Home | Appendix

Quick links: |  | Info & Filters Annotations Capture, Imprint, Edit PDFs & Sheets Rotate & Flip Create, Summarize, Merge, Split Rules Start Server, Take Notes

|  |  | The Tools menu

The Tools menu provides tools to get more detailed information about your documents, as well as some specialized commands. Info & Filters Get Info: Opens an popup containing more detailed information about the currently selected file or group. It combines frequently used elements of the Info inspector and contains three panes: Info: The Generic panel shows basic information including name, aliases, URLs, file dates, and kind. The Custom pane shows metadata specified in Preferences > Data that has been applied to the file. Annotations & Reminders: Shows a summary of reminders set for this document, Finder (Spotlight) comments, and Annotations. Properties: Shows metadata specific to PDF and rich text files. This includes things like keywords, author, and subject that are sometimes included with these types of files. Inspectors: This submenu provides access to the inspectors panes. Show/Hide: Shows or hides the inspector pane. Info: The Generic view shows basic information including name, aliases, URLs, file dates, and kind. The Custom view shows metadata specified in Preferences > Data that has been applied. Annotations & Reminders: This inspector shows a summary of reminders set for this file, Finder (Spotlight) comments, and annotations. Content: When viewing PDF files, this inspector provides a Thumbnails and a Table of Contents pane. Note that the Table of Contents panel is only displayed if the current PDF contains one. DEVONthink does not generate the table on its own. Document: Useful when viewing PDF and RTF files, this inspector displays Properties, Annotations, and Links. See Also & Classify: This inspector is the main interface to DEVONthink's brain, our built-in AI engine. This engine is analyzing the contents and locations of all documents in your database and making connections between them. These connections can be seen in this inspector pane. Search: This pane allows you to search the current document, displaying the found words in context and on what lines they occur. Additionally, you can use the Replace field to quickly replace selected or all occurrences of the found words. PRO Concordance: The Concordance is a specialized view showing data about the words in a document. This can be sorted by frequency, groups, length, or weight. The data can be viewed in a List, Cloud, or Graph. Additionally, selected words are highlighted in the current text and a data graph showing related words will appear in the List and Cloud views. Filter: The commands in this submenu filter the list of files in the location you are currently viewing. As you select options in these panes, the list of files will change accordingly. The filters are also covered in the windows chapter. Info: Shows a pane with options for filtering on dates, flagged state, unread status, rating, or color label. When using the calendar, you can click Any Date to set which date you want to filter on: added, created, modified, opened, or due. Tags: Shows a tag cloud, with frequency-based sizing, i.e., more frequently used tags will be larger. Clicking on tags removes unrelated tags from the cloud, only showing tags that have been applied with the current tag. Maps: Shows a small map showing pins from geolocation data will be shown. Clicking on a pin will show you files created in that location. The behavior of this pane is similar to Apple Maps, e.g., pinch to zoom in and out, etc.
Note: When Info or Maps is selected, the options will appear at the bottom of the sidebar. When Tags is selected, they will also appear there, but will also show in the information bar above the item list if the sidebar is hidden.
Annotations Annotate: This submenu provides access to the PDF annotation tools: Oval, Rectangle, Line, Note, Text, and Link. Mode: Use the commands in this submenu to switch between three modes of interaction in PDF documents: Move, Text Selection, and Annotation Selection. Capture, Imprint, Edit PDFs & Sheets Capture: This submenu provides options for capturing the current document to a new file in a few different formats: Bookmark, Plain/Rich Text, Formatted Note, HTML, Web Archive, and PDF (One Page/Paginated). Captures are made to the current group. There is also an option to use the Clip to DEVONthink command. This allows you to clip to a chosen location.
Note: The available options in the Capture menu are dependent on the type of the current document.
PRO Imprinter: Choose an imprint you have defined in Preferences > Imprinter to apply it to the current image or PDF. PDF Document: This submenu provides options for editing the current PDF document: Insert Blank Page, Delete Selected Page, and Reverse Page Order. See the Documents chapter for more information on PDF documents. Sheets: This submenu provides access to the following tools for editing a sheet: New Record,Duplicate Records,New Column,Edit Columns,and Delete Columns. See the Documents chapter for more information on sheets. Rotate & Flip Rotate Left/Right: Choose this to rotate images, or individual pages in a PDF document. Flip Horizontal/Vertical: Choose this to flip an image on its horizontal or vertical axis. Create, Summarize, Merge, Split Create Expense Report: Creates a sheet summarizing custom metadata dates and currencies of selected files. Totals for the amounts will also be included. Create Metadata Overview: Creates a sheet with records for each selected file. The columns contain data from the generic and custom metadata of each file. Create Table of Contents: Creates a rich text document with links to the currently selected documents. Summarize Highlights: Creates a document with all highlighted text passages of the currently selected documents. In case of items located in multiple databases the summary is created in the global inbox. From the submenu, choose to create the summary in a rich text or Markdown document. Merge Items: Merge the selected documents into one. This creates a new file, preserving the originals. Hold the ⌥ key to choose Merge & Delete n Documents, removing the original files after the merged document is created. When merging documents, the order of the merge will be the order shown in the item list. The topmost selected document will be the first page with the pages beneath it following. The order of the documents can be controlled by the current sort method in the item list. Read more...
Note: The resulting file type of a Merge operation depends on the types of the selected files. Selecting mixed formats, e.g., a web archive and an image, usually results in an RTFD file being created.
Split Document: Splits the current document (PDF, plain or rich text) at the insertion mark position in the document. Rules These commands allow you to set or run smart rule commands Apply Rules: Apply the selected rule on selected items that match the rule's criteria, including the location defined in the smart rule. Perform Rules: Run the selected rule at any time or in any location. This is not isolated to the documents in the current location. Batch Process: Use this command to quickly define and run commands without specifically defining a rule. This can be useful to modify multiple selected files. Start Server, Take Notes SERVER Start/Stop Server: Use this command to start and stop the integrated web server. Read more... Take Note: Opens the Sorter to the Take Note view. If the Sorter is not shown, it opens the Take Note window.