Submit Hint Search The Forums LinksStatsPollsHeadlinesRSS
14,000 hints and counting!

10.4: Track current tasks via Smart Folders Desktop
Tiger only hintSmart Folders offer a lot of possibilities. Here's how I'm using them to track my current projects.

I have created a Smart Folder and labeled it Current Task Items -- it pulls in all files (or folders) that I am currently working on. For instance, I have a contract in Microsoft Word that needs review, a PSD image of a postcard that I am designing for a client, and an index.html page that I need to update on my personal webpage. The problem is that I have those files scattered all over my computer.

I have set the color label "red" as my "current taks items" and then I make sure to label all my current task items in red. Finally, I created a Smart Folder to search for any items with the color label of red. Voila, I have everything within a click.

When I'm done with the current item, I open my Smart Folder, de-color that item, and it's gone. Have fun smarting away!

[robg adds: This is a simple example of how Smart Folders can be used. I don't intend to run a whole series of "here's my favorite smart folder" hints, but I thought this one might give some less-experienced users some ideas. If you have a favorite use for Smart Folders, add your usage in the comments...]
    •    
  • Currently 1.00 / 5
  • 1
  • 2
  • 3
  • 4
  • 5
  (1 vote cast)
 
[6,881 views]  

10.4: Track current tasks via Smart Folders | 10 comments | Create New Account
Click here to return to the '10.4: Track current tasks via Smart Folders' hint
The following comments are owned by whoever posted them. This site is not responsible for what they say.
10.4: Track current tasks via Smart Folders
Authored by: ZZamboni on May 16, '05 05:06:23PM

Smart folders are also a very welcome addition to Mail. The most obvious one is to create an "Unread messages" smart folder, so that you have all your unread mail in a single place. I also have the habit of flagging mails on which I have to do something or are somehow important, so I also have an "Important" smart folder that contains flagged messages.



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: macsolve on May 16, '05 06:22:48PM

Flagging in Mail is very useful, but keep in mind that flags for messages in a mailbox are lost when rebuilding the mailbox.



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: Aeschylus on May 16, '05 07:52:55PM

Another very good way to track projects is to add Spotlight keywords to each file that you generate for the project. For general files, you can use the Automator freeware program "Batch Apply Spotlight Keywords" to apply the keywords to the appropriate files. There are applescripts that will apply Spotlight Keywords to Mail messages.

Then just set up the keyword such as "Project: Bridget Jones Love Letters" and use this keyword in your Smart Folder.

You can track an unlimited amount of projects and there is no need to change labels back and forth.



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: macsolve on May 17, '05 02:45:34AM

Could you please provide a pointer to an applescript that will apply Spotlight Keywords to Mail messages?



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: zee_on on May 17, '05 03:31:28AM

I was thinking, man, that is not possible, all of mail.app's messages are in a mail database, like all one file, those .MBOX. but these mbox's are just bundles, which tiger doesn't even seem to recognize anymore, so inside them is a folder named "Messages" which of course has all the messages in the folder, so you could make a smart folder that has all your mail messages in side it. you could do anything with them then, and with automator, you could make a simple workflow to add keywords to them. I am right now playing around with the mail files, each message is in a format called .elmx, I am not sure what that stands for, but spotlight doesn't seem to recognize it as a file type. so I am trying to work around that as I type here.



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: jporten on May 28, '05 04:15:59AM

See MessageLaser on my site: http://www.jeffporten.com/software



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: tipthefedora on May 17, '05 09:25:07AM

How do you create a smart folder?



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: horhey23 on Sep 15, '05 02:18:43AM

In the Finder, go to File->New Smart Folder

Hopefully you have figured this out since May, but I thought I'd post anyways!



[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: captainhaddock on May 17, '05 09:45:33PM
I frequently created preview documents and images for my design clients, and these are scattered across my various project directories. I made a smart folder that displays all images and PDFs with "preview" or "draft" in the filename, that have been created within the last month.

I had to put in a raw query to get this functionality:


(kMDItemDisplayName == "*preview*"c || kMDItemDisplayName == "*draft*"c) 
&& (kMDItemContentTypeTree == "com.adobe.pdf" || kMDItemContentTypeTree == "public.image") 
&& (kMDItemFSContentChangeDate > $time.today(-28))


[ Reply to This | # ]
10.4: Track current tasks via Smart Folders
Authored by: jfw on May 19, '05 12:20:50PM

I've been tracking current tasks in two different ways with smart folders:

(1) create keywords "status_active", "status_pending", "status_closed" -- then I have smart folders for each category.

The problem with this is remembering to update the keywords, or worse, not putting them in the doc at all. I've started using stationery templates for my usual work, pre-populated with the keywords.

(2) An easier to remember method is to write NEEDTODO wherever there's a task I need to do. I can put this in any type of doc when I create or edit it. Then I have a smart folder that searches by content for NEEDTODO. When I do the task I change it to DONETODO in case I want to find it again.

The problem with this is you're essentially putting metadata in your content, which makes it less readable, but the advantage is it's harder to overlook.

I haven't settled on doing it in just one way yet.



[ Reply to This | # ]