Questions and Answers
Can I use Alfred, Launchbar, Hazel, etc. with DEVONthink?
It really depends on what you're hoping to do. DEVONthink has powerful automation capabilities allowing it to interact with many other applications on your Mac, especially AppleScript-aware ones. Hazel and Keyboard Maestro are two such applications that many of our customers have integrated with DEVONthink. A web search or a search of our community will often turn up some great ideas!
Can I use my scanner with DEVONthink?
DEVONthink Pro and Server can use any scanner that works with Apple's Image Capture application (TWAIN is not supported). There is additional support for integrating with Fujitsu ScanSnap scanners through their ScanSnap Manager and ScanSnap Home software.
Regarding text recognition: DEVONthink Pro and Server has the ABBYY Finereader OCR engine included for converting scans to searchable PDFs directly in DEVONthink. However, lower editions still support importing files that have had OCR applied by third-party applications.
Can we put databases on a file server for our team?
No, this is not possible, we're afraid. DEVONthink does not allow more than one person to access a database at a time.
DEVONthink follows a decentralized data model where each machine has a local copy of the database but syncs to a commonly accessible location. Collaboration via syncing may require special attention, like a shared account on a cloud service, ie. using the same credentials on each machine. Feel free to contact our support team for further information.
With DEVONthink Server, there is also a built-in web server that allows you to broadcast a database on your network. Users can access shared databases through a web browser, even on Windows machines. While it's not as functional as DEVONthink itself, it can prove useful in an office setting. For more specific information, please refer to the built-in help or manual.
Does DEVONthink copy my files and can I delete the originals?
By default, DEVONthink imports files which does copy them into the database. This creates a self-contained database that can easily be backed up or transported as a single unit. Whether to delete the originals is up to you, but many people choose not to keep the external copies.
Alternatively, you can index external files and folders which just adds references for them to your databases. In this case you must not move or delete the files outside of DEVONthink or you'll break the references.
Do I have to worry about "corrupting" my databases?
DEVONthink databases aren't specifically susceptible to "corruption", but as with any files on your computer, problems can occur. We suggest following regular maintenance routines on your machine as well as your databases to ensure they're healthy.
For your databases, a Tools > Verify & Repair on a regular schedule, perhaps every other week under heavy use, can keep your mind at ease. If you run into trouble, consult the manual or contact our support team.
Do I have to worry about getting "locked in"?
DEVONthink imports and stores files in their native formats. There is no conversion to any proprietary formats, nor do we have any. For instance, a PDF imported into DEVONthink remains a PDF.
Also, while files are stored in a proprietary folder structure internally, we provide many options for getting the files out. This includes simple drag-and-drop out of DEVONthink and the File > Export > Files and Folders command. It is also possible to access the internals of a database to access all these files in an emergency setting, but please contact our support team for assistance with this.
Do I need to make more than one database?
Designing a database is largely a preferential thing. A database can be very small or very large, depending on its use. However, smaller, more focused databases may generally perform better, sync faster, and be more data-safe in the event of a catastrophe (avoiding the "all your eggs in one basket" problem). They also give you the opportunity to close unused databases when you’re not using them.
How big can my DEVONthink database be?
The suggested size of a DEVONthink database is measured in words, more than in bytes. You can see this in File > Database Properties for each database. DEVONthink indexes the text of files and stores that in an index for each database. When you open a database, its index is loaded into memory for faster operations. The more unique words in the indices, the more memory is required.
Generally speaking, a modern machine with 8 GB RAM can easily hold one million unique words and 100,000 items in the database.
How do I completely uninstall an app?
To completely remove one of our Mac apps, please refer to the built-in help, Read Me section.
How do I switch from application X to DEVONthink?
This depends on the specific application as not all applications share their data easily. Applications with drag-and-drop and extensive export options provide more potential for moving data between the apps. DEVONthink includes a few built in options in its File > Import menu. For specific applications, please check our community or contact our support.
Where are my DEVONthink databases?
DEVONthink stores the databases where you created them. We advocate using a folder in your home directory, like
~/Databases, and never put them in a cloud-synced folder. You can find your databases by searching with Spotlight for:
The global inbox is stored in:
~/Library/Application Support/DEVONthink Pro 3/Inbox.dtBase2
Where does DEVONthink backup my databases?
DEVONthink has no built in file backup capabilities. A proper backup strategy is up to the individual to implement and maintain. Due to the simplicity of Apple's Time Machine, we suggest using it with local external drives. For an online backup, you can use a cloud backup service that uses a snapshot-style backup, ie. not "continuous backups". Arq is one such service.
Where is DEVONsphere Express?
When you launch DEVONsphere Express it shows up as a little leaf icon in the right-hand part of the menu bar. Click it to show its panel. DEVONsphere Express stays out of your way and does not open a window automatically when it starts up.