Note Taking Automation with Notebooks, Workflow etc

Ipad Note Taking Automation

This is the second of a two part feature on Notebooks, for part one see here

Notebooks Part II: URL schemes and iOS Note Taking Automation

Aside from being an excellent general purpose notes taking app, Notebooks has a host of features uniquely suited to academic work and study — or any kind of research for that matter. Where the previous post outlined some of the feature highlights, this one has some examples for how to use the Notebooks URL scheme with Workflow, Drafts 5 and Launch Center Pro.

URL Scheme Automation Workflows

Automation on iOS is finally growing up. The impending release of iOS 12 will make user automation more accessible than ever, while apps such as Drafts 5, Pythonista, and the Omni Group’s suite include powerful scripting tools. At the same time, URL schemes remain the enduring staple of iOS automation. Any serious productivity app will include a URL scheme; they provide an ideal entry point for automation.

Notebooks comes loaded with a number of helpful URLs. It could potentially do more, but the bases are covered for common workflows. The scheme is both simple to understand, and well documented. I have various workflows, and launchers setup using the Notebooks sche

Here are some examples for download. Some will work as they are, while some require minor tweaks for your own purposes.

Workflow Shortcuts

You can set these up as action extensions, or invoke them from a widget in the today view. If you hold any concerns about workflows in the new Shortcuts app. Fear not, the following workflows will still be valid when iOS 12 comes along, and Notebooks includes support for Siri 

Reading List Workflow

This simple workflow was published in a post with a couple of other tips recently. To summarise, it is a way of archiving links, articles, or PDFs into a Notebooks task list. You can do the same thing using drag and drop. Check out that earlier post for more, or download the workflow below.

Download: Reading List Workflow

nb. To make this work you either need to create a Notebook called Reading List and set it as a task list in Notebooks. Or, you need to adjust URL in workflow to include a notebook of your own. This workflow can also be adjusted to choose from multiple task list. Again, you will need to change the list to suit your own needs

Download: Notebooks Add to List

Notebooks Markdown Web Clipper

How to take web clippings is usually the first question from Evernote users. There are a couple of ways to address that. If you simply want to import web pages, then Notebooks is thoroughly integrated with iOS system APIs. The Safari extension works perfectly. The same is true of the Notebooks Bookmarklet, which can also be used in third-party browsers. Notebooks settings can also be tweaked for the grab function to save either web archives, or flat HTML files.

If you’re only grabbing text, and you want something cleaner, I have created a Notebooks MD Clipper using Brett’s Marky Markdown API. This approach also has the advantage of being more judicious. As excellent as the Evernote web clipper is, I find it to be a blunt tool that makes it too easy to fill up a database with nonsense. Nowadays I keep my bookmarks at Pinboard.in, and DEVONthink, and only import what I need into Notebooks. This workflow is ideal for the job.

Download:  Notebooks MD Clipper Workflow

Notebooks Wiki Style Links

Notebooks internal linking makes for detailed internal note structure. I have done something similar with DEVONthink in the past, but it works particularly well in Notebooks. The first step is to copy the internal link of the note you want to link to, you do that by swiping gently left on the appropriate title in document tree. From there you can use the workflow in one of two ways, either run it from the today view widget, or type and select your anchor text to run the workflow inline — see the screenshot below.

Ios Note Taking Automation Internal Linking
Swiping left on the document tree, you can copy an internal link to the clipboard.
Ios Note Taking Automation Inline Workflow
To run this workflow inline, select the text you want to to use for the link and hit share. You can also run it from the widget in the today view

Download Workflow:  Notebooks Wiki Links

Notebooks Launcher

If you have a lot of workflows accumulating, it can be useful to setup a launcher to act as a kind of folder. As you will see below, I prefer to use Launch Center Pro myself. But for anyone wanting to keep it all in one app, this can help organise things. You can also use an app like Launcher or Magic Launcher, both are very good at what they do.

Download: Notebooks Launcher Workflow

Launch Center Pro

Ios Note Taking Automation
Setup launchers for common workflows in Launch Center Pro

It seems strange to suggest it, but Launch Center Pro (LCP) is something of a forgotten entity these days. You don’t hear much about it in the age of Workflow. Yet it remains an incredibly useful tool, and has always been an effective way to learn URL scheme automation. Even more useful is the integration with Textexpander. Snippets can be expanded in URLs directly, or via your abbreviations in a prompt. For example, I have a launcher setup to search my notes, along with numerous abbreviations for common names and subjects in my thesis. The launcher presents a search window, where I can type an abbreviation to quickly find notes. I have another that adds a new note, and uses Textexpander to set the current date as title.

Download Launch Center Pro actions:

Append to Notes — This launcher presents a list of pre-existing notes to append text to. To make it work you will need to edit the URL to include the names of your own notes.

Notebooks Search — Presents a search prompt

Add New Note with Date — Adds a new note with the current date as title. Requires Textexpander

Drafts 5 Actions

If you’re a Drafts 5 user, the Notebooks URL scheme makes it simple to setup your own Drafts Actions. If you’re just getting started, I have uploaded some actions to the Drafts 5 Action Directory:

Drafts 5: Notebooks Select — To use this for your own purposes, you will need to change the button prompts in the first step to include titles for your own notes.

Drafts 5: Add New Note to Notebooks — Adds a new note to your default notebook with the first line as title, and the body of the draft as the note. This will work without changes.

Wish List

As you can see, the Notebooks URL scheme includes everything you need to built automation into your common note taking workflows. It is not quite as deep as the URL scheme you find in Bear, or Ulysses. To be fair, I can’t see much use for automating visual elements like fonts and theme changes, but I would like to see a few things added.

Adding support for the x-callback protocol would open Notebooks up to bidirectional automation. At present the URL scheme is focused inward. If Notebooks were able to return data via URL, it would allow users to pull data out for all kinds of inventions. There are no doubt more pressing features on the road map, but putting these things out there is how we see our favourite apps improve over time.

 

Note Taking, Research and Organisation with Notebooks iOS

Best Ipad Note Taking App For Students And Academics

* This is part one of a two part feature on Alfons Schmid’s Notebooks app.  Part two covers automation using the Notebooks URL Scheme

Unique Features in Notebooks App For Students And Academics

Alfons Schmid’s Notebooks app has been on my list of essential apps since I started this site. I’ve since written about it a number of times, and included it among the highlights of last year.  I consider it one of the best note taking apps for iPad,  especially for students and academics.  The combination of writing and organisational tools make Notebooks uniquely suited to research. It has features you won’t find in other note taking apps.  The following highlights some of the functionality in Notebooks that make it so useful.  1 For expediency sake I have broken this in two parts, with the first covering features suited to academic workflows, and a followup post covering automating Notebooks with Workflow and Drafts 5.

I recently highlighted the way I use the task management feature of Notebooks, along with its URL scheme to organise reading lists. Notebooks has numerous other features suited to academic work,  here are some of the highlights.

Dual Document Viewer

The minimalism of the iOS operating system is one of the iPad’s strengths. Whether by design, or by accident it encourages focused work. However, from time to time it can lead you to a dead end. One such problem is the inability to run multiple instances of any given app. In practice that usually means finding a workaround for a common research and writing workflow. I’m talking about viewing and editing two discreet documents at the same time.

The ability to view two documents concurrently is often necessary for academic work. Studying the contents of one document for comparison or analysis, while writing in another. Incorporating comments and feedback, or simple proofing. If you do any serious research based writing, eventually you will want a solution for this. This has become a notorious pain point on the iPad that very few apps address. Multitasking has soothed the pain somewhat. Opening documents in two different apps has become the de facto workaround, but you shouldn’t need to.

 

Notebooks Best Note Taking App For Study
Notebooks is one of only few apps available on iPad that can view and edit two documents at the same time

 

Notebooks has an elegant solution via the 2up button. A swipe gesture on any given file from the document tree will open a second document in split screen. Even more useful is the long list of document types supported, including plain text documents, Markdown, PDF, iWork, Office, RTF and HTML documents as well as images, movies, web archives or email messages. Scrivener is the only other app I know of that does this, from experience Notebooks does a better job by affording both documents equal screen real estate. 2

Customisable Keyboard Navigation

Best Ipad Note Taking App For Students And Academic

Notebooks has extensive keyboard shortcuts for everything from document creation and navigation, to time stamping and revealing word counts. I recently heard it suggested one of the qualifiers for a professional app on iPad is keyboard control. Notebooks has this covered, and then some. The pro touch for me is the ability to edit your own keys in the iOS shortcuts bar. Keys can be edited to insert practically anything, including a special function that adds whitespace where the cursor will land. Any matched punctuation pair can be setup using the same function.

 

Note Taking App For Students And Academic
Notebooks comes with predefined sets of keyboard shortcuts, and users can define their own custom keys

This is one of those little touches that are more useful that you even realise at first. For example, I use standard Biblatex citation keys for use with Zotero, so I setup a shortcut key that places an @ symbol between square brackets, using an ellipsis 3 in the middle. Tapping the key types the characters, while placing the cursor in the middle. I can then type my memorised key to signify the text I am working with. The keyboard shortcut looks like this: [@…]. I have further keys set for markup with various HTML tags. I could go on, the keyboard functionality extends much further than this.

Audio and Video Recordings

Audio notes are huge if you’re studying or researching. Whether its lectures, or dictated memos 4, cataloguing them in your general notebook gives them a frame of reference. If you use a separate app for recording audio, the files are often stored without context. If you’re conscientious about naming files this can work, but nothing is more irritating than listening through the start of multiple recordings to find what you need. The same is true of video, which is rightly becoming a more recognised reference material.

Best Ipad Note Taking App For Students
Notebooks can display visual files in its dual document viewer, making it possible to review recording while taking notes

 

Note taking from Audio Visual material is another way to make good use of Notebooks dual document support. Invoking the spit view is not limited to text, so reviewing material while taking notes can be done without needing to open another app.

Structure Content with Contexts and Smart Books

Something that drew me immediately to Notebooks was the flexibility for organising data. There are powerful tools for creating structure without locking users into any predetermined method. The notebook metaphor can be maintained or subverted if you want to use the app as a file manager.

Contexts are a concept taken from the popular GTD method for organisation. I’m not big on the idea of totalising one’s life as a productivity machine, but the idea of contexts can provide a useful way to delineate different areas of work. In practice contexts are uniquely useful for structuring notes and other content. When used with Notebooks smart lists, contexts can provide the basis for compiling a finished project.

Document Processor and Compiler:

Notebooks can process text in a number of ways. Individual texts, and books can form the basis of sections for much larger documents. I have extolled the virtues of plain text enough on this site, but it bares repeating. Plain text is future proof, adaptable and resilient. The underlying engine of Notebooks is built on these foundations.

The plain text philosophy means Notebooks uses HTML for formatting, so with a little CSS, users can create custom styles from which Notebooks can compile PDF documents and ebooks. If that sounds difficult, it’s really not. It comes with a selection of style sheets to get you started, including one with MathJax support. 5 Using HTML means granular control over the finished product,

There is also a kind of neat symmetry here for anyone who knows the history HTML. The original Hypertext Markup Language was built for exactly this reason, as a standard for sharing research documents. This appeals to me as both an academic, and an unashamed geek.

PDF Annotations

The Notebooks app has the popular PSPDFKit framework available for PDF reading and annotation. This is the same framework used by Evernote, and DEVONthink, and includes thorough pencil support. On top of the deep annotation capabilities, the PSPDFkit framework provides nice page turning animations that give the app a more natural feel when working with PDF documents.

This particular feature s available via an in-app purchase, which like the app itself is inexpensive. The PDF viewer costs US$4.49. 6

Bonus Features

Windows version

This might not seem a big deal for iOS and Mac users, but Windows is everywhere. Apple users tend to forget this. Microsoft devices have improved dramatically recently, and there are plenty of other reasons for cross pollinating platforms.

Private Wifi Syncing and WebDAV support

I would like to see Notebooks add iCloud, and support for the iOS Files App, but the existing syncing options work well. Particularly pleasing is the consideration for privacy coded into the app via the Wifi option. If you have good reason for avoiding Dropbox, syncing can be managed across a local network. WebDAV support means Notebooks can also be synced via Synology and other private cloud solutions.

The Question of Handwriting

Handwriting Companion For Notebooks App
Until Notebooks has handwriting support, GoodNotes’ on the fly OCR and excellent drag and drop support make it the ideal handwriting companion

Devices like the iPad Pro are finally delivering on the long promise of matching the cognitive advantages of handwriting to digital convenience. At the same time, where handwriting recognition and inking engines have improved out of sight, the apps that deliver these tools can be limited. As such, I have come to think of handwriting apps as an interface for capturing notes. Notes ultimately end up elsewhere, in Notebooks, DEVONthink, or Keep-It.

I have flipped between Notability, MyScript Nebo, and GoodNotes for handwriting. Nebo unquestionably has the best handwriting recognition, but the app hasn’t had much attention 7. Notability is a good self contained app if you can work with its limitations. However, I have returned to GoodNotes since it started generating searchable notes on the fly. Between the now instant OCR, and one of the best drag and drop implementations, GoodNotes is currently my favourite handwriting companion for Notebooks. Once a note is written, I open Notebooks and drag it from GoodNotes in slide over. The notes are preserved perfectly with the searchable layer.

Handwriting is the most obvious missing feature of Notebooks at present, but it’s likely to be added in a future version. If and when that happens, this already excellent tool will become a bonafide killer app. Until then, I still recommend it as a better place to store handwritten notes, and GoodNotes has the most compatible feature set right now.

Final Remarks

I say final, there is another post following with Workflow and url scheme automation. Despite this relatively lengthy post, there remains a lot I haven’t covered. Nonetheless, I believe these highlights make Notebooks, in my opinion, the best general purpose note taking app on iPad for academic use. There is room for improvement, no doubt. I expect that handwriting will arrive at some point, and while the hooks are already deep in iOS further integration

I have a final superficial qualifier. If I am going to spend any amount of time working in an app, I want it to look good. No problems here, the understated minimalism and use of whitespace make Notebooks a handsome app.

 

 

  1. The scope of the article covers iOS. However, Notebooks is cross platform, with excellent versions on macOS and Windows.
  2. Liquid Text has function for working with two documents, but it work vertically. Besides, Liquid Text is a world unto itself, so a subject for another time,
  3. As opposed to dictating notes to text
  4. If you know what MathJax is, chances are you have no problem with editing a few lines of HTML
  5. I’ll be honest, I wish the app cost more since I have come to reply on it. Given what it can do, I feel it is seriously under priced.
  6. It seems to get more buggy as iOS is incrementally updated.

Creating Smart Reading Lists on iOS with Notebooks

Ios Workflow Notebooks Tasklist Reading

If Notebooks isn’t best note taking app for iPad, it is definitely the most underrated.  If you’re looking for a markdown notes app, a writing app, or a document storage container with a few unique tricks, you won’t find many better. Part notebook, part storage locker, and part GTD task management system. That might sound like a janky combination, but not only does it work well, it looks pretty too. It has been around for a while, so in lieu of a comprehensive review, I want to highlight a particular feature I haven’t seen anywhere else. The ability to turn notes into tasks.

If you have a lot of reading to keep up with from a variety of sources, this is very handy. For planning and tracking big reading projects I still use TaskPaper on macOS, with its counterpart TaskMator on iOS. That system works well, with the outliner style lists making it easy to break up books, journals and so on with due dates. Using Notebooks has a distant advantage over that system, as it can collect the reading material itself. Web pages, notes, PDF documents, Word files, you can read them all directly in Notebooks. It will even let you index epub files to open in a third-party reader, like Marvin. Remember, at its core this is note taking app, while reading you can highlight text, make annotations, take clippings, and more. You can also take notes.

Notebooks Reading List Workflow

Ios Workflow Notebooks Reading List
The Notebooks URL scheme is simple to use, and does a great job of importing multiple data types

This is a simple idea that in practice will help keep track of reading lists, note revisions, or really anything text based. It’s true you can fashion a similar system by chaining apps like DEVONthink and Things 3 together. To my mind this is more elegant, or at least less confusing.

It works like this. As I collect reading material, I drop it into a Notebook that has been setup as a task list. When I’m on the clock I can setup due dates, reminders and so on. More importantly, I can tick items off as I go, meaning a quick visual guide is available to measure progress. It’s easy enough to use Notebooks’ share extension for this — or bookmarklets on the Mac — but there are two alternative methods I prefer. First, Notebooks has a very hand URL scheme which is clever about capturing all kinds of data, which makes setting up a custom action extension for Workflow trivial.

You can download the workflow here

Notebooks Drag and Drop

Notebooks Best Note Taking Ipad
Multitasking with drag and drop makes collecting articles trivial

The Workflow action above is especially handy on the iPhone, but the iPad has another option that is easier still. Notebooks has excellent support for the drag and drop feature of iOS 11. So if you don’t fancy using Workflow, you can use multitasking to simply drag links and files directly into a reading list. Or, you can use something like the excellent shelf app Gladys to hold the material you collect before dropping it into Notebooks later. Gladys now has a Mac version too, which adds some continuity to the workflow.

Best note taking apps for college
Using a shelf app like Gladys gives you a chance to triage material before it is adding to the list

Among the Best Note Taking Apps

If you follow this site, you probably know by now that all my data ends up in DEVONthink, one way, or another. Whatever passes through Notebooks still ends up there, but DEVONthink’s super power is search. It has passable editing and annotation tools, but I prefer doing the interactive work before it ends up in what is essentially a personal research database. For a lot of users Notebooks might even be enough. While the task management features were no doubt conceived for GTD nerds, they end up making Notebooks among the best note taking apps for college, or university users. The caveat being it’s not a handwriting app. In fact if anything holds it back, that would be it. I would get around that by using Nebo as a capture tool myself, they complement each other well.

If DEVONthink’s not your jam, or you’re looking to replace Evernote with something private and local, Notebooks is a handsome and feature rich app. It has relative feature parity across macOS, and iOS, and a lot of unexpected touches. GTD purists could configure tickler files, and contexts until their head is sufficiently empty of all that arduous, excess thought. 1. It can even run its own local WebDAV server for private local sync. It sounds strange, but it’s really not.

  1. I’m joking, you beautiful nerd you.

iCloud Sync for DEVONthink

Devonthink Icloud Sync

I have becme more and more reliant on DEVONthink. I have tried many other solutions for the problems it solves, with varying degrees of success. I was an Evernote user for some time, but privacy issues, proprietary document formats, and a variety of other concerns were enough to turn me away. Other tools have come and gone, Eagle Filer is probably the closest thing I have come across to 1, but the more you peel back the layers of DEVONthink the more you you understand why all those nerds were telling you to try it out in earnest. 2

For a long time a superficial reticence towards the DEVONthink interface kept me away from it. Once I finally gave function a rare victory over form, it didn’t take long to realise what I had been missing. That is not to say I have no desire to see changes to DEVONthink. A little self-preservation has started to inform my desire to see the user interface refreshed. One gets a sense the DEVONthink user-base is strong and loyal, and the longevity of the company no doubt owes a lot to the maturity of the software. However, I worry that too many potential users are missing out a powerful application for superficial reasons. And, who knows, those potential users might be needed to ensure the sustainability of software that I would now hate to do without.

Adding iCloud Sync

One immediate wish I had for DEVONthink has recently been granted with the addition of iCloud sync. This is a great news for a number of reasons, with the most obvious also related to usability. The iOS version, DEVONthink to Go has been a revelation, both as an advance research tool for iPad and iPhone, but also in terms of advancing the usability of DEVONthink in general.

DEVONthink’s sync end-to-end encryption is among its best features. It can even be used as a hack for syncing encrypted data to iOS via Dropbox. The one area it fell down was the lack of iCloud support. That was understandable, given iCloud drive hasn’t always had a stellar reputation for package data, but things have changed.

Setting up iCloud sync for DEVONthink is simple; which is the whole point. A user generated encryption key is still required to ensure end-to-end encryption, but there is none of the other rigmarole required for other cloud services. That means no need to nominate a sync-store name, no mucking around with server addresses or usernames. If you already have other sync-store setup, you can either disable them, or consider them redundancy. It’s not quite the same as a backup, but certainly can’t hurt.

 

Icloud Sync Devonthink Ios
iCloud Sync for DEVONthink with end-to-end encryption

 

If you have complex research and retrieval needs, or your simply a ditital pack rat. I cannot recommend DEVONthink enough.   One of these days I will write it up in detail. Until then, I suspect the iOS version might be a good gateway drug for a potential user. You can read a little about that version here.

  1. Eagle Filer is an excellent piece of software, but doesn’t have the same intelligence as DEVONthink, or an iOS version.
  2. You can count me among them now

Overcast 4.2: The privacy update | Marco.org

This privacy focused update to the Overcast podcast player could hardly come at a better time. I have found Overcast a little frustrating at times. I might wonder about its popularity if I didn’t get how big a deal Marco is in Apple tech circles. However, the spirit of this update has prompted me to renew my subscription for another year. It might not have all the features I want, but it supports the features I need.

Castro has nailed podcast triage. The inbox feature of that app is almost enough to make me forget the things it is missing. If organising your podcasts is more important than the silence trimming trickery performed by Overcast or Pocket Casts, then definitely try Castro. Where it fails for me, it doesn’t appear to support chapters. That’s a deal breaker.

However, if Overcast implemented an inbox now, I would probably consider it game over. 1 I evaluate the privacy element of every app and every service I use to the point that it is fundamental.

Big data ruined the web, and I’m not going to help bring it to podcasts. Publishers already get enough from Apple to inform ad rates and make content decisions — they don’t need more data from my customers. Podcasting has thrived, grown, and made tons of money for tons of people under the current model for over a decade. We already have all the data we need.

With this update, Overcast has been elevated in my mind.

  1. And no, smart playlists do not adequately substitute. Trust me, I have tried.

App Highlights: Best iPhone Apps 2017

Best iPhone Apps 2017 Photography

Here we are again. It’s probably obvious I don’t write this blog all day everyday. All the same, I would like to have gotten this out earlier than now. The first two posts in this little series — for the iPad, and then the Mac — had a more ‘productive’ focus. Essentially, they were about work of one sort or another. The iPhone is different. It’s not that I never use it for any kind of work, more that I find more value in the other things it enables. Not in a million years would I shell out the criminal cost of this device if it were not for the camera, and thankfully the fun doesn’t end there. 1 Among the best iPhone apps of 2017, these were personal highlights.

Advancing Interaction

Telegram Messenger

Best Iphone Apps 2017 Telegran
iMessage has a way to go before it can match Telegram’s growing network of automated bots

Yes, I use Telegram. It’s still the best cross platform message platform, and a surprisingly effective means for sharing, and transferring media files. iMessage has a way to go before it can match Telegram’s growing network of automated bots. With one caveat, though. If much of what’s been written about Telegram’s encryption has been easily countered, should you have more serious encryption needs I would recommend Signal, or Keybase. I continue to enjoy the service Telegram would be dramatically improved by default end-to-end, standard public key encryption.

Keybase

The Keybase app is a front end for a public key directory that provides both secure communication, and verification of identity. I have used the Signal messaging app on and off for years, and while I trust the encryption it has never had the greatest user experience. There is more going on with Keybase, but it does an admirable job of making nerdy protocol easier to use. The effort to demystify public-key cryptography is something we should do everything we can to promote.2

Apollo

Best Iphone Apps 2017 Apollo
Apollo is probably the best client for Reddit ever made

This also made the iPad list, it’s even better on the iPhone. Clever touches like the Jump Bar make Reddit a less masochistic experience than ever. Whether or not using Reddit more is good thing remains to be seen. Apollo is a showcase of good design; an advertisement for the Apple design guidelines

Day In, Day Out

Streaks

Best Iphone Apps 2017 Streaks
Streaks limits the number of habits you can track at once

Gamification once seemed silly to me, then I got really sick. I have since tried all manner of ridiculous methods for forming new, and better habits. Or indeed to break old ones. This is the only app of its kind that has stuck. That it limits the number of habits you can track at once is part of its charm. Such sensible decisions run through the app. With Apple Health integration, Streaks has been a helpful form of pseudo-psychological trickery.

Weather Line

Best Iphone Apps 2017 Weatherline
Weatherline is exactly want I want from a weather app, clean, simple, and fast to read.

Getting accurate weather data where I live can be difficult. There are no Weather Underground stations close enough. For accuracy, we tend to use New Zealand’s own Met Service, and their abominable app — if we have to. For the purposes of gathering data, historically, we have been left off the map down here. 3 Weather Line uses Dark Sky, 4 so data-wise it is a bit of a Hail Mary. And yet, the forecasting hasn’t been too bad. The app itself is exactly want I want from a weather app, clean, simple, and fast to read. This is single purpose design done properly.

Capture and Feeds

Drafts

Best Iphone Apps 2017 Drafts
I have tried many different notes apps, but I always end up back at Drafts

I have tried many different notes apps, but I always end up back at Drafts. The fact that I can do so much with the text when I’m ready to process it makes it ideal. It says a lot about this app that despite how long it has been around, and despite how long I have used it, I still find new uses for it. Yet again, it has genuinely been a highlight.

Just Press Record

Best Iphone Apps 2017 Just Press Record
Just Press Record is the the app that Apple’s own Memo’s should have been

Still my favourite vocal recorder on iOS. If you need a little more than the built-in memos app can offer, this is probably for you. It also has speech-to-text powers, which work about as well as anything else using iOS native dictation. As you can see from the screenshot, the results can be amusing.5 However, the transcription function is useful for searching recordings. Automated cloud storage is nice peace of mind for important recordings.

Lire

Best Iphone Apps 2017 Lire
Lire’s granular full text caching, and clean readability make it an ideal foil for Feedly’s shortcomings.

My frustrations with RSS clients are akin to those with email apps. I’d much rather be using RSS than email. I still like the layout of Feedly’s official client, the magazine aesthetic is a better reading experience than most RSS apps. Unfortunately, it is buggy, slow, and like a lot of web wrappers it can be really annoying on iOS. Worse, it doesn’t support basic native in-text functions of iOS 6. Lire’s granular full text caching, and clean readability make it an ideal foil for Feedly’s shortcomings.

Novel Shots and Momentos

As I mentioned at the outset, the camera is the reason I dream up excuses for owning this device. The native camera app is almost always good enough. If you’re interested, the featured photo of this post was taklen with the native app. There is no filter, and no HDR, it is simply a point and shoot from my balcony one evening.  Having said all that, innovation in mobile photography means there are still discoveries to be made. Among the best iPhone photography apps in 2017, these were the ones I got a kick out of.

ProCamera

With the range of impressive camera apps available for the iPhone, it can be difficult to know where to start, let alone where to land. Especially if your enthusiasm outmatches your knowledge. I could have chosen any number of apps, but if the challenge is to pick just one, this is it. Unlike a lot of other manual ‘power user’ cameras for the iPhone, ProCamera can shoot video. It also captures some the best HDR images I have seen.

VUE

If you haven’t heard of it, VUE is a montage video camera and editor. Even if what creates is nothing new, this app has always been a clever way to create short, and unique videos. Thankfully the developers have never given in to feature bloat. Changes, and new features have only ever enhanced the app.

1 Second Everyday

It is possible this app appeals more to me as a parent than anything, but I wouldn’t write it off too quickly. It started life as a kind of memory experiment, which even became a TED talk. 1SE received some welcome attention for the iPhone X, adding — among other things — some automation for the nostalgic, but lazy, user. To be fair, I might fit the bill, if it weren’t for being a control freak too.

Momento – GIF Maker

I don’t care how you pronounce it, GIFs are lot of fun. Even more so when you can make your own. I also have a lot of family on Android who don’t know what a Live Photo is.

Musical Play Time

Samplebot

Best Iphone Apps 2017 Samplebot
The playful, rainbow coloured interface of Samplebot belies a neat, self-contained package of sound-mingling fun.

You might have come across Tasty Pixel’s clever Loopy app. If you haven’t, let Jimmy Fallon show you what it does. On the road to building a pro version of Loopy, Tasty Pixel released this ridiculously fun little app. As much as it is clever way of testing the looping engine, the playful, rainbow coloured interface of Samplebot belies a neat, self-contained package of sound-mingling fun.

Groovebox

Best Iphone Apps 2017 Groovebox
If you ever wanted to make some beats but didn’t know how, Groovebox will get you started

There are so many amazing iOS music apps these days. I decided to highlight a couple of apps that absolutely anyone have some fun with, no matter how novice, or expert you might be. This kind of app is not new to iOS, we already have the likes of Figure and Auxy , and Focusrite’s own Blocs Wave. Yet, with Groovebox they really seem to have hit on the formula for accessible, semi-automated composition. Groovebox is free, but heavily extensible. If you ever wanted to make some beats but didn’t know how, this will get you started. Never mind the purists, this is what fun looks like.

  1. And still it feels indecent
  2. It’s worth repeating, Keybase takes a social approach that involves verifying identity, it is not an anonymous service.
  3. The next time you see a news cast with a world map in the background, see if you can find New Zealand. That is, if you already know where it should be.
  4. Where they are getting their data from for this part of the world is still a mystery
  5. The transcription says “I wouldn’t recommend dictating your faces to it”. I actually said “dictating your thesis”
  6. Like the dictionary, if you can believe that.

iOS Giveaway: Five Licenses for DEVONthink to Go

Devonthink Ios Only.png

Closing out last year I took a good look at the merits of using DEVONthink to Go as an iOS only user. I am a fairly recent convert to DEVONthink more generally, but the more I use them, the more I understand their immense value.

As I prepare my own version of the indulgent listicles you see everywhere, I am reminded of the myriad ways I have integrated DEVONthink into my workflow. The thing that has surprised me most is the way DEVONthink has affected how I work on iOS. It has even solved a problem I suspect might resonate with a lot of other nerds, which is how to centralise your data if you’re an incessant app swapper. DEVONthink is so easy to get data in and out of, I simply keep everything there. 1  I recently had a brief twitter exchange that got me thinking about DEVONthink as an app silo. Seeing as I have this iOS giveaway for DEVONthink to Go, I thought I might also share a couple of quick thoughts on that

On the Question of App Silos

The way DEVONthink works on the Mac, makes this an easier question to answer on macOS. If putting everything into a database is a problem, you can use the indexing feature instead, and still take advantage of the search super powers. You data remains at large in the native file system. I intend to cover DEVONthink on macOS in the not too distant future, I will look at the pros and cons of taking this route then.

In the meantime, as that option is not available on iOS it might seem more cut and dry. I’m not so sure. This is a crude analogy, but in a sense the architecture of iOS makes it something of a modern day terminal client. Ordinarily, your data is always somewhere else. Even if you maxed out the storage option, keeping all of your data locally on an iPad is not only atypical, but seriously risky. Operating on those terms also tends to raise other considerations, especially concerning security.

Functionally, the question becomes how you access and interact with that data. The key for me is that DEVONthink doesn’t change the structure of your data, which is precisely why it’s not difficult to get it back out again should you ever want to. Although not the only problem, to my mind the most significant concern with app silos is storing your data in a proprietary format. Evernote is the most obvious example in this context.

Perhaps as cloud storage evolves, and Apple improves iOS through their APIs, we might eventually have the option on iOS to index files outside the database. Even then, I’m not sure I would bother when I get the considerable advantage of strong client side encryption with DEVONthink, but it would be a good problem to have. It is also with reiterating that DEVONthink’s excellent integration with iOS Files, means entire folders can simply be dragged in and out of the app. In functional terms this makes DEVONthink completely different to what we normally consider an app silo. It’s really not something you need to worry about.

Don’t get me wrong, I still think this is an important part of the equation for data storage. But, if like me, the data you manage is largely future proofed as plain text, or kept in universal file formats like PDF, then I feel you’re safe. The more important question for me is how I can access that data, and what I can do with it. Especially if you are the kind of person who will secure that data either way. If there is a compromise with DEVONthink, I feel it is in your favour with search, security, and automation worth much more. No doubt it helps that I have a lot of faith in DEVON technologies as developers.

Get Yourself a Free Copy Of DEVONthink to Go for iOS

There is further good news on the DEVONthink front. Not only where the good people of DEVON Technologies kind enough to share my review on the Devonian Times blog, but they have also donated 5 licenses to The Appademic for DEVONthink to Go.

I want to keep this simple. If you want a chance to pick up a copy, signup for the mailing list. If you’re already on the list, you’re a chance. Incidentally, being on the mailing list means I will always include you if I have something to give away. If you want to signup and then unsubscribe, I have no problem with that, but don’t be concerned about spam — I have neither the desire, nor the resources to do anything of the sort.

 

Thank you to everybody who entered, this draw is now closed. However, from time to time developers of software I recommend will offer promotional licences, joining the mailing list will put you in the draw permanently.

 


  1. At least, I keep a copy of everything 

iPad Hacks: Migrating Evernote Data on iOS

Migrate Data From Evernote Without Mac.png

A few days back I posted a fairly detailed introduction to DEVONthink to Go for iOS. To follow that up, I promised some options for iOS users wanting to leave Evernote, and bring their data with them. Whether you want to go all in with DEVONthink, or you have in mind another app, the question is how to migrate Evernote data to another iOS app.

On macOS, you have a number of options. The most simple and clean being a direct transfer within DEVONthink Pro itself. Managing this process without a Mac, on the other hand, requires more creative thinking. What follows are some options for iOS only users wanting to export all Evernote data. DEVONthink is the endpoint in this case, but the process can easily be adapted for apps like Notebooks, Bear, or even Apple Notes.

Some of the Gotchas

I’ll admit I’m fortunate I could use a Mac to do this, but it’s not quite as difficult on iOS as it once was. Some advice out there will have you believe otherwise, but you can migrate your data without having to do it one note at a time. It is worth considering these potential stumbling blocks before you do it. I would pay special attention to the data you consider most important in Evernote, either tag it as such, or place it in a specific notebook. Reading on, you might also want to delimit different data types, such as text, PDFs, and images.

The arrival of drag and drop had me wondering if we could simply drag the notes across to another app. I will come back to this below. You can bring drag and drop come into play, it just won’t solve the problem on its own. Unfortunately, it’s not as simple as dragging all your notes from one place to another. If you try to transfer directly from Evernote, these are some of the frustrations you will encounter:

  • Notes in Evernote are stored in a proprietary rich text format. If you try to drag notes, some apps like Apple Notes, will refuse the transfer when you try to drop them. Others, like DEVONthink, will allow you to drop the note, but will strip all the formatting. That might be fine for text only notes, but everything else is lost. The worst part is losing all your links.
  • If you try dragging a note with an attachment, you will get the title and nothing else.
  • If you can open the note and drag the attachment itself, it will come across no problem. Which is fine if you only want to drag a couple of items. I have hundreds of PDF attachments in Evernote.
  • When drag and drop doesn’t work, you might think you could use the share sheet. You’d be right, if you want to choose between exporting web links for notes, or sending each individual note via email in Apple Mail.
  • Evernote is mired to a functionality issue that, until recently, has bloodied the foreheads of iOS users. It doesn’t do multiple files.
how migrate Evernote data to another iOS app
If you’re dragging PDFs out of Evernote, make sure you drag the attachment itself, or you will end up with a plain text note with only the title

Yep, it’s painful. Which is why so many people hit these walls and keep the status quo. 1 Thankfully, we now have tools that can help overcome these problems. If you really want to migrate your Evernote data to another iOS app, you can.

Using Workflow

The Workflow route is straightforward enough. As alluded to above, depending on how precious you are about the data, it might require some preparation in Evernote. Whether you want to do this could come down to the number of notes you have, but discriminating by notebook or tag can help get better results. Tedious work on iOS, I know. You can always go nuts, and deal with the consequences later, whatever your destination. I’ll confess, that’s how I roll.

I have played around with this for long enough to feel confident advising a uniform approach to importing notes, whether you choose to bring them across as text, or PDFs. Technically Workflow, and DEVONthink can both handle the rich media that Evernote stores. Setting up a complex workflow with IF conditionals is possible, but you can end up with a lot of wacky results in amongst the ones that transfer properly. Likewise, encoding the rich text itself via URL isn’t as consistent I’d like.

Bear in mind, you’re not deleting the data in Evernote through this process. Even if you proceed after testing, and you’re still not happy with the results, you can try the other method below. 2 The best results I get via Workflow are from encoding all the data as a PDFs. That won’t suit everyone.

Alternatively, you can do the same thing using Markdown, but any PDFs in Evernote won’t be encoded, they’ll come across blank. This is where that preparation comes in. If you have separated data types by tag, or notebook, you can run the different workflows individually. You can apply the same logic for images if you wish, although I haven’t set that up myself as I never stored any in Evernote.

how migrate Evernote data to another iOS app
Separating the workflows by data type gets much better results

No doubt somebody is reading this thinking the workflows don’t need to be separated. That’s true, or at least it should be. As I mentioned earlier, my efforts at combining them turned out some garbage. If you’ve had more success, I would love to hear about it. Read on, and you will see the workflows can be combined more easily when taking a different route.

Disclaimers

The workflow will make you specify the number of notes you want to export/import. This is a limitation of the API, you have to specify a number. It’s a good idea to test this anyway, so set the number low to start with.

These workflows also leave the ‘title’ parameter blank, as there seems to be a bug in one of the apps along the chain that interrupts the URL encoding — or decoding. 3 I will update the workflows when I’m certain the bug is squashed, but read on as there are better options below.

You can adapt this workflow for you own needs, of course. If you want to know more about the DEVONthink URL scheme, the documentation is included with the app. Or you can get it here

Evernote to DEVONthink Workflows

Instructions, or TL;DR

Optional: Organise your Evernote data by data types using tags, or notebooks for Text and PDF 4. This is a giant pain, so before you go ahead and do it, make sure you have checked out the alternatives below. Either way, the process is as follows:

  • Download the Workflows above
  • If you don’t want to distinguish the data types, just run the PDF workflow for everything to come across as PDFs.
  • If you have separated the data types, run each workflow separately.

Using a Cloud Service with Workflow

This route adds more complexity, but it gives you more flexibility as a result. There are some concessions with the form the data is transferred in, but that is true of all these methods. I have played around with a few different services, the main prerequisite being ease of use on iOS. A lot of web apps have awkward UI for touch control.

Google cloud transfer for Evernote, and you will most likely find results dominated by MultCloud. I can’t recommend it for this job, to start it’s a poster candidate for shitty web UI for a touch interface. But, the real reason is MultCloud transfers without conversion, so you end up with a bunch of ENML documents. 5 Outside Evernote they’re all but useless. At best, MultCloud is a backup option.

CloudHQ is also awful to look at, but it has much more granular options for the transfer, and the real kicker, it will actually work. You can use a free account with CloudHQ to export your notes in PDF, plain-text format, or both. It will export everything to Dropbox, or your pick of service. If anyone is wondering how this fits with my thoughts on cloud storage, data in Evernote is already insecure. This is about changing your ways.

Once you have everything transferred, you will do the same thing as above. However, there is some good news. The DropBox API will expose a lot more information to workflow from the initial call, so it is easier to set conditions in the workflow to combine the actions. In other words, if you transfer the data to a storage service first, you can run a single workflow from there.

how migrate Evernote data to another iOS app

Dropbox to DEVONthink Workflow

This workflow is setup to import PDFs, and Plain text files. Migrate your data from Evernote to Dropbox via CloudHQ

Drag and Drop for Best Results

Drag and has made a lot of tasks on iOS much easier than ever before, with transferring data among them. With the help of the files, you can forget workflow altogether, and use drag and drop to manage the last part of the migration. The first step is the same as above, prepare and transfer your data from Evernote to cloud storage.

You can do this with with Dropbox, or Box. I haven’t tested it with any other cloud services, so your mileage may vary elsewhere. If you’re using free plans, it’s worth knowing the box free plan gives your 10gb of storage – the maximum file size is 250mb, but that won’t be a problem here, in fact unless you are storing large video files it is unlikely to be a problem ever. 6

The key is how you set the apps up. You probably know by now that integration with the Files app can be hit and miss. This process exemplifies the difference between Files, and the more traditional Finder on macOS. You might expect you can open up Files and drag documents from one service to another, like you would between folders on macOS, but if that works it all it is very limited.

For example, if you try to drag multiple files after selected them via the select function, you won’t be able to drop them anywhere. However, if you collect the files together by taping on them one at a time, then the files will stack together and you can drop them no problem. Then there is the matter of how folders must be setup to accept dragged items; the inbound folder accepting the files has to be added to the favourites section of the Files sidebar, to make it available as a drop destination. When you do get it to work with the files app exclusively, other strange things can happen. Like the metadata being out of whack.

how migrate Evernote data to another iOS app
If you want to drag and drop within the files app itself, the destination folder must be added to favourites

The point I’m making is the process is more complicated than it seems. Illustrative of how much room for improvement remains in the brave new world of iOS Files. But, this is only true if you are trying to manage the entire process in the Files app itself. The story is completely different if you you start in the Files app, and drop your notes in the third-party app itself.

how migrate Evernote data to another iOS app
The best, and easiest option is to select all the required files and drag them out of Files, and into the third-party app

Instructions:

  • You can skip organising your Evernote data type for this method, it will make no difference
  • Use CloudHQ  to transfer data to Dropbox
  • Open up the files app. Select the notes your want to transfer, and dry them into the new app.
how migrate Evernote data to another iOS app
The file provider will begin the transfer even if you are only really dragging metadata

Other Apps as a Destination

Using DEVONthink as a destination, the results have been gapped doing things this way. The beauty of this method, however, is any app that accepts compatible data — and supports drag and drop — can be setup to receive the notes. She of the more popular note-taking apps on iOS will make the process even easier by providing an import function. Both GoodNotes, and Notability will let you import directly from cloud storage, without any further rigmarole. You can use drag and drop with both apps too, but you don’t need to.

how to migrate Evernote data to another iOS app
GoodNotes has excellent drag and drop support, but you don’t necessarily need to use it. Both GoodNotes and Notability have import functions built in.

If you want to migrate data from Evernote to alternate notes apps, all you need to do is transfer it via the CloudHQ method above, then import the notes via the import function of the app in question. If the app is only using iCloud, you should still be able to use the Files app to mitigate that problem. If not, I have setup a quick and dirty workflow to transfer from Dropbox to iCloud, you can get it here 7

To-Do

Evernote’s API offers potential for users migrating data. Like most folks, I’m a little light on time to do this sort of thing right now. I’m not making any promises, but I’m half thinking I will play around with both Workflow, and Pythonista over the holidays to see what can be done. 8 Anyone familiar with this site will also know how much I admire the Notebook app. It also has an excellent custom URL scheme. I intend to use it for setting up more workflows.

Even though I have already transferred the bejesus out of data from Evernote, I will still mess around with these workflows some more. If you’re interested in how any of this this progresses, signup to the mailing list. Or, I will post it here at a later date.

  1. I should point out here that my leaving Evernote had nothing to do with the price of a subscription.
  2. I do think it gets better results
  3. It’s most likely DEVONthink, the developers assure me it’s not happening in the next build
  4. You can do images too, but you will have to adapt a Workflow for that
  5. Evernote markup language
  6. This is something that appears to confuse a lot of people. Box don’t do themselves any favours by wording it strangely either. The site says 250mb maximum upload. What it means is file size, not transfer limit.
  7. If you just want to archive your Evernote data in iCloud, this will work for that too.
  8. There are some existing scripts, but Evernote has moved to a new API. I haven’t yet found any in current working condition. Then again, I haven’t looked too closely yet.

Advanced Data Management for iOS with DEVONthink

Devonthink To Go.png

This has been a while coming. 1 Having mentioned this app a number of times, I haven’t yet offered a detailed account — something it thoroughly deserves. Those mentions have prompted a reasonable question, is it worth buying DEVONthink to Go for iOS if you don’t have a Mac? The short answer is yes. Qualified by what you want to do with it, but you won’t be short on possibilities. Whether you’re looking for a private Evernote alternative, want to improve your digital file management, better organise research material, or you want secure storage and advanced search capabilities for your data. There is much that DEVONthink can do on iOS. Of course, that leads us to a much longer answer — and, believe it or not, this is a mere introduction.

On Being Unique

Most of the apps we use on iOS can be distinguished by category, or specific task. They’re often things we need, but as long as you have something in that category, capable of a specific job, the app itself comes down to personal preference. It’s true we’re not always spoilt for choice — and I’ll happily point out that some things are better than others. Nonetheless, if it’s a PDF reader, notes app, text editor, or email client, they’re all interchangeable to some degree. Whether you prefer GoodNotes to Notability, or PDF Expert to PDFpen, either will do the job. Until something better comes along, that is. 2

There is a different kind of app where interchangeability no longer applies. Or at least, where it’s not quite so simple. They’re few and far between, but there are some obvious examples. Take Drafts for iOS, sure it’s a text editor — and there are plenty of those — yet, that seemingly simple function belies a unique automation engine for text based productivity. Having popularised the x-callback-url system on iOS, Drafts is as much an inception as it is an app. 3 By all accounts, inter-app automation via URL was only half a hack until x-callback allowed apps to return the call — so to speak.

The likes of 1Writer and Editorial can be loosely grouped with drafts. Like Drafts, 1Writer uses javascript automation, but more to bridge the gap from text editor to word processor. While Editorial is a high-spec graphical automation tool for manipulating text with Python. Then there is Pythonista. I can’t think of anything else like it. Not really. There are other code editors, but Pythonista can be invoked as an extension to perform scripted automation. Something that seemed at one time like it would never arrive on iOS. How Pythonista ever sneaked past moderation remains a mystery. Thankfully it did, and it remains a fixture of advanced automation on the iPad.

Perhaps the most obvious example is Workflow. Apple swallowed it whole to make an entire subset of fan-geeks exhale a coordinated, and confused sigh. What will happen? The optimists are betting on some form of native integration with iOS, while the half-empty crowd are clasping their hands and pursing their lips for a round of tutting on podcasts. Jokes aside, if Apple ever took Workflow offline, they wouldn’t so much be shooting themselves in the foot as they would be cleaving the entire leg off the idea of an iPad as a serious working device. These are all unique, and important apps.

Before I digress any further, I’m trying to provide some context for DEVONthink to Go. 4 Both to place it in good company, and to make the case for how unique it is. To view it as nothing more than a companion app for the macOS versions of DEVONthink would be a mistake. Sure, it can be used like that. As far as companions go, it’s a particularly powerful one. The iOS version, however, can stand on its own. It is something of a category in itself, given its crossover functionality. This is quite an achievement, especially as the app was completely re-written for version 2.0. 5

When used to its potential, DEVONthink can be just as important as the apps mentioned above on iOS. It’s easily as unique. But like anything, it comes down to how you intend to use it. Implementation is key. Getting the most from any of the DEVONthink apps means putting them at the centre of your workflow for capturing, storing, and retrieving data. DEVONthink to Go is no different.

All in the Tags

Amid the changes in iOS 11 were significant improvements for managing files. There is no doubt the Files app — even in these early stages — is a welcome and useful development. The caveat is recognising where some of Apple’s long held resistance to such an app came from. For example, organising files and folders — stacking iCloud with a folder hierarchy — is now easier than ever. Yet, to do so embraces an outdated method of organising data. Where research and study is concerned, how one archives important material is a serious consideration. This is not to say you shouldn’t use folders, but if you’re handling a lot of data, it can get very messy.

This is where tags come in. A shallow file structure with carefully chosen tags adds depth to your metadata, giving you more surface area for search queries. Tagging gives you more hooks, but less visual confusion. Not only does the Files app allow more fine control for folders, users now have immediate access to Apple’s native tagging system. Whether carried over from macOS, or implemented locally on an iOS device, tagging can be utilised for search queries and data retrieval.

Apple’s implementation of tagging across platforms has been casual at best. It’s kind to say it remains a work in progress. However, if only a gentle nod, it is still an acknowledgement of the utility in tagging for organising data. Ironically, if you find tagging useful and want to get more out of it, then you will need to go beyond the files app.

This is just one area that DEVONthink shines. Tagging is part of the DEVONthink DNA. Some aspects of native iOS tagging remain mysterious, but DEVONthink is smart enough to import the metadata applied in the Files app. Unfortunately, it doesn’t yet work the other way around.

DEVONthink’s tagging is much more comprehensive than the native Apple offering

 

A Secure Central Repository

While organising a folder hierarchy in iCloud Drive is much easier with Files, ironically that app makes it less necessary to do so. I tend to work in the DEVONthink app directly, but DEVONthink data in Files is incredibly useful, and not just for quick access.

Data stored in DEVONthink can be accessed directly through the Files app

This is something I mentioned in my post on cloud storage. Regardless of the storage provider, by storing data in DEVONthink you can couple the convenience of the Files app with strong client-side encryption. The previous post talks about syncing with macOS, but the same applies if you are only using iOS. The data is encrypted and decrypted on your device, making it secure during transfer, and at rest in the cloud. From that post,

If you are already a user on macOS, adding DEVONthink to Go to your workflow is straightforward. The database itself is encrypted, and the app supports pretty much any file type you can throw at it. Devon Technologies are one of the oldest Apple software developers around. So it is no surprise to see them embracing the new Files App. This means DEVONthink to go can be used as a file provider. So you can store your files safely, and edit them in place using third-party apps. In my opinion, this is a pretty sound option. In many cases, it could be enough. If it is, managing files through DEVONthink will avoid the need for a dropbox alternative.

DEVONthink is also very smart about storage, giving you the option to keep metadata locally, and download files on demand. Or if you prefer, you can store everything locally. As the engine is built to sync databases individually, there is even a little storage hack — if you are so inclined.

Each database can synced using the same, or different cloud services. That means you can use the free tier of different services to save on the cost of storage. Admittedly the supported services are still limited, but if you are just starting they will be more than adequate. Perhaps more to the point, it also means you can sync multiple copies of databases, adding redundancy to your backups. This includes backing everything up to iCloud.6

Backing up data on iOS requires users to think differently, especially if you are not using a Mac or a PC as the mother ship. DEVONthink is one of few apps that can give you extra peace of mind.

Advanced Search

All but the most perfunctory writing requires research. Couple that to the focused nature of an iPad workflow, and you have a use case for a purpose built repository. Writers using Scrivener have tools built in to that app, but while they might be enough for some writers, that research is — in practical terms — silo’ed by project. I like to have that material available more generally, whether during, or after a project is complete. 7 Spotlight is a great tool for search, DEVONthink is better.

DEVONthink is built for search. A consistent naming convention, and tags can only be helpful to maintaining a research database. DEVONthink comes preloaded with tools that will either compliment that process, or help you retrieve data regardless. With Boolean search operators, and parentheses, refining search terms will return items with more specificity. You will find more, and lose less.

Search queries can be constructed using the boolean operators AND, OR, NOT, and the truly helpful NEAR. For example, I might remember that I saved an article that included the phrase ‘Why Aristotle was never quite as awesome as Plato’. I can search for the document with: NEAR (Aristotle Plato, 10), and DEVONthink will return items that have the keywords Aristotle and Plato within 10 words of each other. Of course, you can go much further by changing search queries together.

With boolean search operators, users can construct sophisticated search queries

My first example returns a lot of results, but let’s say I remember it was an informal source. I could construct a search query to eliminate results that have a keyword to indicate it comes from an academic journal. I would use something like NEAR (Aristotle Plato, 10) NOT Journal. I could use a DOI number, or Abstract as elements common to those kinds of results.

Even if by trial and error, the ability to construct granular search queries makes DEVONthink to Go an invaluable tool. If you are a user of DEVONthink Pro on macOS, you should know the query syntax is a little different. It can be frustrating if you don’t know that, but the simplified version for iOS makes sense. While accurate searches are crucial, there is a swiftness involved with mobile input. The developers are on record as saying an alternative syntax is on the roadmap, to make the apps more consistent. The existing syntax would remain, which is a good thing to my mind. I have never had so much success at finding what I need among my haphazard collections.

PDF Management

I have consistently recommended PDF Expert for a stand-alone PDF reader on iOS. Until recently, together with the free Documents app from Readdle, and Papers 3 for iOS, that was the extent of my PDF workflow. It is not so clear cut anymore. For one thing, the makers of the PDF framework PSPDFkit released their free PDF Viewer app, making powerful PDF management available to users for nothing. But there are other reasons, one of them is DEVONthink to Go.

DEVONthink to Go includes a comprehensive PDF editor, with excellent Apple Pencil support

 

Some advice I give out freely but struggle to keep is, try to minimise the apps you use for essentially the same task. Managing PDFs for your research can get out of hand if you don’t have a clear idea of how you organise them. There is no problem with using a third-party PDF app with DEVONthink to Go.The support for editing files in place means you can edit files in other apps, without having to copy them to another app. However, DEVONthink’s built in PDF editor is more than capable. It gets out of your way, includes excellent Apple Pencil support, and has all the requisite annotations tools. You can edit the documents themselves, even add pages if necessary. Sometimes you might need to do more with annotations, but that is about the extent of the limitations.

These are considerations to make if you are assessing the in-app purchase. Especially if you are setting your iPad up for the first time, it could make a lot of sense to go all in and keep your document editing and annotations in one place.

Note Taking

The actual in-app note-taking features are quite sparse, but functionality of the app makes up for that in other ways. I have been making a point of laying out a use case where DEVONthink is a central hub for storing data, but it can be a point of creation too.

DEVONthink to go supports rich text, plain text, and markdown, with the ability to capture, read, edit, or create within the app itself. The editor in the app itself is very basic, so I tend to use a third-party text editor. The ability to edit files in place means you can use whatever app you choose, as long as it supports file providers. In my experience to date, the app with the nicest integration is iA Writer, especially since the recent update. Another with reliable support is 1Writer.

Notes stored in DEVONthink can be created, and edited in third-party text editors like iA Writer

Editing in place means you are opening the file in your choice of editor, and the changes are reflected back in the database. Until recently, this wasn’t really possible. DEVONthink used a workaround it called ‘round trip’, which worked, but wasn’t ideal. Once the file is the database, the changes will be reflected whether you edit it in the third-party editor, or in DEVONthink itself. If you know anything about iOS system extensions, you will now that there are two types of actions in the share menu for files. One opens the file in another app, the other copies the file into the other apps storage. Edit in place means you are not making a copy.

There have have been reports of strange behaviour, although I have only experienced it a couple of times myself. It seems to happen more when using the share extension, rather than starting the edit in the text editor first, and using the files integration. It is also worth pointing out that all of this functionality is new, as are the frameworks in iOS that support it. There are a few bugs in the system, but nothing catastrophic.

This might appear to work back to front at first, but if you think of DEVONthink as the storage facility, it will sink in. Where it gets messy is if you try to edit the same file with multiple editors, you will end up with conflicts and error messages. My best advice is to be consistent.

1Writer is another excellent text editor that can be used with DEVONthink

Replacing EverNote

This is something that comes up a lot in relation to DEVONthink apps. Except for a couple of passing comments, there is conspicuous absence of Evernote coverage on this site. It’s not that I don’t think Evernote is useful. If anything were a gateway drug to digital productivity apps, Evernote is it. I was once a heavy user. The idea behind Evernote is to throw everything you ever come across at it, it can even be therapeutic for a digital pack rat who can’t let anything go. Clip it, and forget; or come back to if you will.

DEVONthink to Go has a powerful web clipper capable of replacing Evernote

If the defining Evernote feature is its clipper, that can be a problem, as there is nothing judicious about the process. Capturing information is ridiculously easy with Evernote. DEVONthink can operate on the same principle — if you wish — only completely private. The DEVONthink clipper might seem basic 8, but it is a powerful little extension. With the extensive automation feature on iOS, you can customise and extend its capabilities to suit your own needs.

Unlike Evernote documents are not stored with DEVONthink in a proprietary format, so your data doesn’t feel so captive. If you’re a macOS user getting your notes out of Evernote is not difficult. 9 Yet, the more material you store there, the more reason you have to be nervous about the portability of that data. This is a double edged sword for Evernote and some users. The more you get drawn in, the harder it is to leave, and yet if you have a lot of important data there you’ll start to think about what might happen to it.

I was concerned about securing the future of my own access to my data, but ultimately it was Evernote’s access to that data that provided the final push. What promoted me to jump was the increasingly creepy feeling I had about their privacy oscillations. Not long before all the hullabaloo about flip-flopping over their privacy policy , I was one of the users hit by a bug that deleted attachments from certain notes. I was among a group of users who received a year’s free premium subscription by way of apology. Ironically, the only thing I used Evernote for over the course of that year was to export my data.

Moving out

Truthfully, I hardly ever used Evernote to take notes. As I think many people do, I used it like a database. Moving that workflow to DEVONthink is very simple. Although, even if I still throw a lot at DEVONthink, I tend to do it with a little more foresight. That you can delineate types of data within a hierarchy that goes all the way to database level, means I don’t have the overwhelming sense that my research data is being polluted by gift ideas, and tutorials for obscure automations that I’ll probably never use. As for the data itself, I can still have the convenience of cloud storage, only now it’s encrypted and I can choose how, and what I want to synchronise.

These things are just as true for an iOS only workflow as they are for a full blown DEVONthink Office pro user archiving their email. There remains a problem, however. As I alluded to above, getting your data out of Evernote, and into DEVONthink on the Mac is a trivial matter. DEVONthink makes it very simple, with Evernote API integration. Without a desktop of sone form in the middle, however, the same is not true for iOS users. The pressure points for going iPad only are now much fewer than ever, but there remain a couple. I often mention citations, then there is this kind of data transfer.

There are workarounds for this. If you’re considering it, you’ll be happy to learn I have you covered. I was going to include the options, with different instructions and a couple of workflows I have built in this post, but I took a look at how long it is getting and broke it off into a seperate piece. It will go up not long after this.

Automation Meets Drag and Drop

Speaking of Workflow, an area of considerable value to an iOS only working life is automation. While the default iOS interaction model of one app at a time has been supplemented with multitasking features, the secondary, and even tertiary apps are almost exclusively invoked as part of a singular, focused task. 10 The benefit, whether intentional or not, is the iPad encourages a kind of focused work that more traditional computing interfaces do not. This is particular beneficial for academic work.

This is a curious strength, but as anyone who has done a lot of work on an iPad will tell you, it has its drawbacks. Thankfully, most if not all insurmountable problems have been made history by two significant developments to the platform. The first was the aforementioned Workflow app. That app might be somewhat indebted to the inception of x-callback — as mentioned above — but Workflow kicked the automation door off its hinges, and you get the sense something much more significant is coming from that app. 11 The second development happened this year: drag and drop.

DEVONthink Drag and Drop OCR
Using Scanbot to add OCR to files in DEVONthink via drag and drop

It’s amusing to think the introduction of copy and paste to the iPhone was once an event. 12 Copying and pasting was for so long a cumbersome, finicky, and frustrating. With the APIs available to developers in iOS 11, we can now evaluate particular apps on the basis of how well they take-up native technologies, rather than what they can do to overcome a lack of the same. It might have been a stretch to call url-based automation native, but Apple has burred that distinction with Workflow. Regardless, DEVONthink To Go is tapped into both of those features — automation, plus drag and drop — extensively.

Support for drag and drop makes data migration simple through the Files app, or elsewhere in iOS

Drag and drop is pretty self-explanatory, although the version we get with iOS 11 makes it feel like a completely new innovation. It’s deep integration, system wide even mitigates the need for some, albeit minor, automations. The kind of work one tends to do with DEVONthink, however, is ripe for automating. Something the developers are keenly aware of.

The URL scheme in DEVONthink to Go allows a user to build very specific automations for every data type a database can hold. This includes, but is not limited to the following:

  • Create images
  • Create Bookmarks
  • Create documents, including Plain-text, Markdown, Rich Text, and HTML
  • Create Web Archives
  • Retrieve file contents, and/or metadata
  • Perform custom searches

DEVONthink to Go will even perform service tasks via URL, such as indexing, syncing, and rebuilding caches, and you can change app settings. A lot these touches will be beyond most users needs, but it shows the meticulous level of detail that DEVON technologies drills into. More than that, these options provide troubleshooting options that may prove useful as databases become larger, and more devices are added to the chain. If you never use them, they offer security by way of both usefulness and insight into the forethought put to building the app. A it is intended for storing important information, all of this matters a great deal.

In Summary

To button this up, by returning to the question. Is DEVONthink to Go worth buying if you are an iOS only user? The answer remains, yes. Whether it is to act as a repository, a midway for automation, or to distill the need for multiple apps into one. There is a lot going on here. I’m not going to pretend it couldn’t be improved, but then DEVON technologies are nothing if not proactive in that regard.

I’ll also admit that I get more from this, as I use DEVONthink on both macOS and iOS, but that doesn’t diminish its role on my iPad by any stretch. If it were to go away, I would have a serious nuisance on my hands to pick apart the various things it does. As I’ve been writing this, the capacity of DEVONthink for working on iPad has had me peeling back layers of functionality.

At this point I’m aware of so many little things I have missed.This is especially true for Mac users, but that it should be obvious that was never the point of this post. At the moment I am experimenting with building more Workflows for DEVONthink to go, and that includes building on the options I have put together for referencing and citations. In the meantime, I have added a couple below that might be of interest.

Workflows

These workflows are experiments. I’m posting them here as examples of what you can do with automation and DEVONthink. They remain a work in progress. If you are inclined to improve upon them, I would love to hear about it. If you build your own, think about adding them to the Workflow Directory

  • DEVONwiki — DEVONthink’s internal linking structure remains consistent across platforms. This means you can use DT2GO for setting up a wiki style research library that will work across devices. This workflow uses a note in Drafts to reference PDF documents added to a DEVONthink database, either directly from the web, or from another storage location. With x-callback URL you can maintain the note itself in DEVONthink. I will post variations of this in future.
  • RSS to DEVONthink — As one of its many powers on macOS, DEVONthink can be used as an RSS aggregator and reader. The iOS version doesn’t have the same feature, but we can achieve a similar result with Workflow. 13
  • Evernote Text to DEVONthink — I mentioned above, the trouble with getting your data from Evernote to DEVONthink on iOS without a desktop computer in the middle. This should be self-explanatory. Bear in mind it will only transfer text notes. I have a follow post in the works for a more thorough migration,

You can pick up DEVONthink to Go on the App Store for US$21.99, with an in-app purchase case of $11.99 for the pro package 14

Until next time, enjoy.

  1. Longer even, since I tried to stay off the internet as much as possible last week for fear of spoilers. Sadly, I’m not joking.
  2. Or something new and shiny at least
  3. Greg Pierce the developer wrote the spec for x-callback
  4. Forgiving the name, that is. I can’t imagine why DEVONthink iOS wasn’t enough.
  5. If you haven’t looked at it since version 1, this is a completely different app 
  6. The architecture is currently incompatible for DEVONthink’s version of selective sync, so iCloud Drive is only supported for backup at the moment.
  7. I have the advantage of using a Mac here, I keep mot scrivener and DEVONthink research in sync with Hazel. Something I will post at a later date
  8. The mobile version at least
  9. For iOS see below
  10. The exception here might be picture in picture, but you get the point
  11. Or rather, the developers of that app. Now with Apple
  12. Or testament to the breakneck speed of development since then
  13. Note, depending on how the feed is setup you may need to make changes to this for the desired results
  14. PDF annotations, and selective sync

iA Writer 5 for iOS Released

Ios Ulysses Alternative

If you are looking for a plain text writing app for academic writing — or for any writing for that matter. You could do a lot worse than to try out iA Writer. One of the first Markdown based Text Editors I ever used, it remains one of the writing apps I am most likely to recommend on any platform. With the recent change to a subscription model for Ulysses, a lot of writers are looking for an Alternative on iOS. 1 With this latest update, iA Writer is an ever more obvious candidate for that job.

Featuring Files and the Keyboard

In my post about academic writing on the iPad, I mentioned iA Writer is a pleasure to work with on iOS. That was always true, where the actual writing is concerned. Prior to this release, if you were used to working in an app like Ulysses, you might have found the organisational aspects of iA Writer less sophisticated. This update has addressed that in a big way. Both via the extension of utility to the keyboard, and through integration with the Files app in iOS 11. Retaining its singular focus on the writing experience, iA Writer now includes excellent search capabilities, and customisable commands. All from the keyboard.

iOS Ulysses Alternative
iA Writer makes it trivial to do everything from the keyboard

When it comes to words on a page, the writing experience of iA Writer has made it one of best text editors available . Information Architects appear to be obsessive about detail. Their manifesto of form follows content is evident in the deliberate choices of iA Writer’s user experience. The design ethos has adapted responsive typography to a distraction free writing environment. Minimalism done wrong can enforce its simplicity on the process of the user. In iA Writer, it presents a deceptively simple interface that hides a powerful, yet flexible workflow. Ultimately the app gets out of your way. The developers understand that a decent writing tool needs to adapt to a potentially messy workflow:

in practice writing resists a strictly linear process. A single note doesn’t transform smoothly into a draft, and from draft to editing is more of a Tango than a March. The common process is blurry, dynamic, and in many ways circular.

Still Writing in Word?

I come across a lot of writers who haven’t gotten past their Microsoft Word dependency. Often it is because they don’t realise what an alternative writing App like iA Writer is capable of. Turning in your papers as Word documents is not a problem. With iA Writer, or Ulysses you focus on the writing first, then export the finished product in the format required. Nothing has changed with this update for the end product, but exporting is another feature made accessible through the keyboard. On iOS, you might require some workarounds for referencing, but if you are looking to ditch the word processor. There is less standing in your way than you may realise.

Web Collaboration

The direction that Information Architects are taking is encouraging. They have opened the app up to a massive new user base with an Android version. That move has proved fruitful in encouraging the development of a web collaboration tool. That is a move that I will keep a keen eye on. Collaboration is another area that keeps writers attached to Microsoft Word, or more often Google Docs these days. The options for co-authored writing in plain text are few and far between, and I’m yet to find one with a remotely satisfying user experience. If the developers can bring anything like the polish of this latest update to iA Writer to web based collaboration, it could work out very well. The intention is for the web service to provide ongoing revenue, which I suspect will go down with users better than the subscription only option being adopted elsewhere. Time will tell.

For anyone still grappling with the subscription issue, the feature set of iA Writer makes it a compelling alternative to Ulysses. I have a subscription to Ulysses as part of Setapp, so I haven’t had to contemplate that dilemma too closely. If you have, you may want a comparable Markdown text editor for macOS, iOS, or both. To get a general feel for the app, you can start with a free trial of the Mac App. One of the features that has me using Ulysses more these days, is the ability to post directly to WordPress. You can do the same thing with iA Writer.

Free Update

iA Writer 5 is a free upgrade for owners of the app, and for new users the iOS version is still sold at a ridiculously low price. The macOS version of the update is yet to be released, more on that when it arrives.

iA Writer is available on the App Store

  1. I’m not commenting on that debate here. A lot of writers are not only happy to pay the subscription, but like the idea they are supporting the most crucial app in their workflow.