Devonthink Usage Scenario – Notecarding an image PDF
My post ideas are usually extremely long and involved, which means I have a few dozen drafts that aren’t finished. So I’ll take a different tack for DT and just include a series of short-ish post on how I’m using DT now, showing a variety of usage scenarios with screen shots. 1100 words isn’t particularly short for a blog, but it’s my blog.
Unfortunately nobody that I know of has come up with a typology of the types of notes one might take, beyond the barebones. So I’m calling this one the RTF-notecard-from-specific-page-of-image-PDF technique. Not quite ‘flying crane’, but I lack the Buddhist monks’ combination of wisdom and careful observation of the natural world. This post largely explains the process that replaces what I described in an earlier post, with thanks to korm on the DT support forum for the Applescript which I then tweaked.
Say you’ve got a PDF of a primary source without text (OCR doesn’t work) in DT. It could be a scanned volume of archival documents, could be an old book.
1. I open the PDF in a separate window, move and resize the window to fill more than half the screen, and zoom in to a comfortable reading level.
2. Start reading.
3. When I come across something that is worth taking note of, I take note of. Specifically, I select the page: either Cmd-A, with the focus in the page (not the thumbnails), or just drag across the page. You don’t need to actually select any text per se, which helps because there isn’t any text in an image-only PDF.
4. Then I invoke the New RTF from Selected Text with URL to PDF macro (Ctl-Opt-Cmd-P for me), as discussed in the aforementioned post. This prompts you to title the new document.
I overwrite the default (the name of the original PDF file), and instead use a substantive title, like an executive summary of the point being made, e.g. Tutchin says the French are morons. This popup window is really helpful because it forces you to make a summary. Remember that efficient note taking requires a brief summary, which relieves you from having to reread the same quote (possibly several sentences or even a paragraph) every time you need to figure out what it says. One of the most useful examples is how naming your files by summary makes it much easier to plow through Search results when you’re performing a needle-in-a-haystack search.
In needle-in-a-haystack searches most notes aren’t what you’re looking for – you need a quick way to discard false hits. In many other instances you’re looking for a specific variation on a theme – you need a quick way to distinguish similar items. Thus, a summary title allows you to quickly see that a specific note isn’t on the right topic; it similarly allows you to quickly find a certain variation on the general theme of French stupidity, for example. Having columns to sort the search results by would also facilitate this.
5. After I’ve named the RTF note and hit Enter, I’m prompted to send it to a particular group
For the purposes of speed I usually just default to the Inbox by pressing Return and then use the Auto-Classify to help me process them (in the Inbox) in a single session. But you could, if you want, find the proper group (not tag however), and then that will be the default group from then on. Usually, though, the same PS will be addressing different topics, which would require navigating my 1000s of groups in that tiny little window. So I go for speed at this phase.
Then the code does more magic. It adds a link from the original PDF to the new RTF note (in the URL field, which is the blue link at the top of the RTF). This allows you to jump back to the original whenever you want. The code also copies the title of the PDF file to the Spotlight Comments of the new RTF field (Bonus material: I use the Spotlight Comments as another place to put the provenance info – that way if I ever need to cite a specific file, I can just select the record in DT’s list pane, Tab to the Spotlight Comments field, Copy the already-selected text and then paste it elsewhere). The code also opens up the new RTF in its own window (which you may need to relocate/resize), and pastes the file name into the content of the RTF file. I do that last step because the AI only works on alphanumeric characters within the file, not the file name or other metadata.
6. Now the blinking cursor is in the RTF, with the original image visible, just waiting for your input. You can make further notes and comments, or transcribe however much of the PS you desire.
7. Then you add additional tags or groups in the Tag bar of the RTF (Ctl-Tab from the content pane). You can also run Auto-Classify (the magic hat) if you want to move it to a different group, or have other suggested groups that you then manually enter in. (Remember that Auto-Classify moves the record to a different group, so don’t use it if you’ve gone to the trouble of already selecting a group in step 5).
8. When you’re all done with this single notecard, close it. Now you’re back to the original PDF where you left off. Continue your reading and repeat the process to your heart’s content.
9. If you send all your RTF notes to the Inbox, you’ll need, at some point, to go to the Inbox and assign the notecards RTFs to groups, either with Auto-Classify or by assigning your own tags. If you manually add tags to files in the Inbox, their file names will turn red (indicating there are aliases – aliasi? – in several groups). You’ll then need to get them out of the Inbox (reduce clutter) by dragging them to the Untagged group you’ve already created, then run the Remove Tags from Selection macro on the selected Untagged files.
All this may sound complicated at first, but it becomes second nature once you’ve done it a few times, and once you understand how Devonthink works in general. The busy work of opening and tagging and such only takes a few seconds per note – certainly no slower than writing a physical notecard.