Advices on managing indexed files

[jackhanson]

I was designing this workflow:

1. Putting any file and folder into a file pool folder
2. Tagging and add metadata to these files and folders
3. Creating smart group whenever want to find something3.
4. Create groups with markdown notes that use wiki links and item links to connect to smart groups and add contexts4.

What do you guys think? Do you have any suggestions? Thanks

[rmschne]

Most important … before doing a lot of what you propose, make sure you read and understand the details about Indexing from the “DEVONthink Handbook”. Indexes files comes with it’s own risk and issues that can be overcome with full understanding. I only index when I must keep the files external to DEVONthink for specific purposes, e.g. sharing with people or other apps.

@jackhanson

Putting any file and folder into a file pool folder

What is a “file pool folder”?

@jackhanson

Tagging and add metadata to these files and folders

DEVONthink does not have folders. “Groups” is what I think you are calling folders.

@jackhanson

Creating smart group whenever want to find something3.

Use a Smart Group when you want to retain the search criteria. If you simply want to find something, then just search. If you like the complex search criteria you successfully used, then go ahead and save it. [I find too many Smart Groups is not useful as I can’t remember what they all are for or how constructed … just me, I guess.

@jackhanson

Create groups with markdown notes that use wiki links and item links to connect to smart groups and add contexts4.

I don’t do that sort of stuff. If you find useful the resulting links then ok. Sounds complicated to me, but probably possible. Experiment.