Menus : The Data Menu

Quick links:

New Documents & Templates
Open, Launch, Reveal, Send
Save, Revert, Duplicate
Move Indexed Items In and Out
Favorites, Reading List, Metadata
Convert, OCR, Thumbnails
Group & Ungroup
See Also & Classify
Move to Trash

The Data Menu

The Data menu contains all commands that deal directly with documents or groups. Here you'll find commands for creating, labeling, classifying or group new documents, and more.

New Documents & Templates

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

With Clipboard: Creates a new document based on the contents of the clipboard. Note: Some applications such as Microsoft Word put data in multiple formats into the Clipboard. DEVONthink tries to use the most logical data when creating a new document.
Plain Text: Creates a new plain text document.
Rich Text: Creates a new rich text document.
Formatted Note: Creates a new formatted note.
Markdown Text: Creates a new Markdown text document.
HTML Page: Creates a new HTML page. You can use the built-in macOS WYSIWYG editor to edit the HTML page or switch to its source code (from the navigation bar) and edit it directly.
Sheet: Creates a new sheet. Add columns to the new sheet by using the + button or by pressing the ↩ Return key. Name the columns and sort the sheets by dragging them with the mouse. Click OK to create the new sheet.
Bookmark: Creates a new bookmark. Type the URL and optionally name it to create a bookmark, just as any browser does. If you don't type in a name, DEVONthink will set one automatically.
Feed: Creates a new RSS feed document. The feed behaves like a special type of group that contains RSS entries published by the feed's author. Type the URL and optionally enter a name. If you don't type in a name, DEVONthink will attempt to set one automatically. You can change the URL later by selecting the feed document and changing the URL field in the Info inspector.
Twitter Feed: Creates a new RSS feed from a specified Twitter account. Enter the Twitter handle, e.g.,devontech, and an optional name, to get a feed of recent tweets from the account. If no name is entered, DEVONthink will attempt to set one automatically. As with other feeds, you also can change the URL, if for example, the feed isn't working as expected.
Group: Create an empty group. This option appears as Tag if you are currently in the Tags group of a database.
Smart Group: Creates a new smart group. This is a special group that shows items matching your specified criteria, similar to the Finder's "Saved Search". DEVONthink opens the Smart Group Editor, which lets you define your search criteria. When saved, the contents are updated every time you display the smart group's contents.

New from Template: This submenu allows you to access any installed templates and add them to the current group in your database. There are two other commands to note:

Open Templates Folder: Select this to open ~/Library/Application Support/DEVONthink 3/Templates.noindex in the Finder. You can add your own documents to be used as templates here.
More Templates: Opens the Extras section of the Support Assistant to install any available DEVONthink templates.

Note: For more information on the pre-installed templates, check out the Templates section of the appendix.

Open, Launch, Reveal, Send

Open: Opens the selected document or group in a separate document window. This command opens a second main window for the selected group. If you have selected 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 pane isn't visible, a new document window will open with each selected document in its own tab in the window.

Open with: Displays a list of applications compatible with the current file type. Opens the selected documents in the chosen application. If your desired application is not listed in the submenu, choose Other to browse for it.

Launch URL: Opens the file, folder, or internet location indicated by the URL field in the Info inspector.

Reveal: Reveals the location of the frontmost document in either the same main window, if possible, or by opening a new one.

Show in Finder: Opens a new Finder window with the item selected. Note this only works for documents and indexed groups.

Send by Email: Creates a new message in the default email application and adds the selected items as attachments. Supported email applications are Apple Mail, Airmail 2, Microsoft Outlook, and Postbox, as well as some legacy email application . If the selected item is an email message, the sender is automatically inserted as the recipient and the text of the original message is inserted instead of an attachment. Notes: Postbox is currently only able to send one selected file. Unsupported email clients (e.g.,Thunderbird) can only send the plain text of one selected file.

Save, Revert, Duplicate

Save/Save All/Revert To Saved: Saves the frontmost document or all documents to disk. Hold the ⇧Shift key to show the alternate menu item, Save All.

Revert To Saved: Restores the frontmost document to the last saved version.

Duplicate: Creates a duplicate of the selected items. The name of the new item ends in "copy", and because their contents are identical both items are marked with the icon for duplicates (or, depending on your preferences, show their name in bold and blue).

Move Indexed Items In and Out

Note: The following two commands are only for use with indexed files.

Move Into Database: Use this command to move an indexed file into the database. Use this command with caution as it moves the file from its current location into the internals of your database. It does not copy the file.

Move To External Folder: Use this command to move a non-indexed item, e.g.,imported or created in DEVONthink, out to an indexed folder in the Finder.

Favorites, Reading List, Metadata

Add To: Commands in this submenu add 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.

Rating: Allows you to set a rating, from no stars to five stars.

Label: Allows you to mark the selected groups or documents with one of seven labels, just as in the Finder. You can define the color and the text of the labels in Preferences > Colors.

Tags: This submenu offers special commands for automatically adding some kinds of tags.

Convert Keywords to Tags: Converts keywords, found in the Document > Properties inspector for PDF or rich text files, into DEVONthink tags.
Convert Properties to Tags: Converts the Author property, found in the Document > Properties inspector for PDF or rich text files, into a DEVONthink tag.
Convert Geolocation to Tags: Converts geolocation data, if present on the file, into DEVONthink tags.
Add Tags to Images: Adds tags to selected images using Apple's machine learning technologies.
Scan Barcodes: This option will attempt to detect a barcode in a selected image. A successfully detected barcode will be added to the custom metadata for the document.

Note: The Add Tags to Images and Scan Barcodes options require macOS 10.13 or later.

Convert, OCR, Thumbnails

Convert: This submenu contains commands for converting between some file formats, e.g.,between rich and plain text. Note the options presented are dependent on the type of the selected document. Also, due to differences in the formats, any formatting in the source document may not be able to be perfectly preserved in the destination document.

PRO

OCR: This menu contains options for choosing an output format when doing OCR on a selected compatible document (JPEG, PNG, TIFF, PDFs with no text layer). The currently supported output formats are: Searchable PDF, RTF, Word , and Web Archive. Additionally, there are two special commands: to Comment and to Annotation, which sets the Finder comment or creates an Annotation file with the text. Neither command alters the original file.

Thumbnails: Use these commands to add, remove, or update a thumbnail for the selected files.

Group & Ungroup

Group Items: Creates a new group containing all the selected items. This is similar to creating a new group and moving the selected items into it. The alternate command Group Similar Items, shown when the ⇧ key is held, will attempt to file selected items with similar content in groups.

Ungroup Items: The exact opposite of Group Items. Moves all items in the groups one level up and deletes the now-deserted groups.