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Organize Your Files

Last Updated: Jan 08, 2014 03:48PM CST


NoteSuite stores all your notes, web clips, sketches, photos, and documents (everything except to-dos) under the Files tab. Organize all your files by folders, tags, or dates, or see a list of your most recently opened files.
 
Your have three choices for how these files are sorted:
 
1. Custom lets you arrange files manually in any order
2. Dates lets you sort by either Created Date or Modified Date
3. Title sorts them alphabetically 



Custom Sorting
 
To arrange files in a custom order, be sure Custom is selected from the Sorting control at the bottom of the directory, then tap the Edit button at the bottom of your directory. You can now rearrange files by grabbing the selection handles adjacent to the file name and dragging the files where you'd like them to go. As new files are created or imported, they are automatically placed at the top of the directory. It is not possible to rearrange files within the directory for a tag.


Date Sorting
 
Once the Date button is selected, you can change whether the directory is sorted by Created Date or Modified Date by tapping the Date button again.


Folders and Tags
 
1. Active Folders
 
Every NoteSuite folder is an "Active Folder." Besides placing notes and documents inside the folder, you can also have NoteSuite add files automatically based on search criteria you create. This is a quick way to have NoteSuite organize all your notes and documents automatically.
 
The files NoteSuite adds to Active Folders from your search criteria are actually just aliases to the real files. This way, the same file can be in multiple folders simultaneously. Files NoteSuite has added to the folder are shown in italics. NoteSuite lists these files with the ones it thinks are the most relevant on top.
 


Create a new folder by tapping the New Folder button in the directory. This button is only visible when you're currently viewing "Folders." This opens the New Folder dialog.
 
Add Files to Folders Automatically
 


To have NoteSuite add files to a folder automatically, turn on "Also show files that match a search." Then, enter your search term, just like you would in a Google or Bing search bar, and choose whether you want NoteSuite to find only those files that contain all the words in your search term or any of the words.

TIPS: Search for exact phrases by putting quotes around them. Exclude notes and documents containing a particular word or phrase by putting a minus sign immediately before the word or phrase.

 

Move Files Between Folders
 
To move files from one folder to another, tap the Edit button at the top of your directory. Then, select the file(s) you'd like to move and tap the Place button at the bottom of your directory.
 
Files can be in only one folder at a time, unless they're placed in a folder automatically through the search criteria described above.
 
2. Tags
 
Tags let you group information together. The advantage of tags over folders is that you can assign multiple tags to a note, document, or to-do, allowing you to organize each item multiple ways.
 
NoteSuite's tags are shared across your notes, documents, and to-dos. This lets you gather all your information about a particular subject together in one place. For example, a salesperson might organize items by customer, allowing all notes, documents, and to-dos related to the customer to be viewed together.



Creating Tags
 
Tags can be created three ways:
 
 Tags Bar: When working with a note, tap the Tags button in the menu bar. This opens the Tags Bar, which allows you to select an existing tag or create a new tag. To create a new tag, just type in the Tags Bar. You can have multiple words in a tag. Separate multiple tags with commas.
 
New Tags Menu: While "Tags" is selected in your directory, tap the New Folder icon to create a new tag. Using this method also lets you attach contact info to your tag, if you'd like. This is helpful if your tag is a person or place.
 
From a To-do: When creating to-dos, select a to-do by tapping its name. Then, tap "Tags" for the to-do you have selected. Then, select "New Tags" in the Tags popover.



Assigning Tags to Notes and Documents
 
When viewing a note or document, tap the Tags button in the main toolbar to assign tags. This opens the Tags Bar, allowing you to create new tags or assign existing tags to the note or document.
 
There are two ways to assign existing tags to a note or document from the Tags Bar:
 
1. As you begin typing, NoteSuite will display a popover
    containing tags that match the words you're typing. Just
    tap on the tag you'd like to assign.
2. Press the Tags List button on the right corner of the Tags
    Bar to display a list of all your tags. Tap on the one you'd
    like to assign.
 
You can assign many tags to a note or document. Each tag can have multiple words. Separate multiple tags with commas.



Viewing Notes and To-dos by Tag
 
To view notes and documents by tag, tap the Tags option at the top of the Notes directory. Then, select the tag you'd like to view. NoteSuite will display all your notes, documents, and to-dos with this tag together.

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