2.3.3 Documentation, page 211
• Step 3: Then we run another workflow: Clean Today's To Do. Here we completely clean
the contents of the 'Today: To Do' group. By the way you may want to switch off the
confirmation to delete every record in Step 4 of this workflow, as long as you don't add items
by hand to this group!
• Step 4: Here you can specify the different records throughout your database you're working
• Step 5: We only get the records that we're not marked as ready ('unchecked').
• Steps 6 to 7: These are replicated to 'Today: To Do' list. This will also open a new window
with the items you want to work on today.
• Step 8: Get every record including the ones in sub-groups.
• Step 9: Get the file paths from these records.
• Step 10: Open the external files in the Finder. You're ready to start working!
End Workday: At the end of your day, you'd like to make sure that the database is updated with the
modified contents of the files you've been working on. That's the goal of this workflow. It synchronizes
every record in your 'Today: To Do' group.
Copy Checked Records to iPod Notes: Whenever you feel like showing off to your colleagues that
you have the coolest gadgets and software, you can use this workflow to get the text of the finished work
in your To Do list and send it to your iPod. The order in which your notes will appear depends on the
sort order of the records in the 'Today: To Do' window.
Dealing with the web is where DEVONthink Pro Office really shines. Here are a few workflows that
help you manage the information you're gathering form the Internet.
Capture Safari Page: Another take on getting information from Safari. If you save this example as an
application and put it into your Dock, you can very easily get the information from the current web page
in Safari into your database. This is because the Add Items to Current Group workflow will actually
download the given URL so that its contents can be made available for searching.
Convert URLs to Webarchive: This workflow shows how you can convert URLs to webarchives. Let's
go through the steps:
• Step 1-2: Make sure to select the records with URLs that you want to replace inside
DEVONthink Pro Office.
• Step 3: We download the URLs in DEVONthink Pro Office.
• Step 4: We want to use temporary files so we store them in a variable to refer to them later.
• Step 5: Back in DEVONthink Pro Office, we create a 'Converted Web Pages' group.
• Step 6: Here we import the files. Note that we import them because we regard the
documents as temporary files in Step 3, DEVONthink Pro Office will copy the files to the
database file folder for its own safe keeping.
• Step 7-8: We retrieve the list of files and send them to the Finder's Trash.
Gather Information from Safari: The next two workflows are not great for our bottom line, yet
we've decided to present these helpful hints free of charge! The first in the series is a script that gets all
the links (within the domain of the starting page) from Safari's open web pages and puts these into a
special group called 'Temporary Safari Links'. For each entry in this group, you can see its status. The
contents will be indexed (so loading these may take a while).
2.3.3 Documentation, page 212
Now you can go and do some searching for information you want. For the records in this group that
match your criteria, you will set the state to 'checked'.
Store Information from Safari: The second and last workflow in this series will clear up the mess
we made. It gathers all the checked records and asks to move these to a group you specify (note that for
this action we specified that the action has to be shown).
Also, take a look at Step 8, here we have to Ignore Result from Previous Action, because we don't want
you to delete the work that you spend so much time on! The remaining records in the temporary group
will then be deleted.
Now, why are these two workflows bad for our bottom line? Because they compete with DEVONagent
Pro. (Although, truth be told, DEVONagent Pro does a much better job at this then we can emulate with
a couple of Automator workflows).
Of course, Automator workflows can also be used to manipulate items in the database.
Set Attributes Recursively: A simple workflow that, when saved as an application, deserves a place
in the Scripts menu. It is relatively simple:
• Get the record selection from the DEVONthink Pro Office.
• If the selection contains groups, recursively add all records contained in these.
• Set the record attributes but make sure to make this visible when running so you can
change different attributes when you run it. This is especially important when you save the
workflow as an application.
Add in Finder: Save this workflow as a Finder plugin; then you can import a file selection from the
Finder into a group that you select in an open database. You should remove the first action and name it
'Add to DEVONthink Pro'. Then you will see it in the Finder's contextual menu in More > Automator.
Combine PDF Records: Use this workflow to combine one or mulitple selected PDF documents. As
this workflow uses Preview to do its magic, metadata and annotations will be lost.
Compress PDF to 96dpi: Compresses images contained in PDF records to 96dpi, this can be useful if
you have scanned documents and want to reduce the file size by optimizing them for on-screen display
Open DEVONthink Spotlight Item: Opens the selected DEVONthink items listed by a Spotlight
search in the external applications assigned to their type.
Store Safari Selection in Specified Group: This is an example for more advanced scripting users.
It uses AppleScript inside an Automator action to achieve a goal that is not possible with the existing
Store DEVONagent Selection in Specified Group: Identical to the previous action in functionality
but it uses DEVONagent Pro instead. Note that DEVONagent Pro comes with its own convenient
collection of actions that allow you to create sophisticated workflows in combination with DEVONthink
2.3.3 Documentation, page 213
Convert Selection using OCR: Convert selected images stored in DEVONthink Pro Office using
the built-in optical character recognition (OCR) into searchable PDFs. Things to look out for in
the AppleScript code are the timeout and the possible error codes that can be returned during the
2.3.3 Documentation, page 214
Repairing a defective database
DEVONthink Pro Office crashes when opened
Recovering a lost password
Items keep re-appearing in the inbox
Problems importing files
Email import does not work as expected
AppleScript scripts do not work as expected
Problems using Services
DEVONthink Pro Office behaves irrationally
Problems synchronizing with DEVONthink To Go
DEVONthink Pro Office was created with robustness in mind. But still, computer hard- and software
can write defective data or destory files. If you have troubles with your database, please refer to the
methods below and also have a look at our FAQ.
2.3.3 Documentation, page 215
REPAIRING A DEFECTIVE DATABASE
DEVONthink Pro Office databases are packages containing of your files and the supporting AI-based
index. In rare cases this index can get corrupted or out-of-sync. But as you files are stored separately
this is not the world's end. If your database starts behaving stragely or if DEVONthink Pro Office itself
finds inconsistencies when doing its start-up check it is time for some house-keeping.
STEP 1: VERIFY & REPAIR
As a first step use Tools > Verify & Repair to check your database's consistency and allow DEVONthink
Pro Office to take all necessary steps to repair the found problems. If Verify & Repair was able to repair
your database, use Tools > Backup & Optimize to optimize your database and have DEVONthink Pro
Office create an internal copy of the index.
If Verify & Repair was not successful or your problems are not solved, proceed with the next step.
STEP 2: RESTORE FROM BACKUP
With its factory setting, DEVONthink Pro Office keeps up to two copies of the index files in case
that the index is damaged beyond repair. You can change when and how many internal backups
DEVONthink Pro Office keeps in the Preferences, Backup tab.
To restore from a previously saved internal backup (means: a copy of only the index files), use
Tools > Restore Backup DEVONthink Pro Office presents you with a list of all available backups.
Choose the latest one and click Open. This swaps the current set of index files with the copy (the
current set of index files becomes the backup, the backup becomes the current set) so that never
any data is overwritten. Run Tools > Verify & Repair to check the consistency of this index version
and if everything is in order use Tools > Backup & Optimize to optimize your database and have
DEVONthink Pro Office create a fresh internal copy of the good index.
If the backed-up index files are also defective, try the other backups, of available. If all backups are
broken, too, proceed with the next step.
STEP 3: REBUILD YOUR DATABASE
As your files and DEVONthink Pro Office's index are stored independently within the database package
the index can be rebuilt an any time without you losing too much metadata. To rebuild the database
from scratch use Tools > Rebuild Database.
The global inbox database cannot (yet) be rebuilt using the steps above. Use the following
steps to rebuild the global inbox database manually:
• Quit DEVONthink Pro Office.
• Move ~/Library/Application Support/DEVONthink Pro 2/Inbox.dtBase2 to the Desktop.
• Open the moved database by double-clicking on it
• Rebuild it.
• Move everything from the moved database to the now empty global inbox.
• Quit DEVONthink Pro Office, delete the moved database.
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2.3.3 Documentation, page 216
During the rebuild process the complete index is re-created. Your actual files are not touched. All
problems that occured during this process are logged.
Orphaned files: Orphaned files that could not be imported while repairing are logged and moved
to the folder 'Orphans' inside the database package. To access the contents of the package, show the
database package in the Finder, right-click it, and choose Show package contents from the contextual
menu. Move the files in the 'Orphans' sub-folder to a save location, e.g. the Desktop, or directly re-
import them by dragging them to DEVONthink Pro Office's Dock icon. Please do not change anything
here except for rescuing the orphaned files.
STEP 4: TIME MACHINE OR MANUAL RESCUE
If everything above failed it seems that your database is severely damaged. You have two options now:
• Option 1: Restore your database from your Time Machine backup, your Jungle Disk, or any
other backup medium you use for keeping an up-to-date backup of your documents. If you
don't use Time Machine yet we strongly advise you to do so. External hard disks are cheap
and Time Machine makes backing up your important files a no-brainer.
• Option 2: If you do not have a current backup of your documents you can rescue your files
manually but you will lose your group structure. To manually copy your files from the
defective database, show the database package in the Finder, right-click it, and choose
Show package contents from the contextual menu. Copy the files in the 'Files' sub-folder,
which are sorted by kind, to a save location, e.g. the Desktop. Then create a new database,
re-import them and recreate your group structure.
STEP 5: CONTACT SUPPORT
If none of the above steps helped solving the problems you have with your database, please contact
DEVONtechnologies' support staff with a precise-as-possible description of your problem.
2.3.3 Documentation, page 217
DEVONTHINK PRO OFFICE CRASHES WHEN OPENED
If a database is heavily damaged it can happen that DEVONthink Pro Office crashed when opening
the database or when starting up. In this case you cannot use the build-in mechanisms for recovering
your data. But you can go back to one of the internal backups manually. With its factory setting,
DEVONthink Pro Office keeps up to two copies of the index files in case that the index is damaged
beyond repair. You can change when and how many internal backups DEVONthink Pro Office keeps in
the Preferences, Backup tab.
To revert to one of the internal backups, quit DEVONthink Pro Office and locate the database package
in the Finder. Then do the following:
• Select the database in the Finder, choose "Show Package Contents" in the contextual menu
• Copy (!) the most recent Backup folder to the desktop
• Copy (!) the Files.noindex folder into the copied (!) Backup folder
• Add the file extension .dtBase2 to the Backup folder
Now you should be able to open the copied Backup folder as a new database by double-clicking it.
Afterwards use Tools > Verify & Repair to ensure that everything's fine.
If this did not help, please contact DEVONtechnologies' support staff with a precise-as-possible
description of your problem.
2.3.3 Documentation, page 218
RECOVERING A LOST PASSWORD
If you have protected a database and you have forgotten your password, do the following to remove the
• Close DEVONthink Pro Office
• Locate your protected database in the Finder
• Right/Control-click it and choose Show Package Contents
• Move the file 'Settings.plist' to the Trash
A future version os DEVONthink Pro Office will feature an industry-strength encryption.
2.3.3 Documentation, page 219
ITEMS KEEP RE-APPEARING IN THE INBOX
If files keep re-appearing in your global inbox even though you definitely have deleted or moved them
in DEVONthink Pro Office, it may be that some files with bad permissions got locked up in the Inbox
Open the folder '~/Library/Application Support/DEVONthink Pro 2/Inbox' (where ~ is your user's home
directoy) and delete them manually. This should keep them from re-appearing.
2.3.3 Documentation, page 220
PROBLEMS IMPORTING FILES
WHY DOES DEVONTHINK PRO OFFICE NOT RECOGNIZE MY FILES?
If DEVONthink Pro Office does not recognize a file make sure it has a proper file name extension.
DEVONthink Pro Office needs a file name extension to determine the file type. Add the correct file
name extension to your files (e.g., .txt for plain text files, .rtf for rich text files, .pdf for PDFs and .doc for
Microsoft Word files. Then try again.
WHY DOES DEVONTHINK PRO OFFICE NOT DISPLAY MY DOCUMENT CORRECTLY?
If a document is not properly displayed, especially if it is a proprietary file format such as RagTime or
Mellel, make sure that you either have a Quick Look plugin installed for this file format or that the
application that created it is installed on your Mac (and supports Quick Look). DEVONthink Pro Office
will be able to display the document if you can display the file also e.g. in the Finder by pressing the
WHY DO SOME PDFS APPEAR AS IMAGES AND ARE NOT SEARCHABLE?
DEVONthink Pro Office cannot extract the text part of print- or editing-protected PDFs. When you
import them, you get a log entry that tells you that the PDF file contains 'no text'. When you select
these documents in DEVONthink Pro Office, the status bar shows 'image' instead of 'PDF+text'. A
cheap solution for this problem is Michele Balistreri's PDFKey. It allows you to print protected PDFs.
Use PDFKey to 'print' a PDF file into a new PDF that is both printable and editable — and the latter
allows DEVONthink Pro Office to extract the text for searching and classifying.
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