I’m going to quickly outline my own workflow for automatically naming documents, such as bank statements, invoices, receipts etc and you will see that it can be leveraged for almost any situation you see fit, thanks to Hazel ’s ability to dive into documents and retrieve a date. User Manuals. Download a copy of our user manuals in PDF format, or even the Scrivener projects that were used to create them—we produce our manuals using. Cricut Design Space (PC/Mac) User Manual Page 23 Text Edit Bar Text Edit Bar – The Text Edit Bar will appear as soon as you choose to insert text from the design panel, any time you select a text object on the Canvas, or select a text layer in the Layers Panel. The Text Edit.
Over the weekend, I have started using an application several MacStories readers and friends of mine suggested for a very long time: Hazel. Following Ben Brooks' excellent roundup of what can be accomplished with Noodlesoft's Hazel and a series of great tips I've found on the Internet, I decided it. Jan 26, 2019 Hazel 4.3.5 - Create rules for organizing and cleaning folders. Download the latest versions of the best Mac apps at safe and trusted MacUpdate. Sep 21, 2010 I have a Mac and now have Hazel and an iX500 but I am having some issues with Hazel executing my rules. I’ve gotten over the Hazel rules learning curve (thanks to Noodlesoft’s awesome support) but I am having a problem with OCR that is causing my rules to execute inconsistently and am wondering if you have any experience that might help me out.
Over the weekend, I have started using an application several MacStories readers and friends of mine suggested for a very long time: Hazel. Following Ben Brooks’ excellent roundup of what can be accomplished with Noodlesoft’s Hazel and a series of great tips I’ve found on the Internet, I decided it was about time to take what many call “the most precious time-saving utility for the Mac” for a spin. The results, even in a short 3-day testing timeframe, are quite impressive.
This is not meant to be a review of Hazel, as I believe the app can go really in-depth with its feature set and I need a few more weeks before writing a proper article. Still, I think I should share my thoughts on why I started using it, especially considering how it’s difficult to find on blogs the reasons why you need Hazel, rather than a list of all the things this utility can do. Last week, when I was not a “Hazel user”, I couldn’t find a single post about getting started with Hazel, and why you should give it a try. So here it is.
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Put simply, I want to achieve the utopian state of a self-cleaning, self-organizing Mac. The problem: I take a lot of screenshots every day, download lots of documents and install many different apps and, most of the times, I forget to clean everything up. The desktop becomes cluttered with all those .png files; my Downloads folder is imploding with .DMGs and .pdf files and I don’t remember to empty the Trash. In fact, until a few days ago my MacBook wasn’t minimal or uncluttered at all. So I decided to start over: I re-installed OS X (this was needed due to some kernel panics I experienced last week), quickly imported all the files and apps I needed (Dropbox and the Mac App Store are great for this) and installed Hazel. There’s a free trial available (14 days) or you can buy the app for $21.95. My Mac is now running a clean install and it’s controlled every single minute in the background by Hazel.
Hazel Mac Manual 2017
The thing to understand about Hazel is that it’s like a smart folder…for folders. Just like with OS X smart folders you can assign criteria and resulting actions (if this, then that), but unlike smart folders Hazel isn’t meant to visualize content or perform specific searches. Rather, it’s an app that monitors folders and performs any action based on the criteria you assigned. If this happens, Hazel, do that. Very simple, but incredibly effective.
An example is the first rule I created to get rid of apps’ dmg files after a certain amount of time. I told Hazel: in the Downloads folder, if a file’s extension contains “dmg”, it’s less than 200 MB in size and I haven’t touched it in the last 4 hours, then move the file to the Trash. Why less than 200 MB? Because that’s the average size of most apps is below 200 MB and I don’t want to accidentally delete .dmg firmwares coming from Apple. Another rule I set up involves the deletion of screenshots I take with my Mac and end up on the Desktop: if there is a file with “Screen shot” in its name and it’s older than 6 hours, delete it. Again, Hazel is the finest implementation of “if this, then that”. Assign a rule, let Hazel do its job and forget about it. This fits my workflow and helps me saving time, something I hadn’t really considered in the past but that’s turning out to be a must-have now.
What I like about Hazel, and also what most people don’t mention, is that it’s not difficult to set up. Seriously, most tutorials will give you a headache or make you feel stupid because you don’t understand how this magical thing works. Actually, creating rules is very easy (Hazel sits in System Preferences as a prefpane, the interface is tabbed and lets you switch between “Folders” and “Trash”, see screenshots) and involves choosing a destination folder and rules from a dropdown menu. Sure, you can enter advanced mode and create the most complicated rules you could ever think of – but Hazel is still very user-friendly out of the box. Don’t let the fact that Hazel is a powerful app fool you to think it’s only for “advanced users”. In fact, anyone can install it and get going with a first set of rules provided by default. Once you’re familiar with the app and the rules you can assign, indeed it will become a powerful tool for complex tasks – like automatic .avi conversion to .mp4 through an Automator workflow that also moves the converted file to iTunes and an external drive at the same time. Stuff like that is possible, and you’d be surprised to know it’s not even hard to set up as it sounds. So far, I’m deeply pleased by the “start easy, go super-nerd-yet-simple” configuration offered by Hazel.
Last, I want to mention the “app sweep” feature. Besides creating and running rules against your folders, Hazel can help you uninstalling Mac apps along the way. It’s not a secret that Mac apps come with additional folders and files scattered all around your hard drive, and that when you uninstall an app by dragging it to the Trash those files will stay there, eating space. Hazel can get rid of those as well as you delete an app. It will display a popup alert saying something like “hey, I’ve found this additional stuff, would you like to get rid of it?” which, in my opinion, is just perfect and requires a click to be activated.
I know I’ve only scratched the surface of Hazel so far, but I believe this is exactly what I’m liking about this app: it allows you to do anything you want, yet it doesn’t overwhelm you with features and menus. Hazel is not “for geeks”, it’s a utility for every Mac user that wants to spend less time organizing files or folders on a computer. It’s an automation system for your Mac that will cost you 20 bucks and it’s fast, reliable and unobtrusive. I’ll have more about my Hazel setup in the next weeks, but right now I have to thank everyone who recommended this app. You should give it a try.
What is the holy grail of going paperless?
There are a lot of tricks out there for keeping your documents organized based on their location or filename, but the holy grail is to be able to keep them organized based on the actual contents of the documents themselves.
In other words, our computer does the work for us.
I have written before about how the Fujitsu ScanSnap allows you to use a highlighter pen to automatically assign keywords to a PDF.
However, once you have those keywords assigned, how does that help you?
If you’re on Windows, you can use the Distribute By Keyword feature of the included ScanSnap Organizer to move the files to a cabinet, but Mac users are out of luck there.
I humbly submit that using a highlighter, OCR, and the awesomeness that is Hazel, Mac users can one-up even the mighty ScanSnap Organizer.
What Is Hazel?
For years now, I have been engaged in a torrid love affair with a Mac application known as Hazel from Noodlesoft. At a very high level, it lets you create rules to automatically keep your files organized.
I have written about how you can use Hazel with Evernote, and David Sparks at Macsparky has a great guide for moving PDFs based on filename.
I wanted to do something that would marry the searchable goodness of the ScanSnap with the ninja skills of Hazel.
Set Up The ScanSnap For Keyword Highlighting
The first thing you’ll need to do is set up a ScanSnap Manager profile to read highlighted text and make keywords out of it.
First, on the Scanning tab, I have had best luck setting the Image quality to “Best” (300dpi). At anything lower, the ScanSnap wasn’t picking up the keywords consistently.
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Then on the File Option tab, make sure that “Set the marked text as a keyword for the PDF file” is checked. That will tell it to look for any highlighted text and turn it into a keyword in the PDF.
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You will, of course, want to choose a folder to save the PDF to. Make a note of this folder because we will need it when we switch to Hazel. In my case it is called ToMove.
Get Out Your Highlighter
Is it Hi-liter or Highlighter? I never know. Anyways, now take your pen and highlight the word or phrase that you want to move the file based on.
Essentially what we will be doing is saying “if the PDF contains this keyword, do something with it”.
All I have handy are grocery receipts, so you can see I highlighted “EXTRA FOODS”.
Scan And Check Keywords
Now scan your document using your shiny new ScanSnap Manager profile. When it is done, open up your new PDF in Preview, go to Tools > Inspector (or hit Cmd-I), and click on the magnifying glass. If everything worked properly, you should see the text that you highlighted.
Set Hazel To Move Based On Keyword
Let’s say we want to move any PDF with the keyword “EXTRA FOODS” to a folder called Filed Documents (we’d probably want to move it to a grocery-specific folder, but let’s just pretend).
Open up Hazel and on the left side, click the Plus to add a new folder. Add your ToMove folder that you used as a scan destination in ScanSnap Manager.
Now in the right pane, click the plus to add a new rule. Give it a name.
You can set a number of criteria and rules here, but to keep it simple we will leave it as “all conditions”, then set:
- Kind is PDF
- Keywords contain EXTRA FOODS
Next, set it to Move the file to folder Filed Documents
Hit OK to save it. If you want to see what your rule will catch, you can click on the little Gear icon near the bottom and choose “Preview Rule Matches”. If everything is set up properly, your newly-scanned document should show there.
If it doesn’t show, check the PDF to make sure that it really has keywords and re-check your rule setup.
If your document shows in the preview, either wait for Hazel to do its thing, or click on the Hazel icon in the Menu bar, choose Run Rules, and choose the rule that you just created.
Set Hazel To Rename Based On Keyword
Let’s say that instead of moving a file based on a certain keyword, we want to give our files a name based on the highlighted text. Is this possible? Why yes, yes it is. Let’s use our new Hazel Ninja powers and do it.
Create a new Hazel rule as we did before, but this time for the criteria, set this:
- Kind is PDF
- Keywords is not blank
Next, in the “Do the following” section, choose “Move file” to folder “Filed Documents” (if you choose), and then set up the following:
- Choose Rename file
- In the with pattern section it will say “name” and then “extension”. Click on “name” and hit the delete key. We want to get rid of that.
- Let’s give the filename a date. Drag “date created” up before extension. If you prefer, click the little down arrow in “date created” and choose Edit Date Pattern and change to whatever pattern you choose.
- Drag “other” up between “date created” and “extension”. It will ask you to select a Spotlight Attribute. Scroll down to find Keywords and hit Select.
- If you prefer, click on the little down arrow in “keywords” and change which keywords are selected and how they are formatted.
- You might want to click between “date created” and “keywords” and put a dash, but that is up to you.
Your final rule should look something like this:
Now when we scan that same Extra Foods receipt, our Hazel rule will move the file to Filed Documents and rename it like this.
Forget Keywords, Use Hazel To Move Based On Searchable Text
Let’s say you want to forget about this whole highlighter/keyword thing. You already have scanned and searchable PDFs. Can’t you just move based on the OCR’ed text in the documents? Let’s find out.
So you really, really like the vegetable kale and you want to move any scanned receipt that has the word Kale in it (can you tell all I had around for this demo is grocery receipts?).
First, here is our receipt:
Next, we obviously need to be using a ScanSnap Manager profile that has “Convert to searchable PDF” checked on the File Options tab. Again you will have better results if you use 300dpi for Image quality.
Now we set up another Hazel rule, this time using the following criteria:
- Kind is PDF
- Contents contain Kale
Then do something with it such as move it to Filed Documents.
Now when you scan a document that has the word “Kale” in it, Hazel will move it.
Bonus: You can even have Hazel read the dates from the text of the PDF and use them in your filename. Here is how to do that.
(By the way, if you’re a Windows user, there is a similar tool called File Juggler.)
There Is A Lot You Can Do With Hazel
These were a few examples of things you can do in Hazel to be a document management ninja. Hopefully it will give you some ideas.
Remember that OCR is never 100% perfect, and the effectiveness of these rules will be dependant on the quality of the scan and OCR.
Do you have other Hazel-eriffic document tricks? Drop a comment and let us know.
Hazel Mac Manual Pdf
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