Tag Folders User Guide

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<ul><li> 1. Tag FoldersUser!s Guide Version 2.0</li></ul><p> 2. 2 of 21 2008 Jon Christian Stovell This work is licensed under the Creative CommonsAttribution-Noncommercial-Share Alike 2.5 Canada Licence. To view a copy of thislicence, send a letter to Creative Commons, 171 2nd Street, Suite 300, San Francisco,California, 94105, USA, or visit http://creativecommons.org/licenses/by-nc-sa/2.5/ca/ 3. 3 of 21Quick Start Guide"5Introduction" 5Installation and Setup" 6List of All Files Installed by Tag Folders!7Making Tag Folders "8Multi-word tags! 8Spotlight comments!8Dropping les onto New Tag!9Ways to Access and Use Tag Folders" 9Customizing a Tag Folder" 9Basics of Tag Folder criteria!10Changing or adding tags and comments to an existing Tag Folder! 11Keyword criteria! 11Using other search criteria!12Automatically removing unwanted tags! 12Including Spotlight Items!12Hierarchical Tag Folders "13Applying Extra Tags " 14Optional settings " 15Update modication times when tagging les! 15Growl Notications "16Tag Prompter" 16Use!16Setup!17 4. 4 of 21What you will be prompted to tag, and what you will not! 17How it works!17What not to do!18Comment to Tag Importer" 18Troubleshooting" 19Getting Support, Sharing Ideas, Etc."20Non-English users" 20Source code, Licencing, and Modications"20 5. 5 of 21Quick Start GuideRun the Tag Folders installer. Answer the setup questions, and then use New Tag tocreate new Tag Folders. Drag-and-drop les onto the icons of your Tag Folders in orderto tag them. Open a Tag Folder to see all the les that have that tag. Save a le into afolder that is being watched by Tag Prompter in order to be prompted to tag it.IntroductionTag Folders are Applescript droplets that automatically apply OpenMeta tags (and,optionally, Spotlight comments) to les based on the search criteria of a Smart Foldercontained inside each Tag Folder droplet. Opening a Tag Folder displays its SmartFolder, providing quick access to all les that have the associated tags.Thus, Tag Folders provide a simple, straightforward means of using Spotlight and SmartFolders to tag and organize les with minimal effort, using the familiar interface of theFinder.The advantage of Smart Folders over regular folders is clear: they bring together lesthat match certain conditions even though those les are actually scattered all over thehard drive. This means that one le can appear in any number of Smart Folders,allowing it to be grouped together with other les according to any set of criteria that theuser nds meaningful. The same le might appear in a Smart Folder for your trip toParis in 2004 (but not the return trip in 2007), in another Smart Folder for documentsand images related to Gothic architecture, and in another that gathers materials fromyour previous successful grant proposals.However, Smart Folders take more effort to set up than regular folders, and a simpledrag-and-drop does not allow a le to be moved from one group to another.An excellent solution to this limitation is the use of tagssmall comments attached to aleto quickly designate any arbitrary groups that the le should belong to. Tag Foldersuses the OpenMeta tagging framework to create a simple, Finder-based, drag-and-dropmethod to apply tags quickly, easily, and automatically. Thus, Tag Folders are as easy touse as regular folders and as powerful as Smart Folders. They are what Smart Foldersshould have been. 6. 6 of 21Installation and SetupTo install Tag Folders, run the Install Tag Folders application on the Tag Folders diskimage. It will place a copy of Tag Folders.app in your Applications folder, and then it willask you some setup questions.The rst question asks where to make the default folder in which new Tag Folders willbe created. (The folder does not have to stay here permanently, and can be moved to anew location at any time you like.) A Tag Folder called New Tag will automatically becreated inside this folder.The second question asks whether to run Tag Folders in legacy mode or in defaultmode. Legacy mode allows you to continue using older tagging applications that do notyet support OpenMeta tags. It is only necessary if you plan to keep using one of theseolder apps in the future. If you are no longer using a legacy tagging app, or if you havenever used one, it is recommended that you choose default mode. Default modeprovides extra functionality that is not available in Legacy mode.The third question asks what formatting to use with Spotlight Comments. There areseveral options available: Spotlight default will simply write each word separated by spaces. Natural Language separates each comment from the next using a comma and aspace, as in normal English usage. Users who have previously used other tagging applications to tag their les canmaintain compatibility by selecting the appropriate formatting style from the list. Someof these options may ask for further information. You may also choose to create a custom formatting style if the presets do not meetyour needs. Custom formatting allows you to specify a custom comment delimiter (thatis, the string of text used to separate one comment from the next) and/or a customprex and sufx to attach to any comments. You will also be asked whether everyword of a phrase should be formatted as a separate comment (e.g. a, new,comment), or if the phrase as a whole should be treated as one comment (e.g. anew comment).After you have answered these questions, the installer will update all your existing TagFolders to the latest version, and install all necessary support les.After this, Tag Prompter will launch and ask you its setup questions. Tag Prompterwatches folders for new or changed les, and prompts you to tag them automatically.Click the Add folders button to choose a folder to watch. You may repeat this process toadd as many folders as you like. To watch all the subfolders of a folder, or to stopwatching a folder, click the Edit folder list button. When you are nished, click Save andQuit. You may change these settings at any time by running the main Tag Foldersapplication from the Applications folder, and choosing Congure Tag Prompter fromthe pop up dialog box. 7. 7 of 21Once you have answered these questions, you will be given the chance to create a newTag Folder. Select New Tag from the list and click OK. Follow the directions underMaking Tag Folders for help on how to make new Tag Folders.Finally, you will be asked to start the Comment to Tag Importer application. First it willask if you want to import the comments of all les, or only the les in a specic folder. Itwill then tell you how many les it has found to work on, and ask you how often it shouldpost progress notications. Once you click the button to start the import, it will ask youfor the Spotlight comment format that you have used in the past, and then startimporting comments using those settings. You will receive progress notications as theles are processed, and a notication when the import is complete. If any lesencountered errors during the import, they will be listed in an error log le on yourdesktop. You can manually tag these les yourself at any time. Finally, the Comment toTag Importer will run a check for illegal characters in the tags on your les, and offer toclean them up if found.List of All Files Installed by Tag FoldersWhen Tag Folders are installed on your computer, the following les and folders arecreated:1. /Applications/Tag Folders.app2. /Library/Spotlight/OpenMeta.mdimporter3. The default Tag Folders folder at a location you choose4. A Tag Folder named New Tag inside the default folder5. ~/Library/Application Support/Tag Folders6. ~/Library/Application Support/Tag Folders/Settings.plist7. ~/Library/Application Support/Tag Folders/Tag Folders (an alias to the default folder)8. ~/Library/Application Support/Tag Folders/Tag Selected Files.app9. ~/Library/Application Support/Tag Folders/Comment to Tag Importer.app10. ~/Library/Application Support/Tag Folders/Tag Prompter.app11. ~/Library/Application Support/Tag Folders/Tag Prompter Settings.plist12. ~/Library/LaunchAgents/com.vndv.tagfolders.tagprompter.plistIn addition, each Tag Folder that you make will create a corresponding Smart Folderinside ~/Library/Saved Searches.If you move a Tag Folder out of the default folder, when that Tag Folder is opened in itsnew location it will create an alias to itself inside the default folder. If you put the TagFolder back into the default folder and open it again, the alias will be deleted.NOTE: If Tag Folders is installed by a user without administrator privileges, items 1 and2 of this list will be installed to ~/Applications/Tag Folders.app and ~/Library/Spotlight/OpenMeta.mdimporter. 8. 8 of 21Making Tag FoldersMaking new Tag Folders is very easy. Just double-click on the Tag Folder named NewTag and a small dialog box will pop up asking you to enter the text for the new tags touse for your new Tag Folder. If you want to use more than one tag for this Tag Folder,simply type more words.Once you have created a Tag Folder, you can modify it further. This is especially helpfulif you only want it to tag certain kinds of les, or if you want to create a Tag Folder thatremoves unwanted tags or comments. See Customizing a Tag Folder.Multi-word tagsNormally, each word becomes a tag. But sometimes two words really belong togetheras a single tag (New York rather than New, York). To create a multi-word tag in theNew Tag dialog box, enclose the words inside double quotation marks ( " ), like so:This example will create a Tag Folder with three tags: New York, italian, andrestaurant.Spotlight commentsIf you are running Tag Folders in default mode, you will see a button labeled AddSpotlight Comments in the New Tag dialog box. Legacy mode users will not see thisbutton. Click Add Spotlight Comments to display a second dialog box where youmay enter some Spotlight Comments that you want this Tag Folder to search for and toapply to les.When entering Spotlight comments into the second dialog box, dont include a tag prexor sufx. Just use the plain words themselves. If you have set Tag Folders to use tagprexes or sufxes, they will be added for you automatically. 9. 9 of 21Dropping les onto New TagIf you have a set of les that you want to make a new Tag Folder for, drag them onto theicon for New Tag. This will create a new Tag Folder as described above, with the addedbenet of automatically tagging the dropped les to match it.Ways to Access and Use Tag FoldersThere are several ways to access and use Tag Folders. By default, Tag Folders arestored inside a regular folder called Tag Folders. Opening this folder will giveimmediate access to all Tag Folders.However, Tag Folders may be kept anywhere you like. Aliases to Tag Folders in otherlocations will be made automatically in the default folder when the Tag Folders areopened. For example, you can put your favourite Tag Folder on your Desktop for easyaccess, and the rst time you open it from there, an alias to it will be made in the defaultfolder. This allows you to access your Tag Folder from the Desktop and from the defaultfolder.Because of this, adding the default folder to the Finder sidebar or as a Stack in the Dockwill give you quick access to all your Tag Folders, no matter where they are actuallystored.As an alternative, you can put the Tag Folders application in the Dock, the Findersidebar, or the Finder toolbar. Running the application will bring up a dialog box listingall your Tag Folders so you can either open them or add les to them. Adding the TagFolders application to the Finder toolbar makes it easy to tag les even faster than byusing drag-and-drop: if you have les selected in the Finder when you run theapplication, the list will offer to automatically add the selected les to whatever TagFolders you choose. If you have nothing selected, it will offer to open the chosen TagFolders instead.Finally, every Tag Folder will also have a corresponding Smart Folder stored in theSaved Searches folder of your user Library folder. This Smart Folder cannot apply tagsto les, but it will show all les that appear in the Tag Folder. Any modications made tothe Tag Folder will immediately be reected in this Smart Folder.Customizing a Tag Folder(Note: it is not recommended that you modify a Tag Folder after you start using it.Changing the criteria of a Tag Folder does not change the tags on the les it contains.The les will merely stop appearing in the Tag Folder because they no longer match itscriteria. Instead, make and modify a new Tag Folder, add all the les of your old TagFolder to the new Tag Folder, and then trash the old one. If you want to remove the oldtags from your les, use the trick described in Making a Tag Folder automaticallyremove unwanted tags below.)Every Tag Folder package contains a Smart Folder whose search criteria are used todetermine what tags it uses. Tag Folders may be changed by opening them and then 10. 10 of 21modifying their search criteria. To do this, rst make sure the Action menu button isincluded in the Finder toolbar. (This can be done by control-clicking on the toolbar andselecting Customize Toolbar.) Then in the Tag Folders window, select Show SearchCriteria from the Action menu. This will show the current criteria used by the Tag Folder.Basics of Tag Folder criteriaWhen a new Tag Folder is created, you are asked to provide the text for one or moretags. The Tag Folder then simply looks for les that have those tags attached to them.However, a Tag Folder may be much more complex than that, using many differentsearch criteria. These complex Tag Folders can be created by modifying a newlygenerated Tag Folder to include these custom criteria.Figure 1Figure 1 shows an example of a complex Tag Folder. It nds all les that (1) haveexample in their tags or their keywords, (2) are PDFs, (3) either (a) have urgent intheir Spotlight comments or (b) were created this week and have testing in their tags,and (4) do not have tag to remove in their tags. If a PDF is dropped onto this TagFolders icon, it will be tagged with the tags example and testing, and also be given 11. 11 of 21the Spotlight comment urgent. If the le has tag to remove in its tags, tag to removewill be removed from its tags.Changing or adding tags and comments to an existing Tag FolderTag are dened using Tags criteria. The text box of a Tags criterion contains the text thatwill be used as the tag. There should be only one tag per criterion.Similarly, Spotlight comments are dened using Spotlight comment criteria. The text boxof a Spotlight comment criterion contains the exact text that will be used as thecomment. This must include any prex or sufx used in your comment formatting style.It must not include the comment delimiter from your comment formatting style. Again,there should only be one comment per criterion.To change the tag or the comment that a Tag Folder uses, simply change the text in theTags criterion or the Spotlight comment criterion and click the Save...</p>