Quick question: I currently have all my files indexed and not imported, although I’ve been considering changing that approach. So, as an experiment, I created two notes within DT itself: one formatted text, the other in markdown. I understand that the DT “database” is a combination of an actual database and a structured file tree, so those two files are stored within the DT file system, and I could go see them in Finder if I wanted.
However, neither of these files shows up in Finder searches. Is that the expected behavior? Is it because the DT file system lives within the DT package, and thus is not visible to Finder?
I have been thinking of using DT for all my note-taking and such, but not being able to see the notes in Finder or other search tools is a little off-putting. So, asking the question. Thanks!
If in Finder you right mouse click on the DEVONthink database “package” you can see contents. But a purpose of macOS “packages” is to “hide” contents. DEVONthink databases not meant for rummaging around and if done, increases probability that the database will be corrupted. Not good.
If you must use Finder (which is only a view into files in the file system), then use Finder and forget about DEVONthink. But that being said, DEVONthink shows/searches/locates notes both imported and indexed. As long as you have DEVONthink, perhaps wean yourself from dependance on Finder.
Also see the following for how Spotlight (which Finder uses to search) and DEVONthink work together.
There’s no reason to just “use Finder and forget about DEVONthink”, and DEVONsphere is not necessary if all you want is to have database items searchable in Spotlight/Finder. Mine show up fine.
This is a setting on a database level set in the Database Properties... window. At the very top there is an on/off checkmark for Create Spotlight Index
You find this either by right-clicking a database or in the menu at File > Database Properties. (The sidebar needs to be visible)
Where did you create those notes? If they don’t show up in a Spotlight search, I’m assuming it was in the Global Inbox. As far as I’m aware the default is off for the Global Inbox, but on for all other databases. There might be reasons why you would want to include or exclude database items from the Spotlight Index, so the option is nice.
Thank you for the reply! I had forgotten about the Spotlight index setting. Turned it on for the Inbox, and was able to find the test notes I had created that way,
But even better – in messing around in the Inbox, I saw the Move To command, which allowed me to move the note from within DT’s structured file tree and into one of my indexed folders. THAT makes a huge difference.
My use case is to keep the DT tab (lower right) open at all times as a catch-all tool. Then, I can go through the Inbox and move items I create to various places in my indexed folders. Thus, DT takes the place of a number of other input tools I was/am using. AND, I get all the other advantages of using DT.
I realize that for anyone experienced with DT, this seems all too elementary and obvious. But for me, as I was wondering if I had to go back to some of my previous tools, this was a significant find.
And you also might get all kind of funny side effects if you’re not taking care of what you change where… Indexing is generally not recommended unless people are aware of its pitfalls. Just saying.
Even though I’ve been using DEVONthink for over 10 years, I don’t consider myself an expert. But this was an easy question for me to quickly answer.
(A quick note on terminology to help keep communication clear: “the DT tab” is referred to as the Sorter. And it doesn’t have to be shown as a tab on the lower right of the screen – there are various options in the preferences.)
I will echo @chrillek and ask you to consider your choice to index all your files. Why did you choose this? Maybe give the help section on Importing & Indexing a (re)read. Importing is the default for a reason.
From your original post I get the impression you’re a bit uncomfortable with having your files “hidden” in a database. But there is no lock-in and it’s very easy to export. (I think the only exception is custom metadata, but there are options there as well. And this potential problem goes for both indexed and imported items.)
Following up on @chrillek’s comments, please read and understand the In & Out > Importing & Indexing section of the built-in Help and manual before committing to indexing.
It depends on where the files are going to. While tags and flags can be reflected by the Finder, those attributes (and custom metadata, as you said) are not available outside of macOS. They are a feature of the filesystem and not part of the file itself.
Ah, that makes more sense. Yes, Labels is the right term. Those are a leftover from before tagging was officially implemented in the filesystem by Apple – as far as I know they’re basically just like any other tags now under the hood, hence my confusion. I thought you meant this flag:
Yes, I’ve read the documentation AND a third-party book AND scanned a number of topics here.
I started out very concerned about DT keeping things in a “database,” due to my less-than-ideal experiences with other tools. Once I found out that the database is only for the metadata, and the files themselves are stored in a custom file tree, I was less apprehensive. Still, I opted for indexing as opposed to importing, for a couple of reasons:
I often want to open the file directly, even if DT isn’t running, and doing that through the regular file system is easier.
I’m still a little skittish about using an app to be able to get to my files, even if they are still actually “there” inside the file tree. At this point, if something happened to DT, I would lose some functionality, but I wouldn’t have a multi-day process to put everything back into some sort of reasonable filing system.
I may, at some point, choose to import most or all of my data. For now, I’m simply exploring how to incorporate DT into my workflows, and learning more about its capabilities.
