SEARCH AND GATHER
fail (it's not a matter if, but when). A power
Finally, tags have two main functions: outage could corrupt the files on your hard
segregating data and searching for data. You drive. For the truly paranoid (remember,
use tags to gather items together in certain paranoia is sometimes justified), how
contexts. You also use tags to search for significant would the loss of your database
those items. be if your house or office were to burn down?
Avoid insomnia and back up your database(s)
Searching for items by their tags is easily
frequently. Your data stored in DEVONthink is
done in a few ways:
valuable, so back it up.

Tag cloud: The Tags Cloud allows you to

filter the current list of files by clicking on INTERNAL BACKUPS

available tags. As you click, only related

DEVONthink backs up its database index
tags are shown so you can fine-tune the
every week, either immediately after opening
items displayed in the item list.
the database (if the backup is overdue) or
Search field: The search field at the top of
during the day when appropriate.
every main window allows you to search for
tags by using the advanced options for a Note: The internal backups are mainly a
search. You can also search for tags using troubleshooting mechanism for use in the
a simple tags: prefix. Multiple tags can be application. Backing up your files, including
specified, separated by commas. You can your DEVONthink databases, is up to you.
also use tags!:, to exclude tags.
FULL BACKUPS
Gathering similarly tagged items is powerfully
achieved with Smart Groups. Smart groups We strongly recommend you get in the
allow you to use the smart group editor habit of triggering backups whenever you
controls to set criteria to be matched. have invested substantial time and effort
Included and excluded tags can be added as into modifying the database. Apple's Time
criteria. Files matching the parameters of the Machine and an external drive is an easy
smart group are shown, regardless of their way to do this. Simply connect the drive and
location in the database. This way you can let Time Machine do its thing. With the low
leave your files where they are and create cost of portable external drives, it's even
virtual folders for specific purposes. feasible to take a 1 TB drive that can fit in a
shirt pocket for backups when you're out and

DEVONthink 3.9.6 Documentation, page 19

about. Online backups such as Arq Backup be possible with sync data, it is not meant
are an alternative if you don't want to own to be relied upon or used in lieu of proper
another piece of hardware to care about. primary backups.

As a secondary backup option, you can create

an optimized and compressed copy of the TUTORIALS, SCREEN CASTS,
whole database that you can then save on AND MORE
a server or other media. Use File > Export > In addition to this help resource, explore
Database Archive or Scripts > Export > Daily tutorials and install pre-made scripts and
Backup Archive to create a ZIP file of the templates that extend DEVONthink's
database. The former option allows you to functionality in the Support Assistant. Also
choose specific place; the latter creates it in new tutorials are shown in the Extras sidebar.
a Backup folder in your home folder.
For a great resource of tips, promotions,
Lastly, as events such as house fires and and release announcements, check out our
natural disaster frequently prove, valuable company blog.
data should probably be kept at more than
one location. Consider saving a copy of your And if you feel like talking to other people

backed up information at a secure, off-site using our applications, you'll find discussion,

location such as a bank safe, or put the camaraderie, and well over a decade's worth

exported ZIP files of your database in your of information at our Forums.

cloud account.
Take time to learn how to work with the

Note: As noted in our FAQ, sync is not a software — and to decide how you want the

backup, neither advertised nor advocated software to work. You'll be rewarded with a

as such. While database restoration may powerful assistant for all your information
organization needs.

DEVONthink 3.9.6 Documentation, page 20

 TASKS

IN THIS CHAPTER

Analyze Text Documents 21

Archive Your Messages 22
Archive Printed Documents 23
Browse the Internet 23
Capture Data From the Web 25
Catalog Your SD Cards or DVDs 26
Catalog Your Photos and Media Files 26
Collect Text Snippets and Other Valuable
Data 26
Index Files on Your Hard Drive 27
The Concordance function allows you to
Manage Your Bookmarks 27
view a list of all the words contained in a
Share Project Data 28
document or database. Selecting a word
Read News Feeds 29
highlights the word in the current document.
Take notes 29
Additionally, a graph of related words is
Write Texts and Outline Projects 30
shown at the bottom of the Concordance.
The number of possible uses for DEVONthink Right-click a word in the list or graph to
is nearly endless. In this chapter we've tried exclude them. And if you're wondering about
to outline a few typical use cases that show other documents containing a word, double-
how you can use DEVONthink in your daily life click one to start a search for that term.
and work.
Other functions of the AI's analyses include
the Classify function. This examines the text
ANALYZE TEXT DOCUMENTS content and locations of other documents
in your database and makes suggestions for
With its built-in artificial intelligence (AI)
filing the current document. Additionally, See
functions, DEVONthink can be used to
Also lists documents with a similar content to
analyze the documents in your databases.
help find connections you may not have found
otherwise.

DEVONthink 3.9.6 Documentation, page 21

Possible uses: Continue to read here:

Analyze the complexity and focus of a Import documents from the file system
specific document collection Use the See Also & Classify Inspector
Find relationships between documents or Use the Concordance Inspector
snippets quickly
Clean up large collections of documents
ARCHIVE YOUR MESSAGES
DEVONthink is the repository for emails you
want to save.

Its hierarchical groups structure, automatic attachments, are preserved when possible.
classification function, and powerful You even can reply to messages directly from
search engine are perfectly suited to DEVONthink's contextual menu commands!
adding, sorting, and finding emails in
Possible uses:
your databases. DEVONthink comes with
advanced email archiving functions that Archive important correspondence
transfer selected messages or mailboxes Archive invoices, offers, purchases, or
from Apple Mail, Microsoft Outlook, and software licenses
any email applications using standard Store interesting news bits from
Unix mailboxes, e.g., Thunderbird, to newsletters
a DEVONthink database. The original Keep project-related emails and other
structure of the message, as well as all documents together

DEVONthink 3.9.6 Documentation, page 22

Continue to read here: When you are working in a team, use the
embedded web server to give your colleagues
Archive email messages
access to your data using an interactive web
Reply to archived emails
interface. Even friends using Windows are
Organize data using Classify and See Also
invited.

Possible uses:
ARCHIVE PRINTED
DOCUMENTS Archive your important correspondence

DEVONthink is the "paperless office" solution Archive invoices, offers, purchases, or

for the Mac, a central hub for all your paper software licenses

and electronic documents. Store printed documents together with

electronic documents
Keep project-related emails and other
documents together
Keep a central repository for all team
members

Continue to read here:

Scan paper documents

Scan with the Fujitsu ScanSnap
Import existing files with OCR
Organize data using Classify and See Also
Using the integrated scanner support you
Share data with your team
can directly scan documents, make them
searchable through OCR (optical character
recognition),and file them in a database. Of BROWSE THE INTERNET
course, you can also make existing scanned Besides being a knowledge and information
documents searchable. If you own a Fujitsu database, DEVONthink has built-in web
ScanSnap or other compatible document browsing capabilities. This allows you to
scanner, you can use the fast auto-feeder to browse and capture online information
scan batches of sheets in one go. directly in a database.

DEVONthink 3.9.6 Documentation, page 23

DEVONthink enables you to treat web pages Grab data from web sites and store it in
the same way as you treat documents. DEVONthink
Whenever you select a bookmark, Capture and archive complete web pages
DEVONthink immediately loads and displays
Continue to read here:
its content live from the internet in the
View/Edit pane. You can also open a page in Capture data from the Web
a separate document window. Archive the Create new bookmarks or HTML
complete page for offline viewing, add a new documents
bookmark, or drag elements from the page View "live" and local HTML pages
into your database. Integrate news feeds with your data

DEVONthink also handles RSS, RDF, Atom,

and JSON news feeds, either through feed
documents or by simply displaying them
via the built-in web 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
Integrate "live" content from the web with
your other documents

DEVONthink 3.9.6 Documentation, page 24

CAPTURE DATA FROM THE All of these options, except the bookmark,
WEB capture the text content of the page (or a
selected area of it) and hyperlinks if present,
and preserve the text information for
searches in DEVONthink.

Note: There are a number of web sites

that prohibit use of some of the capture
options described above. A secure banking
site or a university portal to journals may
direct a bookmarklet or script capture
option to the 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
Increasingly, information is provided not the login page. The page always can be
on paper but directly through web sites, selected and captured as rich or plain
blogs, online news sites, social media, and text. The viewed page can be captured by
user forums. DEVONthink offers a variety of "printing" it as PDF to the database.
options for conveniently capturing data from
Possible uses:
the web:

Capture important news in an easily

Bookmark: Captures only the address (URL,
searchable database
uniform resource locator) of the page.
Collect all relevant data for your project in
HTML page: Saves the source code of
one place
the page to the database, but images are
Collect links to web pages and captured
downloaded from the web each time the
data about the same subject in one group
page is displayed in the database.
Save data from the web in future-proof
Web archive: Saves both the HTML code
formats such as PDF
and all resources, like images, necessary to
display the page. Continue to read here:
Rich/Plain text: Grabs selected text/
Capture data using Services
images and hyperlinks, but avoids saving
Capture data using scripts
unwanted areas of the page to the
Capture data with bookmarklets or
database. A plain text capture will not
browser extensions
include formatting, images or links.
Add the global inbox to the Finder's sidebar
PDF: "Freezes" the web page, just like
"Print" any web page or document as PDF
printing to paper. PDFs from web pages can
to your database
be paginated or non-paginated.

DEVONthink 3.9.6 Documentation, page 25

CATALOG YOUR SD CARDS OR CATALOG YOUR PHOTOS AND
DVDS MEDIA FILES
By using the Index function, you can use Besides storing text documents and
DEVONthink to set up a catalog for your data PDF files, DEVONthink can also contain
DVDs, SD cards, or other removable volumes. multimedia data such as photos, illustrations,
Create a group for each disk by using the music, or movies in your databases.
index function, and organize your disks/
While not designed to replace Photos
groups in any way you like. When you need
or Music, DEVONthink can be used as a
a specific file, search for it in DEVONthink,
repository for images you frequently use or
insert the volume, Control-click the file in
as an interface to your music library (if you
DEVONthink, and select Open With to open
don't like other music software). If you do not
the original file on the removable volume.
want to import these files, leave them where
Note you will only see a thumbnail if the they are in the file system. You can index the
disk or volume is not available. A message files instead and access them from within
to Mount Volume will be shown if a server DEVONthink See also p. 138ff
volume is unavailable. Clicking this button
Possible uses:
should remount the volume, if possible. For
removable disks, DVDs, etc., you will have to Create a dedicated database for photos
reinsert the media. only
View your images in full screen mode
Possible uses:
Include project-related images, audio, and
Find files even when they're on a removable video in your databases
volume that is not currently mounted Play your music from within your work
Create a virtual library of SD cards and environment
other media
Continue to read here:
Integrate static documents with other
project-related data Import or index files
View files as thumbnails
Continue to read here:
View images and movies
Import or index files Search your database
Search your database
Launch the original file of an index item
COLLECT TEXT SNIPPETS AND
OTHER VALUABLE DATA
Use macOS's handy Services menu for
collecting and organizing information bits and
snippets to DEVONthink.

DEVONthink 3.9.6 Documentation, page 26

 Continue to read here:

Capture a note quickly using the Services

menu
Use the Sorter
Drag text clippings to the Groups panel

INDEX FILES ON YOUR HARD

DRIVE
Besides importing documents, DEVONthink
can also index files. When indexing files,
DEVONthink reads the contents of the file
Select any piece of data and capture it to
and stores it for internal reference, but leaves
the currently open database with a keystroke
the files in place in the Finder. Use indexing
or a quick visit to the Services menu. Most
for easily accessing information stored on
true macOS applications such as TextEdit,
removable volumes, creating a library of all
Safari, or DEVONthink itself support this
important documents regardless where they
mechanism.
are physically stored, or integrating files

DEVONthink automatically sets the title of stored elsewhere with your documents in

the newly created snippet to the first line of DEVONthink. See also p. 53ff

text, so there's a good chance that you won't

Possible uses:
even need to rename it. New snippets are
created in the global inbox or the location you Keep the folder structures you've created

choose. Also, DEVONthink can help classify in the Finder, while allowing access to

and file the items using its built-in artificial DEVONthink

intelligence. Create a front-end for your document

collection
Possible uses:
Integrate indexed items with imported and

Collect recent news from your favorite web items you've created in DEVONthink

sites
Continue to read here:
Keep important information from any
source and your other project-related Import or index files

documents together Search your database

Create an info collection for a specific topic Launch the original file of an indexed item

MANAGE YOUR BOOKMARKS

With its integrated, document-based
web browser, DEVONthink can be used
as a bookmark manager. Organize all your

DEVONthink 3.9.6 Documentation, page 27

bookmarks as bookmark documents and visit SHARE PROJECT DATA
the web sites by simply selecting them with
With its built-in synchronization, DEVONthink
a preview visible. DEVONthink loads the page
allows you to have your databases on
and displays it in the View/Edit pane.
multiple Apple devices. Changes made on one
machine propagate to the others, keeping
them in sync. It can also be used to manage a
shared project workspace.

If you want to open the web page in your

default browser, simply Control-click the
bookmark and choose Launch URL from the Keep all your project-related data in an easy
contextual menu. to structure database and share it with
your team members. Use a shared WebDAV
Possible uses:
volume, a shared cloud account, a local file
Manage your bookmarks server, or direct connections to propagate
Keep project-related web pages and other new data to the team automatically.
documents together
Visit frequently used web sites in a
convenient interface
Integrate "live" content from the web with
your other documents
Grab data from web sites and store it in
DEVONthink

Continue to read here:

Create a new bookmark

View "live" and local HTML pages And if your coworkers don't use a Mac give
Drag URLs to the Sorter them access via DEVONthink's built-in web
server. You can set up web users and fine-

DEVONthink 3.9.6 Documentation, page 28

tune the access permissions so that visitors In addition, its integrated web browser
only gets access to what they should see. supports news feeds and displays them
SSL/TLS encrypts all data in transit. like any other web page. Use its document-
oriented structure to organize bookmarks and
Possible uses:
store news feeds like internet-updated smart

Organize project files, use advanced groups.

feature such as tags and smart groups

Mix live news feeds with static documents,
Add new data from any team member's
e.g., in your project materials.
computer or even iOS device running
DEVONthink To Go Possible uses:
Integrate "live" data, e.g., web pages or
Read your daily news in a convenient
newsfeeds, with your other documents
interface
Give your colleagues using Windows or
Integrate "live" newsfeeds with your other
Linux access to your knowledge with web
documents
sharing
Grab interesting information easily and
Continue to read here: store it in DEVONthink

Set up sync to share data with your team Continue to read here:
members
Create a new bookmark or HTML
Set up the local web server
document
Add smart groups to organize data
View "live" web pages and news feeds
automatically
Create a news feed document
Add newsfeeds

TAKE NOTES
READ NEWS FEEDS
DEVONthink is perfectly suited for taking
notes and organizing them.

DEVONthink comes with built-in support

for RSS, RDF, Atom, and JSON news feeds,
which makes it a reliable basic news reader.

DEVONthink 3.9.6 Documentation, page 29

 full screen mode, DEVONthink is perfectly
suited for writing many kinds of documents,
from notes to whole books.

Quickly create new notes and file them in

your database using DEVONthink's Tools >
Take Note command to open the Sorter (or
an independent Take Note panel, if the Sorter
is hidden). Alternatively, use the Take Note
command in the Dock menu. Notes can be
created in plain or rich text, Markdown, or Create new documents with just one click,

formatted note formats. find related documents in your database,

and connect them with Wiki-style or static
Possible uses:
cross-links. Working these documents in

Write down ideas before they vanish your databases, you can switch from one

Take quick phone messages document to another with just one click, and

Keep project notes and your other project- manage even large projects with ease.

related documents together

Utilize markers, like flags or color labels to

Continue to read here: help visually distinguish items, by importance

or other criteria using label names. And
Create new documents similar to the Finder, you can create groups,
Create a new note using the Dock menu as deeply (or shallowly) nested as you'd like.
Revise notes and documents using the
built-in rich text editor Possible uses:

Write notes, white papers, and letters

WRITE TEXTS AND OUTLINE Write and organize book chapters
PROJECTS Organize your ideas or projects in outlines
Create a network of information for your
With its hierarchical group structure,
projects or interests
organization, and navigation functions, as well
as its advanced text editing capabilities and

DEVONthink 3.9.6 Documentation, page 30

Continue to read here: Use the See Also & Classify Inspector
Use the Concordance Inspector
Create new documents
Use the built-in rich text editor

DEVONthink 3.9.6 Documentation, page 31

 DOCUMENTS

IN THIS CHAPTER view/edit area and the navigation bar. These

will always be available when working with
General 32
a selected file. Additionally, there are a few
Document Linking 34
optional components available: the editing
Plain and Rich Texts 35
bar (for compatible formats), the tag bar,
PDFs 38
and the contextual menu.
Markdown Documents 40
HTML-Based Formats 44
VIEW/EDIT PANE
Sheets 48
Images, Audio, and Video 49 The view/edit pane is where you can see or
Office Documents, Email, and Others 51 edit the current document (with compatible
files). Each file type you view has its own
As DEVONthink is an information and
tools, contextual menu commands, and
document management application, it
keyboard shortcuts.
supports importing many different file
types. While not all formats are editable, if a
NAVIGATION BAR
QuickLook plugin is installed on the machine,
the files should be viewable. Also, if a At the top of the view/edit pane,
Spotlight importer for these files is installed, DEVONthink shows a navigation bar that
the files should be indexed by DEVONthink gives you access to some additional tools
and searchable. In addition, DEVONthink that deal directly with the contents of
supports creating some common types the document. Which tools are available
directly in the application. depends on the type of the document you are
viewing. The options below are shown in the
In the General section of this chapter, we will
navigation bar for most file types. Specific
discuss the essential window components
options are shown in the separate sections:
you'll use when viewing or editing these
documents. Following that are chapters for Navigates back to the last visited
the types of files DEVONthink supports. document after following a link.
Navigates back to the next visited
document after going back.
GENERAL
Reloads the displayed page in a web view.
When working with files in DEVONthink, Only visible for, e.g., bookmarks.
they can be viewed in the view/edit pane of Shows an action menu with options for
a main window or in a separate document opening the shown page in Safari, copy its
window. When viewing a document, there address, or capture the page in a variety of
are two essential components visible: the formats.

DEVONthink 3.9.6 Documentation, page 32

 Shows if the document is locked or This offers quick access to some editing tools
editable. related to the file type you're working on. See
Scrolls to the previous highlight, e.g., a the appropriate file type section for more
search term occurrence. info.
Scrolls to the next highlight, e.g., a search
term occurrence. TAG BAR
Scrolls to the next page of the displayed
The tag bar, which can be shown or hidden,
document.
shows all tags associated with the document.
Scrolls to the previous page of the
Click the tag bar and type to add tags; select
displayed document.
a tag and press the ⌫ Backspace or ⌦ Delete
Switches to Text Alternative mode. Useful
key to remove it. See also p. 14ff
for selecting text in uneditable formats,
e.g., Word documents. When you type the name of a tag,
Switches to Best Alternative mode. For DEVONthink offers automatic completion.
Markdown documents, this is the rendered Choose the right option with the mouse
HTML view. or the arrow keys and press ↩ Return or
Enter to accept it. Press ⎋ Escape to use
Word Count: Shows the number of
whatever you entered. Auto-completion
paragraphs, words, and characters of the
prefers ordinary tags (tags represented in
displayed text.
the Tags group) over groups used as tags,
URL: Shows the URL associated with the
and also matches sub-strings. Press ⇥ Tab to
displayed item, if one is present. If a PDF
enter another tag.
annotation is selected the URL field shows
the associated URL if available. Click to Note: The tag bar is also visible for
launch the URL in its default application. multiple selected documents when all the
Hold the ⌥ Option or the ⌘ Command documents have the same tags attached.
key to open the URL in a new tab. Holding Use it to change the tags on multiple
⇧⌥ or ⇧⌘ opens the URL in a new tab and documents.
selects it.
Page Count: Shows the number of pages CONTEXTUAL MENU ITEMS
as well as the page number of the currently
If you Control-click in many types of
displayed page. Click the page number in
documents in DEVONthink, you are presented
PDF or PostScript documents and enter a
with a contextual menu showing many
page number to jump directly to that page.
options. The options displayed depend on
what you're clicking; e.g., selected text, and in
EDITING BAR
whether you're in an editing or preview mode.
For some formats, e.g., rich text or sheets, As many of these commands are the same
there is another bar available: the Editing for most formats, we have provided a list
bar. If you click this icon , the editing bar
will appear in place of the Navigation bar.

DEVONthink 3.9.6 Documentation, page 33

in the appendix. Items specific to a format detected depending on the method chosen
are listed in their respective sections in this in the WikiLinks preferences. Note these are
chapter. not item links, which are discussed below.

Relative and Absolute Links: Most often used

TOOLBAR & SHORTCUTS
in Markdown documents and also supported
DEVONthink can display documents in in HTML-based formats, these are links
separate windows when you double-click the similar to what is seen in the source code of
documents in a main window. Depending web pages; e.g., /stylesheets/styles.css.
on the type of document, the tools in the Note, these are not item links. See the
toolbar can change. Even though not all tools subsection on linking in the Markdown
are always present in the default toolbar for section of this chapter for more information.
a particular type, you can easily add some by
Item Links: Many applications today have a
choosing View > Customize Toolbar. Changes
URL scheme — a special URL that provides
made to the toolbar will be persistent for
some extra functionality for that application.
that file type, but are independent of the
In DEVONthink, every item has a unique
toolbars of other types.
URL, pointing only to that item. When used
Please find a list of toolbar items and with in-application documents or in external
shortcuts in the appendix. applications that support URL schemes, the
item link will open the linked document in our
Note: Documents are automatically
software. In some cases, the link may even
saved every five minutes after the last
contain certain parameters to do things like
modification, when deactivating the
open a video to a specific time.
window, or when quitting DEVONthink.
Item links are either incoming and outgoing
links. The two types of links function as sides
DOCUMENT LINKING
of one operation. If you create an item link
Documents in DEVONthink are independent to an image, the file will have an outgoing
items but often have contextual relationships link detected. The image you have linked to
with other documents in your databases. will have an incoming link detected since the
Efficiently creating and using these links is file has a link pointing to it. Documents with
key in many peoples' use cases. DEVONthink these links will have a special property icon
supports three types of links. displayed to the right of the filename in the
item list. You can display a sortable Incoming
LINK TYPES Item Links and Outgoing Item Links column
in the headers of the item list in List view.
WikiLinks: WikiLinks are specialized links
There also are incoming and outgoing item
found in plain text, rich text, and Markdown
link criteria usable in toolbar searches, smart
documents. Use them to link to existing
groups, smart rules, and AppleScript.
items or create documents on-the-fly. For
existing items, these links are automatically

DEVONthink 3.9.6 Documentation, page 34

One of the advantages of using item links choose Format > Add Link. You can then
is the link title of item links can be updated add a URL, including an item link, to create
when you rename a linked document. To do an active hyperlink of the selected words.
this, enable the Update name of item links Drag and Drop: You can Option-Command-
automatically options WikiLinks preferences. drag and drop a file into a compatible
You can also leave this disabled and use document to insert an item link. This is an
the Tools > Item Links > Update Name of efficient way to insert links into rich text or
Item Links command to manually update a Markdown documents.
document. To switch from WikiLinks to item Insert Link: Edit > Insert > Item Link opens
links in a document, use the Tools > Item Links the Insert Item Link popover, allowing you
> Convert WikiLinks to Item Links command. to add an item link to a document.

Note: Item links are also discussed in the

VIEWING LINKS
Automation > Item Links section of this
help. View incoming and outgoing links in the
Document > Links inspector. You'll also see
CREATING LINKS web links in a document are listed as outgoing
links.
Making links to other documents should
be easy to do. However, working within the
constraints of certain file formats sometimes PLAIN AND RICH TEXTS
requires different methods to create them.
Listed below are the most common ways to
add links between documents.

Make Link: In rich text files, you can select

words and choose Format > Make Link to
create an active hyperlink of the selected
words. Clicking on the hyperlink will
generate a new WikiLinked document.
Copy and Paste: Select an item in the
item list and choose Copy Item Link. This
captures the item's unique link to the
clipboard so you can paste it into another
document or even another application.
Some other types of links can be captured,
e.g., page links. Item linking methods
PLAIN TEXT
specific to certain file formats are covered
in their respective sections of this chapter. Plain text files may seem too simple to be
Add Link: For text in rich text and truly useful. No styling. No images. Nothing
formatted notes, you can select words and but text. But the reality is these simple files

DEVONthink 3.9.6 Documentation, page 35

are underlying a lot of your daily experience. EDITING BAR
From the HTML code instructing your
The navigation bar for rich text files includes
browser how to display a web site, to the
the Editing Bar. Click this icon and
code DEVONthink is written in, plain text is
the editing bar will appear in place of the
very powerful. DEVONthink supports plain
navigation bar. The tools available here
text files as a native, editable format.
consist of:
Plain text files can be created via Data > New
Edit the formatting of a list.
> Plain Text.
Edit parameters of a table.
Increase the size of the font.
RICH TEXT
Decrease the size of the font.
Word processing applications brought Set characters to be subscript.
us text with flair. Need some bold and Set characters to be superscript.
italic text? How about adding a photo to Adjust the line spacing of selected text.
the page? And color? These applications Set bold on the text.
were providing it all. But their formats are Set italic on the text.
proprietary so if you don't have the creator Set underlines on the text.
application, you can't open the file or you'll Set strikethrough on the text.
have to convert it first. The rich text format Highlight selected text. This uses the
provides a useful text format that supports currently selected highlight color.
formatted text. These files are generally Add or edit a link applied to the selected
cross-platform compatible and editable in text.
many applications. DEVONthink uses the Convert selected text into an active link.
same text engine found in Apple TextEdit, so This can be used to dynamically create Wiki
it's an easy transition if you're already familiar documents.
with it. Show or hide the ruler. Place tab stops with
the mouse, then remove them by dragging
You can attach other documents to rich
them off the ruler. Drag new tab stops (left
text documents simply by dragging them
aligned, centered, right aligned, or decimal
into the text. Technically the rich text
aligned) from the repository at the right
document becomes an .rtfd package and
side to their desired positions on the ruler.
the dragged file is saved as part of the
Use the mouse to adjust the left and right
package. Using the contextual menu, you can
margins and indent.
show an attachment's content in a Quick
Show the Fonts panel.
Look preview. Also, if you double-click an
Show the Color Picker.
attachment, it will open in the system default
application.

Rich text files can be created via Data > New >
Rich Text.

DEVONthink 3.9.6 Documentation, page 36

THE FORMAT BAR pop-up menu. Choose Other to enter
values other than the ones shown.
In addition to formatting options in the
Lists: Make the current paragraph a list
Format menu and the simple controls in the
(indented and with a bullet or numbered)
editing bar, DEVONthink provides another
by choosing the desired list style from the
toolbar just for rich text editing. Select
Lists pop-up menu. Choose Other to define
Format > Show Format Bar to display a set of
your own list style.
rich text controls under the toolbar in main
or document windows. Similar to TextEdit, it Note: The built-in "mini outliner" is a nice
provides the following options: feature of the macOS rich text editor. On
any blank line in a rich text document,
Styles: Select a predefined text style from
type ⌥⇥ Option-Tab to create a bullet
the pop-up menu. To define your own
point (macOS shows dashes instead of
styles, choose Other to open the standard
bullets). Press ↩ Return for the next item,
macOS style editor. In the style editor,
and so on. Additional ⌥⇥ will increase the
navigate back and forth through the styles
indentation; a ↩ on a blank list line will
of your document or the stored favorite
decrease it. The mini outliner uses hyphens
styles. (Use the radio buttons to switch
to indicate list items by default.
between document and favorite styles.)
Click Select to select all occurrences
CONTEXTUAL MENU
of text with the displayed style in the
document, click Apply to apply the style In addition to the contextual menu items
to selected text, or click Done to leave available with text selections, rich text files
the style editor. To add a style from your also feature these specific commands:
document to the favorites, click Add
Copy Paragraph Link: Copies a link to the
To Favorites; to remove a favorite, click
current document, but appends a pointer
Remove From Favorites.
to the selected paragraph.
Font Controls: Displaying three dropdown
Insert > ...: Inserts special characters or
menus for, choosing the font face, font
items into the document.
weight, and font size.
Quick Look Attachment: Opens a Quick
Colors: Two buttons are available for
Look panel for the selected attachment in
setting the text and background color.
a rich text file.
Basic Styling: Allows you to choose bold,
Split Document: Splits the document
italic, or underlines.
at the current insertion position. A new
Alignment: Align the current paragraph
document is created for the text after
(the one with the insertion caret inside)
the cursor position and removed from the
left, centered, justified, or right by clicking
current document. This can be used in rich
the according alignment buttons in the
text and plain text, including Markdown
ruler.
content in edit mode.
Spacing: Choose the desired spacing for
the current paragraph from the Spacing

DEVONthink 3.9.6 Documentation, page 37

ITEM LINKING annotations. While DEVONthink may not
have some options found in specialized PDF
In addition to the document's standard item
applications, it is still a very capable PDF tool.
link, plain and rich text files support this
alternative item link: PDF files can be imported or indexed.
They can also be created by capturing web
Paragraph Link: Link to the paragraph of
content, directly in DEVONthink or via our
the selected text.
browser extension, Clip to DEVONthink. You

Alternate item links are available in the can also use the PDF Service Save PDF to

contextual menu in the view/edit pane or DEVONthink 3 in the PDF dropdown of the

when holding the Shift key while viewing the print dialogs of most macOS applications.

Edit menu. This will print a paginated PDF to your

database. PDFs often come directly from
text sources, like word processing or page
PDFS
layout applications. The content of these
files should be indexed and searchable when
added to your database.

You can also acquire PDFs from scanned

documents. These files will only have a text
layer if OCR is done on them. For scanned
PDFs without a text layer, you can do OCR
directly in DEVONthink when needed.

Viewing PDFs: When you view a PDF it will

display as single or two side-by-side pages.
Choose the desired option in the View >
PDF Display options. When the document
opens, the pages are viewed as the entire
page or magnified to the width of the view/
edit pane. You can choose how the document
is displayed in the View > Zoom submenu. If
you'd like to always view PDFs with a specific
PDFs are a very common format, from
Zoom option, you can set a default in the
academia and online bill payments to
Files > Multimedia > PDF Display preferences.
equipment manuals. Fortunately, they
Enable Automatically resize then choose
are first-class citizens can be viewed
a single or double page option. The Zoom
and annotated within DEVONthink. The
option used is controlled as shown below:
annotation tools should be familiar and
include options like arrows, text, and link Continuous: Zoom to Width
Non-Continuous: Zoom to Fit

DEVONthink 3.9.6 Documentation, page 38

NAVIGATION BAR address, or drag files from the Finder or
your DEVONthink databases into this field.
In the navigation bar for PDFs, the number of
Add a rectangle annotation.
pages in the document is displayed. Clicking
Add an oval annotation.
on this navigation bar item opens a Go to
Add a line annotation.
page function so you can quickly jump to a
Add a note annotation.
specific page. In addition, there are options
Add a text annotation. Drag to create
to move to the first, previous, next, or last
a text box. To change the font, choose
page.
Format > Font > Show Fonts.. Note only one
font can apply to each text annotation.
EDITING BAR AND ANNOTATIONS
Rotate the current page left (counter-

The navigation bar for PDF files includes the clockwise).

Editing Bar, providing access to editing and Rotate the current page right (clockwise).

annotation tools. Click this and the editing Add a new blank page before the current

bar will replace the navigation bar. The tools page.

available here consist of: Delete the current page.

Reverse the page order of the document.
Select text for copy or highlighting.
Select annotations on the page. Double- The annotation tools in the editing bar are

click an annotation to edit its properties. also available in the Tools > Annotate menu.

Press the ⌦ Delete key to remove the

annotation. CONTEXTUAL MENU

Move or scroll the current page.

In addition to many common contextual
Underline selected text in the document.
menu items there are also a few PDF-specific
Strike through selected text in the
options:
document.
Apply or remove highlighting on selected Automatically Resize: When checked, the
text. The highlight color will be the color zoom factor adjusts to the width of the
selected in Format > Highlight Color. view/edit pane or document window.
Alternately, click and hold to select another Delete Annotation: Deletes the selected
color. annotations.
Add a link to a selected area. Click and Single Page/Two Page (Continuous):
drag over an area to establish a hotspot Displays the PDF as single or double
for the link to be active. For the Link pages. Use the Continuous option to allow
Type, choose Link within PDF, navigate quick scrolling through the pages as one
to another page and click Set to create a continuous document.
link between pages within the same PDF. Previous/Next Page: Jumps to the previous
Alternatively, choose URL and enter a URL or next page.
to an external item. This can be a web site Rotate Left/Right: Rotates the current
page 90 degrees in the selected direction.

DEVONthink 3.9.6 Documentation, page 39

 Insert Blank Page: Insert a new blank page the annotation tools mentioned above will
before the current page. appear here. You can also selectively delete
Delete Page: Delete the current page. annotations in this inspector.
Reverse Page Order: Reverses the order of
the pages in the entire document. ITEM LINKING

In addition to the document's standard

INSPECTORS
item link, PDF documents support these
There are a few inspector panes with alternative item links:
information specifically pertaining to PDF
Page Link: Links to the current page.
documents: Info > Properties, Content
Selection Link: Links to selected text.
inspectors, and Document > Annotations.
Annotation Link: Links to a selected
Properties: The Properties inspector displays annotation.
PDF metadata from some third-party
Alternate item links are available in the
applications, e.g., Adobe Acrobat. This will
contextual menu in the view/edit pane or the
display things like a title, copyright, author,
Thumbnails inspector. The alternate links are
and keywords, if available.
also accessible when holding the Shift key
Content: The Table of Contents inspector while viewing the Edit menu.
displays a PDF's table of contents, if one
exists. You can navigate through the
MARKDOWN DOCUMENTS
document with the section markers in it.
The Thumbnails inspector displays page
thumbnails of the PDF currently displayed
in the view/edit pane. You can navigate
via the thumbnails. You can also, drag to
rearrange the pages, or even drag them out
of the inspector to export them. Alternately,
drag other PDFs into the inspector to merge
one document into another. Commands for
deleting or inserting blank pages are found
in the Tools > PDF submenu. And the Split
Document command becomes available in
the Tools and contextual menus when you've
Markdown is a simple formatting language
selected a page thumbnail.
invented by John Gruber that has gained in

Document: If you are annotating your PDFs, popularity over the past few years. It allows

the Document > Annotations inspector you to write in plain text, using some easily

is where you can see and manage the learned control characters, to produce nicely

document's annotations. Edits made with

DEVONthink 3.9.6 Documentation, page 40

rendered HTML output. With some styling Elements:
and ingenuity, you can create a wide variety
Header: # Header. Prefix each header with
of documents.
the appropriate number of pound signs.
Markdown files can be imported or created Supports header levels 1 through 6.
via Data > New > Markdown text. Link: [Link Text](URL) or <URL>.
Blockquote: > preceding each line in the
Editing: Writing Markdown is essentially the
quote.
same as writing plain text documents. As
Code block: `code terms`. Note: Those
you're writing you can switch easily between
are backticks, found on the tilde (~) key.
a plain text editor and the rendered view or
Fenced code block: ``` - triple backticks
even view both simultaneously using the side-
on a line above and below the code. To
by-side view via the View > Document Display
show syntax coloring in the rendered
commands.
view, see the Markdown Extensions: Prism

When editing the source of the Markdown, subsection below.

DEVONthink's hybrid source rendering Metadata headers: attribute: . As noted

will display many types of formatting or below, these must be the first lines in the

elements as you type. For example, typing document.

**important** will display the plain text in

bold; `{"name":"Audrey Hepburn"}` will
display as a code block, etc. If you'd prefer to
see no formatting in the source code, you can
disable WYSIWYG editing in Preferences >
Files > Markdown.

The currently supported WYSIWYG types,

including CriticMarkup syntax, are:

Formatting:

Bold: **bold**.
Italic: *italic* or _italic_.
Bold-Italic: ***bold-italic***. File Transclusion: A special feature of
Highlight: {==highlight==}. DEVONthink's Markdown handling is support
Underscore: {++underscore++}. for file transclusion. This provides the
Strikethrough: {--strikethrough--}. capability of displaying the contents of one
Subscript: ~subscript~. file inside the contents of a Markdown file.
Superscript: ^superscript^. This supports displaying the contents of:
plain text, rich text, HTML, formatted notes,
sheet, or more commonly, other Markdown
files. For example, you may have several
chapters of a book written in individual

DEVONthink 3.9.6 Documentation, page 41

Markdown files. Use transclusion to view : Use this when
them all as one document with out the need linking to an item in the same group as the
to merge or copy and paste the content Markdown document.
between files, similar to some popular writing : Use this when
applications. linking to an item in a sub-group of the
group containing the Markdown document.
To use transclusion, just enter the desired
: Use this when you
document's name or item link between
are linking to an item in a group outside the
double braces, e.g., {{Chapter 1}}.
group containing the Markdown document.
Transclusion supports filenames with and
For example, if you have common resources
without extensions, relative and absolute
in a specific group, you can link to them
links, as well as item links. It also supports the
using this format.
Obsidian syntax, e.g., ![[Chapter 2.md]].
Linking Images: Regarding keeping track
Styling: Styling your Markdown documents
of your linked images, if you drag or paste
can be done with internal styling or externally
images into a Markdown document, they will
referenced stylesheets. If you have a specific
be imported into a group in the document's
stylesheet you'd like to use globally, you can
location if Preference > Files > Markdown >
specify one in Preferences > Files > Style
Import images to group is enabled. The group
Sheet.. Here are the options:
name is also assigned in the preferences, with

Internal styling: <style type="text/ the default name being Assets. This group

css"> … </style> will also contain images from web content

HTML Link: <link rel="stylesheet" clipped as Markdown documents if the above

type="text/css" href="css/ option is enabled.

styles.css" />
If you enter a name in the preferences
XHTML Link: CSS: css/styles.css.
mentioned above, this will create a subgroup
XHTML headers must be placed at the very
in the location of the Markdown document
top of the document.
and a relative link will be created in the

Note: If no specific styling is applied, the Markdown document. If you add a name

font choice in Preferences > Editing > preceded by a forward slash, e.g., /Markdown,

Rich Text & Note Font will be used when this will create a group in the root of the

previewing Markdown documents. database and an item link placed into the
Markdown text. You can even set a more
Linking: You can reference local images,
precise location, e.g., /Inbox/Markdown/
scripts, and other resources using item links,
Images.
downward-relative (traveling subgroups;
it's not possible to travel up with '..' as Linking Other File Types: If you have enabled

documents can have multiple parents) or automatic WikiLinks > Names & Aliases,

absolute (start with a forward slash) paths. documents can be detected as you write your

Here are examples of linking an image: Markdown. These WikiLinks are active when

DEVONthink 3.9.6 Documentation, page 42

previewing the file and are also preserved Emoji: For a little extra personalization, you
in a website export or conversion to other can type Slack-style emoji, like :grinning:,
formats. directly in the Markdown document.

Drag and drop items into a Markdown

MARKDOWN EXTENSIONS
document to add the appropriate links. Drag
and drop documents while holding ⌘-⌥ will To support some features in Markdown
create a URL with an item link. Dropping that aren't built in, DEVONthink supports a
an image will create a properly formatted handful of known and widely used extensions.
Markdown image link. Drop .mp3 or .mp4 files The first option below requires no user
to insert a playable multimedia link. interaction. The following three can be
enabled in Preferences > Files > Markdown, if
Another option for inserting links into
desired.
Markdown documents, Control-click while
editing and choose Insert Link To from the Highlighting, strikethrough, …: Text notations,
contextual menu. A Markdown formatted e.g., for noting changes are sometimes
link will be automatically inserted for you. necessary in documents. DEVONthink
For images, just add an exclamation point supports the features of the CriticMarkup
before the link if you want it to display in the extension of Markdown. It also supports
rendered document. a few alternate highlighting syntaxes, like
==text== and ^^text^^, found in some other
You can learn more about Markdown and its
Markdown-enabled applications.
syntax on Gruber's Markdown pages or the
MultiMarkdown syntax guide. MathJax: Markdown is often used
in academic situations, many using
Metadata: One of the features of
mathematical equations in their writing.
MultiMarkdown is metadata headers. These
DEVONthink supports the Mathjax extension
allow you to add non-displaying information
that will beautifully render LaTeX coded
about the document, like authors, dates, and
equations in your Markdown documents.
even linked stylesheets. To use the feature,
format the first line of the document with a For more information on how MultiMarkdown
colon, e.g., Author: DEVONtechnologies. This handles equations, please see: Math support
must be the first line of the document. Other in MultiMarkdown.
metadata fields you wish to add must follow
Mermaid: Diagrams can be created in
immediately after this first line.
Markdown documents using the Mermaid
However, if you would like the first line of your extension. Add a line of three backticks as
document to contain a colon, perhaps adding shown```mermaid. Add the diagram code as
notes like Developer: A. Edwards and Re: needed and close the diagram with another
OCR, just add a single blank line at the top of line of three backticks. There are several
the document and the subsequent lines will diagram types available and discussed on the
be treated as normal paragraphs. Mermaid.js website.

DEVONthink 3.9.6 Documentation, page 43

Prism: For those writing code in their ITEM LINKING
Markdown, DEVONthink supports Lea
In addition to the document's standard item
Verou's Prism extension. Just add a line
link, Markdown documents support this
of three backticks ```language- and the
alternative item link:
language you're writing about. For example,
```language-applescript. Remember to Section Link: Links to the section, e.g., an
add a line of three backticks under the code h1 header, of the selected text.
to close it. This displays syntax highlighting
Alternate item links are available in the
of code blocks in the rendered output. Note
contextual menu in the view/edit pane or
it does not affect the Markdown source as
when holding the Shift key while viewing the
you're writing, only the rendered output.
Edit menu.
Note: Not all languages supported by Prism
are available. Additional languages may
HTML-BASED FORMATS
be added in the future if there's sufficient
interest in them.

NAVIGATION BAR

When working with Markdown documents,

you can switch between Preview and Source
modes. There also is a special icon present
in the navigation bar. This switches to Side-
by-Side mode, allowing you to edit and
preview the current document in two side-by-
side panes.

CONTEXTUAL MENU

Markdown documents support the same HTML-based files in DEVONthink include

contextual menu items available with text bookmarks, web archives, formatted notes,
selections in the document source. and RSS articles. These are formats that
are viewable in web browsers and are also
mobile-native.

BOOKMARKS

Bookmarks are exactly the same as the

ones found in your web browser. With
DEVONthink's ability to act as a browser,
bookmarks can be a valuable part of your

DEVONthink 3.9.6 Documentation, page 44

experience. When using File > Import > Technically formatted notes are based on
Bookmarks, you can bring your bookmarks HTML, the language of the world-wide web.
into DEVONthink easily. Though this depends Images are embedded directly into the
on the capability of the individual browser, HTML code so that formatted notes are
you may be able to drag links directly into completely self-contained. The HTML code
your database. You can also capture them is also cleaned from unnecessary tags and
with DEVONthink's browser extension, Clip to an identifying meta tag is inserted that lets
DEVONthink. DEVONthink distinguish formatted notes
from normal HTML pages. Form tags, e.g., for
Note: If you import your bookmarks from
checkboxes and input fields are not removed
a browser, this is a copy operation not
and the status of checkboxes and form fields
a sync, i.e., if you modify bookmarks in
is retained.
your browser, this will have no effect on
DEVONthink's contents. However, you Bear in mind, the underlying markup
can do another import to add the new in formatted notes can't be edited in
bookmarks to your database without DEVONthink. However, you can open the files
duplicating the previous ones. in a compatible external editor, if you'd like.

In addition to importing bookmark files, they Note: Since images are completely
can be created via Data > New > Bookmark. embedded in the documents, the resulting
Just provide a URL and title. If you don't enter file size can grow large very quickly. Resizing
a title, DEVONthink will attempt to detect images before adding them is encouraged.
and use the page title.
HTML Files: are similar to formatted notes,
but they do not preserve the state of
FORMATTED NOTES AND HTML
checkboxes and form fields. You also cannot
Formatted Notes: allow to write simple add images by dragging them into the live
formatted text including embedded images editing view. However, you can edit the
that can be viewed on any system with underlying HTML code using the Source and
just a web browser. While the range of Side-by-Side modes found in the navigation
formatting options is smaller that that of bar.
rich text they are much more compatible to
Formatted notes can be imported or created
today's standards. You can find all available
via Data > New > Formatted note. When
formatting commands in the Edit and Format
using the Notes from Evernote or Folders
menus. When creating new formatted
& Attachments from Notes options in the
notes, DEVONthink will use the font set in
File > Import menu, the imported notes are
Preferences > Editing > Rich Text & Note
formatted notes. HTML files can be imported
Font. Captured or imported formatted
or created via Data > New > HTML page.
notes, e.g., from Evernote, use the font set in
Preferences > Web > Standard Font

DEVONthink 3.9.6 Documentation, page 45

WEB ARCHIVES RSS

Web archives are a special HTML file format RSS feeds are special "web pages" that don't
intended to create offline archives of show as pages but as a stream of news
individual web pages. The downloaded data articles. DEVONthink allows you to keep that
preserves the look and feel of the page very news flowing directly into your databases.
closely. It is often a more useful capture Supporting RSS, RDF, Atom, and JSON feeds,
option when a PDF would generate a very DEVONthink functions as a basic newsreader.
long page since web archives always view at
RSS feeds are treated as a special type of
the size determined by the browsing area.
file that functions as a group. Feed articles
They function in a similar fashion as are downloaded to the feed and saved
formatted notes, so you can actually edit the in a format you specify in DEVONthink's
captured contents and save your changes. Preferences > RSS > Feed Format. The default
This can be very handy for highlighting is Automatic and saves summary files as
passages or removing unwanted elements, HTML. The styling of the HTML articles is
e.g., ads, in a captured web page. Also, since controlled by an internal CSS stylesheet
they are HTML files the underlying markup specified in Preferences > RSS > Feed Style
can be edited using the Source and Side-by- Sheet. Other formats will get their styling
Side modes found in the navigation bar. from the source they're downloaded from.

Note: Web archives can be very useful with Note: When using an option other
web pages using statically linked content. than Automatic as the feed format,
However, some popular and monetized DEVONthink must download the linked
sites get their contents dynamically from content and convert it to the appropriate
other sources, so the actual data is not format.
in the underlying HTML. These pages may
RSS feeds can be created via Data > New >
have missing content due to this, require
Feed. Provide a URL and title. If you don't
an internet connection to display content,
enter a title, DEVONthink will attempt to
and run JavaScript. If you encounter this, a
detect and use the feed's title. You will also
PDF may be a better archiving option.
notice a special feed in this menu: Twitter
Web archives files can't be directly made. Feed. This can be used to import feed articles
They are the result of capturing web content, from a specific Twitter account.
either in DEVONthink or using our browser
extension. EDITING BAR

Note: Web archives made on macOS Like rich text files, editing HTML-based files
Mojave aren't necessarily compatible with (excluding bookmarks) includes the Editing
earlier versions of macOS. Bar. Click this icon and the editing bar will
appear in place of the navigation bar. The
tools available here consist of:

DEVONthink 3.9.6 Documentation, page 46

 Increase the size of the font. Insert > ...: Inserts checkboxes into the
Decrease the size of the font. document.
Set characters to be subscript. Open … in New Tab: Opens a Control-
Set characters to be superscript. clicked image, page, or video in a new
Set bold on the text. DEVONthink tab.
Set italic on the text. Open Image in PhotoStickies: Opens the
Set underlines on the text. image in PhotoStickies.
Set strikethrough on the text. Open Page in Browser: Opens the current
Highlight selected text. This uses the page in your default web browser.
currently selected highlight color. Open Page in DEVONagent: Opens the
Add or edit a link applied to the selected current page in DEVONagent Pro.
text. Reload: Reloads the page from the Internet.
Show or hide the ruler. Place tab stops with Update Bookmark: Updates the URL of this
the mouse, then remove them by dragging document to the current one, e.g., after
them off the ruler. Drag new tab stops (left navigating to a sub-page.
aligned, centered, right aligned, or decimal Update Captured Archive: Updates the
aligned) from the repository at the right contents of a web archive file with the live
side to their desired positions on the ruler. version on the Internet.
Use the mouse to adjust the left and right
Add Page to Downloads: Adds the page
margins and indent.
address to the Download Manager.
Show the Fonts panel.
Download Video: Downloads the video
Show the Color Picker.
using the Download Manager.

CONTEXTUAL MENU
ITEM LINKING
In addition to the contextual menu
Web-based formats currently support no
commands available with text selections in
alternate item links.
a document, HTML based files often include
these items:

Add Page to Reading List: Adds the current

page the Reading List as a bookmark.
Capture …: Captures the Control-clicked
frame, image, link to the inbox of the
current database.
Capture Page: Captures the current page
in the selected format to the inbox of the
current database.
Copy … Address: Copies the frame URL of
a Control-clicked frame, image, page, or
video to the clipboard.

DEVONthink 3.9.6 Documentation, page 47

SHEETS

Use sheets like any other document. Add

new rows using Tools > Sheets > Add Record,
delete rows by selecting them and using Edit
> Delete. Alternatively, use the contextual
menu. Click a cell to edit its content, press
the ⎋ Escape key to stop editing, and use the
Tab or Return keys to navigate from cell to
Sheets contain text in a table and can be cell. Hold the ⌘ Command key to activate a
used to store any kind of tabular data from an link in a cell.
address book to recording health statistics to
If you import tab or comma-delimited files,
employee timesheets. They are made up of
e.g., CSV or TSV files, they will be imported
records, defined by parameters displayed as a
and displayed as sheets. Sheets can also be
form or columns. For example, a simple sheet
created via Data > New > Sheet. You will just
could contain a table of peoples' name, title,
need to provide starting column headings,
and department.
which you can certainly add or take away
When you create a sheet or make changes from later.
to the sheet columns via the Column Editor,
you will specify the column names and their NAVIGATION BAR
types. An explanation of the data types can
The Navigation bar displays the current
be found in the Data section of the appendix.
record and the total number of records in the
Sheets can be displayed as a table or a form sheet. Clicking on this information opens a
via the View > Document Display menu or Go to record function so you can quickly jump
using the and buttons in the navigation to a specific record in the sheet. In addition,
bar. The table view is similar to standard there are options to go to the first, previous,
spreadsheet views. Form view is similar to next, or last records.
the record view e.g., in FileMaker.
EDITING BAR

To make working with sheets even more

efficient, DEVONthink includes the editing
bar with some basic tools:

DEVONthink 3.9.6 Documentation, page 48

 Add a new record to the sheet. ITEM LINKING
Duplicate the current or selected records.
Sheets currently support no alternate item
Delete a new record from the sheet.
links.
Add a new column to the sheet.
Displays the Column Editor to allow editing
and managing the columns. IMAGES, AUDIO, AND VIDEO
Delete a column from the sheet.

In Text Alternative, there is one more option

in the editing bar: Delete Selected Column
allows you to delete a column. Just click on
the column header you want to delete, then
this option is enabled.

CONTEXTUAL MENU

There are a few sheet-specific contextual

menu items available when you're Control-
clicking in a sheet.

Cut/Copy/Paste: Cuts, copies, or pastes

whole records in a sheet. Use them, for
example, to duplicate records. Pasting DEVONthink uses macOS core technologies

always pastes as the last record in the to display images and videos, and also play

sheet. audio. Interacting with images uses the same

Delete Records/Columns: Deletes the controls you are used to, like pinch to zoom

selected record(s) or column(s). in and out, two-finger tap to zoom to width,

Edit Columns: Displays the Column Editor and even two-finger rotation in 90 degree

to allow editing and managing the columns. increments. Audio and video files display the

New Column: Creates a new column in the familiar macOS controls.

sheet.
Images, audio, and video files can be
New Record: Creates a new record in the
imported. Also in DEVONthink's Sorter you
sheet.
can capture the screen to an image, as well as
Duplicate Record: Duplicates a selected
record audio and video notes.
record in the sheet.

Note: Despite any visual or behavior EDIT PANEL

similarities with Microsoft Excel, sheets

When working with images, double-clicking
are not spreadsheets and therefore do not
opens an edit panel with three tabs. The
provide functions and formulae.
Adjust tab allows you to do some basic image
editing, like adjust exposure, saturation,

DEVONthink 3.9.6 Documentation, page 49

adding a sepia tone, etc. The Effects tab Note: Edits to or copying an image via
provides some simple pre-defined image contextual menu items produces an
effects. The Details tab displays metadata uncompressed TIFF file. These files can
about the image, including EXIF metadata be quite sizable, but are also saved in a
and a map of the geolocated origin of the file. lossless format.

NAVIGATION BAR ITEM LINKING

For audio and video files, there is a special In addition to the document's standard
option available in the navigation bar: the item link, audio and video files support this
playback time. This displays the current time alternative item link:
of playback (audio and video only). Also,
Frame Link: Link to the current time of
if you click the time it shows a Go to time
paused media.
function so you can quickly jump to another
time in the playback. Alternate item links may be available in the
contextual menu in the view/edit pane or via
CONTEXTUAL MENU the Action menu (gear icon) while the media
is paused. The alternative command is also
There are a few media-specific contextual
accessible while holding the Shift key while
menu items available, excluding common
viewing the Edit menu.
ones related to magnifying the image. In
addition to the standard controls, e.g., Note: We sometimes get inquiries
volume, playback position, etc., some of the about including entire photo libraries in
same contextual menu options are found in DEVONthink, e.g., from Photos, Lightroom,
the action menu for these files. etc. While it's certainly possible to
include images in your databases, please
Rotate Left/Right: Rotate the image
understand DEVONthink is not a digital
left and right. The image is saved in an
asset management application. If you
uncompressed TIFF format.
want to include some images on a per
Flip Horizontal/Vertical: Flip the image on
project basis, perhaps for journaling or
the chosen axis. The image is saved in the
genealogy, etc., that works fine. If you are
lossless TIFF format.
trying to have an image archive, searchable
Edit: Opens the Edit panel.
by media-specific metadata, you'll be
Copy Image: Copies the image or current
better off using an application built for this
video frame to the clipboard. When used
specific purpose.
with an image, an uncompressed TIFF file
will be captured.
Set As Thumbnail: Makes the current frame
the thumbnail of the video (only available
when the video is not playing).

DEVONthink 3.9.6 Documentation, page 50

OFFICE DOCUMENTS, EMAIL, directly editable in DEVONthink. However, it
AND OTHERS does support importing and indexing these
particular document types:
DEVONthink is the central hub for many
environments, from home to office, and you Apple Pages, Numbers, and Keynote from
are likely using several other applications Apple's iWork suite
along side it. As often mentioned, Word, Excel, and PowerPoint from
DEVONthink supports importing many file Microsoft's Microsoft Office suite.
types; some editable, some not. If a format Files from supporting applications, like the
is text-based, like XML files, they may be OpenOffice or LibreOffice suites.
directly editable. But even if a file is not Files from the popular macOS Mellel word
editable, it may be searchable. This section processor.
is obviously not exhaustive in what kind of
These formats can only be imported, however
files can be added to DEVONthink, but if
it is possible to add template files of these
you have a format we haven't discussed, the
formats. For example, you may have a
easiest thing to do is just try importing it.
boilerplate Pages document you often use.
Any failures will be reported in Window > Log.
This could be added as a template to quickly
add to your database, then opened and
EPUB
edited in Pages. See the appendix for a bit
EPUB files (.epub) are a popular format, more information.
commonly used for digital books (including
our manual). While they can't be edited EMAIL
in DEVONthink, their contents are fully
Imported email messages have their
indexed and searchable, making them a viable
contents indexed (excluding the contents of
resource in your databases.
attachments). This makes them searchable
Navigate an EPUB file in the Content > Table and a valuable asset, whether you're archiving
of Contents inspector or choose the View > email for personal or professional reasons.
Document Display > Text Alternative view.
When searching an EPUB file, the view/edit TEXT AND BEST ALTERNATIVE
pane will switch automatically to the Text
For some document formats, e.g., email
Alternative view to display the search hits.
messages or Word documents, DEVONthink
only allows you to select and copy text in
OFFICE DOCUMENTS
the Text Alternative view. If DEVONthink is
Word processing, spreadsheet, and able to interpret and convert the document
presentation applications are common in format, you can use the and buttons
many situations. When using the proprietary in the navigation bar to switch between a
formats from these applications, like view that allows you to select, copy, and drag
Microsoft Word documents (.doc, .docx) text or the Quick Look view showing a more
instead of rich text files, these formats aren't "accurate" view of a file.

DEVONthink 3.9.6 Documentation, page 51

Also note you will have text-related LINKED FILES
contextual menu items available when
On occasion we get an inquiry about
you can make text selections in the Text
importing files with linked assets, like Adobe
Alternative view of a file.
Illustrator or InDesign files. While it's certainly
Note: For uneditable formats, DEVONthink possible to import these, the links will be
uses Quick Look to display the file, broken if you try to import a folder structure
provided an appropriate Quick Look plugin containing the links. Groups in DEVONthink
or application providing one is installed. If a do not exist in the file system, so the groups
document you want to view in DEVONthink that are created when you import a folder
does not show a Quick Look preview, you structure from the Finder don't exist as
may need to contact the maker of the real folders in the database. The files inside
source application and ask them to add the folders are imported into the internal
Quick Look support. structure of the database, so their paths are
not pointing to the groups in the database.
CONTEXTUAL MENU ITEMS
If you want to include these kinds of files in
Contextual menu items aren't available your databases, you could keep the linked
in Quick Look views, e.g., Control-clicking files external and only import the documents.
in a PowerPoint file. Also, when using the You could also index the complete folder
Text Alternative mode for these files, some structure containing your files into the
but not all contextual items related to text database, leaving them where they are in the
selections are available. See also p. 227ff Finder. Since the paths aren't changing, the
links would be preserved when you open the
ITEM LINKING documents.

No alternate item links are available for non-

native formats.

DEVONthink 3.9.6 Documentation, page 52

 IN & OUT

IN THIS CHAPTER When you drag-and-drop files or choose File

> Import > Files and Folders, files are copied.
Importing & Indexing 53
This does leave the originals in the Finder,
Drag & Drop 57
which you can choose to keep or delete. But
Sorter 58
note there is no connection between the
Archiving Email 58
files any longer. Editing the file in the Finder
Sync 61
after importing has no effect on the file in
Capturing Paper (Image Capture) 70
the database, as the database has a copy of
Capturing Paper (Other Options) 72
it. If you want to access and edit the files, do
Extensions and Bookmarklets 73
so from inside DEVONthink.
Web sharing 74
Services 78 If you hold the ⌘ Command key when you
PDF Services 79 drag into DEVONthink, the file will be moved,
Third-Party Applications 79 not copied, into the database. If you are using
File > Import > Files and Folders, you can
DEVONthink is not an island. It integrates
click the Options button and enable Move
with the rest of your Mac and iOS devices
Originals to Trash.
in a variety of ways to make it easy for you
to add data to DEVONthink. There are even
INDEX
some options that allow you to share your
data with friends and colleagues. Creates links to files outside the database.
This allows more direct access to the files in
the Finder by other applications or people.
IMPORTING & INDEXING
A common example is people using a cloud
When it comes to getting data into your service like Dropbox and indexing folders
databases, there are two fundamental in the local Dropbox folders. DEVONthink
methods to consider: importing and indexing. indexes the content and metadata for use
with classification and other content-related
IMPORT functions, just as it does with imported
items. Do note while indexing doesn't copy
Importing copies files into the internal
the contents of the files, the full text of
structure of the database. This creates a
text-based is stored. This can still take up a
portable, self-contained database that can
considerable amount of space.
be moved as a single file. This is the default
behavior of DEVONthink. Finder files and folders can be indexed using
File > Index. You can also hold ⌥⌘ while
dragging and dropping into your database.

DEVONthink 3.9.6 Documentation, page 53

When you do, you will see a curved arrow
on the cursor while dragging, indicating the
items will be indexed. Indexed items with
have a small square Finder icon to the right of
the item's name.

INDEXING AND THE FILESYSTEM

Indexing is not the default option for getting

files into your databases. This is not only
because importing creates a singular,
portable database, but also due to some
technical things that must be considered When indexing items into DEVONthink,
when indexing. Here are a few behaviors you you can index a file, an individual folder,
should know and understand before indexing. or a parent folder, i.e., one containing
subfolders. In the image shown, the
With indexing, the integration with the
"DEVONtechnologies" folder is the parent
filesystem is very tight. When you rename a
folder and could be indexed with all its
file in DEVONthink, the file's name changes
contents included. You could also index an
in the Finder. If you rename in the Finder, the
individual folder, e.g., the "Data" folder, which
change should be automatically reflected in
would be treated as a parent folder for its
the database. DEVONthink tries to keep the
contents. And you could also index individual
group in the database and the folder in the
files within or outside of any folders. Each
Finder in the same state. Also, if you move
of these options has specific behaviors you
a non-indexed file into an indexed group or
should be aware of, covered below.
create a new file in an indexed group, the file
will be moved to the external indexed folder, a Updating indexed files: In general use,
process we call "deconsolidation". DEVONthink can usually detect filesystem
changes of indexed folders and will update
the indexed group in the database. However,
there are two things to be aware of regarding
automatic updating of indexed files.

Files synced by other applications: If

you are indexing files in a folder synced
by another application, e.g., iCloud or
Dropbox, you may need to use the File
> Update Indexed Items command to
manually update the indexed group.
DEVONthink does this to avoid causing
a discrepancy in the data for the other

DEVONthink 3.9.6 Documentation, page 54

 application. Also, a particular process housekeeping. Perhaps you are running low on
may not generate a filesystem event space on the internal drive and need to move
for DEVONthink to detect a change has an indexed folder to a connected external
occurred. drive. Open the Tools > Inspectors > Generic
Individually indexed files: While it's Info inspector, you can click the down arrow
certainly feasible to index individual files, next to the Path title, choose Select, and
be aware these files won't be updated select the parent folder in its new location.
automatically. This is due to the potential DEVONthink should update the stored paths
overhead of watching many individual files to point to the Finder folder and its contents
versus watching one folder. In this case, in the new location.
you can also use the File > Update Indexed
Items command or the file will be updated
when you select it again.

Note: If for some reason you'd like to

control whether DEVONthink updates
existing or deconsolidates new files,
there are two See also p. 253ff
regarding the behavior of indexing:
DisableAutomaticUpdatingOfIndexedItems
and DisableAutomaticDeconsolidation.

Moving Indexed Items: DEVONthink stores

individually indexed items by its absolute
path in the filesystem. If you move an
individually indexed file or folder, it will
disappear when the database updates or be
reported as missing. This is because the item
no longer exists in the indexed location, so
Deleting Indexed Items: When deleting
the absolute path points to nothing. If you
indexed items, you will see one of two
move a file or subfolder inside an indexed
warnings when you empty the database's
parent group, the change should be reflected
trash, depending on how you've indexed
in the database or the Finder. The parent
the item. With individually indexed files or
folder still exists in the same location and
an indexed parent folder, you will see the
DEVONthink can adjust for the changed
warning above prompting you to choose
relative paths within it.
whether to delete the item from the file

While it's generally best to index fairly system or just the reference in the database.

static locations, i.e., ones that you won't In this instance, DEVONthink is prompting

be relocating or renaming, sometimes you to make sure you aware of the potential

it becomes necessary to do some removal of a top level indexed item.

DEVONthink 3.9.6 Documentation, page 55

 database - will affect both databases as the
indexed item is pointing at the same item in
the Finder.

Note: While you cannot replicate files

across database, the duplication of an
indexed file across databases can provide
you with a similar behavior. However,
the files will not be marked as duplicates
since duplicates are not detected across
databases.

Replicating Indexed Files: Replicating indexed

files within a database, individually or within
parent folders, has no effect on the files in
the Finder. Replicating only adds a record
of another instance of the file. However, if
you delete a replicant of an indexed file and
If you delete a subgroup or file in an indexed empty the database's trash, this will have
group and empty the database's trash, you no effect on the files in the Finder. They will
will be shown the a warning there are indexed remain intact.
items detected in the trash. You can choose
to Remove Imported Items which will not Indexing Cloud-synced Folders: One of

delete indexed files. Choose Remove All the common uses of indexing is to keep

Items to remove both indexed and imported a local folder in a cloud-synced location,

files when emptying the trash. Indexed files e.g., Dropbox, and have access to the files

will be moved to the system trash from within DEVONthink. While this is certainly

their location in the Finder. In this situation, supported, be aware that changes made to

DEVONthink is modifying the content of the the local folder, especially when the cloud

indexed parent to ensure both the Finder and service syncs changes to the local folder,

database's contents match. the changes may not always be detected

by DEVONthink. In that instance, you can
Duplicating Indexed Items: When you manually update the indexed group by
duplicate an indexed item, the behavior selecting and hoisting it via the disclosure
depends on if you're duplicating with triangle or choosing the File > Update Indexed
a database or across databases. if you Items command. Also, you should only index
duplicate the item in the same database, local data, e.g., on the local hard drive or
a copy will be created in the Finder in connected drives. DEVONthink doesn't
anticipation of potential changes. If you support indexing data that resides only in the
duplicate the item into another database, no cloud.
copy will be created in the Finder. However,
changes made to the item - in either

DEVONthink 3.9.6 Documentation, page 56

Lastly, if you are indexing content and want Inside DEVONthink, you may be able to
to sync the databases between devices, drag content from a file into the database.
please review the Indexing and Sync section. If you have an email message with an
attachment imported into your database,
Due to the flexibility of DEVONthink, it's
you can drag the attachment out as a
possible to have a database containing both
separate file.
imported and indexed files.
With some file types it's possible to select

Note: While DEVONthink can handle large text and drag it out to create a new file.

amounts of data, it is inadvisable to import DEVONthink will attempt to create the

or index uncurated data, like entire hard most appropriate file type.

drives or your Home directory. You should

Note: With the last two options, you may
be judicious in what you put into your
be able to drag-and-drop content between
databases.
files.

DRAG & DROP OUT

The Mac has always been an an environment DEVONthink isn't just a receiver; it also allows
with rich drag-and-drop support. drag-and-drop of its files too.
DEVONthink is a well-behaved citizen in this
regard. Here are some ideas: For email applications lacking good
automation support, drag a document onto

IN its dock icon or into a draft email to attach

it.
The easiest way to add data to DEVONthink, Drag documents or groups to the Finder as
other than creating the documents directly a quick export option. When you do this,
inside the application, is to drag files or DEVONthink will apply tags you've added to
selected data, e.g., text, images, etc., into a the documents also to the exported files as
DEVONthink window. Finder tags.
If you need to upload a document to
Drag files from the Finder into a database.
a website, drag the document in the
Holding certain command keys will allow
database to the page or the upload sheet,
you to copy, move, or index them. See also
if the site requires it. Note that groups
p. 53ff
can't be added this way. You'd need to drag
Drag files from the Finder to DEVONthink's
the group to the Finder first, then to the
dock icon. Files will be sent to the default
site.
destination.
With applications supporting drag-and-
INSIDE
drop, you can drag data between them
and DEVONthink. For example, you can And obviously DEVONthink allows
drag messages from Apple Mail into your dragging database items inside itself for
database or DEVONthink's dock icon. reorganization.

DEVONthink 3.9.6 Documentation, page 57

 Dragging: Moves items, by default. found in a search. When docked, the Sorter
Option-Dragging: Duplicates items to the will lock open during a search so you can
dropped location. easily drop files into the desired location.
Option-Command-Dragging: Replicates
The Sorter's other views allow for quick and
items to the dropped location. Note you
easy note creation. It supports these note
cannot replicate a file to the same location
types:
as the dragged file.

Take Note: Create text notes in plain or

SORTER rich text, Markdown, or formatted note

formats.
The Sorter is a multi-purpose utility built into
Voice Note: Record an audio note.
DEVONthink providing options for adding
Video Note: Record a video note with the
files and creating various types of notes.
built-in camera.
When enabled in Preferences > Sorter, it
Screen Capture: Snap screen captures with
is found in the menubar at the top of your
the option of adding metadata, e.g., tags,
screen — displayed as DEVONthink or the
rating, etc. directly into DEVONthink.
nautilus icon — or docked to the side of
your window. Details about the views and The Sorter allows you to clip web content as

controls of the Sorter are covered in the well. It also functions as the interface to the

Sorter section of the Windows chapter. Clip to DEVONthink browser extension.

Clip content from the current page in your

default web browser.
Clip content from a URL detected on your
clipboard.
Clip content via Clip to DEVONthink or
enter information and a URL manually, if
desired.

All these methods give you the option of

capturing the content in a variety of formats,
with or without extra metadata, directly into
your DEVONthink databases.

The first view of the Sorter is the Navigation

view. Access your favorites, or browse and ARCHIVING EMAIL
search for groups in the open databases.
Email is an important item in many
Double-clicking a found group will open it in
situations, both professional and personal.
a new DEVONthink window. Drag and drop
DEVONthink allows you to import email
files on the Sorter to quickly file them in a
messages directly from supported email
favorited group, an inbox, or a location you've

DEVONthink 3.9.6 Documentation, page 58

applications. It also allows you to import In addition to speeding up the transfer
UNIX mailboxes (.mbox files) that can be of email messages from Apple Mail to
exported from some other email clients. DEVONthink, the plugin adds an Add to
DEVONthink 3 command to the Mailbox
and Message menus of Apple Mail. This
allows you to directly archive selected
messages or mailboxes to your DEVONthink
database while inside Mail. 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 plugin installed.

Note: We highly recommend you install

the Apple Mail plugin as the AppleScript
Beyond dragging and dropping emails from implementation in Apple Mail is slow.
an email client, you can select the View > Also, due to limitations in the AppleScript
Import command to show the Import sidebar. interface of Mail it's not possible to archive
DEVONthink currently supports the following complete conversations from Apple Mail
email applications: without the plugin installed.

Apple Mail
IMPORT OR ARCHIVE
Microsoft Entourage
Microsoft Outlook When it comes to archiving email, the
question arises: "Do I use import or archive?"
The imported email messages are saved
Here's the simple way to understand it:
in their original file format (.eml) and
are displayed using QuickLook. MailTags Import Email: While Import can be used on
metadata on the messages is preserved as a mailbox, it is generally used on selected,
tags. In addition, the "read" and "flagged" individual emails. This is especially useful
status of email messages are transferred when using a filtered view, e.g., filtering
from Microsoft Entourage and Microsoft by a date range or recipient. You'd select
Outlook independently from your settings in those files and use the Import option.
Preferences > Files > Emails. Archive Mailbox: As the name implies, this
command can only be used on selected
DEVONthink communicates with your email
mailboxes. The mailbox will be imported
application using either AppleScript or, if
into a special Emails group. DEVONthink
you are using Apple Mail, through a special
will attempt to preserve the mailbox
plugin that implements a direct link between
structure shown in the email application.
Mail and DEVONthink. If the plugin is not
This is very useful for archiving a mailbox
automatically installed select DEVONthink >
and keeping it up to date. Since previously
Install Add-Ons to install it.

DEVONthink 3.9.6 Documentation, page 59

 imported emails are excluded from the PROBLEMS IMPORTING OR MOVING EMAILS
mailbox view, subsequent visits to the
Briefly discussed in the Appendix, the UUID
Import sidebar will only show newly
is a value given to each item in DEVONthink.
received emails. Using the Archive Mailbox
It is unique to each item and more than one
option will import only those new emails
item can't have the same UUID. When email
into the existing Emails group in the
messages are imported, they are given such
database.
an identifier based on metadata from the
Depending on the settings in Preferences > actual email. This means you can't import the
Files > Emails > Conversations, DEVONthink same message into a database more than
can attempt to import complete once, as that would result in more than one
conversations and optionally group them. file having the same UUID. This will be shown
in DEVONthink's Window > Log. It can also
Note: Email threading is not an exact
cause issues when moving messages between
process. There has also been no standard
databases. If you already imported messages
defining relationships between messages
into a database and forgot you did, trying to
for a very long time. DEVONthink will
move the same email into it will fail.
attempt to thread the conversations, but
cannot guarantee all related emails will be In Preferences > Email you can enable
detected. Previously imported will become replicants to
import the messages into the same database
IMPORTING UNIX MAILBOXES as replicants. However, this still will not allow
moving messages into databases already
UNIX mailboxes (.mbox files) exported from
containing those emails.
some email applications, e.g., Thunderbird
or Postbox, can be imported into your
REPLYING AND SENDING
database. There is no mailbox structure in
these exported files so multiple mailboxes To reply to an archived email message,
have to be exported and imported separately. Control-click it in the item list and choose
They can be imported into DEVONthink in Send Reply. A draft message will be
one of two ways: composed in your default email application.

File > Import: Use File > Import > UNIX Choose Send by Email to email a selected
Mailboxes, then select the .mbox file in document from the item list.
the Open dialog and press Open. This will
Note: The inter-application communication
import the messages into a group in the
capabilities of the email client you are using
current location.
determine how well these two commands
Drag and Drop: Drag and drop the .mbox
work. If the commands aren't producing
file onto DEVONthink's dock icon to import
the expected results, check with the
the messages into your database.
developer about what kind of interactions
they allow between applications.

DEVONthink 3.9.6 Documentation, page 60

SYNC

Before we discuss particular details of sync of a database. Changes are made locally
methods, take a moment to check out the then synced through the sync location to the
Preferences > Sync section. This gives you an connected devices.
overview of the preference pane where syncs
The only variations are:
are set up. Additionally, you will find a short
glossary of sync-related terminology in the If the second machine already has a
Appendix. opened copy of the database, you will have
the option to merge with the sync data in
SYNC SIMPLIFIED the sync location.
Using a Bonjour sync, in which you'd import
Sync is an incredibly simple concept. You
and sync directly between devices.
have a database on one machine. You want
that database on another machine. From That's it. Every sync is conceptually the same.
the machine with the database, you upload The differences you find are the requirements
the database to a sync location accessible of the particular sync method, e.g., Dropbox,
from both machines. On the machine without and are covered below. Bonjour and local sync
the database, you'd access the same sync stores show a few more specific (but simple)
location and import the database. This way, steps, but they all follow the same essential
every device, Mac or mobile, has a local copy pattern shown here:

DEVONthink 3.9.6 Documentation, page 61

 Enable a location (with or without an If you copy the database (.dtBase2 file)
encryption key). between machines, that is clearly a true copy
Upload a database to the sync location. of the database. Also, importing a database
Enable the same location in DEVONthink via sync logically yields a true copy of the
on another Mac or DEVONthink To Go in database. True copies are databases that
iOS (using the same encryption key, only if have the same internal identifier (UUID).
specified).
What is an encryption key?: Regarding
Import from or merge a database to the
the privacy of your synced data, all sync
sync location.
methods allow you to specify an optional
Repeat as needed.
(but recommended) encryption key for a
sync location. The key is an alphanumeric
BASICS AND HOW TO
string of your choice and length. This key
This sync section isn't long because it's is used to "scramble" or "descramble" the
complicated; it's long because of the variety sync data using AES-256 encryption and
of options available. While the basics of sync the data is stored in an encrypted state.
are very simple, questions will arise and there All databases synced to a location using an
are details to be covered. Below we answer encryption key will sync encrypted data. If
some common questions, then describe you specify a key when syncing, you must use
specifics per sync method. the same encryption key when setting up the
same sync location on other devices running
What is a sync store?: A sync store is a folder
DEVONthink or DEVONthink To Go.
on a server or service (the 'sync location')
that DEVONthink uses to store sync data Note: Bonjour syncs don't allow you to
for your syncing databases. Give it a name explicitly specify a key, but the sync data is
made only of alphanumeric characters. A encrypted by default.
concatenated name, e.g., Research_01 can
Can I encrypt after I've already synced?: It
be used. Note this folder is only for use by our
is not possible to simply add an encryption
sync engine.
key after syncing as DEVONthink cannot
What is a 'copy of the database'?: One encrypt already synced data. Indeed, if you
detail to understand about syncing: Only add, remove, or modify an encryption key
true copies of a database will sync together. post-sync, you will see Invalid encryption
Two databases having the same name but key warnings in the Log window. In order to
created independently are not the same switch to an encrypted sync, you'll need to
database. These databases will never sync clean the sync location first. Control-click
together. This is also why you shouldn't the sync location and choose Clean Location.
create a database on the receiving machine, After the clean has been successfully
hoping to "fill it up" with data from the source reported in the Log window, Control-click the
database. sync location again, modify the encryption
key as desired, then enable databases to sync

DEVONthink 3.9.6 Documentation, page 62

again. However, remember that changing or throttled, the speed of the sync will be
removing the key will require making that affected. Syncs on your local network, e.g.,
change in DEVONthink or DEVONthink To Bonjour, are much less likely to be affected.
Go if they are syncing with the same sync
location. INDEXING AND SYNC

What are the Local and Remote sections Often people index content from the local
for?: As noted above, a database must repository of a cloud service like Dropbox.
be local to the machine so it must either The question then arises: "If I have my data
be open in DEVONthink or imported from on Dropbox' servers and I sync to Dropbox
the sync location. For a non-Bonjour sync via DEVONthink, aren't I just using twice the
location, Local section of the Databases space?" The answer is practically, yes. In the
list displays all local open databases. For a Show Info for a sync location in Preferences >
Bonjour location, the Local section displays Sync there is an option Synchronize contents
databases that are open both on the local of indexed items. Unchecking this will sync
machine and the Bonjour server machine. only the metadata for the files, not the
The Remote section displays any databases contents. However, you should only disable
that aren't open locally or those that have this option if:
never been imported to the local machine.
You are syncing another Mac, linked to
You cannot sync to a remote database. It
your Dropbox account, and having the
must be imported locally, then you sync the
local Dropbox folder in the same relative
local copy.
location. The default location is ~/Dropbox.
How quickly will it sync?: DEVONthink's If the locations are different, the files will
sync does not run constantly. To balance appear as missing on the second Mac.
performance and reduce unnecessary You are not syncing with our mobile
network noise, it syncs on an interval. While application, DEVONthink To Go.
the interval can vary by sync method, a good DEVONthink To Go does not support
standard to consider is: sync will initiate indexed items. Also, if you are using
up to 45 seconds after a change is saved the Download Files: On demand option
in a database and every 4.5 minutes of idle in DEVONthink To Go, you could never
time when set to Automatic. You can set a download the contents since the contents
different interval, noting a longer interval, are not present in the sync location.
e.g., Hourly, can help lessen the resource load.
For the most flexibility, it is advisable to
Another consideration with a remote sync ensure you have enough storage space for
is the quality of the network and server syncing.
responses. If your network is slow or poor
quality or the remote servers are slow, not
responding quickly, or bandwidth is being

DEVONthink 3.9.6 Documentation, page 63

BONJOUR Note: Bonjour does not function over
VPNs. This is a technical limitation of the
technology, not DEVONthink.

Bonjour Setup:

Step 1: On the machine acting as the

server, open Preferences > Sync and press
the Bonjour Options button.
Step 2: Click Enable Incoming Connections
to use this Mac as a Bonjour server of
its databases. Optionally, have closed
databases open when a client initiates a
sync.
Step 3: Enter a mandatory password. This
Bonjour (also called a direct connection) is
password is required for other devices to
technology you are almost certainly already
act as a client of DEVONthink's. If you are
acquainted with. If you have a wireless printer
working with an IT department who has
or scanner and notice how your Macs and
assigned a port for you, or you have a port
mobile devices can see those devices by
you'd specifically like to use, enter it in the
name with no setup by you, they are using
Port field. Otherwise, leave this blank and
Bonjour. Bonjour is a way for devices, or
DEVONthink will assign one for you.
services like DEVONthink's sync, to broadcast
its presence on a network without requiring The Mac with Bonjour enabled should now
technical know-how by the user. be visible as a sync location to other devices
on your local network. On the other devices,
When it comes to syncing, a Bonjour sync
enable it, enter the password, and you can
deals directly between devices. One device
import databases or sync existing databases
acts as a server, the other a client to that
directly with it.
server. The participating devices must be
on, running DEVONthink or DEVONthink Note: You should never use more than
To Go, and on the same network. There one device as a Bonjour server for a given
is no intermediary location where data is database.
stored. This is much faster than uploading
all data to some server on the internet and LOCAL SYNC STORE
downloading it again on another device. But,
A local sync store is a specialized folder
when you leave your office and you haven't
containing sync data on your local machine or
synchronized your databases, you'll need to
connected drives and servers. This is a very
wait until you come back another day.
fast and reliable sync method for Mac-to-Mac

DEVONthink 3.9.6 Documentation, page 64

syncing. You can use one sync store to sync Note: Due to technical limitations, a local
multiple databases or create more than one, sync store currently cannot be used for
e.g., one for a particular group of databases. Mac-to-mobile syncing. iOS doesn't have
the ability to mount file servers.
Setup a new local Sync store:

Step 1: Open Preferences > Sync and enable ICLOUD (LEGACY)

the Local Sync Store option. If you already

have one created, click the + button and
choose Add Local Sync Store.
Step 2: In the sheet that appears, navigate
to the location you want to save the
sync store. Enter a name and an optional
encryption key, if desired. Then press Add.
Step 3: When the location is created,
select it and enable the databases you
want to sync in the Databases list on the
right.

Setup an existing local sync store:

As most Apple devices are logged into your
Step 1: Locate the local sync store
Apple ID, iCloud is the simplest method to
(.dtCloud) file in the Finder.
set up and sync with. Since it's logged into
Step 2: Double-click the sync store or drag
your personal account, it can only be used
and drop it into the Locations pane in the
for syncing with your own devices. If you
Sync preferences.
want to keep your databases in sync but
Step 3: If you used an encryption key when
not share them with others this is a great
you first synced to the existing location
choice. We strongly recommend an iCloud
from another machine, select the sync
plan with enough storage. Here are the simple
location and press the Info button to open
instructions to set it up.
the Info popup. Enter the appropriate
encryption key. iCloud Setup:
Step 4: When the location is created,
Step 1: Open Preferences > Sync and enable
select it and you should see any importable
the iCloud (Legacy) option.
databases listed in the Remote section of
Step 2: Enter an optional encryption key, if
the databases list.
desired. If you are already syncing to this
Step 5: Double-click a database you want
location from another machine, you must
to import, saving it to a safe location,
enter the same key you used. Leave it blank
e.g., the Databases folder in your Home
if you didn't use an encryption key.
directory.
Step 3: Select the sync location and enable
the databases you want to sync in the

DEVONthink 3.9.6 Documentation, page 65

 Databases list on the right. If you already
synced from another machine, double-click
a database in the Remote section, saving it
to a safe location, e.g., ~/Databases.

One thing to realize with iCloud syncing, the

sync is done locally. After sync is finished,
iCloud uploads to Apple's servers, then to
devices using your Apple ID. This means
databases may not be immediately available
to sync on the other devices. The initial
sync requires patience, as DEVONthink has
no control over the speed and reliability
CloudKit Setup:
of iCloud's process. It syncs to the iCloud
folder, iCloud does the rest. See the CloudKit Step 1: Open Preferences > Sync and enable
section below for an alternative option. the CloudKit (iCloud) option.
Step 2: Enter an optional encryption key, if
CLOUDKIT (ICLOUD) desired. If you are already syncing to this
location from another machine, you must
Utilizing the same active iCloud account, the
enter the same key you used. Leave it blank
CloudKit option offers a single-stage sync
if you didn't use an encryption key.
with the same simple setup as the iCloud
Step 3: Select the sync location and enable
(Legacy) method. However, with this option,
the databases you want to sync in the
the sync is directly to Apple's servers. This
Databases list on the right. If you already
can appear to be a bit slower than the legacy
synced from another machine, double-click
option, but once the sync is finished the
a database in the Remote section, saving it
files are already uploaded without having
to a safe location, e.g., ~/Databases.
to wait for iCloud to sync on its own. This
also conserves space as no sync data is
temporarily stored on the local machine's
hard drive. The instructions are essentially
the same as setting up iCloud (Legacy).
You're just choosing the CloudKit (iCloud)
option instead.

DEVONthink 3.9.6 Documentation, page 66

DROPBOX done on other devices you are setting
up this same Dropbox sync location.
Once the authentication is allowed, you
subsequently can add and remove other
Dropbox sync locations in DEVONthink.

If you are using a Dropbox sync and also the

Dropbox application, it is advisable to exclude
If you have a Dropbox account you can use the DEVONthink Packet Sync folder inside
it just like you'd use WebDAV. DEVONthink the Apps folder from being synchronized with
creates a private folder for its sync stores your Mac. This keeps the Dropbox app from
and so keeps its data separate from your wasting valuable disk space and bandwidth
photos and other documents. Of course it by re-downloading all changes you've made to
does not get access to anything except its your databases, and from spamming you with
own files. Dropbox and DEVONtechnologies notifications.
respect your privacy.
Step 1: Click the Dropbox icon in the
The setup for a Dropbox sync location is menubar at the top of your screen,
essentially the same as for iCloud. However, then click the account icon and choose
there are two differences of which to take Preferences.
note: Step 2: Select the Sync tab and click the
Choose folders to sync button.
Sync Store Name: You will have to enter a
Step 3: Select the Apps folder, and uncheck
Sync Store Name. This is where the sync
the DEVONthink Packet Sync folder.
data will be stored in the Apps folder of
Step 4: Click the Update button and okay
your Dropbox account. You can add more
the removal of the local data.
than one sync location, if desired.
Authentication: Since the Dropbox sync Note: Due to Dropbox' API restrictions,
connects and syncs directly with the you cannot sync between Dropbox
Dropbox servers, you are required to accounts, .e.g., between yours and a
authenticate the connection. When you colleague's account. Also it is not possible
first enable a Dropbox sync location in to connect DEVONthink to more than one
DEVONthink your default web browser Dropbox account at a time.
will open and ask you to allow access
to our sync engine. This will need to be

DEVONthink 3.9.6 Documentation, page 67

WEBDAV DEVONthink to connect to the WebDAV
server.

Note: A typical complete path would

be similar to: https://myWebDAV.com/
WebDAVvolume/WebDAVFolder. The volume
and folder are generally case-sensitive.
Specifying a WebDAV folder may be
required if the server doesn't allow you to
write to the root of the volume. Check with
the manufacturer or provider.

If you run your own WebDAV server, your ISP

offers it as a service, or you have subscribed
to an online service such as CloudMe, this
might be for you. Generally, if you can access
the WebDAV server with Go > Connect to
Server in the Finder, you should be able to
connect DEVONthink to it.

Your data is stored in encrypted sync stores

on the server. You can keep all your devices in
sync at any time as long as you have internet CloudMe: A European cloud service offering
access. WebDAV services, there is a built-in template
for syncing with it. Just enter the username
Setting up a WebDAV connection follows
and password you use to log into the service,
the same simple pattern and allows you to
enter a store name, and DEVONthink with
specify a sync store name. But there are a
connect with a proper WebDAV URL for you.
few parameters that must be entered to
make the connection: Other cloud services: If you are interested in
other cloud services to sync with, services
URL: This is the address of the WebDAV
offering WebDAV connections should be
server to which you are connecting. Make
supported. Check the FAQ or Support pages
sure you use the proper protocol of http
to see if it's supported.
or https. Also make sure the URL is a
complete path, as required by the server or Rolling your own: It is possible to run
service you're using. a WebDAV server on your own. Some
Username/Password: Enter the defined or NAS drives, e.g., Synology, have WebDAV
provided username and password to allow capabilities and you can run a WebDAV server
by repurposing an older Mac. Even some

DEVONthink 3.9.6 Documentation, page 68

more full-featured packages like OwnCloud and DEVONthink To Go. You cannot go into a
or NextCloud can be set up for WebDAV sync location and retrieve a specific file, and
services. However, these options can provide neither could anyone else, friend or foe.
more technical challenges in setup and
Should I use one sync store per database:
administration beyond the scope of our
This is either a personal choice or a
support.
requirement of your specific situation. A sync
Note: With Dropbox and WebDAV location can be used with one, several, or
connections, if you are connecting to a all databases. Multiple sync stores can be
location you've already synced to, a list of employed for different sync situations and/or
existing sync stores is displayed in the Sync different devices, e.g., to synchronize specific
Store Name dropdown. This way you can databases via one sync store for personal use
quickly add the proper sync store instead and sync others via a second sync store for
of trying to remember the exact name you business purposes. In situations where you
gave it. need to sync certain databases to certain
individuals, you can use one sync store for
Q&A each subset of databases.

I'll just put my databases in (name your cloud And while this shouldn't be the first
service): This is not data-safe and never consideration, if you'd like to use one sync
has been. The mechanisms used by cloud store per database or for a subset of them, it
services are not compatible with package may lessen the time troubleshooting a sync
files, like our databases. Due to the number issue with a particular database.
of broken databases we've seen over the
Can I use more than one sync method at
years, DEVONthink will neither sync nor open
the same time?: Indeed this is supported
databases stored in these locations. We
behavior. For example, you may want to set
suggest keeping them in a folder in your home
up a Bonjour or a local sync store for syncing
folder, like ~/Databases.
on your local network and a remote sync
I want to access my databases from one option for syncing when you're out and about.
location: Along with the previous note, this is However, if you want to sync via two cloud-
not possible. Databases are stored locally and synced services, e.g., Dropbox and iCloud,
must be imported to the current machine. you should not sync the same databases
via two different methods. Doing so could
I want to find my files in the sync location:
cause conditions where one cloud-service's
Your databases do not "live in the cloud". Sync
sync data would be out of date, causing
does not copy your databases and files into
conflicts with syncing. Each sync location is
any sync location. It transmits raw, chunked,
updated independently so changes may not
and optionally encrypted DEVONthink-
be received in one location before it syncs.
specific data, only useful to DEVONthink
Additionally, unnecessary duplicates might
be caused, especially if the Conflicts setting

DEVONthink 3.9.6 Documentation, page 69

in Sync preferences is set to Duplicate Scan, check the scanned pages, arrange the
documents. Lastly, syncing a database to pages in a document, and save them to the
multiple remote locations may waste space database.
and bandwidth in some cases.
If you are using a scanner with an automatic
document feeder (ADF), you can also use a
TROUBLESHOOTING
Queue to prepare a pile of sheets for batch
Generally, syncing is a transparent and processing and scan them in one go.
reliable process. However, poor network
conditions, unreliable servers, etc. may cause DEVICES
unexpected issues. Please refer to the Sync
section of the Troubleshooting chapter for
some possible fixes.

CAPTURING PAPER (IMAGE

CAPTURE)
DEVONthink comes with built-in support for
Image Capture compliant scanners, as well as
for the Fujitsu ScanSnap.

OCR: DEVONthink optionally makes scanned

documents searchable by using optical Select your connected scanner or camera in
character recognition (OCR). OCR adds an the Devices section of the sidebar to run a
invisible text layer to the scanned file that is scan or download images from a connected
computer-readable and searchable; a layer iOS device or camera. The main pane shows
that is recognized by DEVONthink's AI engine. an interface similar to what Apple Image
OCR on scans is generally enabled by default. Capture uses.
For best results we recommend scanning at
200 dpi in color and with 100 percent quality. Choose the scan destination in the To pop-
up menu. Either send the scan directly to any
Note: If you are using a Fujitsu ScanSnap, of your databases, add them as single files
see the next section. to the Imports section, or choose any binder
that you have created there.
To capture paper using an Image Capture
compliant scanner open the Import sidebar Scanners: DEVONthink generates an overview
using View > Import or selecting the icon over scan of the current page in the scanner,
the sidebar. It is divided into a sidebar and and allows you to select which parts of the
a main pane, which changes depending on page you want to capture and set the scan
your selection in the sidebar. The options options. Click Scan to capture the page.
in the sidebar are arranged from top to
bottom according to a typical scan workflow:

DEVONthink 3.9.6 Documentation, page 70

Cameras: DEVONthink shows the available TRASH
images. Select the images you want to
This is where you find images that you have
import, rotate them if necessary, and click
deleted from Scans & Images or Imports.
Download or Download All to download the
Empty the trash using the Empty button
images to your computer. You can also delete
at the bottom of the window or right-
images from your camera with the Delete
click or Control-click images to add them
button.
to an existing or new document using the
contextual menu.
IMPORTS

QUEUE

The Imports section contains scanned pages

or binders of collected scans. Create empty
binders here to which you add your scanned
pages. Alternatively, use the Create new If you are using a document scanner with

Binder button at the bottom of the sidebar. automatic document feeder, you can use the
queue to add multiple pages or even multi-
Add pages by dragging them from to the page documents to the feeder and scan them
desired binder, in the current view or the in one go.
sidebar. Rearrange added pages if desired
and set the document properties by clicking Choose your scanner in the pop-up menu

the Properties button. Use the Sort button above the list. Then use the Add and Delete

to reverse the sort order or shuffle pages, buttons to add or delete steps and rearrange

e.g., when scanning all front pages first, then them by dragging. Edit the fields to set a title

the back pages. Choose Sort and Merge or tags, or to change the document type or

Documents to merge two documents where destination. Check OCR to convert a scan to

one contains all the odd pages and the other a searchable PDF after import.

all even pages.

To scan a batch of paper, set the Separator

Note: You cannot save multi-page either to Page Count and the number of

documents as images; therefore, PDF is the pages in the document or to Blank Page to

only option for the file type here. begin a new document every time a blank
page is encountered.

DEVONthink 3.9.6 Documentation, page 71

Before starting the batch run, adjust your ScanSnap's scanning software can provide
scan settings by clicking the Configure already OCR'd PDFs. However, if you don't
button. If you want to convert the scans enable this option, DEVONthink can perform
to searchable PDFs, you should choose a the OCR on the incoming scans if you've
resolution of minimum 300 dpi. Then click the enabled Preferences > OCR > Convert
Start button to start scanning. Finished steps Incoming Scans.
are marked as "Sent". To remove finished
items from the list, select the ones to remove USING AN UNSUPPORTED SCANNER
and press the minus button at the bottom of
You can also capture paper using an
the window. Alternatively, click the dropdown
unsupported scanner and import the finished
button and choose Remove Sent or Remove
scans into DEVONthink. To do this, use the
All.
scan application that came with your scanner
or a third-party scan application. Check
CAPTURING PAPER (OTHER the scan application's preferences and look
OPTIONS) out for an option that allows you to open

DEVONthink works with the Fujitsu the finished scan with another application,

ScanSnap, ExactCode ExactScan, and other e.g., an image editor. Change the default

scanners that are not directly supported. application for the scan to DEVONthink.

In addition, you can add already scanned DEVONthink knows the identifiers of many

pages to your DEVONthink database and scan applications and will convert the

manually convert them to searchable PDFs. incoming scan to a searchable PDF if possible.
If DEVONthink does not recognize your scan

USING A SCANSNAP SCANNER application, please create a Zip archive of

the application and send it to us so that we
DEVONthink recognizes scans sent to it from can add its identifier to a future release of
the Fujitsu ScanSnap Home application or DEVONthink.
the older ScanSnap Manager software. To
send scans automatically to your databases, Note: In the settings for the scanning

simply add DEVONthink to ScanSnap Home application you're using, it is best to leave

or ScanSnap Manager as the application the default location for the output path,

to use for opening completed scans. The often ~/Pictures. Do not set the path to

scanner app will send the created PDFs to DEVONthink's Global Inbox, as this can lead

DEVONthink which in turn will import the to errors when DEVONthink tries to import

document. The files will be imported into a scan that is not completed yet.

the Global Inbox or a selected location,

depending on the option set in Preferences >
Import > Destination.

DEVONthink 3.9.6 Documentation, page 72

IMPORTING EXISTING FILES WITH OCR SHARING EXTENSIONS

If you already have an archive of documents Sharing extensions let you "share" data with
that have been scanned without OCR, or other applications or web services such
if you cannot use the capture function for as Twitter and Facebook. Extensions are
whatever reason, you can import image files mainly intended for the sandboxed App
while applying OCR. Store environment where applications can
no longer easily communicate with each
To import an image file while applying OCR,
other. When you access the Share menu in
choose File > Import > Image with OCR. Click
a compatible application, you should see
the Options button to choose the output
an option, Add to DEVONthink that allows
format and whether to send the original to
you to send data from the application to
the system trash after importing. The image
DEVONthink.
will be processed with DEVONthink's OCR
engine and be imported to the database Installation: Just as other sharing extensions
in the format chosen. If you have enabled are installed, open System Preferences >
Searchable PDF: Set metadata after Extensions > Share Menu and enable the
text recognition in the OCR preferences, option for DEVONthink. It should now be
DEVONthink will show the metadata entry available in any sharing-enabled application's
window when the OCR process is completed Share menu.
(before the file is actually imported to the
Note: The data being sent is controlled by
database).
the sending application, not DEVONthink.
The date of the created document is set to If there are issues with the data received
the date of the original file. Thus, for archival in your database, please contact the
purposes, the searchable document is developer of the application to report your
identical to the original one. The modification findings.
date is set to the current date and time to
reflect the addition of the searchable text BROWSER EXTENSIONS
layer. If you're importing a PDF, any keywords
Browser extensions add functionality to your
in the original file are retained and used as
favorite web browser. DEVONthink's Clip to
tags.
DEVONthink extension usually appears as a
nautilus icon in the web browser's toolbar.
EXTENSIONS AND When clicked, the Clip to DEVONthink will
BOOKMARKLETS identify data about the current page in the

DEVONthink provides a sharing extension browser and open the Web Clip section of

(requires OS X Yosemite or later), a web the Sorter. Here you can simply select the

browser extension, as well as bookmarklets, location to clip the content or add optional

for conveniently clipping information from metadata, like tags, label color, etc.

other applications into your DEVONthink

database.

DEVONthink 3.9.6 Documentation, page 73

Installing: The Clip to DEVONthink for Safari capturing: bookmark, web archive, HTML,
extension is installed by DEVONthink by PDF (paginated or single page), plain text, or
default. The extensions for Firefox and the selection as plain text.
Chrome can be installed from our Extras
Note: Due to increased security in macOS,
download page. You can also access these
Apple Safari will prompt you to allow
pages via the DEVONthink > Install Add-Ons
launching DEVONthink when using the
panel.
browser extension or bookmarklets. Other
Note: While there is no direct support for browsers allow you to make a persistent
other browsers, some allow you to install choice about this behavior.
Chrome extensions. This may allow you
to install our browser extension in those
WEB SHARING
browsers as well.
DEVONthink allows you to give others on the

BOOKMARKLETS local network access to your databases using

a standard web browser on any operating
Similar in function to a browser extension, system (including Windows and Linux). The
but much simpler, bookmarklets are special embedded web server provides an interactive
bookmarks that execute some JavaScript web interface that allows defined users to
to capture the current page or selection in interact with the shared databases. Here are
the browser. To use one of the bookmarklets, the first steps to getting started using this
load the page you wish to archive or clip powerful feature.
text from in your 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
whole page as text, bookmark, HTML code,
web archive, or PDF to DEVONthink's default
destination.

Installing: Bookmarklets can be installed

from our Extras download page. Typically,
the bookmarklet can just be dragged and SECURING YOUR SHARED DATABASES
dropped to the browser's bookmarks toolbar.
However, you may need to Control-click Before you start sharing your data it's a good

the bookmarklet and copy the code to idea to check the security settings.

add it manually, if the browser requires it.

To enhance the security for the databases
We have provided separate bookmarklets,
you broadcast, you define users and give
one for each type, currently supporting
them per-database permissions. You will
also set a certificate for the server, so the

DEVONthink 3.9.6 Documentation, page 74

connecting users can validate they are The person who receives your link will open
connecting to a safe server. These items the page, login with the username and
are set in Preferences > Server. Users will mandatory password you've defined for
only be able to interact with the databases them, and have access to the databases you
based on the permissions you give them, want them to see. If you have specified a port
including disallowing them even to see certain in the preferences, your users may be able to
databases. add a bookmark to their browser for quick
access.
Note: Depending on the certificate settings
specified in the preferences, a warning Note: We believe in data privacy and
about an invalid certificate may be shown hope you do too. Browsers may present
when users access the web sharing. This options to save login credentials. Some
is especially true when using a self-signed may even save the credentials by default.
certificate. While this warning is something We are cautious of the first and not a fan
to be suspicious of when browsing in of the second. If the user is on a shared
general, you and your users can accept it in computer, consider what access other
this case. users could have if using these options to
save credentials.
SHARING A DATABASE
USING THE WEB INTERFACE
Start and stop the server: Once the
certificate and users have been set up to The interactive web interface imitates the
your liking, press the Start button to start look-and-feel of DEVONthink in many ways,
the server. You can also select the Tools > but in a condensed form. Contrary to a static
Start Server command or choose the Start web site, it only loads once; clicking buttons
Server option in DEVONthink's dock icon. If or links does not reload the whole page but
the server is running, these will display Stop dynamically updates it. This also means you
instead. should use the Back and Forward controls in
the user interface instead of the ones in your
Share your server's address: Once the web
browser's toolbar.
server is started, you will see links at the
bottom of the preference pane. These are Similar to the DEVONthink, the web interface
the active links you will share to individuals is divided into panes: toolbar, sidebar, item
you have defined as users. One option is list, and view/edit pane. But note some
to Control-click the link, select Share from operations, e.g., deleting or organizing items,
the contextual menu, and share it via your are dependent on the permissions you've
preferred method. You can also use Copy Link been given for the specific databases.
and paste it where you need to. Lastly, you
Sidebar: The sidebar is where you can
can click and drag the link directly to many
navigate the databases' inboxes, groups, tags,
applications, like Apple Messages.
and trashes in the sidebar. You can even drag
items from the item list to reorganize things.

DEVONthink 3.9.6 Documentation, page 75

Item List: Selecting items in the sidebar will language and also provides a Log Out option
display the contents in the item list. When for more security when allowing others
using the standard preview position, the list access to the computer. Lastly, it gives you
can be sorted by clicking the column headers. access to two powerful options: the See Also
There are options to enable or disable pane and the search field.
them in the contextual menu. Items can be
See Also: When you show the inspector
dragged, handily for filing loose documents
pane, the second view is a See Also view. This
into groups. Double-click groups to display
displays potentially related files in the current
their contents in the item list. For quick
database you are viewing.
navigation, press the < and > arrows to go
back and forward to visited locations in the Search: Searching the viewable databases
databases. You can also click the locations in can be done in the search field. Enter search
the path bar above the item list to jump to a terms, including using search prefixes to
parent location. focus the searches. For example, you can do a
search for text:housing tags:government.
View/Edit pane: Displayed below the item
If you want to restrict where you're searching,
list or to the right, depending on the preview
select All Databases or a specific database to
choice made in the toolbar, this pane will
search in.
attempt to display the contents of the
selected file. Clicking and dragging the divider Descriptions of the controls in the user
bar allows you to resize the pane, relative interface can be found in the Web Sharing
to the item list. A select number of file section of the Windows chapter.
types, e.g., plain text, formatted notes, and
Markdown files can be viewed and edited in ACCESSING YOUR DATA OVER THE
this pane. When the Info inspector is shown it INTERNET
will display as a pane on the right side of the
Web sharing is best used on a local area
view/edit pane.
network (LAN). But there may be situations
Note: Due to the limitations of browser where you want to share the database to
technologies, some file types cannot be users that aren't on your network. While we
displayed. can't provide specific support due to the
differences in equipment and environments,
Toolbar: Some handy options are available
we have provided a simple guide you can try.
in the toolbar, including switching the
position of the view/edit pane, adding To access your database from outside your
some metadata, e.g label or rating, to a network, you need to make your Mac "visible"
selected item, and creating groups and a to the outside world. In general, when you
few document types. It also has controls for a using a DSL or cable modem, you are also
uploading new documents and downloading using a router. Routers create an intranet that
currently selected ones. A user menu allows your Mac is connected to and "route" traffic
you to switch between English and German between the internet and your personal

DEVONthink 3.9.6 Documentation, page 76

intranet. Now, you need to create a route preferences panel in System Preferences
from the outside leading to the Mac sharing and looking it up under TCP/IP for the
your database. This offers a port on the interface you are using (usually Built-In
outside that is directly connected to the port Ethernet or Wi-Fi).
on which DEVONthink is publishing. Step 4: Decide on a public port for
DEVONthink. The port should be in the
If everything goes well, you will be able to
range 1025-65500. We suggest that you
access your database using an address like:
use port 8080, which is traditionally a
http://xxx.xxx.xxx.xxx:port, where
default port for private web servers.
xxx.xxx.xxx.xxx is your current public IP
Step 5: Configure port forwarding on
address. (Note: This is your router's address
your router. The steps to do this vary
on the internet, not your Mac's.) Next, port
from router to router, but all of them
is the outside port number leading to your
require you to provide these details: Public
published database.
port, private destination IP, and private

Port forwarding done manually: The following destination port. You found the private

is only a rough outline of the steps needed destination port in step 2, and the private

to configure port forwarding manually. The destination IP in step 3, and you selected

precise way to do it varies from router to the public port in step 4. If you are in doubt

router. You will need to consult the manual for about how you configure your router to

your router in order to determine exactly how do port forwarding, you need to consult

to set things up. To configure port forwarding, the manual that came with your router.

follow these steps: It is usually done through a web-based

interface or custom-built administration
Step 1: Begin by determining your Mac's
application. For instance, AirPort routers
public IP address. This can be done
can be configured using the AirPort Admin
by visiting a web site like https://
Utility.
www.whatismyip.com from your machine.
Step 6: Save the configuration changes
Step 2: Determine the port on which
on your router, and restart the router if
DEVONthink published on your Mac. You
required. At this point, you are ready to
set the port in Preferences > Server.
connect to your DEVONthink from the
To publish on the internet, enter a port
outside.
number here and do not let DEVONthink
Step 7: From the remote computer, open
set it automatically as the port number
a web browser and enter the address as
may then change every time you open the
follows: http://xxx.xxx.xxx.xxx:port,
application.
where xxx.xxx.xxx.xxx is the public IP
Step 3: Determine your Mac's private
address you found in step 1, and port the
IP address. The IP address is usually of
public port you selected in step 4. Press
the form 10.x.y.z, 192.168.y.z or
↩ Return and you should get presented
172.16.y.z. You can find your Mac's
with your database's web interface.
private IP address by going to the Network

DEVONthink 3.9.6 Documentation, page 77

Setting up port forwarding can be tricky, but This service is also available in the Finder's
the difficult part is mainly in determining contextual menu.
how to configure your particular router. If you Capture Bookmark: Adds a bookmark to a
are in doubt, search online for your router's URL selected in text.
name and combine it with a search for "port Add to Reading List: Adds a bookmark to a
forwarding" or "port mapping." URL selected in text to the Reading List.
Take Plain/Rich Note: Adds selected text
to the global inbox as a plain or rich text
SERVICES
note from any application that support
The DEVONthink > Services menu gives services. Taking a rich text note also copies
you access to special commands provided images and clickable links. If the source
either by other applications, such as TextEdit document is a web page or a news feed,
or Safari, or by services extensions such DEVONthink tries to capture the address
as DEVONtechnologies' WordService or of the page or feed as well. This only works
CalcService. Also, DEVONthink publishes its with applications that support this feature,
own services in the Services menu. such as Safari, DEVONagent Pro, and other
web browsers.
Append Plain/Rich Note: Adds selected
text as plain or rich text to the last note
taken using the DEVONthink Services
menu items.
Lookup: Opens the search pane in
DEVONthink with the selected text copied
as search term.
Summarize: Creates a new note in
DEVONthink's inbox with a summary
of the selected text. DEVONthink uses
all documents in the open database
for determining what's important and
what's not. The summarization settings
in Preferences > Editing, define whether
the summary are be based on sentences or
DEVONTHINK SERVICES
paragraphs.
DEVONthink installs several services for
If you want to assign hotkeys to services,
copying or summarizing selected text,
go to System Preferences > Keyboard >
capturing a web page, or searching for
Keyboard Shortcuts > Services. Do note that
documents in your databases.
application hotkeys can override hotkeys set
Add to DEVONthink 3: Adds selected files, here. Try to make sure to specify unused key
bookmarks, or images to your database. combinations in your shortcuts. Also, due to

DEVONthink 3.9.6 Documentation, page 78

the way macOS loads menus, you may need Note: This requires an installed printer to
to show the DEVONthink > Services menu work properly.
once before the hotkey will become active.

THIRD-PARTY APPLICATIONS
PDF SERVICES
DEVONthink offers many standard ways to
Another way to get files into DEVONthink is integrate with third-party apps including
using PDF services. Installing DEVONthink's drag-and-drop of common data formats,
service adds a Save PDF to DEVONthink copy-and-paste, and AppleScript. In
option to the PDF button of the print dialog addition DEVONthink comes with special
in any Mac application. This allows you arrangements for applications often used
to print a paginated PDF directly to your together with it.
database.
Bookends: Choose File > Import >
To install the PDF service, select DEVONthink References from Bookends to import
> Install Add-ons and check PDF Services in Bookends references as rich text
the dialog window. Then click Install and the documents with a back link to the original
option should now be available. item in Bookends.
Evernote: Choose File > Import > Notes
Printing to your database: To "print" (save) a
from Evernote to import selected Evernote
document to DEVONthink as a PDF, open it
notebooks.
in its creator application (this could even be
Tinderbox: Copy notes in Tinderbox and
DEVONthink itself). Then, do the following:
choose Data > New > With Clipboard to

Select File > Print. create plain or rich text copies of the notes

In the appearing print dialog window, click in DEVONthink including backlinks and

the PDF button at the lower left corner tags.

and select Save PDF to DEVONthink from Yojimbo: Choose File > Import > Items from

the menu. A PDF will be printed and sent Yojimbo to import all items from Yojimbo.

to DEVONthink. Depending on your choice Items without URLs are backlinked.

in Preferences > Import > Destination, the

Apple Mail: DEVONthink adds its own menu
file import into the Global Inbox or let you
commands into Apple Mail to facilitate
choose the destination group.
importing selected message or mailboxes
into your databases. See also p. 58ff

DEVONthink 3.9.6 Documentation, page 79

 WINDOWS

IN THIS CHAPTER DEVONthink uses a number of windows to

present information. These windows are
Main Window 81
used for displaying and manipulating groups
Sidebar: Navigate 88
and documents, finding information, editing
Sidebar: Filters 94
metadata, analyzing text, and changing the
Sidebar: Smart Group and Rule Editor 97
properties of your database.
Sidebar: Reading List 98
Sidebar: Image Capture 99
Sidebar: Email 101
Sidebar: Extras 103
Document Window 103
Download Manager 104
The Sorter 107
Preferences 111
Database Properties 111
Popovers 113
Web Sharing 115
Support Assistant 117
Log 119
Activity 120

DEVONthink 3.9.6 Documentation, page 80

MAIN WINDOW

The main window is split into simple sections, You can can toggle the pane's visibility in the
some of which will be familiar from other View > Preview menu or via a toolbar button.
applications. In fact, as we introduce the
Layouts:
components of the window you'll see
DEVONthink has many familiar elements in Widescreen: The View/Edit pane is
it. We start off with the fundamental panes displayed to the right of the item list, an
you'll use. option common in many Mac applications.
Standard: The View/Edit pane is displayed
VIEW/EDIT PANE under the item list. This is a bit more
traditional but very useful on smaller
When You launch DEVONthink you will see
screens, e.g., MacBooks.
an empty pane at the bottom of the window
None: Hides the View/Edit pane. Note you
reading Nothing Selected. This is the View/
can still select any file and press the space
Edit pane, a preview pane displaying the
bar to preview it in a Quick Look pane, as
currently selected document. This pane gives
needed.
you a view of the content of compatible
documents. It also allows you to work on As noted above, DEVONthink allows
compatible files directly in the main window displaying and editing, and even creating,
when the pane is shown. Or you can hide the some file types. Please refer to the
preview, perhaps if you want to concentrate
on information about a group of documents.

DEVONthink 3.9.6 Documentation, page 81

Documents chapter for more information on opens groups in a new window checkbox
this and other components related to the in Preferences > General. Note this view is
View/Edit pane. best used without a preview or in standard
layout.
ITEM LIST List: Behaving much like Finder's List
view, the List view shows a list view
When you open a Finder window, you are
of the items with metadata columns.
presented with a list of files in a certain
Drag the columns left and right to reorder
location. The view may be icons or a list, etc.
them to your liking. Sort them by clicking
but you are still just viewing the contents of a
the column headers, switching between
folder, hard drive, etc.
ascending and descending each time you
DEVONthink is no different in this respect. click. Control-click the headers to add or
When you open a main window, you will see a remove columns. Or make these choices
list of groups and documents in the current from the Tools menu.
location. Clicking on or opening other groups Columns: The Mac OS X Finder received
shows their contents. Smart groups, just like the Columns view from its NextStep
the Finder's smart folders, also display their counterpart, then iTunes adopted it for
contents in an item list. The item list also browsing music. DEVONthink's Column
supports familiar operations like drag-and- view functions in the same way. This option
drop between groups, copy and paste, group works best with a preview in standard
and ungroup, contextual menu items when layout, for quickly viewing selected files,
you Control-click, etc., just as you've done in but you can also use Show Details to
the Finder. display metadata and the file's thumbnail.
Expanding the width of the column by
Views: Again, taking a cue from the Finder,
dragging the separator will scale the
the item list allows you to display your
thumbnail, if desired.
documents in some familiar views:
Cover Flow: An iTunes feature that found

Icon: For the more visual folks, we have the its way to the Finder and DEVONthink is

Icon view. This displays the thumbnails Cover Flow. Similar to the Icon view but

of the documents with just their name. You with dynamically created thumbnails, i.e.,

can choose Show Details to display some the displayed image is generated from

additional metadata in a widescreen view. the contents of the file. This side-scrolling

Change the size of the thumbnails with item list can be useful when making visual

the slider in the information bar, noting assessments of documents. It is best

this will affect the amount of metadata used with a standard layout or without a

shown as well when details are shown. preview displayed.

Double-clicking groups behaves just as

double-clicking a Finder folder, displaying
the contents in the current or a new
window, depending on the Double-click

DEVONthink 3.9.6 Documentation, page 82

All these views can be easily changed in the Files with Attributes:
View > View options, as well as the quartet of
Finder Comment: Displays a small speech
icons on the right-hand side of the
bubble property icon.
Information bar.
Reminder: Displays a small bell property
Sort: In addition to sorting the item list by icon.
clicking column headers or using the View Attachment: Displays a paperclip property
> Sort menu, you can also choose a sort icon. Generally seen on email and RTFD
method in the Sort dropdown menu in the files.
information bar. By default it reads by Name. Labeled: Displays a chosen color on or
Also, notice there is a Customize Metadata near the filename depending on the Label
command in the Tools > Columns menu, the option chosen in Preferences > General >
contextual menu, and this menu. Select it Appearance.
to fine tune what columns are available to
Files with Links:
display, including any custom sets you've
created yourself. Annotation File: Displays an asterisk
property icon as well as an outgoing link
Visual Cues: DEVONthink provides some
icon.
visual cues applied to items in the item list.
Incoming Link: Displays a property icon of a
lined square with an arrow pointing inward
from the right.
Outgoing Link: Displays a property icon
of a lined square with an arrow pointing
outward to the right.
Incoming and Outgoing Links: Displays both
the incoming and outgoing link property
icons.

Marked files are ones with item attributes

found in the Data > Mark menu. In List and
Columns views, the property icons will not be
shown unless the Flag option in View > List
Duplicates and Replicants: Columns is enabled.

Duplicates: Display their name emboldened Marked Files:

in blue or with the icon, depending on
your setting in Preferences > General > Flagged: Displays a flag property icon.

Mark duplicates and replicants in color. Locked: Displays a lock property icon.

Replicants: Display their name in red italics Unread: Displays a dot property icon and

or the icon, again depending on the the name in bold. Groups containing unread

preference setting. items will also display their names in bold.

DEVONthink 3.9.6 Documentation, page 83

The Flag column shows the state, flagged access to some functions without having
or unflagged, or the unread status of to go through the menus. DEVONthink also
items. Clicking in the flag column toggles the provides a toolbar in main and document
flagged state. If an item is unread, a circle windows.
will appear in this column. If you have a group
The toolbar comes pre-installed with a handy
containing a mix of flagged and unflagged
default set of buttons, including the search
items, a dash will appear in this column,
field (see below). It can be customized via the
showing an indeterminate state.
Tools > Customize Toolbar command. You can
Additionally, DEVONthink displays special also Control-click the toolbar and choose this
property icons to the right of item names command from the contextual menu. Add,
for attributes like Spotlight comments, remove, and reorder these items to suit your
reminders, etc. A key of the item icons can particular needs. On a side note, if you want
be found in the Iconology section of the to quickly reorganize items on the toolbar,
appendix hold the ⌘ Command key and drag the item
to its desired location, or off the toolbar to
Contextual menu items: When you Control-
remove it.
click in a Finder window, a contextual menu
appears with a host of commands for you to If you're looking for a little more space for
choose from. DEVONthink's item list also has your toolbar, or even a little less, you can
a contextual menu available. The commands choose to display the toolbar as Icon and
shown depend on what is selected and Text, Icons Only, or Text Only. Do bear in
in what pane you're using. A list of the mind, the Icon Only view will not show the
commands can be found in the Contextual current document's title or icon.
Menu Items section of the appendix.
A list of the available toolbar items is
Note: To keep visual consistency and available in the Toolbar section of the
make some functions more broadly appendix.
accessible, item lists are used throughout
DEVONthink's interface, so you'll see SIDEBARS
them in some other panes. But note some
Seen in scores of applications for many
functions, like specific contextual menu
years, a sidebar is a top level organizational
items, may change, depending on the
structure, typically found on the left side
specific pane you're using.
of an application window. The Finder or
Apple Mail sidebars are perfect examples
TOOLBAR
of this. Looking at them, you should
At the top of most Mac applications you see the immediate similarities with
encounter, including the Finder, you will see DEVONthink. However, unlike most other
the toolbar. For people who prefer working apps, DEVONthink has multiple sidebars,
with tracking devices, e.g., mice, trackpads, each with their own special functions covered
etc., the toolbar allows you to have quick a bit later in this chapter.

DEVONthink 3.9.6 Documentation, page 84

INSPECTORS

In some applications, extra information about

files is shown in a pane on the right side of
a window. DEVONthink also provides such a
pane in its main windows with individual sub-
panes called Inspectors. For example, data
about the name, tags, type, etc. of a selected
file are available in the Info Inspector. Unlike
other applications, it gives you multiple
inspectors presenting more information
and functions, all docked in the inspectors
panes. This gives you quick access to all the
inspectors in one unified window, especially
helpful on smaller screens.

The inspectors are individually discussed in

the Inspectors chapter.

DEVONthink 3.9.6 Documentation, page 85

SEARCH PANE

Storing information is a useful thing, but Live while typing: Enable this option to
it's more useful when you can find things search while typing or disable it to search
too. DEVONthink offers a strong search only when you press ↩ Return.
function for finding items in your databases, Partial matches while typing: This option
all integrated into a main window. assumes an asterisk wildcard at the end of
the last search term.
In the toolbar is a search field for entering
Ignore Diacritics: This allows you to ignore
your search terms. Type in a word and the
special marks on letters, like umlauts or
search pane appears showing any matched
accents.
items — and yes, it's another item list
Fuzzy: This uses fuzzy-logic to expand the
supporting the different views and sort
possible matches DEVONthink makes.
methods discussed above. Additionally, the
For example, hello and hullo would be
View/Edit pane can be shown to display
matched.
selected results. For contents-based
searches, the search terms will be highlighted There is also a hidden preference,
in the preview, whenever possible. EnableSearchFieldAutocompletion, to allow
DEVONthink to try to automatically complete
Search options: In the search field, you will
words you're typing. However, this option only
notice a magnifying glass icon. Click this
works when the search options Live while
icon to see where to search, list the ten most
typing and Partial matches while typing are
recent search queries, one choose among the
disabled.
following options:

DEVONthink 3.9.6 Documentation, page 86

Search prefixes: Anything you type into Finder's smart folders, as well as some other
the search field will be treated as searching applications with advanced search methods.
in all possible attributes. However, if you Note these controls are also used in creating
want to focus on specific attributes, e.g., smart groups and smart rules.
file types or tags, the search field supports
If you have done a search you'd like to use
prefix operator searches, similar to Spotlight.
again, press the Save button. Enter a name
Common examples are searches like
and DEVONthink will create a smart group
name:DEVON or tags:tech;sync, separating
for you. If your search scope is in a group,
multi-valued attributes like tags with a
the smart group will be created there. If you
semicolon. There are a wide variety of
are searching a specific database, the smart
prefixes available, as well as different prefix
group is created in the root of the database.
operators. A complete list of these items is
Searching inboxes or all databases creates
included in the Search Prefixes section of the
a global smart group, shown in the Smart
appendix.
Groups section of theNavigate sidebar.
In addition to search prefixes, DEVONthink
Note: The search index contains
supports Boolean operators, parenthesis for
alphanumeric characters as well as the
grouping terms, and quotes to match specific
following symbols: $€£¥%§
terms. Read more about operators and how
to use them in the Search Operators section
PATH BAR
of the appendix.

On the left side of the main window, just

Search scopes: After you've done a search,
below the toolbar, is the Path Bar. This is
you will also see a bar above the search
a specialized bar displaying a crumb trail
results allowing you to choose the scope of
of your current location in a database. For
the search. The scope is the "where" you're
example, if you are in a nested group, it will
searching. You will be shown All Databases,
show something like Coding > AppleScript
Inboxes, the name of the current database,
> WWDC > 416, beginning with the current
and the name of the current group, if you're
database.
currently viewing one. Choose one to expand
or limit where DEVONthink is searching. If Each item in the crumb trail is a live link, so
you are searching in a particular location you can click it to jump to any parent folder
and want to ignore possible matches in the or back to the top level of the database. ⌃-
subgroups, enable the Exclude Subgroups click an item in the crumb trail to open the
checkbox, as needed. location in a new main window or reveal it in
the current window.
Advanced and save: To the right of the search
scopes, you will see two buttons. Clicking the This bar also has < and > buttons so you can
Advanced button displays the criteria of the navigate back and forth between locations
current search. You can modify the search you've visited in this window. Bear in mind,
with the same kind of controls used in the these buttons only relate to the history of the

DEVONthink 3.9.6 Documentation, page 87

specific window. If you open a new window, Selecting one of these items will display
it will have no history so the buttons will its groups and files in the item list. This
not function until you've navigated to some allows a clear view of the group structure
locations. As an added feature, click and hold in the sidebar, while still allowing you to
one of these buttons to be shown a list of interact with the contents in the item
previous locations you've visited, just like in a list. Alternatively, you can view the group
web browser. hierarchies directly in the sidebar. Excluding
smart groups and smart rules, selecting
INFORMATION BAR multiple items will show a union of their
contents in the item list.
Another specialized bar, the Information
Bar displays the number of items selected The sections in the Navigate sidebar can
and the total number of items in the current be dragged to reorganize them as desired.
location. As mentioned previously, this Sections you don't need to use as often
bar also hosts the Sort dropdown and the can be collapsed to reclaim the space or to
view icons. provide a bit of privacy.

UNIFIED ELEMENTS
SIDEBAR: NAVIGATE
By default, specific parts of databases are
The Navigate pane is the default sidebar
shown gathered in specific sections, similar
where you will access to your databases, tags,
to how Apple Mail displays the inboxes of all
items located in Favorites, etc. Additionally,
accounts in the same section.
you have access to some specialized items:
global smart groups and smart rules. Globals: The Globals section provides quick
access to three locations common to all
databases: the Inbox, Tags, and the Trash.
If you click a top level section, e.g., Inboxes,
you will see a combined view of items in the
inboxes of all open databases. This can be
especially handy if you want a view of all the
tags you're using in your databases. Click the
disclosure triangle next to each section to
show the locations for each open database,
allowing you to access the locations on an
individual database level.

Each section in the Navigate sidebar has its

own specific purpose: giving you access to
frequently used files, navigating database
groups, or viewing a list of similar files. The
sidebar will only show databases and groups.

DEVONthink 3.9.6 Documentation, page 88

 Typically you will use the Tags bar in the
View/Edit pane or the Info Inspector or
Info popup to apply or create tags. You can
also drag items in your database to the
individual tags. When you create a tag it will
automatically appear in the Tags group of the
database you're in. If you want to create new
tags to be used later, select the Tags group
for the database and choose Data > New >
Inboxes: The inbox of a database, like the
Tag. Or from the contextual menu, Control-
real-world counterpart on an office desk,
click the database's top level Tags group or an
is where incoming, unfiled items are kept.
existing tag and select New Tag.
Every database has one by default and you
can see the name of the database each inbox If you find yourself in a situation with multiple
belongs to. The Global Inbox, shown just as tags you'd like to merge, select the Tags group
Inbox, is a special, always-open database for the current database to view the tags in
present in every installation of DEVONthink. the item list. You can then select the tags
This is highly useful when quickly capturing there and choose Tools > Merge Items.
data, e.g., web clipping, screen captures, etc.,
Removing entire tag groups can be done by
without stopping to file things. You can then
dragging and dropping to the sidebar's trash.
go back later and file these items at your
From the contextual menu, you can choose
leisure.
Move to Trash. You can delete tags in the
item list as well. One thing to note: When you
delete a tag, the original file in the database
is preserved. What you see in the database's
trash is the replicant that was created in the
tag group when you added the tag.

Tags: The Tags section provides quick access

to all the tags you are using or tags within
individual databases. If you click the top level
tags, the item list will display all the tags
you've created. Open this group and click on
a database's name to show its tags. If you like
Trash: Every database has its own individual
to create nested or hierarchical tags, you can
trash. This allows you to see, and potentially
drag and drop existing tags in the sidebar or
retrieve, items you've deleted from your
the item list.
individual databases. Just as with the real-

DEVONthink 3.9.6 Documentation, page 89

world trash bin, we do suggest you empty Inboxes: If you disable unifying the inboxes,
your databases' trash regularly. It is not only the Global Inbox will be shown in the
meant as another filing location, and items Globals section. The inboxes of individual
marked as missing will still register as a databases will be shown in the item list when
problem for a database. Select the trash, the database is selected.
the top level or individual database's trash,
Tags: Similar to the inboxes, disabling this
and choose DEVONthink > Empty Trash. The
option will display the Tags group with other
command is also available in the contextual
elements in the selected database.
menu, when Control-clicking a trash. Trashed
files are not deleted completely from the Note: With Unify Inboxes and Tags both
machine but are put into the system trash. disabled, the database's contents will
appear similar to how DEVONthink 2
displayed databases.

Open Databases: This section is where you

see and access any databases you have
currently open. Click the database's name
to display items in the root of the database.
Clicking the disclosure triangle allows you to Databases: When disabled, DEVONthink
show groups, and subsequently sub-groups in displays a database's name in the Open
the database. As mentioned above, selecting Databases section of the sidebar but the
a database or group will display its subgroups contents will be shown in a separate section.
and files in the item list. The current database will be marked on the
left by an asterisk (*) and its groups will be
NON-UNIFIED ELEMENTS shown in a separate active database section
in the sidebar. This creates an isolated view
As the unified views may be less comfortable
of that database regardless of the number
for some people, DEVONthink allows you to
of databases that are open. Interacting with
decide what database elements you want to
elements in the active database section
unify. Controlled by options in Preferences >
displays contents in the item list, similar to
General > Sidebar, you can enable or disable
the Three Pane view from DEVONthink 2.
unifying: Inboxes, Tags, or Databases.

DEVONthink 3.9.6 Documentation, page 90

For switching between active databases, Rename: Change the name of the chosen
select another database and the active database. This can also be done in the
database section will display only the groups Database Properties.
and smart groups of that database. Also, Reveal: Display the location of the item and
there are Previous Database and Next select it in the item list.
Database commands in the Go menu. Show in Finder: Reveals the database file in
the Finder.
When using the keyboard, hold the Command
key and press the up and down arrows to Any section-specific contextual menu items
view the contents of another open database that may require explanation are discussed in
in the item list while showing the contents of their respective sections below.
the previously active database in the active
database section. Press ⇧-↩ to change the FAVORITES
active databases section to the currently
There are many times we have specific
selected database.
databases, groups, or documents we return
to, again and again. Shown at the top of the
CONTEXTUAL MENU
sidebar by default, the Favorites section
There are a few specific contextual menu allows you to create shortcuts to quickly
items found in these sections of the Navigate access any of these kind of items. Drag a
sidebar. These commands are also found in group or a document to this section's header
the File or Data menus: and you'll see a curved arrow on the cursor.
Drop the file and you have a new favorite. An
Copy Database/Item Link: Copies a link to
option to Add to Favorites is available in the
the selected item.
contextual menu commands of most items
Database Properties: Displays information
in DEVONthink. Use Remove from Favorites
about the chosen database.
when Control-clicking on already favorited
Close Database: Closes the chosen
items to remove them.
database. In the case of encrypted
databases, the encrypted volume will be Select an item in Favorites to quickly access
ejected as well. it. If an item was last viewed without a
Delete Database: Deletes the chosen preview, it will be displayed in its own
database to the system trash. This includes window. If you see a favorite is greyed out,
its cache and Spotlight index as well. it means the containing database isn't
New Window: Opens a new main window open. Double-clicking the item will open the
for the chosen database. When used database, if possible, and display the item.
on closed databases in the Favorites or
Drag items in the section to reorder them.
Recent Databases sections, hold the ⌥
Groups in Favorites behave as normal groups,
key for the alternate command, Open
so you can drag items into a favorited group
Database in New Window.

DEVONthink 3.9.6 Documentation, page 91

for quick filing. This includes using ⌥ and ⌘⌥ You can create a smart group from the
to duplicate or replicate items while dragging contextual menu or the + button at the
and dropping to them. bottom of the sidebar. By default all open
databases will be targeted. However, if you
Note: Favorites only support one level of
have an item selected in the Globals or Open
content, so you can't group or nest items
Databases sections, the smart rule will use
here.
that location for the matching.

RECENT DATABASES Control-click a smart group to Edit, Rename,

Duplicate, or Remove it. You can also copy a
The Recent Databases section provides quick
link to a smart group, export it to the Finder,
access to reopen closed databases. This will
or import previously exported ones. If you'd
list the last ten recently closed databases.
like to convert an existing smart group into
Double-click any databases you'd like to open.
a smart rule, ⌃-click the desired smart group,
hold the ⌥ key, and choose Duplicate as
SMART GROUPS
smart rule.

The global smart groups function the same

If you have exported smart groups in the
as local smart groups, i.e., the ones in your
Finder, double-clicking them will import them.
individual databases, but generally their
You can also drag them to the smart rules
scope is all open databases. This allows
section of the sidebar.
you to have reusable searches targeting all
your open databases, e.g., all Markdown For more information on editing smart group
documents in all databases created in the properties, global or local, see the Smart
last month. These global smart groups can be Group Editor section of this chapter.
modified to target more specific locations,
but such a smart group would be better SMART RULES
suited as a local smart group, i.e., in the
Similar to smart groups, smart rules are
particular database. DEVONthink comes with
created, edited, and behave in a similar
some pre-installed global smart groups:
fashion. However, they have one distinct
Today: Shows all documents added or difference: they can act on the items
modified today. matched. The smart rule matches items just
Recently Added: Shows all documents as a smart group does but they perform
added in the last week. actions when certain events take place. This
Due This Week: Shows all documents with makes them a very powerful way to add
a due date set for this week. automation to your DEVONthink life.
Top Hits: Shows documents opened more
DEVONthink provides a few useful example
than five times in the last 30 days.
smart rules to get you started:
Unread: Shows all documents marked as
unread. Automatic Locking: Locks unlocked
documents (excluding RSS articles), that

DEVONthink 3.9.6 Documentation, page 92

 haven't been modified in the last 30 days. previously exported rules. Double-clicking
This requires user intervention. exported smart rules imports them, and so
Bates Number: A specialized rule that adds does dragging them to the sidebar.
the current database's name and a Bates
In the contextual menu for a smart rule,
number to a filename. The original name is
notice there is also a smart rule-specific
preserved as a document alias.
command: Apply Rule. This runs the clicked
Filter Duplicates: Automatically puts
command on any matching files. This means
duplicated items in a database's trash
it will performs its actions, even if the event
when you import them.
trigger is not set to On Demand. Be cautious
Reminders: Displays the name of a
about using this command unless you are
document and plays the system "glass"
certain you want to affect all matched items.
sound when a reminder on a matched item
There is also an option to copy the item link
triggers.
for a smart rule by choosing Copy Rule Link.
Create Version: Create a new versioned file.
Remove Obsolete Versions: The companion Also when you Control-click a selected smart
to the Create Version smart rule, use this rule, you will see a Disable Actions or Enable
to purge old versions. Actions option, depending on the state of the
Unify Names in Dates: Detects dates in a selected rules. Use this to toggle the active
filename, retrieves the filename without state of any selected rules. This can be useful
the date, the renames the file prefixing the in debugging situations.
filename with the detected date as YYYY-
There are two commands in the Tools menu
MM-DD.
related to smart rules:
If you Control-click a smart rule and choose
Tools > Apply Rules: This runs the actions
Edit, you will see the criteria, event trigger,
of a chosen rule on selected items, but only
and actions for that rule. Like smart groups,
ones matched by the smart rule.
you can create a smart rule from the
Tools > Perform Rules: This performs the
contextual menu or the + button at the
chosen rule as defined, not acting on the
bottom of the sidebar. The target of the
selection.
smart rule also follows the same behavior
as a smart group: all databases are targeted Drag and Drop: Lastly, you can drag and drop
unless you have an item selected in the items onto smart rules to apply their actions
Globals or the Open Databases section of to them. Dropped items will be acted on,
this sidebar. ignoring the location and criteria specified in
the smart rule. For example, you may have a
Control-click a smart rule to Edit, Rename,
smart rule to add the date to the beginning
Duplicate, or Remove it. You can also copy
of the name of images imported into your
a link to a smart rule, export a smart rule to
Global Inbox. However, you could drag and
the Finder for archiving or sharing, or import
drop a rich text file from a separate database

DEVONthink 3.9.6 Documentation, page 93

on to the smart rule and the date would
be prefixed to the name, even though the
location and file type do not match the rule.

For more information on editing smart

rules, see the Smart Rules section of the
Automation chapter.

SIDEBAR: FILTERS
Providing yet another way to isolate files
in the item list, the Filters pane allows
you to only show files that share common
attributes. This pane, displayed at the
bottom of the Navigate sidebar an be shown
or hidden via the Tools > Filter menu or the
trio of icons at the bottom of the Navigate
sidebar. The pane can be resized by moving
Dates: Click the Date dropdown to choose
the divider at the top of the pane.
the type of date you want to filter on: Added,
Created, Modified, Opened, or Due. Click on
INFO
a date in the calendar display to only show
Displayed by selecting Tools > Filter > Info, the files related to the day and type of date
Info filters pane let you shows only files that you selected. Use the small arrows to move
share common dates, ratings, color labels, backward and forward through time, and click
etc. the circle between them to quickly return to
the last selected date.

Marks: Choose the type of mark, or a

combination of them, on which you want to
filter. For example, you can click the flag and
a rating of 3 to show only those files. You can
filter on these attributes:

Flagged or unflagged
Read or unread
Locked or unlocked
Rating
Label

DEVONthink 3.9.6 Documentation, page 94

File Location: Click the dropdown to choose common tags, but also exposes tags that
whether to display Imported, Indexed, or have been used with the previously selected
both with Any. tags.

Note: The tags you choose will also be

TAGS
shown in the Information bar above the
Choosing the Tags filter via Tools > Filter > item list. Hovering over one of these tags
Tags displays a tag cloud derived from the displays a close button at the right side
tags on the current list of files. The cloud of the tag. Click it to stop filtering on that
shows the tags in varying sizes depending on tag. You can also press the Reset button to
the number of occurrences of each tag on clear all filtered tags.
these documents. The more files with a given
Control-clicking a tag in the tag cloud shows
tag, the larger it displays. This makes it easy
these options:
to identify commonly used tags. If there are
no tags on the files in the current item list, No Reveal Tag: Displays the Tag group in the
Tags will be displayed. Additionally, Control- list of tags from all open databases.
click in this pane to sort the tags by Name or Remove Tag: Removes the tag from the
by Count. Tags groups and also from any document it
was applied to.
Related Tags: Displays the top two tags
most commonly used with this tag.
Selecting a tag from this list filters the files
on that tag.
View>: Allows you to switch between cloud
and list view.
Sort: Allows you to sort the tags by name
or count.

MULTIMEDIA

Open the Multimedia filter via Tools > Filter

> Multimedia to present options for filtering
out multimedia files, e.g., images, audio, and
video in the current location.

To filter the files, click any tag. You will

immediately see the tag cloud reduce in
number and only related tags are shown. This
allows you to drill down into files that share

DEVONthink 3.9.6 Documentation, page 95

 be manually changed to a relative location,
like the site of a historic event. (See the Info
Inspector for more information on this.)

To assist in filtering, there are a few controls

available:

Kind: Select the kind: Any, Image, Video, or

Audio.
Width & Height (pixels): Set a minumum
and / or a maximum pixel dimension for
the width or height of images. Selecting The map functions similar to Apple or Google
and pressing the Delete key in a field will Maps, allowing you to use familiar pinch
reset it to zero or infinity (no maximum gestures or double-click or Option-double-
specified). click to zoom in and out, panning, etc. The
Duration (seconds): Set a minimum or map shows pins for all documents with
maximum length of a video or audio file, geolocation data in the selected location in
defined in seconds, e.g., 900 for 15 minutes the Navigate sidebar. Selecting a pin in the
(15 minutes x 60 seconds). map displays the files with that geolocation
data in the item list.
Note: The Multimedia filter pane is only
available in macOS 11 or later.

MAP

Utilizing geolocation data from your files,

the Maps filter shows documents related by
location. Show this filter pane by selecting
Tools > Filter > Maps. By default, the pins on
the map show the place a document was
created. However, the geolocation data can

DEVONthink 3.9.6 Documentation, page 96

SIDEBAR: SMART GROUP AND the terms in the text of selected search
RULE EDITOR results, if possible.

PREDICATES

The second section of the editor shows the

search predicates. These define criteria you
want to match. Criteria may be content- or
attribute-related, e.g., documents containing
a specific word or groups added this week.

Note: The predicate editor is also shown

When you create or edit a smart group or when using the Advanced options when

smart rule, a sheet appears with options for searching your databases. It is also shown

specifying options, like the criteria to match in a similar sheet when you run the Tools >

or from where to match items. Batch Process command.

The list of predicates consists of a list of

OPTIONS
blocks, each beginning with All or Any,

The top section of the sheet contains a defining whether all (Boolean AND) or any

mandatory name and search location, as well (Boolean OR) of the contained predicates

as a few optional items. need to be true for the document to be

returned as a result. Predicates themselves
Name: Enter a name for the smart item.
consist of the field to search (like "Content"
Search in: Select where you want this
or "Tag"), and the condition and the data that
smart item to search.
needs to be matched.
Exclude Subgroups: Enable this to ignore
items in subgroups of the location selected Add as many criteria as you need. Use the +

in the Search in dropdown. and - buttons to add more predicates to your

smart group or to delete them. Predicates
In the Comparison section, you will see these
can be rearranged with drag-and-drop. Hold
options:
the ⌥ Option key and click a ... button to

Ignore Diacritics: Check this to treat create a "compound predicate" also called

letters with diacritics, e.g., umlauts or "branch". Each branch also has its own All or

accented characters, the same as their Any option as well. This allows you to create

regular counterparts. very targeted searches.

Fuzzy: Check this to apply fuzzy logic to

Example: To find all Microsoft Excel files
contents-based criteria, ignoring simple
use the condition Filename ... ends in ...
typos so that instances of "hello" and
xslx. To find items created in the last 7 days
"hallo" are both found.
use the condition Date created ... is ... Last
Highlight Occurrences: When used with
Week.
contents-based matching, this will highlight

DEVONthink 3.9.6 Documentation, page 97

 Note: In some predicates you can use Items in the Reading List can be moved to
wildcards, Boolean operators, phrases, and other locations by dragging them to any item
parenthesis, too. See also p. 230ff list in a main window. The drag operations
also allow you to duplicate or replicate the
files, holding ⌥ or ⌥⌘, respectively.
SIDEBAR: READING LIST
Similar to the section found in Safari (and CONTEXTUAL MENU
now many other browsers), the Reading
List provides a place to access documents The contextual menu (which appears when

and groups you've "set aside" for later you Control-click an item) offers these

consideration. The items are listed in All commands:

and Unread views. Newly added items are

Open in New Tab: Opens the clicked item in
displayed at the top of the list.
a new tab.
Open in New Window: Opens the clicked
item in a new document window.
Mark as Read/Unread: Changes the read
state of the clicked item.
Reveal Item: Reveals the item in its current
location.
Move to Trash: Moves the item to the
database's Trash. Emptying the Trash
removes the file and its reference from the
Reading List.
Copy: Copies the selected item(s).
Select/Deselect All: Selects all or none of
Add files from the item list via drag and drop
the items, respectively.
when this pane is visible. Alternately, choose
Remove Item: Removes the clicked item
the Data > Add to > Reading List menu item.
from the Reading List.
This command may also be available when
Clear All Items: Removes all Reading List
Control-clicking in an item list or in images
items.
and PDFs.

Note: The last two options cannot be

Items added to this pane will automatically
undone.
appear in the Unread view. Selecting an item
with the View/Edit pane visible will treat the For those interested in automation, you can
item as read and the item will only be shown use the special item links x-devonthink://
in the All view. readinglist or x-devonthink-item://
readinglist to open the Reading List.

DEVONthink 3.9.6 Documentation, page 98

SIDEBAR: IMAGE CAPTURE Selected Scanner: If you select a scanner you
will be presented with controls and settings
The Import sidebar pane gives you access
to scan your documents. This allows you to
to two common sources of external data:
use your scanner directly in DEVONthink very
scanning and email. Each section in this
efficiently. This interface should be familiar
sidebar provides controls to import from any
to anyone using Apple's Image Capture
supported scanner or a compatible email
application or scanning in Preview.
client, e.g., Apple Mail or Outlook. This makes
DEVONthink a reliable companion at home, Overview: The overview of what's being
in an office, in the hands of an archivist, scanned. When using a Custom Size you
and many other scenarios. We will cover the will define the scan area in this pane.
scanning controls in this section. We have From: Choose where you'll be inserting the
also provided a more practical overview in paper into the scanner.
Capturing Paper section of the In & Out Mode: Choose the color type: Black &
chapter. White, Grayscale, or Color.
Duplex: Enable double-sided scanning, if
available.
Resolution: Set the desired resolution
of the scan. 300 dpi is the suggested
resolution for most cases.
Size: Choose a pre-defined page size or
check Custom Size and manually change
the scan area in the overview. Resize the
scan area or even drag multiple scan areas
on the same scan. You can also enter
specific measurements. Switching to a
pre-defined size will clear any custom scan
Archiving documents is an important
areas.
function in many situations. The Image
Orientation: Change the orientation of the
Capture section of this sidebar allows you
final document.
to control compatible scanners or import
Name: Enter a name for the final
images from connected cameras or iOS
document. If left empty, a date stamp will
devices.
be used as an automatic name.
To: Choose where to send the document:
DEVICES
Imports, create a new binder or use an
The Devices section allows you to choose existing one, or choose a destination in a
an input device. Choosing a scanner offers database.
different controls and options than selecting Destination: The chosen location in a
a connected iOS device or camera. database will be shown here. You can also

DEVONthink 3.9.6 Documentation, page 99

 choose a location to send binders to when QUEUE
saving.
Select the Queue option to display the
Kind: Choose the format for the final
scanning queue where you can pre-define
document.
documents to scan. Define parameters for
Tags: Enter optional tags to be applied to
each document, including: Title, Destination,
the document.
Type (PDF or Image), Separator, whether
OCR: Enable OCR for the scan, if desired.
OCR is enabled, and optional Tags for the
Camera or Mobile Device: Clicking on a finished document. This section can be very
connected camera or mobile device displays useful when batch scanning. The following
an item list of photos to import. These controls are shown in this view:
items can be imported for a variety of
Scanner: Choose an available scanner.
uses. Additionally, for documents you've
Flatbed/Document Feeder: Choose where
photographed, the images can be added
you'll be inserting the paper into the
to a scanning document (described below)
scanner.
and OCR can be done to create searchable
Document List: Defined documents and
PDFs. This can be very useful for everyday
their parameters are listed here.
things like receipts to archiving historical
Add/Delete: Add or delete new document
documents.
definitions.
To: Choose to import items to Imports, into Remove Sent/All: Contained in a popup
a new or existing binder. menu, remove already processed or all
Thumbnails/Details: Switch between a documents from the list.
thumbnail or a detailed list of photos. Configure: Global scanner settings for
The size of thumbnails is controlled by color type, resolution, page size, and duplex
the slider at the lower right corner of the scanning (double-sided, if available).
window.
Delete: Shown as a stop symbol, use this to IMPORTS
delete selected images from the connected
Containing individual scans or Binders,
device. A warning will be displayed this
collections of scanned pages. Create or
action cannot be undone.
access existing binders and scanned pages in
Download: Download selected items to the
this section.
location set in the To dropdown. Optionally,
you can double-click items to import them. Document List: A list of thumbnails of
All: Download all the items on the scanned images.
connected device. Create new Binder: Create a new empty
binder.
Properties: Change properties of a
selected scan or binder, e.g., where the
scan will be sent, the title, type, tags, and

DEVONthink 3.9.6 Documentation, page 100

 optionally enabling OCR. You can also add a SIDEBAR: EMAIL
Author or Subject for PDF output.
In addition to scanning, the Import pane also
Edit: Change the orientation or make
provides the controls to archive emails from
image modifications of a selected scan.
Apple Mail and Microsoft Outlook. While you
Double-click a scanned page to display the
can drag email messages individually from
image modification pane.
your email client, the Email section of this
Play: Play video imported from an iOS
sidebar also allows you to import individual
device.
messages or archive mailboxes directly into
Delete: Delete the selected scan(s).
your DEVONthink database.
Save: Sends the selected scans or binders
to the To set in the Properties for each. Open the pane pane by choosing View >
Import. Here we discuss the controls used in
Select a specific binder in the sidebar to
this section. For a more practical overview
show a thumbnail view of the pages it
of the email archiving process, check out
contains. Rearrange the pages by drag-and-
the Archiving Email section of the In & Out
drop or drag pages from one document to
chapter.
another. Press the Sort button to use these
options:

Reverse Order: Reorder all pages from last

to first.
Shuffle Odd/Even Pages: Automatically
switch odd and even pages
Sort and Merge Documents: Choose two
documents to merge their contents. One
document is chosen as the starting odd
page, the other as the starting even page.
The pages are then interleaved into the
current document.
ACCOUNTS AND MAILBOXES
TRASH
The lefthand section of the Email section
Any scans or documents you've deleted from displays the active accounts and mailboxes of
the scanning interface will appear here. When Apple Mail or Microsoft Outlook. Select your
you have this selected, empty the trash with email client, then click the disclosure triangle
the button at the lower right corner of the to show the accounts then its mailboxes.
window.
Mailbox View: When you select a mailbox in
a specific account, the window will display
more controls for filtering and importing
messages from that mailbox. The central view

DEVONthink 3.9.6 Documentation, page 101

shows the contents of a chosen mailbox. This Show: Select options in this section to
is where you can select individual messages further fine-tune the list of importable
to import, if desired. messages, if desired. You can use:

This view is separated into columns that can Read: Show emails messages have been
be sorted by clicking the column headers. read, unread, or either.
The columns include From, Subject, To, the Flagged: Show messages that have been
Flagged state. If you are choosing to show flagged in the email application.
already imported messages, there is a special Priority: Show messages that have an
column showing those items. For emails assigned priority
marked as high priority, the flagged column Date Range: Choose a range of dates to
will also show two exclamation points and the display messages received between them.
subject, etc. will show in red. Control-click in
Hide: Use these controls to hide certain items
the Mailbox view to refresh its contents.
from the mailbox view. All these options are
enabled by default, but can be selectively
FILTER AND IMPORT
disabled, if needed. However, when these
When a mailbox is selected, the righthand options are enabled it makes it easy to see
side of the window shows options for filtering only new messages, ready for import.
the messages displayed. It also lets you
Imported: Enabled by default, this hides
choose the location where the messages will
messages you've already imported into the
be imported.
current database. As you can't import the
Destination: Choose the destination same message into a database multiple
database for the imported messages or times, changing the Destination changes
mailboxes. Note: You can choose a specific what messages are displayed when this
group in a database when using the Import option is enabled. If you disable it, already
function. However, you can only choose a imported messages will show a checkmark
specific database, and not a group, when next to their name
using the Archive Mailbox function. Emails are Deleted: Hide messages you've put in the
archived into a special Emails group at the account's trash.
root of the specified database. Junk: Hide messages moved to the
account's junk mailbox.
Search: Use this search field to search for
messages by the sender or recipient's Name, The last two items are buttons for importing
email address, or the subject line. Note this selected emails in the Mailbox view or
only allows for a single term to be used. archiving the currently selected mailbox. See
However, the search is matching substrings, also p. 58ff
so a search for jun would match "junk",
"jungle", and "jejune".

DEVONthink 3.9.6 Documentation, page 102

SIDEBAR: EXTRAS For a view of all available scripts and
templates, as well as easy installation and
The Extras sidebar gives you a place to check
uninstallation, see the Support Assistant.
for current information from us. It's an easy
way to stay up to date with some of the DEVONtechnologies: This section provides
goings on at DEVONtechnologies. a list of blog posts regarding updates and
promotions.
Support: Here you will find our recently
published tips, scripts, smart rules, and Note: For the sake of transparency,
templates. DEVONthink does connect to our web
server to bring you this information.

DOCUMENT WINDOW

Tips & Tricks: This shows recent blog posts

of handy tips about all things DEVONthink,
presented in a RSS feed style. To read the
full article, click the article's title.
Scripts and Smart Rules: From time to
time, we publish publicly available scripts You can isolate a document in its own
and smart rules. You will see a brief window, known as a document window. These
description and a link that allows you to windows are convenient for split screen work.
install the script directly from this section. For any editable file formats, you can open
Templates: We also offer templates for a a document window by double-clicking a
broad audience. This section lists recently document in any view of a main window.
published ones. As with the scripts and Alternately, you can choose Data > Open or
smart rules, a description and installation Open from the contextual menu to open
link is provided. any document in a document window. For
most file types that can't be edited directly
If you'd like to quickly mark all items as Read,
in DEVONthink, double-clicking the file will
⌃-click and select the Mark All as Read from
open it in the system default application. For
the contextual menu.

DEVONthink 3.9.6 Documentation, page 103

example, double-clicking a Word file will open
it in the same application that opens if you
had opened the file in the Finder.

See the Documents chapter for a detailed

description of the various document types
DEVONthink supports.

Note: Command-clicking the window title

shows the document's location including
the database it's stored in.

TOOLBAR ITEMS

Similar to the main window, a document

PANEL ELEMENTS
window has a toolbar at its top. The default
toolbar buttons may vary, depending on The Download Manager panel consists of:
the type of file being viewed in the window.
A list of a items to be downloaded
You can customize the toolbar via View >
A status bar at the bottom
Customize Toolbar, but note there are fewer
A button for adding items to and a
options than you have with a main window.
button for deleting selected items from the
A list of available toolbar items is available in
list
the Toolbar section of the appendix.
A reload button
A Start/Stop button to enable or disable
DOWNLOAD MANAGER downloads.

Window > Download Manager opens An Action menu

DEVONthink's Download Manager panel.

Using the Download Manager, you can ADDING FILES

download files or complete web sites from

To download a web site or any other file,
the internet, and either store the information
simply add it to the Download Manager by
in your database or as files on your hard
dragging its URL to the Download Manager
drive. Offline archives stored in DEVONthink
panel. Alternatively, you can click the in
are also used when you visit bookmarks or
the panel and add the URL manually, as well
open a link in a new tab and your computer is
as a referrer, user name, and password. If
currently offline.
Automatic is checked, DEVONthink creates
a referrer automatically when downloading
whole web sites.

DEVONthink 3.9.6 Documentation, page 104

You can also paste one or more URLs (copied Only Added Files to Thumbnail Gallery:
Safari bookmarks, DEVONthink links, Offers various predefined option sets (see
or copied links from DEVONagent Pro's below).
Download Manager), or add files to the Import Files to Database: Selects which
Download Manager by using the contextual database the downloaded files shall be
menu in web and HTML views in DEVONthink. stored in. Select Folder to save them
directly to the file system.
Note: You can also copy URLs in the
Options: Opens the options dialog sheet,
Download Manager to the clipboard or
which allows you to specify in detail what
drag them to other applications (like the
to download, which links to follow, and
Finder or Safari's bookmark manager).
where to store the downloaded files (see
The Download Manager also supports
below).
URLs for local files (POSIX path, a file://
localhost/ URL, or a file:/// URL). For your convenience, DEVONthink comes
with predefined option sets that you can
ACTION MENU directly select from the action menu.

Most actions are available through the Action Only Added Files: Downloads only the files
menu or the contextual menu. Click the you have manually added to the Download
gear button or Control-click an item in the Manager.
Download Manager panel to display more Offline Archive: Downloads the files you
commands: have added to the Download Manager
including embedded images, style sheets,
Add: Manually add a URL to the list.
and scripts. Use this option set to archive/
Edit: Edit the parameters of a selected
download web pages with everything
item in the list.
necessary to display them properly.
Retry: Attempts to reload an item that
Alternative: Create a web archive.
failed to download.
Subdirectory (Complete): Downloads the
Remove: Removes the selected items from
files you have added to the Download
the list. Alternatively, you can press the
Manager including all embedded or linked
⌫ Backspace or ⌦ Delete key.
files. This option set follows all links leading
Enable/Disable: Checks or unchecks the
to (items in) sub-directories. For example,
selected items. Only checked items will be
use this option set to download a complete
downloaded.
web site for offline archiving.
Start/Stop Queue: Starts or stops the
Subdirectory (Images & Multimedia):
download queue. Same as the play/pause
Same as above, but downloads only
buttons at the bottom of the panel. Note
linked images, linked multimedia files
this will only pause queued items. Any in
including Flash and QuickTime movies,
progress downloads will continue.
and embedded images in the item's
Purge Queue: Removes all items from the
directory and all sub-directories. Use this
list that have been completely downloaded.
set to download a complete web site for

DEVONthink 3.9.6 Documentation, page 105

 offline archiving (without all linked Office database. Double-click any part of the
documents, PDFs, etc.) location to reveal it in the Finder.
Thumbnail Gallery: Downloads the files Download: Define how many connections
you have added to the Download Manager the Download Manager opens at the same
including linked images, embedded images, time. (Choose fewer connections for
style sheets, and scripts. Use this option slower Internet connection, more for DSL
set to download a thumbnail gallery or broadband.) Also, check Automatically
including all full-size images linked to each purge queue to have previously downloaded
thumbnail for offline archiving. items automatically removed from the
queue.
Note: Downloaded items are by default
excluded from classification and tagging. The Follow Links options defines how far
DEVONthink follows links on the downloaded
OPTIONS HTML pages. This feature allows you to
control what gets downloaded--only the
The options dialog defines which file types
actual pages or a complete web site.
the Download Manager downloads, which
DEVONthink supports the following options:
links it follows, and where it stores the files.
Off: Does not follow any links.
Files: Check all file types you want the
On Same Host: Follows links, but only as
Download Manager to download (plain
long as they refer to the same web server/
texts, rich texts, Office documents and
web site. Files on other web servers will not
PDF files, style sheets and scripts, images,
be downloaded.
embedded images, multimedia files, mark-
In Same Directory: Follows links, but only
up language files, etc.) Use the Follow
as long as they refer to items in the same
Links pop-up menu to define how far
directory as the downloaded HTML page.
DEVONthink should follow links on the
In Subdirectories: Follows links, but only
downloaded HTML pages (see below).
as long as they refer to items in the same
Check Overwrite existing to update an
directory as the downloaded HTML page or
existing archive.
its sub-directories.
Folder: When you choose Download to >
One Level: Follows all links regardless of
Folder in the action menu of the Download
where they point, but only one level deep.
Manager panel, DEVONthink stores
Links on pages linked to from the original
all downloaded items in the directory
page are not downloaded.
you specify. Click Set to choose your
Two Levels: Follows all links regardless of
preferred location. Use this option to
where they point to, but only two levels
use the integrated Download Manager
deep.
for downloading software archives or
other files you don't want to store in your Note: Following links two levels deep can
result in very large downloads.

DEVONthink 3.9.6 Documentation, page 106

THE SORTER with a handy search field, you can search
for and isolate groups for more targeted
The Sorter is a multi-purpose popup that
importing. This view is composed of three
allows you to quickly add content to your
sections:
databases, even when DEVONthink isn't the
active application. Depending on the option Search Field: Use the search field to help
you choose in Preferences > Sorter, it will quickly locate specific groups. This uses
appear in the menubar at the top of your substring matching, so you can enter
screen or docked to the left or right side parts of words to find matches. The
of your screen. When shown as a menu bar view updates while you type for efficient
icon, you can choose to display it as the word searching.
DEVONthink or a space-saving nautilus icon. Favorites: Provides a convenient list of
the groups you've added to the Favorites
It supports several views, each providing
section of the global sidebar. Drag items
handy shortcuts to getting data into your
onto your favorites to import them.
databases. Switch between these views by
Control-clicking a group or database gives
clicking the icons at the top of the pane.
you the option to Reveal or Open the item.
Below we cover the different views the
You can also double-click an item to open it
Sorter provides for quickly capturing data.
in a new window.
Databases: Provides a list of open
NAVIGATION
databases and access to their groups.
The Navigation view provides a convenient Behaves in the same way items in your
list of the databases and groups in Favorites do.
DEVONthink.
Hotkeys: The Navigation view supports these
hotkeys:

Tab: Switch the cursor focus between the

search field and databases list.
Command-Option: Hold these keys when
dragging Finder files or folders to index
them.
Command: Hold this key when dropping an
item to move it into the database, putting
the original in the system trash.
Up/Down Arrows: Navigate up and down
through the database listing.

To add files in the Sorter, drag over the Left/Right Arrows: Open and close groups

docked tab or menu bar item. The Sorter will containing subgroups. Hold the ⌥ Option

spring open. then drop items into specific key while pressing the right or left arrow to

groups to quickly import them. Also equipped

DEVONthink 3.9.6 Documentation, page 107

 fully expand or collapse all the subgroups,
respectively.

Note: The ⎋ Escape key can be used in all

views to quickly close the Sorter.

CREATING FILES

The remaining views are focused on creating

files, whether that's a simple plain text file,
a screen capture of an application's window,
or some recorded video. Each of the following
views support the following options:
Allowing you to write notes in several
Add: Saves the file in the specified format
formats, the text will be displayed in the font
in the chosen location. You can also press
defined in Preferences > Editing. Make your
⌘S to save the current content.
note taking a little faster by defining a hotkey
Reset: Displayed as a backward pointing
with the Preferences > Sorter > Take Note
circular arrow, click it to clear the view to
Hotkey. This view supports these attributes:
its default settings.
Control-Tab/Shift-Control-Tab: Move Name: The title of your file. If left as

the cursor between fields, e.g., between Automatic DEVONthink will attempt to

the body and URL. Hold Shift to cycle create a title from the first sentence of the

backwards through the fields. body.

Body: Enter your note text here.

TAKE NOTE URL: If there is a URL you'd like to associate

with the file, perhaps a link back to a
The Take Note view is for those times when
source, enter it here.
you just need to quickly write a note but don't
Info: Add metadata about the file here,
want to go back into your databases to create
including: read status, locked state, flagged
a new file.
state, rating, or color labels.
Tags: Enter tags for the file. Tag
suggestions will be made from the tags of
all open databases.
Format: Choose the format of the saved
note. Choose from: plain text, rich text,
formatted note, and Markdown.
Location: Choose the location to save your
file from the dropdown list. The location of

DEVONthink 3.9.6 Documentation, page 108

 the last saved file will be preserved for the Playback and Volume: Playback your audio
next note you create. to ensure it's good before you save it. Press
Add: Saves the file in the specified format the Reset button to clear the audio and
in the chosen location. record again.
Name: Enter a name for the audio file. If no
Take Note Panel: The Take Note panel is
name is provided, a date and timestamped
displayed when the Sorter is set to None
name will be automatically given.
in Preferences > Sorter. It has the same
Info: Add metadata about the file here,
functions as the view in the Sorter and also
including: read status, locked state, flagged
will be pinned over any open windows.
state, rating, or color labels.
Tags: Enter tags for the file. Tag
VOICE NOTE
suggestions will be made from the tags of

Use this view to record a voice note directly all open databases.

into your database. This creates an AIFF-C Location: Choose the location to save your

file in the location you choose. With simple file from the dropdown list.

controls, it's easy to record impromptu audio.

VIDEO NOTE

Use this view to capture a video from your

Mac's built-in camera. Videos are saved as
MP4 files for convenient compatibility across
platforms and devices.

This view has a few simple sections:

Audio Levels and Timer: At the top is a

sound meter to help visualize your audio
level as you record. The elapsed time
is shown as it records, convenient for
projects like rehearsing a presentation.
Begin/Stop Recording: Press the red
circular button to begin recording. Press
the black square button to end recording.
Like the audio note, this is presented in very
When you've stopped recording, you will be simple controls:
shown:

DEVONthink 3.9.6 Documentation, page 109

 Begin/Stop Recording: Press the red then direct it to a specific location in your
circular button to begin recording. Press databases. The captures will be saved as
the black square button to end recording. JPEG files.
Source: Choose the video and audio
source in the small downward facing caret
next to the record button. Any attached
compatible audio-visual devices should be
available here.

When you've stopped recording, you will be

shown:

Name: Enter a name for the video file. If no

name is provided, a date and timestamped
name will be automatically given.
Playback and Volume: Playback your video
before you save it. Or press the Reset
button to clear the video and record again. This view has one simple section with three
Trim: Shown as scissors, click this to access options, also accessible via shortcuts:
simple editing tools. You can drag the ends
of the yellow frame to change the start Screen: Capture your entire screen (⌘-1).

and end of the video. Click and drag inside Window: Capture a specific window

the frame and a red line will appear. This (⌘-2). Hover over a window and it will be

displays the time above the line. highlighted in blue. Click once to capture it.

Info: Add metadata about the file here, Selection: Capture a specified area by

including: read status, locked state, flagged dragging a bounding box around the

state, rating, or color labels. desired area (⌘-3). To reposition the area,

Tags: Enter tags for the file. Tag hold the space bar. To stop the capture

suggestions will be made from the tags of action, press the ⎋ Escape key.

all open databases.

As with other views, name and information
Location: Choose the location to save your
options will appear after the screen is
file from the dropdown list.
captured.

SCREEN CAPTURE Name: Enter a name for the screen

capture. If no name is provided, a date and
Screen captures are a common way to
timestamped name will be automatically
quickly gather information about things on
given.
our computers. While the Apple provided
Info: Add metadata about the file here,
mechanisms still work, the Screen Capture
including: read status, locked state, flagged
view allows you to quickly snap a screen
state, rating, or color labels.
shot, add some metadata, e.g., tags or labels,

DEVONthink 3.9.6 Documentation, page 110

 Tags: Enter tags for the file. Tag timestamped name will be automatically
suggestions will be made from the tags of given.
all open databases. Info: Add metadata about the file here,
Location: Choose the location to save your including: read status, locked state, flagged
file from the dropdown list. state, rating, or color labels.
Tags: Enter tags for the file. Tag
WEB CLIP suggestions will be made from the tags of
all open databases.
Use the Web Clip view to quickly clip the
Location: Choose the location to save your
current web page, a URL from your clipboard,
file from the dropdown list.
or enter a URL manually. Each option is also
accessible via shortcuts. When using the default browser option or
the Clip to DEVONthink extension, click the
Preview button and DEVONthink will attempt
to display a preview of the intended capture.
This can be helpful in predetermining if the
capture of sites with logins will be successful.

PREFERENCES
The Preferences window, opened using
DEVONthink > Preferences, contains all
available options, which you can modify to
adapt DEVONthink to your personal needs.

Default Browser: Displaying the icon of Because the preferences are so important,

your default browser, click this to capture we have created a separate chapter for them.

the current page (⌘-1). This shows the

same options as the Clip to DEVONthink DATABASE PROPERTIES
browser extension.
The Database Properties popup displays
Clipboard URL: If you have copied a URL,
preferences for a specific database. Select
click this option to detect and capture it
a database and open the properties popup
(⌘-2).
using File > Database Properties
Manual: Click this to manually enter a URL
to capture (⌘-3).

Before clipping, you can add other

information to the item:

Name: Enter a name for the screen

capture. If no name is provided, a date and

DEVONthink 3.9.6 Documentation, page 111

 the Finder. When you create a database, the
names will be the same. If you change the
displayed name in the database's properties,
the name of the database file will also
change. However, you can close the database
and change the filename in the Finder,
should you choose to. This can be used in
any situation, including office, health care,
and litigation environments where clients
or cases have a unique number associated
with them. A database could have a filename
of 10459.dtBase2 but the displayed name
of Company A in DEVONthink. When you
close the database, the filename will be
shown in the Recent Databases section of
the Navigate sidebar.

Comments: Add comments about this

GENERAL
database. These comments are only used in
Location: Shows the location of the database DEVONthink, i.e., not exported to the Finder.
in your filesystem. Note you can double-click
Exclude Groups from Tagging: Excludes all
any part of the database location to reveal it
groups in this database from being used as
in the Finder.
tags. Ordinary tags can always be added to
Create Spotlight Index: Checking this items using the Tag bar.
option allows Spotlight to be able to locate
Inherit Tags of Groups: Applies tags added to
documents stored in your databases. Double-
a group also to the group's children.
click a result in the Spotlight search results
to open it in DEVONthink. If you are having Case Insensitive Tagging: Check this option
issues finding DEVONthink documents in a to disallow tags with different capitalization.
Spotlight search, you can click the Rebuild
Protection: To add a layer of protection
button to recreate this folder from scratch.
when syncing your databases, you can add
a username and password to the database.
OPTIONS
Anyone trying to import the database from
Name: Enter a name for your database here. a sync location will need to provide these
It will appear in the title bar of every main credentials. Click on the padlock button to
window of this database. unlock the entry fields, enter a user name
and password, and then click on the padlock
A database has two names: the displayed
button again to lock your changes and hide
name, set here in the properties, and the
the password.
filename, the name of the database file in

DEVONthink 3.9.6 Documentation, page 112

 Note: For a locally secured database, create INFORMATION POPOVERS
an encrypted database via File > New
Encrypted Database.

STATISTICS

This section displays some basic statistics

about the contents of the database, e.g.,
counts of some different file types, total size
of the contents, and number of words in the
index of the database.

POPOVERS
Popovers are a specialized panel that
appears on command and disappears
after interacting with it. These are usually
used for quickly viewing information about
a selected item but can also be used in
some other ways. For example, Database Info: The Info popover shows information
Properties is an information popover you may about the currently selected item. It displays
already be familiar with. Here are a few more the contents of the Info, Annotations &
DEVONthink offers, starting with information Reminders, and Properties inspectors. Open
popovers and followed by utility popovers. this popover via Tools > Get Info, ⇧⌘I, or
pressing the toolbar button.

Log: The Log popover displays any

information available in the Log window. This
allows you to quickly glance at any messages
without having to open a separate window.
Open this popover via the toolbar button.

DEVONthink 3.9.6 Documentation, page 113

Note this button will only be enabled if there location within the same database. Note the
are messages available to be viewed. You can text in the popver will change to reflect the
clear the log or press the Save button to save kind of operation will take place.
the log, usually to send to our support team.

UTILITY POPOVERS

The utility popvers provide extra functions

for moving files, navigating databases, or
linking documents. Each popover has a search
field at the top for helping to narrow the
results. You can use an abbreviated search
syntax matching the beginning of words to
help speed the process. For example, if you Go to Group: This popover allows you to
are looking for a group named "Household quickly jump to another location. Open this
Expenses" you could type hou exp to find popover via Go > To Group or ⌃⌘G. One
matches. After tsearching, double-clicking special property of this popover is the ability
a result will move the file to the selected to act as a floating pane. Open the popover
location. For keyboard navigation, you can then click and drag it away from the toolbar.
press ⇥ Tab to put the focus in the results list It will remain open as a searchable floating
then navigate with the arrow keys. Pressing ↩ pane you can use for quick navigation. You
will accept the choice and close the popover can also drag and drop files to it, similar to
automatically. There is also a plus (+) button the Navigation view of the Sorter.
for creating a new group in the current
location when needed.

Go to Document: This popover allows you to

quickly navigate to a specific file. Open this
Move to: This popover allows you to organize
popover via Go > To Document or ⌃⌘O. Note
selected files quickly. Open this popover via
this popover does not support abbreviated
Data > Move To or pressing ⌃⌘M.
syntax, i.e., matching substrings or non-
The default behavior of this popover is contiguous words, as the fuzzy matching
moving files. However, the behavior can be would lead to far too many results. Given
changed using command keys. Hold the ⌥ a filename of DEVONthink sync timing
key to duplicate files to a selected location. tests.md, timing tests would match;
Hold ⌘-⌥ to replicate the files to a selected DEVONthink timing would not.

DEVONthink 3.9.6 Documentation, page 114

Insert Link: Used when editing text-based
documents, e.g., rich text, this popover allows
you to search for and quickly insert a link to The layout of the web sharing should
that file in the current document. The type immediately be familiar to users of
of link inserted will be appropriate to the DEVONthink. While not as full featured as
current document type, e.g., a Markdown the native application, it behaves in ways
document will have a properly formatted similar to DEVONthink's main window. Here
Markdown link. Open this popover via Edit we will give you an overview of the parts of
> Insert > Item Link, the Insert > Item Link this interface.
command, or ⌃⌘E in the contextual menu
while editing a compatible document. Note: The permissions given by the
administrator of the shared databases
determine database visibility as well as
WEB SHARING
what actions you can take. Due to this,
DEVONthink comes with a built-in server some actions, e.g., creating new documents
for broadcasting your databases on a or downloading documents, may not be
network. While the operation is covered available. If you do not have permissions
in the In & Out chapter, here we cover the to modify the database you're browsing,
interface shown when accessing shared the cursor will change to show the option is
databases in a browser window. Also note the disallowed.
preferences for setting up shared databases,
including setting up users and per-database SIDEBAR
permissions are covered in the Preferences >
A condensed version of the Navigate sidebar
Server section of the Preferences chapter.
found in DEVONthink's main windows, this
provides access to the contents of any
shared databases. Some basic contextual
menu items, e.g., New Group, New Feed,
Rename, and Move to Trash, are available
when Control-clicking in the sidebar.

DEVONthink 3.9.6 Documentation, page 115

Move files by dragging from the item list over Mark: Toggle the Flagged, Unread, or
a group in the sidebar to file them in a new Locked state of a selected file.
location. Holding the ⌘ Command key allows Rating: Adjust the rating for a selected file.
you to copy the file instead of move it. Upload Document: Use this to upload a new
document to the database.
If you hover over a section in the sidebar, you
Download Document: Download the
can hide the Globals or Shared Databases
currently selected file(s).
section. Also, you'll notice this interface
Move to Trash: Move the selected file(s) to
has been built in a responsive manner. This
the database's Trash.
causes the sidebar to disappear when the
browser window becomes to narrow for it be While you can't reorder the items manually,
effective. You can still use toolbar buttons to the item list can be sorted by clicking on the
toggle the visibility, as needed. column headers. Click the header again to
toggle between an ascending or descending
ITEM LIST sort. Control-click the headers to enable and
disable individual headers.
The item list, like its DEVONthink counterpart
(See also p. 82ff ), shows items in the
VIEW/EDIT PANE
current location. Items can be selected and
reorganized by drag-and-drop, to the sidebar When an item is selected in the item list, a
or groups in the same location. Above the preview of any compatible file will be shown
item list is the path bath with active links here. Many non-proprietary text-based
to parent locations. Click on them to quickly formats commonly can be displayed. Plain
jump back to a parent location. To navigate and rich text, Markdown, JPEG or PNG files,
back and forth through locations you've PDF, etc. are easily searchable and viewable.
visited, use the and buttons in the path There is also support for editing plain and
bar. rich text, formatted notes, and Markdown
documents directly in this pane. Just click in
Again, taking its example from DEVONthink's
the preview and begin editing.
main window, Control-click items in the
item list to show these commands in the Navigation bar: The navigation bar above the
contextual menu: pane varies what it displays, based on the
type of file it's displaying. If an item has a
New: The submenu allows you to create
URL, it will be active and displayed here. The
new items: plain text, formatted note,
bar also allows you to move back and forth
Markdown, Bookmark, RSS feed, and
through previously viewed files via the and
groups.
buttons.
Get Info: Shows the Inspector pane for the
selected file. Of special note are the behavior of formatted
Label: Apply or remove a color label to a notes. They are displayed with a handy
selected file. toolbar providing some editing options, like
adding bold or italic type. You can also select

DEVONthink 3.9.6 Documentation, page 116

text and create a hyperlink with it. Lastly, Show/Hide Sidebar: Toggles the visibility of
you can choose an image to insert into the the Globals sidebar.
document. Preview: Toggle between standard and
widescreen view, with the preview on the
For the Markdown fans, you will see the
bottom or right, respectively.
same navigation bar options, showing Edit,
Action: Displayed with a gear icon, this
Preview, and Side-by-Side modes.
shows the same options as the contextual

Note: While it is a force of habit — and in menu in the item list.

general, a good one to be in — you do not Add: The submenu allows you to create

need to press ⌘S after editing a file. The new items: plain text, formatted note,

changes are saved automatically. Markdown, Bookmark, RSS feed, and

groups.

INSPECTORS Move to Trash: Put the selected item in the

database's trash.
Info: A simplified view of the Info Inspector
Refresh: Manually refreshes the current
pane found in a main window. Shown by
item list.
clicking the right-most toolbar button or
Download Document: Downloads the
choosing the Get Info command from the
selected items in the item list and
Action button, this shows basic metadata
downloads them to the downloads location
about the item selected in the item listing.
for the browser you're using. For some
If you have permissions to make changes to
formats, a ZIP file may be created and
the current database, it is possible to change
downloaded.
some of the metadata, like ratings or labels.
Language: Switch the interface language

See Also: The second view of the inspector between English, French, and German.

shows the See Also pane. This gives you some Search: Search for files in the open

suggestions about other documents that may databases by entering search terms.

be related to to the currently selected item. Search prefixes can be used and are

Clicking on an item in the results will display covered in more detail here: See also p.

that document in the view/edit pane. 86ff

Show/Hide Inspectors: Toggle the

TOOLBAR Inspectors panes.

There are a handful of toolbar tools in the

SUPPORT ASSISTANT
web sharing interface. Note a few items will
be discussed separately. The integrated Support Assistant combines a
welcome screen with a first launch assistant,
tips, installable extras, and a support page
that guides you through the available support
options.

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WELCOME first steps of using the application: creating
a new database, installing the add-ons, and
This screen welcomes you when you start
adjusting the preferences.
DEVONthink for the very first time. It offers:

The option to subscribe the free GET SUPPORT

DEVONtechnologies newsletter, as well as a

The Support screen guides you through the
number of welcome tips
three common steps for troubleshooting
The tip of the day
DEVONthink. In addition, you can update
The extra of the day
your details in DEVONtechnologies' customer

Click the links at the bottom of the window database, or buy an upgrade or a second

to access the other Support Assistant license.

sections. You can also check or uncheck the

Show this window when DEVONthink opens INSTALL EXTRAS

checkbox at the bottom of the window to set

On the Extras screen, DEVONthink lists all
whether to show the Support Assistant each
available extras that you can download and
time DEVONthink is launched.
install from DEVONtechnologies' server:

FIRST LAUNCH ASSISTANT Scripts

Templates
The first launch assistant opens
Smart Rules
automatically the very first time you open
DEVONthink, and guides you through the

DEVONthink 3.9.6 Documentation, page 118

Browse the list of extras and install them Templates menu the extra will show up after
with the Install button. The last line of the installation. Remove installed extras with the
description shows where in the Scripts or Remove button.

The extras are updated live from TIPS AND TUTORIALS

DEVONtechnologies' server so it's a good
Here you can find the latest tips and
idea to check back from time to time. The
tutorials to help you squeeze the best out
latest extra is also always mentioned on the
of DEVONthink. Tutorials can be slideshows
welcome screen. If you check the Install &
describing basic tasks in DEVONthink or
update extras automatically checkbox at the
screencasts.
bottom of the window, any updates to scripts
or templates you've downloaded here will be Both tips and tutorials are updated live from
updated as needed. DEVONtechnologies' server so it's a good idea
to check back on a regular basis. The latest
Note: If one of these categories does not
tip or tutorial is also always mentioned on the
show up in your copy of DEVONthink, there
welcome screen.
might be no extras of this type currently
available.
LOG
The Log panel displays messages and
warnings when importing files and folders,
results of performing maintenance routines,
and AppleScript errors from script actions
in smart rules or reminders. The panel shows

DEVONthink 3.9.6 Documentation, page 119

the date of the message, any affected > Log. For important notifications, the log
files, and a little information about what is always shown automatically, ignoring this
happened. If you feel you are having sync setting.
issues, this panel is the first place to look.
Also, when doing any database or sync
ACTIVITY
location maintenance, this is where the
results are shown. The Activity panel shows a list of currently
running background processes, e.g.,
converting scans to searchable PDFs,
refreshing news feeds, downloading PDF
documents and web archives via our browser
extension, or sync activity. You can manually
open this pane via Window > Activity. You
can manually stop them to free computer
resources or for other reasons.
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 a column
title to sort on that column, changing from
ascending to descending each time you click
it. If you Control-click individual log entries There is also an Activity pane at the bottom
you will be shown options to reveal the of the Navigate sidebar. Providing a less
item in its location or move it to the trash. intrusive experience, this pane will appear
Alternatively, double-click the entry to reveal and disappear quietly on its own.
the file.
Note: The Activity window is only used if
Uncheck Show log automatically to prevent it was opened by the user or if there is no
the log popping up automatically. You can main window to show an Activity pane.
open the Log panel at any time using Window

DEVONthink 3.9.6 Documentation, page 120

 INSPECTORS

IN THIS CHAPTER name to comments and other metadata.

Open the Info pane by selecting Tools >
Info pane 121
Inspector > Info > ….
Annotations & Reminders 124
Content 127 Note: When you have multiple items
Document 129 selected, some editable attributes can be
Concordance 131 modified. For example, tags can be applied
See Also & Classify 133 to multiple files at once. However, if you
Search 134 add tags to the same files separately, only
tags common to them will be shown if you
The Inspector panes displayed on the right
select them together again.
side of a main window provide an incredible
amount of information and functionality
GENERIC
when working with files in DEVONthink.
Covering a range of options, from basic The Generic view shows additional basic
metadata to setting reminders to in- information about a selected document or
document search and replace functions. Each group, similar to what is shown in the Get
of the Inspectors is individually covered in Info window in the Finder. Additionally, it
this chapter. shows some other attributes like ratings,
color labels, and geolocation data. Here are
the attributes shown:
INFO PANE
Icon and Name: Displays the name of the
selected item. To change the icon of the
item, select it and paste any image you
want over it. To change the name of the
item, use the Name field below.
Name: Displays the name of the selected
item. This is an editable attribute.
Aliases: Displays any aliases for the
selected item. Enter one or more words
here, separated by semicolons, as
alternative targets for Wiki links. Generally,
Wiki links refer to the name of contents,
The Info pane, just like its counterpart in the and aliases make this system even more
Finder, displays additional information about flexible.
a selected document or group, from icon and

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URL: Displays a URL associated with the down arrows. When typing, press the ⇥Tab
selected item. This is an editable attribute. key to commit the change.
While it is typically used for web addresses, Size: Displays the size of the item. For
it also may contain other types; e.g., file groups and news feeds, this field shows the
URLs, URL with custom schemes, etc. Click size of all contained items.
the down arrow and choose: Launch to Kind: Displays the kind of the selected
open the URL, Copy to copy the URL to the item. For documents, the file type will be
clipboard, or Remove to clear the URL. shown, e.g., Markdown.
Path: Displays the item's file's path in the Location: Displays the location of the item
Finder. This is not an editable attribute. in the database. This is an active item;
Click the down arrow and choose: Launch hovering over items will display their full
to open the file in the system default names and clicking them will navigate to
application; Show in Finder to open a the clicked group.
Finder window with the file selected, and Instances: Displays how many duplicates
Copy to copy the file path to the clipboard. or replicants of the selected item are in
If you are indexing files, there is a Path the database. Click to show a pop-up menu
option that allows you to select a folder listing all instances and duplicates and their
or volume. If you have moved indexed files enclosing groups. Select any item to reveal
to a new location, this option can be used it.
to select the new location, provided you Format: For news feeds you can set the
have not renamed any of the files before default format in which new articles are
updating the path. saved.
Attached Script: Displays the name of an Color: Allows you to set a color for a tag.
AppleScript script attached to the object. Only available when a tag is selected. Click
This is a script that is triggered when you the title Color for options to clear or copy
select the item in the database. Click the the color.
down arrow and choose: Select to choose Geolocation: Displays geolocation data
a triggered script to attach, or Remove to based on the creation origin of the file;
remove the script from the item. See also i.e., the geographic location when the file
p. 203ff was originally created. This is an editable
Added: Displays the date an item was attribute and can be changed if you'd like
added to the database. This is not an the location to be relative to something
editable attribute. else, e.g., the site of a historic event.
Created/Modified: Displays the date an Marks: Displays these attributes for the
item was created or modified. These are selected item: Flagged, Read, Locked,
editable attributes. Click the calendar icon Rating, and Label.
to choose a date and time. You can also Tags: Displays the tags applied to the
select individual parts of the date or time current item. Click the + button to add a
and type or modify them with the up and new tag. Tags will be suggested from the
existing tags in the current database. If the

DEVONthink 3.9.6 Documentation, page 122

 item is selected from the Inboxes in the CUSTOM
sidebar, suggestions will come from the
tags of all open databases. Click an added
tag to reveal the Tag group, or remove it
from the selected item.

Exclude From…: These checkboxes allow

you to exclude an item from being used in
various ways. For example, you can exclude
temporary groups from classification to
increase the accuracy of the built-in artificial
intelligence. You can exclude an item from
these operations:

Classification: When enabled on a group, The Custom view displays custom metadata
this will keep DEVONthink from suggesting fields and their values. These custom fields
or using the group as a possible filing are defined by you in Preferences > Data. All
location. available fields you have defined are shown in
See Also: When enabled on any file, this pane. Note some fields may be specified
DEVONthink will not include it as an item as data types that include some extra actions
potentially related to the current file. in this view. For example, if you create a
Search: When enabled on any item, it will custom parameter with an Item Link data
no longer appear in toolbar search results, type, you will have an option to reveal the file.
smart groups, or smart rules.
Item Link: Click the down arrow and
Tagging: Used with group tags and Tag
choose: Reveal to reveal the item in the
groups, this inhibits the Tag from being
database.
applied to any item.
Single-line Text: Type in a value or click the
Wiki Linking: When enabled on any item,
dropdown menu to choose from a list you
it will not be detected by automatic
defined in the preferences .
WikiLinking, neither by name or alias.
URL: Click the down arrow and choose:
Launch to open the URL or Copy to copy
the URL to the clipboard.

DEVONthink 3.9.6 Documentation, page 123

PROPERTIES ANNOTATIONS & REMINDERS

This pane contains Reminders, Finder

The Document Properties section gives you
Comments and information about
access to certain format-specific metadata.
Annotations. It can be shown Tools >
Supported formats are: RTF, PDF, audio
Inspectors > Annotations & Reminders.
or video with metadata, or images. This
metadata can include some of the following:
REMINDERS

Author
While there are many reminder applications,
Company
including Apple's own Reminders, sometimes
Copyright
you just want to set a quick reminder for an
Title
item, or multiple items, in DEVONthink. The
Subject
Reminders section allows you set a reminder,
Keywords
even a recurring one, as well as an optional
Comments
alarm.
Organization
After choosing a schedule, set a date and
Depending on the document type, you may
time for the reminder or to begin a recurring
be able to edit or view these properties. More
reminder. For recurring alarms, the data or
fields may be available depending on the
time you set will be the beginning of the
document type.
alarms. Reminders can be set to:

There are two parameters supporting extra

Once: Only trigger an alarm once.
actions:
Hourly: Set an hourly reminder, triggering

Click the Title button and select Copy, or at the minutes of time you set, e.g, 10:15,

select Set Name As to quickly change the 11:15, etc. Set an interval for how many

document's name. hours should elapse before the next

Click Keywords and choose Convert to Tags reminder, e.g., 4 for every four hours.

to apply the keywords as DEVONthink tags. Daily: Set a daily reminder, triggering at
the hour and minutes you set, e.g., daily at

DEVONthink 3.9.6 Documentation, page 124

 9:35 AM. Set an interval for how many days message shown can be a combination of
should elapse before the next reminder, static text and placeholder text. It defaults
e.g., 2 for every other day. to the Name placeholder. Control-click
Weekly: Set a weekly reminder, triggering and choose Insert Placeholder to add
at the hour and minutes you set. Choose additional placeholders. Note System
a day of the week the reminder should Preferences > Notifications > DEVONthink
trigger on. Set an interval for how many > must be enabled for this alarm to
weeks should elapse before the next display. Notification are also only shown
reminder, e.g., 3 for every third week. when DEVONthink is not the frontmost
Monthly: Set a monthly reminder, application.
triggering at the hour and minutes you set, Display Alert: Displays an alert dialog when
e.g., daily at 9:35 AM. Set an interval for DEVONthink is or becomes the active
how many months should elapse before application. If it's not frontmost, the dock
the next reminder, e.g., 1 for every month. icon will bounce until you switch to it.
Choose Each and set which days of the Like Display Notification, this contains
month you want a reminder, e.g., the 1st static and placeholder text, and defaults to
and 15th of the month. Alternately, choose Name.
On the … to choose a regular interval like Speak Text: Using the Mac's speech
the second Thursday of the month. synthesis, this alarm will speak the
Yearly: Set a yearly reminder, triggering specified static and placeholder text.
at the hour and minutes you set, e.g., Play Sound: Choose one of the system
daily at 9:35 AM. Set an interval for how alert sounds found in System Preferences >
many years should elapse before the next Sound > Sound Effects.
reminder, e.g., 1 for every year. Choose Send Mail: Enter email addresses to which
which months you want a reminder. Also, to send the matching items. This can be
choose On the … to choose a regular a comma-delimited list of addresses,
interval like the last day of those chosen names, or enter the name of a group you've
month(s). defined in your contacts.
Add to Reading List: Add the file to
Alarm: Reminders are most useful when
DEVONthink's Reading List.
you have an alarm to, well, remind you of
Open: Open the document in an a
something. There are several alarms available
DEVONthink document window.
for a reminder:
Open Externally: Open the document in the

No Alarm: — system default application.

Bounce Dock Icon: Bounce the icon in the Launch URL: Opens the URL associated

dock. This will only occur if DEVONthink is with the document, if present.

not the active application. Execute External Script: Run a selected

Display Notification: Displays a notification script. External scripts are stored in

using the Notification Center, appearing ~/Library/Application Scripts/

at the upper right of your screen. The com.devon-technologies.think3/

DEVONthink 3.9.6 Documentation, page 125

 Reminders. Add your own scripts to this can store notes about a specific document.
location to make them available for use These files can link back to the original file for
with reminders. quick access. Commonly used with PDF files,
Execute Embedded Script: Run an ad-hoc they can actually be used for making notes
script written for the current reminder. with any document in your database.
Press the … button to display a popup
Note: Annotation files are created in an
prepopulated with a core script. Edit this
Annotations group at the root of the
and press the compile button at the lower
database. However, you can move the file
left. Embedded scripts are only available
to another location, if desired.
to the reminder they are created in. If you
want to use the same script with other If an annotation file doesn't exist, you can
reminders, use an external script instead. make one with commands from the down
arrow in this section.
As a bonus, reminder alarms will open
databases containing the item when an alarm New from Template: Opens a submenu
triggers. containing three options: Create an
Annotation file from the default template,
Note: When setting a reminder on multiple
choose a custom template added to
items, alarms are delivered individually. For
DEVONthink's internal Annotations folder,
example, an alert notification will show for
or open the Annotations folder to access
each file, even if they were set for the same
any custom templates you've added.
time.
New from Clipboard: Choose this option
If you are interested in the use of scripts in to create an annotation with content from
alarms, please refer to the Reminder Script the clipboard.
chapter of the Automation chapter. Insert Back Link: This inserts a back link
to the original file into a new annotation
FINDER COMMENTS file. If no annotation file exists, one will be
created with this command.
Similar to the Comments in the Get Info pane
Insert Quote: This inserts both the
in the Finder, the Finder Comments field
selected text and a backlink to the page
can be used to store miscellaneous bits of
or paragraph in the original file. If no
information about the selected objects.
annotation file exists, one will be created

Note: These comments will not appear in with this command. This option is only

the files in the Finder unless the files are supported by PDF, plain text, and rich text

indexed or exported from the database. documents.

If an annotation file is detected by

ANNOTATIONS
DEVONthink or you've just created one,

This pane displays or allow you to create an editable preview of the file will appear

annotation files for a selected document. here. Clicking the down arrow reveals these

Annotation files are separate files where you options:

DEVONthink 3.9.6 Documentation, page 126

 Open: Open the annotation file. %documentName%: Resolves to the name
Reveal: Reveal the annotation file in its of the original document.
current location. %documentLink%: Resolves to the item
Insert Back Link: Insert a link back to link of the original document.
the original document in the current
Rich Text: To create the backlink in a rich
annotation file. With audio and video
text template, use the %documentLink%
files, the back link will include the current
placeholder and the document name will be
playback time. With multi-page PDFs, the
added as the link's text.
back link will include the current page .
Insert Quote: Inserts selected text an a link Markdown: To create the backlink in
to the current page. a Markdown template, use the form:
Insert Summarized Annotations: Inserts a [%documentName%](%documentLink%).
summary of the document's annotations,
Plain Text: Since plain text files don't support
similar to what is produced via the Tools >
live links, you can use WikiLinks to create a
Summarize Annotations commands. The
backlink. For example, if you are using the
format of the summary is dependent on
Square Brackets WikiLink syntax, you could
the format of the annotation file.
use [[%documentName%]] in the body of the
Export: Exports the current annotation
plain text.
file to the Finder in one of these formats:
PDF, rich text, plain text, or Word (.doc)
formats. CONTENT
Remove: Moves the annotation file to
the database's Trash and removes the
reference from the original document.

Creating an Annotation File: DEVONthink has

a built-in default annotation file in rich text
format, suitable for general use. However, you
can create your own custom template in plain
text, rich text, or Markdown formats. These
files can be created externally and added
to ~/Library/Application Support/
DEVONthink 3/Annotations.noindex
or created in DEVONthink and exported Navigating PDF documents can sometimes
via File > Export > as Template to the be difficult when you are just scrolling
Annotations.noindex folder. through endless pages of documents.
The Content Inspector shows two views,
To create backlinks to the original file, there
similar to what you see in Apple's Preview
are two placeholders for use in the body of
application: Table of Contents and
your template:
Thumbnails.

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TABLE OF CONTENTS will appear at the place the pages will be
inserted. This will also work if you drag
The Table of Contents displays the structure
thumbnails from one PDF to another.
of certain document types. View the outline
Drag selected pages to another location in
of a PDF document, provided that PDF
your database and DEVONthink will create
contains one, section headings of Markdown
a new PDF containing only those pages.
documents, or emboldened or underlined
lines in rich text files. Click on the disclosure You also have several options available in the
triangle to show or hide sections within contextual menu when you Control-click in
chapters. Click on any section heading to the Thumbnails view:
jump directly to the beginning of it.
Cut/Copy: Cut or copy the selected
For even quicker navigation, the table of page(s) to be pasted into another PDF.
contents can be navigated via keyboard, using Copy Page Link: Copies a URL to the
the arrow keys to move around. clipboard pointing directly to the current
page of the document.
There are two contextual menu items in the
Reverse Page Order: Reverse the page
Table of Contents view: Copy Page Link for
order of the document.
use with PDF documents, and Copy Section
Split Document: Splits the document
Link for use with Markdown documents.
at the current page. A new document is
created from the preceding pages and
THUMBNAILS
removed from the current document. This

The Thumbnails view shows a list of item is unavailable when the first page of

thumbnails, one for each page in the the document is selected. Also, note this

document. This allows for a more visual action cannot be undone.

approach to moving through your document. Insert Blank Page: Insert a new blank page.

By default, the thumbnails are shown in a Delete Selected Page(s): Delete the

single column but they can be displayed in selected page(s).

multiple rows if the sidebar is expanded. This Rotate Left/Right: Rotate the selected

view allows for actions like these: pages left or right.

Select/Deselect All: Select or deselect all
Jump to or select any page by clicking on it.
pages in the document.
Extend a range of selected pages by holding
the ⇧Shift key to select consecutive pages.
Hold the ⌃ Control key to select non-
consecutive pages.
To quickly remove unwanted pages, press
the ⌫ Backspace key.
If you want to reorder some pages, select
the page(s) to move and drag and drop
them within the thumbnails. A blue line

DEVONthink 3.9.6 Documentation, page 128

DOCUMENT the following metadata: page number,
type, content or author, and the date
the annotation was made. In the case of
highlights, text, or note annotations, the
content will be displayed. With graphic
annotations, e.g., rectangle or ovals, the
author will be displayed. The list can be
sorted by clicking the appropriate header.
Select an item in the list to switch to the
proper page. The annotation on the page will
be selected. This makes it easy to navigate
via the document's annotations.

The Document inspector provides specific At the bottom of the view is a Details
information about the current document. section. For Note annotations, this will show
This information is presented in four the text of the annotation. Details can be
specialized views: annotations, e.g., highlights added to other annotation types as well, but
in a PDF, attachments like images in .rtfd only supports plain text entries.
files, detected links in the document, and
Opening the contextual menu in the
other documents mentioning the name or an
Annotations list offers the following options:
alias of the current one.

Copy: Copies the metadata and any text in

ANNOTATIONS the Details to the clipboard as plain text.
Copy Page Link: Copies a URL to the
clipboard pointing directly to the current
page of the document.
Delete: Delete the current annotation.
Select/Deselect All: Quickly select or
deselect the items in the list.

As PDF files are often used in DEVONthink,

annotating these documents is
commonplace. The Annotations view displays
a listing of the annotations in the current
document. Each annotation is listed with

DEVONthink 3.9.6 Documentation, page 129

ATTACHMENTS LINKS

This inspector displays any attachments or For the selected document, DEVONthink will
linked images of the current document. For attempt to determine if it contains links.
example, in a rich text with attachments, These may be web URLs, file URLs, item links,
.rtfd file, you can see and access the and even DEVONthink's WikiLinks. (You may
attachments individually. Selecting the be surprised by the number of links in many
attachment will select it in the document. documents.) The top section of the Links
Drag and drop an attachment to export it to view displays a list of any outgoing links, i.e.,
another location. This inspector also works links to other files, websites, etc. The bottom
with Markdown, bookmarks, and HTML-based Incoming Links view shows incoming links, i.e.,
files, e.g., formatted notes. links in other files to the current document.

Opening the contextual menu in the Select a link in the list to show it in the view/
Attachments list offers the following options: edit pane. Double-click a link to open it in a
document window or an external application.
Open: Provides options to open the
Option-click or Shift-Option-click a link to
attachment in DEVONthink, tabs, or even
open it in a new tab. Opening the contextual
the system default browser, depending on
menu in the Link list offers the following
the current document and its underlying
options:
link.
Copy / Copy Name: Copy the attachment Open: Opens the link in an external
as a file or just its name. application.
Add to Downloads: Add the attachment Open in Tabs: Opens the link in a new tab,
to the Download Manager. Available when when possible.
viewing linked images in web content. Copy: Copies the URL to the clipboard
Select/Deselect All: Quickly select or Delete: Deletes the link and the text.
deselect the items in the list. Select/Deselect All: Quickly select or
deselect the items in the list.

DEVONthink 3.9.6 Documentation, page 130

In the Incoming Links section, the contextual CONCORDANCE
menu has an extra command: Copy Name.
The Concordance pane, opened in the Tools
Use this to copy the name of a linked file and
> Inspectors menu, gives you a tool for
paste it into another document as a WikiLink.
analyzing the textual contents of documents.
When the inspector is open, selecting
MENTIONS
different items will show varying results.
If one or more documents is selected, the
results will be inclusive of the text in all of
them. If there is no selection, the results
will be based on the text of documents in
the current location, whether a group or a
database. This also applies to selecting items
matched in smart groups, both local and
global.

These results are presented in three distinct

views: List, Cloud, and Graph.

This inspector is similar to the Incoming Links

pane of the Links inspector, however it lists
all mentions - linked or not- in a selected
document. Mentions are content matches
in other documents, based name or alias
of of the selected item. This inspector can
be useful both for writing and researching
to view mentions, especially for those not
using automatic Wiki linking. Finally, unlike
the incoming links inspector, this inspector
supports mentions in any document type,
e.g., PDFs. LIST

Selecting a mention shows a summary of the The List view displays the concordance
occurrences in the lower pane. Documents results in a list, separated by these
with mentions can be opened via a double- parameters:
click or the contextual menu or revealed.
Word frequency
Also there are some copy functions in the
Number of groups with items containing a
contextual menu: Copy copies the item
specific word
link, Copy Name copies the file's name, and
Word length
Copy Summary copies the summary for the
selected document..

DEVONthink 3.9.6 Documentation, page 131

 Word weight (relevance, depends on the RELATED WORDS
contents of the database)
Alphabetical listing

Click the column headers to sort on a

given parameter. Select a word in the list
to highlight all occurrences in the current
document. Double-click a word to open a
database-wide search for the term.

CLOUD

Of special note is the Related Words graph

shown under the List and Cloud views. Select
a word in the list or cloud and it becomes
the central term in a graph of related words.
These are words found throughout your
database. Double-clicking a node initiates
a database-wide search. The contextual
menu provides options for copying the word's
information, as well as excluding the word.
Additionally, use the Export command to
create a PDF of the graph.

The Cloud view present the concordance as

a word cloud. The size of the terms is relative CONTEXTUAL MENU

to the frequency in the selection or database.

Opening the contextual menu in the List or
Selecting terms highlights the occurrences in
Cloud sections offers these options:
the current document. The contextual menu
Copy: Copies the values for the selected
word to the clipboard.
Add to Tags: Adds the selected word(s) as
a tag to the selected items.
Select/Deselect All: Quickly select or
deselect the items in the list.
Exclude/Include Word: Use this to define
stop-words or to include them again.
Show/Hide Excluded Words: Select this to
show or hide any excluded terms. Excluded
terms will shown with a strikethrough.

DEVONthink 3.9.6 Documentation, page 132

Cloud Inspector Only: GROUPS

Export: When used with the word list in Based on analyzing the contents of the
the Cloud inspector, exports a PDF of the current document, the AI cross-references
word list. the contents and locations of other files
Sort: Sort the word cloud by Name or by in the database. The results are shown in
Count. the Groups section. This list offers a range
of suggested locations, displaying a heat-
GRAPH mapped score of its relevance and the
location of the group. The highest ranked
The frequency graph shows a graph of the
suggestion is presented first. Obviously,
word frequency over the rank number of the
you can choose any other them. If there's a
word (see above).
group you'd like to use, double-clicking the

Note: There are no contextual menu suggested group will file the document for

options in this view. you. You can also click the Move to button,
press ⌃C, or drag and drop to file it in any of
the suggested groups. Lastly, if a suggested
SEE ALSO & CLASSIFY
group is in the same database as the selected
file, you can hold the ⌥ key and the Move to
button changes to a Replicate button.

Directly above the classify results is a

search field. If there is another group you're
thinking of that hasn't been suggested, type
part of the group name to filter the list of
suggestions. Then file into the location of
your choice.

Below the search field are two options to

The See Also & Classify inspector is the help focus the results presented in the
main interface to DEVONthink's brain, our two panes: Based on content, enabled
built-in AI engine. This engine is analyzing by default, makes its suggestions based
the contents and locations of all documents on content comparisons, while Based on
in your database and making connections tags uses only the documents tags for
between them. These connections can be matching. Since results can be shown for all
seen in this inspector pane. databases, Current database only restricts
the suggestions to the active database.
This inspector will be shown when a
document is selected and you choose Tools On a related note, in the Data menu, you will
> Inspectors > See Also & Classify. When the find two menu items: Move to … again and
inspector opens, you will be presented with Classify to…. The first provides you the option
two sections: Classify and See Also. to classify the current document in the group

DEVONthink 3.9.6 Documentation, page 133

into which you classified. If you filed into included in the contextual menu section of
a particular group via the Groups section, the appendix. Also an alternative command
this menu item would remember it and offer is available when holding the ⌥ key: Reveal in
that group as a place to classify the current New Window.
document. The second menu item offers
its top ranked suggestion for classifying the
SEARCH
current document, if you'd like to just follow
the AI's suggestions.

DOCUMENTS

Another benefit of the AI's content analysis is

the ability to offer suggestions of documents
that may be related to the current document.
These files are listed in the Documents
section of the inspector. Like the Groups
section, this list shows the location of the
document and heat mapped score of the
potential relevance. Hovering over a result
The Search inspector provides in-document
shows a tooltip displaying its full title and
searching. Using the same familiar ⌘F hotkey
location.
you use in most macOS application, you can

Select a document in the results to display it not only search, but replace found words.

in the view/edit pane. For your convenience, Additionally, DEVONthink provides a list

DEVONthink always lists the original of the found words to help navigate the

document near the top of the list. This way results. The results also show the search hits

you can select it to go quickly back to the in context, either in a sentence or paragraph,

original document. Double-click a document depending on the setting in See also p.

to open it in a document window. Drag a 166ff .

document from the list to move it to another

Searches match substrings by default. This
location. When dragging, you can create
means a search for "some" would also match
duplicates by holding the ⌥ Option key.
"something" or "worrisome".
You can also create replicants by holding
⌘ Command and ⌥ Option and dragging to Something you may find useful is the live

another location in the database. updating when you select other files. If you
search for a word in the current document

CONTEXTUAL MENU and leave the Search inspector open,

DEVONthink will automatically search newly
The See Also and the Classify sections host
selected files.
many of the same contextual menu items
as the item list. A list of these commands is

DEVONthink 3.9.6 Documentation, page 134

SEARCH AND REPLACE All: Replace all occurrences of the found
word.
The Search and Replace section offers these
In Selection: If you make a selection in the
simple intuitive controls:
text, you can replace all occurrences of the

Find: Enter the word(s) you'd like to search found word in that selection.

for. Note this matches substrings be

default, so entering "word" would match SEARCH RESULTS

"words" and "wording" as well. Use spaces

The results provide a convenient list of the
before or after the word to treat it as a full
found words. This includes the line number
word.
of each hit and the number of occurrences
Ignore Case: Ignores case-sensitivity when
found. It also includes part of the surrounding
searching.
text to help give some context to the found
Enable Wildcards and Operators: Allows
words. Additionally, there a some contextual
using wildcards and operators, e.g.,
menu options available when you Control-
DEVONthink NEAR sync. If this option
click in the results:
is enabled, the Edit > Find > Find Next/
Previous commands and next/previous Copy: Copies the paragraph fragment
buttons in the inspector are available. selected. You can optionally drag and drop
Previous/Next Arrows: Use these arrows this fragment into the database or another
to cycle backward and forward through the compatible document.
highlighted results. Copy Paragraph/Page Link: Copies a link
Replacement Text: Enter replacement text, to the current document, but appends
as desired. Note this field is only enabled a parameter pointing to the selected
when you have editable text in the current paragraph for rich text files or the page for
document; e.g., rich text or a Markdown PDF documents.
document in editing mode. Add to Favorites: Adds the current
Replace: Replace the currently highlighted document to the Favorites.
word and move to the next search hit in Add to Reading List: Adds the current
the document. document to the Reading List.
Select/Deselect All: Selects all or none of
the items, respectively.

DEVONthink 3.9.6 Documentation, page 135

 MENUS

IN THIS CHAPTER

The Application Menu 136

The File Menu 138
The Edit Menu 143
The Data Menu 144
The Format menu 148
The Tools menu 150
The View menu 154
The Go menu 156
The Window menu 158
The Scripts menu 158
ABOUT & CHECK FOR UPDATES
The Help menu 159
The Dock menu 160 About DEVONthink: Shows information
about DEVONthink including the version
A complete listing of all the commands
number to whom the software is registered.
available in the menu bar of DEVONthink, the
Services menu, and the contextual menu of Check for Updates: Checks if updates

the DEVONthink's Dock icon. for DEVONthink are available. By

default, DEVONthink checks for updates
automatically, however you can change
THE APPLICATION MENU
the update settings in the Preferences >
The DEVONthink menu is a utility menu, General. If an automatic update is pending
similar to those found in other Mac choosing this command shows a window with
applications. It has commands that allow you additional information about the update.
check the version via the splash screen or
Note: When checking for updates no
check for application updates. You can install
information is uploaded from your
our add-ons, access the preferences, access
computer to the DEVONtechnologies
the Services menu, empty your databases'
server. DEVONthink only downloads a file
Trash, and quit the application.
listing the most current versions to your
Mac. This option is not available if you have
purchased DEVONthink from the Mac App
Store. In this case, all updates are handled
by the App Store.

DEVONthink 3.9.6 Documentation, page 136

ADD-ONS of the inbox is "Inbox" regardless of your
computer's language preferences.
This command allows you to install, or
reinstall, some of our extra support files and ABBYY FineReader OCR: Installs the
scripts. ABBYY Finereader OCR resources for use
with images and PDFs with no text layer.
Apple Mail Plugin: A plugin for Apple Mail
that allows you to archive messages or
whole mailboxes directly from within
Mail. On Mac OS Mojave you'll have
to manually activate the plugin after
installation. In Apple Mail visit Preferences
> General > Manage Plug-ins and activate
DEVONthink's plugin.

Note: The Safari browser extension is now

installed by default, but you'll need to go
into Safari's Preferences > Extensions
The following options are available.
and enable it. Also while extensions for
Google Chrome Extension: Opens the browsers like Opera, Vivaldi, and Brave
Chrome Web/Store page in Google are not explicitly available, it is possible to
Chrome where you can install the browser install them from the Chrome Web Store,
extension. You have to do this manually and while in those browsers.
follow Google's rules.
Firefox Extension: Opens the Mozilla Add- PREFERENCES, TRASH, CACHE
Ons page in Firefox where you can install
Preferences: Opens the application
the Firefox add-on (similar to the Safari
Preferences.
extension). You have to do this manually
and follow Mozilla's rules. Empty Trash: Moves the contents of all open
PDF Services: Adds Save PDF to databases' trash to your computer's file
DEVONthink to the PDF menu of print system trash.
dialogs. This allows you to print a PDF
Empty Cache: Empties the web browser
directly to DEVONthink.
cache. This frees up space and makes sure
Additional Scripts: Installs the mail rule
that all, when displaying a web page, all data
scripts for Apple Mail, Folder Action scripts
is freshly loaded instead of using a cached
, and Menu extra scripts.
copy.
Global Inbox in Save Dialogs: Inserts
DEVONthink's Global Inbox into the
Finder's sidebar and all "Save As" dialog
windows. Use it to save directly to the
inbox from any application. Note: The name

DEVONthink 3.9.6 Documentation, page 137

PURCHASE & LICENSES NEW & OPEN

Purchase: Opens the DEVONthink product New Database: Creates a new database in
page from where you can put the app the selected location.
into your shopping cart. If this copy of
New Encrypted Database: Creates an
DEVONthink is already licensed, you will be
AES-256 encrypted database file at a user-
presented with upgrade choices.
specified size. Technically this database
Enter License: Enter your purchased license uses an encrypted disk image but will not
code here. It is best to use copy-and-paste be visibly mounted in the Finder. Obviously,
for transferring the license code from the when you enable Spotlight for the database
email message to the appropriate field. the data that Spotlight needs to store will
not be encrypted. The anticipated size of the
Note: Enter License changes into License
database can be specified in megabytes (MB)
and Purchase License into Purchase
or gigabytes (GB).
License or Upgrade as soon as you have
entered a valid license code (and a paid Open Database: Opens previously created
upgrade exists). Available options depend databases. You can select multiple
on whether you have purchased your copy databases.
from DEVONtechnologies or from the Mac
Open Recent: Presents a list of recently used
App Store.
databases, which gives you quick access to
your frequently used databases. Choose
SERVICES
Clear Menu to remove all items from the
The Services submenu gives your access menu.
to special commands published by other
New Window: Opens a new main window for
Mac applications such as TextEdit or
the selected database.
Safari, or by services extensions such as
our own WordService or CalcService. Also,
IMPORT & EXPORT
DEVONthink publishes its own services. See
also p. 138ff Import: The Import submenu contains various
options for importing data, e.g.,selected files,

THE FILE MENU bookmark, contacts, and some data from

compatible applications. Some options will
The File menu contains commands creating
import files into their own special groups at
and deleting databases. There are options
the root of the database.
for adding or exporting files, as well
synchronizing them. Additionally, if you need Files and Folders: Imports selected files

to do database maintenance, you will find or folders. Files will be imported to the

those commands here.

DEVONthink 3.9.6 Documentation, page 138

current location. Finder tags and Spotlight Note: The import from Evernote command
comments will be imported. only works with Evernote's "legacy
Bookmarks: Imports bookmarks from version" as Evernote 10 no longer supports
DEVONagent Pro, Firefox, Google Chrome, AppleScript. However, you can export
or Safari as bookmarks. Bookmarks are notebooks to importable .enex files from
imported into a newly created group within Evernote. Exporting individual
bearing the name of the chosen browser. notebooks is suggested.
Only new bookmarks are imported if you
Images (with OCR): Imports images and
use this command again.
applies optical character recognition (OCR)
Bookmarks from HTML file: Imports
to create a searchable PDF. This makes all
bookmarks from an HTML file, e.g., one
written text searchable and available to
exported from some web browsers'
DEVONthink's AI functions. You can change
bookmarks.
the setting in Preferences > OCR. See also
Contacts: Imports Apple Contacts
p. 73ff
addresses selected in the import dialog
References from Bookends: Imports
into a newly created group named
selected collections from the presented
"Addresses". Contacts can be imported as
dialog into a newly created group named
a sheet, as vcards (.vcf), or as bookmarks.
"Bookends". Already imported references
Previously created groups are reused.
are updated. The keywords assigned to
Tip: To import all addresses, select all
a Bookends reference are added to the
addresses in the group "All" and import
Document Properties of the created rich
them. Address card bookmarks link to the
text document. Use the optional script
original card in the Contacts application.
Scripts > Tags > Convert keywords to tags
Folders & Attachments from Notes:
to convert the keywords to tags if needed.
Imports your notes from Apple Notes.
Unix Mailbox: Imports Unix mailboxes, like
Items from Yojimbo: Imports all items from
those exported from Thunderbird. See also
Yojimbo into a newly created group named
p. 58ff
"Yojimbo". Imported items retain their
Website: Opens the Download Manager
name, label, flag, URL, comments, tags
and downloads a complete web page/site
and creation/modification dates. Items
for archiving and offline viewing. Make sure
without a URL link back to the original item
the download options are set correctly,
in Yojimbo.
especially the options that define which
Notes from Evernote: Imports selected
links DEVONthink should follow (if any).
notebooks from an import dialog into a
All links within the site are modified so
newly created group named "Evernote".
that they point to the downloaded images
Tags, dates, and URLs should be preserved.
or other embedded objects. This ensures
OCR text is also imported if present in
that the page/site can be displayed at
the data. Notes are stored as formatted
any time. By default, groups created by
notes. This option requires the Evernote
application to be installed.

DEVONthink 3.9.6 Documentation, page 139

 the Download Manager are excluded from files, you can safely delete those files. Be
tagging. aware the addition date of reimported
Scan from ScanSnap: Scans a paper items will change, if that is a critical piece
document using an attached Fujitsu of metadata for your database.
ScanSnap scanner. OPML: Exports the selected items as one
OPML file.
Note: Groups created when importing
PDF Document: Exports the selected items
bookmarks, contacts, email messages, and
as a paginated PDF. Hold the ⌥ Option
items from Evernote or Yojimbo are not
key to change allow the command to PDF
automatically excluded from classification
Document without Annotations.
and tagging. This makes it easier to classify
RTF/RTFD Document: Exports the selected
them later.
items as one merged rich text file without

Export: The Export submenu presents embedded items (RTF) or with them

options for exporting selected documents (RTFD).

or groups to the file system. In addition, Text: Exports the selected items as one

the Export menu provides export methods merged plain text file.

based on plugins. DEVONthink comes with Word 2007/97 Document: Exports the

a number of standard plugins for exporting selected items as one merged Microsoft

documents in different formats. For these Word .docx (Word 2007) or .doc (Word

formats, the export creates a single merged 97) document.

document when multiple files are selected. Website: Exports the selected items as
standalone web site that you can upload to
Document: Exports the currently viewed
your web server and share with colleagues.
document in its native format. For images
In the presented dialog window, choose
exported from a separately opened
the desired template, text encoding, and
document window, DEVONthink lets you
whether DEVONthink should convert
choose the desired file format or image
diacritics and accented characters to
quality; e.g.,you can export a PNG files as a
HTML entities or not. Check Create Index
JPEG file.
Pages to create index.html pages with
Files and Folders: Exports the selected
cross-links to all included documents.
documents in their native format. Groups
Markdown and formatted notes are
are exported as Finder folders, preserving
rendered to HTML, other file types that
the group structure you have built in
cannot be displayed in a web browser,
DEVONthink. DEVONthink tags are
e.g., Pages files, are converted to PDF
applied as Finder tags to the exported
if possible. Cross-links are converted
files. Internal metadata for the items is
correctly. For the export templates are
preserved in .DEVONtech_storage files
used that you can modify yourself.
in the exported folders. These files are
HTML Bookmarks: Export the URLs of all
used for reimporting into DEVONthink. If
selected items and their children as an
you will not be reimporting the exported
HTML bookmarks file.

DEVONthink 3.9.6 Documentation, page 140

 Template: Saves the selected documents Update Indexed Items: Indexed items are
as a template, which can then be used updated when you view them. If you need
to quickly create new documents using to be sure everything is up-to-date use
Data > New from Template. Export multiple this command. If nothing is selected, the
documents and/or groups at once to enclosing group of the current group is used.
create e.g.,a project template. Data & New It also reads changes made to the Finder or
from Template & Open Template Folder; Spotlight comments of the to-be-updated
can be used to organize templates. files and applies the changes to the files'
Database Archive: Creates an optimized counterparts in the database. Finally, this
ZIP file of the current database in the command removes indexed items that have
selected location. This can be useful lost their external counterpart. It does not
as a secondary backup strategy. Note: affect items moved manually to the group.
When used with an encrypted database,
Use Update Indexed Items to keep indexed
the database will be compressed in an
groups and their originating folders in sync
unencrypted state.
or to manually update an item that you have
Metadata (JSON): Export the metadata of
changed directly inside the database package
the selected items as JSON data.
when DEVONthink was not running.
Unix Mailbox: Exports all selected email
Note: Indexed groups are excluded from
messages and saves them as Unix mailbox
tagging by default. For more information
file that can be imported into other email
on importing and indexing, please see the
applications. Note this only applies to
Import and Index section of the In & Out
exporting native email (.eml) files, not
chapter.
files that have been converted to other
formats, like plain or rich text.
SYNCHRONIZE
Share: This shows the standard Mac share
Synchronize: Synchronizes the selected
menu.
database with all its locations. Note, this
command will be disabled if the current
INDEX
database has no active synchronization.
Index: Use this command to add external Holding the ⇧Shift key shows the Synchronize
files and folders from the Finder. This creates All option to synchronize all actively syncing
links to the files but leaves them in the databases.
current location. Regarding see-also and
Download Pending Files: Downloads the files
classification, DEVONthink treats these
of selected documents if they are available
files the same as imported files. To easily
through one of the database's locations. Only
distinguish indexed items, a small Finder icon
necessary if none of the database's locations
is displayed to the right their name.
is set to synchronize indexed files.

DEVONthink 3.9.6 Documentation, page 141

DATABASE PROPERTIES & CLOSE popover. Note: If you are indexing files and
they have not been updated, they will report
Database Properties: Opens the Database
a checksum error. See also p. 54ff
Properties popup for the current database.
This panel presents a few options, statistics Optimize Database: Creates an internal
about the database, and allows you to change backup of the database and then optimizes
the displayed name, add comments, and add the database structure. Optimizing removes
a username and password. unnecessary internal elements from the
database and rebuilds the internal structure
Close Database: Closes a selected database.
to optimize performance. DEVONthink
If multiple databases are open, use Close
also creates internal backups on a regular
All to close them all at once. If you'd like to
basis. Hold the ⌥ Option key to display the
keep the current database open but close the
Restore Backup option. This allows you to roll
others, use Close All Except. Note that closed
back the metadata to a previous date. This
databases will not reopen on launch. Only
option would only be used in troubleshooting
databases that were open when DEVONthink
situations.
quits will reopen on the next launch.
Rebuild Database: Completely rebuilds
DATABASE MAINTENANCE the database by exporting all items to a
temporary folder in the file system, creating
Like any database, DEVONthink databases
an empty database, and reimporting all
need a bit of maintenance from time to time.
items. This removes any structural problems.
All the commands you'll need for this can be
Depending on the size of your database,
found here.
this can take from a few seconds to several

Verify & Repair: Verifies all database hours. This option is typically only used in a

structures and repairs them if possible. By troubleshooting situation.

default, DEVONthink automatically verifies

Delete Database: Closes a selected database
the database structure every time you open
and moves it to the Finder trash.
a database. If it finds significant errors,
DEVONthink will advise you to run this Note: For more information on database
command. issues, including reports in the Log window
or popover, see the Repairing a defective
Use this command whenever you feel
database section.
it is necessary. If you're a heavy user of
DEVONthink, running a Verify & Repair once a
PRINT
week or more often is a good idea.
Page Setup: Sets your preferred page size and
Check File Integrity: Verifies the stored
printer settings.
checksum for each file in the database. The
results are reported in the Log window or Print: Prints the current document or view.

DEVONthink 3.9.6 Documentation, page 142

THE EDIT MENU Paste and Match Style: Pastes text from the
clipboard, matching the styles in the current
The Edit menu contains all commands and
document.
options relating to editing. You'll find the
classic Mac cut/copy/paste and find/replace Delete: Deletes the selected piece of text.
commands here, as well as many more.
Complete: Tries to auto-complete the
partial word before the insertion caret. This
UNDO, CUT/COPY/PASTE, …
standard Mac function uses the currently
Undo/Redo: Use these commands to undo or active dictionary, chosen in the language
redo the last action, e.g.,to undo deleting a dropdown of the Spelling and Grammar >
file. Undo and Redo work for most actions. Show Spelling and Grammar panel.

Cut/Copy/Paste: Cut, copy, or paste as Select All/Deselect All: Selects or deselects

standard behavior. the complete content of the frontmost
document. Hold the ⇧Shift key to reveal the
Copy with Source Link: Copies selected
Deselect All option.
text and a link to the current document.
This text and link can be pasted into other
SUMMARIZE, TAGS, SET NAME
applications.
Summarize: Summarizes the selected piece
Copy URL: Copies the URL of the selected or
of text. Unlike the Mac's Summarize service,
frontmost document to the clipboard.
this command takes advantage of the built-
Copy Item Link: Copies a URL to the clipboard in AI of DEVONthink, and uses the complete
that links to the selected document or group. "knowledge" contained in the open databases
These links can be used to create a back link for improving the results. The better your
to the document in applications that support databases, the better the results.
live hyperlinks. For PDFs, hold the Shift key
Tags: Use this command to quickly enter tags
to reveal alternate item links. If a thumbnail
for the current document. This displays the
is selected, Copy Page Link is available. If text
Tag bar, if necessary.
is selected, Copy Selection Link will appear. If
an annotation is selected, Copy Annotation Set Name As: Applies the selected text as
Link will be shown. With selected content the document's name.
in text documents, Copy Paragraph Link will
appear as the alternate command. FIND, SPELLING, INSERT

Paste with Source Link: When copying text Find: This submenu contains standard
from files in DEVONthink, use this command Mac find commands, like those available in
to paste the text in rich text and Markdown TextEdit. Searches on the current document
documents with a link back to the source are displayed in the Search Inspector. Two
document. commands of note are:

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 In Database: Brings the search field of the Insert: Inserts items, like pictures,
frontmost window into focus. checkboxes, bulleted lists, etc. The options
Scroll To Selection: In long documents, this available are dependent on the current file
command scrolls the current document to type.
selected text.
DICTATION & EMOJIS
Spelling and Grammar: Provides the standard
macOS functionality for checking text for Start Dictation: Starts the Mac's dictation
spelling or grammar errors. To choose the function.
language used for spell checking, or for
Emoji & Symbols: Shows the standard Special
auto-completion (see above), open the
Characters panel for inserting characters and
spell checker panel with Edit > Spelling and
emoji that you cannot enter directly with
Grammar > Show Spelling and Grammar and
your keyboard.
choose your language of choice from the pop-
up menu.
THE DATA MENU
Substitutions: Shows the standard
Substitutions preference panel and switch The Data menu contains all commands that

the available options manually on and off: deal directly with documents or groups. Here

Smart Copy/Paste, Smart Quotes, Smart you'll find commands for creating, labeling,

Dashes, Smart Links, Data Detectors, and classifying or group new documents, and

Text Replacements. Data Detectors analyze more.

shown text and make context-sensitive

actions available, e.g., when you hover NEW DOCUMENTS & TEMPLATES

the cursor over a phone number or postal

New: This submenu provides access to the
address.
built-in items DEVONthink allows you to

Note: The Spelling and Grammar create.

and Substitutions commands can be

With Clipboard: Creates a new document
temporarily applied to the current
based on the contents of the clipboard.
document. If you'd like these to be
Note: Some applications such as Microsoft
persistent choices, you can make global
Word put data in multiple formats into
changes in Preferences > Editing.
the Clipboard. DEVONthink tries to use

Transformations: Use this submenu to change the most logical data when creating a new

selected text to all lowercase or uppercase, or document.

to capitalize every word. Plain Text: Creates a new plain text

document.
Speech: Starts or stops speaking the Rich Text: Creates a new rich text
selected piece of text. document.
Formatted Note: Creates a new formatted
note.

DEVONthink 3.9.6 Documentation, page 144

Markdown Text: Creates a new Markdown Group: Create an empty group. This option
text document. appears as Tag if you are currently in the
HTML Page: Creates a new HTML page. Tags group of a database.
You can use the built-in macOS WYSIWYG Smart Group: Creates a new smart group.
editor to edit the HTML page or switch to This is a special group that shows items
its source code (from the navigation bar) matching your specified criteria, similar to
and edit it directly. the Finder's "Saved Search". DEVONthink
Sheet: Creates a new sheet. Add columns opens the Smart Group Editor, which
to the new sheet by using the + button or lets you define your search criteria.
by pressing the ↩ Return key. Name the When saved, the contents are updated
columns and sort the sheets by dragging every time you display the smart group's
them with the mouse. Click OK to create contents.
the new sheet.
New from Template: This submenu allows you
Bookmark: Creates a new bookmark. Type
to access any installed templates and add
the URL and optionally name it to create a
them to the current group in your database.
bookmark, just as any browser does. If you
There are two other commands to note:
don't type in a name, DEVONthink will set
one automatically. Open Templates Folder: Select this to
Feed: Creates a new RSS feed document. open ~/Library/Application Support/
The feed behaves like a special type of DEVONthink 3/Templates.noindex in the
group that contains RSS entries published Finder. You can add your own documents to
by the feed's author. Type the URL and be used as templates here.
optionally enter a name. If you don't type More Templates: Opens the Extras section
in a name, DEVONthink will attempt to set of the Support Assistant to install any
one automatically. You can change the URL available DEVONthink templates.
later by selecting the feed document and
Note: For more information on the
changing the URL field in the Info inspector.
pre-installed templates, check out the
Twitter Feed: Creates a new RSS feed
Templates section of the appendix.
from a specified Twitter account. Enter
the Twitter handle, e.g.,devontech, and
OPEN, LAUNCH, REVEAL, SEND
an optional name, to get a feed of recent
tweets from the account. If no name is Open: Opens the selected document or
entered, DEVONthink will attempt to set group in a separate document window. This
one automatically. As with other feeds, you command opens a second main window
also can change the URL, if for example, the for the selected group. If you have selected
feed isn't working as expected. multiple documents, hold the ⌥ Option key
to display the Open in Tabs command. If
the View/Edit pane is visible, this opens the
selected items in new tabs. If the View/Edit

DEVONthink 3.9.6 Documentation, page 145

pane isn't visible, a new document window SAVE, REVERT, DUPLICATE
will open with each selected document in its
Save/Save All/Revert To Saved: Saves the
own tab in the window.
frontmost document or all documents
Open with: Displays a list of applications to disk. Hold the ⇧Shift key to show the
compatible with the current file type. Opens alternate menu item, Save All.
the selected documents in the chosen
Revert To Saved: Restores the frontmost
application. If your desired application is
document to the last saved version.
not listed in the submenu, choose Other to
browse for it. Duplicate: Creates a duplicate of the selected
items. The name of the new item ends in
Launch URL: Opens the file, folder, or internet
"copy", and because their contents are
location indicated by the URL field in the Info
identical both items are marked with the
inspector.
icon for duplicates (or, depending on your
Reveal: Reveals the location of the frontmost preferences, show their name in bold and
document in either the same main window, if blue).
possible, or by opening a new one.
MOVE INDEXED ITEMS IN AND OUT
Show in Finder: Opens a new Finder window
with the item selected. Note this only works Note: The following two commands are only
for documents and indexed groups. for use with indexed files.

Send by Email: Creates a new message in Move Into Database: Use this command to
the default email application and adds the move an indexed file into the database. Use
selected items as attachments. Supported this command with caution as it moves the
email applications are Apple Mail, Airmail file from its current location into the internals
2, Microsoft Outlook, and Postbox, as well of your database. It does not copy the file.
as some legacy email application . If the
Move To External Folder: Use this command
selected item is an email message, the sender
to move a non-indexed item, e.g.,imported
is automatically inserted as the recipient and
or created in DEVONthink, out to an indexed
the text of the original message is inserted
folder in the Finder.
instead of an attachment. Notes: Postbox is
currently only able to send one selected file.
FAVORITES, READING LIST, METADATA
Unsupported email clients (e.g.,Thunderbird)
can only send the plain text of one selected Add To: Commands in this submenu add
file. the currently selected documents to your
Favorites or the Reading List.

Mark: Allows you to mark the item as

flagged/unflagged, locked/unlocked, and
read/unread.

DEVONthink 3.9.6 Documentation, page 146

Rating: Allows you to set a rating, from no CONVERT, OCR, THUMBNAILS
stars to five stars.
Convert: This submenu contains commands
Label: Allows you to mark the selected groups for converting between some file formats,
or documents with one of seven labels, just e.g.,between rich and plain text. Note the
as in the Finder. You can define the color and options presented are dependent on the
the text of the labels in Preferences > Colors. type of the selected document. Also, due to
differences in the formats, any formatting
Tags: This submenu offers special commands
in the source document may not be able to
for tagging items.
be perfectly preserved in the destination

Convert HashTags to Tags: Converts document.

hashtags into DEVONthink tags. The

OCR: This menu contains options for
hashtag must be prefixed with the symbol
choosing an output format when doing
and entered as a single word without
OCR on a selected compatible document
spaces, e.g., #software-rules.
(JPEG, PNG, TIFF, PDFs with no text layer).
Convert Keywords to Tags: Converts
The currently supported output formats
keywords, found in the Document >
are: Searchable PDF, RTF, Word , and Web
Properties inspector for PDF or rich text
Archive. Additionally, there are two special
files, into DEVONthink tags.
commands: to Comment and to Annotation,
Convert Properties to Tags: Converts the
which sets the Finder comment or creates
Author property, found in the Document
an Annotation file with the text. Neither
> Properties inspector for PDF or rich text
command alters the original file.
files, into a DEVONthink tag.
Convert Geolocation to Tags: Converts Thumbnails: Use these commands to add,
geolocation data, if present on the remove, or update a thumbnail for the
document, into DEVONthink tags. selected files.
Add Vision Suggestions to Images: Adds
tags to selected images using Apple's GROUP & UNGROUP
machine learning technologies.
Group Items: Creates a new group containing
Scan Barcodes: This option will attempt
all the selected items. This is similar to
to detect a barcode in a selected image.
creating a new group and moving the selected
A successfully detected barcode will be
items into it. The alternate command Group
added to the custom metadata for the
Similar Items, shown when the ⇧ key is held,
document.
will attempt to file selected items with
Note: The Add Tags to Images and Scan similar content in groups.
Barcodes options require macOS 10.13 or
Ungroup Items: The exact opposite of Group
later.
Items. Moves all items in the groups one level
up and deletes the now-deserted groups.

DEVONthink 3.9.6 Documentation, page 147

SEE ALSO & CLASSIFY FONTS, STYLES, ALIGNMENT, RULERS

The following commands use DEVONthink's Font: This submenu is responsible for
built-in AI to suggest good locations for the controlling the font and the document
selected documents: background color (rich text documents only).
Open the fonts panel with Show Fonts, then
Move (to): This command allows you to
increase or decrease the font size of selected
quickly move other selected files to the last
text with Bigger and Smaller, adjust the
destination chosen in the See Also & Classify
text styles and the document background
inspector.
color. Of special note are these two submenu

Classify: Using DEVONthink's AI, this commands:

command will move selected files to the AI

Copy Font: Copies the font formatting of a
suggested location. This command is disabled
selected piece of rich text.
if DEVONthink is not sure enough about
Paste Font: After using the previous
possible destinations.
command, applies the copied font to
another selection of rich text.
MOVE TO TRASH
Style: Commands in this submenu apply
Move to Trash/Move All Instances to Trash:
a certain style, such as italics, bold, or
Moves the selected items to the trash. If
underlined, to selected text. Also, the
you have selected a replicated item, hold the
commands give you access to some high-
⌥ Option key and choose Move All Replicants
end font control like kerning, baseline
to Trash to move the selected item and all its
shift, ligatures, and character shape
replicants to the database's trash.
(only applicable to Asian languages). One
command to take special note of:
THE FORMAT MENU
Styles: The Styles command opens the
The Format menu contains the commands macOS styles editor. With it, you can step
and options dealing with all aspects of text through all the styles used in the current
formatting. Here you'll find the standard font, document. If there's one you'd like to reuse,
alignment, and ruler commands, as well as add them to your favorites. Use the pop-
very special DEVONthink commands. up menu to select a saved style and, if you
don't need it any more, delete it. You can
Note: Many commands in this menu
use saved styles from the ruler (see below).
only work with rich text, Markdown, or
formatted notes. Plain text documents do Alignment: Align paragraphs left, right,
not allow formatting. (That's why they're centered, or justified. Here, Asian or Arabic
called "plain" text.) Some formatting users can also change the direction of writing,
options are also available for editable PDFs if required.
and web archives.

DEVONthink 3.9.6 Documentation, page 148

Ruler: This submenu allows you to display Edit Link command of the contextual menu
the ruler above the preview of rich text to edit the link target.
documents. There are also two special Otherwise, DEVONthink treats the link as
commands: a Wiki-style link. Clicking the Wiki-style
link jumps to a document with exactly
Copy Ruler: Copies the current ruler
the same name as the linked text (or any
attributes (tabs stops, indents, etc.) of a
document with a Wiki alias of that name).
selected piece of rich text.
If there is no document of that name,
Paste Ruler: After using the previous
clicking the link creates a new rich text
command, applies the copied ruler
document named after the linked text and
attributes to another selection of rich text.
pre-filled by the template you set in the
Preferences > Editing.
HIGHLIGHTS
Spacing: This command allows you to adjust
Highlight, Highlight Color: In rich text
the line spacing of selected text in rich text
documents, editable PDFs, and web archives
documents. You can adjust the line height
use Highlight to highlight a selected piece
to an exact value or define a minimum and
of text just as you would using with a
maximum height, adjust inter-line spacing,
colored pen on a piece of paper. To remove
and define the space before and after a
highlighting, select the highlighted piece of
paragraph.
text and choose Highlight again. Use the
Highlight Color submenu to choose your List: Creates a bulleted list. Select your
favorite highlight color. prefix, bullet style, and suffix in the dialog
sheet and click OK to insert a new list. In the
LINKS, SPACING, LISTS, TABLES list, press ↩ Return to insert new items, and
press ⇥ Tab and ⇧⇥ Shift-Tab to indent/de-
Make/Remove Link: Converts the selected
indent items, just as you would in any word
text into an active link, or disables the
processor.
link. This command can be used to create
WikiLinks quickly. Table: Inserts a new table into a rich text
document and opens the table inspector
Add/Edit Link: Use this command if you want
panel. Use the table inspector to adjust the
to add a specific link to some text. If the text
number of rows and columns, cell alignments,
is already linked, the menu will display Edit
cell colors, border widths, and colors. Also,
Link, allowing you to change or remove the
you can merge and split cells and create
URL. The behavior you'll see when clicking
tables within a cell.
linked text depends on the target of the link:

If the text was a valid URL, the URL will be

the target of the link. Editing the link text
later does not change the target. Use the

DEVONthink 3.9.6 Documentation, page 149

PLAIN & RICH TEXT, HYPHENATION, Show Colors: Shows the color panel, e.g., for
LAYOUT changing the foreground color of selected
text in rich text documents.
Make Plain/Rich Text: Converts a rich text
document to plain text and vice versa. Show Invisible Characters: Toggles display of
Converting a rich text to plain text removes invisible characters such as spaces, tabs, and
all formatting, while converting a plain text line feeds. Shown invisible characters appear
document to rich text applies default rich in light gray.
text font settings to the document.

Allow Hyphenation: Enables or disables THE TOOLS MENU

hyphenation for the current rich text The Tools menu provides tools to get more
document. detailed information about your documents,
as well as some specialized commands.
Make Layout Vertical/Horizontal: Enables
orienting and editing the document text
INFO & FILTERS
vertically or horizontally.

Get Info: Opens an popup containing more

Wiki Linking: Toggles whether to display
detailed information about the currently
WikiLinks in the current document.
selected file or group. It combines frequently
Wrap Lines: Toggle whether to wrap a used elements of the Info inspector and
document's content to the width of the contains three panes:
view/edit pane or document window, or let it
Info: The Generic panel shows basic
exceed the width for sideways scrolling.
information including name, aliases, URLs,
file dates, and kind. The Custom pane
BARS, COLORS, INVISIBLE CHARACTERS
shows metadata specified in Preferences >
Show Formatting Bar: Displays a toolbar of Data that has been applied to the file.
formatting tools under the toolbar, providing Annotations & Reminders: Shows a
access to styles, font and paragraph summary of reminders set for this
attributes, and lists. These tools are only document, Finder (Spotlight) comments,
used with RTF files. and Annotations.
Properties: Shows metadata specific to
Show Editing Bar: Displays tools above the
PDF and rich text files. This includes things
current preview pane for some file types.
like keywords, author, and subject that are
For example, rich text formats display
sometimes included with these types of
several common tools including increasing/
files.
decreasing font size, highlighting, toggling
the ruler, and displaying the color picker are Inspectors: This submenu provides access to
shown. For sheets, tools to add/remove/ the inspectors panes.
duplicate records, as well as editing columns
are shown.

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Show/Hide: Shows or hides the inspector or Graph. Additionally, selected words are
pane. highlighted in the current text and a data
Info: The Generic view shows basic graph showing related words will appear in
information including name, aliases, URLs, the List and Cloud views.
file dates, and kind. The Custom view
Filter: The commands in this submenu
shows metadata specified in Preferences >
filter the list of files in the location you are
Data that has been applied.
currently viewing. As you select options
Annotations & Reminders: This inspector
in these panes, the list of files will change
shows a summary of reminders set for
accordingly. The filters are also covered in the
this file, Finder (Spotlight) comments, and
windows chapter.
annotations.
Content: When viewing PDF files, this Info: Shows a pane with options for
inspector provides a Thumbnails and a filtering on dates, flagged state, unread
Table of Contents pane. Note that the status, rating, or color label. When using
Table of Contents panel is only displayed if the calendar, you can click Any Date to set
the current PDF contains one. DEVONthink which date you want to filter on: added,
does not generate the table on its own. created, modified, opened, or due.
Document: Useful when viewing PDF Tags: Shows a tag cloud, with frequency-
and RTF files, this inspector displays based sizing, i.e., more frequently used
Properties, Annotations, and Links. tags will be larger. Clicking on tags removes
See Also & Classify: This inspector is unrelated tags from the cloud, only showing
the main interface to DEVONthink's tags that have been applied with the
brain, our built-in AI engine. This engine current tag.
is analyzing the contents and locations Multimedia: Displays options for filtering
of all documents in your database and multimedia files - images, audio, and
making connections between them. These video - in the current location. Options for
connections can be seen in this inspector minimum and maximum pixel dimensions
pane. or durations are available.
Search: This pane allows you to search Maps: Shows a small map showing pins
the current document, displaying the from geolocation data will be shown.
found words in context and on what lines Clicking on a pin will show you files created
they occur. Additionally, you can use the in that location. The behavior of this pane
Replace field to quickly replace selected or is similar to Apple Maps, e.g., pinch to zoom
all occurrences of the found words. in and out, etc.

Concordance: The Concordance is a Note: When Info or Maps is selected, the

specialized view showing data about the options will appear at the bottom of the
words in a document. This can be sorted sidebar. When Tags is selected, they will
by frequency, groups, length, or weight.
The data can be viewed in a List, Cloud,

DEVONthink 3.9.6 Documentation, page 151

 also appear there, but will also show in the and Annotation Selection. When viewing an
information bar above the item list if the image, Move and Image Selection are the
sidebar is hidden. available commands.

Rotate & Flip: This submenu provides a

DOCUMENT COMMANDS
Rotate command for rotating an image or
Annotate: This submenu provides access PDF page right or left, or by 180 degrees. You
to the PDF and image annotation tools. can also mirror images on their horizontal or
Applicable to PDF documents you have: vertical axes via the Flip commands.
Hightlight Text, Underline Text, and Strike
PDF: This submenu provides options for
Through Text.
editing the current PDF document: Insert
Next, the basic annotation types are Blank Page, Delete Selected Page, and
available: Oval, Rectangle, Line, Note, Text, Reverse Page Order. See the Documents
and Link. Note and link annotations aren't chapter for more information on PDF
available with images. documents.

These tools are persistent, so you can select Sheets: This submenu provides access to
one and use it in that mode until you change the following tools for editing a sheet: New
to another tool. Record, Duplicate Records, Delete Records,
New Column, Edit Columns, and Delete
Capture: This submenu provides options for
Columns. See the Documents chapter for
capturing the current document to a new
more information on sheets.
file in a few different formats: Bookmark,
Plain/Rich Text, Formatted Note, HTML, Web
IMPRINT, ITEM LINKS, IMPORT MARKDOWN
Archive, and PDF (One Page/Paginated).
IMAGES
Captures are made to the current group.
Set as Thumbnail will set a thumbnail for a Imprinter: Choose an imprint you have
currently viewed web page, useful to create defined in Preferences > Imprinter to apply it
a clean thumbnail after dismissing cookie to the current image or PDF.
banners. There is also an option to use the
Item Links: For documents supporting
Clip to DEVONthink command, just like in
item links and WikiLinks (See also p. 34ff ),
your browser. This allows you to clip to a
there are three commands in this submenu.
chosen location.
Convert WikiLinks to Item Links replaces
Note: The available options in the Capture detected WikiLinks with their item links.
menu are dependent on the type of the Update Name of Item Links will scan the
current document. current document for item links and update
the link text for any files whose names have
Mode: Lastly, the commands in this submenu
been changed. Note: This will not update a
switch between three modes of interaction
name for change WikiLinks, only item links.
in PDF documents: Move, Text Selection,
Verify Item Links checks all item links in the

DEVONthink 3.9.6 Documentation, page 152

document and logs those no longer pointing Merge Items: Merge the selected documents
to a valid target, e.g., because the referenced into one. This creates a new file, preserving
item is no longer available in any database. the originals. Hold the ⌥ key to choose Merge
& Delete n Documents, removing the original
Import Online Markdown Images: Download
files after the merged document is created.
and link to local copies of images from web
content clipped as Markdown documents. When merging documents, the order of the
merge will be the order shown in the item
CREATE, SUMMARIZE, MERGE, SPLIT list. The topmost selected document will
be the first page with the pages beneath it
Create Expense Report: Creates a sheet
following. The order of the documents can be
summarizing custom metadata dates and
controlled by the current sort method in the
currencies of selected files. Totals for the
item list. See also p. 155ff
amounts will also be included.
Note: The resulting file type of a Merge
Create Metadata Overview: Creates a sheet
operation depends on the types of the
with records for each selected file. The
selected files. Selecting mixed formats,
columns contain data from the generic and
e.g., a web archive and an image, usually
custom metadata of each file.
results in an RTFD file being created.

Create Table of Contents: Opens a submenu

Split PDF: Use commands in this submenu to
to create a rich text or Markdown document
split a PDF document into separate files. Use
with links to the currently selected
into Chapters on a PDF containing a table
documents.
of contents to create separate per-chapter

Summarize Annotations: Creates a document files. Use into Pages to 'explode' the PDF into

with all annotated text passages of the individual single page files.

currently selected documents. In case of

Split Document: Splits the current document
items located in multiple databases the
(PDF, plain or rich text) at the insertion mark
summary is created in the global inbox.
position in the document.
From the submenu, choose to create the
summary in a rich text document, Markdown
RULES
document, or a sheet.
These commands allow you to set or run
Summarize Mentions: Creates a new
smart rule commands
document containing a list of the documents
mentioning the name or alias of the selected Apply Rules: Apply the selected rule on
document. From the submenu, choose to selected items that match the rule's
create the summary in a rich text document
or a Markdown document.

DEVONthink 3.9.6 Documentation, page 153

 criteria, including the location defined in to maintain a list of items for later
the smart rule. consideration. See also p. 98ff
Perform Rules: Run the selected rule at any Extras: This view gives you access to recent
time or in any location. This is not isolated updates in tutorials, scripts, and templates.
to the documents in the current location. And if you want to keep up on updates
Batch Process: Use this command to from us, it includes links to promotions and
quickly define and run commands without release announcements. See also p. 103ff
specifically defining a rule. This can be
Import: The Import sidebar view gives you
useful to modify multiple selected files.
access to scanning and email archiving. See
also p. 101ff
START SERVER, TAKE NOTES

View: Choose one of the following options

Start/Stop Server: Use this command to
to switch between different layouts for the
start and stop the integrated web server. See
item list in a main window. All these views are
also p. 74ff
similar to options you find in Finder windows.
Take Note: Opens the Sorter to the Take Note
Icons: Displays items as icons.
view. If the Sorter is not shown, it opens the
List: Displays items in a list view with user-
Take Note window.
specified columns shown.
Columns: Displays the item list as a set of
THE VIEW MENU columns.

The View menu contains all the commands Cover Flow: Displays large thumbnails in a

for modifying the way DEVONthink displays side-scrolling view.

groups and documents.

Preview: These options allow you to control
the position of the current document's
SIDEBAR & LAYOUTS
preview, or dismiss it altogether.

Sidebar: The Sidebar view options allow you

None: This creates a list only view.
to switch between the four different sidebar
Standard: This shows a preview under the
views in a main window. You can toggle the
file listing.
sidebar's visibility by selecting the same
Widescreen: This shows the preview to the
option again.
left of the file listing.

Navigate: This is the main sidebar view,

Quick Look/Slideshow: Opens the Quick Look
giving you easy access to your databases,
panel for the selected items which can be
favorites, and global smart groups. See also
useful for times when the view/edit pane
p. 88ff
isn't displayed. Holding the ⌥ Option key
Reading List: Similar to Safari's Reading
allows you to display the selected files in a
List, this sidebar view allows you
Quick Look slideshow.

DEVONthink 3.9.6 Documentation, page 154

SHOW TAGS & DETAILS view, not the standard macOS fullscreen
view.
Show/Hide Tags: Shows or hides the tag bar.
Window: Shows the current window in a

Show/Hide Details: Switches between standard macOS full screen view.

displaying icons only or displaying icons

Zoom: Depending on the document type, you
together with detailed information such
can zoom or out of the document's preview
as kind, label, size, word count, creation
to your needs:
date, and modification date. Available in all
windows using icon or column views. Actual Size: Displays the document
at actual size, calculated using the
Show Only Documents: When checked, this
resolution of the screen and the resolution
hides groups and smart groups in List and
information of the image or PDF.
Icons views. Note this is a per-database
All Pixels: Displays the document at a 1:1
setting, i.e., you can enable or disable it for
ratio so that one pixel of the image equals
each open database.
one pixel on the screen (PDFs and images
only).
COLUMNS & SORTING
Zoom In/Out: Zooms in or out of the

Columns: This submenu lists all columns document.

available to be displayed as column headers in Zoom to Fit: Displays the document so

the item list. that it exactly fits either the height or the
width of the window/preview pane (PDFs
Sort: This submenu lists all the attributes
and images only).
that can be used to sort the current item
Zoom to Width: Displays the document so
list. Choose Unsorted to manually sort the
that its width fits the width of the window
items. DEVONthink remembers sort settings
or view/edit pane (PDFs and images only).
for every group separately and uses those
settings when the group is displayed in its
DOCUMENT & PDF OPTIONS
own main window
Document Display: This submenu contains

FULLSCREEN & ZOOM commands for displaying alternate views of

some documents. Note there are alternate
Full Screen: Displays either the current
commands shown when used with sheets or
document in a full screen mode optimized for
HTML and Markdown files.
reading and editing, or the frontmost window
in full screen. There are two options available Best Alternative/Preview/Table View:

here: Shows a QuickLook view, or a rendered

view for HTML-based and Markdown files,
Document: Shows the current document in
the Table view for sheets.
full screen. Note this is a distraction-free
Text Alternative/Source/Form View:
Shows a text-only view of some file types,
e.g.,Word or email. Also shows the page

DEVONthink 3.9.6 Documentation, page 155

 source of HTML-based and Markdown files of your DEVONthink database, all with
or the Form view for sheets. keyboard shortcuts. Use these commands
Side-by-Side: Shows a side-by-side view to go backwards and forwards through your
of the rendered view and source for HTML documents, or to move back to the top level
and Markdown files. Note this does not of the group hierarchy.
apply to Formatted Notes.
DATABASES
PDF Display: This submenu lets you adjust
the way PDF documents are displayed: Previous Database: Selects the previous
database in the Navigate sidebar.
Single Page, Two Pages: Shows a multi-
page document as single pages or two Next Database: Selects the next database in
pages facing each other (as in a magazine). the Navigate sidebar.
Continuous Scroll: When checked, shows
the pages of the PDF as one long scroll. GROUPS
When unchecked, only one page is shown
Top Group: Returns you to the top level of the
at a time.
database (also known as the "root").
Book Mode: When checked, facing pages
start with one single page (the title page), Enclosing Group: Changes the view to
then facing pages. When unchecked, they the parent folder of the current group or
start facing. document.
Page Breaks: When checked, pages are
Selected Group: Changes the view to the
shown with a small break between the
currently selected group.
pages. When unchecked, the pages appear
as a continuous document. To Group…: After classifying or moving
Crop Box, Media Box: Crops the page to documents to a new location, use this
the crop or media box. By default, PDF command to quickly jump to the last used
pages are cropped to the crop box. destination.

TOOLBAR DOCUMENTS

Hide/Show Toolbar: Hides or shows the First/Previous/Next/Last Document:

toolbar of the frontmost window. Navigates to the first, previous, next, or last
document of all documents in the current
Customize Toolbar: Lets you configure the
group. This is useful when you have opened
toolbar of the frontmost window.
a document in a separate window and want
to move to another document in the same
THE GO MENU group.

For people who prefer to use the keyboard

for navigation, the Go menu contains all
commands for navigating the hierarchy

DEVONthink 3.9.6 Documentation, page 156

To Group: Opens a popover where you can MOVE FOCUS
search for a group by name. Results are
Choose a command, or use its shortcut, to
shown as you type. The chosen group from
quickly switch focus to different panes of a
the results will display as the current group.
DEVONthink window. The options available
To Document: Opens a popover to quickly are dependent on the visible UI elements,
navigate to a specific document. e.g., if the inspectors aren't visible, the Move
Focus to Inspector command will be disabled.
To Page/Time: Allows you to jump to a
specified page (PDF documents) or time to Sidebar: The current sidebar, e.g., the
(supported video and audio files). Navigate sidebar will have focus. Note this
command requires Preferences > General
To Link: Opens any detected links in selected
> Interface > Keyboard Navigation to be
text in plain text, rich text, and Markdown
enabled.
documents.
to View: The item list will have focus.

Back/Forward: Moves backwards and to Preview: The view/edit pane will have

forwards through all documents/web pages focus.

you have visited by following cross-links or to Inspector: The current inspector will

Wiki-style links. have focus.

Previous/Next Instance: Navigates Favorites: Displays a submenu of items in the

backwards and forwards through all instances Favorites section of the Navigate sidebar.

of a replicated document. Use these

commands to find out where the other WORKSPACES

instances of a replicated item are.

Workspaces allow you to save the state of

Previous/Next Highlight: Navigates your open databases, as well as the contents

backwards and forward through all and positions of all open windows, so that

highlighted passages within a document, you can restore them later. This is ideal if you

regardless of whether these passages have are working with the same set of windows

been highlighted by a search or manually over and over again. Save these windows as

using Format > Highlight. a workspace and recall them whenever you
need them again.
Next Unread Item: Navigates to the next
item with an unread status in the current From the Workspaces submenu you can:

database.
Add: Saves the currently open windows

Complete News: and open databases as a workspace.

Edit: Opens a window that allows you
to edit saved workspaces. Click on a
workspace name to change it, reorder by
dragging, and delete with the - button.

DEVONthink 3.9.6 Documentation, page 157

 Update: Updates an existing workspace Download Manager: This command opens
to the current state of databases and the Download Manager panel of DEVONthink.
windows. Using the Download Manager, you can
Choose: Choose a workspace from the list download files or complete web sites from
of saved workspaces to load it. the internet and store them directly in your
database.

THE WINDOW MENU Log: Opens the Log panel. The log lists error

Just like most every macOS application, the messages and warnings that occurred while

Window menu lists all open windows of the importing new documents. It also opens

active application and gives you access to automatically when an error occurs. You can

commands for managing them. save the log to a text file or clear it.

WINDOWS & TABS OPEN WINDOWS

Close, Zoom, Minimize: These three Window List: Select any open window from

commands resemble the red, yellow, and the menu to bring it to the front.

green buttons of any window title bar, and

consequently close the window, minimize THE SCRIPTS MENU
the window to the Dock, or maximize the
The Scripts menu is located left of the Help
window. No magic here. Hold the ⌥ Option
menu and shows a stylized AppleScript
key to change allow the command to affect
symbol instead of a normal menu title. It
all windows.
contains a collection of useful, predefined
New, Close, Select Next/Previous Tab: Opens AppleScripts you can use directly from within
a new tab, closes the active tab, or moves the DEVONthink.
focus to the next or previous tab.

Note: Tabbed browsing needs to be

enabled for these commands to work.

Bring All to Front: Brings all windows of

DEVONthink to the front. Hold the ⌥ Option
key to change Bring All to Front to Arrange in
Front.

ACTIVITY, DOWNLOADS, LOG

Activity: Opens the Activity panel. This panel

shows all running processes, e.g.,OCR or sync
activity, and allows you to manually stop
them.

DEVONthink 3.9.6 Documentation, page 158

 DEVONTHINK

Use these commands to open the integrated

help pages, get directions on installing the
browser extension and bookmarklets, or
access the list of changes to DEVONthink.

Some of the scripts work without having

SUPPORT
selected a document, while others require
you to select the document you want the Your Account: Opens the login page for your
script to interact with. In general, the script DEVONtechnologies account where you can
will tell you what you have to do when you get information on your licenses and the
select it from the menu. devices they're registered to.

Use More Scripts to install additional Support Assistant: Opens the support
scripts and read more about scripts and screen of the Welcome to DEVONthink
DEVONthink's menu here. assistant with more direct links to the
DEVONtechnologies website, tips, and

THE HELP MENU tutorials. Note this function requires an

Internet connection.
The Help menu contains commands
for opening the integrated help pages, Tutorials: Opens the Tips and Tutorials

the support assistant, or visiting the screen of the Welcome to DEVONthink

DEVONtechnologies website. assistant. The tutorials help get you started

by explaining everyday DEVONthink tasks
in step-by-step detail. Note this function
requires an Internet connection.

DEVONthink 3.9.6 Documentation, page 159

DEVONTECHNOLOGIES on this icon. Longer tasks, e.g., importing,
indexing, or running scripts, may show a
These commands take you directly to the
progress indicator on the dock icon.
corresponding pages on our website or send
feedback directly us. It also contains the generic macOS
commands and an Options menu common to
DEVONtechnologies, User Forum: Quickly
all macOS applications. DEVONthink-specific
access our home page or our user forum in
items are listed below:
your default browser.

Frequently Asked Questions: Choose this

option to access many often asked questions
in the Questions & Answers section of our
website, pre-filtered for questions about
DEVONthink.

Contact Us/Report Bug: Use this to draft a

general email to us. When you need to report
an issue, hold the ⌥ Option key to show the
Report Bug. This creates a new message
in your default email client or Apple Mail
containing the console log and all related
crash logs in a ZIP archive, ready to be sent to
our customer support.

THE DOCK MENU

The Dock menu appears when you click Recent Databases: Quickly reopen a closed
DEVONthink's icon in the Dock with the database from this list.
⌃ Control key pressed, when you right-click it,
Open Windows: Switch to any open window
or when you left-click it and hold the mouse
from this list. The active window is displayed
button for one second or longer. When items
with a checkmark next to it.
are added to a database, a badge appears
Take Note: Opens the Take Note panel.

Start/Stop Server: Starts or stops the web

server.

DEVONthink 3.9.6 Documentation, page 160

 PREFERENCES

IN THIS CHAPTER GENERAL

General 161
GENERAL
Editing 165
WikiLinks 166
Sorter 167
Files 167
Colors 172
Web 172
RSS 174
Data 174
OCR 175
Imprinter 177
Server 179
Sync 181 Use the General tab to set the general
behavior for the application, e.g., whether
The Preferences window, which you open
to check for updates automatically or keep
by selecting Preferences in the application
groups on top when sorting..
menu, is the place to go to change global
settings for DEVONthink. In addition to General: Set the options for duplicate
global settings, databases also have separate detection or to enable alarms for reminders.
settings in their Database Properties
Stricter recognition of duplicates: Check to
window that you open using File > Database
have DEVONthink use document contents,
Properties.
file type, file size, and the content hash of
There is also a number of hidden preferences, the document, when detecting duplicate
intended for customer support, but maybe files.
useful for you, too. See also p. 253ff More compatible naming of files: Replaces
the characters |<>%?&*" when naming files
to improve the compatibility with other
filesystems and platforms, e.g., Dropbox or
OneDrive. Forward slashes and colons are
always replaced as these are reserved by
macOS.
Automatically mark items as read:
Enabled by default, this option marks any
previewed item as read, just as applications

DEVONthink 3.9.6 Documentation, page 161

 like Apple Mail do. Disable this option to Check for Updates: Change the settings
manually mark items as read. in this tab to define when you want
Enable reminder alarms: Enables or DEVONthink to check for new versions:
disables using DEVONthink Reminders. This never, on startup, daily, weekly, or monthly.
can be set on a per-machine basis. DEVONthink only performs checks for
updates when the computer is connected to
Annotations: Controls where to save
the Internet.
annotation files and whether they should
be moved when the referred file is moved, Click Check Now to immediately check for a
e.g., when moving the source file to another new version.
database.
INTERFACE
Location: Choose to save newly created
annotation files In shared group or In same
group. The shared group is an Annotations
group in the root of the current database.
Move annotations automatically: Enable
this to cause annotation files to "follow"
their referred files. For example, if you
move the source file to another database,
the annotation file will be moved to the
new database as well

Search scope: Controls where new searches

The options control interface behaviors
begin searching and the behavior of the
including some of the Navigate sidebar.
Search inspector.

Interface: These options control the behavior

Scope Location: Set where toolbar
of the interface, e.g., when double-clicking
searches should look when a new search
documents.
is initiated. The options are: Last scope,
Current Database, All Databases, and Double-click opens groups in a new
Current Selection. window: This option allows you to open a
Automatically select search inspector: new window when you double-click a group.
Enable this to switch to the Search If unchecked, the group will be selected
inspector if the view/edit pane and and its contents will be replace the file list
inspectors are already visible when doing a being currently viewed.
search. This option is enabled by default. Double-click opens documents externally:
Check this if you'd like documents to open
Alerts: Click Reset to make DEVONthink
in an external application when double-
show alerts again that you previously
clicked. DEVONthink uses the application
dismissed with "Don't show again" checked.
set as the default application for the
file type in the operating system, e.g.,

DEVONthink 3.9.6 Documentation, page 162

TextEdit for RTF documents. If unchecked, if you'd like to view the document title in a
any document that can be edited in tab bar when only one document is open.
DEVONthink will be opened in its own
Sidebar: These options toggle the unification
window.
of items in the Navigate sidebar as well as the
Click on links opens them externally:
ability to navigate it via keyboard.
Enable opening links in document text
in the system default application. Use Automatically expand & collapse groups:
⇧-click to open and activate the default Check this to automatically select and
application. Note ⌘ or ⌥-clicks can be expand a group in the sidebar when
still used to open links in new tabs or revealing or opening it.
to add them to the Download Manager, Keyboard Navigation: Enables keyboard
respectively. navigation with typing selection, and arrow
Keep groups on top when sorting: Always key hoisting of groups in the Navigate
display groups at the top of the item list, sidebar.
independent of the sort method, e.g., by Unify Databases: When enabled,
Name, by Date Added, etc. navigate the groups of the root of all
Retain view: When enabled, the view open databases in the Open Databases
settings in the current main window, e.g., section of the Navigate sidebar. When
Icons in Widescreen, override the view disabled, the groups of the root of the
settings of other groups or databases. active database are displayed in an active
If a change is made to the current view, database section in the sidebar. This allows
that change will persist when switching. isolating the groups of a database. The
If no changes are made, the previous view active database will have an asterisk to the
settings will be restored after disabling this left of the name.
option. Unify inboxes: Display the inboxes of open
Document windows prefer fullscreen: databases only in the Globals section of
When enabled, while viewing a fullscreen the Navigate sidebar. When disabled, the
main window, document windows opened inbox will be displayed in the item list for
from it will be opened in fullscreen as well. the current database.
Automatically reveal items: Enable this Unify tags: Display the Tags group of open
to reveal the currently displayed item in databases only in the Globals section of
the item list, for example when switching the Navigate sidebar. When disabled, the
between document tabs in a main window. Tags group will be displayed in the item list
Enable tabbed browsing: When checked, for the current database
click with ⌘ Command pressed a link in Dock: Specify what items to count and
web, PDF or text views to open it in a new display on the badge on DEVONthink's dock
tab. When unchecked or the ⌘ modifier key icon: Number of new items, Number of
isn't pressed, documents are opened in the unread items, or Number of unread news.
same view, in the default application or in
new windows. Check Always show tab bar

DEVONthink 3.9.6 Documentation, page 163

APPEARANCE Show filename extensions: Check this if
you prefer to see the file type's extension
at the end of filenames.
Use dark background for documents: When
enabled, compatible documents, e.g., rich
text, will display white text on a black field
when using macOS' dark mode. When
disabled, documents will display normally.

Labels: Choose how you would like labels to

be shown in lists.

Classic: Tints the group/document icon

These options control the look of some parts
(like on Mac OS 9).
of the interface.
Modern: Puts the group/document name in

Alternating row colors in views: Check a colored bubble (like on older versions of

to color every second row in item lists OS X).

differently. Dots: Shows a colored dot in the list (like

Display number of items inside groups: on macOS).

Check to show the number of documents As flags: Displays a colored dot in the Flag

in groups. In the sidebar, the total number column of the item list in List or Columns

of items in the group is shown. News feeds view or to the left of an item's name in Icon

will show the number of unread items. In view.

the item list, this shows the number of

View Text Size: set the font size used in the
unread and total documents contained in
item list, the contents of sheets in table view,
a group. For example, "2/10" shows there
and the Annotations and Attachments tabs
are two unread documents out of ten total
of the Document inspector.
documents.
Highlight bookmarks in views: Check to Sidebar Text Size: Set the font size
show bookmarks in the item list and links in DEVONthink uses in the sidebars.
documents marked in blue and underlined.
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 display a property icon to the
right of a document's name.

DEVONthink 3.9.6 Documentation, page 164

EDITING Smart links: Detect web addresses and
turn them into clickable links.
Smart dashes: Convert characters, e.g.,
two hyphens into a proper dash.
Data detectors: Detect dates, times or
addresses in text, and show possible
actions when the mouse cursor moves over
them.
Text replacement: Use the system-wide
text replacements when editing text.

AUTHOR, RULER UNITS AND FONTS

The Editing tab defines all options that fine Author: Enter your name. It will be used as

tune DEVONthink's text editing behavior, default for metadata, e.g., for new rich text

from the ruler units to default font settings documents or PDF annotations.

to summarization options. Ruler Units: Select your personal

preference for ruler units: centimeters,

GENERAL inches, points, or picas.

Plain Text: Select your preferred font.
Display PDF attachments of rich texts:
This is the font automatically used when
When checked, a PDF inserted into an
you create new documents. Additionally,
RTFD documents will display its first page.
specify the background and text colors to
Unchecked, you will see a link and the PDF's
suit your taste.
filename.
Rich Text & Note: Select your preferred
Scale image attachments: Images added
fonts for new rich text formats. This is the
to rich text files and formatted notes are
font automatically used when you create
scaled to the current width of the view/
new rich text documents or formatted
edit pane.
notes. It is also the default used for
Check spelling while typing: Spellcheck
rendered Markdown documents, if no
while you write.
default stylesheet is specified.
Check grammar with spelling: Check
grammar as well as spelling while you write. Note: Hold the ⌥ Option key to restore the

Correct spelling automatically: Correct default fonts.

misspelled words automatically.

Smart quotes: Convert straight quotes FULL SCREEN

("inch marks") to typographer's quotes

Full Screen: Select your preferred font for
("curly quotes") while you type.
reading and editing plain text files in full
Smart copy/paste: Insert or remove spaces
before and after cut or pasted text.

DEVONthink 3.9.6 Documentation, page 165

 screen mode. Rich text documents will For more information on creating WikiLinks
display their user-specified fonts. and other linking methods, see the Document
Background: Choose a background color for Linking section.
the full screen mode.
Text: Choose a text color for the full screen WIKILINKS
mode.
To enable WikiLinking, check the Automatic
Width: Choose a width for displaying
checkbox and choose from the options shown
documents in full screen mode. This setting
here:
will apply wider or narrower left and right
margins, based on a percentage of the MashedWords: Commonly used to avoid
screen width. creating links from individual words,
mashed words are document titles of
SUMMARIZATION joined words. If you type a mashed word,
it will automatically create a link. If a
Select whether you wish DEVONthink to
matching document is detected, it will
summarize based on sentences or whole
open when clicking the link. If a matching
paragraphs.
document isn't detected, DEVONthink
will create a new rich text document,
WIKILINKS prepopulated with information defined in
the Template section below.
Square Brackets: WikiLinked text can
be defined using square brackets. Type
two opening square brackets and the
beginning of a document name. Then
press ⌥⎋ Option-Escape to show a list of
potential item matches in the database.
Choose a document and press ↩ Return to
complete the link.
Names and Aliases: Matches documents
WikiLinks are a way to create interconnected based on their name or any aliases defined
documents in your databases. When enabled, in the Info Inspector.
DEVONthink attempts to detect other All Items/Only Documents/Only Groups:
documents matching the terms you've Choose whether to match only documents,
typed in plain text, rich text, or Markdown groups, or both.
documents. This creates an active hyperlink Case-insensitive Linking: Enable this to
to the detected document, allowing you ignore capitalization when matching Names
to quickly jump to it by clicking the link. and Aliases, e.g., GlobalEconomy and
WikiLinked text displays as underlined text. globaleconomy both would match.
Open new documents in separate
windows: When clicking a WikiLink, the

DEVONthink 3.9.6 Documentation, page 166

 linked document will open in its own APPEARANCE, LOCATION,…
document window.
Appearance: Choose to display the Sorter
Update name of item links automatically:
as a menu extra, a docked tab on the side
When the name of item-linked documents
of your screen, or not at all.
is changed, this will update the link text in
Position: Choose the onscreen position
documents containing item links to those
of the docked tab. These options will be
files.
disabled if Show as Dock Tab isn't selected.
Menu Extra Title: Choose whether to
TEMPLATE
show the menu extra as text, or a space-
Text and items entered here will be used to conserving icon.
create a new WikiLinked document. You can Screen Capture: Check this to play the
type any text you want as well as Control- system default screen capture sound.
click and use Insert Placeholder to insert a
token that will be automatically replaced HOTKEYS
when the template is created. The default
Set system-wide hotkeys for: Take Note, Copy
title contains several of these tokens already.
Selection, Clip to DEVONthink, and Search.
Check out the placeholders section of the
appendix for information on the available To change the hotkeys, click the Click to
choices. record shortcut button, then press the
hotkey that you want to use. Press the

SORTER ⎋ Escape key to cancel recording a new

shortcut.

Note: On macOS Mojave, you will be asked

to grant Accessibility permissions for Copy
Selection, and Automation permissions for
Clip to DEVONthink.

FILES
The Files preferences contains controls
for a variety of things from imports to
media playblack, thumbnailing to Markdown
The Sorter preference allows you to choose
extensions, and more.
the window's appearance and location, and
assign a hotkeys for capturing data or taking
a new note. See also p. 58ff

DEVONthink 3.9.6 Documentation, page 167

 of information to DEVONthink tags. These
options are honored by email archiving,
scanning and OCR, importing from Bookends,
Evernote, Apple Notes, and Yojimbo, as well
as documents created via the Sorter and the
web interface (Server edition only).

Convert keywords to tags: Check this to

convert embedded keywords from PDFs
and RTF(D) files to tags.
Convert properties to tags: Check this to
convert embedded properties from PDF
IMPORT
and RTF(D) files to tags.
Here you can choose options for the location, Convert geolocation to tags: Check this to
encoding, and tagging of files coming from convert proper names of geolocation data
external sources, including bookmarklets, to tags, e.g., "Orlando", "FL", and "United
DEVONagent Pro, items dropped on the dock States".
icon, (external) scripts, or services. Convert Hashtags to tags: Check this to
convert found hashtags to tags.
New Notes: Check Select (and display)
Add CoreML suggestions to images: Check
automatically to automatically select and
this to automatically apply suggested tags
display the last note you have taken.
to imported images.
Destination: Choose the default destination
Recognition: This section has one option:
where incoming data is stored.
Scan Barcodes. Enable this to detect
Select group: A group selector is shown barcodes in images and PDF documents.
that lets you choose the destination. The If a barcode is detected, the value will be
group selector appears as a black panel added to the Barcode attribute in the Info
floating on top of all other windows. Use it > Custom inspector. Supported barcodes:
to select the group where you want to file EAN13, ISBN, and QR codes. And note, the
the items. quality of the original will determine the
Global inbox: The data is stored in the accuracy of barcode detection.
global inbox.

Text Encoding: Choose the default encoding

used for plain text documents. Select
Automatic to let DEVONthink choose the
best encoding.

Tags: Imported files can have metadata

that may be useful as tags. Choose the
desired options to convert specific types

DEVONthink 3.9.6 Documentation, page 168

THUMBNAILS Import complete conversations:
DEVONthink can import not only selected
email messages, but also other messages
related to a conversation. Check this box to
let DEVONthink scan your Sent Messages
folder and import sent messages that
belong to the same conversation.
Group conversation threads: Check this
option to combine all messages belonging
to a conversation thread into a group. This
makes identifying conversations easier
and automatically adds structure to the
These options control whether DEVONthink imported messages.
displays a custom thumbnail for each file or
Note: These features only work if the email
the default file type icon.
program maintains references to previous
Generate from actual image: For images, messages sent.
an embedded thumbnail will be displayed,
Previously imported will become
if available. Enable this option to create a
replicants: Check this option to import
thumbnail for the image if no thumbnail is
previously imported messages again as
already available.
replicants. When this option is unchecked,
File types: Choose the file types for which DEVONthink skips previously imported
DEVONthink should automatically generate messages.
thumbnail icons. Use alternative view: Check this option to
view email messages as text alternative by
EMAILS default.

Fallback text encoding: When decoding

an email message, DEVONthink uses
the message's encoding information.
When there is no encoding information,
DEVONthink uses the encoding that you
set in this pop-up menu.
Download remote images in HTML
messages: Spammers and other unfriendly
agencies may use images in an email to
track if you have read it. Therefore this
is unchecked by default. This setting
Use these options to define how email is
only applies to emails viewed in the Text
imported and displayed inside DEVONthink.

DEVONthink 3.9.6 Documentation, page 169

Alternative view, not the Best Altenative MARKDOWN
view, of the View > Document Display.
Decrypt secure messages: Check this to
decrypt and file secure email messages.
This allows DEVONthink to search or apply
AI-based functions such as Classify or See
Also to them.

Note: The email message will be stored

decrypted in the database package.
Its contents are available from within
DEVONthink and to other applications or
Spotlight.
Choose options for the default mode when
Use fixed-width font for plain text selecting Markdown files, styling, or any
messages: Check to show plain text extensions to be used when rendering the
messages using a fixed-width font such Markdown.
as Courier. This is useful if the messages
Markdown Display: Choose whether you want
contain tables or footers formatted with
to open Markdown documents by default in
spaces.
editing, preview mode, or side-by-side mode.
Color quoted text: Check to mark text
Editing is the default mode.
quoted from previous recipients in
messages. Click the color buttons to WYSIWYG editing: Toggle the display of
change the color for first, second, and third formatting and detected elements in the
level quotes. source code of a Markdown document.
Labels: Select which labels you want to
Force line breaks: Enable this to treat a
assign to messages that were flagged
return as the end of a paragraph without
or marked as "high priority". Since items
having to add two spaces at the end of the
can only have one label at a time, flagged
line.
messages are treated as more important
than messages marked as "high priority". Import images to group: Creates a local
repository of linked images. The group will
Note: The first two options above only
have the name specified in the preference.
modify the display of email messages in
Images dragged and dropped or copied and
the text view. By default, messages are
pasted from outside DEVONthink will be
displayed using QuickLook.
copied into a group in the current location.
Also, images from web content clipped as
Markdown documents will be downloaded
into the group. (See the Documents >
Markdown > Linking Images section for more
information.)

DEVONthink 3.9.6 Documentation, page 170

Image Reference: Specify the type of link MULTIMEDIA
to use with images pasted, dropped, or
downloaded to Markdown documents. Item
Link will always use an item link. Automatic
will use either item links or relative links,
depending on the location of the image in the
database. Automatic is the default behavior.

Style Sheet: If you want to choose a default

stylesheet to display your Markdown
documents, click the Select button to access
stylesheets stored on your machine, e.g.,
in ~/Library/Application Support/
Choose options for media playback or the
DEVONthink3/StyleSheets or paste the URL
default display mode of PDFs or images. You
of an online stylesheet.
can also choose a background color for these
JavaScript: If you want to choose a default media types.
JavaScript file to be loaded with all your
Play Media: Check Play automatically to
Markdown documents, click the Select
play audio and video files automatically
button. The JavaScript can be located
when you display them. Check Loop if
anywhere, including an online script, if
you want to play the clips in a loop. Set a
needed.
desired background color for the selected
Extensions: Check the desired options for media file.
Markdown extensions: Image Display: Choose a default zoom
factor and a background color for viewing
MathJax support: Supports rendering
images
mathematical equations via the MathJax
PDF Display: Choose the default display
extension.
size background color for viewing PDFs in
Mermaid support: Supports rendering
windowed and fullscreen modes. Check
diagrams via the Mermaid extension.
Automatically resize to automatically
Prism support: Supports syntax coloring
resize PDFs in the view/edit pane. Set the
of rendered inline code and code blocks via
background color.
the Prism extension.
PDF Clipping Width: Specify a width in

Summaries: Enable this if you want Summary pixels for captured or clipped PDFs. The

documents in Markdown format (See also p. default value is Automatic. Note: The

153ff ) to use blockquotes instead of highlight styling on specific sites could override this

formatting. setting.

DEVONthink 3.9.6 Documentation, page 171

SHEETS Highlight: Set the name and color to be
used for highlighting text in compatible file
formats, like PDFs.

Note: These are global settings, i.e., you

can't have per database label or highlight
colors. Also, following Apple's example,
we only allow setting seven colors in each
category.

WEB

Choose the options for displaying and

converting sheets to paginated PDFs.

Sheet Display: Choose the default view

when viewing a sheet: Table or Form. Form
view is only available in the Pro or Server
editions.
Background Color: Set the background
color of a sheet in Form view.
Paginated PDF Conversion: Choose
whether to use the Table View or Form
View when converting a sheet to a The web preferences resembles the settings
paginated PDF via the Data > Convert > to of most web browsers. Use these preferences
PDF (Paginated) command. to define how DEVONthink's displays web
documents and "live" web pages.

COLORS
WEB CONTENT

These settings define how DEVONthink

treats special web contents:

Enable ...: Check these options to use

installed third-party plugins, (such as Flash
or RealPlayer plugins), and to run Java
applets or JavaScript scripts contained in,
or linked to, a web page.
Label: Set the name of color for color labels Block ...: Check Block pop-up windows to
applied to files and groups in your database. block pop-up windows, which are often
advertisements; check Only automatic

DEVONthink 3.9.6 Documentation, page 172

 JavaScript windows to block only pop-up Only from sites you navigate to: Accept
windows opened by JavaScript. Uncheck cookies, but only from web sites you
this option if the web page you're visiting navigate to (not from other sites, such as
uses pop-up windows for actual content. ad trackers).
(Some web content management systems Delete cookies on quit: Delete all stored
do this.) Check Block zooming to keep web cookies when you quit DEVONthink.
sites from automatically zooming windows
to full size. Check Block advertisement FONTS
to block common inline advertisements
Set the fonts you want to use for displaying
provided by some search engines.
web pages; set separately for variable-width
Zoom text only: Check to zoom only the
and fixed-width text.
text and uncheck to use Safari-4-style
zooming. Note: Hold the ⌥ Option key to restore the
default fonts.
IMAGES

STYLE SHEET
These settings define how DEVONthink
displays graphics in web pages: You can further control the way DEVONthink
displays web pages by applying a CSS style
Display images when the page opens:
sheet that changes the rendering on the fly.
Check this option to display web pages
with images. Just remember, if unchecked, Click Select and choose your style sheet to
you may miss some information. apply it to DEVONthink's integrated web
Animate images, Loop animation: Check browser. Note: This is for experts since it
these options to run web graphics modifies how all web pages are displayed and
animations and to run animated graphics in can lead to undesired effects.
a loop.
Scale images to fit: Check this option to TEXT ENCODING
scale (large) images to fit.
Select your desired text encoding for
displaying web pages. Automatic tries
ACCEPT COOKIES
to choose the best available encoding. If
Cookies are little text files with information this does not work for you, choose a more
that web pages store on your computer use appropriate text encoding for your language
to recognize you as a returning customer, group.
among other things. While most cookies are
harmless, you may want to control what is
being stored on your hard disk.

Always: Accept all cookies.

Never: Don't accept any cookies.

DEVONthink 3.9.6 Documentation, page 173

RSS Remove immediately instead of moving
to the trash: Immediately deletes the RSS
articles.
Also unread articles: Check this to remove
all articles at the specified interval whether
they've been read or not. You can use Data
> Mark > as Locked to lock individual feeds
or articles and prevent automatic deletion.
Feed Format: Choose a file format for
the downloaded articles. (RSS articles are
DEVONthink comes with built-in RSS
presented as HTML files, by default.) Check
capabilities that enable you to add RSS feeds
Use clutter-free layout to try to remove
to your database and have DEVONthink
unwanted ads, etc. from the article.
update them automatically. Use these
Feed Style Sheet: For HTML (Feed Format:
preferences to define how often DEVONthink
Automatic) articles, DEVONthink comes
checks for new articles, whether to skip
with multiple styles for displaying them.
duplicates when updating feeds, when to
You can use your own RSS stylesheets by
remove older articles, and which CSS style
placing them into ~/Library/Application
sheet to use for displaying the articles.
Support/DEVONthink 3/StyleSheets.
Check for updates: Set how often you want Enable Use clutter-free layout with web
DEVONthink to refresh your feeds. This can archive and single-page PDFs to produce
be from 5 minutes to once a day. It can also a file with many extraneous elements
be when opening or before synchronizing removed.
a specific database. And of, there's always
the option to check for updates manually.
DATA
Convert categories and hashtags to tags:
Some RSS articles have tag metadata
to help people more easily navigate the
publisher's site. Check this option to
convert these to DEVONthink tags. Note
this can add a great number of tags to your
database.
Skip identically named articles: The same
article can be delivered when using multiple
RSS feeds from one site. Enable this option
to avoid downloading duplicate articles.
Remove articles: Set how often older
Here you can define custom metadata fields
articles are removed from the feed. Check
that can be assigned to your documents.
Also unread articles to remove them, even
if they're unread.

DEVONthink 3.9.6 Documentation, page 174

CUSTOM METADATA formats, like Percent. With the Currency
option, you will have an option to enter a
The Custom Metadata column contains a
currency symbol.
range of built-in fields, ready to use or modify,
Values: Only displayed with the Single-
as needed. These cover a variety of common
line Text and Set types, define a list of
uses and a list of the pre-defined fields can
items to choose from. These choices will
be found in the Data section of the appendix.
be displayed in a dropdown menu when in

Enable any field by checking the checkbox use. Add and remove the items with the

next to it. Use the buttons below the Custom + and - buttons. Control-click an item to

Metadata column for extra options: change it. If you'd like to resort the items
to alphabetical order click the opposing
Add: Click the + to create and name a new
arrows button.
custom field.
Remove: Click the - to remove any field. Note: Please refer to the Data section for

When deleting a field, a warning will be more detailed information on the data

displayed. This warning can be suppressed. types.

Action: Select any field and click for

more options, including duplicating and OCR
renaming the selected field or restoring the
default metadata fields.

The order of the fields is also the order in

which they appear in the Info inspector.

Note: These options are also available from

the contextual menu.

PROPERTIES

Use these controls to modify the properties

of the selected field. DEVONthink contains an optical character
recognition (OCR) module that allows you to
Identifier: This is a special name used in
import scanned documents and make them
automating with AppleScript. The term is
searchable. These documents are "read" by
derived from the field's name, and cannot
the embedded OCR engine and stored as PDF
be entered or modified manually.
files that contain an additional (invisible) text
Type: This is the specific type of the
layer with the recognized, computer-readable
current field. Choose one of twelve data
text. Use these options to fine tune the OCR
types, such as Date, Boolean, Decimal
process.
Number, or Languages.
Format: Only displayed with certain data You can import scanned documents, or scan
types, you can choose some pre-defined them directly from within DEVONthink.

DEVONthink 3.9.6 Documentation, page 175

CONVERT INCOMING SCANS When checked, the metadata entry dialog
will appear whenever you scan a document
Check Convert to searchable PDF to
or import an image file with OCR. You may
apply OCR to file that have been sent
want to switch this option off when you are
to DEVONthink from a known scanning
scanning/importing multiple files in a batch.
software, e.g., ScanSnap Home. Choose
the desired format of the resulting file: Note: Information you enter in this dialog
searchable PDF, RTF document, Word will be available to Spotlight and can
document, or WebArchive. be changed in the Preview application.
The title field will be used to name the
ORIGINAL DOCUMENT document, the keywords will go into the
Comments field, and the creation date will
Check Move to Trash if you want DEVONthink
become the creation date of the document
to move the original documents to the trash
in DEVONthink. You can access this
after they have been successfully imported
information in the Document Properties
using OCR. If files are converted by OCR
panel.
within the database, the original document
is deleted from the database. If files are Check Compress PDF to apply compression
converted at import, the original document is to the resulting PDF, creating a smaller
moved to the Finder's trash. Using this option file. Compression only applies when
is a great way to prevent your incoming adding metadata post-OCR or preserving
group/folder or database from growing annotations from an original PDF after OCR.
cluttered after OCR is done.
PDF RESOLUTION
Note: This option cannot delete files
received from the ScanSnap software. Set the desired resolution for the image layer
in the PDF from 150 to 600 dpi. On Apple
SEARCHABLE PDF silicon Macs, you can also choose As source to
retain the original scanned resolution.
Check Enter metadata after text recognition
to metadata entry dialog whenever a PDF is
AUTO CORRECT
imported using OCR. Use this dialog window
to enter the preferred document name, the Check Deskew to allow DEVONthink to
author of the document, and any keywords attempt to straighten the resulting PDF.
describing the document. You can also adjust
Check Page Orientation to allow DEVONthink
the timestamp of the PDF to the actual date
to detect and correct the page orientation.
of the paper document. The dialog window
is shown when OCR processing has been
DICTIONARY AND LANGUAGES
completed.

Custom Dictionary: Check Use Dictionary to

use a custom dictionary of acceptable words.
For example, you may have an unusual spelling

DEVONthink 3.9.6 Documentation, page 176

of someone's name in some documents. You IMPRINTER
can enter the name as an acceptable choice
for the OCR engine to choose from.

Click the Configure button to add custom

entries for OCR detection. Note you can
only have one dictionary, specified for the
language chosen in the Language dropdown.

Languages: The Languages section of the

OCR preferences lets you identify the
languages of the documents you scan
in. DEVONthink's OCR engines uses this Imprints are custom bits of data that can be
information to improve the accuracy of stamped onto images or the pages of PDF
the text recognition. DEVONthink comes documents. Imprints can be used in a variety
with more than 150 different language of ways, from stamping when an invoice was
dictionaries. paid to adding specialized numbering. With
the ability to include placeholders, you can
Select the languages you intend to scan or
create many kinds of watermarks for your
import with OCR. Set a primary language
documents.
and add one or more secondary languages
using the pop-up menu . Simply select the
CONFIGURATIONS
languages you want to use from the list
on the right (Available) and move them to This column lists any custom imprints
the left side (Selected) using the right-to- you've already created. Click an existing
left arrow button. To deactivate a selected configuration to change its appearance or
secondary language, select it from the list location on future documents, or click and
on the left and move it to the right using the release to change the name. Use the buttons
arrow button. You can select a maximum of below the Configurations column for extra
four secondary languages. options:

Note: The primary language and the Add: Click the + to create and name a new
secondary languages are treated equally. custom field.
Remove: Click the - button to remove a
custom field.
Action: Select any field and click for
more options, including duplicating,
renaming, and deleting the selected
configuration. A special item in the menu,

DEVONthink 3.9.6 Documentation, page 177

 New Combined Configuration is discussed imprint. Right-click > Insert Placeholder
below. to define sections of the watermark with
Preview: Click this button to see an placeholders. Any of these items can be
example of the imprint, as specified by the can be reordered easily by dragging and
current settings. dropping.
Font: In the Font options, choose the
New Combined Configuration: Found in
font, weight, color, and other styling for
the action menu, this option allows you
the watermark. If you choose the outline
to create new imprints from your existing
style, you can choose the Thickness of the
ones. This extends the usefulness of existing
outline.
imprints.
Border Style: Choose and style a pre-

From the action menu, select the New defined border, if desired. When using a

Combined Configuration option. Two panes border, you can also specify the border

will be displayed: Combined and a second Color and Thickness and an optional Fill

Configurations pane. In the righthand pane, color.

select an existing configuration and click

Note: There is only one font style for the
the < button to add it to the Combined pane
watermark. You cannot have mixed styles,
in the center. To remove an item from the
e.g., displaying one word larger or in a
Combined pane, select it and press the >
different color.
button. It will reappear in the Configurations
pane on the right. Combined items will be
LOCATION
displayed in the order you add them. To see
what the imprint looks like, press the Preview In the Location tab, choose and fine-tune the
button. position of the watermark, as well as on what
pages it will appear.
Note: DEVONthink remembers the location
and styling of the individual imprints in a Position: Choose a general position for the
combined configuration. imprint to appear on the document.
Offset X/Y: Fine-tune the position of the
GENERAL OPTIONS watermark. Negative values are to the left
(X) and down (Y). Positive values are to the
Check Duplicate item before imprinting to
right (X) and up (Y).
duplicate the document before imprinting it.
Rotate: Set your imprint on an angle, if
desired.
APPEARANCE
Occurrence: Choose what pages the

Use these controls to define the parts of the imprint should appear on. Use Custom to

watermark, its font attributes, and the style have the imprint appear on specific pages.

of a containing box, if desired.

Title: This is the body of the imprint. Type

any static text you want to appear in the

DEVONthink 3.9.6 Documentation, page 178

SERVER To learn more about using web sharing and
how best to make your database available
from the "outside" internet, please read on
here.

GENERAL

Start on Launch: To automatically start

DEVONthink's web server as soon as you
launch DEVONthink, check this checkbox.
Convert images & PDF documents
to searchable PDF: Check this to
automatically convert all images and non-
DEVONthink features a built-in web server OCRed PDF documents added from web
that allows you to share documents on your sharing users to searchable PDFs.
local area network, and optionally, over the
internet. As soon as the web server starts, BONJOUR SETTINGS
other users can use a standard web browser
to search your database, view documents, Use these settings to define your

and download them. DEVONthink server's identity, everything

from the name and port, to creating a
Note: In order to operate properly, certificate vouching for the "safety" of the
DEVONthink needs to be running and will server's activity.
only serve open databases.
Identity:
Enter all necessary details in the General tab
and define users and permissions in the Users Bonjour Name: Enter a distinct name for

tab. Then click the Start button to start the your computer here that identifies it on

web server available to users whom you have the local network using Bonjour. This name

allowed access. will be shown in the list of Bonjour services

on other Macs on your network. Switch
As soon as the server starts, DEVONthink to the Bookmarks view in Safari or your
shows the name and two URLs for your preferred browser and select Bonjour in the
database at the bottom of the window. sidebar.
Use either the Bonjour services list of the Bonjour Domain: Set the Bonjour domain
Bookmarks view in Safari or enter the listed if necessary. Leave this field empty unless
URLs into the address field of your web you know what you're doing.
browser to access your database. Use the Port: If left empty, DEVONthink will assign
numeric address if the Bonjour does not work a random, unused port when the server
for your network. launches. If the server will be accessed
regularly, or from outside your network,
setting a static port is suggested. As non-

DEVONthink 3.9.6 Documentation, page 179

 standard ports can be prohibited on some USERS
networks, consult with your IT department.

Security:

TLS Certificate: If you have a TLS

Certificate, select it from this dropdown.
P12 Certificate: If you have been issued a
P12 file, import it by clicking the Load P12
file button.
Self-signed Certificate: If you have neither,
it's possible to generate a self-signed
certificate for the server. When this option
is chosen, users connecting to the server User List: The Users tab on the left allows you
will be prompted the certificate may be to add and remove individual users, as well as
insecure. Instruct them to accept your set per database permissions for them.
certificate as valid to allow their browser to
accept your server's identity. Add: Click the + button to add a new user.

Allow insecure HTTP connection on Remove: Click the - button to remove a

port: DEVONthink's server runs on SSL user.

connections for secure browsing. If you Password: Enter a login password for the

have a compelling reason to use the older selected user in the Password field under

http protocol, check this box and enter the the Databases list.

port to be used.
Note: If you have DEVONagent Pro

Note: When using the server in installed, it will be added as a default user.

administered networks, e.g., public, This allows it to search DEVONthink's

corporate, or educational scenarios, databases in the same way it searches

you may need to consult with the IT other websites.

department for successful operation.

Database Permissions: The Databases list
on the right allows you to set per-database
permissions for the selected user. All open
databases will be listed in this pane, followed
by the permissions that can be set. When a
user is selected in the Users pane, you can
set specific permissions for that user. The
permissions are as follows:

DEVONthink 3.9.6 Documentation, page 180

 Read: Allow the user to access the SYNC
database. When unchecked the database
will not be visible to the user.
Download: Allow the user to download
documents from the database.
Add: Allow the user to add items to the
database.
Organize: Allow the user to move around
documents and groups in the database.
Delete: Allow the user to delete items in
the database.

Note: Right-click the database's name to

quickly enable or disable all permissions for
that database. DEVONthink allows you to keep your
databases in sync with multiple Macs and
Technical Info: If you need more information iOS devices running DEVONthink To Go. Use
on the activity of the web server, you can find these options to control which databases are
some deeper details here. synced, how often they're synced, with which
locations. Learn more about synchronization
Server Details: The section under the
and how to set it up in a separate part of this
Databases pane shows some basic
documentation.
technical data about DEVONthink's server
activity.
LOCATIONS
Log: In cases where deeper technical
information about the server's activities is The first column lists all sync locations you
required, click the Log button in the lower have set up. In addition it lists available
right corner. The log file will open in macOS' direct connections and templates for quickly
Console application. setting up new locations. Active locations
are checked. Disabled, inaccessible, or
unactivated locations are shown in grey.
Locations that have an encryption key
specified show a key icon to the right of the
name.

Check any location to activate it. If it is

not yet set up, DEVONthink will show a
sheet requesting all necessary details. Only
a subset of the following fields is shown,
depending on the nature of the sync location:

DEVONthink 3.9.6 Documentation, page 181

URL: The URL of your WebDAV volume synchronized. This is generally only used in
including path to the folder where the sync special circumstances.
store is located or shall be created. Verify uploaded items: Check to verify all
User name: The user name for the service. uploaded items to make sure that they're
Password: The password for the service. intact. Usually only necessary on very
Sync Store Name: The name of the sync unstable network connections or in case
store. If you are setting up an already you experience troubles with defective
active sync location, e.g., you've already files.
synced from another device, click the
Use the tools below the locations list for
dropdown menu to choose from a list of
more options:
existing stores.
Encryption password: The password used Add Location: Click the + icon to add
to encrypt the sync store with AES 256 bit locations not listed by default, e.g., adding
encryption. another local sync store.
Synchronize label names & colors: Check Remove Location: Select a location and
if you want to bidirectionally synchronize click - to remove the location.
label names and colors using this location. Show Info: Select a location and click to
Be aware, changes to the colors and names show and change the location properties.
on any syncing machine will sync to the
Action (Locations): The Locations
others.
Action menu also is used for information,
Synchronize reading positions: Check if
troubleshooting, and removing chosen sync
you want to bidirectionally synchronize
locations. In addition to Show Info, and
reading and playback positions using this
Remove Location, it contains these special
location. This can help you keep your place
commands:
in PDFs you're reading or audio/video you're
playing. Reveal in Finder: Opens a Finder window
Synchronize custom metadata definitions: with the chosen sync store selected. This
Check if you want to sync any custom only applies to local sync stores.
definitions found in the Preferences > Data Verify Location: Used in troubleshooting
of the higher editions of DEVONthink and situations, this quickly verifies the integrity
actively used on items in your databases. of the sync data of the chosen sync
If you are collaboratively syncing, you may location. Hold the ⌥ key to select Verify
want to disable this option to avoid the Location Thoroughly.
other party from receiving your specific Clean Location: Used in troubleshooting
metadata definitions. situations, this removes the sync data for
Synchronize content of indexed files: all databases synced to the chosen sync
Check if you want to synchronize the location.
content of indexed files using this location.
If you uncheck this option only the All the commands listed above are also

metadata about the document will be available via the contextual menu.

DEVONthink 3.9.6 Documentation, page 182

 Note: You can also add existing local you can double-click a remote database to
sync stores (packages with the file name import it.
extension .dtCloud) by dragging them into Synchronize Database: Select a checked
the locations list, DEVONthink's Dock icon, database and click to manually sync the
or by simply double-clicking them. database with this location.
Refresh List: Refreshes the list of remote
DATABASES databases for the selected location.

The second column lists all currently open Action (Databases): The Databases Action
databases as well as all databases available menu also contains commands for importing,
remotely in the selected location. The manually synchronzing, troubleshooting, and
Local section lists all open database and a removing sync data. In addition to Import
message about their sync status, e.g, the Database, Synchronize Database, and Refresh
timestamp of the last sync. The Remote List, it also contains these commands:
section lists all databases available for import
Import Encrypted Database: Import a
or databases that are currently not open on
database as an encrypted database. You
the machine. When attempting to import the
will need to specify the maximum database
latter, the local database will be opened by
size and an encryption key. See also p. 11ff
DEVONthink.
This option can be used when importing
Check any database that you want to have any database, but it will not encrypt an
synchronized using the selected location. If unencrypted database on the source.
the database is also already available through Verify Database: Used in troubleshooting
the location, both versions of the database situations, this quickly verifies the integrity
will be merged and conflicts solved using the of the sync data of the chosen database.
chosen conflict solving strategy (see below). Hold the ⌥ key to select Verify Database
Uncheck databases you want to discontinue Thoroughly.
syncing with the selected location. Clean Database: Used in troubleshooting
situations, this removes the sync data for
Note: Unchecking databases does not
the chosen database in the current sync
remove the sync data from the location.
location.
See the Clean Database command below or
See also p. 188ff All the commands listed above are also
available via the contextual menu.
Use the tools below the locations list for
more options: Note: If you have specific databases you'd
like to remove from a sync location, e.g.,
Import Database: Select a remote
old, no longer used or test databases, the
database and click to download the data
Clean Database command can be used on
of the database and save it locally. The
select databases in the Remote section of
database will be automatically configured
the Databases list.
to sync with this location. Alternatively,

DEVONthink 3.9.6 Documentation, page 183

OPTIONS BONJOUR OPTIONS

Change the general sync settings, noting they

affect all locations and databases.

Synchronize: Choose if you want to

synchronize automatically, manually,
or in fixed intervals. Check On Quit or
Deactivation to automatically synchronize
when you quit DEVONthink or when you
switch to another application.
Max. Connections: Choose the maximum Click the button Bonjour Options to control

number of connections DEVONthink if and how other instances of DEVONthink or

should open. The faster your internet DEVONthink To Go can connect to your Mac.

connection the higher you can usually go. Your Mac becomes the sync host or sync

The recommended value is 16. server, the other devices the clients.

Conflicts: Choose how to solve the conflict

Enable incoming connections: Check to
if an item was changed both locally and
let other devices connect to your copy of
remotely. Use latest document preserves
DEVONthink and synchronize.
the most recently changed document.
Open databases automatically: Check
Duplicate documents keeps both versions
to open databases automatically if the
of the conflicting item and appends "copy"
connecting side (client) requests it.
to the end of one's filename.
Port: If needed you can change the IP port

Note: The number of maximum number used for incoming connections.

connections used is controlled by the Leave empty to let DEVONthink choose the

service you're using. best port number for you (recommended).

Password: Set the password necessary to
connect to your instance of DEVONthink
(mandatory). This password is also used for
AES-256-bit-encrypting the connection at
all times.

DEVONthink 3.9.6 Documentation, page 184

 TROUBLESHOOTING

IN THIS CHAPTER plain text files, .rtf for rich text files, .pdf
for PDFs and .doc for Microsoft Word files)
Problems importing files 185
and try again.
Email import does not work as
expected 186 Also, while DEVONthink supports importing
Unlocking a database 187 many different file types, there are
Problems using Services 187 thousands of types and we can't guarantee
Sync Issues 188 trouble-free importing or usefulness with
Repairing a defective database 192 every type.
DEVONthink crashes 195
DEVONthink behaves irrationally 195 WHY DOES DEVONTHINK NOT DISPLAY MY
Slow Open and Save Dialogs in the DOCUMENT CORRECTLY?
Finder 196
DEVONthink uses Apple's Quick Look
DEVONthink was created with robustness technology to display previews of many
in mind. But any computer hardware or file formats. If a document is not properly
software, regardless of how carefully displayed, especially if it is a proprietary file
developed and built, can write defective data format, it may be you don't have a Quick
or destroy files. If you have some general Look plugin installed for this file type or
questions about DEVONthink, sales and the application that created the file is not
licensing, etc., plase check out our Questions installed on your Mac (and supports Quick
and Answers section on our site. If you Look). Control-click the file and choose Show
experience specific technical problems with In Finder to reveal it. With the file selected
DEVONthink or its databases, please check in the Finder, press the spacebar to open a
the following sections. Quick Look window to determine if the item
is viewable.

PROBLEMS IMPORTING FILES

WHY ISN'T MY PDF WORKING?

WHY DOES DEVONTHINK NOT RECOGNIZE

Bad PDFs: PDFs have been around so long,
MY FILES?
it would seem they'd be easily supported in

If DEVONthink does not recognize a file, make DEVONthink. However, the truth is there are

sure the file has a proper file name extension. many bad PDFs out there. If you encounter a

DEVONthink needs a file name extension to bad PDF, try acquiring a new copy of the file.

determine the file type. Add the correct file

name extension to your files (e.g., .txt for

DEVONthink 3.9.6 Documentation, page 185

No Text: You will receive a "No Text" log message into a database, you will receive
message with PDFs having no text layer, i.e.,, a logged message stating "n emails already
scans that have not had OCR run on them. imported".
In order for their text to be searchable, you
Importing takes a long time or stalls:
must run OCR on them.
Importing email is not a trivial process. Not
Protected PDFs: DEVONthink cannot extract only does it copy the message into your
the text part of print- or edit-protected database, but it also reads and analyzes
PDFs. When you import these PDFs, you get a the entire contents of each one. If you are
log entry that tells you that the file contains importing a large mailbox, the process could
"no text". When you select these PDFs in cause a timeout.
DEVONthink, the status bar shows Image
To increase the timeout to five minutes,
instead of PDF+text.
please enter this in /Applications/
One potential solution for this problem is Utilities/Terminal.app (each as a
Michele Balistreri's PDFKey. It allows you to separate command) while DEVONthink is not
print protected PDFs. Use PDFKey to "print" a running:
PDF file into a new PDF that is both printable
Terminal:
and editable, which allows DEVONthink to
extract the text for searching and classifying. $ defaults write com.devon-
technologies.think3
Note: There are sometimes questions MailImport.FetchTimeout -float 300
regarding the PDF functionality available
$ defaults write com.devon-
in other applications. DEVONthink uses
technologies.think3 MailImport.Timeout -
Apple's PDFKit framework, the same as
float 300
found in their Preview application. If you
have an issue with a PDF in DEVONthink, Another possibility is to split the mailbox

check to see if you have the same issue into multiple smaller ones. Lastly, you don't

in Preview. Other applications, including have to import the entire mailbox at once.

those from Adobe where PDFs were Importing smaller batches often proves to be

invented, are using their own frameworks. less taxing on the machine's resources.

Why can't I import from email application

EMAIL IMPORT DOES NOT X?: Inter-application communication,
WORK AS EXPECTED something at which DEVONthink excels, isn't
universally developed. In order for more true
Messages aren't imported or can't be filed:
automation between applications to occur,
Email messages are imported with a special
the developers need to implement robust
identifier (UUID) that helps DEVONthink
and reliable mechanisms, like AppleScript.
keep track of messages that have already
Some apps may provide simple URL schemes
been imported. Since a UUID must be unique,
but they are limited in use and capabilities,
you can't have more than one file with that
often only able to process one file at a time.
identifier. If you try to import the same

DEVONthink 3.9.6 Documentation, page 186

Better results can usually be had by merely Close the database in DEVONthink.
dragging and dropping. For email clients with Locate your database. If it's the Global
a good AppleScript dictionary, the potential Inbox, it's located in ~/Library/
for streamlined workflows is increased. Application Support/DEVONthink 3. For
other databases, do a Spotlight search for
Note: If you are running macOS Mojave or
kind:database dtBase2.
later, you will need to give permissions for
Select the database file and press ⌘I to
the Apple Mail plugin to access your email.
show the Info pane.
Quit DEVONthink.
At the bottom, you'll see Sharing &
Quit Apple Mail.
Permissions. Click the lock icon to unlock
Enable Full disk access in System
it. You will be prompted to enter your
Preferences > Security > Privacy for
administrative password. (This is the
DEVONthink.
password you use to log into your account
Launch DEVONthink and install (or
on your Mac.)
reinstall) the Mail plugin from the
Make sure the account marked (Me) is set
DEVONthink > Install Add-Ons.
to Read & Write.
Launch Apple Mail and enable the plugin
Click the Action menu and choose Apply to
via Apple Mail > Preferences > General >
enclosed items, if it is available, then close
Manage Plug-ins.
the Info pane.
Double-click the database file to reopen it
UNLOCKING A DATABASE in DEVONthink.

If you open DEVONthink and see an icon of a If this does not resolve the issue, please
crossed pencil to the right of the database's contact our support team.
name, the database has a file permissions
issue. This makes the database readable,
PROBLEMS USING SERVICES
but not writeable, so you can't modify the
contents in any way.
WHY DO THE SERVICES MENU COMMANDS

A permissions issue like this uncommon SHOW NO SHORTCUTS?

but generally caused by three events, in

They should; however, the keyboard shortcuts
order from most to least common: restoring
for Services menu commands are only
from Apple's Migration Assistant, restoring
requested by the supplying application.
from Time Machine, or an operating system
macOS assigns these shortcuts and has
or hardware error. Doing things like using
ultimate control over which application
Migration Assistant will not always cause a
or service gets what. If the DEVONthink
permissions issue, but if you have a crossed
Services menu items do not have shortcuts
pencil icon and you've recently migrated to a
assigned, it is likely that macOS assigned
new machine, this would be the likely cause.
these shortcuts to another command, or

To resolve the issue, do this: that they are used by the current active
application.

DEVONthink 3.9.6 Documentation, page 187

WHY DO SPECIFIC SERVICES NOT APPEAR a remote service, the Sync Store Name
IN THE MENU? dropdown should list available sync stores
to choose from.
The operating system relies on information
Make sure you're using the correct
supplied by the current application to
encryption key value for the sync location.
determine which services should be shown
See also p. 191ff
in the Services menu. For some applications,
Make sure you have sufficient space for
often those developed for both Mac and
sync data, especially when using cloud
Windows, this information may not be
accounts.
what's anticipated. When this occurs, certain
services may not be present. For example,
VERIFY & CLEAN
selecting text on a web page in Firefox will
display the service DEVONthink: Take Plain Verifying: If there is an issue reported with
Note. The same text on the same page syncing, e.g., broken structures or missing
in Safari will show that option as well as manifests, you can verify the sync data to
DEVONthink: Take Rich Note. see if it's intact and consistent. Verification
is a good first step in these cases. The results
of a verification will be reported in the log
SYNC ISSUES
window.
DEVONthink's synchronization was designed
to run in self-maintenance mode. If you are Cleaning: If the verification fails, you can

having issues syncing your DEVONthink clean the sync location or database to

databases, the first place to look is Windows remove the sync data in that location. The

> Log. Most sync related errors and reports results of the clean will be reported in the

will be shown here. Log window. After a successful clean, you can
upload the database(s) again.
Below we cover some things you can check
for the type of sync method you're using as Note: To ease anyones' mind, cleaning a

well as some common questions you may sync location has no effect on the local

have. databases on your devices. Sync data is

not your database and is separate from the

THINGS TO TRY FIRST local databases on your devices, Mac and

mobile.
Here are a few general things to try when you
have a sync issue: To verify or clean sync data, open Preferences
> Sync and…
Check your network connections, including
trying to log into a remote service. Sync Location: To clean or verify all

Reboot the computer the sync data from a specific location,

For non-Bonjour and non-iCloud sync Control-click it and choose the appropriate

locations, make sure you're entering the command. For a verification you can

correct store name. When logged into hold the ⌥ Option key and choose Verify

DEVONthink 3.9.6 Documentation, page 188

 Location Thoroughly to perform a deeper Make sure you have entered the same
verification of the sync data. For a remote password that you have set in the server
sync location, there may be a pause while a Mac's Bonjour options. See also p. 181ff
connection is established. Make sure DEVONthink is running on the
Database: To clean or verify the sync data other Mac or iOS device and both devices
for a specific database, select the sync are awake.
location to display the databases list. Make sure only one device is acting as the
Control-click the specific database and Bonjour server for a given database. You
choose the appropriate command. For a should not have two devices with incoming
verification you can hold the ⌥ Option key connections enabled trying to serve the
and choose Verify Database Thoroughly to same databases.
perform a deeper verification of the sync Make sure the databases you want to
data. Repeat this with any databases, as synchronize are open on the other Mac,
needed. or enable Preferences > Sync > Bonjour
Options: Open databases automatically on
Both these actions can be used at any time,
the server Mac.
for preventative purposes or just to get a
Restart the other Mac, the iOS device, or
fresh start with syncing. Also, you may see
both.
unwanted databases in the Remote section
Make sure this computer is connected to
of the databases list for a sync location.
the same network as the other syncing
Cleaning the location will remove these
device.
databases too. But if you want to keep the
Make sure any firewalls or applications
sync data for your current databases, you can
like Little Snitch are allowing traffic from
Control-click and clean specific databases in
DEVONthink.
the Remote section.
Check if there are any routers or switches
involved. The more switches and routers
BONJOUR
the less reliable the connection due to

Bonjour syncs are generally transparent, port filtering, conflicts, or other unknown

but it can only be used on a local network factors.

that allows Bonjour traffic and non-standard Restart your router.

ports. Many public networks disallow this

If you find yourself on a network that
kind of traffic to protect their customers.
disallows Bonjour syncing, it is possible to
Also, corporate networks will often disallow
connect your iOS device to your Mac via your
this traffic for security reasons.
Lightning cable. This creates a simple ad-

Note: Bonjour connections cannot be used hoc network that will allow Mac-to-mobile

over VPN. This is technologically infeasible, syncing. If you are in a corporate situation,

at least at the moment. please discuss this with your IT department

to ensure you're not violating any security
policies. They may also issue an exception

DEVONthink 3.9.6 Documentation, page 189

for a specific port you could use for Bonjour WEBDAV
syncing. This port would be entered in the
Our support for WebDAV services allows
Port section of the Bonjour options.
you to use cloud services that are WebDAV-
enabled. It also presents some self-hosting
ICLOUD
options, even with some NAS devices.
Since your devices are generally signed into However, they can sometimes be technically
your Apple ID, using iCloud for syncing is more difficult to implement. Here are some
the easiest to set up. However, it should be things to check:
understood it can only be used for personal
Make sure the service or device you're
syncing. Collaborative syncing is not possible
trying to connect to is reachable. This is
unless all participants are sharing an Apple ID.
especially true when self-hosting. If you see
Also, syncing to iCloud is done locally first, errors in the 500 range in the Log window,
the operating system will then upload the it's a problem with the remote server.
changes to Apple's servers and propagate Make sure you are using the proper
the information about it to all other devices. protocol in the URL, http:// or https://.
It generally happens smoothly and in the Make sure the URL is complete. This will
background but it means you can't expect the be specific to the device or service you're
changes to be ready on other devices as soon using. For a Synology NAS, for example,
as DEVONthink has finished synchronizing to you have to add the target volume to
iCloud. the path (a valid URL would look like:
http://diskstation.local:5005/
Here are a few things to check:
research). Refer to the service or

Make sure you have enabled DEVONthink in manufacturer's instructions for the proper

System Preferences > iCloud > iCloud Drive URL construction.

> Options on each device. Make sure you have entered your user

Make sure all syncing devices are logged credentials correctly.

into the same Apple ID.

Note: WebDAV implementations vary so

Note: Be aware iCloud can stall. This is a it's not possible to guarantee compatibility

sporadic, but documented, issue that can in all situations. For self-hosting, Apache

cause your devices to get out of sync. This implementations are the most compatible.

is not under our control, nor can we even

detect it. Please try a thorough verification DROPBOX

of the sync location first. For further help,

Dropbox is our longest supported sync
contact our support staff for assistance.
method and is generally reliable and a good
performer. However, there are a few things to
consider.

DEVONthink 3.9.6 Documentation, page 190

According to Dropbox' rules, you cannot sync a key, is stored for that sync location. This
across user accounts. You also can't share value must be entered on other devices
the Apps folder between accounts. Also, they syncing with this sync location.
only allow our sync engine to be logged into
You can't add, remove, or modify the
one Dropbox account at a time. If you have
encryption key value for a sync location
a work and a personal account, you can only
after the first sync. If you want to make a
sync to one with DEVONthink.
change, you must clean the sync location
Log into your Dropbox account to make first. After, the clean, Control-click the sync
sure it's reachable. If you see errors in location again, choose Show Info, and make
the 500 range in the Log window, it is a the modification to the key. After the first
problem with the remote server. sync, this will be the value stored for the
Make sure you are connected to the correct location. Remember, you must change the
Dropbox account. The active account will value on the other syncing devices. And no,
be shown under the sync location's name in you do not need to do the clean on the other
the sync preferences. devices before changing the value.

Collaborative syncing may be possible using I am seeing a message about missing

a common Dropbox account, i.e., using the manifests: Missing manifests are bits of
same username and password for syncing. transactional sync data that cannot be
But again, you can only sync to one active located by the sync engine. When this occurs,
Dropbox account at a time. it can't validate the information about what
has been synced. This is not an issue with the
COMMON QUESTIONS databases. See the Verify & Clean section
above regarding verifying and cleaning the
I enabled the sync and nothing's happening:
sync data.
Our sync engine will not sync, upload or
download, without being told to. We believe It's telling me I have a duplicate database
in opt-in processes whenever possible. UUID: As noted in the glossary, a UUID is
Merely enabling a sync location just sets up a a unique value given to all DEVONthink
location to be ready to receive and transmit databases. If you copy and rename a
data. You need to enable individual databases database file in the Finder, this UUID is
to sync. If you have enabled databases to preserved and DEVONthink sees two
sync, check Window > Log for errors. databases with the same UUID. This will not
sync correctly. Please contact our support
I'm seeing a message about an invalid
team for assistance on resolving this.
encryption key: When you set up a sync
location, you have the option of entering an
encryption key. This is used to scramble and
descramble the sync data so it's stored in an
encrypted state. Once you've synced the first
time, this value, even if you aren't specifying

DEVONthink 3.9.6 Documentation, page 191

REPAIRING A DEFECTIVE case, the path no longer exists as the names
DATABASE in the path have changed. Changing the name
back will resolve this.
DEVONthink databases are packages
containing of your files and the supporting Regarding indexed items, it's also possible
AI-based index. In rare cases this index can for out-of-date items to be reported as
get corrupted or out-of-sync. But as your missing, especially in cloud-synced locations.
files are stored separately, this is not the Remember that items indexed in cloud-
end of the world. If your database starts synced locations may require a manual
behaving strangely, or if DEVONthink finds update via File > Update Indexed Items since
inconsistencies during start-up, it is time for a filesystem event may not be triggered by
some housekeeping. the cloud software. Also DEVONthink tries to
make sure it doesn't cause any conflicts with
First we'll deal with the two common terms
those applications.
you'll see in a repair process: missing and
orphaned files. Then we'll give you steps to The second most common cause of missing
try and restore some order in your databases. files is people modifying the internal contents
of a database. Some Finder replacement
MISSING FILES applications, like PathFinder, allow you to
access package files like normal folders.
The internals can also be accessed by other
methods, like the command line or the
Finder's contextual menu. If you delete or
reorganize anything, you can easily cause
missing files.

Dealing with missing files: Missing files are

All documents in a DEVONthink database
reported in DEVONthink's Window > Log. To
have a path the file system where their
deal with these files, Control-click the item
content file is located. This path is stored
in the Log window and choose one of two
for every document, imported or indexed. If
options:
DEVONthink can't find a file at a path stored
in its index, it will be reported as missing. Reveal: Reveals the item in the expected
location in the database. If the View/Edit
The most common cause of missing files is
pane is visible, the expected file path is
indexed files being moved in the Finder, or
shown beneath a document thumbnail.
the indexed parent folder being renamed. In
This path is especially useful when dealing
the first case, the file isn't in the location it
with missing indexed files as it shows the
was indexed from. Moving the file back into
path in the Finder from which the file was
place will resolve this issue. In the second
indexed. If the path shows the file inside
a Files.noindex directory, you may use the

DEVONthink 3.9.6 Documentation, page 192

 following option if the file is of no concern pressing ↩ Return, typing the change, then
or contact our support team. pressing ↩ again.
Move to Trash: If the missing file is of no Open and Edit: Now you can open the new
value to you, this command moves the file and make your edits.
file to the database's Trash. Then choose
The other common cause is the same as
the DEVONthink > Empty Trash command
with missing files: getting into the database
to completely remove the file from the
package and adding files manually.
database.

Note: Modifying the internal contents

ORPHANED FILES of a database outside DEVONthink is
unsupported behavior and can lead to
Just as with any database application,
broken or inconsistent databases. You
controlling the data flow in and out is a
should only get into a database's internals
critical process. DEVONthink should be the
when instructed to by our support team.
gatekeeper of the files in its databases. If an
external agent, whether and application or
FILE INTEGRITY
a user, adds files outside DEVONthink, they
will cause an internal inconsistency and lead Another report you may see in the
to orphaned files when following the steps Log window is regarding file integrity.
below. DEVONthink scans and stores a SHA1
checksum for each file in a database. This
The most common cause of orphaned files
value is updated as the files change. However,
is a simple and common one: attempting to
if you use the utility command File > Check
create revisions. Say you open a file, a Word
File Integrity, it may report an integrity error.
document, in an external application. As
This means the stored checksum doesn't
you are reading it, you decide to make some
match the newly scanned checksum. This
changes. You type your edits, and select File
may indicate a problem with the file itself.
> Save As (or File > Duplicate the file first).
However, this error will also be reported for
The application most commonly will open
indexed items that are not up to date.
the Save dialog in the location of the original
file, in this case, inside the internals of the
STEP 1: VERIFY & REPAIR
database. You have just created an orphaned
file DEVONthink knows nothing about. So the As a first step, use >File > Verify & Repair
question becomes, how do I create a revision Database to check your database's
without causing this issue? consistency and allow DEVONthink to take
all necessary steps to repair any discovered
Duplicate: Duplicate the item in
problems. This check will include reporting
DEVONthink first.
any missing files, as discussed above, and
Rename: Rename the duplicated item.
importing any orphaned files. If Verify &
This can be quickly done by immediately
Repair Database was able to repair your

DEVONthink 3.9.6 Documentation, page 193

database, use File > Optimize to optimize STEP 3: REBUILD YOUR DATABASE
your database and have DEVONthink create
Since your files and DEVONthink's index
an internal copy of the index.
are stored independently within the
Note: Verify & Repair isn't just for database package, the index can be rebuilt
emergencies. Running this command on an at any time without you losing metadata.
occasional basis is not a bad idea. In fact, However, we generally only suggest this when
if you're a fairly heavy user of DEVONthink, troubleshooting a database issue.
running it weekly or bi-weekly does no
To rebuild the database from scratch, use
harm. It's just a routine checkup.
File > Rebuild Database. During the rebuild
If Verify & Repair was not successful or your process, the index is completely recreated.
problems are not resolved, proceed with the Your actual files are not touched. Any
next step. problems that occur during this process are
logged. Also, a new backup metadata set will
STEP 2: RESTORE FROM BACKUP be created at the beginning of the rebuild.

DEVONthink keeps up to two copies of the

STEP 4: RECOVER OR MANUAL REBUILD
index files in case that the index is damaged
beyond repair. If everything above failed, your database is
severely damaged. You have basically two
To restore the index file(s) from a previously
options:
saved internal backup, hold the ⌥ Option key
and select File > Restore Backup. DEVONthink Time Machine: Restore your database from
presents you with a list of all available your Time Machine backup or whichever
backups. Choose the latest one and click backup medium you use. If you don't use
Open. This swaps the current set of index Time Machine, we strongly advise you to do
files with the chosen backup metadata so. External hard disks are cheap, and Time
(the current set of index files becomes the Machine makes backing up your important
backup, the backup becomes the current set) files quick and simple.
so that data is never overwritten. Run File >
Manual Rebuild: If you find yourself in the
Verify & Repair to check the consistency of
unfortunate situation where you have no
this index version and if everything is in the
backups, it may be possible to rebuild your
right order use File > Optimize to optimize
database manually, following these steps:
your database and have DEVONthink create a
fresh internal copy of the good index. Locate the database (.dtBase2 file) in the
Finder.
If the backed-up index files are also defective,
Rename the file by adding, e.g., an xto the
try the other backups, if available. If all
beginning of the name.
backups are broken or corrupted, proceed
Control-click the database and choose
with the next step.
Show Package Contents in the contextual
menu.

DEVONthink 3.9.6 Documentation, page 194

 Copy the most recent backup folder where If DEVONthink crashes on startup, there is no
your database is located. opportunity for you to use our bug reporting
Copy the Files.noindex folder into the mechanism. However, you can manually
copied Backup folder. retrieve the crash logs:
Rename the copied Backup folder to the
In the Finder, hold the ⌥ Option key and
previously used name and add the file
select Go > Library.
extension .dtBase2, okaying the extension
Open the Logs/DiagnosticReports folder
when prompted.
and locate the most recent crash report for
Double-click the new database file to open
DEVONthink. (The date and time is in the
it in DEVONthink.
filename.)
Use File > Verify & Repair to ensure that the
Attach the crash log when you start a
database is operating properly.
support ticket.

STEP 5: CONTACT SUPPORT In either case, please try to reproduce the

crash before reporting it. Also provide enough
If none of the above steps helped solving
detail about what you were doing at the time
the problems you have with your database,
of the crash.
please contact us with a precise-as-possible
description of your problem.
DEVONTHINK BEHAVES
Note: In a worst case scenario, if you do not
IRRATIONALLY
have a current backup of your documents
and a manual rebuild didn't work, you can No software on this planet is bug-free, and

rescue your files manually, but you will lose if an application behaves irrationally there

any group structure. To manually copy your is a good chance that your have just found a

files from the defective database, show the bug. But there could also be another cause:

database package in the Finder, Control- The application package could have become

click it, and choose Show package contents damaged during an update or through a bug

from the contextual menu. Copy the files in a totally unrelated piece of software on

in the Files.noindex subfolder, which are your computer.

sorted by kind, to a safe location, e.g., the

desktop. If you want, you can create a new STRANGE APPLICATION BEHAVIOR

database, re-import the files, but you will

If you see odd behavior like
have to rebuild the database's structures,
tags, etc. menus disappearing or silently refusing to
do anything,
windows showing graphical artifacts,
DEVONTHINK CRASHES
or applications not opening at all or
If DEVONthink crashes while it's running, opening with strange error messages,
please hold the ⌥ Option key and choose
the first step is to reboot the machine.
Help > Report Bug.

DEVONthink 3.9.6 Documentation, page 195

If that doesn't resolve the issue, try deleting As noted in the Finder Tags and Tagging
DEVONthink's preferences files. Please quit Sources subsections, tags can come from
DEVONthink, launch Terminal app, and enter several sources. These tags can also be added
this: to your Finder tags, perhaps unknowingly.

Terminal: Tags are added to the Finder tags from

DEVONthink in one of three ways:
$ defaults delete com.devon-
technologies.think3
Indexed files: If you're indexing files,

Note: Rebooting a machine can often any tags you apply in DEVONthink are

cure a host of issues, closing down rogue automatically applied to the files in the

processes, releasing memory, etc. We Finder. This behavior can be prohibited

suggest rebooting your devices at least by enabling the hidden preference

once a week, just to mitigate potential DisableFinderTags, but bear in mind this

issues. will also inhibit importing Finder tags as

well.

STRANGE BEHAVIOR RELATED TO Spotlight Index: In the Database Properties

DOCUMENTS popover for a given database, there is a

Create Spotlight Index option. If this is
If the strange behavior only happens with enabled, DEVONthink includes tags as part
a particular document, it is possible the of the Spotlight metadata, enabling you to
document is damaged, was created in a very use Spotlight searches like tags:support
old or extremely new file format that is no in the Finder. However, this also adds to
longer or not yet properly supported, or uses the tags processed by the Finder. If you
a damaged or malfunctioning Quick Look disable the Spotlight index for a database,
plugin. the tags for that database will immediately
be removed from the Finder tags,
Please file a support ticket and attach
Exporting files: If you export files to the
the document in question, packaged as
Finder, the tags are added to the Finder
a .zip archive, so that we check to see if the
tags as they're part of the metadata of
problem lies with DEVONthink or if it the file
the files. The exports include using the
itself.
File > Export > Files and Folders command,
drag and drop from DEVONthink to the
SLOW OPEN AND SAVE Finder, or doing a File > Rebuild Database.
DIALOGS IN THE FINDER This behavior can again be prohibited by

If you find the Open or Save dialog in the hidden preference mentioned above

applications on your Mac are opening or regarding indexed files.

performing slowly, it may be that you have

too many tags in your system. Having 5000
tags or more in your filesystem can cause the
Finder to stall as it tries to process them.

DEVONthink 3.9.6 Documentation, page 196

Deleting tags in the Finder: While disabling If you have checked the appropriate sections
the Spotlight index for a database will and didn't find your issue or a resolution,
immediately remove Finder tags from the please do the following: Hold the ⌥ Option
system, the other options will not remove key and choose Help > Report Bug. This
tags from the Finder. creates a draft email, ready to send to us,
containing troubleshooting information and
In the Finder, press ⌘-, to open the
logs.
preferences. Select the Tags view. Here you
will see a complete list of Tags recognized Note: The industry standard turnaround
by the Finder. Select the tags you want to in software development is 48 business
remove and press the minus button. You hours, i.e., weekends excluded. However,
will be prompted to approve the deletion. we usually respond earlier. Thanks for your
Note: This does not remove any files. It only patience and understanding.
removes the tags.

DEVONthink 3.9.6 Documentation, page 197

 AUTOMATION

IN THIS CHAPTER extraordinary. This mature but easy to learn

technology is the one we will focus on. See
AppleScript 199
also p. 199ff
Basic AppleScript Terminology 200
Internal Scripts 203 Smart Rules: DEVONthink also offers
Triggered Scripts 203 a technology for those with little to no
Reminder Scripts 204 programming experience: smart rules. Smart
Toolbar Scripts 205 rules are conceptually similar to smart groups
Smart Templates 205 but allow you to choose pre-defined actions
Smart Rules 208 to take on matched items. This makes them
Smart Rule Scripts 209 accessible to all users, while still providing
Apple Mail Rules 211 AppleScript execution in the smart rules.
Application Scripts 212 They also allow automation based on events.
Folder Actions 213 See also p. 208ff
Automator 214
Item Links: While not an automation
Item links 215
technology in itself, item links are item-
URL Commands 217
specific identifiers in DEVONthink that can
Automation. No matter how efficient we be used in automation. Providing a way to
are, there is always some process that could refer to files by a unique and unchanging
be done more quickly, and sometimes more value, they can help avoid automation
accurately. This may be as simple as renaming problems when items are moved or renamed
a file, or as complex as filing, emailing, and in your databases. See also p. 215ff
archiving. While not everything can be
JavaScript: In addition to AppleScript,
automated, and careful thought should go
JavaScript for Automation (JXA) is
into your automation plans, DEVONthink
supported. However, it is bridged by the
offers a level of automation capabilities rarely
operating system from AppleScript,
rivaled in other Mac applications.
not specifically coded for. We advocate
AppleScript: Most of DEVONthink is built AppleScript for its ease of use by new and
on a solid foundation of AppleScript. Not less-experienced programmers.
only used in the scripts you can install from
On a side note, our AppleScript dictionary
DEVONthink > Install Add-Ons, they are
has a do JavaScript command you can use
also at the core of several pre-installed
to interact with web content viewed in a
templates. Additionally, in conjunction with
DEVONthink window. With a bit of creativity,
other AppleScript-enabled applications,
some pretty amazing things can be done!
the potential for automation on your Mac is

DEVONthink 3.9.6 Documentation, page 198

AppleScript Objective-C: This is supported, by choosing DEVONthink > Install Add-Ons.
for those who are inclined that direction. The scripts from this panel are installed in a
number of locations:
Terminal: For those who are into other
technologies, like Python, bash, Ruby, etc., Script Menu Extra Scripts: These scripts
the question arises: Is there a command line are accessed from the global Script menu
interface (CLI) for DEVONthink? The answer when you are in specific applications, e.g.,
is no. However, you can still use a do shell Safari. They are installed in an application-
script command in AppleScript when needed. specific subfolder of ~/Library/Scripts/
Actually, the combination of the shell and Applications. See also p. 212ff
AppleScript creates even more opportunities, Folder Action Scripts: These scripts are
as their individual strengths compensate for used to created hot folders in the Finder.
the other's weaknesses. They are installed in ~/Library/Scripts/
Folder Action Scripts. See also p.
213ff
APPLESCRIPT
Apple Mail Rule Scripts: These scripts
AppleScript is an automation technology for use with Apple Mail Rules. They are
introduced by Apple in 1993. Over the years it installed in ~/Library/Application
has matured and become the friend of many Scripts/com.apple.mail. See also p.
Mac users wanting to exert more control over 211ff
their computing experience. Written in an
easy to learn, almost conversational language, DEVONthink Scripts: The internal scripts

it offers a tremendous amount of power with found in DEVONthink's Scripts menu are

less effort than many languages. DEVONthink installed in ~/Library/Application

has very robust AppleScript support and Scripts/com.devon-technologies.think3.

comes with many built-in scripts. These, and The scripts will be found in one of four

those you write or obtain, make it possible directories:

to automate nearly every aspect of the

Menu: These are the scripts found in
application, and to integrate the application
DEVONthink's Script menu. See also p.
with almost every other macOS application
203ff
that supports AppleScript.
Toolbar: These scripts are available to add
as toolbar buttons. See also p. 205ff
INSTALLATION
Reminders: These scripts will be executed

Add-On Scripts: All add-on scripts that when a reminder is triggered with an alarm

come with DEVONthink are automatically of Execute External Script. See also p.

installed or updated when you open a new 204ff

version of DEVONthink for the first time. Smart Rules: These scripts are used as

You can, however, manually (re-)install them External Scripts in the actions of smart
rules. See also p. 208ff

DEVONthink 3.9.6 Documentation, page 199

Additional scripts, like those you write LEARNING APPLESCRIPT
yourself, can be put into any of these
While this documentation is not an
folders to be used in these contexts. Other
AppleScript language guide, all the scripts
scripts that may include integration with
that come with DEVONthink are editable
DEVONthink can be located wherever it's
and can be explored or modified as you see
convenient.
fit. The separate sections in this chapter
provide any required terminology and a
SCRIPT SHORTCUTS
simple example script or two. Additionally,
Many people like mousing around their there are some great resources available
applications, while others like to use their online and in print. For the official archived
keyboards. If you want to add keyboard documentation, refer to Apple's AppleScript
shortcuts to scripts in this menu, you have web site. Some additional resources are listed
two options: below:

System Preferences: Open System Online:

Preferences > Keyboard > Shortcuts > App
DEVONtechnologies Community
Shortcuts. Add a shortcut for DEVONthink,
MacScripter
enter the exact name of the menu item,
AppleScript, the Language of Automation
and assign a hotkey.
TECsoft Hands-On Trainings
Append Filename: Locate the script in
the Finder and append three underscores Books:
followed by abbreviated command keys and
AppleScript: The Missing Manual
characters. For example, eMail Current
AppleScript: The Definitive Guide
URL___Cmd-Alt-F2.scpt. The command
key abbreviations are as follows: Cmd
stands for the ⌘ Command, Alt or Opt for BASIC APPLESCRIPT
the ⌥ Option, Ctrl for the ⌃ Control, and TERMINOLOGY
Shift for the ⇧ Shift keys.
AppleScript is not a difficult language

Note: When using macOS Mojave, you to learn. Its plain English approach of

will often be prompted by the operating "talking" to applications and elements is

system to allow applications to "control" on easily understandable. However, like any

another. These permissions are stored in language, there are some variations in the

System Preferences > Security & Privacy > words you can use; dialects, if you will.

Security > Automation. Please make sure to AppleScript is implemented by the developer

allow any requests of these kind regarding of an application, so the commands and

DEVONthink's control of other applications parameters may be conceptually the

or your automation attempts will fail for same as another application's, but using a

obvious reasons. different term. This is certainly not meant

to be a complete guide to AppleScripting

DEVONthink 3.9.6 Documentation, page 200

DEVONthink, but what follows are some Note: The use of the is almost always
common terms or concepts you're likely to optional, but including it can make the script
encounter. The examples here and in this seem a bit less robotic. For example, both
chapter are meant to give you basic ideas lines in this script are functionally the same:
about scripting DEVONthink.
Example:
tell application id "DNtp"
TALKING TO DEVONTHINK
set state of children of current group to
true
In AppleScript you "talk" to programs like
set the state of the children of the
DEVONthink using a tell statement,
current group to true
typically referring to an application end tell
either by its name, "DEVONthink 3",
As noted above, the dictionary is the best
or its bundle identifier, "com.devon-
place to find specific terminology to be used
technologies.think3". While these forms
with DEVONthink. However, here are two
will work, they might become incompatible
things to understand:
with a future version, e.g., DEVONthink
4, so we strongly recommend to talk to Records: Every item in a DEVONthink
DEVONthink using the application ID DNtp, database is a record, a record with
like in the following statement: properties. Do a search for "record" in the
dictionary and you'll see it's a fundamental
Example:
tell application id "DNtp" unit with a wide range of properties
close current database associated with it. This means you won't be
end tell writing code like, get the second rich
text file…. You will be dealing with records
DEVONTHINK'S DICTIONARY with a particular type, in this case rtf.

AppleScript-capable applications have their There are many commands specifically for
commands, elements, and properties listed use with records: create record with,
in an AppleScript dictionary. DEVONthink exists record with…, etc. Also note there
includes a large dictionary as a great are some commands that require the term
reference for you. To view the dictionary, record. For example: move, delete, and
open the Script Editor application, select File convert. You will see a dictionary listing move
> Open Dictionary and choose DEVONthink record, so you can see the command isn't
in the appearing window. You can also add merely move, it's move record.
DEVONthink to your Script Editor library.
Parents and Children: Another concept to
Select Window > Library, click the + button
understand is parents & children. Generally
and choose DEVONthink. This way you keep
speaking, these classes deal with the
DEVONthink's dictionary at hand.
container or the contents of some object.
The parent of an object is the group
containing it. The children of a group are

DEVONthink 3.9.6 Documentation, page 201

the immediate contents of that group, i.e., with a forward slash denoting the root of
it does not list the children of sub-groups. the database.
Children can be documents or groups; get record with UUID…: When using an
parents will only be groups. item link, you can use the alpha-numeric
string from the reference URL to point to
Example:
a specific item. (This command works with
tell application id "DNtp"
both groups and documents.) This form is
set thisGroup to current group
name of (the children of thisGroup whose very useful since it doesn't change when an
(type is XML)) item's name or location changes.
end tell
Example:
tell application id "DNtp"
USING LOCATIONS
set myGroup to get record at "/Inbox/New

One of the common tasks people want to Files"

import "~/Desktop/001.txt" to myGroup
perform with AppleScript is importing files
set groupTwo to get record with uuid
to a specific group. In order to direct the files
"98BBF96D-7743-46C6-9EB4-51C6EF68373C"
to a given location, you need to reference it import "~/Desktop/002.txt" to groupTwo
properly. Below are three general options for end tell

choosing a location:
WORKING WITH A SELECTION
incoming group: This targets the Global
Inbox, or the inbox of a database when Many times you want to process items
using incoming group of current you have selected in DEVONthink. Perhaps
database. you want to generate a list of names and
current group: This targets the currently dates for use in a document you're working
selected group in the current database. on. Below is a handler commonly seen in
display group selector: This shows the DEVONthink scripts:
group selector so you can choose a location
repeat with thisRecord in (selection as
on demand.
list) … end repeat: This is a very common
There are many times you want to direct files handler, used when processing a selection,
into a specific group. That group may not single or multiple items.
be the current group you're in and you may
Example:
not want to choose a destination each time.
tell application id "DNtp"
Here are two common ways of specifying
if selection is not {} then
a particular group in your database to be a set nameList to {}
destination group in your script: repeat with thisRecord in (selected
records)
get record at…: This command allows you copy ((name of thisRecord) & ": " &
to set a variable by specifying a group's (creation date of thisRecord as string) &

location in your group structure. The return) to end of nameList

end repeat
location is a text string, always beginning

DEVONthink 3.9.6 Documentation, page 202

 create record with {name:"Files", contain French strings. Define a word or
type:text, content: (nameList as string)}
phrase in your language, followed by the
in incoming group
translated phrase. For example, in a strings
end if
file in a de subdirectory, enter: "This is a
end tell
new day!"="Heute ist ein neuer Tag!";.
In your script, you'd enter a command like,
INTERNAL SCRIPTS
display alert (localized string "This
The Scripts menu of DEVONthink, located to is a new day!"). If DEVONthink is running
the left of the Help menu, gives you access in German, you'd see the German message.
to a large number of pre-made scripts, with
Localization is also available for smart
more scripts available. These scripts are not
templates. See the Template Localization
only useful for every day use, but are also
section later in this chapter.
great for learning how to script DEVONthink.

All the scripts we provide are editable

TRIGGERED SCRIPTS
using the Apple's Script Editor, though
we do suggest making copies to work Triggered scripts are AppleScripts that you

on. They are located in ~/Library/ attach to an item in DEVONthink (a group

Application Scripts/com.devon- or document) and that are executed each

technologies.think3/Menu. Open this time you select the item. Items with attached

folder in the Finder with Scripts > Open triggered scripts show an AppleScript icon

Scripts Folder command. Add your own behind their name.

scripts to the menu by adding them to the

Using triggered scripts, you can add your
appropriate subfolder in this directory, even
own custom behaviors when interacting with
creating subfolders of your own.
items in your database.

A complete listing of the installed scripts can

be found here: See also p. 249ff ATTACHING A TRIGGERED SCRIPT

While it's possible to write a script that

SCRIPT LOCALIZATION
specifies a triggered script for an item in

If you need to support multiple languages in DEVONthink, the usual method is manually

your scripts, it is possible to vary the content attaching one.

of messages based on the language in which

Select the item you want to attach a script
DEVONthink is running. You can add your own
to.
definitions in a Localizable.strings file
Select Tools > Get Info or Tools > Inspectors
in the Contents > Resources directory of
> Generic.
a script package (.scptd). This file must be
Click the down arrow next to Script
contained in a subdirectory of the Resources
and choose Select. Note the script
folder, named with the country code and
can be located anywhere, but it must
.lproj extension, e.g., fr.lproj would
remain in that location for the script

DEVONthink 3.9.6 Documentation, page 203

 to trigger. For convenience, you can alarm set on a specific reminder for an item.
create a folder for them in ~/Library/ By using or writing your own, you can extend
Application Scripts/com.devon- notification possibilities of your reminders.
technologies.think3/Menus.
ADDING AN EXTERNAL SCRIPT
REMOVING A TRIGGERED SCRIPT
To add an external script as an alarm
Since a triggered script runs when you for a reminder, choose Execute External
interact with the item, it can sometimes Script. The next dropdown lists any
be difficult to detach the script, e.g., if available AppleScripts in the ~/Library/
a script switches to another application Application Scripts/com.devon-
when triggered. For instances like this, to technologies.think3/Reminders directory.
remove a triggered script from an item do the Add any of your own scripts to this directory
following: to make them available for any alarm you set.

Control-click the item you want to remove Currently, there is only one example script
the triggered script from and choose Get pre-installed:
Info.
Open Document: Opens the document in a
Click the down arrow next to Script and
new window when the alarm triggers.
choose Remove.

ADDING AN EMBEDDED SCRIPT

TERMINOLOGY

Sometimes you only need to add a script for

Triggered scripts are defined by a specific
a specific purpose, not general use with all
handler: on triggered(var), where var is
reminders. DEVONthink allows you to quickly
the variable representing the item the script
write an ad-hoc AppleScript specifically for
is attached to.
the current reminder.
Example:
To write an embedded script for a reminder,
on triggered(theRecord)
tell application id "DNtp" choose Execute Embedded Script as the
display alert "" & (name of theRecord as alarm. Click the … button and a popup will
string) appear with a pre-built handler in place.
end tell
Add your code as necessary, then press the
end triggered
compile button, the one with the stylized eye,
to make sure it compiles correctly. If it does,
REMINDER SCRIPTS you will see the code format itself subtly. If
not, you will hear a system alert. Click outside
Reminders have several pre-built alarms
the popup to dismiss it. When the alarm goes
available for notifications. However, you
off, the script will be executed.
can only specify one alarm per reminder.
Reminder scripts are AppleScripts run by an

DEVONthink 3.9.6 Documentation, page 204

 Note: When a reminder is set to Once, the TERMINOLOGY
reminder is removed and the embedded
Unlike some other script types, there are no
script lost after the alarm goes off. If you
special handlers required for a toolbar script.
have code you'd like to potentially use
You only need valid AppleScript talking to
again, put it in an external script.
DEVONthink.

TERMINOLOGY Example:
tell application id "DNtp"
Triggered scripts are defined by a specific
open tab for record (content record)
handler: on performReminder(var), where end tell
var is the variable representing the item the
alarm is set for.
SMART TEMPLATES
Example:
Some of the DEVONthink provided templates
on performReminder(theRecord)
are "template packages" (.dtTemplate) and
tell application id "DNtp"
set label of theRecord to 1 "smart templates" (.templatescriptd). Both
say (name of theRecord as string) templates provide a great deal of flexibility
end tell and power, like allowing for inclusion of
end performReminder language resources. With some creativity
and scripting know-how, you can set up
TOOLBAR SCRIPTS everything from commonly used group
hierarchies to daily journal entries and much
Scripts can also be added to the toolbar
more.
of any DEVONthink window. While there
is a limited amount of space available in
TEMPLATE PACKAGES
a window's toolbar, this is a handy way to
launch commonly used scripts with one click. The simpler type of automated templates
DEVONthink supports are: template
To add a toolbar script place the
packages. These are folders with the file
script into the folder ~/Library/
name extension .dtTemplate that contain
Application Scripts/com.devon-
one or multiple .lproj folders, one for
technologies.think3/Toolbar. In order
each supported language. Depending on the
for the script to be available for use in
system language, you can let DEVONthink
the toolbar, you must quit and relaunch
import the files in the correct language.
DEVONthink. Then Control-click the toolbar
If you inspect the contents of a template
of a DEVONthink window and choose
package, e.g., Classifications > Decimal Filing
Customize Toolbar. Drag your script into the
System.dtTemplate, you will see the project
toolbar and it's ready for use.
folders and their assets as a great example of
this type of template.

DEVONthink 3.9.6 Documentation, page 205

SMART TEMPLATES TEMPLATE PLACEHOLDERS

The more advanced type of automated Placeholders in templates are simple control
templates are smart templates. These are codes that are replaced by DEVONthink
not simple files, but actually AppleScript when a template file is imported. These
packages containing script code, and often placeholders can be used in your files,
including related assets that can be inserted including simple templates, or folder
into your database. This allows for some very names of your templates packages. When
powerful actions like: used in files, they are typed in the text of
DEVONthink-native files; e.g., plain or rich
The script can add information to the built-
text, Markdown, etc. These can be manually
in template, e.g., the current date and time
typed or you can Control-click in the text and
or data from the web.
choose Insert Placeholder. Below is a list of
The script can act intelligently on data
valid placeholders:
on the clipboard: If it's a simple text, it
adds the text; if it's a URL, it adds it to a %time%: The current time
different area of the document and makes %date%: The current date
it clickable. %shortDate%: The current date in short
The script can check if a certain application format
is installed, e.g., OpenOffice, before adding %longDate%: The current date in long
a document. format
%monthname%: The month name of the
CREATING TEMPLATES current date
%weekday%: The week day name of the
Template Packages: To create your own
current date
template package, you can duplicate an
%day%: The day number of the current
existing template, Control-click it, choose
date
Show Package Contents and edit the
%month%: The month number of the
internals as needed. Also note exporting
current date
multiple selected files will yield a template
%year%: The year number of the current
package.
date

Smart Templates: To make your own

%author%: The author entered in
smart templates, have a look at the
Preferences > Editing > Author
prefabricated smart templates. Duplicate
%username%: The user's name
a .templatescriptd file, like the "Note"
%fullUsername%: The user's full name
template. Control-click it, and choose
%organization%: The user's organization
Show Package Contents. You can inspect
from Contacts
and modify the supporting assets and the
%emailAddress%: The user's email
main.scpt file to fit your needs.
addresses from Contacts

DEVONthink 3.9.6 Documentation, page 206

 %host%: The host name inside the package, and it must remain
%databaseName%: The database name named main.scpt. Beyond that, you only
%databasePath%: The database's path need valid AppleScript.
%groupName%: The name of the parent
group TEMPLATE LOCALIZATION
%topGroupName%: The name of the top
If you need to support multiple languages
group
in your templates, it is possible to have the
%clipboard%: The clipboard contents as
name and/or content change based on the
plain text
language in which DEVONthink is running.
%styledClipboard%: The clipboard
You can add your own definitions in .strings
contents as rich text
files in the Contents > Resources directory
%clipboardLink%: The clipboard contents
of a template package. Here are the files that
as a clickable rich text link if the clipboard
can be used:
contains a valid URL

LocalizedNames.strings: Contains
Note: There are more placeholders from
definitions of the localized name of the
the contextual menu than can be used in
item created by the template. The syntax
a template. For example, the placeholder
defines one name per line: "en"="My
%record_locality% relates to an existing
Project"; or "de"="Mein Projekt";.
record, so this placeholder will not be used
Localizable.strings: This file must be
when creating a file from a template.
contained in a subdirectory of the
Custom Placeholders: One more powerful Resources folder, named with the country
feature of smart templates is the ability code and .lproj extension, e.g., fr.lproj
to define custom placeholders, extending would contain French strings. Contains
the possibilities beyond the list shown here. localized definitions of words or phrases,
This allows you to add a custom placeholder e.g., the content in a document created
in the text of a template, then define the by the template. The syntax defines
replacement value for that placeholder in the one word or phrase per line: "Daily
main.scpt. As a great example, check out the Journal"="Tageszeitung";.
use of the custom %project% placeholder in
the Project smart template. Notice the use of TOOLBAR TEMPLATES
the placeholder in the enclosed rich text file
To add any template to the toolbar, place
and the script.
the template into the folder ~/Library/
Application Support/DEVONthink 3/
TERMINOLOGY
Templates.noindex/Toolbar. In order
With the internal script of a smart template, for the script to be available for use in
there are no special handlers required. the toolbar, you must quit and relaunch
However, the internal script must be located DEVONthink. Then Control-click the toolbar
in the Contents/Resources/Scripts folder

DEVONthink 3.9.6 Documentation, page 207

of a DEVONthink window and choose CREATE A SMART RULE
Customize Toolbar. Drag your template into
Smart rules can be created in one of two
the toolbar and it's ready for use.
ways:

SMART RULES Click the + button at the bottom of the

sidebar and choose New Smart Rule. The
Smart rules are smart groups‚ evolved. Built
Search in dropdown will target the current
in the same style as smart groups, smart
location.
rules don't just show items matching criteria,
Control-click an item in the sidebar
they can act on them! From something
and choose New Smart Rule from the
as simple as adding (or changing) a color
contextual menu. This will specifically
label, to modifying a filename then filing
target that item in the Search in dropdown.
a document in another location, smart
rules provide some powerful automation Note in either case you can change the

possibilities. And they're not just for the Search in parameter to target other

technically inclined. No programming locations, including all open databases.

experience is needed for almost every action

Note: Smart rules are considered global
available.
objects and can be created only in the

Smart rules are conceptually simple and can Navigate sidebar of a main window. If you

be summed up as follows: When this event want to create a smart rule for a group

occurs > do this action > on items matched > in the item list, choose Data > Reveal to

in this location. Smart rules are made of four display it in the sidebar.

parts:
When you create a new smart rule, you will be

A location: This is where the smart rule will shown the predicate editor, just as you see

look for matching items. with smart groups. Just follow these simple

Matching criteria: Like a smart group, you steps to define the parameters of the rule

can specify criteria to be matched. The (with an example):

smart rule will only act on the matched

Name: Give the rule a name, like Label
items.
Edited Screencaptures.
An action: This is the action the smart rule
Location: Set the Search in dropdown to
performs when the event occurs.
target your desired location, like a group
An event: This is an event that causes an
you add screen captures to. The more
action to occur, e.g., an "On Quit" event.
specific the better; a good idea is to use
If used in a smart rule, a specified action
e.g., a database's inbox.
would run when you quit DEVONthink.
Matching: Add any criteria to be matched,
e.g., Name begins with screen and Kind is
Image.
Event: Choose an event to trigger the
smart rule, like specifying On Save to run

DEVONthink 3.9.6 Documentation, page 208

 the smart rule when matched items are click a saved smart rule to import it, drag
saved in DEVONthink it into the sidebar, or Control-click into the
Action: Choose an action for the smart sidebar and choose Import.
rule, perhaps Change Name to add
"_edited" to the name.
SMART RULE SCRIPTS
This rule shown above would add "_edited" Smart Rule scripts are AppleScripts run by an
as a suffix to the name of any edited images Execute Script action in a smart rule. These
whose name begins with "screen". scripts allow you to extend the possibilities
beyond the already powerful pre-defined
One step further‚ chained actions: If you
actions.
hadn't noticed, there's a + button to the
right of the action you specified. And yes, Note: Smart rule scripts will be executed
that means you can chain multiple actions based on the event handler in the specific
in a smart rule! For example, we could add rule. For testing, it can be useful to set the
an action to open the edited imaged in the event to On Demand. This way you can select
system default application after it has been the rule to see its matches, then Control-click
renamed. it and choose Apply Rule to run it and see the
effects on the matched items.
Note: Bear in mind, smart rule actions run
in series, i.e., the actions run from top to Also be aware the effects of smart rules
bottom, first to last. This means the order are very broad, i.e., they affect all the items
of the actions affects the outcome. Think they match. While you are testing, it's a good
carefully about this if you decide to create idea to put some limiting criterion in place.
chained actions. For example, instead of matching all images
in all databases, try matching images in a
We hope this has given you a good overview
specific group or only images that begin with
of creating a smart rule. Please see the
"Screen".
appendix for a complete list of available
Events and Actions.
ADDING AN EXTERNAL SCRIPT
For those interested in the Execute Script
To add an external script to a smart rule,
action, continue to the next section…
add an Execute Script action and choose
External. The next dropdown lists any
IMPORTING AND EXPORTING
available AppleScripts in the ~/Library/
Smart rules can be exported to the Finder, Application Scripts/com.devon-
sent by email, and e.g., reimported to technologies.think3/Smart Rules
DEVONthink on another Mac. Drag a smart directory. Add any of your own scripts to
rule to the desktop to save it to a file or this directory to make them available for any
Control-click it and choose Export. Double-

DEVONthink 3.9.6 Documentation, page 209

smart rule you define. Here is a list of the pre- Manager. Used with podcast RSS feeds
installed scripts, for everyday use and your containing download links.
education:
ADDING AN EMBEDDED SCRIPT
Check Links: Check if bookmarks are valid.
Close All Databases: Closes all databases There are times you may need to add some
but the Global Inbox. code for a specific situation. Similar to
Download Bibliographic Metadata: some other macOS utility applications,
Attempts to retrieve the digital object DEVONthink allows you to write an
identifier (DOI) of the document and set AppleScript directly in the smart rule's editor.
the title and metadata.
To write an embedded script for a smart
Move Into Database: Moves indexed files
rule, add or specify an Execute Script action
into the database.
and choose Embedded. Click the Edit Script
Move to External Folder: Moves imported
button and a popup will appear with a pre-
files out to the Finder when they're located
built handler in place. Add your code as
in an indexed group.
necessary, then press the compile button,
Reminders - Next Week: Set a reminder for
the one with the stylized eye, to make sure it
a week from the current time and date.
compiles correctly. If it does, you will see the
Reminders - Remove: Remove an applied
code format itself subtly. If not, you will hear
reminder from the matched item(s).
a system alert. When done, click outside the
Reminders - Tomorrow: Set a reminder for
popup to dismiss it
the same time tomorrow.
Tags - Add Keywords: Automatically adds Note: For those learning AppleScript, the
Tags from the concordance of the matched repeat loop in the pre-built handler is a
file. very common (and useful) code snippet for
Tags - Assign: Automatically adds tags, processing all files returned by a smart rule.
based on Apple's machine learning Take note of it.
technology for images or hashtags and
known tags in titles and content. DEBUGGING

Downloads - Add Embedded Images: While there isn't a step-by-step logging of all
Add embedded images to the Download actions in a smart rule, when you are using a
Manager. Used with HTML-based files, e.g., script action, errors will be reported in the
web archives, etc. Log window or toolbar button.
Downloads - Add Linked Images: Add linked
images to the Download Manager. Used TERMINOLOGY
with HTML-based files, e.g., web archives,
Smart Rule scripts are defined by a specific
etc.
handler: on performSmartRule(var),
Downloads - Add Podcasts: Add detected
where var is the variable representing items
podcast links images to the Download
matched by the smart rule.

DEVONthink 3.9.6 Documentation, page 210

 Example: message it acts on as separate documents
on performSmartRule(theRecords) to DEVONthink.
tell application id "DNtp"
Mail Rule - Add links to DEVONthink: Adds
repeat with theRecord in theRecords
detected links in the messages as individual
if (name of theRecord as string) contains
bookmarks in DEVONthink
"Piglet" then
set state of theRecord to true Mail Rule - Add messages to DEVONthink:
end if Adds the messages it acts on to
end repeat DEVONthink.
end tell
Mail Rule - File messages & attachments:
end performSmartRule
Adds the messages it acts on including all
attachments to DEVONthink.
APPLE MAIL RULES Mail Rule - File messages & attachments
hierarchically: Adds the messages it
When considering importing emails into your
acts on including all attachments to
DEVONthink databases, the question of
DEVONthink, recreating the mailbox
"automatic" email importing invariably comes
structure.
up. While this isn't fully possible yet, there is
a mechanism in Apple Mail that can provide
TERMINOLOGY
some level of "automatic": Mail Rules.

A full lesson on writing scripts for Mail Rules

Found in Apple Mail's Preferences > Rules,
is beyond the scope of this help, but you can
these are a rules consisting of criteria to be
open and explore the installed scripts.
matched and an associated action (similar
to smart rules). As incoming emails are Do note there are two required handlers:
detected, Mail will check for matches in a rule using terms from application "Mail"
and execute any actions you've specified in and on perform mail action with
the rule. messages theMessages for rule theRule,
where theMessages is a variable representing
One of the actions available is Run
the items matched by the rule. Here's a
AppleScript. Selecting this option shows a
simple example:
dropdown with any installed Mail Rule scripts.
These scripts are installed in ~/Library/ Example:
Application Scripts/com.apple.mail using terms from application "Mail"
folder. If you write or obtain other scripts for on perform mail action with messages

use with Mail Rules, they can also be placed theMessages for rule theRule
tell application "Mail"
in this directory. The scripts provided by
repeat with thisMessage in theMessages
DEVONthink are:
display alert "" & (subject of
thisMessage)
Mail Rule - Add attachments to
end repeat
DEVONthink: Adds the attachment of the
end tell
end perform mail action with messages
end using terms from

DEVONthink 3.9.6 Documentation, page 211

 Note: Mail Rules are controlled by Apple a supported email application and choose the
Mail, not DEVONthink. While they generally desired script from the global scripts menu.
behave as expected, we can't control DEVONthink provides the following scripts:
whether the rules will be triggered in Apple
Add attachment(s) to DEVONthink: Adds
Mail.
the attachments of selected emails to
DEVONthink.
APPLICATION SCRIPTS Add mailbox(es) to DEVONthink: Adds the

AppleScript is perfectly suited for integrating selected mailboxes to DEVONthink.

different applications, interchanging Add mailbox(es) & attachments to

information, and creating workflows. DEVONthink: Adds the selected mailboxes

DEVONthink comes with a number of to DEVONthink. Attachments are imported

scripts that exchange information between separately.

DEVONthink and other AppleScript Add message(s) to DEVONthink: Adds the

supporting applications, like Safari or Mail. selected mailboxes to DEVONthink.

Add message(s) & attachments to
The Script Menu Extra Scripts provided by DEVONthink: Adds the selected mailboxes
DEVONthink are installed in an application- to DEVONthink. Attachments are imported
specific folder in ~/Library/Scripts/ separately.
Applications, e.g., ~/Library/Scripts/
Applications/Safari. These scripts are Note: The import of entire mailboxes via

accessible from the global scripts menu in AppleScript can be a resource-intensive

the menu bar at the top of your screen while process. Use the Apple Mail plugin for

you're in the specific application. a more robust experience importing

mailboxes.

MAIL SCRIPTS
WEB BROWSERS
Importing email into your DEVONthink
databases is a possible use of AppleScript. Depending on the capabilities of the web

Using AppleScript-enabled email browser you're using, you may be able to

applications, especially those with a robust use application scripts. We have included

scripting dictionary, increases the potential a handful of simple scripts that can be run

for processing emails. This can help you while browsing in Safari or DEVONagent.

quickly file those emails directly into

Add abstracts to DEVONthink: Creates a
DEVONthink.
sheet containing information about items

DEVONthink comes with scripts for Apple in a DEVONagent search. This includes

Mail, Microsoft Entourage, and Microsoft

Outlook. Just select a message or mailbox in

DEVONthink 3.9.6 Documentation, page 212

 the title, score, summary, and URL of each The actions supplied by DEVONthink are
result. (DEVONagent only) installed in ~/Library/Scripts/Folder
Add linked images to DEVONthink: Detects Action Scripts, and you can add your
images on the current page and adds them own scripts to this directory, as needed.
to your database. For everyday use and exploration, here
Add tabs to DEVONthink: Adds bookmarks are the folder action scripts provided by
for active tabs the browser. DEVONthink:

Add linked images to DEVONthink's DEVONthink - Import: Imports files into

downloads: Detects images on the current your databases.
page and adds them to DEVONthink's DEVONthink - Import & Delete: Imports
Download Manager. files into your database, and moves the
Add links to DEVONthink's downloads: files to the trash afterwards.
Detects URLs on the current page and adds DEVONthink - Import to selected group:
them to DEVONthink's Download Manager. Imports files to the currently selected
group.
OTHER APPLICATIONS DEVONthink - Index: Index files to your
database, creating links to the original
Obviously we haven't covered all the possible
items in the Finder.
applications or scenarios on your machine,
DEVONthink - Index to selected group:
and we are sure you have ideas we haven't
Index files to the currently selected group
thought of. If you have an application you'd
in your database.
like to integrate with DEVONthink, check if
it has an AppleScript dictionary. If it does, DEVONthink - Import, OCR & Delete:
the potential exists to communicate between Imports files into your database, converts
the applications. But also be aware the them to searchable PDFs if necessary, and
commands, elements, and properties you moves the files to the trash afterwards.
can work with are coded by the developer of
those applications. ATTACHING A FOLDER ACTION

To attach a folder action script to a folder, do

FOLDER ACTIONS the following:

Folder actions are scripts that you can attach

Control-click a folder in the Finder.
to folders in the Finder. These act on all items
Select Services > Folder Actions Setup
you add to these "hot folders." When you
from the contextual menu.
add items, the operating system detects
From the list of available actions, select
the added files and runs any folder actions
the folder action script click Attach.
attached to the folder.
Manage folder actions: To manage all your
folder actions, Control-click a folder and
choose Services > Folder Actions Setup from

DEVONthink 3.9.6 Documentation, page 213

the contextual menu. Use the Folder Actions AUTOMATOR
Setup utility to see which folders have scripts
Apple's Automator application was created
attached, and to remove folder actions from
mainly to help non-programmers take some
folders.
control of their machines. It allows you to
Note: If you are running macOS Mojave, visually string together simple steps in an
you will be prompted to allow the Folder automated process. While much more limited
Actions Setup application to run. This due to its linear nature, it may still be useful
notification is controlled by the operating for some routines. Additionally, Automator
system, not DEVONthink. offers creation of other types of items like
Services (or Quick Actions).
TERMINOLOGY
While DEVONthink does not provide
While we can't provide specific training Automator actions, using the Run
on how to create folder actions, check out AppleScript action in Automator makes it
Apple's documentation. However, the on possible to have some degree of integration
adding folder items to folderVariable with our application.
after receiving filesVariable is the
handler most commonly used in our folder TERMINOLOGY
action scripts. Here is a simple example:

Example:
on adding folder items to theFolder after
receiving theFiles
repeat with thisFile in theFiles
tell application id "DNtp"
set newRecord to import thisFile to
incoming group
if exists newRecord then tell application
"Finder" to delete thisFile
end tell
end repeat
end adding folder items to

Note: Folder actions, like any computer Finder to DEVONthink: Since DEVONthink

processes, are treated very literally. When doesn't provide specific actions for

processing files with a folder action, it's Automator, you can't merely detect things

best to move or delete the files from the like a selection. The key to integration with

watched folder. This keeps the action from DEVONthink is passing file paths, specifically

trying to reprocess files. POSIX paths. For example, if you used a Get
Selected Finder Items action, you could use
a Run AppleScript action like this to import
selected files in the Finder into DEVONthink :

DEVONthink 3.9.6 Documentation, page 214

 Example: very cautious when using the paths from
on run {input} DEVONthink. Actions like moving, deleting,
tell application id "DNtp"
renaming etc. would compromise your
repeat with thisFile in input
database. It is advisable to use a Copy Finder
import (POSIX path of thisFile) to
Items command if you are going to do such
incoming group
end repeat operations.
end tell
Note: While we may investigate
DEVONthink-specific questions regarding
Automator, we do not offer support
specifically for it.

ITEM LINKS
Every database, group, or document in your
DEVONthink database has a URL (uniform
resource locator) associated with it. While
web URLs typically begin with http:// or
https://, DEVONthink's URLs take the form
of x-devonthink-item:// followed by a
DEVONthink to Finder: Passing paths from long alphanumeric ID. For PDFs, the link can
DEVONthink can be done by processing contain a reference to a specific page. For
the paths of files. Here is an example Run audio and video, a reference to the current
AppleScript action placed at the beginning of playback time. And for RTFs, you can get
the workflow: a reference to a specific paragraph in the
document. These links can be used in any
Example:
file type or application that supports live
on run {}
tell application id "DNtp" hyperlinks, e.g., the notes fields of OmniFocus
set fileList to {} tasks. This allows you to access DEVONthink
if selection ≠ {} then documents as easily as clicking a link in a web
repeat with thisRecord in (selection as
browser.
list)
copy (path of thisRecord as string) to end You can get this item link manually by
of fileList
selecting a document or group and choosing
end repeat
Edit > Copy Item Link. In addition you can
end if
manually extend the copied URL with the
return fileList
end tell following parameters:
end run
app: Used in conjunction with
Immediately following this action, use the openexternally parameter,
a Get Specified Finder Items action to specify the name of the app to open
pass the paths to subsequent actions. Be

DEVONthink 3.9.6 Documentation, page 215

the referenced file with, e.g., x- TERMINOLOGY
devonthink-item://E35A4AFF-
Manually getting item links can be useful
BD90-4131-9D54-62849E0EF4DE?
for some hard-coded cases, but there
openexternally=1&app=preview.
are many times you want to get them
length: Specify the number of characters
programmatically. There are two AppleScript
from the start parameter. Used in
properties for a record related to item links:
selection links.
openexternally: Opens the referenced reference URL: This is the item link as
item in the system default application, described above.
e.g., opening a PDF in Preview. Used with a UUID: This is the unique identifier of the
value of 1, e.g., openexternally=1. item, i.e., the long alpha-numeric string in
opentab: Opens the referenced item in a the reference URL.
new tab in the current main window if a
Here is an example of getting and using an
document is already being viewed. Used
item link to create a Markdown compliant link
with a value of 1, e.g., opentab=1
on the clipboard:
page: Opens a PDF to the specified page.
Usage: page=<integer>. Example:
reveal: Reveals an item in the item list tell application "DNtp"
instead of opening it in a new window. set recordName to name of content record

Usage: reveal=1. set recordURL to reference URL of content

record
search: Directly jumps to the first
set the clipboard to ("[" & recordName &
occurrence of the search string in
"](" & recordURL & ")")
the specified document. Usage: end tell
search=<string>.
start: Specify the starting character on the The terminology for using item links can

current page. Used in selection links. depend on the capabilities of the application

time: Directly jumps to the specified time you're scripting. Here is an example, using a

in seconds in a video or audio document. hard-coded URL, with an application that can

Usage: time=<float>. open URLs:

Example: Example:
tell application "Opera"
x-devonthink-item://<recordID>?reveal=1
tell window 1
x-devonthink-item://<pdfID>?page=5
make new tab with properties {URL:"x-
x-devonthink-item://<textFileID>?
devonthink-item://929D101B-35AC-474C-801C-
search=iPad%20Pro
D8818C48DB80?line=125"}
x-devonthink-item://<movieID>?time=43.5
end tell
Note: The first parameter after the ID is end tell

always added after a question mark (?),

P.S.: For the shell scripters, the URLs can be
additional ones after an ampersand (&),
used with an open command.
and any values must be percent-encoded.

DEVONthink 3.9.6 Documentation, page 216

URL COMMANDS createGroup: Creates a group.
createText: Creates a new plain text
URL commands are a type of item link
document.
that don't merely point to an existing file,
clip: Opens the Clip to DEVONthink panel.
they issue some special commands to
note: Opens the Take Note panel.
DEVONthink. Though not as powerful as
search: Initiates a search in the open
AppleScript, these commands can be used in
databases.
special circumstances.
Parameters:
TERMINOLOGY
title: The title of the item to be created
The URLs are constructed from a single (string).
command and optional parameters, with the comment: A Comment to be added
following format: (string).

x-devonthink://<command>? location: The URL linking to the content,

<parameter=value&parameter=value&...> e.g., the URL of the website for the

Note: The first parameter after the ID is bookmark (URL).

always added after a question mark (?), tags: Tags to be added (comma separated

additional ones after an ampersand (&), strings).

and any values must be percent-encoded. destination: The UUID of a group where the
item shall be created (string).
Listed below are the commands and source: The HTML content for HTML
parameters available: documents (string, only used by
createHTML and createFormattedNotes).
Commands:
text: The text content for text documents
createFormattedNote: Creates a (string, used by createText and
formatted note. createMarkdown).
createHTML: Creates a new HTML width: The page width (integer, only used
document. by createPDF).
createMarkdown: Creates a Markdown paginated: Paginate the created PDF
document. (boolean, only used by createPDF).
createPDF: Creates a PDF. hide: Hide and deactivate application after
createRTF: Creates a rich text document. executing the comment (boolean).
createWebArchive: Creates a web archive. noselector: Skip group selector (boolean).
createBookmark: Creates a new bookmark. query: The query to search for (string, only
used by search).
Note: Use the location parameter set
reader: Post-process the page (integer, 0 =
to a URL with the commands above to
no post-processing, any other value = post-
download the page in the specified format.
process).

DEVONthink 3.9.6 Documentation, page 217

referrer: The URL that referred to the item x-devonthink://createRTF?title=New
%20bookmark&location=http%3A%2F
(URL).
%2Fwww.devontechnologies.com&noselector=1
selection: The selected text (string, only
used by createRTF). Note: These are not x-callback-urls. An
x-callback-url is a specific type of URL
Example:
scheme that returns a value to the calling
application.

DEVONthink 3.9.6 Documentation, page 218

 APPENDIX

IN THIS CHAPTER ⇧ The Shift key.

⎋ The Escape key (usually labeled with
Glossary 219
"esc").
Iconology 222
⇥ The Tab key.
Toolbar Items 222
↩ The Return key.
Keyboard Shortcuts 225
Contextual Menu Items 227
INTERFACE ELEMENTS
Search operators 230
Search Prefixes 232 Bars: Smaller sections of a window
Templates 237 providing specialized information or
Metadata 240 controls, e.g., the Information Bar found
Placeholders 242 just above the item listing. It shows
Smart Rule Events and Actions 245 information about the selection as well as
Scripts 249 buttons to sort or change the view.
Web site export templates 252 Contextual menu: The menu that appears
Hidden preferences 253 when you right-click (or Control-click)
something. The contextual menu gives
In the appendices you will find additional
you access to frequently used commands
information that helps you getting familiar
that deal directly with the clicked object.
with DEVONthink, such as a glossary of
Specific contextual menu items are
commonly used terms, a listing of the
discussed in their respective sections, but
Boolean operators used in searches,
there is a list of commonly seen commands
commonly found contextual menu items, and
in the Contextual Menu Items section of
much more.
this appendix.
Inspectors: Specialized panes at the right
GLOSSARY of a main window, providing information
about the current selection as well as
Become familiar with these terms to get the
functions like See Also & Classify.
most out of working with DEVONthink.
Item list: The list of items in the current
location, viewable as a list, icons, columns,
KEYBOARD SYMBOLS
or Cover Flow. Items can be documents,
⌘ The Command key, usually next to the groups, or smart groups.
Space bar. Sidebar: The panes found at the left side of
⌥ The Option key. a main window, comprised of the Navigate,
⌃ The Control key (usually labeled with Reading List, Import, and Extras panes.
"ctrl").

DEVONthink 3.9.6 Documentation, page 219

 View/Edit pane: A pane of the is started and accessible through the
DEVONthink main and document windows sidebar. The Global Inbox can be set as
that lets you view a document or, when the default destination in Preferences >
possible, edit it. The view/edit pane Import.
displays the content of your documents Inbox: A special group for data coming in
depending on their type. See also p. 81ff to a database. Every database has an Inbox
View: The layout for a DEVONthink main group.
window. You can change the layout using News feed: Also referred to as RSS, a
the commands found in the View menu. news feed is like a web page, but split
Window: DEVONthink uses three different into multiple articles. A feed reader or
types of windows: main, document, and web browser can split the feed "page"
other. Main windows show lists of items into its parts and show each of them as
and, in some views, also the contents of a separate news item and/or store it in a
the selected document, whereas document local database. DEVONthink stores feeds in
windows can be opened for individual a database and displays them like a group.
documents. The contents are updated live from the
internet as the connected feed changes.
DOCUMENTS & GROUPS Older news bits are kept, while fresh news
bits are added and marked as unread.
Database: A collection of all documents
When you add a bookmark that points
stored in DEVONthink. You can create and
a feed, DEVONthink tries to add it as a
open as many databases as you like.
proper feed document if possible.
Document: A file in the database; for
Replicant: A document or a group that
example, a plain or RTF text, a PDF, or an
appears in more than one place in the
image (.jpg, .tiff, .png, etc.). Technically a
database. Unlike an alias in the file system,
document is an entry in a database with
a replicant is not a real document pointing
text, RTF, or image content, sometimes
to another file (usually the original);
simply referred to as "content".
rather it is a second entry in the table of
Default destination: The default
contents for the very same document.
destination group for incoming data. Set in
Consequently, there is no original; when
Preferences > Import.
you replicate a document you'll end up with
Duplicate: A copy of a file, either explicitly
two replicants.
created or detected by DEVONthink's AI.
Sheet: A collection of records or structured
Group: A collection of documents or other
sets of data, presented in a spreadsheet
groups inside the database. Similar in
style, similar to data viewed in Apple
appearance and behavior to a folder in the
Numbers or Microsoft Excel. Alternatively,
Finder. See also p. 144ff
the data can be displayed in form view,
Global Inbox: A special database serving as
similar to browsing records in, e.g.,
a destination for incoming data. The Global
FileMaker.
Inbox is always opened when DEVONthink

DEVONthink 3.9.6 Documentation, page 220

 Smart group: A special type of group with deleted (groups, documents) or modified
a set of search criteria saved with it. This (documents).
is similar to "Saved Search" folders in the Read/Unread: Items can be marked read
Finder. Every time you visit this smart or unread, which is useful for captured or
group, DEVONthink runs the attached automatically downloaded news items or
search and displays it as the content of the documents that you want to read later.
group. DEVONthink creates a number of Both unread items and groups containing
pre-defined smart groups when you create unread items are shown in bold.
a new database. UUID: Each database, group, or document
Trash: A temporary location in a database in DEVONthink receives a unique identifier
for deleted files. Similar to the Trash in (UUID) when it's created. This is a read-
the Finder, all trashed items are stored only alphanumeric string that refers only to
until you explicitly delete them using the particular item. The UUID allows you to
DEVONthink > Empty Trash. reference an item regardless if its location
or name changes, and is usually found in
TAGS item links.

Group tag: Groups within a database that See the Iconology section for icons specific to
apply their name as tags to their contents. the flagged, locked, or unread states.
Items moved out of these groups will not
retain the group tags. Group tags appear SYNCHRONIZATION
grey in all tag lists.
Sync location: Sync locations are used to
Ordinary tag: Tags created through the
keep your databases on all your devices in
Tag bar or other means are created in a
sync. They summarize all information about
special top-level Tags group. They are called
which databases to sync through what kind
"ordinary tags" and appear blue in all tag
of connection (e.g., direct connections to
lists.
DEVONthink on a Mac, WebDAV, CloudMe,
See the Iconology section for icons specific to Dropbox etc.) and with which sync store.
these two items. Bonjour (Direct connection): A sync
method for syncing one device to another
ITEM PROPERTIES Mac or mobile device running DEVONthink
or DEVONthink To Go, respectively.
Flagged/Unflagged: Items can be checked
Unlike other sync methods, there is no
or unchecked for your personal use, e.g.,
intermediary storage location for the sync
for creating a to-do list, maintaining a
data. It is direct - device to device.
shopping list, or writing a list of project
Sync store: A sync store is a special folder
tasks.
containing sync data. These can be direct,
Locked/Unlocked: Items can be locked
local, e.g., on your Mac or a thumb drive, or
to keep them from being unintentionally
remote, as used with cloud services.

DEVONthink 3.9.6 Documentation, page 221

 Encryption key: A user-defined word used Item has been flagged.
to "scramble" or "unscramble" your sync Item is indexed, not imported.
data when syncing. When used, your sync Item is locked.
data is stored in an encrypted state in the Item has a comment.
sync store. Item has an annotation.
Local database: A database that exists and Item has a reminder set.
is open on this device. Item has outgoing item links.
Remote database: A database that is not Item has incoming item links.
open on this device, or exists at the sync Item has a script attached.
location, e.g., on Dropbox, but has not been Group is a tag, too.
downloaded to this device. Item has an attachment (email messages
Pending document: A document for which only).
only the metadata is locally available. Item is synced but its content is not (yet)
This happens when you choose not to downloaded.
synchronize indexed files for the sync
Item is a duplicate
location.
Item has one or more replicant(s)
WebDAV: A type of web server used
Item is a duplicate, but also has one or
by some cloud services, some network
more replicant(s)
attached storage devices, or running
locally. It can usually be used by
DEVONthink for syncing. TOOLBAR ITEMS
DEVONthink provides a wide variety of
ICONOLOGY toolbar items, giving you quick "push-button"
access to many everyday tools.
Additional icons behind item names, e.g., in
main windows, indicate that the item has
DEFAULT ITEMS
been indexed instead of imported, is locked,
has a comment or annotation attached, The following toolbar buttons are available in
is encrypted, e.g., PDFs or encrypted the default set you see when you first launch
databases, or has a triggered script attached. DEVONthink:
Groups also serving as tags show a tag icon.
Sidebar: Show and hide the global sidebar.
Depending on your preferences, replicants,
Preview: None: Hides the document
duplicates, or replicated duplicates are
preview.
indicated with a little grey icon instead of
Preview: Standard: Shows the document
appearing in color.
preview below the item listing.
Item has encryption applied, e.g., Preview: Widescreen: Shows the
encrypted PDFs, and encrypted database, document preview besides the item listing.
or an encryption key has been specified for Actions: Contains the contextual menu for
a sync location in Preferences > Sync. items selected in the item listing..
Item is unread.

DEVONthink 3.9.6 Documentation, page 222

New: Adds documents in DEVONthink- ADDITIONAL ITEMS
native formats. Similar to Data > New.
In addition to the default set, there are many
Open: Opens the current item in a
other specific buttons available, shown in the
DEVONthink window if possible.
essential order found in View > Customize
Open externally: Open the current
Toolbar:
document in the system default
application. Scripts: Provides access to the contents of
Share: Opens the macOS Share menu for the Scripts menu.
the selected items. This does not apply to Quick Look: Opens a Quick Look preview
groups. for the selected document.
Mark: Flagged: Changes the flagged state Zoom In: Zooms into the current item.
of the selected item. Actual Size: Zooms the current item to the
Mark: Read: Changes the read statue of default zoom level.
the selected item. Zoom Out: Zooms out of the current item.
Mark: Locked: Changes the locked state of Zoom to Fit: Sets the magnification of the
the selected item. current item to fit the bounds of the view/
Label: Changes the label color of the edit pane.
selected item. Zoom to Width: Sets the magnification of
Search: This is the main search bar, the current item to the width of the view/
accessing all or specific groups and edit pane.
databases. Full Screen: Displays the current document
Synchronize: Initiates a manual sync of the in DEVONthink's full screen mode.
current database. See also p. 181ff Groups: Group: Creates a new group in the
Get Info: Opens a popup from the button current location.
displaying a number of commonly used Groups: Smart Group: Creates a new smart
inspectors. group in the current location.
Show/Hide Inspectors: Shows or hides the Group: Groups the selected items into a
Inspector panes. new group.
Show/Hide Tags: Shows or hides the Tags Ungroup: Ungroups the selected group and
bar under a document's preview. deletes the now-deserted empty group.
Classify: Attempts to classify the current
Note: The items for showing or hiding the
item.
document preview as well as for marking
Plain Text: Creates a plain text file in the
items flagged, read, or locked are also
current location.
available as a combined toolbar item.
Rich Text: Creates a rich text file in the
current location.
Markdown Text: Creates a Markdown file in
the current location.
Formatted Note: Creates a formatted note
in the current location.

DEVONthink 3.9.6 Documentation, page 223

Sheet: Creates a sheet in the current Synchronize All: Initiates a manual sync of
location. all open and actively syncing databases.
Bookmark: Create a bookmark in the Take Note: Opens the Take Note view,
current location. either in the Sorter or a Take Note panel.
Launch URL: Opens a URL associated with
Imprinter: Provides access to any imprints
the current item in the system default
available in the Tools > Imprinter menu.
browser.
OCR: Runs OCR on a compatible file, e.g.,
Save: Explicitly save changes to a
PDFs or images, producing the selected
document.
output type.
Delete: Moves the current item to the
database's trash. Note:
Print: Prints the selected document. If Reveal: Be cautious with this button. When
a document cannot be printed, the item used on imported files, it will reveal them
listing will be printed. in the internals of the database. You do not
Import: Imports files into the current want to modify these internal files in the
location. Finder. This option is best used on indexed
Export: Provides access to the contents of files.
the File > Export menu.
Verify & Repair: Please refer to the
Update: Manually updates indexed items in
troubleshooting chapter for information on
a database.
database maintenance and repairs.
Show in Finder: Reveals a file in its location
in the Finder. Send by Email: The ability to add the
Reveal: Reveals a file in smart groups or attachments depends on the inter-
search results in its current location. application capabilities of the email
Merge: Merges multiple files into one, application. If it doesn't provide support
leaving the originals intact. for this, you may be able to drag
Merge and Delete: Merge multiple files into documents into draft messages or the
one, putting the originals in the database's email application's dock icon.
trash.
Optimize: Does an internal optimization Some items are also available as a

and backup of a database's metadata. compound toolbar icon.

Verify: Checks the integrity of the

database and repairs items it can. CUSTOM ITEMS

Log: Opens a popover showing available

If you are creating scripts or templates, they
messages from the Log window.
will be available to add to the toolbar after
Send by Email: Creates a new message
quitting and relaunching DEVONthink. See
in your default email app and attaches
the appropriate sections for information
selected items.
on where to save these files for use in the
toolbar.

DEVONthink 3.9.6 Documentation, page 224

KEYBOARD SHORTCUTS Option-click (the triangle in front of a
group): Expands or collapses all groups that
Keyboard shortcuts make using DEVONthink
are contained within this group as well.
much more efficient for many people. Some
Option-Left/Right arrow: Expands or
of the following shortcuts are common
collapses the selected groups and all their
to most Mac applications; others are only
children the item list.
available in DEVONthink. In addition, many
menu commands have keyboard shortcuts. Selecting items:
These are shown directly in the menu.
Shift-click: Selects consecutive items.
Note: You can change the shortcuts for Shift-arrow: Extends the next consecutive
menu commands in System Preferences > item to the current selection.
Keyboard > Shortcuts > App Shortcuts. Command-click: Adds a non-consecutive
item to the selection.
WINDOWS
Manipulating items:
Control-Tilde (~): Cycles through open
Return: Renames documents.
application windows. This is a common
Backspace: Deletes selected items.
macOS shortcut.
Command-Drag: When dragging items from
Control-Tab: Cycles focus between the
the Finder, this moves, not copies, the file
item list, view/edit pane, and the Tags bar
into the database.
or Inspectors (if visible).
Option-drag: Duplicates items to the drag
Escape: Cancels processes, closes dialogs
destination instead of moving it.
or Quick Look previews, etc., depending on
Command-Option-drag: Creates replicants
the context.
for the items at the drag destination.
Command-}: Cycles to the next tab.
Dragging items from the Finder to
Command-{: Cycles to the previous tab.
DEVONthink with ⌥⌘ pressed indexes the
Note: Hold ⇧ to cycle in reverse order. item. Dragging items into documents with
⌥⌘ held inserts a link to the item.
DOCUMENT LISTS
Item List:
Navigating items:
Command-Shift-O: Opens a selected
Up/Down arrow: Navigates up and down in document in the system default
all views. Use ⇧ to select multiple entries. application.
Left/Right arrow: Expands or collapses the Tab: Jumps to the first or next editable
selected groups in horizontal split, vertical column when using View > List.
split or List views, or navigates to previous/ Space: Opens the standard Quick Look
next item in other views. panel showing a preview of the selected
items.

DEVONthink 3.9.6 Documentation, page 225

 Option-Space: Opens a full screen Quick THE SORTER
Look slideshow.
General Note Creation and Clipping:
Option-bracket: Using [ and ], goes
backwards and forwards through the Command-S: Saves the entered data.
visited locations. Equivalent to clicking Add.
Escape: Clears any entered data.
VIEW/EDIT PANE Equivalent to pressing the retreating circle
icon.
Home/End: Goes to beginning of, or end of,
any view. Voice and Video Note:
Page up/down: Scrolls one page up and
Spacebar: Start and stop recording.
down in any view.
Space/Shift-Space: Scrolls one page down Screen Capture:
or up in non-editable views, e.g., web pages,
images, or PDF documents. Command-1: Capture the entire window.

Command-click: Opens the target of a link Command-2: Capture a highlighted window.

in a new tab or separate window. Command-3: Capture a marqueed area.

Command-Option-drag: Inserts a cross-

Web Clip:
link for groups or documents dropped
into a rich text document. Dragging files Command-1: Clips from the default

or folders from the Finder to a rich text browser.

document with ⌥⌘ pressed creates links to Command-2: Clips from a URL you've

them. copied to the clipboard.

Command-Shift-click: Opens a link in a new Command-3: Type a URL to clip and any

tab and activates it. This requires enabling associated data, e.g., comments, tags, etc..

tabbed browsing in Preferences > General.

Clip to DEVONthink:
Option-bracket: Using [ and ], goes
backwards and forwards through the Command-F: Toggles the Clutter-free
documents or visited web pages . option.
Option-drag: Selects text using a
rectangular selection ribbon. SHEETS
Option-click (a link): For HTML-based files,
Return: Moves one cell down for editing.
adds the clicked URL to the Download
Shift-Return: Moves one cell up for editing.
Manager panel.
Tab: Moves one cell to the right for editing.
Option-click (a word): Initiates a search
Shift-Tab: Moves one cell to the left for
with the clicked word as the search term.
editing.
Shift-arrow: Expands or contracts the
Arrows: Moves the editing selection.
current text selection.
Escape: Stops editing.

DEVONthink 3.9.6 Documentation, page 226

PDFS Text or links in text:

+: Zooms in. Add Link to Reading List: Adds a link to the

-: Zooms out. Reading List.
Command-drag: Scrolls the visible area Add Link: Allows you to enter a URL for the
with the mouse. selected text, converting the text to an
active link.
IMAGES Add tag [word]: Tags the document with
the selected word (only available if the
+: Zooms in.
word is not already a tag of the document).
-: Zooms out.
Convert to Item Link: Converts a selected
WikiLink into an item link. See also p. 34ff
CONTEXTUAL MENU ITEMS An alternate command, available when
holding the ⌥ key, Convert All to Item
DEVONthink also provides many commands
Links converts all WikiLinks in the current
in contextual menu items, shown when you
document into item links. These commands
Control-click on elements in the application.
only apply to plain text, rich text, and
Many of the contextual menu items are also
Markdown documents.
found in DEVONthink's menus. Below is a
Copy Link: Copies a clicked link to the
list of common menu items you'll find in
clipboard (only available for selected links).
the contextual menus for documents and
Edit Link: Edits the destination of a
windows.
selected link. Selecting this option allows
you to remove the link as well.
DOCUMENT CONTENTS
Insert Link To: Inserts a link to an item you
When you Control-click in the contents of select in the submenu (only available when
documents, you will see a contextual menu no text is selected).
with commands and options. The items Insert Placeholder: Inserts a predefined
shown are related to the file type and if you're placeholder or one specified as custom
interacting with a selection in the document. metadata in Preferences > Data.
Specific items, e.g., commands relating only Highlight: Highlights the selection with
to PDFs, are covered in their respective the current highlight color. Using this
sections. command on a selection again removes the
highlighting.
In editable documents:
Link To: Makes the selected piece of text a
Add to Favorites: Adds the current cross-link and links it directly to the group
document to the Favorites. or document you select in the submenu.
Add to Reading List: Adds the current Look Up [word]: Looks the selected text up
document to the Reading List. in macOS's Dictionary.
Services: Displays the macOS Services Make Link: Makes the selected piece of
menu. text a WikiLink. The destination of the

DEVONthink 3.9.6 Documentation, page 227

WikiLink is a document with the same Set Name As: Sets the name of the
name as the selected text. If no document document to the selected piece of text
with that name exists, clicking the created (needs to be less than 256 characters).
link creates it using the template you have Share: Shares selected text via the
set in the Preferences. available sharing extensions.
Open Link in Browser: Opens the selected
Add Link to Downloads: Adds a link to the
link in the default browser or application.
Download Manager.
Open Link in DEVONagent: Opens the
selected link in a DEVONagent Pro browser Images and PDF documents:
window.
Actual Size: Displays the document at
Open Link in New Tab: Opens the selected
its actual size. Uses also the resolution
link in a new tab in DEVONthink.
information contained in the file.
Open Link in PhotoStickies: Opens a link in
All Pixels: Zooms the image so that one
PhotoStickies.
image pixel equals one pixel on the screen.
Open Link: Opens the selected link.
Zoom In/Out: Zooms in or out of the
Quick Look Attachments: Opens a
document, or displays it in its actual size.
QuickLook window for both item links
Zoom To Fit: Zooms the image so that
and WikiLinks in plain text, rich text, and
it fits into the view/edit pane or the
Markdown documents. Selecting a text
document window.
block with multiple links opens a QuickLook
Zoom To Width: Zooms the image to fit
window for all detected links.
the width of the view/edit pane or the
Remove Link: Use this to remove the link
document window.
status of selected text.
Search with Google: Searches for the
ITEM LIST
selected text in Google.
Search [word]/Selected Phrase: Searches These contextual menu items are commonly
for the selected word or phrase in your shown when you ⌃-click items in a main
open databases. window's item lists. In items lists, the
See Related Text: Displayed like search commands are also often available in the
results, this shows a list of documents Actions toolbar button. Some of these
related to the selected text passage. This commands are also seen in the See Also &
option is only available when more than Classify Inspector pane.
one word is selected.
See [word]: Opens a drawer with Add To: Commands in this submenu add

documents related to the selected word. the currently selected documents to your
Favorites or the Reading List.
Apply Rules: Runs a chosen smart rule on
selected items matching the location and
criteria of the rule.

DEVONthink 3.9.6 Documentation, page 228

Convert: This submenu displays options for New: This submenu allows you to quickly
converting from one file type to another. create several built-in file types. See the
The options shown here are dependent on Data menu for more information on these
the type of file selected. file types.
Copy Item Link: Copies a link to the current New from Template: This submenu allows
item. you to create new documents from any of
Copy URL: Copies the URL of the selected the installed templates.
document to the clipboard. This only Open: Opens the selected item in a
appears when one document is selected. separate main window or document
Duplicate To: Duplicates the selected item window.
to the group you select from the submenu. Open in Tabs: Hold the ⌥ Option key and
Get Info: Opens an popup containing more Open changes to Open in Tabs. If the View/
detailed information about the currently Edit pane is visible, this opens the selected
selected file or group. items in new tabs. If the View/Edit pane
Group Items: Groups multiple selected isn't visible, a new document window will
items in an item list. open with each selected document in its
Label: Changes the label of the selected own tab in the window.
item. Open With: Opens the selected item in an
Launch URL: Opens the URL in the selected external application.
item's URL field. Hold the ⌥ Option key to Rating: Allows you to set a rating, from no
choose Launch URL in Background. This stars to five stars.
keeps DEVONthink in the foreground. Replicate To: Replicates the selected item
Mark: Changes the flagged, locked, or read to the group you select from the submenu.
status of the selected item. Reveal: Shows and selects the selected
Move Into Database: Moves an indexed item in its location in DEVONthink.
item into the database. Use this command Send by Email: Sends the selected item by
with caution as it moves the file from its email.
current location into the internals of your Share: Opens the Share menu.
database. It does not copy the file. Show in Finder: Shows the selected item in
Move To External Folder: Moves a non- the Finder.
indexed item, e.g., imported or created in Tags: This submenu offers special
DEVONthink, out to an indexed folder in commands for automatically adding some
the Finder. kinds of tags. See the Tagging > Tagging
Move To: Moves the selected item to the Sources section of the manual for more
group you select from the submenu. information.
Move to Trash: Moves the clicked item to
the Trash. Hold the ⌥ Option key to shows
Move All Instances to Trash when used in
items lists.

DEVONthink 3.9.6 Documentation, page 229

 Thumbnails: This submenu allows you to Note:
Create, Update, or Remove the thumbnail Send by Email: The ability to add the
for a file. attachments depends on the inter-
Ungroup Items: Ungroups a group, leaving application capabilities of the email
its contents behind. The group is not application. If it doesn't provide support
preserved. for this, you may be able to drag files into
draft message or the email application's
Imprinter: Choose an imprint you've
dock icon.
defined in Preferences > Imprinter to apply
it to the current image or PDF.
OCR: Choose the output file type and
convert a compatible file via OCR.

SEARCH OPERATORS
Searching in DEVONthink already is a powerful function. The addition of Boolean operators,
parentheses, and wildcards extend the power to fine-tune your search even further.

Note: 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 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.

DEVONthink 3.9.6 Documentation, page 230

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 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

Besides the classic Boolean operators, DEVONthink 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 is required, term2 is optional. If term2 is also found, 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: term1 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: !, -

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.

DEVONthink 3.9.6 Documentation, page 231

WHITE SPACE HANDLING

Words linked by non-white separators (e.g., page-index 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 laid 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)

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".

SEARCH PREFIXES prefix and a prefix operator, e.g., name:,

followed by the search term. These prefixes
DEVONthink supports a wide variety of
are automatically applied when you choose
searchable attributes. These include common
criteria in an advanced search but they can
attributes, like names or tags, but also
also be manually entered in the search field.
include document or DEVONthink-specific
items, like word counts or custom metadata
SEARCH PREFIXES
you've defined.
Below is a list of the available search field
Similar to searching with Spotlight or some
prefixes as you would manually type into the
other applications, the use of search prefixes
search field or a script:
is supported. These take the form of a

DEVONthink 3.9.6 Documentation, page 232

text: Text contents in a file. docCreator: The process or application
metadata: The metadata for a file. used to create a file.
name: The name of a file. This is distinct docProducer: The producer of a file, usually
from the filename and does not include the applied to media files.
file extension.
aliases: Aliases applied to a file.
url: The associated URL.
tags: Tags applied to a file.
comment: Spotlight Comments.

label: The color label of a file, from 0 (no

docAuthors: The name of the sender of an
label) though 7 or by name, e.g., Important.
email.
rating: The star rating of a file, from 0
docAuthorEmailAddresses: The email
(unrated) through 5.
address of the sender of an email.
width: The width of a document in points,
docRecipients: The name of a recipient of
i.e., the width multiplied by 72.
an email.
height: The height of a document in points,
docRecipientEmailAddresses: The email
i.e., the height multiplied by 72.
address of a recipient of an email.
length: The number of pages in a file or
docTitle: The title of a file. The title may be
length of a media file in seconds.
distinct from its name, e.g., a song title for
size: The size of a file in bytes, KB, MB, or
an MP3 file.
GB, e.g., size >= 50 MB.
docComment: The RTF-specific comments
wordcount: The number of words in the
for a file.
contents of a file.
docHeadline: A headline applied to some
charactercount: The number of characters
files. Rare.
in the contents of a file.
docSubject: The subject line from an email.
hits: The number of times a file has been
docDescription: The description found on
viewed or opened.
some files, typically images.
filename: The name of the file in the file
docKeywords: The PDF or RTF specific
system, including the file extension.
keywords for a file.
extension: The extension of a file, e.g., txt.
docOrganization: The company specified in
This also supports an Any Extension option
imported links or vCards from the Contacts
to filter filenames having or lacking an
application.
extension.
docCopyright: Copyright information in the
kind: Supports any, group, smartgroup,
metadata of a file.
tag, ordinarytag, grouptag, text,
docAlbum: The album information from
rtf, formattednote, markdown, html,
media metadata, e.g., MP3 files.
webarchive, xmlfile, propertylist,
docComposer: The composer information
image, pdf, quicktime, video, audio,
from media metadata, e.g., MP3 files.
bookmark, feed, news, script, sheet,
email, and other.

DEVONthink 3.9.6 Documentation, page 233

Item prefixes: These special prefixes are Thumbnail: Matches items with a
for state-based queries, like if items are thumbnail applied.
replicants or contains aliases. They all follow URL: Matches items with a URL set in the
the form of item:<specified state>, e.g., Info inspector.
item:locked.
Marked: Item states shown in the Flag
You can specify the state of items, i.e., is or is column in the item list, e.g., locked, can
not. The available options are as follows: be searched for. When choosing criteria
in the Advanced options of the toolbar
Replicated: Matches item that are
search, choose the Marked criterion. If
replicants.
using a raw query string, the search prefix is
Duplicated: Matches items that are
item:<specified state> and it's negated
duplicates.
form, item!:<specified state>. Here are
Indexed: Matches items that are indexed,
the marking options available:
not imported.
Pending: Matches items whose contents Flag: The flag state of a file. Supports
aren't downloaded and available. flagged or unflagged.
Tagged: Matches items with tags applied. Unread: The unread state of a file.
Supports read or unread.
The other option is specifying whether items
Locking: The locking state of a file.
do or don't contain a certain property. For
Supports locked or unlocked.
example, you can search for items containing
aliases and the item:<specified state> Dates: Dates are a very commonly used
syntax is also used. This includes the negated property in searches, for example, if you're
form. Here are the searchable properties: looking for a document you created two days
ago. Here are the date-based properties you
Aliases: Matches items with aliases.
can search for. See the Date Operators in the
Annotation: Matches items with an
next section for the syntax you can use with
associated annotation file.
these.
Comment: Matches items with a Finder
comment. additionDate: The date the file was added
Data: Matches items with child items, to the database.
e.g., a group with items contains data. An creationDate: The date the file was
empty group can be found via item!:data, created.
meaning the item does not contain data. modificationDate: The date the file was
Metadata: Matches items with metadata. last modified.
Reminder: Matches items with a reminder openingDate: The date the file was last
set. (See Annotations & Reminders) opened.
Script: Matches items with a script applied dueDate: The due date set in a Reminder
in the Info inspector. for a file.

DEVONthink 3.9.6 Documentation, page 234

Miscellaneous Properties: There are also of the attribute's name, prefixed with md. For
some a bit more esoteric attributes you can example, an attribute of Total Cost would
search for, like the number of attachments have a search prefix of mdtotalcost.
in emails, or the detected language of a
There are also two special prefixes you can
document.
use:
md_attachments: The number of
scope: This limits where you are searching.
attachments in an email or the number of
It supports selection (the current group
resources added to an RTFD file.
or database), referring to a database by
md_annotationcount: The number of
name (in quotes), and inboxes. If no scope
annotations set in a PDF file.
is specified, the search applies to all open
md_encrypted: The encrypted state of
databases. When used, scope: should be
a PDF. This is a Boolean value denoted
the last parameter in the query.
numerically, e.g., md_encrypted==1 when a
any: When used, this allows you to specify
file is encrypted.
whether to return results matching any of
md_incomingItemLinkCount: The number
the criteria. This can only be used when
of item links to a document from other
specifying more than one search prefix,
documents in DEVONthink.
e.g., tags and filename.
md_outgoingItemLinkCount: The number
of item links to other documents present in Example:
a document. additionDate>=2019-03-10
md_language: An abbreviation of the scope:selection
detected language in the contents of a file. tags:sync; methods scope:"Tech
For a list of values, select a language in the Stuff"
criteria and note the abbreviation to use. any: name:test OR imprint {any:
md_country: An abbreviation of the tags:blue; red}
country in the geolocation data for a file.
Sub-criteria searches: Yes, you may have
For a list of values, select a country in the
noticed in the last example a tags search in
criteria and note the abbreviation to use.
curly braces. This creates sub-criteria for the
md_zipcode: The postal code detected in
search. This obviously extends the search
the geolocation data for a file.
options to allow creating even more complex
md_area: The state, province, or region
forms.
detected in the geolocation data for a file.
md_locality: The city detected in the
PREFIX OPERATORS
geolocation data for a file.

Many times prefixes end with a colon, e.g.,

Custom Metadata: Any custom metadata
tags: but some use other forms, depending
attributes defined in See also p. 174ff are
on the available options in the criterion.
also available as search prefixes. The search
For example, words can "begin with" some
prefix you will type is a concatenated form
characters, but a size is greater or less than a

DEVONthink 3.9.6 Documentation, page 235

value. If you select a criterion you would see Number Matching: In addition to the == and
what options apply. Use the keys below to != operators, numbers can also use these
map the option to its operator. operators:

Matches, Is, Is Not: < is equal to the term is less than.

: is equal to the term matches. With strings- <= is equal to the term is less than or equal
based queries, it allows for wildcards to to.
be used. It is also used for state-based
> is equal to the term is greater than.
queries, like Kind. The negated form, :! is also
supported. >= is equal to the term is greater than or
equal to.
== is equal to the term is. This must be an
exact match of the search term. These can Example:
be used in strings and number-based queries. Word Count is less than 1000 →
The negated form, != is also supported. wordcount<1000
Size is greater than 10MB → size>10 MB
Example:
Hits is greater than or equal to 1 → hits>=1
Kind is Group → kind:group
Item is indexed → item:indexed Range Matches: For certain numerical
Item is not Replicated → item:! attributes, you can use a range matching
replicated syntax, attibute:lowerLimit-upperLimit.
Extension is XML Document → For example, wordcount:500-1000 matches
extension==XML files with between 500 and 1000 words.
Language is not English → language!=en This is identical to the longer form syntax
of wordcount>=500 wordcount<=1000.
String Matching: These are operators that are
Range matches can be used with: width,
used with string-based queries, like names or
height, duration, length, hits, wordcount,
text content. These queries also support:
charactercount, and size prefixes.
:< is equal to begins with.
Date Operators: These are operators used
:> is equal to ends with. with date-based queries, like the creation
date of files.
:~ is equal to contains. (The tilde is the
second key down on the top left of an English < is equal to the term before.
keyboard.)
<= is equal to the term before or on.
Example:
> is equal to the term later.
Subject begins with party →
docSubject:<party >= is equal to the term later or on.
Locality ends with field →
md_locality:>field
Name contains tech → name:~tech

DEVONthink 3.9.6 Documentation, page 236

:# is equal to the term within last number Date opened is not within last 5 days →
of days. The negated form, :!# is also openingDate:!#5days
supported. Date Due is not Today → dueDate:!Today

: is equal to the term is for date-based Date searching allows for some flexibility in
queries. Supported date options are Today, formats. Time is not a required parameter,
Yesterday, This Week, Last Week, This Month, but can be specified. These searches are all
Last Month, This Quarter, Last Quarter, This equivalent:
Year, and Last Year. The negated form, :! is
Example:
also supported.
additionDate>10 march, 2019
Example: additionDate>March 10, 19
Date Created is after January 31, 2019 → additionDate>2019-03-10 08:30:00
creationDate>=2019-01-31 -0500

TEMPLATES
DEVONthink comes with a number of built-in templates for general use. Use these templates to
add a task list, a quote, or whole group structure for project management to your database.

Templates are stored in the ~/Library/Application Support/DEVONthink 3/

Templates.noindex folder. In order to manage your templates, rename them, organize them
in subfolders, or delete them, you can quickly access this folder by selecting Data > New from
Template > Open Templates Folders. More templates are available by selecting Data > New from
Template > More Templates, or as extras in the Support Assistant or in the Extras sidebar.

A very useful thing you can do is add your own files to this folder, even if the files aren't directly
editable in DEVONthink. For example, you may have a specific Pages template you often use.
Open the template in Pages and save it into DEVONthink's Templates folder. Now you can add
documents to your database even more efficiently.

BUILT-IN TEMPLATES

DEVONthink comes with the following built-in templates, which serve as great examples of the
template feature.

Accounts & Passwords:

Email Accounts: Adds a sheet to record technical details of an email account details.
Online Account: Adds a sheet for storing website account details.
Serial Number: Adds a sheet for storing product serial numbers.

DEVONthink 3.9.6 Documentation, page 237

Classifications:

Decimal Filing System: Adds ten groups for the decimal filing system used by many 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: Adds a document that allows you to write notes in Cornell style on a topic of
interest. Available as Markdown or rich text documents.
Cornell Notes (Education): Adds a document that allows you to write notes in Cornell style for
a particular course and topic. Available as Markdown or rich text documents.
Lab Notes: Adds a document that allows you to create lab reports. Available as Markdown or
rich text documents.
References: Adds a sheet for recording citation information such a DOI, authors, journal,
publication year, etc.
Reference (from Bookends): Adds the reference selected in Bookends to your database.
Reference (from Endnote): Adds the reference selected in Endnote to your database.
Quotes: Adds a sheet for recording quotes along with the author, source, comments, etc.
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.
Articles: Adds a sheet for keeping track of articles.
Booklets: Adds a sheet for keeping track of booklets.
Books: Adds a sheet for keeping track of books.
Manuals: Adds a sheet for keeping track of manuals.
Proceedings: Adds a sheet for keeping track of proceedings.
Technical Reports: Adds a sheet for keeping track of technical reports.
Theses: Adds a sheet for keeping track of theses.
PubMed: Runs a query in PubMed and adds the resulting documents formatted as rich text
documents to your database.

Productivity:

Daily Journal: Adds Journal group with month and day subgroups, containing a file with a
daily quote, some news headlines, and space to write your thoughts. This template is a good

DEVONthink 3.9.6 Documentation, page 238

 example of smart templates. The journal is available in two separate templates: Text (rich text)
and Markdown.
Note: Adds a new note. If the clipboard contains text, it is automatically inserted.
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.
Weekly Review: Adds a formatted note displaying checklist items and space to review the
week.

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.

Smart Groups:

Email ... Videos: Adds smart groups displaying documents of a given kind.
Due or Flagged: Adds a smart group displaying flagged items or items with a due date this
week.
Last ...: Adds smart groups displaying documents modified within a given period.
Documents with Annotations: Adds a smart group displaying files with annotations, e.g.,
highlights.
Large Documents: Add a smart group displaying documents larger than 5 MB.
PDF (not searchable): Add a smart group displaying all PDF documents that don't contain
machine-readable text.
Star Ratings (1-5): Add a smart group displaying items with a rating of one or five stars.

Toolbar: By default this contains no templates. Add your own templates to ~/Library/
Application Support/DEVONthink 3/Templates.noindex/Toolbar. These can be added to
the DEVONthink windows using View > Customize Toolbar.

Note: Some of the included templates are just simple files. Others are smart templates,
packages that contain assets and scripts that provide powerful template generation. See the
Automation chapter for more information on them.

DEVONthink 3.9.6 Documentation, page 239

METADATA Recipients
Recipient email addresses
DEVONthink stores a large number of
Email addresses
metadata fields internally when importing
documents from the file system, e.g., from Media and Publication Metadata:
PDF, RTF, MP3, EXIF/IPTC, HTML, and email
Album
messages as well as from all files that deliver
Composer
metadata through the Spotlight metadata
Contributors
importer. Here's a partial list of theoretically
Publishers
supported fields:
Editors
Organizations
FILE METADATA

MultiMarkdown Metadata:
General Metadata:

title
Title
description
Headline
author
Subject
comment
Creator
subject
Producer
organization
PDF Metadata: keywords
publisher
Author
email
Title
copyright
Subject
generator
URL
dc.title
Keywords
dc.creator
RTF Metadata: dc.subject
dc.description
Author
dc.rights
Title
dc.contributor
Comment
dc.keywords
Subject
dc.publisher
URL
og:title
Keywords
og:description
Organization
geo.position
Copyright
ibcm

Email Metadata:

Authors
Author email addresses

DEVONthink 3.9.6 Documentation, page 240

CUSTOM METADATA Multi-line Text: Enter a small paragraph of
text. Line breaks can be typed by pressing
Another powerful feature of DEVONthink
Option-Return.
is custom metadata fields. Specified in the
Rich Text: Same as Multi-line text but
Preferences > Data, you can define fields that
supports basic formatting, e.g., bold or
are meaningful to you, your company, your
italic text.
research group, or even your family!
Set: Similar to the Single-line text, this

When you create a custom metadata shows a dropdown with values pre-defined

field, you give it a name. DEVONthink uses for the field in the Data preferences.

this name to create an identifier for use However, new values can't be entered

in automated processes. This identifier outside the preferences.

is created automatically and cannot be URL: Accepts any valid URL, including

changed. filesystem URLs.

Link: A special dropdown that allows you to
Data Types: When you define a custom field,
choose an item in your databases. a link for
you choose a data type for it. So what's a
the chosen item is used.
"data type"? It's simply a kind of a value; like
"a" is a character and "42" is a (the!) number. Note: The Countries and Languages lists

The following data types are supported, are lengthy, but not necessarily exhaustive.

including any interface items associated with For Multi-line Text and Rich Text, only one

them, e.g., checkboxes or dropdown menus: line will be displayed in its column in the
item list.
Boolean: This is a true or false value.
Displayed as a checkbox. Predefined Custom Metadata: In Preferences

Countries: A dropdown menu providing a > Data, we have provided some custom

list of country names. metadata fields to get you started. These are

Languages: A dropdown menu providing a ready to use and explore and serve as great

list of languages. examples of the data types discussed above:

Integer: A whole number, e.g., with no

Date
fractional part, like 17.
Company
Decimal Number: A fractional number,
Author
represented with a decimal point.
Abstract
Date: Can be specified as Date & Time or
Status
Date.
Serial Number
Identifier: Any alphanumeric value,
ISSN/ISBN
specified as needed, e.g., a customer or
Digital Object Identifier (DOI)
patient number.
PubMed ID
Single-line Text: A dropdown providing a
PMC ID
list of terms you defined for the field in the
Barcode
Data preferences. You can also type in a
Format
new value.

DEVONthink 3.9.6 Documentation, page 241

 Category creating templates in external application
Subcategory or using the import template AppleScript
Genre command:
Country
Name: The name or title of the document.
Language
%recordName%
Price
Proposed Name: A suggested name derived
Tax
from a document's title or from the first
Tip
line of the document if no title is present.
Decimal
%recordProposedName%
Name Without Date: Returns the filename
PLACEHOLDERS after parsing out any detected dates.

One of the most powerful features of %recordNameWithoutDate%

DEVONthink is the ability to insert data Aliases: Any aliases applied to the

dynamically. A placeholder is a bit of code document. %recordAliases%

DEVONthink interprets when used in these Finder Comment: Any Finder comments

scenarios, replacing it with a specific value. applied to the document. %recordComment

You may have an imprint with a Name %

placeholder defined in the title. When the File Name: The filename in the file system.

imprint is used on a PDF, the placeholder is %recordFilename%

converted to the name of the file! File Extension: The extension

of the document's filename.
To extend the possibilities even further, %recordPathExtension%
you can combine static text and multiple Kind: The kind of the file, e.g., group or rich
placeholders to achieve truly custom results. text document. %recordKind%
You can use these in smart rules and the URL: The URL in the Info pane. %recordURL
command Tools > Batch Process, in alarms %
on Reminders, custom imprints on images Item Link: The unique URL of the
and PDFs, and in templates for creating document. %recordLink%
WikiLinks documents. However, please be Location: The location in the database; e.g.,
aware not all placeholders can be used in all /Inbox/Research. %recordLocation%
those situations. For example, you can't use Tags: Tags applied to the document.
the Location placeholder in a template as the %recordTags%
document doesn't have a location until after #Tags: Tags applied to the document but
it's created. Testing is strongly encouraged. returned as hashtags. %recordHashTags%

Below is a list of placeholders currently

available. Following each description is the
raw placeholder that can be used when

DEVONthink 3.9.6 Documentation, page 242

Index: This is a number that increments Incoming Item Links: The number
based on the number of items being of documents containing item
processed by a smart rule. %recordIndex% links to the active document.
Counter: Similar to the Index, this is %record_incomingItemLinkCount%
a zero-padded incrementing number. Outgoing Item Links: The
%recordCounter% number of documents linked
Document Amount: This is an amount to in the active document.
detected in the name or content of %record_outgoingItemLinkCount%
documents, like receipts or invoices. Often Language: An abbreviation of language
used with smart rules. %documentAmount% detected in the document's indexed
Document String: This is a string contents. %record_language%
detected in the name or content of Country: The country in the geolocation
documents. Typically used with smart rules. data for a document. %record_country%
%documentString% Postal Code: The postal code derived from
Digital Object Identifier: The unique digital the geolocation data for a document.
object identifier of the active document, if %record_zipcode%
available. %digitalObjectIdentifier% Administrative Area: This is state, province,
Bates Number: Inserts a Bates number. or region in the geolocation data for a
%recordBatesNumber% document. %record_area%
Page Count: The total number of pages in Locality: The city in the geolocation data
the document. %recordPageCount% for a document. %record_locality%

Group Name: The name of the group Tab: A tab character. %tab%
containing the document, e.g., /001/a/b/ Line Break: A line break (return) character
myfile.txt would report b as the group for multi-line text. %newline%
name. %groupName%
Date Placeholders: There are several types of
Top Group Name: The name of the top level
date-specific placeholders to choose from.
group in the root of the database, e.g.,
You can choose from several built-in formats,
/001/a/b/myfile.txt would report 001 as
e.g., the short date, or create your own with
the top group name. %topGroupName%
individual date component placeholders.
Database Name: The name of the database
Due to the repetition of date placeholders,
containing the document. %databaseName%
the raw value of every individual placeholder
Database Path: The filesystem path of the
isn't listed here. However, below are the date
database. %databasePath%
component raw values. Note some formats
Attachments: The number of attachments will resolved relative to your geographic
in a document, e.g., a rich text document or location, e.g., Jan 1, 2000 for the medium
email. %record_attachments% date would be common in the US.
PDF Annotations: The number of
annotations in the active document.
%record_annotationcount%

DEVONthink 3.9.6 Documentation, page 243

 01/01/2000: The short date format. Document Date: This is a date detected in
%shortDate% the document's contents, e.g., in a receipt.
Jan 1, 2000: The medium date format. For PDFs only the first four pages are used.
%date%. documentDate…
2000/01/01: The ISO date format. Newest/Oldest Document Date: The
%sortableDate% newest or oldest date detected in the
Saturday, Jan 1, 2000: The long date document. For PDFs, only the first four
format. %longDate% pages are used. newestDocumentDate… and
11:59:59 AM: The current time shown in oldestDocumentDate…
12 or 24 hour format, depending on your
Note: When using the raw values for
system settings. %time%
the date types, e.g., modification date,
12 hours, 43 minutes, and 12 seconds:
note the date component's raw value will
A custom time format made with text
start with a capital letter. For example,
and the following placeholders. %hour%,
use %recordCreationShortDate% not
%minute%, and %second%
"%recordCreationshortdate%".
01: The zero-padded number of the date.
%day% Clipboard: Inserts plain text content from
Saturday: The name of the day. %weekday% the clipboard. %clipboard%
01: The zero-padded number of the month. Clipboard Styled: Inserts rich text content
%month% from the clipboard. %styledClipboard%
January: The name of the month. Clipboard Link: Inserts a link from rich text
%monthname% content on the clipboard. %clipboardLink
2000: The full year. %year% %
Predefined Author: This is the Author
Listed below are the supported date types
specified in DEVONthink's Preferences >
with their raw value provided. Prefix the raw
Editing. %author%
value with a date component as shown in the
Username: The shortname of the current
example below.
macOS account. %username%
Example: Full Username: The longname of the
%newestDocumentDateLongDate% current macOS account. %fullUsername%
Organization: This is the company name, if
Current Date: Today's date. There is no
defined by the (Me) contact card in macOS
prefix to the raw placeholders for current
Contacts. %organization%
date.
Email Address: The primary email address,
Addition Date: The date the item added to
as defined by the (Me) contact card in
the database. recordAddition…
macOS Contacts. %emailAddress%
Creation Date: The date the item was
Host: The hostname of the machine. %host
created. recordCreation…
%
Modification Date: The date the items was
last modified. recordModification…

DEVONthink 3.9.6 Documentation, page 244

Properties: Some files have specific Composer: The composer information
properties, e.g., the author of an email. from media metadata, e.g., MP3 files.
These are displayed in the Info > Properties %kMDItemComposer%
inspector. Here are properties with supported Creator: The process or application used to
placeholders with their raw value. create a file. %kMDItemCreator%
Producer: The producer of a file, usually
Author: The name of the sender of an
applied to media files. %kMDItemProducer%
email. %kMDItemAuthors%
From: The email address of the sender of A more extensive listing other types of
an email. %kMDItemAuthorEmailAddresses metadata can be found in the Metadata
% section of this appendix.
Recipient: The name of a recipient of an
Custom Metadata: This menu lists any
email. %kMDItemRecipients%
custom metadata fields applied to the file.
To: The email address of
In order to use raw placeholders, add the
a recipient of an email.
md prefix to the identifier of the custom
%kMDItemRecipientEmailAddresses%
attribute as shown in the Data preferences.
E-mail: Email addresses detected in a
For example, mddoi for the Digital Object
document. %kMDItemEmailAddresses%
Identifier attribute.
Title: The title of a file. The title may be
distinct from its name, e.g., a song title for
an MP3 file. %kMDItemTitle% SMART RULE EVENTS AND
Comment: The RTF-specific comments for ACTIONS
a file. %kMDItemComment%
Smart rules in DEVONthink provide many
Headline: A headline applied to some files.
powerful actions and events that can trigger
Rare. %kMDItemHeadline%
these actions. Below is a list of the available
Subject: The subject line from an email.
options for both.
%kMDItemSubject%
Description: The description found
EVENTS
on some files, typically images.
%kMDItemDescription% When an action is triggered is almost as

Keywords: Keywords typically important as the action itself. Actions can be

applied to PDF, rich text, or images. triggered when any of these events occur:

%kMDItemKeywords%
On Demand: Run only when Apply Rule is
Organization: The company specified in
selected in a contextual menu or Tools >
imported links or vCards from the Contacts
Apply Rules.
application. %kMDItemOrganizations%
On Startup: Runs when DEVONthink
Copyright: Copyright information in the
launches.
metadata of a file. %kMDItemCopyright%
Before Synchronization: Runs all actions
Album: The album information from media
before DEVONthink begins synchronizing
metadata, e.g., MP3 files. %kMDItemAlbum%
to any sync location.

DEVONthink 3.9.6 Documentation, page 245

After Synchronization: Runs all actions On OCR: Runs after an OCR operation has
after DEVONthink completes synchronizing completed.
to any sync location, i.e. all uploads, On News: Runs when an RSS feed refreshes
downloads, and changes are committed. and receives new articles.
On Quit: Runs when DEVONthink quits.
On Upload: Runs when an item is uploaded
Every Minute: Runs the specified actions through DEVONthink's web server.
every minute.
On Open: Runs when a matching item is
Hourly/Daily/Weekly: Runs the specified
opened in a new document window or
actions on an hourly, daily, or weekly
viewed in a main window.
schedule.
On Open Externally: Runs when a matching
On Workdays: Runs on Monday through
file is opened in an external application.
Fridays.
On Launch URL: Runs when the URL
On Weekends: Runs on Saturday or Sunday.
associated with the item is launched.
On Creation: Runs when a new document On Reminder: Runs when an alarm set on a
is created in the specified location. To matching item's Reminder comes due.
trigger actions when taking notes or screen
On Renaming: Runs after matched items
captures with the Sorter, choose Via
are manually renamed.
Sorter.
On Labelling: Runs when a label is added to
Before Saving: Runs before saving a
or changed on an item.
matched document.
On Flagging: Runs when an item is flagged.
After Saving: Runs after saving a matched
On Moving: Runs when matched items are
document.
moved to the specified location.
On Imprinting: Runs when any matched
On Classifying: Runs when matching items
document has been imprinted.
are classified by DEVONthink.
On Import: Runs when documents are On Tagging: Runs when matched items are
added to the specified location. tagged
On Clipping: Runs when documents On Replicating: Runs when matched items
are added via clipping, e.g., via menu are replicated.
commands, the Sorter, DEVONagent, On Duplicating: Runs when matched items
bookmarklets, or AppleScript. are duplicated.
On Download: Runs when items are On Convert: Runs when an item is
downloaded via DEVONthink's Download converted to a new format.
Manager. On Moving into Database: Runs when
On Scan: Runs after a scanning operation indexed items are moved into the
has completed. database, becoming imported items.
On Moving to External Folder: Runs when
imported or created items in a database

DEVONthink 3.9.6 Documentation, page 246

 are moved to external locations, becoming the name of a group you've defined in your
indexed items. contacts.
Add to Reading List: Add the matched
You can and and remove multiple event
items to the Reading List.
triggers by pressing the + or - buttons. Fox
example, you could use an On Import and Open: Opens in a document window, a file
an On Moving event trigger to act on files that triggered or was produced by a smart
imported or moved into it. rule.
Open Externally: Open the matched file in
ACTIONS the system default application.
Launch URL: Open the URL associated
The power in smart rules is the actions.
shown in the Info Inspector & URL.
DEVONthink provides actions that cover
Check Bookmarks: Checks the URL of the
simple tasks, e.g., prefixing a filename, all the
matched items. Any issues with the URL
way to ultra-powerful AppleScript injection
are reported in the Log window or the Log
via external or embedded scripts. Since you
popover.
can chain multiple actions together, the
Apply Rule: Perform the actions of another
possibilities are nearly endless. Here's a list of
smart rule on items passed by the current
available actions:
smart rule. The items passed by the initial

Bounce Dock Icon: Causes DEVONthink's smart rule must match the criteria of the

dock icon to bounce. This will only trigger second smart rule to trigger it. This can be

when DEVONthink isn't the active useful after performing smart rule actions

application. like OCR or executing scripts, helping to

Display Notification: Shows a message avoid redundant or scheduled smart rules.

via the Mac's Notification Center. Apply Script: Run a script on the

Notifications need to be enabled in System matched items. Choose a script from

Preferences > Notifications for Display installed External scripts. Or choose

Notification to operate correctly. AppleScript/JavaScript and write your

Display Alert: Shows a message in an alert code in the embedded script editor popup.

window. Embedded scripts are only available to the

Speak Text: Using your computer's voice smart rule they are created in. See also p.

synthesis, it will speak the message you 209ff

specify.
Item scanning: The next two actions allow
Play Sound: Plays a selected system alert
you to scan the name or text of a document
sound.
and use the results when found. Each of the

Send Mail: Enter email addresses to send actions also has a parameter you specify

the matching items. This can be a comma- for the type of data you're scanning for.

delimited list of addresses, names, or enter These actions and parameters can be used
with subsequent actions that support
placeholders, e.g., Scan Text: Date →

DEVONthink 3.9.6 Documentation, page 247

Document Date with Change Modification Using the String parameter, Invoice *
Date. If the action returns no results, actions would capture 0012345 in a file named
using the results will not be executed. Invoice 0012345..
However, unrelated actions in the smart rule Using the Date parameter, * would
chain will be executed normally. capture the date in a file named
2020-01-01.
Scan Name: Scans the name of the file.
Using the Amount parameter, $* would
Scan Text: Scans the contents of the file.
capture the dollar amount detected.

The following four parameters are used with Using the Regular Expression parameter,

the Scan Name and Scan Text actions. With Bill To: ([A-Za-z0-9 ,]+) would

String, Date, and Amount, a prefix and/or capture the name of the person or

suffix before/after the wildcard has to be company billed. \1 would be used in the

specified. subsequent action.

String: An asterisk (*) wildcard specifies Change Name/Aliases/Comment/Label/

data to be captured. Other terms added Rating: Change the specific attribute of

will be used to help located the desired the matched file. For items with an existing

string. In subsequent actions, use the attribute, e.g., a comment, a placeholder

Document String placeholder to represent will preserve the existing value.

the captured string. Mark: Toggle the state of read/unread,

Date: Similar to String parameter, use the flagged/unflagged, and locked/unlocked.

desired format of the Document Date Note you change more than one of these

placeholder to represent the captured attributes with one action, but you can

string in subsequent actions. chain more than one Mark action in the

Amount: Similar to String parameter, smart rule.

use the desired format of the Document Change Creation/Modification Date:

Amount placeholder to represent the Change the creation or modification date

captured string in subsequent actions. of matched files to: current, addition,

Regular Expression: Items in parentheses creation, modification, or the document

are captured; items outside parentheses date.

are ignored. You can specify multiple

Add Tags: Add tags to the matched files.
captures in an expression. Using the
As you type, tags from all open databases
captured text in subsequent actions is
will be suggested. Press the comma key to
specified by using backslash, \, and the
commit the tag.
number of the capture, starting at 1. Note
Add Tags from Document: Adds existing
we use Apple's NSRegularExpression which
tags if they are detected in the matched
supports the ICU regular expression syntax.
document's contents.

Example: Remove Tags: Removes specific tags you

enter.

DEVONthink 3.9.6 Documentation, page 248

Remove All Tags: Removes all tags from the Convert: Attempts to convert files
items. into plain/rich text, formatted notes,
Tags: Adds or converts tags to matched Markdown, HTML, web archive, or PDF.
documents from these commands: Convert & Continue: Converts files and
Convert HashTags, Convert Keywords, applies subsequent actions to the copies.
Convert Properties, Convert Geolocation, Thumbnails: Adds, updates, or removes a
Add Vision Suggestions to Images, and matched file's thumbnail.
Scan Barcodes. (See the View menu for
OCR: This will perform OCR on a file, if
more information on these options.)
possible. Choose a format to generate
Move/Replicate/Duplicate: Move, replicate, a new file in the selected file type. Note
or duplicate a matched file to a chosen the file type selected will override the
location. option set in Preferences > OCR > Convert
Duplicate & Continue: Duplicates matched incoming scans to. Choose Apply to
files and applies subsequent actions to the convert a matched file directly to a PDF
copies. with OCR. This action does not generate
new files.
File: Allows you to file items into a group.
Imprint: Apply the selected imprint to any
Specify subgroups using a forward slash,
matching files, if possible.
e.g., 2019/DEVONtech would create or file
Custom Metadata: If you have specified
into the DEVONtech subgroup of a 2019
custom metadata fields, you will have
group in the current group. You can use
options to change values with an action.
placeholders to define the location.
For example, if you had a Boolean field
Classify: Using our AI, this will attempt
named "Done", you could have the action
to move any matched files to an apropos
set this field to true when the action is
location. Failures to classify files are noted
triggered.
in the Log window.
Move to Trash: Move the item to the
Move Into Database: Moves indexed items
database's trash. The items are not
into the database, essentially importing
removed from the database until the trash
them. Note this removes the file from the
is emptied.
original location in the filesystem.
Delete: Be very cautious with this option.
Move To External Folder: For an item
Delete truly deletes a file. It is not sent to
located in an indexed group, this moves the
the database's trash. It is not sent to the
file to the indexed folder in the Finder.
Finder's trash. It is completely deleted.

SCRIPTS
Below is a list of the DEVONthink supplied
scripts, segregated by the menu items in the
Script menu:

DEVONthink 3.9.6 Documentation, page 249

Comments: Download:

Append Selected Text: Adds the selected Linked Images of Page: Adds linked images
text to the comments of the current of a displayed web page to the database.
document. Images of Page: Adds the images of a
Assemble: Collects the comments of the displayed web page to the database.
selected documents and creates a new Links of Page: Adds links contained on a
document listing them. displayed web page to the database.
Convert to Tags: Converts the tag Download as…: Converts bookmarks to
contained in the comments field to real one of these formats: Formatted Notes,
tags if the comments field of the selected HTML Pages, PDF Documents (One Page or
document contains tags separated by Paginated), and Web Archives
commas.
Edit:
Speak: Speaks the comments of the
selected documents. Count Characters: Counts the characters
in the current selection.
Data:
Count Words: Counts the words in the
Move Duplicates to Trash: Moves all current selection.
duplicates of the selected document to the Replace text in documents: Enter text
trash. to find and replace in plain and rich text
Find & Remove Similar Contents: Finds and documents.
removes similar documents.
Execute:
Group With Duplicates: Creates a group
with duplicates of the selected documents. AppleScript: Executes an AppleScript
Group With Replicants: Creates a group script.
with replicants of the selected documents. Perl: Executes a Perl script.
Verify & Optimize Databases: Runs a Shell: Executes a shell script.
verification on all open databases and
Export:
optimizes them if they verify successfully.
Errors are alerted and logged to Window > Listing: Saves a UTF-8 text file containing
Log. a text listing of the names of all contents/
Check file integrity of databases: Runs a groups of the current database.
checksum comparison on all items in open Daily Backup Archive: Creates a
databases to check for any discrepancies compressed backup (.Zip) of the current
in the current and stored values. Errors are database in ~/Backup. All backups are
alerted and logged to Window > Log. include a datestamp in the filename for
easy tracking and identification. These
can be useful for copying to external
media or uploading to a cloud service
as a secondary backup strategy. Note:

DEVONthink 3.9.6 Documentation, page 250

 When using this script with an encrypted Scale to 200%: Scales the image to 200
database, the database will be compressed percent.
in an unencrypted state. Scale to 50%: Scales the image to 50
percent.
Feeds:
Import:
Nature -- Hubble News: Downloads the
latest Hubble news. Del.icio.us: Imports your del.icio.us
iTMS -- Added Albums: Downloads covers bookmarks. The descriptions are used to
of albums recently added to the iTunes name the imported bookmarks; the notes
Music Store. and the tags are added to the comments.
If the keychain does not contain a key for
Format:
del.icio.us, dialogs pop up allowing you to

Body Normal: Formats selected text as enter the user name and password.

"Body Normal". Man Page: Imports a UNIX manual page as

Body Small: Formats selected text as a PDF document.

"Body Small". Perldoc: Imports the documentation of Perl

Header Capitalized: Formats selected text pages, modules, functions, or programs.

as "Header Capitalized".
Reminders:
Header Main: Formats selected text as
"Header Main". Add as Event to Calendar: Adds a new
Header Secondary: Formats selected text event to Calendar linking back to the
as "Header Secondary". selected item in DEVONthink.
Source: Formats selected text as "Source". Add as To Do to OmniFocus: Adds
Reset Spacing: Resets the line and the selected item as a to-do item to
paragraph spacing of selected rich text. OmniFocus.
Add as To Do to Reminders: Adds
Images:
the selected item as a to-do item to

Copy Info to Comment: Copies basic image Reminders.

info to the comment field. Add as To Do to The Hit List: Adds the

Flip Horizontal / Vertical: Flips the image selected item as a to-do item to The Hit

horizontally/vertically. List.

Rotate Left / Right: Rotates the image Add as To Do to Things: Adds the selected

left/right. item as a to-do item to Things.

Landscape to Portrait: Rotates only

Note: These are scripts for integrating with
landscape images to portrait.
external applications. For scripting internal
Portrait to Landscape: Rotates only
reminder scripts, see the Reminder Scripts
portrait images to landscape.
section of the chapter about automation.
Scale to 1024 pixels: Scales the image to
1,024 pixels.

DEVONthink 3.9.6 Documentation, page 251

Rename: Thumbnails:

Append Selected Text: Appends the Flip Horizontal / Vertical: Flips the
selected text to the title of the currently thumbnails of selected documents
selected item. horizontally/vertically.
Replace Text: Replaces a text passage in Rotate Left / Right: Rotates the
the titles of selected documents. thumbnails of selected documents left/
To Webpage Title: Sets the titles of the right.
selected documents to the names of the Landscape to Portrait: Rotates only
web pages pointed to by their URL fields. landscape thumbnails to portrait.
To Subject: Sets the titles of the selected Portrait to Landscape: Rotates only
documents to the subject lines of the email portrait thumbnails to landscape.
messages if the selected documents are
Note: While these scripts work with all
email messages.
image formats including PDF, they should
Sheets: not be used for PDF documents. They will
only work on the first page of the PDF and
Add Multiple Records: Adds up to 999
destroy all embedded metadata.
empty records to a sheet.
Column Sum&Mean Value: Calculates the Caching: All scripts in the Scripts menu
sum and average of a table column. are cached, meaning their properties are
Row Sum&Mean Value: Calculates the sum persistent until you quit and relaunch the
and average of a table row. application or DEVONthink automatically
Check sums in last column: Checks the updates the menu, e.g., after adding or
sums in the last column on validity. removing scripts.

Tabs:
WEB SITE EXPORT TEMPLATES
Open Bing: Open a new tab for the Bing
For exporting selected groups or files as
search engine.
a web site, DEVONthink uses templates
Open Google: Open a new tab for the
available in ~/Library/Application
Google search engine.
Support/DEVONthink 3/Websites/ to
Open Location: Open a new tab for a
create HTML files from documents. You
location you specify.
can choose the template in the save dialog
Note: The last script does no URL that appears when you use File > Export > as
validation, though DEVONthink's dictionary Website.
makes it possible to script this too.
In the markup of HTML templates, the
following placeholders can be used:

%charset%
%comment%

DEVONthink 3.9.6 Documentation, page 252

 %content% The above command activates the preference
%databasePlusLocation% with the key "ShouldScaleAttachedImages".
%modification% Change TRUE to FALSE to deactivate it. Use
%stylesheet% any of the preferences keys below to activate
%title% or deactivate them.
%url%
Some hidden preferences allow specifying
%tags%
a numeric value, e.g., CounterDigits. These
These placeholders will be replaced with types of preferences also need to be set via
actual information during the export. a Terminal command. Use the -int argument
The placeholders will only be replaced in before specifying the number, like so:
documents that are converted to HTML
Terminal:
during export, namely plain text, rich text,
Microsoft Office/OpenOffice documents, $ defaults write com.devon-

scripts, chat logs, and sheets. technologies.think3 CounterDigits -int 3

There is a special preference to

HIDDEN PREFERENCES allow DEVONthink to detect other
plain text formats as plain text:
There are a few settings in DEVONthink that
"AdditionalPlainTextExtensions". As it
you cannot set through the Preferences
replaces the list of additional plain text
window. Most of them are intended to
extensions we recommend that you read the
facilitate customer support but they might
current list first (empty by default) before
be interesting for you as well.
adding your own to the end of the list.

HOW TO ACCESS THE HIDDEN Terminal:

PREFERENCES
$ defaults read com.devon-

All hidden preferences are simple on/off technologies.think3

AdditionalPlainTextExtensions
switches. You set and unset them using the
"defaults" command in the Terminal. To set 2014-07-31 08:25:27.101
preferences via the Terminal DEVONthink defaults[21950:3312262] The domain/

must not be running or it will overwrite your default pair of (/Users/eb/Library/

Preferences/com.devon-technologies.think3
changes when you close it.
AdditionalPlainTextExtensions) does not

To set a preference using the Terminal, noting exist

the commands are case-senstive, they are # This "error" shows there are no
written like this: additional formats specified.

Terminal: $ defaults write com.devon-

technologies.think3
$ defaults write com.devon- AdditionalPlainTextExtensions -
technologies.think3 string .otl.todotxt
ShouldScaleAttachedImages -bool TRUE

DEVONthink 3.9.6 Documentation, page 253

 $ defaults read com.devon- DisableFileCoordination: DEVONthink no
technologies.think3
longer uses file coordination, registering
AdditionalPlainTextExtensions
its interest in certain files and waiting for
.otl.todotxt replies. This can cause very long delays if
the coordinating process isn't responding
AVAILABLE HIDDEN PREFERENCES KEYS quickly.
DisableFinderTags: DEVONthink no longer
AdditionalPlainTextExtensions: Adds
imports or exports Finder tags.
additional plain text extensions, separated
DisplayGroupsInPreviewPane: DEVONthink
by dots.
will display the contents of selected
AVSkippingInterval: Specify the numbers
groups, smart groups, and feeds in the
of seconds to skip forward or backward
view/edit pane of main windows. The
when using the right and left arrow
preview only displays files, not groups.
keys with Shift held in audio/video files.
DisableHighlightColorMapping: Uses the
Seconds are specified as an -int, e.g., -int
same colors when highlighting documents
5. The default is 15 seconds.
in dark and light mode.
AdditionalXMLExtensions: Adds additional
DisablePDFValidation: Disables validating
XML file name extensions, separated by
PDFs created by merging, converting, or
dots.
clipping.
BatesNumberDigits: Specifies the number
DisablePreprocessedClipping: Disable
of digits used for the placeholder.
additional processing of a web page's
CounterDigits: Specifies the number of
content before sending the clipped file to
digits used for the placeholder.
DEVONthink.
DatePlaceholdersWithoutLeadingZeros:
DisableRelativeDates: Disable displaying
Disables date and time placeholders from
relative dates, e.g., "Today" in the item
using prefixing zeros.
list. This will instead always show absolute
DisableActivityWindow: Disables
dates, e.g., "2023.02.14".
automatically showing/hiding of the
DisableTagAutocompletion: Disable
Activity window.
displaying the popup of tag suggestions
DisableAutomaticDeconsolidation:
when entering tags, e.g., in the Tags bar.
Inhibits items added to indexed groups in
DontAutomaticallyEnableOperatorsOptions:
DEVONthink from automatically moving
After a toolbar search, disables
out to the indexed Finder folder.
automatically enabling the Operators &
DisableAutomaticUpdatingOfIndexedItems:
Wildcards option in the Search inspector.
Disables automatic updating of indexed
DontSetFindPboard: Disable using macOS'
items.
shared pasteboard, avoiding search terms
DisableBadgeLabel: Disable the badge label
from being automatically used in other
on DEVONthink's Dock icon.
applications.
DisableFileSystemEvents: DEVONthink no
EnableApplicationFiles: Applications can
longer listens to file system events.
be imported/indexed.

DEVONthink 3.9.6 Documentation, page 254

EnableAutomaticConsolidation: Indexed MonospacedSidebarFont: Use a
items moved to a non-indexed location monospaced system font in the sidebars of
in the database will be moved from their main windows.
Finder location as an imported item. MonospacedViewFont: Use a monospaced
EnableFSEventLogging: Enables logging of system font in the item list of main
filesystem events when requested by our windows.
support team. It should not be needed for PersistentSortingOfSearchResults: Retains
general use. the last sort method used in database
EnableEvernoteRTFDImport: Enable this to search results.
import notes from Evernote notebooks as PlainTextIsMarkdown: Treat all plain text
rich text files. files as markdown.
EnableSearchFieldAutocompletion: Enable RawMarkdownPasting: When pasting
this to have DEVONthink attempt to rich content into a Markdown file, the
complete search strings as you type them formatting is converted to Markdown.
in the toolbar search field. Note this option Enable this to ignore formatting and paste
only works when the search options Live as raw plain text.
while typing and Partial matches while RawOPMLImport: Imports .opml files as
typing are disabled. (See also p. 86ff ) native files instead of parsing and creating
ForceEditablePDFs: Some PDFs contain groups, feeds, etc. from them.
objects that are problematic for Apple's RichNotesWithoutAttachments: Services
PDFKit. DEVONthink opens these files in create RTF instead of RTFD.
a read-only state. Enable this option to ShowAdditionalInfoInPathBar: Shows
disable this behavior and open all PDFs as some details about the selected item in the
editable. Note: This does not eliminate the Information Bar.
potential for problems with certain PDFs. SyncDebugLog: Enable additional sync
IndexRawMarkdownSource: Index the logging for debugging.
source code of Markdown files instead of UsePDFDocumentDates: Use the PDF's
the rendered content only. internal metadata dates instead of the
MaximumNumberOfRecentDestinations: filesystem dates when importing and
Specify the number of recent destinations setting creation and modification dates.
shown in the Recent Destinations section WindowToolbarStyleExpanded: Enable the
of the contextual and popup menus, e.g., in expanded toolbar style on macOS Big Sur.
the Move To popover. The default value is This shows the title bar above the toolbar
10. instead of the new unified default style.
MaximumNumberOfRecentSearches:
ServerDebugLog: Enable additional logging
Specify the number of recent searches
for debugging DEVONthink's webserver.
available in the toolbar search field or the
WebServerSession: Specify the duration of
Search inspector. The default value is 10.
a user session in DEVONthink's websharing.
The duration is specified in seconds as an -

DEVONthink 3.9.6 Documentation, page 255

int, e.g., -int 600. The default duration is Note: These hidden preferences could be
1800 (30 minutes). changed or removed with any update.

DEVONthink 3.9.6 Documentation, page 256

 READ ME

IN THIS CHAPTER This chapter contains the version history of

DEVONthink, our end user license agreement
Version History 257
(EULA), and credits.
License Agreement 282
Credits 285

VERSION HISTORY
New Improved Fixed Removed

VERSION 3.9.6

Today's maintenance release addresses a few small issues discovered after the previous release.
A regression kept global smart groups from updating automatically. Splitting PDFs didn't modify
the initial document. And renamed favorites didn't always retain the change after relaunching.

We also added a few improvements too. HTML formats now support using Paste with Source
Link. It's easier to change the font of PDF text annotations and automatic naming of merged
or grouped items better supports prefixing numbers. We also made several modifications to
improve reliability, including that of our sync engine.

Added a new hidden preference DatePlaceholdersWithoutLeadingZeros to disable using

prefixing zeros with date or time placeholders.

Email messages that may not have displayed properly in Best Alternative view due to their
internal line endings render better.
You can now use the Edit > Paste with Source Link command in HTML, formatted notes, and
webarchives.
Missing or empty Finder comments are ignored when updating indexed items, both manually
when using File > Update Indexed Item or after filesystem events, if the current internally
stored comment of the indexed item exceeds the size limit of Finder comments or if
the indexed item is stored on a network volume which might not reliably support Finder
comments.
Merged documents or grouped items better support automatic names beginning with
numbers.
DEVONthink detects updates for add-ons more reliably.
The date-specific submenus in Insert Placeholders only include time-based placeholders when
applicable.

DEVONthink 3.9.6 Documentation, page 257

 The Execute Script smart rule and batch processing action was renamed to Apply Script.

Sync — Improved how data transmission to sync stores is handled with remote syncs,
especially with CloudKit.

Global smart groups didn't automatically update their item counts. Fixed.
Splitting a PDF didn't modify the initial document. Fixed.
In rare cases, invalid XML/HTML, e.g., from some RSS feeds, could crash DEVONthink. Fixed.
While the Annotations panel was open, the font of a selected text annotation couldn't be
changed. Fixed.
Background colors weren't retained when converting rich text to formatted note or HTML.
Fixed.
Copying or pasting with a source link generated the wrong URL on EPUB documents viewed in
Best Alternative mode. Fixed.
In the Tags options for smart group, smart rule, and search criteria, the Wildcards placeholder
wasn't displayed in empty fields. Fixed.
Grouping top-level ordinary tags of the global inbox with no other database opened put them
into the root of the database instead of into the Tags group. Fixed.
Renaming favorited items didn't retain the changed name without a subsequent operation,
e.g., reordering the favorites. Fixed.
After grouping ordinary tags, indexed items using these tags were moved into the database if
the hidden preference EnableAutomaticConsolidation was enabled. Fixed.
.svg files were incorrectly imported as images on macOS Ventura and later. Fixed.
URL parameters, e.g., page=42, of item links in unsaved documents were ignored. Fixed.
It wasn't possible to set the current time property of a window or tab via AppleScript. Fixed.

Server — The background colors of HTML or formatted note documents weren't displayed
when viewed in the web interface. Fixed.

VERSION 3.9.5

This release improves and fixes many things. Annotating PDFs is again more reliable. Exported
.enex files from Evernote use less resources when being imported and also retain text added by
OCR, if available. Markdown enthusiasts will appreciate more robust handling of their documents,
including improvements to adding images. You can now undo or redo some document metadata
changes, e.g., adding Finder comments.

For your browser, we have added a Formatted Note bookmarklet and improved the way our
bookmarklets clip. Also, there is now initial support for clipping from the Arc browser. For the
automators, there is improved AppleScript and JavaScript for Automation support, as well as a
new item link URL parameter that allows opening a document in a new tab. Lastly, we continue to
make DEVONthink, including our sync engine, more robust, reliable, and performant.

DEVONthink 3.9.6 Documentation, page 258

The Sorter has basic support for clipping from the Arc browser.
Added a Formatted Note bookmarklet and updated the Web Archive and PDF bookmarklets.
Now using also the HTML source, clipping should be more reliable, e.g., behind paywalls.
Item links have a new parameter, opentab. It opens the linked item in a new tab of an existing
DEVONthink window. The value of the parameter is 1 or 0.
When removing global smart groups or smart rules, an alert will now appear to confirm this.
A new hidden preference, DontSetFindPboard, disables using macOS' shared clipboard.
This eliminates search terms used in DEVONthink from being automatically used in other
applications, e.g., EasyFind.

Server — A new hidden preference WebServerSession allows defining the idle time until
websharing is logged out. The default is 30 minutes.

Annotating PDFs is more reliable with a wider variety of documents.

Exporting a PDF retains its table of contents.
Better detection of the availability of fonts in a PDF, embedded or local.
The process of splitting a PDF can be more reliably cancelled.
Improved appearance of selected Note annotations in PDFs.
Importing from Evernote or its .enex files now includes text added by OCR from embedded
images, if available. We also made the import process use less resources.
When importing .enex files, DEVONthink reports the number of added notes in the Log
window.
Clipping web pages as Markdown, creating Markdown notes in the Sorter, and converting
formats to Markdown, all honor the Files > Markdown > Copy images into database preferences
setting.
When clipping as a formatted note, stylesheets are merged to reduce the resulting document's
size and render more reliably.
Images copied to the clipboard from web pages can be pasted more reliably into Markdown
documents, including while composing notes in the Sorter.
When using the Tools > Import Online Markdown Images command, images embedded in
documents with data: URLs are now imported if Preferences > Files > Markdown > Copy
images into database is enabled. And overall, adding images to Markdown documents avoids
importing duplicate items and ensures unique file names for more reliable linking.
Clipping an online Markdown document, e.g., on GitHub, yielded a web archive of the page with
the HTML source. Now the clipping is the Markdown file.
Blockquotes in Markdown documents use the styles in the quoted text while editing in
WYSIWYG mode.
HTML and XML documents are better parsed and handled, including improved syntax coloring.
Changes to the font and background colors in the Editing preferences are immediately
updated for the currently viewed plain text, Markdown, or HTML/XML source documents.

DEVONthink 3.9.6 Documentation, page 259

The Info > Properties inspector now supports HTML or Markdown keywords separated by
semicolons.
The text added via the Insert Summarized Annotations command in the Annotations &
Reminders > Annotations inspector is better formatted.
Grouped or merged items get better names.
Changes to aliases, Finder comments, or URLs on an item can be undone and redone.
The Navigation bar above the View/Edit pane displays a property icon for locked or encrypted
PDF documents.
File > Database Properties reports the number of indexed or replicated items, with indexed
items taking priority.
The Zoom toolbar buttons are swapped from left to right to match the layout of other Mac
applications.
All items on a window's toolbar now have a tooltip.
Window dimensions are more reliably retained in macOS Sonoma.
Renamed "Add CoreML suggestions to images" to Add Vision suggestions to images in the
Data > Tags menu and Files > Import preferences.
"Automatically expand & collapse" in Preferences > General > Interface > Sidebar is now
Automatically expand & collapse groups.
If the selection contains items in the trash, the Data > Move to Trash command is now
disabled. This also applies to the alternate Move All Replicants to Trash.
When moving all replicants of an item to the trash, an alert will prompt you to confirm the
action.
You will be prompted to allow full disk access when using certain commands, e.g., File > Import
> Folders & Attachments from Notes, if DEVONthink doesn't currently have access.
If you have indexed an application's iCloud Drive folder, e.g., TextEdit, it's possible to rename it
in DEVONthink without affecting the actual Finder folder.
Downloading RSS feeds is improved and utilizes a user agent similar to Safari's. More feeds are
also supported.
Placeholders containing code in Markdown templates work more reliably.
The %recordHashTags% placeholder automatically replaces characters unsupported in
hashtags, e.g., spaces, but doesn't use an escaping backslash in Markdown documents.
The Scripts > Tabs > Open Location script uses the URL of the current window, if available.
Also, all scripts in this menu now use https://.
The script editor popover in smart rule actions and reminders uses a monospaced font on
macOS 10.15 and later.
The Scripts > Import > Man Page script produces a plain text document due to the pstopdf
tool being removed by Apple.
AppleScript and JavaScript for Automation (JXA) execute more reliably.
The license handling is more reliable.

DEVONthink 3.9.6 Documentation, page 260

DEVONthink more efficiently cleans up temporary files when quitting.
Overall improved reliability, including some changes specific to macOS Sonoma.

Pro — Small cosmetic changes to main windows improve the appearance of the View > Import
> Emails interface.
Pro — New sheet documents created after copying from the Concordance > List inspector
have better formatting.
Pro — Selecting words in the List and Cloud views of the Concordance inspector more clearly
report when no related terms are found.
Pro — The preview in the Imprinter preferences now displays a more accurate preview of the
imprint's location.

Sync — Indexed items in their Finder folders are more reliably deleted when Synchronize
contents of indexed items is disabled for the sync location.
Sync — Duplicating documents is more reliable when resolving sync conflicts.
Sync — Improved logging by minimizing the report of transient conditions, like temporary
network timeouts.

Editing Markdown with WYSIWYG enabled could sometimes cause an exception or inhibit
scrolling at the bottom of the window. Fixed.
The color of the source text when editing Markdown in WYSIWYG didn't use the plain text
color specified in the Editing preferences. Fixed.
Changes made to Markdown documents in external applications weren't always reflected in
the Info > Properties inspector or could cause the inspector losing metadata. Fixed.
Converting Markdown documents to formatted notes or web archives could fail. Fixed.
Images on the clipboard or dragged, e.g., from a browser, weren't correctly pasted or dropped
into Markdown documents. Fixed.
Editing a Markdown annotation file in the Document > Annotations inspector could cause the
display to flicker in WYSIWYG mode. Fixed.
When saving edits made to a PDF document, the save could fail if a background process
affected the PDF at the same time. Fixed.
Link annotations no longer worked when other annotations were placed over them. Fixed.
A web archive with no URL would incorrectly be given a file URL after saving. Fixed.
HTML pages using a local stylesheet could fail to load in certain situations. Fixed.
Preprocessing the HTML before clipping or when converting documents didn't always work
reliably. Fixed.
Text added to the Details section of the Document > Annotations inspector could fail to save.
Fixed.
Links in the Document > Links inspector couldn't be copied and pasted or dragged and
dropped into a Markdown document. Fixed.

DEVONthink 3.9.6 Documentation, page 261

The Go > Move focus to inspector command didn't work with certain inspectors, e.g., the Info >
Properties inspector. Fixed.
The font size of the contextual menu of the Path bar was inconsistent. Also, the Reveal
command was incorrectly available in the menu for the database in the Path bar. Fixed.
Selection links created in DEVONthink To Go didn't work when the text contained certain
diacritical marks, e.g., umlauts. Fixed.
After copying selections in other applications, e.g., Preview or Bookends, Data > Paste with
Source Link inserted an invalid file: URL. Fixed.
When doing certain actions, like viewing an item in the Reading List, an unmodified document
could be saved as if it had been changed. This could cause issues with some document types
including password-protected PDFs. Fixed.
An item dragged twice into the Reading List incorrectly added a reference to the item's path
or URL. Fixed.
Capturing a video or audio note via the Sorter could cause an exception in rare instances.
Fixed.
Interacting with indexed items, e.g., opening or previewing an indexed document, could cause a
delay when the item is automatically updated. Fixed.
Moving indexed groups into the database, e.g., via Data > Move into Database, could fail if any
of the indexed group's contents had been already moved to the database's trash. Fixed.
If list view columns included ratings or popup menus, e.g., Languages, you couldn't tab through
the columns. Also the tab order was incorrect for the columns. Fixed.
The next available item in the item list wasn't selected after moving items via the Data > Move
To popover.
Double-clicking items in the item list using Cover Flow didn't honor the preferences setting to
open documents externally.
Thumbnails created on demand didn't show a shadow in Icon view in the item list. Fixed.
It wasn't possible to trash more than one replicant of an item. Fixed.
Items duplicated or moved directly into a tag group in another database weren't added to
the destination database's Inbox. Therefore the document incorrectly only existed in the tag
group. Fixed.
Not all local smart groups matching groups could be expanded in the Navigate sidebar. Fixed.
It wasn't always possible to open a new main window if a main window was already in its own
space. Fixed.
The Go > Favorites command and Go > To Group popover incorrectly honored Double-click
opens documents externally in the General > Interface preferences. Fixed.
Colors chosen in some preference panes weren't applied. Fixed.
When using compound proximity searches, e.g., "insulin resistance" NEAR "blood
sugar", some non-matching results could be returned. Fixed.

DEVONthink 3.9.6 Documentation, page 262

 Fields left intentionally empty in smart rule and batch processing actions were automatically
populated upon reopening. Fixed.
When moving items from one database to another, the background process didn't prohibit
syncing, and in rare cases, could cause a crash. Fixed.
A cancelled background process on a database, e.g., creating thumbnails, wouldn't run again
until the database was closed and reopened. Fixed.

Pro — Some email messages imported via scripts or dragged and dropped from Apple Mail
occasionally could have an incorrect encoding. Fixed.
Pro — OCR could crash the application, e.g., when cancelling an OCR operation. Fixed.
Pro — The scanner controls in the Import sidebar could display incorrectly after switching
between dark and light modes. Fixed.
Pro — The Import > Image Capture interface could cause an exception in rare instances. Fixed.
Pro — Buttons in Preferences > Imprinter weren't visually consistent with other preference
panes. Fixed.
Pro — Downloads were no longer automatically added to the Download Manager. Fixed.

Server — Images in .textbundle and .textpack documents didn't display in the web
interface. Fixed.

Sync — Damaged databases could stall DEVONthink when trying to sync on quitting the
application. Fixed.

VERSION 3.9.4

This release mainly provides bugfixes for macOS Sonoma. However, we also fixed an important
issue with the OCR and imprinting AppleScript commands not working. And we made some
refinements to sync, especially concerning iCloud syncs.

The rendering of blockquotes in Markdown more closely matches their appearance in the
WYSIWYG source.
Markdown metadata now supports YAML tags and keywords in brackets, e.g., [important, to
do].
Improved navigating back and forth between PDF annotation, selection, and page links.
For more consistent behavior, in rich text and Markdown, removing annotations, e.g.,
highlights, from text via the Document > Annotations inspector now only removes the
attribute, not the text. Links in rich text can similarly be removed in the Document > Links
inspector.
The color scheme of the Sorter's tabs is now more consistent.

Sync — Improved retry and sync store handling for iCloud (CloudKit) to reduce rate limiting
and unnecessary error logging. Also, temporary issues with Apple's servers are better handled.

DEVONthink 3.9.6 Documentation, page 263

 Sync — Improved "out of space" error handling with WebDAV sync stores, e.g., CloudMe.

Modifying the pages of a PDF, e.g., inserting or deleting, could cause pages to display
temporarily as white and inhibit saving of edited annotations. Fixed.
Renaming indexed items located in cloud-synced folders, e.g., iCloud Drive, could freeze the
application on macOS Sonoma. Fixed.
DEVONthink could crash on macOS Sonoma if the window's toolbar wasn't set to Icon Only.
Fixed.
When DEVONthink's group selector opened on macOS Sonoma, you couldn't immediately
navigate the groups via the keyboard. Fixed.
When the current group of a main window was deleted, e.g., in another main window or in the
filesystem, the next valid group wasn't always automatically selected. Fixed.
The Data > Move To command didn't move selected items after double-clicking on a group.
Fixed.
The Tools > Summarize Annotations > As Sheet command and the Document > Annotations
inspector didn't use customized PDF page numbers, e.g., Roman numerals. Fixed.
On macOS Sonoma, printing PDFs to DEVONthink in Safari's Reader mode didn't retain the
page's title. Fixed.
With a PDF printed from Safari or page captured via services, e.g., Take Rich Note, the URL
wasn't captured on macOS Sonoma. Fixed.
Text fields in the criteria editor for smart groups, smart rules, and batch processing displayed
incorrectly when switching between light and dark modes. Fixed.
Using an empty regular expression with the Scan Name or Scan Text smart rule actions could
cause unexpected behavior. Fixed.

Pro — On Apple silicon Macs, some PDF/A documents could have an issue with the text layer
when doing OCR. Fixed.
Pro — Large amounts of text in multi-line text fields could display incorrectly in the Form view
of sheets. Fixed.
Pro — OCR or imprinting could fail when called from a script, including folder actions, if
DEVONthink wasn't running when the script executed. Fixed.
Pro — When running in trial mode, the OCR and imprinting AppleScript commands would
always return an error. Fixed.

VERSION 3.9.3

This release brings a new command that allows you to copy selected text including an item link
to the source document. You can now view and edit custom metadata on multiple selected
documents, use Markdown code syntax highlighting with three more languages, and, on Apple
silicon Macs, preserve the original page image when doing OCR, retaining the original resolution
and quality. A few new scripts let you handle rich text content or change the case of item names.

DEVONthink 3.9.6 Documentation, page 264

Amongst the other improvements, we have again made modifications to prevent PDFKit from
potentially corrupting text layers in PDFs. This also enhances performance when working on
larger documents. And, of course, we have made many more changes for better performance and
reliability as well as for compatibility with macOS Sonoma.

Added Edit > Copy With Source Link to copy selected text with an item link to the current
document. This text can be inserted into other applications as well. Currently supported file
types: plain and rich text, Markdown, PDF, and web-based documents.
Added Prism support for AWK, C#, and Rust.
Added In Two Weeks to the reminder options in the Annotations & Reminders inspector as
well as the Date popups in the Info > Custom inspector and form view of sheets.
Added Skip identically named articles to Preferences > RSS to avoid duplicate articles being
added
Added Change Case to Scripts > Rename. This changes a document's title to title case.
Added Remove Links and Remove Attachments scripts to Scripts > Format. These scripts are
used to easily remove links or attachments from the current rich text file, e.g., from clipping
web content as rich text.

Minimized the potential for text layer corruption in PDFs. These changes also improve
performance when making changes to the document and have an appreciable effect on the
speed of clipping or converting documents to PDF. Lastly, saving large documents is more
performant, especially when syncing.
Linked text is better detected in PDF documents, improving the results shown in the
Document > Links inspector.
When no links are detected in the current document, the lower pane in the Document > Links
inspector now shows No incoming links if automatic WikiLinking is enabled.
When converting WikiLinks to item links via the Tools > Item Links > Convert WikiLinks to
Item Links command, the name of the link is preserved, e.g., when using aliases. To use the
document's name instead, choose the Update Item Links command afterwards.
The color of links in dark mode has been changed for better legibility, especially when taking
Markdown notes in the Sorter.
When using Markdown section headers with IDs or square bracket WikiLinks, they are better
detected and displayed in the Table of Contents inspector.
The context menu of Markdown documents has more of the same commands found in the
menu for rich text documents.
When viewing RTFD documents, attachments are more reliably detected and shown in the
Document > Attachments inspector.
Converting web-based files, e.g., web archives, to formatted notes is faster and more reliable.
Thumbnails for HTML pages are better generated, e.g., after clipping or editing.
Improved support for Chinese HTML files with non-standard encodings.

DEVONthink 3.9.6 Documentation, page 265

Hidden page elements and line feeds in web content are no longer shown in the Document >
Links or Document > Annotations inspectors.
When navigating back to search results, the last selected item is selected again.
When merging groups or tags with aliases, the aliases are better preserved and don't produce
duplicates.
Drag-and-drop of multiple items from some applications, e.g., pictures from Apple Photos, is
better supported.
Moving files between databases now blocks optimizing or repairing both databases until the
transaction is finished for both.
Files added with a file:// URL, e.g., dropped into Markdown documents, are better named.
Improved smart group templates, including better localizations.
The %pageNumber% placeholder no longer inserts spaces before or after the number.
Revised and unified the appearance of the authentication panel used by the Download
Manager, Database Properties, browsing, and AppleScript.
Some cosmetic improvements for macOS Sonoma.
File > Export > Database Archive now verifies and compresses a database in the background
after a pause to optimize it and generate a snapshot. Its activity is now shown in the Activity
pane or window.
The Scripts > Export > Daily Backup Archive script now uses a correct filename when handling
encrypted databases.
Creating rich text documents via the create record with AppleScript command is more
reliable.
DEVONthink is now more responsive when using the verify database AppleScript command,
e.g., in the Scripts > Data > Verify & Optimize Databases and Scripts > Daily Backup Archive
scripts.
The compress database AppleScript command more quickly returns control of DEVONthink
back to you when compressing databases located on local APFS volumes or local volumes
supporting hardlinks. This also improves the performance of the Scripts > Export > Daily
Backup Archive script.
The AppleScript command synchronize record can again be used in smart rules and
triggered scripts.
Handling undo/redo operations is now more reliable.
To avoid slowing application startup, RSS feeds aren't refreshed until the DEVONthink has fully
launched.
Indexing more efficiently handles files in use by the filesystem, e.g., being copied, and waits
until the operations have finished.
Handling document aliases is now faster and uses less memory.

DEVONthink 3.9.6 Documentation, page 266

Pro — If the Resolution in the OCR preferences is set to As source and Compression is
disabled, OCR preserves each original page image in the resulting PDF. Note that it is currently
only available on Apple silicon Macs.
Pro — When doing OCR on a PDF with an existing table of contents, it is now preserved.
Pro — When you select multiple items, the Info > Custom inspector now shows values identical
on all the items. Non-identical values are shown as empty fields or Multiple values. Edits will be
applied to all items in the selection.
Pro — Pressing the Preferences > General > General > Alerts: Reset button didn't reset the
warning regarding applying OCR to already OCRed documents.
Pro — Input to the add custom meta data AppleScript command is now better converted to
the appropriate data type.

Server — Tags added by using an alias now update when a record is reselected in the web
interface.

Sync — The Case Insensitive Tagging database property is now synced between Macs.
Sync — Improved error logging when verifying a sync store on a device when there are
unopened or unavailable databases.
Sync — Improved error handling and imports from sync locations.

When viewing PDFs with View > PDF Display > Continuous Scroll disabled, you could still
incorrectly scroll pages by dragging. Fixed.
Viewing formatted notes or EPUB documents caused the wrong stylesheet in Preferences >
Web to be set. Fixed.
The inspectors of a main window weren't always updated after the selection changed, e.g,
when revealing a document from the See Also & Classify inspector. Fixed.
Double-clicking the Groups header in the See Also & Classify inspector would incorrectly
trigger classifying the current item. Fixed.
Converting some types of files to another, e.g., bookmarks to formatted notes, didn't preserve
the properties of the original so metadata like labels or aliases were lost. Fixed.
Dragging something to the end of the item list would cause it to disappear. Fixed.
When using Column view in the item list, actions like moving, trashing, duplicating, etc.
couldn't be undone or redone. Fixed.
The tooltips in the toolbar search as well as the See Also & Classify inspector were truncated.
Fixed.
Selecting a search result could cause an issue when the hidden preference to not enable
search operators in the Search inspector was active. Fixed.
Tools > Batch Process didn't remember the previously used actions when Execute Script was
one of them. Fixed.

DEVONthink 3.9.6 Documentation, page 267

The commands File > Restore Backup, File > Export > Database Archive, and the compress
database AppleScript command didn't correctly handle optional internal metadata stores.
Fixed.
Adding images to the Sorter's Take Note view didn't work in Markdown. Fixed.
Setting a color in the Editing preferences, then viewing a window with editable text would
cause the color change to be lost. Fixed.
With some IMAP sub-mailboxes in Apple Mail, dragging and dropping messages would fail if
the source mailbox had umlauts in its name. Fixed.
When merging groups or tags, aliases were separated with a comma instead of using the
separator specified in the Aliases Separators of the WikiLinks preferences.
The notification about invalid server certificates wouldn't accept user input. Fixed.
Some documents could be locked or inaccessible, e.g., with missing files. Fixed.
Parsing dates or amounts with the Scan Name action could fail if filename extensions were
displayed. Fixed.
The AppleScript commands for getting or setting custom metadata didn't log an error when
used in the Standard edition. Fixed.
When clearing the geolocation via AppleScript, only the latitude and longitude were cleared.
Information about the city, country, etc. remained. Fixed.
Scripting with rich text content could cause a rare exception. Fixed.

Pro — When resizing the View > Import window, the controls didn't move with the window.
Fixed.
Pro — It was possible but unsupported to select multiple mailboxes in the View > Import >
Emails sidebar. Fixed.
Pro — When merging binders in View > Import > Image Capture, the Save button for the
merged binder wasn't disabled in the scanning controls. Fixed.
Pro — If no network connection is active, selected bookmarks or HTML pages were incorrectly
added to the Download Manager. Fixed.

Server — Importing documents from the web interface didn't always work in Safari. Fixed.
Server — Emptying the trash in the web interface caused an error. Fixed.

Sync — When editing and syncing from multiple devices, documents could sometimes be
incorrectly duplicated. Fixed.
Sync — On rare occasion, Bonjour syncing could cause a memory-related crash. Fixed.

The shortcut ⇧⌘C, used for the Format > Show Colors command, is now used for Edit > Copy
with Source Link.

DEVONthink 3.9.6 Documentation, page 268

VERSION 3.9.2

Today's release comes with an improved clutter-free web capture option which produces better
clippings from a variety of sources. Also, we continue to improve detecting potential problems
in PDF documents. Converting rich text produces better sections when converted to Markdown,
the OCR engine has been updated to improve its reliability on Apple Silicon Macs, and when
archiving email, DEVONthink manages its resources even better. These modifications, along with
several bug fixes, continue to improve performance and reliability.

Improved decluttering service that, e.g., supports iframes and very large files, keeps curly
quotes, and no longer filters lists containing only links. The first large headline (H1) takes
precedence over the page's title attribute.
The detection of PDF documents, that may be corrupted by the PDFKit framework, is more
reliable.
When clipping web content to Markdown or using the Tools > Download Markdown Images
command, URLs with unescaped parentheses are handled more reliably.
When using WYSIWYG Markdown editing, the appearance of escaped characters is less
noticeable.
When converting rich text documents to Markdown, the resulting document matches sections
shown in the Table of Contents inspector.
When converting HTML or formatted notes to PDF or rich text, linked images are more reliably
included in the converted document.
Since Shift-Option with the up and down arrow keys is commonly used for selecting
paragraphs of text, it is no longer used to move selected text. Shift-Control and Control-
Command are still usable.
The name of scripts and templates can now be localized with a Contents > Resources >
LocalizedNames.strings file inside the script or template package.
Revised format of email messages sent via the Send Mail action in smart rules or reminders.
Any numerical prefixes on the names of scripts and templates, e.g., 1., are ignored. This
improves sorting the scripts and templates menus.
Improved JXA support for setting creation or modification dates.
Improved overall reliability and performance.

Pro — Updated OCR engine, fixing a crash on Apple Silicon Macs caused by scanned PDFs
having no creation date.
Pro — The Mail Rule - Add links to DEVONthink Apple Mail rule is faster and also skips links
that have already been added.
Pro — Importing or archiving email manages available resources better.
Pro — The appearance of the Imprinter preferences is more consistent with other preference
panes.

DEVONthink 3.9.6 Documentation, page 269

Server — When the websharing session expires, the browser switches back to the login page.

Sync — Better Dropbox sync handling in cases where there's insufficient space reported.

When using the stricter recognition of duplicates, bookmarks and indexed files didn't also use
the content hash. Fixed.
When using MathJax in Markdown, text after a MathJax block wasn't rendered properly in
WYSIWYG editing. This included WikiLinks based on names and aliases. Fixed.
When moving an item, created or imported into DEVONthink, to an indexed group in another
database, the item wasn't automatically moved to the external Finder folder. Fixed.
When classifying documents in the Global Inbox to another database, the next item in the
item list wasn't automatically selected. Fixed.
The background of the Tags field in the Info popover didn't always display correctly. Fixed.
In the Reading List, item links copied to documents in unopened databases couldn't be used in
Markdown documents. Fixed.
Accessing contacts imported as links could crash DEVONthink on macOS Ventura if the
contact had a note. Fixed.
Bookmarks linking to groups didn't behave correctly. Fixed.
When creating groups, smart rules using the On Creation event trigger only responded when
creating groups manually, e.g., with Data > New > Group. Groups created by other methods,
e.g., URL commands or the group selector, didn't trigger the rule. Fixed.
Smart rules using the Tags > Convert Geolocation to Tags action could freeze DEVONthink
when being triggered by scripts or running when quitting the application. Fixed.
Changing the altitude property of a record via AppleScript, DEVONthink incorrectly would
start indexing geolocations again. Fixed.
A problem in macOS' AppKit framework could crash the app on rare occasions. Fixed.

Pro — When imprinting documents, spacing around placeholder values wasn't always correct.
Also, the string to imprint can contain spaces now.
Pro — The Title section in the Preferences > Imprinter > Appearance preference pane didn't
support spaces and had incorrect spacing around the placeholders. Fixed.
Pro — The position property of the imprint AppleScript command didn't center correctly.
Fixed.
Pro — Custom metadata names containing only non-alphanumeric characters, e.g., ***, could
be created incorrectly in the Data preferences. Fixed.

Server — Drag-and-drop to the item list in the web sharing interface in a browser didn't work.
Fixed.

DEVONthink 3.9.6 Documentation, page 270

VERSION 3.9.1

This maintenance update adds support for the squiggly underline annotations made in some PDF
applications and lets you snap line annotations to multiples of 45 degrees by holding the Shift
key. While editing text documents, DEVONthink now lets you move selected lines with keyboard
commands. A new placeholder inserts hashtags into, e.g., templates, and the duplicate detection
uses content hashes for even more accurately finding exact duplicates. And finally, DEVONthink
Server's web interface gets an option to match substrings when searching, and produces results
more like those of the desktop application.

Of course, version 3.9.1 also comes with many more improvements and fixes, e.g., changes to
make menus and commands more consistent across the interface. And again, performance and
reliability continue to improve.

Added support for squiggly underline PDF annotations made in some PDF applications. The
underlined text also displays in the Document > Annotations inspector.
Added placeholder #Tags in the Insert Placeholders submenu to insert the tags of an item
formatted as hash tags. This is also available as the raw placeholder %recordHashTags%.
Added hidden preference MaximumNumberOfRecentDestinations to set the number of
locations shown in the Recent Destinations section of context and popup menus, e.g., in the
Move to submenu. The default is ten items.
Added hidden preference AVSkippingInterval to specify the numbers of seconds to skip
forward or backward when using the right or left arrow keys with Shift held in audio and video
documents.
Added reference URL AppleScript property to windows and tabs to retrieve the appropriate
item link for the displayed document, e.g., a link to the selected text in a PDF.

Server — Added a popup menu to the toolbar search field in the web sharing interface to
toggle matching substrings versus whole words. This matches the Partial matches while typing
toolbar search option in the desktop application.

Moving selected lines in plain text, rich text, and Markdown documents is now possible.
Use the up and down arrow keys, while holding Shift-Control, Control-Command, or Shift-
Option. This is also supported in the Take Note tab of theSorter as well as the Annotations &
Reminders > Annotations inspector.
Line annotations in PDFs now snap to multiples of 45 degrees when holding the Shift key.
For people annotating PDFs in DEVONthink To Go, we improved handling selection and
annotation links made in the mobile app.
DEVONthink now more reliably detects PDFs whose text layer could potentially be corrupted
by macOS' PDF framework.
Enabling Stricter recognition of duplicates in the General preferences now considers
document content hashes, making duplicate recognition even more accurate.

DEVONthink 3.9.6 Documentation, page 271

After you edit Markdown linked images, the preview of the Markdown document is
automatically refreshed.
Markdown metadata is now better detected, also improving WYSIWYG editing.
To improve visual consistency, the default Markdown stylesheet is more like the styling in
DEVONthink To Go.
DEVONthink better supports Apple Pencil drawings made in rich text documents in
DEVONthink To Go.
If you're viewing video documents, e.g., MP4s, in DEVONthink in macOS Ventura, a context
menu is available on the video while its paused. Depending on the content, it offers options
for live text, URLs, or face detection. If nothing is detected, you will see the same options as
shown in the Action menu (gear icon).
If no DOI is found in a document's content, DEVONthink will try to detect it in the filename.
When importing sheet formats, e.g., CSV, dates formatted as MM/DD/YYYY or DD/MM/YYYY are
better handled.
PNG files are now used instead of TIFF, e.g., when using Data > New > With Clipboard to create
a new document from image data on the clipboard.
Selecting an item link bookmark now shows the linked document in the view/edit pane or
a document window, provided the linked item is in an open database. The inspectors will
display information about the linked item as if it is the active selection. If you need to edit
information about the bookmark itself, hide the view/edit pane or open the Tools > Get Info
popover.
When you move a selected item, e.g., via the Data > Move To popover, the next available item in
the item list is automatically selected.
The context menu in the search results now shows the same commands found in the context
menu of the item list, e.g., OCR and conversion commands.
The Extras sidebar now refreshes more often to ensure you get up to date information from
us.
For clarity, the "Insert Summary" option in the popup of the Annotations & Reminders >
Annotations inspector was renamed to Insert Summarized Annotations.
If you change the Preferences > General > Appearance > View Text Size, the change now also
applies to the Annotations and the Attachments tabs of the Document inspector.
The Document inspector now displays No Preview when the view/edit pane is not open.
When viewing a PDF, the alternate menu command of Edit > Copy Item Link changes to Copy
Selection or Copy Annotation Link, depending on the selection in the document.
Some PDFs have poorly constructed keywords concatenated by semicolons. DEVONthink now
separates and indexes these keywords and produces proper individual tags on the documents,
e.g., via smart rules or Data > Tags > Convert Keywords to Tags.
As more than highlight annotations are summarized, the "Summarize Highlights" command
menu has been renamed to Summarize Annotations in the Tools menu.

DEVONthink 3.9.6 Documentation, page 272

The Tools > Document > Mode submenu now dynamically displays the Image Selection
command when viewing an image.
All instances of the "Add Tags to Images" command, e.g., in the Data > Tags submenu, have
been renamed to Add CoreML suggestions to images.
The search field in the Sorter is now accessible via the Tab key.
The Import and Sheets tabs in the Files preferences received some minor revisions.
We renamed the "Highlight Internet links in views" option of the Preferences > General >
Appearance to Highlight bookmarks in views.
New databases, global smart groups, and smart rules now use their unique identifier (UUID) to
more reliably store user interface settings.
Geolocations will only be scanned and applied to your documents if DEVONthink has been
enabled in the System Settings > Privacy & Security > Location Services.
Clipping web content or converting documents to web archives now works more reliably.
When you duplicate global smart groups and smart rules, the original's list view columns are
preserved.
DEVONthink will now beep and bounce its dock icon if certain processes fail, e.g.,
bookmarklets.
When migrating to a new machine or upgrading to version 3.x, the application's cache is
removed for a more reliable transition.
If you add items from search results in the upcoming DEVONagent 3.11.8 or later, the date of
each item is now included.
Color wells in the interface now use the more minimal macOS appearance, e.g., the color
controls in the Editing preferences.
The Daily Journal template has an updated source for German quotes of the day.
Future dates are now detected when using the Name without date placeholder and
AppleScript property.
When using any of the Tags smart rule actions, e.g., Convert hashtags to tags, whenever
possible, subsequent actions in the rule don't have to wait for the tags action to finish before
they run.
whose queries in AppleScript now return parents, contents, and tags much faster.
When deleting or converting multiple records at a time, you can now pass a list of items to the
delete and convert AppleScript commands.
Setting numeric custom metadata now works better when using a currency symbol. The smart
rule script Assign Document Date & Amount is also improved by this change.
As the Standard edition of DEVONthink doesn't have the Download Manager, using the add
download command returns an error.
When processing financial documents, e.g., invoices or receipts, document amounts are more
reliably detected.
AppleScript errors, e.g., from using incorrect arguments, return missing value.

DEVONthink 3.9.6 Documentation, page 273

Some descriptions in the AppleScript dictionary were clarified or fixed, for example, the do
JavaScript, get items of feed, and indicate commands.
Improved overall performance.

Pro — The Apple Mail plugin is more reliable and updated for the most recent macOS releases.
Pro — While browsing web content, invalid attachment responses are skipped and not added
to the Download Manager.

Server — Improved searches in the web interface produce results more like those of the
desktop application.

Sync — Sync stores are more reliable in situations where certain critical items exhibit
permission issues.

Ink annotations created by applications using PSPDFKit could cause DEVONthink to crash.
Fixed.
When viewing read-only or locked PDF documents, some commands that couldn't be used
with such documents, e.g., adding notes, were enabled. Fixed.
WYSIWYG blockquoted text didn't display correctly in Markdown documents. Fixed.
Removing the bold styling from selected text in formatted notes didn't work correctly in the
latest versions of macOS. Fixed.
Some EPUB documents weren't viewable or searchable due to permissions issues or displayed
visual glitches. Fixed.
For unsaved annotations files in the Annotations & Reminders > Annotations inspector, e.g.,
those created by typing or pasting without using an annotation file template, automatic
WikiLinking did not work. Fixed.
When inserting a back link or quote in the Annotations & Reminders > Annotations inspector,
it incorrectly referred to the current PDF page, not the one of selected text or annotation.
Fixed.
The Insert Summary command in the Annotations & Reminders > Annotations inspector was
incorrectly enabled when viewing empty documents or unsupported file types. Fixed.
It wasn't always possible to remove notes from PDF annotations in the Document >
Annotations inspector. Fixed.
While viewing web content, selecting a section in the Table of Contents inspector didn't
always scroll to the appropriate place. Fixed.
Tags entered in the Info > Generic inspector could be lost if a color label on the document was
subsequently changed via the context menu. Fixed.
The tab controls of some inspectors, e.g., the Info inspector, weren't horizontally aligned in
macOS Monterey and later. Fixed.
After changing the format in the Take Note tab of the Sorter, e.g., from rich text to formatted
note, the font and formatting were unnecessarily changed. Fixed.

DEVONthink 3.9.6 Documentation, page 274

The Sorter didn't reopen correctly when the Take Video tab had unsaved video. Fixed.
After restarting DEVONthink, the Sorter would open at the wrong size. Fixed.
When using the Sorter's Screen Capture features, the name of each screen was incorrect
when using multiple monitors. Fixed.
When Preferences > Sorter > Appearance is set to None, clipping web content opens the Clip
To DEVONthink view. However, the Preview button didn't enable. Fixed.
The Add button in the Sorter's Take Note tab wasn't always enabled. Fixed.
When clipping content, if the detected URL is already present in the selected database, an
icon is shown in the Sorter's URL field but was misaligned. Fixed.
In the Web Clip tab of the Sorter, the Comments field incorrectly accepted rich content, i.e.,
styled text and attachments. Fixed.
Renaming documents didn't update the name of their item links in the text of documents in
other databases. Fixed.
Moving indexed files and folders in the Finder didn't update the item list in DEVONthink when
the indexed group was displayed. Fixed.
When moving items to multiple selected groups in the See Also & Classify inspector, the items
weren't correctly moved when the destination groups were in the same database or if related
annotation files were also being moved. Fixed.
Multiple replicants could be wrongly made when moving items to or ungrouping groups in a
location already having a replicant of the moved or ungrouped item.
Annotation files were not also moved when moving groups containing their related files
to another database, even when Preferences > General > General > Annotations: Move
annotations automatically is enabled. Fixed.
In tagging fields, e.g., the Tag bar, after deleting an autocompletion suggestion with the Delete
key, the autocompletion would reappear. Fixed.
The Activity panel didn't always show the progress of background operations correctly. Fixed.
After switching to the Extras sidebar and selecting an item to view, resizing the window didn't
adjust the displayed content.
Items with ratings didn't work correctly with filters. Fixed.
Generating thumbnails of some document types, e.g., rich text documents, didn't always work
correctly. Fixed.
Certain background processes, like parsing document links, adding geolocation data, etc. could
inhibit syncing a database. Fixed.
Converting geolocations to tags in a background process could sometimes stall. Fixed.
Moving items between databases as a background process could wrongly be cancelled. Fixed.
When using the hidden preference DisableAutomaticUpdatingOfIndexedItems, indexed
folders on networked volumes were unnecessarily scanned for changes. Fixed.
Using the Scan Text or Scan Name smart rule actions incorrectly cached their results, making
them available on the next run of the smart rule. Fixed.

DEVONthink 3.9.6 Documentation, page 275

The create PDF/web document AppleScript commands used in a smart rule script incorrectly
showed its activity and also could run endlessly. Fixed.
Using the Tags > Scan Barcodes smart rule action to tag PDF documents with detected
barcodes didn't work. Fixed.
If you use AppleScript to move a document and its annotation file to a different database, its
incoming links were lost. Fixed.
The convert AppleScript command didn't work without the optional to parameter. Fixed.
Some descriptions in the AppleScript dictionary were wrong. Fixed.
The directory containing Reminder scripts wasn't automatically created when DEVONthink
runs for the first time. Fixed.

Pro — When using macOS' dark mode, the scanning controls in the View > Import sidebar
didn't display accurately. Fixed.
Pro — The Overview button didn't always appear in the scan settings of the Import sidebar.
Fixed.
Pro — PDFs created with dates formatted in a certain way couldn't have OCR done on them on
Apple Silicon Macs. Fixed.
Pro — Imprints on rotated pages in a PDF weren't placed as expected. Fixed.
Pro — The AppleScript command imprint was missing the underlined parameter. The
outlined parameter also had no description. Fixed.
Pro — When No Action was selected in Preferences > OCR > Convert Incoming Scans and the
OCR components weren't installed, an unnecessary warning was logged. Fixed.
Pro — The Imprint preference pane loaded too slowly after launch. Fixed.
Pro — The imprint and imprint configuration AppleScript commands didn't work
correctly. Fixed.
Pro — Some OCR-related AppleScript commands weren't working correctly. Fixed.

Server — When doing a search in the web sharing, double-clicking a group didn't display the
group's contents. Fixed.
Server — Very large numbers of items in a group could cause an issue when running the
webserver. Fixed.

Sync — When syncing indexed documents, resolving pending files didn't always use the current
path. Fixed.
Sync — When handling multiple receipts in a sync store, resolving and merging them could
sometimes cause issues like duplicate articles in news feeds. Fixed.
Sync — In rare circumstances, a database without a unique identifier (UUID) could crash
DEVONthink when syncing. Fixed.

DEVONthink 3.9.6 Documentation, page 276

VERSION 3.9

Making connections between documents, including being able to move efficiently between
passages, has become increasingly useful. DEVONthink 3.9 brings new deep linking via selection
and annotation links for PDF documents. This also includes an extension to DEVONthink's URL
scheme and improves document summaries and inserted quotes in annotations.

When doing a toolbar search, you can now exclude subgroups, as needed. For easier sharing,
the Share menu is available in the context menu of the item list. A new Attachments inspector
lists media or other attachments in document types like RTFD. We have moved the Properties
inspector in with the Info inspectors, too, and for those using annotations, use the new Insert
Summary command in the Annotations popup to add a summary of highlights, etc. to your
annotation. Finally, if you're taking Markdown notes in the Sorter, you'll see it now supports
WYSIWYG editing. We've also fixed many bugs, and as you've all come to expect, improved
performance and reliability.

Added Copy Selection Link to the context menu of PDF views, allowing for creating links
directly to the selected text.
Added Copy Annotation Link to the context menu of PDF views and the Document >
Annotations inspector, allowing creation of deep links to specific PDF annotations.
Added new item link URL parameters start and length to specify the range of selected text
on a specified PDF page. Also use annotation, x, and y to specify the annotation type and
origin of an annotation on a specified PDF page. Note that the page parameter is required.
Added Exclude Subgroups option to the search scope bar of toolbar searches to temporarily
toggle including results from subgroups in the current search scope.
Added Share submenu to the context menu of the item list.
Added Insert Summary command to the popup menu of the Annotations & Reminders:
Annotations inspector to easily insert a summary of the document's highlights. Either a rich
text or Markdown summary is inserted, depending on the format of the annotation.
Added Document > Attachments inspector listing attachments in RTFD and email documents
as well as images and multimedia in Markdown or web-based formats.
Added hidden preference UsePDFDocumentDates to use the internal creation and modification
dates instead of the file's creation and modification dates of an imported PDF.
Added hidden preference DisableRelativeDates to always display absolute dates, e.g.,
2022-12-26 08:30 instead of a relative date like Today, 08:30 in the item list.
Added hidden preference RawOPMLImport to import OPML files without converting them to
groups, feeds, notes etc. This preference is disabled by default.
Added optional exclude subgroups parameter to the AppleScript search command.

Edit Markdown notes created via the Sorter > Take Note pane in WYSIWYG.

DEVONthink 3.9.6 Documentation, page 277

View plain text documents as a locked Best Alternative (Quick Look) or editable Text
Alternative view. These views are accessible via the Navigation bar buttons or the View >
Document Display menu.
Jump to a desired line in text-based formats via Go > To Line.
When automatically naming Markdown documents, DEVONthink uses the title metadata, if
available, or the first non-empty line, ideally the headline.
The Markdown option in Preferences > Files > Thumbnails now also applies to TextBundles.
Embedded images will also be used in the thumbnail generation.
Improved parsing of MathJAX separators in Markdown documents. This also resolves some
issues with WYSIWYG editing, WikiLinking, and transclusion.
Inserting transclusions or images, via drag-and-drop or copy-and-paste, into Markdown
documents now uses absolute database paths if the referenced item is in the same database
but not in a subgroup of the Markdown document's parent group.
When using the Insert Quote command in the popup of the Annotations & Reminders:
Annotations inspector, the quotes are inserted as blockquotes when using a Markdown
annotation.
Tools > Summarize Highlights and the Insert Quote/Backlink commands in the Annotations &
Reminders inspector both use deep links to the document's PDF annotations.
Tools > Summarize Highlights, the Document > Annotations inspector, and the summarize
highlights of AppleScript command now report struck-through and underlined text in rich
text documents.
Tools > Summarize Highlights > As Sheet also records the annotation type for all PDF
annotations supported by DEVONthink.
Summarizing web documents to Markdown is more consistent to summarizing other formats.
The Document > Properties inspector pane can now be found in the Info inspector.
The layout of the Comments and Annotations sections in Annotations & Reminders inspector
is clearer.
The Document > Annotations inspector no longer lists attachments and multimedia files in
rich text and web documents. This is more consistent with what is displayed with PDF and
Markdown documents.
The Document > Annotations inspector sorts its items more naturally. In case of identical
values, e.g., the kind, the position is now used.
Articles from Mastodon feeds receive better automatic names.
RSS feeds not having properly encoded URLs or encoded content are more reliably handled.
Clipping dynamic web pages, e.g., from Medium produces better results.
Clipping to HTML-based formats, e.g., webarchives, better strips consent banners.
Importing .enex files now supports the revised date format used by Evernote on macOS
Ventura.

DEVONthink 3.9.6 Documentation, page 278

The Extension criterion of search, smart group, and smart rules includes all extensions used by
any smart group or rule in the opened databases and Navigate sidebar.
File > Export > Document copies the current file if the tab isn't modified instead of creating a
fresh copy. This is consistent with the behavior of File > Export > Files & Folders.
More compatible user agent of web views.
Improved installation of add-ons.
The hidden preference WindowToolbarStyleExpanded now displays the title bar when the
toolbar is set to Icons Only.
Updated some built-in scripts for compatibility with the current version of DEVONthink.
The Sorter launches quicker.
Improved overall performance and resource consumption.

Server — Markdown previews retain the scroll position after editing the document in the web
sharing interface.

Sync — Preparing large document packages for uploading uses less resources.
Sync — Less unnecessary logging.

The toolbar didn't display correctly in Text Only mode on macOS Ventura. Fixed.
Currently opened tabs could incorrectly be closed when the Automatically reveal items option
in Preferences > Interface was enabled. Fixed.
The Info > Custom and Info > Properties inspectors used a wrong background color in dark
mode on macOS Ventura. Fixed.
The Tools > Annotate menu used wrong icons. Fixed.
Local smart groups, e.g., in databases, were not always expandable in the Navigate sidebar,
even if there were matched groups or feeds to display. Fixed.
Deleting the annotation document of an item directly and not via the Document >
Annotations inspector incorrectly displayed the annotation property icon on the document.
Fixed.
Item links linking to Markdown sections didn't always select and scroll to the correct text
range. Fixed.
Moving the cursor up or down via the arrow keys in Markdown documents didn't automatically
scroll to the correct position in Markdown documents. Fixed.
When Preferences > Editing > Scale image attachments is enabled, scaling large images in
formatted notes could sometimes not preserve the image's aspect ratio. Fixed.
After viewing formatted notes or EPUB documents, other web views, like rendered Markdown
documents, could be incorrectly displayed. Fixed.
Conversion of web archives to rich text or Markdown could fail on macOS Ventura. Fixed.
Textbundle conversion to formatted notes or rich text, or merging them to rich text didn't
always use the embedded images. Fixed.

DEVONthink 3.9.6 Documentation, page 279

Moving an item to a different database while it's open with unsaved changes in a document
window didn't retain the changes. Fixed.
Dragging images from Safari to DEVONthink didn't correctly apply the image's URL on macOS
Ventura. Fixed.
Highlighted results in the Search inspector didn't work when certain characters were used in
an advanced toolbar search. Fixed.
Adding text documents via the context menu to the Reading List sidebar could fail. Fixed.
The output of Tools > Summarize Highlights > as Markdown was incorrectly localized in
German. Fixed.
Clipping web pages as single-page PDF documents could add a second PDF page in rare cases.
Fixed.
Updating indexed items that were renamed or moved in the Finder could fail if the items
weren't located in indexed groups in DEVONthink. Fixed.
Smart groups and smart rules using outdated or obsolete custom metadata conditions could
cause unexpected behavior. Fixed.
It was possible to install the same smart rule from the Support Assistant more than once.
Fixed.
The summarize highlights and summarize mentions AppleScript commands could
incorrectly trigger smart rules. Fixed.
After externally editing the columns of a sheet, the cached columns AppleScript property
wasn't updated after using File > Update (Indexed) Items. Fixed.
URL schemes, e.g., createMarkdown, with query parameters containing semicolons failed.
Fixed.
Retrieving dates from certain documents could sometimes crash the application. Fixed.
Importing contacts as links on macOS Ventura could crash the application. Fixed.
Accessing the Sorter after closing all windows, including the Sorter's hidden window, could
crash the application. Fixed.
Importing or saving RTFD files could crash the application. Fixed.
On rare occasion, Quick Look could crash the application on macOS Ventura. Fixed.

Pro — The View > Import sidebar could freeze if the email client is closed while this sidebar is
open. Fixed.
Pro — When viewing an email message using the View > Document Display > Text Alternative
view or converted to RTFD, the email contact card wasn't always ignored. Fixed.
Pro — If launching Apple Mail took too long, usually due to many large mailboxes,
communication with DEVONthink's Apple Mail plugin could fail. Fixed.
Pro — Email messages with an Asian character set specifying a wrong encoding could fail to
index properly. Fixed.
Pro — The content hashes of email messages, used for file integrity checks, were not updated
after editing the messages externally, when the edits didn't change the file size. Fixed.

DEVONthink 3.9.6 Documentation, page 280

Pro — Email importing and archiving could log too many messages when importing Preference
> Files > Emails > Previously imported will become replicants was enabled. Fixed.
Pro — The Overview button in the View > Import > Image Capture sidebar wasn't always
displayed. Fixed.
Pro — Date fields in the Info > Custom inspector could overlap if the inspector was too narrow.
Fixed.
Pro — After running OCR on tagged images, replicants were sometimes automatically created.
Fixed.

Sync — Trying to download a pending item into a database without any non-pending item
incorrectly reported there's not enough disk space for the import. Fixed.
Sync — Preparing the data for synchronizing a database could sometimes crash the
application. Fixed.

Removed obsolete Java option from Preferences > Web.

DEVONthink 3.9.6 Documentation, page 281

LICENSE AGREEMENT 2. RESTRICTIONS

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DEVONthink 3.9.6 Documentation, page 282

infringement. DEVONtechnologies is DAMAGES THAT RESULT FROM THE USE
responsible for warranties required by OR INABILITY TO USE THE SOFTWARE OR
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DEVONthink 3.9.6 Documentation, page 283

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DEVONthink 3.9.6 Documentation, page 284

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Public License for more details. You should SHORTCUTRECORDER
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found atLetsMove. OR SERVICES; LOSS OF USE, DATA, OR
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OF LIABILITY, WHETHER IN CONTRACT,
Copyright © 2012, Pixelglow Software. All
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NEGLIGENCE OR OTHERWISE) ARISING

Redistribution and use in source and binary IN ANY WAY OUT OF THE USE OF THIS

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conditions are met:

DEVONthink 3.9.6 Documentation, page 288

 TECHNOLOGY

IN THIS CHAPTER FEATURES

General Concept 289 The DEVONtechnology is a rock-solid
Features 289 foundation suitable for a variety of
Structure 289 completely independent applications.
Applications 290 Therefore it is ideal for the rapid
development of a huge range of new
All commercial DEVONtechnologies
database-, signal-processing- and language-
applications are based on a proprietary
analysis-driven applications. The ability to
AI technology, with rock-solid database
deal with any kind of digital data makes it
foundation that allow them to manage large
extremely flexible.
numbers of documents or knowledge bits
while analyzing them almost instantly at the The size of DEVONtechnology-based
same time. databases can, depending on the type of
data stored, grow logarithmically and make
indexing is completely unnecessary. Also,
GENERAL CONCEPT
applications based on the DEVONtechnology
DEVONtechnology, on which all improve themselves continuously (the more
DEVONtechnologies' applications are built, is data they handle, the better the results),
a new technology at the very beginning of its are language-independent and iron out any
development. DEVONtechnologies constantly irregularities by applying fuzzy logic.
improves the technology and enhances it for
more functionality, efficiency, robustness and
STRUCTURE
flexibility.
The DEVONtechnology consists of a kernel
Development of the DEVONtechnology is a
and several layers. Together they perform all
battle on two main forefronts of information
the underlying computing, from 'simple' data
processing technology. DEVONtechnologies is
handling to complex signal processing.
working hard on unifying both the top-down
and the bottom-up AI concepts by imitating Kernel: The kernel is the foundation for all
high-level functions and simulating the basic layers and applications and is responsible
functionality of natural systems. This leads for data handling, semantic and associative
to highly functional, fast and efficient AI data processing, signal processing, fast
systems that can be used in a great variety statistic analyses and all fuzzy algorithms.
of information processing contexts, such as It has to be as fast, flexible, and extensible
pattern recognition, signal processing and as possible; it is 64-bit aware and uses a
information storage and retrieval. generic, proprietary file format (see above)

DEVONthink 3.9.6 Documentation, page 289

allowing it to verify and repair low level data APPLICATIONS
consistency, featuring logarithmic growth
Some of the most likely applications for
of the database and logarithmic speed
the DEVONtechnology are databases
decrease with increasing database size. The
(knowledge bases, expert systems, search
DEVONtechnology kernel is Unicode-aware,
engines, table-of-content-generators,
completely language-independent and self-
instant data-mining), intelligent agents,
optimizing and self-organizing.
encryption, compression and archiving.
Layers: The layers form a shell around the Other uses for DEVONtechnology may be
kernel and provide high-level functions chat-bots, context-sensitive help, optical
for the applications built on top of them. character recognition (OCR), speech analysis,
The database layer, for example, is used to recognition and synthesis, staticstics,
store and organize data and supports all thesauri and automatic translations.
kinds of relations (1:n, n:1, n:n), hierarchies
In particular, applications dependant on
and freeform databases. No indexing or
processing human language, either written or
primary keys are required, strings can be
spoken, benefit from the flexible technology
unlimited in size and it's possible at any time
foundation. So, DEVONtechnologies' main
to extend the range of pre-defined data
focus in the development of new applications
types (Boolean, character, float, double,
is in these areas: databases, 'intelligent'
signed, unsigned, string, date, time, blob,
agents, text and speech analysis, statistics.
color, size, and point). Another layer, the
XML layer, makes it easy to handle XML code Look forward to see a great range of different
within the DEVONtechnology; it has a very applications based on the DEVONtechnology.
small overhead, compared to DOM parsers or A few have already been announced
available XML databases, requires no indexing on the DEVONtechnologies web site:
and supports the tight integration of other www.devontechnologies.com.
databases (and vice versa).

DEVONthink 3.9.6 Documentation, page 290

 OTHER PRODUCTS

IN THIS CHAPTER NEWSLETTER & COMMUNITY

Overview 291 Would you like us to keep you informed about

DEVONthink 291 updates and new product releases? Visit our
DEVONthink To Go 291 blog and subscribe to our free newsletter.
DEVONagent 292
If you have a moment feel free to visit our
DEVONsphere 292
lively user community. Here users of all skill
Needful Things 292
levels meet to discuss our applications, talk
Besides DEVONthink, DEVONtechnologies about our technology, and exchange tips and
publishes a number of other commercial, tricks for DEVONthink & Co.
shareware, and freeware applications and
services that might be helpful for you.
DEVONTHINK
Organize and work with all your documents,
OVERVIEW
bookmarks, email messages, text files,
DEVONtechnologies is focused on developing images, PDFs, in one place, regardless where
innovative applications for finding, storing, they originated. Quickly capture data without
and organizing information. Our main interrupting your workflow. DEVONthink's
objective is to make complex yet flexible unique AI assists you in getting the most out
technology that is both easy to use and of your data collection.
lightning fast. All applications are based on
Learn more about DEVONthink
the DEVONtechnology, a powerful and solid
Check your upgrade options if you want to
core unique to DEVONtechnologies.
upgrade to a higher edition
DEVONthink
DEVONthink To Go
DEVONTHINK TO GO
DEVONagent
DEVONsphere If you're serious about working on iOS,
DEVONthink To Go is your document
We also publish some freeware apps and repository when you're not at your Mac.
services for your everyday work with your Collect, organize, edit, and annotate.
Mac. Automate with Shortcuts. Keep your
document collection always in sync between
your Mac, iPad, and iPhone. Privately and
securely.

Learn more about DEVONthink To Go.

DEVONthink 3.9.6 Documentation, page 291

DEVONAGENT
DEVONagent Pro helps you search more
efficiently on the web. It searches multiple
sources, frees you from hunting for the really
relevant results, and gives you power tools
for your research. DEVONagent Express and
DEVONagent Lite (free) make searching
the web as easy as using Spotlight. Search
Google, Bing, YouTube, Facebook, Twitter,
even the Mac App Store, right from the menu
bar.

Learn more about DEVONagent Pro.

DEVONSPHERE
Make your Mac smarter: Let DEVONsphere
Express keep track of related emails, articles
on the same subject, and similar web pages.
Discover the hidden connection between
seemingly unrelated files.

Learn more about DEVONsphere Express.

NEEDFUL THINGS
Search files on your hard disk, watch web
cams, create thumbnails, or access all your
files and apps from the menu bar. Reformat
paragraphs in your favorite word processor or
do little calculations anywhere you can type
in text. All for free.

Learn more about our freeware apps and

services.

DEVONthink 3.9.6 Documentation, page 292