I agree - definitely one database per matter. I started with a single database indexed to Dropbox and within a day it was too big, sync took too long etc. Archiving completed matters became fiddly - if you start a new database when you open a matter, you can just archive it when it concludes.
For what it is worth, after a few years of keeping everything in Dropbox and indexing I went “all in” and now keep all my documents in DT (helps avoid orphans).
Re your query:
i AM curious about how to save NEW documents, [eg, a pleading drafted in Pages, then saved, and exported to PDF].
I don’t know if this helps, but this is my file (“group”) structure:
I don’t know Apple Script and can’t do the clever automation others can, so I keep the folders in a Finder directory and dump them in DT when starting up a new matter database.
Things I found particularly useful as I got more into DT (Kissell’s Take Control and Dini’s Taking Smart Notes… cover them well) are:
- colour-coded labels for documents (eg helpful/ adverse/ challenge)
- colour-coded highlighting within documents (see Dini)
- smart groups (eg to show all relevant documents)
- smart rules for re-naming files, ocr’ing etc
- customised metadata (eg document type, from (author), to) to help sort and rename documents
- wikilinks (of course) for case notes
- Keyboard Maestro (see Dini again)
Good luck & hope you enjoy DT. It’s a great case management tool.