Notwithstanding what I said above, everything being equal, I’d prefer that approach as well. Unfortunately, my organization uses Google Docs extensively so I have to have that for collaboration and sharing. IF I use DT exclusively, I would also lose the collaborative features of iCloud, which I use, e.g, when my EA creates Keynotes for me.
Thanks! I’ll study your 2021 workflow.
Yes, MPU encourages one to tinker and explore.
I am in education too and I think we have similar work flows… I Need for my docs to be “sharable” with colleagues and students etc… So I need to stay with Gdocs. Are you indexing your Google Drive Folder?? I tried a ton of things and settled on InSync and so far its great for indexing in DT and my M1 MBP… Thoughts ?
@Robejazz I do index GD but doing so is of limited use because although creating a doc in GD does sync and populate to DT when I update the indexed folders, if I create a doc in DT it does not populate/sync back to GD, whereas iCloud syncs in both directions.
I had not heard of insync until your post. I looked it up and it looks promising.
When using Insync, if you are indexing Google Drive and create a document in DT, does that doc sync back to GD using Insync so that both GD and DT have the same documents with all versions synced? If so, that would be fantastic and a no brainer. The price is right to, no subscription. 
I thought you had an M1 MBP?? I didn’t think GD worked on the MBP yet?? I have the M1 and GD doesn’t work so that’s why I went searching for different solutions… To answer your question, its early days (I am about a month in), but the indexing works great so far and docs populate in both directions as do tags etc…
Thanks! GD is working for me in that it is syncing on the M1 but as noted above it does not sync in DT in both directions. I’m going to purchase Insync based on your experience. Thanks for the tip!
It’s simple to import files into DEVONthink and then from there do your organising to the extent you wish. I don’t quite get why you think that to move stuff will require some juggling of files and folders, but that your choice. That being said, I find that it is NOT necessary to do as much organising into Groups (sort of like Folders in the file system) in DEVONthink since with Smart Groups and Searching being as great as it is, you can easily find things. Inside databases, basic high-level groups is all that is required to get started. You can enhance as you go. You’ve already got the basic segregation of three databases each with a specific goal/deliverable/purpose in mind.
The files that I keep “indexed” are those files that I need to share with others for collaboration or other reasons to share. Those files are kept in Dropbox. Other cloud service providers probably work, but I find Dropbox works best. Your mileage may vary. Then my collaborators can see and use the sync-ed Dropbox file and their changes will automatically sync back to me and be re-indexed in DEVONthink.
It’s all down to what it is you wish to achieve. You didn’t really say that in your posting above, but I trust there is a goal in mind.
I recommend you read “Taking Control of DEVONthink Pro” e-book, and then scan the DEVONthink Manual another time. Both documents available on DEVON Technologies’ web site.
Thanks for the reply. Yes, it is simple to import files to DT, in fact, it is simpler than indexing. I have two reasons for indexing rather than importing:
- Because my institution uses Google Suite for collaboration, I have to ensure that documents I create for work purposes are available in GD. If I import everything to DT, they will not be. This means that if I create a document in DT, which I do often, it will not sync back to GD because GD and DT do not sync in both directions.
- For my personal files, all of which are in iCloud, I could import them to DT but then, unless I delete them from iCloud, I am using twice the disk space because my files in iCloud are synced to my MBP and I’d have those files also in a DT database. I don’t want to use up that much disk space.
However, @Robejazz pointed me to iSync. I’ve downloaded the trial version and created multiple documents in both GD and DT, revised them, and deleted them. All of my changes synced perfectly across GD and DT. It works perfectly syncing in both directions between DT and GD–so my problem has been solved. 
I am now able to create the documents in GD, iCloud or DT and they sync across all platforms and apps.
So that I understand … when you put a document INSIDE DEVONthink (not into the file system directly), you are expecting Google Suite to reach into DEVONthink and sync? Yes, I can see how that’s not possible. That is why if I wanted the file to be in Dropbox (or Google Suite file system for you), I would put the file there and then it would show up in the DEVONthink index. Maybe I’m missing something?
- For my personal files, all of which are in iCloud, I could import them to DT but then, unless I delete them from iCloud, I am using twice the disk space because my files in iCloud are synced to my MBP and I’d have those files also in a DT database. I don’t want to use up that much disk space.
Why not delete them if disk space a concern? If in DEVONthink, then they would sync up to wherever you have your sync location, and then on the other machine (presumably running DEVONthink and setup to sync), those files would move over. No?
What you are doing is much different than what I’m doing, but the results seem to be the same with your successful addition of iSync. So job done, I guess.
thanks,
That is accurate but it requires extra steps. I would have to create the document in DT and then send it to GD. A big deal? No. But, I create a lot of documents in DT (my primary note taking app at this point) so I would prefer to just create documents and forget about them. There is another issue. I love using the DT sorter. I drag files into that sorter all of the time, which are then uploaded to DT’s inbox. I have smart rules that then process and move those files into the appropriate GD or iCloud indexed folders. Because GD does not sync two ways with DT, the file does not show up in Google Drive. This means that for GD related files, I cannot use the DT sorter. I lose efficiency.
Yes, I could delete them from iCloud but I have two reasons for not wanting to do this:
- iCloud is a form of “secondary backup.” I know it is not a true backup. I back up all of my files to external drives weekly and those drives are in two separate physical locations. But, I still like the iCloud alternative.
- More importantly, as I noted in prior posts above, I often use iCloud’s sharing/collaboration feature, especially with my EA. If I delete the files in iCloud I lose that function.
That said, I realize that perhaps I’m missing something. Am I wrong in understanding the implications of importing given my workflow needs and preferences?
That’s what I do. I have a database with indexed files from GD (via in sync), indexed files from Dropbox and imported files … it’s pretty great
One last question then I’ll stop bothering you …
Google Suite is not on the list of sync service providers for DEVONthink. How does it work at all? That is a mystery to me.
Instead, are you saying that Google Suite does not do two way sync with your Mac’s file system copy of the files on Mac? I don’t use or ever used Google Suite, but I’ve played with Google Drive and it seems to sync both ways–but I never used those files as source to index into DEVONthink (because I never had to).
Re backup if you have files IMPORTED into DEVONthink and want to go the extra step beyond TimeMachine or other real backup service, remember you can use the “Daily Backup to Archive” script in the “Export” menu in the Scripts folder. Send the output (it makes a zip file) to iCloud for offsite backup with added feature it’s compressed saving your disk space (which you seek to do).
I implemented a script to backup to zip of all the open files in DevonThink which is launched by a cron scheduled job three times a week. And I have all kinds of other backups (TimeMachine, Backblaze, and a file server where I have another cron job that directs all home folder files to the server). I’ve been bit by failed drives.
I think, in general, people over-think this index vs. import for misguided reasons based on erroneous assumptions. Not that your reasons are erroneous, but what you say you are doing doesn’t match up with with I’m doing I think more simply. But … works for you so go for it!
One last question then I’ll stop bothering you …
You’re not bothering me at all. I’m finding this helpful because I’m spending the day finalizing workflow issues. I appreciate the input.
Google Suite is not on the list of sync service providers for DEVONthink. How does it work at all? That is a mystery to me.
Me too! No idea
Instead, are you saying that Google Suite does not do two way sync with your Mac’s file system copy of the files on Mac? I don’t use or ever used Google Suite, but I’ve played with Google Drive and it seems to sync both ways–but I never used those files as source to index into DEVONthink (because I never had to).
Google syncs fine on the Mac, the problem is that it does not sync properly with DT. Unfortunately, I’m stuck using Google for work. Otherwise, I’d never use it.
Re backup if you have files IMPORTED into DEVONthink and want to go the extra step beyond TimeMachine or other real backup service, remember you can use the “Daily Backup to Archive” script in the “Export” menu in the Scripts folder. Send the output (it makes a zip file) to iCloud for offsite backup with added feature it’s compressed saving your disk space (which you seek to do).
That is a good idea, one I’d not considered. But, unless I’m missing something, I still lose the ability to share/collaborate on Apple Works files with my EA unless I keep the files in iCloud.
I implemented a script to backup to zip of all the open files in DevonThink which is launched by a cron scheduled job three times a week. And I have all kinds of other backups (TimeMachine, Backblaze, and a file server where I have another cron job that directs all home folder files to the server). I’ve been bit by failed drives.
I have also had failed drives, but most recently a 2017 MBP, which is why I am not using a new M1.
I think, in general, people over-think this index vs. import for misguided reasons based on erroneous assumptions. Not that your reasons are erroneous, but what you say you are doing doesn’t match up with with I’m doing I think more simply. But … works for you so go for it!
I think there are two differences between our workflows
- I HAVE to use Google Suite at work
- I often collaborate on Keynote and Pages files with my EA for major staff and trustee presentations.
These two requirements affect my workflow with DT.
Again, I may be missing something. If so, I am not too proud to be told so and to learn!
That’s my point. Won’t work! Not expected to work. But you don’t need it to sync with DEVONthink. Use Google Suite to sync only the files between Google’s Servers and your Mac’s file system (independant and nothing to do with DEVONthink). And I’m very surprised you report that it doesn’t do a 2-way synce between your Mac file system (and NOT DEVONthink as that has nothing to do it it) as that’s what advertised for Google Drive (which may or may not be what Google Suite does … I don’t know).
That is a good idea, one I’d not considered. But, unless I’m missing something, I still lose the ability to share/collaborate on Apple Works files with my EA unless I keep the files in iCloud.
Conflating two separate issues. Yes, if you need to collaborate with your EA via iCloud sync, then that’s fine. You said you could not delete due to disk space. Nothing said that I noticed about collaboration wiht EA. I collaborate with people too, but I’m just using a different product (Dropbox).
Still, consider doing a backup to zip and copy to iCloud. May be redundant. But also get a real backup regime going (TimeMachine, Backblaze, or other).
- I HAVE to use Google Suite at work
- I often collaborate on Keynote and Pages files with my EA for major staff and trustee presentations.
No. You are still missing my points. We have exactly the same work process and needs. But your process are much different and I think too complicated (and even you say part doesn’t work). So:
- You are using Google Suite to collaborate with work. I use Dropbox. Check.
- You are using iCloud to collaborate with EA and maybe others. I use Dropbox. Check.
- You say you are using Google Suite to Sync DEVONthink, but you say it does not work and I say, yes, it should not work becuase DEVONthink never said it would work, so don’t try to make it work!
- Setup a proper sync (iCloud? or other … see the DEVONthink Manual) so your desktop and laptops that run DEVONthink with IMPORTED files work as designed.
- And Don’t forget setting up a proper backup system.
We can go off-forum if you want to continue.
I just sent you a private message.
Well, after getting lots of advice (Thanks everyone!) and after a bit of struggling and testing, I believe I have figured out whether indexing or importing in DT works best for my needs. The thing that finally brought all of this together was insync, which after several days of testing is working flawlessly in syncing Google Suite to DEVONThink.
2 Likes
I use DT with indexed nested folders for all of my databases. I found it to be very reliable.
On my home network, I add scanned documents, receipts, tax documents, etc. to nested folder system on one iMac connected via 10gbe ethernet to my Synology NAS on my network. From there, I use DT installed on my home office Mac to index these files. Works great.
Cheers,
Bud
1 Like
Thanks for the post. I’ve started using DT again with indexed files. So far everything is working well.
As you have reported issues in the past … please re-read the advice in the outstanding “DEVONthink Handbook” about indexing. Not complicated or unreasonable, but needs to be paid attention to as you are dealing with multiple systems some outside DEVONthink’s direct control, but in your control. Page 52 version 3.8.2.
Will do. I read it some time ago abut a refresher is in order. 