I’m messing with my bookmarks today.
I keep a lot of cool articles in DEVONthink as my central repository, but I also want to share some of these links here.
I’m testing a simple workflow for this using a DEVONthink smart group, which shows me all my bookmarks from my Decoding database that aren’t published yet.
I’m using DEVONthink custom metadata to mark a record “published”.
This workflow desperately needs automation, but I want to start as simple as possible and see how it works in practice.
I recently started making read/review-related GTD projects to be more disciplined about consuming websites and books. I do this because I want to extract information from them and not just read and forget it.
The current one is 43folders.com, which is old, but still contains many valuable tips and tricks regarding Mac productivity. I’m unsure if there is anything like that today like the Mac blogging scene was from 2003-2008 – maybe MPU Talk — when everybody was obsessed with GTD, QuickSilver, Mac OS X, and productivity. Good times!
How I download YouTube videos into DEVONthink automatically.
2. By subscribing to the channel using its hidden RSS feed from DEVONthink, I can get saved videos into my Decoding database.
3. DEVONthink watches this RSS feed via a smart rule and downloads videos using
4. The script saves videos into my inbox folder at
~/Library/Application Support/DEVONthink 3/Inbox, which automatically gets imported by DEVONthink.
5. From here, I can organize downloaded videos, start watching them and take notes.
I constantly tweak my workflows this time of the year. I usually provide tools for others—that’s what I do for a living—but I also have to keep my knives sharp.
This year I’m tweaking two things.
Take better notes while watching a video.
2. I can use DEVONthink’s Annotations feature locally to insert timestamp-specific notes for the video.
3. I can export the annotation into Craft and create “permanent notes” in my Zettelkasten.
Moving my Zettelkasten over to Bike.
I like to think about my Zettelkasten being a large outline. Keeping it inside Bike could be beneficial.
I’m trying to mimic the analog Zettelkasten (or Antinet).
I won’t use an analog one since I like the digital one’s benefits better, but I also want ideas from the analog one.
I’m a programmer and I use my Zettelkasten to understand coding concepts. I have some code snippets stored in SnippetsLab, so it’s easier to link to those from my Zettelkasten outline than keeping them on paper.
I can nest notes under each other.
I can easily link notes together thanks to the Bike and Hook integration.
I don’t have backlinks, but I’m not sure I need that inside a Zettelkasten.
I watched a video from Cal Newport on how he uses a simple text file for the sense-making of a bunch of new information. He mentioned that instead of processing his emails one by one, he captures the essence of every email into his text file, then starts to categorize it, organize it by projects, etc. This gave me an idea about solving a similar problem I had with my GTD inbox for a while now.
GTD recommends that we process our stuff in the inbox sequentially, without grouping beforehand. The problem with this approach is that many items related to different projects are scattered in our inbox, so we’re jumping in and out of projects while processing our inbox. This constant context switching drains energy from our brain.
If we want to spare our attention, it is a good idea to group our unprocessed inbox items by project, so we can reduce the context switching when we process them. Using this approach for the GTD Process and Organize steps will ensure that we clean things related to each project in one go, not randomly.
Why is this a problem?
The point is to add a temporary structure to information in the inbox. I usually do some form of project planning and next action creation when I’m emptying my inbox. The problem is that I constantly switch thoughts about many different things as I go through each item. It would be nice to have them batched and grouped by their project. This can reduce the attention switching to different topics/projects.
Let’s say we have an inbox like this:
- Item 1 (could be about Project X)
- Item 2 (could be about Project Y)
- Item 3 (could be about Project Z)
- Item 4 (could be about Project X) ← This is where I will have to return to “Project X” again. This item can even be connected to “Item 1” somehow.
I hate when I have to switch my current context (not my GTD context, but the current mindset that I’m in) and go back to a project I already thought about and assigned a next action to; possibly, I even closed its support material since then.
Having new information pre-organized by projects (or topics) can reduce the load of thinking about a project twice or more in an inbox processing session.
Using the Process workflow
- The first step is to create a new perspective in OmniFocus called Process with the rules shown on the screenshot above. You’ll use this perspective to process things instead of the standard OmniFocus Inbox.
- It’s essential to have everything corralled into the OmniFocus Inbox, so you can stop jumping around different inboxes, but more importantly, have everything pre-organized by the project. Go through your inboxes (email, Slack, DEVONthink, etc.) and link a new action to all unprocessed items in OmniFocus. The Hook app can help a lot with this step.
- Open the Process perspective, where you’ll see your unorganized stuff sitting in the Inbox waiting to be pre-organized. You must quickly go through each item and assign it to an existing or new project (don’t assign tags). You don’t have to come up with the final name for a new project. Set whatever comes to your mind; the important thing is to pre-organize unprocessed items in this step. If you don’t know where to assign it, just skip it, or move it into a singular action list related to an area.
- When you have pre-organized everything, you can click the clean-up button (or press Command-K) to see all of your unprocessed items grouped by project. Now you can go through each item and deal with them in the context of its project instead of having them all over the place.
Why having a pre-organized inbox is better than a flat list of unknown stuff
I always get annoyed when I deal with something related to a big project in my inbox, and then 5 minutes later, another thing pops into my view about the same subject. I have to open the project and its support material again, get into the same mindset, and maybe even reconsider everything I figured out 5 minutes ago. It is a dumb way to plan things.
I’ve been pre-organizing inbox actions by the project for about a month now, and I can assure you that having unprocessed stuff grouped by the project can make a big difference. I can process my OmniFocus Inbox about 15-20% faster than before, but more importantly, I don’t feel tired after doing it. I stopped switching contexts for every item; instead, I’m spending more time at the project level and dealing with new things from this perspective.
I wrote a follow-up post to this one answering reader questions about this workflow.
In the middle of the call, somebody had a question about Hook bookmarks. More specifically, can Hook archive its bookmarks as archive.org does with websites in general? Well there is no feature like that in Hook, and to be honest, doesn’t even need to be, because Hook has great Apple Script integration, so we can query bookmarks from its database.
In conjunction with DEVONthink, we can archive our bookmarks from Hook and save them as Pinboard does. I made a script for this a while back and it’s really helpful. It runs once a week, archives all websites from my Hook database into DEVONthink.
Setting up the script
First, download the script from here.
The scripts collect everything into one group in DEVONthink, so you have to create one where the archive can be stored. I would advise a new database even if you don’t have something similar already.
Open the script you downloaded. You’ll see two lines at the top of the file.
set webArchiveDatabaseUUID to "databaseUUID" set hookedWebsitesGroupUUID to "groupdUUID"
You have to replace the
databaseUUID and the
groupdUUID part with the UUID of the database and group from DEVONthink. To do this, open DEVONthink, ⌃click on the database in the sidebar, and pick “Copy Item Link”.
databaseUUID, with the link you copied. You’ll see something like this.
set webArchiveDatabaseUUID to "x-devonthink-item://CA3A9072-0650-4AF3-A608-1786F9D1A98D" set hookedWebsitesGroupUUID to "groupdUUID"
Now, remove the
x-devonthink-item:// part, so the top of the script should look like this.
set webArchiveDatabaseUUID to "CA3A9072-0650-4AF3-A608-1786F9D1A98D" set hookedWebsitesGroupUUID to "groupdUUID"
Go back to DEVONthink and copy the group’s link from the same database (it is important to keep the group in the same database) by ⌃clicking on it and picking “Copy Item Link” again.
groupdUUID with the copied link in the script again.
set webArchiveDatabaseUUID to "CA3A9072-0650-4AF3-A608-1786F9D1A98D" set hookedWebsitesGroupUUID to "x-devonthink-item://B6C2C659-5682-45B5-8D59-107A641F8C2D"
x-devonthink-item:// part and then save your changes. The top of the script should look something like this now.
set webArchiveDatabaseUUID to "CA3A9072-0650-4AF3-A608-1786F9D1A98D" set hookedWebsitesGroupUUID to "B6C2C659-5682-45B5-8D59-107A641F8C2D"
Now comes the fun part. You can run the script and DEVONthink will start downloading your Hook bookmarks into the group you choose.
The first run can take a while depending on the size of your Hook database. Subsequent runs should be faster since the script downloads only newly added bookmarks.
It is important to know that the script doesn’t sync Hook and DEVONthink, deleted bookmarks from Hook will still be present in DEVONthink.
Also good to know, if you want to archive sites behind a login, you have to sign-in in DEVONthink before you run the script.
I keep this script in the
~/Libary/Scripts/Applications/DEVONthink 3 folder, so it’s available from the script menu in macOS – or in my case, from FastScripts. This way, you can run the script manually from DEVONthink.
You can even make it run automatically. If you use FastScripts, you can create a new DEVONthink reminder on the group you created to store Hook’s bookmarks and set it to run an Apple Script like this every week.
on performReminder(theRecord) tell application "FastScripts" set scriptItem to first script item whose name is "Archive Hook Bookmarks" tell scriptItem to invoke end tell end performReminder
If you want to run it outside of DEVONthink, you can use for example Lingon, which makes it possible to run any Apple Script in the background daily, weekly, monthly, or whatever interval you want.