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Organize Your Files

Last Updated: Jan 08, 2014 03:51PM CST
NoteSuite stores all your notes, web clips, sketches, photos, and documents under the Notes tab. You can organize all your files by folders, tags, dates, or title. You can also view your most recently opened notes by clicking on "Recent" at the top of your directory. Or, have NoteSuite organize them for you automatically with Active Folders. 

You can view your files by title, date, or arrange them in a custom order. When viewing by date, sort the files either by Created Date or Modified Date by clicking again on the Date button in the directory. 

To arrange files in a custom order, be sure Custom is selected from the Sorting control at the bottom of the directory, then click-and-drag any file where you'd like it to go. It is not possible to rearrange files within the directory for a tag. 

There are two ways to organize your notes and documents -- Active 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 pointers to the real files. This way, the same file can appear to 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 clicking 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. 

TIP: 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, click the Place button that appears next to a file when it is selected. 

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 two ways: 

1. Tags Bar 

When working with a note, click the Tags button in the toolbar. 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 the name of the tag in the Tags Bar. You can have multiple words in a tag. Separate multiple tags with commas. 

2. New Tags Menu 

While "Tags" is selected in your directory, click 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. 

Assigning Tags to Notes and Documents 

When viewing a note or document, click 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 click 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. Click 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, click 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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