I have been trying to find a practical and clear solution for my document management for several years now. I also bought Devonthink (Pro) a few years ago, but I’ve never really warmed to it - probably because it’s very complex and I didn’t really understand the possibilities.
I’ve tested many different document management solutions, but none of them really appealed to me. So I’ve been looking at Devonthink more and more intensively lately and I like it more and more.
I would therefore like to know how others work with Devonthink and whether there are “best practices” for the different application possibilities - apart from the answer “That depends mainly on you”.
My goal: To archive private and business documents, almost exclusively PDFs and (very few) Office documents from Pages/Numbers and their counterparts from Microsoft, Open Office, Google Docs… Other files (project data etc.) I still manage in my folder structure and archive them there.
My first approach was to create several databases for “Business”, “Private”, “Accounting”, and “Rentals”, but I’m not sure if this makes sense or if I should prefer to create a “big” database where I create the above mentioned areas as subfolders.
I would like to collect all business documents (incoming invoices and outgoing invoices) and make them available to my tax consultant on a regular basis. These would therefore have to have a chronological order. The other documents should be sorted alphabetically “by sender/recipient”.
I have read on several pages that Devonthink can automate some things, but I have not yet found out on what basis this happens and what exactly can be achieved with it. In the documentation I did not find much about this. Can I use it to sort files into folders and assign tags or does it go further and convert information from text recognition into meta data?
Recognition / OCR / Meta-Information
Is it possible for Devonthink to automatically detect the date of a scanned file (not the file date but the date contained in the file’s content) and set it as the creation date? Can the sender of a document be recognised and set as author or creator or can a tag be applied?
Does it make sense to use tags to specify the sender or should it rather be displayed in the folder structure? Is it possible to arrange the tags in a meaningful hierarchical order, like this:
Service provider A
Service provider B
Many questions… I would be happy to hear how others handle this.
Many thanks and best regards