How to deal with (many) files

thomas_h

Hello,

I am currently switching from a pure file structure to Apple Notes with ForeverNotes.

For all my files I'm still using the Notebooks app.

My question: how do you deal with all the files?

e.g. monthly electricity bill, billing statement etc.

Do you also move them all to Apple Notes?

I currently live in two worlds: Apple Notes and file structure.

Thank you!

tr4jan

thomas_h I currently live in two worlds: Apple Notes and file structure.

Which is very reasonable and relatable. Imho the Apple notes app is far away from being designed to get stuffed with Gigabytes worth of files (.doc, .xls, *.pdf aso.). Considering this Notebook app you mentioned, which keeps files stored on the Mac as well, it could make sense to create some links to folders in your file system in your new Forevernotes setup .

Shaun

There’s two ways to do it if you look through the forum. The first way involves the share sheet of the document and getting to the adding of collaborators decision where it lets you create an iCloud link to the file. It’s free, but a little finicky and several steps.

The second way, which I use (it’s macOS only) is hookmark. https://hookproductivity.com It creates links to files I click on I the notes app to quickly get me to any document. But it’s money; however, if you use macOS and this framework, adding that is an extra nice step - links emails too, which is nice.

tr4jan

Shaun Well, the third and actually first way is probably to just have your data structured in such a way that any additional software with further overviews and the need to link everything is superfluous. Thanks (anyway) for the note about Hookmark, I didn't know that yet.

Shaun

tr4jan that is true! I started organizing my files with the PARA method with intentional folder names, and I have seen that be a little easier. A lot of folders with few files in the them, but it works pretty well.

Do you have a system you use to organize and structure files that work well for you? Always looking for ways to make that part of my life have less friction.

tr4jan

Shaun

In the main, just three simple folders.

Work data (stuff worked on at present)
lookup/reference data (data for lookup sth. at a time)
Archive data (archive)

What's in there is actually conceptually self-explanatory. As few sub-levels as possible. No file may be located on a folder level. Strict convention on how to handle and name (new) content. Result: Finding without searching.

Thoughts:

The desire for less friction honours you. My credo is simplification, which results in speed and time savings. I think a problem only arises if you want to combine some kind of mind management (such as e.g. the F✱ N approach in Notes) with a file system).

Regarding PARA, I found the concept idea and what Thiago wrote mildly logic. But it wasn't for me because it clashed with an existing, effective document management system. Such ‘wisdom’ on data structuring is only ever beneficial if there is no performing system in place.

thomas_h

Hi guys,
thanks for your input.
The good thing about the Notebooks.app is that you can easily create links to folders.

I then use the links in Apple Notes.app.

Joerg

Sorry for cross-posting, but this seems relevant here as well.

I recently released Foldie Links for creating links to local and iCloud files. Runs on iPad, iPhone, and Mac.Just bookmark a folder and create relative links to files within the folder. No need to create a collaboration link.

Please give it a try and tell me your opinion.

https://apps.apple.com/us/app/foldie-links/id6754844583

Shaun

Joerg my first thought is that is really cool and useful for connecting a file system to apple notes. Writing notes about the source document and linking it seems really useful.

My second thought is that If I ever clean up my file fikes, it seems like the link will break - if I move the file or rename it. I know that seems like a really tough job to solve, but because I take in files, write up thoughts about them, then monthly (or longer) wait to organize them in my file system, I think my workflow wouldn’t work.

I do think it’s exciting you’ve gotten it to work across multiple platforms! Can’t imagine the work to do that.

Joerg

Shaun

Dear Shaun,

thank you for commenting! Relative links definitely break, if you reorganize your files. They are like web links that can break.

Foldie has a pro feature that allows to create file bookmarks and embed them in a virtual tree. These would be valid until you rename and edit a file. Also, file bookmarks have other shortcomings (more difficult to make them cross-platform).

If you look at files, it can really get philosophical: Is an edited file still the same file? Are the notes I have written about the contents of the file still valid?

In your case, you may want to create ad-hoc notes with links, that you throw away or rewrite, once you do your clean up.

Or you wait with linking until your files have settled. Or you change your working style in order to make use of links.

Use tools or conventions (like ForeverNotes) and you will gain benefits.

Thanks again for your kind review!

Joerg

johncatalano

Use the Finder or Files app. There really is no substitution and all files-in-notes solutions are hacks. Hacks work until they don't.

For my projects, each one has its own note in Apple Notes. I don't like tags, so I have a Projects folder in Notes.

Each project also has a folder in the file system with the same name. All files related to that project go in that folder.

Where I spent my time is then making it easy to:

Create a related file folder from the project note (because all projects start as a note). Not all projects require files so I don't create the folder automatically (but you could if you like).
Open the related project folder, easily, when needed.
Create project-related files and have them added to the file folder, automatically

It's not that much effort to maintain the note/folder setup, manually. But, neither is it all that difficult (and, it is much more satisfying) to automate/script the maintenance using shortcuts or AppleScript.