Home | Appendix

Quick links: |  | New Documents & Templates Open, Launch, Reveal, Send Save, Revert, Duplicate Favorites, Reading List, Reminders Move Duplicate and Groups Mark, Rating, Labels, Tags Convert, Thumbnails See Also & Classify Move to Trash Pro/Server Commands

|  |  | 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. Take Note: Opens the Sorter to the Take Note view. If the Sorter is not shown, it opens the Take Note window. 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. Script: Opens the Script Editor window where you can draft scripts for various purposes: Generic, Smart Rule, Reminder, or Output. Supports both AppleScript and JavaScript (JXA). In the Pro and Server editions, AI can be used to help draft and potentially resolve some common scripting issues. 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. Group/Tag: Create an empty group. This option appears as Tag if you are currently in the Tags group of a database. Smart Group: Opens the Predicate Editor to set up criteria for a local smart group. New from Template: This submenu allows you to access any installed templates, including your own. There are two other commands to note: Open Templates Folder: Select this to open `~/Library/Application Support/DEVONthink/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. 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 Generic Info inspector. The URL will be opened in the background if you hold the ⌥ Option key. 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/Reply: Creates a new message in the system default email application and adds the selected items as attachments. If the selected item is an email message, the command is Send Reply and a draft reply is created instead. Note attaching files requires having an email application that supports AppleScript. 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. Favorites, Reading List, Reminders Add To: Commands in this submenu add the currently selected documents to your Favorites, the Reading List, or the current PDF page as a bookmark to the Table of Contents inspector. Remind Me: Set or remove a due date on a selected item. Move Move to: The commands in this submenu let you quickly move items in your database and control imported and indexed files. Move to…: Opens the Move To popover. Move to (): Quickly move selected files to the last destination used in the See Also inspector. Put Back: Returns an item to its previous location, e.g., after accidentally moving something to the database's Trash. Note this only remembers the previous location, so you cannot undo multiple moves. 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. Duplicate and Groups 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). 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. Mark, Rating, Labels, Tags 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 you've defined in the General > Labels settings. Tags: This submenu offers special commands for tagging items. Convert Hashtags to Tags: Converts hashtags into DEVONthink tags. The hashtag must be prefixed with the `#` symbol and entered as a single word without spaces, e.g., `#software-rules`. 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 available geolocation data into DEVONthink tags. Assign Existing Tags: Using DEVONthink's internal AI to examine tags on similar documents, the selected document will have matching tags applied. Add Vision Suggestions to Images: Adds tags to selected images using Apple's machine learning technologies. Convert, 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. To Flattened PDF/A (with Annotations burnt in): One of the available conversion options important in many legal or professional settings is the use of PDF/A. This is a type of PDF used for long-term document archiving and preservation. For example, contracts, land deeds, birth or death certificates, etc. would be good candidates for PDF/A. These can be used in any DEVONthink database, but would be perfect in an audit-proof database. Thumbnails: Use these commands to add, remove, or update a thumbnail for the selected files. See Also & Classify Classify: Using DEVONthink's AI, this command will move selected files to the AI suggested location. This command is disabled if DEVONthink is not sure enough about possible destinations. Move to Trash Move to Trash/Move All Instances to Trash: Moves the selected items to the trash. If you have selected a replicated item, hold the ⌥ Option key and choose Move All Replicants to Trash to move the selected item and all its replicants to the database's trash. PRO Pro/Server Commands These commands are only available in the Pro and Server editions of DEVONthink: Group Similar Items: Shown while holding the ⇧ Shift key, DEVONthink's internal AI will attempt to gather selected documents into groups based on their similarities. Recognition: Process images and media files to produce a transcript of any detected text. The output, e.g., to associated searchable text, is defined by you in the AI > Transcription settings. This also works with PDFs if the output is set to Comment or Annotation. Scan Barcodes detects barcodes in an image or PDF document and records it as Info > Data custom metadata, Barcode, on the document. You can see a list of supported barcodes here. 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 adds the text layer to the selected document. New Generate Image: This opens the Generate Image panel where you can use AI to create images. The Devonian Times: Creates an HTML document with a summary of new items provided via AI. Rating and Label Chat Suggestion: Examines the current document and applies a rating or color label to it. Tags Add Chat Suggestions to Documents: Examines the selected document and applies tags relevant to its content. Specify if you only want to use existing tags in the Files > Tags settings.