DEVONthink is one of the only software suites I remain unequivocal about. I’m a keen user of DEVONthink to Go for iOS, and I was happy to recommend previous version of DEVONthink Pro for macOS, even as it aged considerably. However, the recently released DEVONthink 3.0 has modernised and enhanced already excellent software. It is integral to the way I manage my research.
DEVONthink 3.0 Can Feel like Cheating
DEVONthink 3 is a remarkable piece of software. The Devon Technologies crew don’t do small, you’ll be peeling this onion for a while. If you come from the previous version of DEVONthink, the user interface is immediately familiar, yet modernised in all the right ways. If you were one of those people who liked the idea of DEVONthink, but couldn’t stomach the way it looked, the new interface has taken care of that. I spend most of my day in and out of DEVONthink at the moment as I finish writing my thesis. Not only do I rely on it, I actually enjoy using it —and this at a time when the likes of Apple continue to suck the joy from computing. The advanced search functionality alone has always made DEVONthink worth it, and even that has improved, but it can do a whole lot more.
DEVONthink has always had serious automation tools. However, it has traditionally relied on deep AppleScript hooks and actions donated to the native macOS Automator app. Then there is the AI engine that can help automate the classification of documents, along with its core heuristic data analysis. Beyond that, the global inbox means a little forward thinking can always bring third-party tools like Hazel into play before the DEVONthink sorter takes over.
Most of this functionality is now built into the app itself. With DEVONthink 3.0, we now have granular, dynamic user automation built into the software itself. The automator actions are gone, but in their place are user definable automation tools for building the kind of smart rules, and smart groups that Mac users will be used to. From the liner notes,
Last but not least, we have massively extended DEVONthink’s automation options for version 3. Smart rules perform actions based on events and search queries, where events can be anything from a scheduled time to the arrival of a newly imported document. You can also attach one-time or repeating reminders to any document. They support several alarm options including running scripts. Insert dynamic data in templates, imprints, or smart rules without requiring any programming skills.
If you’ve ever built an advanced search in Finder, or made a smart playlist in iTunes (er..Music app), the logic will be familiar. If you’re a hazel user, you’re laughing.
Using Smart rules with DEVONthink to Go for iOS
The iOS version of DEVONthink has a few hidden elements in the navigation menu that hint at what be available in future releases. By all accounts, there are plans to port the syncing of smart groups at least.1 In the meantime, we are left with workarounds. To be fair, as much as I like this stuff to just work out of the box, finding workarounds gives one an excuse to get familiar with the new functionality in DEVONthink 3.0. It doesn’t take long if, like I do me, you are simple people with simple needs.
I do most of my academic reading and annotation on the iPad, so settings up a smart group to pull readings across automatically would be ideal. However, as DEVONthink can create replicants of documents2, we can approximate this behaviour with a smart rule:
Then, in DEVONthink to Go we set the group to download always. Now anything I label for iOS is automatically synced to that group, and ready to read on my iOS devices. Better still, as DEVONthink supports edit in place, I can use any PDF app that can access the native iOS files and my annotations are automagically synced back to my Mac.
I have another smart group setup that groups all annotated documents once they are synced. I generally use the excellent Highlights app to export my annotations in Markdown when I review them, but I’m working on automating that part too.
Can’t say I’m entirely comfortable with the way this is communicated in the forums any times. ↩
For the uninitiated, replicants are clever links to master documents that make it appear there is a copy without actually creating one. It’s a kind of spooky action for documents. ↩
For whatever reason, people think of my country as progressive. A recent change to customs law might go some way to challenging that. Customs agents in New Zealand now have the power to demand security information including passwords, PIN numbers or biometric access to digital devices. They call it a ‘digital strip search’. If New Zealand has long been thought of as pioneering, I’m embarrassed to list this among our firsts. Assurances from customs that the threshold for search is high make no difference, the fact remains, the law exists. 1 What follows are some suggestions for apps and services that can help protect your digital privacy at the border.
First, note this is not legal advice, neither am I qualified to offer any. I am also basing this upon New Zealand customs law, which only covers the search of physical devices, and does not compel anybody to provide access to cloud services. 2 To state the obvious, you would do well to know the laws the that govern your border crossings, no matter where you travel. For the U.S, you could do worse than familiarise yourself with the recommendations from civil liberties group, the Electronic Frontier Foundation.
Digital Strip Search, an Apt Phrase
Most Academics have cause to travel often, and many carry sensitive information with them of one kind or another. My own work might be considered seditious in some parts of the world, 3 and I know plenty of academics and even grad students working under embargo, simply because that is how universities operate. To say nothing of our actual ‘private’ lives; iPhones with photos of family, personal messages, journal entries, medical information and so on. The phrase ‘digital strip search’ is apt, being submitted to such an invasion of privacy would make anyone would feel naked. If you would rather not put yourself through such an ordeal, 4 there are steps you can take to protect yourself.
Apps and Services to Manage Digital Privacy
This assumes you are traveling with iOS devices and not a Mac. That is not to say this cannot be done with a Mac, just that the entire process is more involved for Mac users. The principles still apply. If you’re travelling with a laptop, you could do worse than follow the advice of Bruce Schneier. Either way, it is getting to the point where traveling with as little tech as possible is the right way to go, even if it is impractical. And what gear you do travel with should be kept as clean as possible. Time willing, I may come back to the idea of travelling with a Mac.
I cannot bang the 1Password drum loud enough. In my experience it is the best password manager available. It actually includes a feature called Travel Mode, designed for this situation. There is a school of thought, however, to suggest it is a nice idea that is a bit misguided in practice. Whether or not you decide to use it, it is a nice option to have. Although it’s not obvious that travel vaults are missing, that the feature exists is not a secret, so I do understand the argument.
At the same time, if you have a subscription to 1Password, the cloud vaults provide a better option by making it possible to remove the app entirely and download everything at the other end. This way you are not setting a flag that advertises you are ‘hiding’ something. It does mean holding on to an extra piece of information, as you will need the encryption key, as well as your password to set it all up again. See below for places you might put that.
Secure Private Data with DEVONthink’s Strong Encryption
I have written about using DEVONthink for this purpose. DEVONthink goes beyond being outstanding software for managing data by including strong AES 256 bit encryption. Again, you hold the keys, which means anything you put inside a DEVONthink database can be locked behind first class encryption. DEVONthink can store practically any kind of data or document, making it ideal for this scenario. Syncing is easy to setup with your choice of providers, including iCloud Drive.
Among DEVONthink’s strengths is its ability to compartmentalise data in different ways. Whether you do that by group, or you setup a separate database for the documents. It can give you granular control over what you sync and when. It will even let you use multiple cloud services simultaneously as it sync’s each database separately.
You can work out for yourself how best to set this up, but my preference would be to setup a special database and download it to my device when I need it. That way I can be deliberate about what data I need, and organise it accordingly. I can also avoid using excess data.
Boxcryptor and Sync.com
If you have no use for DEVONthink, you might consider using encrypted cloud storage. If you’re serious about privacy, using DropBox or iCloud is not enough. In the past I have happily endorsed Sync.com for approximating the convenience of Dropbox while offering much better security with end-to-end encryption. I still hold that service in high regard, especially now the app has better integration with the iOS Files app. They offer 5Gb of storage for free, which should be plenty for this scenario.
If you prefer the flexibility of sticking with your existing cloud storage service, then take a look at Boxcryptor. It is free to use if you only need to secure one service, but you will need a paid account to encrypt file names so bear that in mind when naming your files.
A Method for Digital Privacy at the Border
Once you have handed over your passcode, or consented to unlock your device with TouchID or FaceID, anything on it is fair game. Many apps provide an extra security layer, but the passcode is all that is needed to change either the finger, or face to get beyond most of them. The safest approach is to have nothing on your device. Setup these apps before you leave, and remove everything from your device. Myself, I would even setup a different iCloud account altogether.
Before you leave
Back everything up, obviously. Now do it again. Don’t rely on iCloud backup alone. Ideally you will have at least a secondary location. I use iMazing for this, and all my backups are included in my Time Machine Off-site clone, and my Backblaze continuous cloud backup. Incidentally, if you use Backblaze you have another means for client-side encrypted storage. You can retrieve anything you need to on demand from your Backblaze locker. The way I figure, that even leaves me room to make the kind of screw ups that come with having attention madness.
If you’re an iOS only user, I would seriously consider investing in some external storage to add a secondary backup. The Sandisk iXpand Drives tend to be the best, not only for the drive quality but they include software to handle the backup.
Once you are backed up, setup a new iCloud account. Note, your devices can be logged into more than one account for different services. For example, you can log into the App Store with one iCloud account, and use a different one for Photos, iCloud Drive and so on.
When you Arrive
This should be obvious. Either download the necessary apps to your alternate iCloud account, or log back into your ordinary account and do the same. This is time consuming and annoying — and it will cost you data — but consider the alternatives. In this part of the world, it now means a choice between being digitally naked or a NZ$5000 on the spot fine for refusing access. Considering how you will maintain your digital privacy at the border is no longer optional.
Rumours of Evernote’s demise come around ever so often, but the recent ones appear to have more to them than usual. It seems a bunch of senior staff are heading out the door. If privacy concerns, and proprietary database weren’t concern enough, the future of your data should be. I would be especially concerned for academic research. If you are looking for the alternatives to Evernote for Mac and iOS, I humbly submit a couple of options I have written about on this site, DEVONthink, and Notebooks. You may even find room in your workflow for both.
DEVONthink, the Power User’s Alternative to Evernote
I have written at length about DEVONthink for iOS, but DEVONthink’s real power still lies on the Mac. In fact, it is one of the remaining reasons I still use macOS. There are rumours of a major overhaul to DEVONthink on the Mac. I certainly hope to see those rumours come to fruition. For all its wonderful power, the interface has aged. Nonetheless, beneath that interface you will find the most powerful software available for information management and research. The AI heuristics and advanced search are some of the best study and research tools you will find in any form.
If aesthetic reasons have stopped you using DEVONthink in the past, I would urge you to download a trial and see if you can’t get over that. I wish had earlier than I did.
OCR and Web Clipping with DEVONthink
I know many users come to rely on Evernote’s OCR and web clipper. Both of those abilities can be found in DEVONthink. 1 The OCR engine in DEVONthink Pro Office is as good as it gets. Between that, and the peerless AI engine you can see why DEVONthink has become the endpoint for all my research materials. The web clipper can clean a web page, and save multiple formats. It might be stripped back compared with the Evernote clipper, but it does an admirable job at capturing what you need. The best part is, it speaks Markdown.
As far as alternatives to Evernote go, DEVONthink is a significant upgrade. Not only is it smarter, but your data remains private and secure. Moreover, you have options for how you use DEVONthink. In short, where Evernote imperils your data, DEVONthink keeps it safe.
Migrating your data to DEVONthink is trivial, as it can connect to Evernote directly to pull everything across with a single click. What’s more, with the DEVONthink Education Discount you can buy DEVONthink Pro Office outright for the cost of one year of Evernote.
If you happen to be an iOS only user, DEVONthink to Go is also an excellent app. And, with the help of Workflow migrating you data on an iPad is not as difficult as many would have you believe. I have even setup some workflow shortcuts to help with the process. See my post on migrating Evernote data.
Notebooks: A Plain Text Alternative to Evernote
In many ways, Alfons Schmid’s Notebooks App is the antithesis of Evernote. It avoids all the pitfalls of a web based, proprietary system by building a stack on plain text. Not only is Notebooks a clever app, it is lean and your data remains future proof. If you want to avoid ever falling into the Evernote trap again, I would give this a serious look.
I recently did a deep dive on Notebooks, but I’m still uncovering some of its tricks. I have just started putting the ability to extract tasks automatically to good use. Notebooks can be set to extract tasks from a line in any note, by nominating a special character or phrase to indicate a line as a task. In practice, this means I don’t need to interrupt my own work when I have something to follow up. I have set Notebooks to extract tasks from any line that begins with two asterisk, so while writing I simply type a new line with ** followed by whatever I need to be reminded of. 2 Like so,
** follow up on citations for Science of Logic
That’s it, I’m done. Notebooks will now extract the task from the text, and set a reminder. This is ingenious. It also opens up all kinds of possibilities with Siri Shortcuts, using Notebooks Siri integration.
Mac and iOS users have options for alternatives to Evernote. Apple’s own Notes app has developed into a solid solution. It has everything an everyday user might need, right down to document scanning and shared notes. I can also understand why Bear has become so popular, the interface is a delight. At the same time, both of those apps are built on a database that ultimately obscures the notes themselves. 3 With Notebooks, you can avoid that problem altogether, and you get an app that is much better suited to an academic workflow. For more on Notebooks, see links to my recent posts below.
If you’re wondering how these apps might work together, it is straightforward enough. I keep all my current notes and project materials in Notebooks, but archive everything in DEVONthink. DEVONthink can mange note taking well enough, but it doesn’t have the greatest interface for composing notes — or for writing in general.
On the other hand, something DEVONthink excels at is indexing data. This means you don’t need to store data in a DEVONthink database to make use of its intelligence. Instead, you can index any folder, anywhere on your Mac. Because Notebooks stores data in native file formats, which are accessible directly from the file system, DEVONthink and Notebooks are very compatible.
As Notebooks files are stored in the native file system, I can easily keep my notebooks indexed and make use of DEVONthink’s search super powers. This works well for the simple fact that both these apps work with the files system, instead of against it. Believe it or not, this means I can even use my old favourite plain text utility, nvALT, alongside both these apps. I will leave that workflow, however, for another time.
What about handwriting? On iOS, I use GoodNotes for handwritten notes. And like everything else, those notes pass through Notebooks and eventually end up archived in DEVONthink. While wither one of these apps is a wise investment, they play well together. Notebooks is available on the App Store for both macOS and iOS, and DEVONthink is available directly.
Devon Technologies is offering their customary back to school discount for DEVONthink on macOS. I have been writing a lot about iOS lately, but I haven’t forgotten the Mac. DEVONthink remains one of the most compelling research solutions available on the Mac, and a singular argument for using macOS for study or academic work. The more information it has, the smarter at gets at making connections.
Our software is created with this in mind: DEVONthink helps you collect and organize your knowledge on your Mac, iPad, or iPhone. DEVONagent Pro finds information on the web no matter how deeply it is hidden, and DEVONsphere Express does the same on your computer.
We give 25% educational discount all year long but we want you to have a great start into the new term. So, students and teachers get our Mac apps for an exclusive 40% discount until September 16th, 2018. If this isn’t the best time in the year to get prepared for school, then when is?
If you’re an education user on Mac, the discount is available until 16th September 2018
If I had to name a single app that holds my workflows together across macOS and iOS, it would be 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 one of my favourite features. I even suggested it 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.
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.
Eagle Filer is an excellent piece of software, but doesn’t have the same intelligence as DEVONthink, or an iOS version. ↩
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.
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.
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.
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.
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.
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
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.
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 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.
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.
You can skip organising your Evernote data type for this method, it will make no difference
Open up the files app. Select the notes your want to transfer, and dry them into the new app.
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.
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 here7
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. 8Anyone 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.
I should point out here that my leaving Evernote had nothing to do with the price of a subscription. ↩
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. ↩
If you just want to archive your Evernote data in iCloud, this will work for that too. ↩
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. ↩
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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 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.
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.
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.
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. ↩
I’m sitting on a promise to write up DEVONthink to GO in more detail for iPad only users. I have every intention of getting to that in the next couple of days. In the meantime, this is a heads up on the impending Black Friday promotion by DEVON technologies. They write:
Along with the holiday feasting, another tradition is Black Friday shopping. Getting up at 3 a.m. to go stand in line outside your favorite retailer, rushing en masse into the store the moment it opens, being tackled by someone’s grandma as you try to get the best gifts of the season.
We’ve made it easy for you to get a shiny new copy of DEVONthink, DEVONthink To Go (in the App Store), DEVONagent, DEVONsphere, and DEVONnote, all without having to get out of bed or brave the roads and crowds.
This is a world-wide offer starting on Thursday, Nov 23rd, 2017, at 6 p.m. CET so that you can take advantage of it regardless whether you live in New Zealand or Hawaii. The offer will close on Tuesday, Nov 28th, at 9 a.m. CET. This promotion cannot be combined with other discounts, e.g. the students & educators discount
Given the discounts can’t be combined with the education discount , it works out to be the same price for a lot of readers of this site. But, not everybody here is institutionalised. Stay tuned for those details on the iOS app.
This round of updates sees DEVONthink To Go updated for iPhone X, adding PDF and sheet editors. I mentioned DEVONthink to go as a novel solution for better data security recently. While that alone is a good reason to put it to use, it drastically undersells the apps all round utility. DEVON Technologies summarise the app like so:
DEVONthink To Go is DEVON technologies’ document and information management solution for iOS. Serving as repository for a large variety of data types it lets users keep their important documents with them at all times. It offers a rich set of organizing features as well as built-in viewers and editors for many file formats. Document provider and file provider extensions make documents available in other apps, and an encrypted synchronization keeps all data in sync with other iOS devices as well as with its Mac counterpart, DEVONthink, without compromizing the user’s privacy.
Apart from the obligatory iPhone X support. This update includes further improvements to File App integration, smarter PDF interactions and markup, new document editing capabilities for table data., and refinements to database syncing.
Effectively using DEVONthink apps is a huge topic, given what you can do with them. I have every intention of a deep dive on DEVONthink, when I can do it the justice it deserves. It is tidbits for the meantime. For users of DEVONthink on macOS, DEVONthink to Go is an ideal companion app. On its own merits, it is also an excellent self-contained solution for iPad first, or iOS only users. Now with drag and drop on iOS 11, OCR integration with third-party apps like Scanbot is much easier. The excellent native x-callback-url support also makes DEVONthink to Go one of the best apps you will find for Workflow automation. All in all, you can set up a robust research system on iOS using DEVONthink. With, or without a Mac.