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The File Menu |
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The File menu contains commands creating and deleting databases. There are options for adding or exporting files, as well synchronizing them. Additionally, if you need to do database maintenance, you will find those commands here. New & Open New Database: Creates a new database in the selected location. New Encrypted Database: Creates an AES-256 encrypted database file at a user-specified size. Technically this database uses an encrypted disk image but will not be visibly mounted in the Finder. Obviously, when you enable Spotlight for the database the data that Spotlight needs to store will not be encrypted. The anticipated size of the database can be specified in megabytes (MB) or gigabytes (GB). Open Database: Opens previously created databases. You can select multiple databases. Open Recent: Presents a list of recently used databases, which gives you quick access to your frequently used databases. Choose Clear Menu to remove all items from the menu. New Window: Opens a new main window for the selected database. Import & Export Import: The Import submenu contains various options for importing data, e.g.,selected files, bookmark, contacts, and some data from compatible applications. Some options will import files into their own special groups at the root of the database.
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Export: The Export submenu presents options for exporting selected documents or groups to the file system. In addition, the Export menu provides export methods based on plugins. DEVONthink comes with a number of standard plugins for exporting documents in different formats. For these formats, the export creates a single merged document when multiple files are selected.
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Share: This shows the standard Mac share menu. Index Index: Use this command to add external files and folders from the Finder. This creates links to the files but leaves them in the current location. Regarding see-also and classification, DEVONthink treats these files the same as imported files. To easily distinguish indexed items, a small Finder icon is displayed to the right their name. Update Indexed Items: Indexed items are updated when you view them. If you need to be sure everything is up-to-date use this command. If nothing is selected, the enclosing group of the current group is used. It also reads changes made to the Finder or Spotlight comments of the to-be-updated files and applies the changes to the files' counterparts in the database. Finally, this command removes indexed items that have lost their external counterpart. It does not affect items moved manually to the group. Use Update Indexed Items to keep indexed groups and their originating folders in sync or to manually update an item that you have changed directly inside the database package when DEVONthink was not running.
Synchronize Synchronize: Synchronizes the selected database with all its locations. Note, this command will be disabled if the current database has no active synchronization. Holding the ⇧Shift key shows the Synchronize All option to synchronize all actively syncing databases. Download Pending Files: Downloads the files of selected documents if they are available through one of the database's locations. Only necessary if none of the database's locations is set to synchronize indexed files. Database Properties & Close Database Properties: Opens the Database Properties popup for the current database. This panel presents a few options, statistics about the database, and allows you to change the displayed name, add comments, and add a username and password. Close Database: Closes a selected database. If multiple databases are open, use Close All to close them all at once. If you'd like to keep the current database open but close the others, use Close All Except. Note that closed databases will not reopen on launch. Only databases that were open when DEVONthink quits will reopen on the next launch. Database Maintenance Like any database, DEVONthink databases need a bit of maintenance from time to time. All the commands you'll need for this can be found here. Verify & Repair: Verifies all database structures and repairs them if possible. By default, DEVONthink automatically verifies the database structure every time you open a database. If it finds significant errors, DEVONthink will advise you to run this command. Use this command whenever you feel it is necessary. If you're a heavy user of DEVONthink, running a Verify & Repair once a week or more often is a good idea. Check File Integrity: Verifies the stored checksum for each file in the database. The results are reported in the Log window or popover. Note: If you are indexing files and they have not been updated, they will report a checksum error. Read more... Optimize Database: Creates an internal backup of the database and then optimizes the database structure. Optimizing removes unnecessary internal elements from the database and rebuilds the internal structure to optimize performance. DEVONthink also creates internal backups on a regular basis. Hold the ⌥ Option key to display the Restore Backup option. This allows you to roll back the metadata to a previous date. This option would only be used in troubleshooting situations. Rebuild Database: Completely rebuilds the database by exporting all items to a temporary folder in the file system, creating an empty database, and reimporting all items. This removes any structural problems. Depending on the size of your database, this can take from a few seconds to several hours. This option is typically only used in a troubleshooting situation. Delete Database: Closes a selected database and moves it to the Finder trash.
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