Workflow for importing PDF's after renaming

DEVONthink
1

I am using DTPro 4. I often download several articles at a time and then open them in a pdf viewer (currently UPDF), rename them to something useful, occasionally annotate them, save them to a folder and subsequently import them (drag and drop) into DT4. IS there a way of simplifying this process, such that after downloading the article, I can rename it and put it directly into DT4.
At one time the method described above worked well, because I was using an external folder for my DT database and reindexing as needed. With DT4 I decided to just have a regular DT database. I still maintain an external folder of the files, and just drag and drop them into DT. However, this takes a lot of space, so I want to simplify things and also save the need for an external folder. Is there a script or something that lets me do this. I have tried Print to Devonthink but nothing ever happens.

2
  • What is the need to rename before putting the file in DEVONthink?
  • Renaming based on what naming convention, e.g., timestamp and vendor based on the contents?
  • Command-drag and drop from the Finder moves the file instead of copying it.
1 Like
3
  1. Don’t have to, but files stored in folder first and I like self explanatory titles. Also easy to do in pdf reader. Could do in DT.
  2. Name of article, report, etc
  3. I pick a bunch of files in the folder, right click and copy the highlighted files to the DT database. The files remain in the files folder.
    Don
4

That’s why @BLUEFROG suggested to Command-drag/drop the files. Which moves them, so you save space.

As to your original question: you could download the PDFs to a folder on your Mac that you index in your global inbox in DT. Then have a smart rule watching this folder and doing what ever you want to do. This process is often described here in the context of scanning, so a forum search should turn up useful ideas.

2 Likes
5
  1. Initially I wanted to keep both a folder of the original files, and then incorporate them into DT. That is why I copy rather than move the files. I now realize I don’t need the ‘spare’ folder as I can edit/annotate the pdf’s within DT and even view them with an external pdf reader.
  2. Up to when I moved to DT4 I did Index the files. This worked but I found that if I had to move the file folder, even when following the directions, while mostly it worked there often was some screwup (don’t ask for details, I forget) that ultimately led me to make a new DT database. So, with DT4 I decided to use the DT database only. Now I want to optimize my workflow. I have over 25000 files and add several more daily. I go to a journal, see what I want, download it to the downloads folder and then open them with UPDF, rename them to their Title name, highlight/annotate a bit, and save them in a files folder. I then copy the ‘new’ files to DT. It works just fine, but instead of naming, annotating, saving to a folder I want to name, annotate and save directly to DT. That, or some variant of that, is my objective. I don’t think I can save them directly from my pdf reader (UPDF, but could be Skim or Preview) to DT, but that would be nice. I tried printing them to DT, but it did not work.
6

but I found that if I had to move the file folder

We recommend using indexing with Finder folders in a more static location.

I go to a journal, see what I want, download it to the downloads folder and then open them with UPDF, rename them to their Title name, highlight/annotate a bit, and save them in a files folder. I then copy the ‘new’ files to DT. It works just fine, but instead of naming, annotating, saving to a folder I want to name, annotate and save directly to DT. That, or some variant of that, is my objective.

You can use our browser extension to clip directly into a location in your databases the do the naming and annotating there. That’s a very common thing to do.

7
  1. I am well aware of keeping the file folder in a static location. But, drives die, they fill up, sometimes you have to move things around. I like having the files within DT, there are fewer hassles.
  2. I tried the Clip to DT in Safari but it just saves the web link. I want the actual product saved on my computer.
  3. From the replies so far, I think I am stuck with my current approach. And so it goes.
8
  1. There are ways to accommodate such a move when needed. It’s just a general recommendation for the least amount of friction.
  2. We need more information, like a problematic URL, and also if the behavior persists after rebooting the Mac.
  3. I’m not sure how you’re getting that from the conversation. I think you can easily reduce the cooks in the kitchen on this one.
9

I don’t see why this is your conclusion. There are several ways to go about it.

Example 1)
You could use the Finder alias for the Global Inbox. Save the files there directly from the browser, or drag & drop them from your Downloads folder. Easy if you add the Inbox to your Finder sidebar. (See the manual/help: Menus > The Application Menu > Add-Ons > Global Inbox in Save Dialogs)

Then process the files manually and/or with smart rules.

Example 2)
Alternatively, you could create a new Finder folder specifically for the purpose of importing journal articles. Index the folder in DT. Set up a smart rule that processes the incoming PDFs.

If you dedicate a particular folder to this single purpose, it makes it very easy to target with smart rules that process these PDFs in a particular way.

This is basically what @chrillek already suggested.

Maybe the part you’re missing is that there is a Move into database smart rule action. From the manual:

Move Into Database: Moves indexed items into the database, essentially importing them. Note this removes the file from the original location in the filesystem.

If the PDFs have a “Title” property, a smart rule could automatically rename them based on that. Or you can open the document in the View/Edit-pane, select the title text, and use Edit > Set Name As.

3 Likes
10

These suggestions help. If I use the Global Inbox I have to then import the files into my DT database from that Inbox. I had to figure out where the Inbox was, and then go from there. It works quite well. I don’t know if it is any faster, but it removes the step of putting the files into a separate folder and then importing from there. Renaming is a bit slower. I also now have the actual date of publication as an easily observed part of the record.
Thanks for the help.

11

You’re welcome.

I’m curious how you feel renaming is slower.

That would be moving items between databases, not importing. (Not trying to be pedantic; consistent use of these terms makes it much easier to understand what’s going on.)

What would you prefer? If you already have the target group open, you can just CMD-drag the file like mentioned earlier. Or index a dedicated “Import” folder directly in the relevant database.

Or you could go to Settings > Files > Import and choose Select Group. This displays a group selector when you import, for example if you CMD-drag files onto DEVONthink’s dock icon.

12

I am OK with how things are working now. Thanks very much for all your help.