Reading List / user-defined Smart Groups for DTTG

[jprint714]

I’m trying to figure out how to create a kind of reading list-like function that’ll enable me group select files by my projects (contain in my parent Groups), organized by priority, and able to sync between DTP and DTTG.

Here’s my situation… I use DEVONthink to clip and store my files. As part of my process, I label certain files that are especially important for me to read (Urgent , High , Medium , etc.).

My work is often dynamic, and so I’ve got to shift on and off projects depending on work priorities. As a result, I have to add and drop certain “reading list”-like folder, based on those shifting priorities.

I realize I can probably set up DEVONthink Smart Folders, in which I flag certain projects, and/or the subfolders within my projects where I clip and triage articles and documents (though I’m not sure how to group these files with their parent folder that identifies the project name or theme).

But…that would just work in DTP, and I tend to do a lot of reading and annotating on my iPad and, as far as I know, DEVONthink’s Smart Folders don’t (yet) transfer to DEVON To-Go. Is that still the case?

Also, DEVONthink’s Reading List doesn’t allow for any kind of grouping or organization. (I wish it was possible to create this kind of organizational structure in the Reading List → feature request!)

Since I can’t organize or and sort this with with DEVONthink’s Reading List and, as far as I know, I can’t create user-defined Smart Groups for DTTG, I’m wondering if anyone has any ideas / suggestions for creating a dynamic reading list in which I can group select reading files by project (i.e., including the project based on the parent Group), and then organize them by the DEVONthink labels I use (Urgent , High , Medium , etc.).

BTW, I’d consider changing the way I prioritize my files beside labels, if that would help me solve this thing. I just find the labels – and the visual outline color of red, orange and yellow – as a straightforward tool for prioritization.

Thanks for your help with this!

[meowky]

@jprint714

As part of my process, I label certain files that are especially important for me to read (Urgent , High , Medium , etc.).

Have you tried searching label:urgent ?

[jprint714]

Thanks. Not sure how this addresses the problem described in my original post, especially if there are limitations for user-defined Smart Groups in DTTG. I could search for label:urgent in DTP, but not in a DTTG Smart Group. Please let me know if I’m misunderstanding. Thank you.

[meowky]

A smart group in DT is basically a saved search. On DTTG there is no smart group, however you can replicate the function with a search. For example:

• Search label:urgent tag:science gives you a list of your “urgent” items regarding the topic.
• Search label:high in This group gives you a reading list in a particular group.

It is perhaps slightly inconvenient that you have to enter the search term, but it does give you a dynamic list of reading items. Text replacement, or search and select via Apple Shortcuts, could be useful.

---

PS. It seems that {any: label:1 label:2 label:3} works in DT, but returns nothing in DTTG. Is there an alternative way to produce Any of the following is true in DTTG?

[jprint714]

@meowky

PS. It seems that {any: label:1 label:2 label:3} works in DT, but returns nothing in DTTG. Is there an alternative way to produce Any of the following is true in DTTG?

There’s the rub.

[BLUEFROG]

@meowky

Is there an alternative way to produce Any of the following is true in DTTG?

Of course but not for everything. Currently it’s not supported with label and some others.

[jprint714]

Thanks, @BLUEFROG !

Based on what I’m aiming to do, and the current limitation with the DTP’s Reading List, and DTTG’s limited Smart Groups abilities, do you have any other ideas / suggestions? Thanks again.

[BLUEFROG]

Install this: Urgent Bookmarks
It should prompt you to choose an Urgent group in your database (and it should already exist, so make it first).
Tag a document with urgent then tap the document to view it.
Tap Share > Urgent Bookmarks. Check the Urgent group afterwards.

Bear in mind, this is a proof-of-concept based on the approach of using item link bookmarks to create a directory of documents (the Urgent group) matching a certain criterion, in this case an urgent tag. The bookmarks would work on Mac and mobile alike.

By the way, there was nothing in your brief that mentioned working in the same database (and I’ve seen your setup ), so I opted for bookmarks. If the items were in one database you could replicate into the Urgent group instead.

[jprint714]

Oh wow. This looks great! Thanks so, so much, @BLUEFROG ! You’ve always got great ideas, and are a tremendous help…

Some quick questions, just to be sure I’m following this correctly…

@BLUEFROG

Install this: Urgent Bookmarks

When I downloaded and double-clicked the line, it appears in Shortcuts. Should I further install it into DTP? If so, how? – Again, just so I’m doing things properly.

@BLUEFROG

It should prompt you to choose an Urgent group in your database (and it should already exist, so make it first).

I don’t actually have such a group, though I’d be happy to make one. Would setting up a Smart Group suffice? Before I put this together, let me back up for a second to ensure we’re on the same page…

As you know (and have described here), I work on several projects simultaneously – and sometime have to shift off and on those projects. Since I haven’t yet used Urgent Bookmarks, and the process you’ve provided, I don’t know how it works and appears.

But I’m hoping to use an approach that won’t just capture all files marked as Urgent, but to first group them according to which project they’re storied in (i.e., [Parent Group] > [Reading Files Group] > [Urgent Reading Files Smart Group]).

Based on your instructions, I think your approach will achieve these result – but just wanted to be sure we’re on the same page! Let me know your answers when you can, and I’ll try it out and report back. Thanks!

[BLUEFROG]

When I downloaded and double-clicked the line, it appears in Shortcuts. Should I further install it into DTP? If so, how?

It’s for DEVONthink To Go.

I don’t actually have such a group, though I’d be happy to make one. Would setting up a Smart Group suffice?

No on the smart group for the destination of the shortcut, partially because this is DTTG, not DT we’re discussing. Just a group and the name doesn’t actually matter.

PS: When you install it in Shortcuts on iOS, it should prompt you to choose an Urgent group. As that’s not as easily testable here, let me know if you are prompted to choose it.

[troejgaard]

@jprint714

@meowky

PS. It seems that {any: label:1 label:2 label:3} works in DT, but returns nothing in DTTG. Is there an alternative way to produce Any of the following is true in DTTG?

There’s the rub.

As a workaround you can sort the item list – and search results – by label. (You can also filter the item list, but not the search results).

You could also use a tag to collect all the documents related to a project. Add current project tags to your favorites for quick access. Then sort by label, maybe filter them too.

[jprint714]

Ok, thanks! I think I follow. I first made an Urgent group in DTTG (which carried over to DTP, thanks to my sync set-up), and then was able to install “Urgent Bookmarks” into DTTG.

So then the next steps that follow (i.e., Tag a document with urgent then tap the document to view it. And then…Tap Share > Urgent Bookmarks . Check the Urgent group afterwards) should be executed within DTTG and not DTP, correct?

Again, I want ensure I’m following your instructions properly. Having said that, I tend to do most of the triage work (prioritizing my reading material) in DTP. Anyway, for now I want to be sure I’m following along and the proof-of-concept works.

Thanks again, @BLUEFROG !

[BLUEFROG]

@jprint714

Check the Urgent group afterwards) should be executed within DTTG and not DTP, correct?

Correct. This is all happening in DEVONthink To Go but the results would sync back to the Mac.

[jprint714]

Got it. Thanks. I’ll give it a go in DTTG first, and report back. Am wondering if there might be a process one can set up on the DTP side, too. But let me first assess how it works in iOS, and we can regroup.

Thanks so much, again…

[BLUEFROG]

DEVONthink would be much easier as all automation on a Mac is mature and more powerful. However, this is in the DEVONthink To Go part of the forum and you specifically referred to your need to work on mobile. So it’s best to tackle the problem there as the results would sync back to the Mac anyways.

PS: There are many things coming in the future of mobile. But it’s not anything available tomorrow, or Friday, or even in a week or three. So we deal with the hand we have at the moment.

PPS: You’re welcome.

[jprint714]

Thanks for the further explanation — it’s very helpful. And I appreciate your point re: how we’re in the DTTG forum, and so that’s why we’re focusing on working on this part of the platform right now.

I’m excited to hear about the prospective features coming in future DTP / DTTG versions. That’s great! And yes, I understand your point re: dealing the handing we have.

I’ve done a bit more testing, and just realized something…. I’m curating files that are on synced databases, so there are files present in DTTG — but only a few of them have been downloaded. Because they haven’t been fully downloaded it appears that I can’t see the label for those file (unless I download them). Is that the case with synced / not downloaded files?

I’ll continue to test once I hear back from you… Thanks!

[jprint714]

@BLUEFROG

Install this: Urgent Bookmarks
It should prompt you to choose an Urgent group in your database (and it should already exist, so make it first).
Tag a document with urgent then tap the document to view it.
Tap Share > Urgent Bookmarks. Check the Urgent group afterwards.

I just tried this with one of my files in my DTTG Global Inbox, and followed the instructions properly (at least I believe so!). Unfortunately, I didn’t see the file appear in the Urgent group. Let me know if I can provide you with any additional feedback. Thanks for your help!

[jprint714]

Just wondering if there’s anything else I can test that relates to your suggested approach. Please let me know whenever you can. Just want to help contribute, and hope to figure out a solution. Thanks!

[troejgaard]

I tested BLUEFROG’s shortcut and it works fine for me. I suspect you misunderstood something. What did you input in the prompt when installing it? Where are you sharing from?

Do you see the shortcut run? Does it give an error or does it succeed?

Did you make sure to tag the document? (the shortcut doesn’t work with labels)

Screenshots

Setup:

Test item:

Result:

[jprint714]

Thanks so much for this! I suspect you’re right: I probably did misunderstand some part of the process. It might’ve happened at the Shortcut stage, so let me delete that and try it again. I’ll try to get to this soon, and will report back with how things go. Appreciate the helpful screenshots!