Tasks in DEVONThink

Cool Workflows
1

I’ve worked out a workflow with DEVONThink that moves about 30 recurring tasks out of OmniFu. Decluttering is always good.

I had recurring tasks set up in OmnFu for about 30 recurring statements or bills (I manage finances for family members also). The task for each is to open the URL for the document, log in and download the file. Hazel then names the file appropriately and moves the document into DEVONThink. DEVONThink rules are set up to move the document to the final resting place. Each document is filed in a Group. I prefer having the current year documents in the root of the Group, then in January, I move the older documents to an archive under that same Group.

Since DEVONThink is always involved anyway, I entered the url for each document in the Group parent (top level folder) with an date to trigger an “alarm”. The alarm result can be “Load URL”, so when that date & time roll around, DEVONThink loads the URL in Safari in a new tab. The next time I sit down at the “always on” Mac, I’m ready to download the documents. After I initiate the download, the rest of the process is automated.

It felt pretty good to delete 1/3 of my recurring tasks! Or technically speaking, I moved the tasks to a more efficient place.

P.S. Mac only. DEVONThink To Go doesn’t support this.

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2

Couldn’t you even have DT rename the file, eliminating the need for Hazel? Making it a one man show.

3

Hazel can find the date inside the document on its own, even if it’s the second or third date in the document. When I first tried to use DEVONThink for that task, it didn’t seem as flexible. And the Hazel rules are already in place.

4

How I wish DEVONThink (DT) rules were as flexible as Hazel’s or maybe a bit more powerful. I file my paper bills in DT with filename as “[Date Billed] - [Payee] - [Amount Due]”. I like being able to see amount paid for an entire year at a glance without opening each file.

How great would it be if DT allowed you to pull these consistently during an OCR scan:

  • Date Billed (relatively easy with Hazel)
  • Payee (easy with Hazel)
  • Amount Due (even in Hazel I find this very inconsistent)

Open to suggestions if anyone has any.

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5

I do exactly this rename in Hazel then Hazel moves the file to DEVONthink. I have Hazel doing a lot of things that do not involve DEVONthink. So I do not long for taking time to make DEVONthink to do it. I recall posts in DEVONthink forum on this topic if you wish to get more guru support.

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