Best Practices for Automating Academic Reimbursement Reports in DEVONthink 4: Issues with Smart Groups?

DEVONthink
1

Hi all

I have been on a nice journey the last few days, allocating time to revise and take advantage of DEVONthink 4 new feature for better automation, classification and sorting of all the different types of files I capture, download and store day to day :slight_smile:

I am now at the point where I need to look at how to store, generate reports and archive later all my reimbursement expenses…

As I am in academia I often need to create reimbursement reports for traveling, for software, for invitations, for lectures that I need to get reimbursed on, etc. After reading the forums, I think I will be using automations to my capture inbox to tag and store them in a yearly reimbursement group and then use smart groups when I want to create the reimbursement reports.

This seems to work very well, but many of the functions such as group items and generated expense reports don’t seem to work if I am viewing files and selecting them within a smart group. Is that correct? And if so, is there any solution for this? We would love to hear your thoughts. Thank you!

Best regards,
Z

2

Items in a smart group need to be considered differently as it’s not a containing group, i.e., none of the matched items exist in it. They are merely exposed by it but still reside in their own parent locations. So no you can’t group them. However, you can create an expense report if the document(s) have custom metadata with a decimal currency data type.