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Getting Organized: Deep. Yep. and Leap. by Ironic

Okay so we’ve established that there are some pretty brilliant project management tools out there. From light weight, simple ToDo lists to extensive content management tools for keeping you on your toes from beginning to end of a project. Once you’ve found the shoe that fits you, you’re sitting pretty, finding a little more time on your hands to actually be creative and work on what matters. Let me just say life is about to get even easier for you. Maybe even so much that you may go crazy and get a second job or glorified hobby just to fill your time.

Ironic. Document Management.

I am starting to realize how fantastic reviewing software can be as it forces me to try new things. It turn my work life is getting easier and easier. The Ironic document management series was shared with me by one of my AppleJuice colleagues and man how grateful I am! With this genius three part software, I have no longer “lost it”!! I know pretty amazing right? No, not my mind – my FILES! Between Deep. Yep. and Leap. I am actually able to shave large amounts of time off my day, just by being able to find things quicker.

Deep. Image search.

I have a little over 60 clients with 1 to 40 projects per client. That’s a lot of files and a lot of artwork! I buy stock photography for a lot of different purposes, some of which can be used for multiple projects and multiple clients. I have often kicked myself when searching for an image I know I purchased for one project that would be fantastic for one I am currently building. If the original l used was not within the last few months and I can’t remember EXACTLY where I filed it, the search can take several minutes to complete, usually with a frustrated “who’s idea was it to file it there?!”. I have told myself a million times it was time to go out and get some type of organizational software just for my stock photography, or simply invest the time to organize it in iPhoto. Never happened. Now I am glad that time was not invested. With Deep, you don’t have to spend the time organizing your art, it goes and finds it for you, wherever you illogically filed it to begin with. The search features are genius. Search for any image on your computer via TAGS, KEYWORDS, LOCATION, IMAGE TYPE, SIZE and SHAPE and, my oh-so-favorite COLORS! Yes colors!

(1) If you have an image that you want to search for, that say has a bright red sofa in it, simply click on the Red color chip and BAM!  You have your image (2). From there you can either check out the path for future reference or choose to open it in Preview (3) or the editing software of your choice. If the image you are looking for doesn’t pop up first, simply hit the play button (4) under the preview pane on the right and it will play through all the images on your entire computer that contain the color you searched for.  You can even narrow your search from the beginning by adding all the factors you know are present: color, size, file type and shape.  This handy tool literally takes minutes off my design time and a lot can be done in a minute!

 

 

Yep. iPhoto for PDFs.

Now where did I put that PDF? Okay, so you have a client requesting a proof for a brochure you had printed a year ago. They want to order re-prints but want to take a look at it first. Where did you file it again? As much as I pride myself in keeping a “clean computer” I do tend to file by the seat of my pants. Unfortunately what makes organizational sense one day may not make sense a year later when searching for it again. In other situations, I may not always keep the PDF proof of a job once it’s been approved and printed. Why? Who knows, but I sure don’t want to go to the trouble of going back to the original files and recreating the proof if I don’t have to. Chances are I may have been proactive enough that day to keep a copy. This is where Yep can save your life.

Open up Yep and check out the column to your left. (1) Documents are categorized by tags. Yep searches for the tags within your PDF documents and the results are posted in this column. Your PDFs will be filed under one or more of the tags on the left. You can make life even easier by adding additional tags to your documents within Yep making them than much easier to find. Double click on the document you are searching for (2) and see the column to the right of your large preview (3). At the top of this column, you can check out the tags currently being used to file your document and add more if you choose. (4) Suggestions for tags would be, content, client, subject name, action. Under that you will find the date that the document was created originally (5) as well as the location of the document for future reference (6). You can also add a URL for the document if it is currently online.

 

At the top of this column, you can check out the tags currently being used to file your document and add more if you choose. (4) Suggestions for tags would be, content, client, subject name, action. Under that you will find the date that the document was created originally (5) as well as the location of the document for future reference (6). You can also add a URL for the document if it is currently online.

 

Once you’ve located your PDF, you can choose to print it, email it, rotate it, view it at full screen or open it in the Editor of your Choice(7). You’ll find this tool so handy that it will make you want to scan, and tag hard copies that tend to pile up in your filing cabinets and drawers. This too is made very easy by using the built in scan feature. Just click the plus sign at the bottom of the screen (8) and you will be moved to the scan screen where you can quickly and easily start archiving your hard copies in a way that they are more than easy to find! Simple enough, right?

 

Leap. Your new Finder.

As if we weren’t already more organized than our brain could handle, they took it one step further with Leap. Leap allows you to tag and search for anything and everything living on your Mac. You aren’t just limited to image or PDF files with Leap. Search for everything, from software and utilities to images and web files. There are 10 different ways to search for a document from flags to the date it was last modified. You can narrow your search with options like location or file type. You can even search through Leap for bookmarks you have saved but not organized in your browsers for a quick web search. Again you can simplify your life further by adding tags to your documents within Leap for quicker searches in the future. Trust me, you’ll be amazed at what you can find with this tool and surprised to come across things you didn’t even know you had! Here is a perfect example of Leap. I need to find a headshot I created for a client, Instead of looking through folders, I simply go to the Spotlight (1) option at the top of the screen and type in the client’s name and hit enter. The results are unbelievable. I not only found her headshot, but the original photo used to create it, her resume, and the original series of emails she sent to me with request for the job. It also pulled up the bids I sent to her for the printing of the shots. MUCH more than I expected to find and so helpful as I needed almost all of this for the reprint. This is just one simple example of all that Leap can do to simplify your life.

 

Major kudos to the developers at Ironic for this series of fantastic software. Now I just need to figure out what to do with all the time I’m now going to save with this new discovery!

The Details:

Deep. Image Search. $34 • Yep. iPhoto for PDFs. $34 • Leap. Your new Finder. $59
Looking for a deal? Buy Leap and get both Yep and Deep for only $10 more than Leap alone! That’s a savings of $58!

Visit http://www.ironicsoftware.com/ for more info or to order your copies.

Happy Organizing!

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Featured Software

Getting Organized: Notebook by Circus Ponies

I have to admit to behaving like a kid in a candy store wanderingthe notebook aisle at Office Depot. The Office Depot rush only scratches the surface of my excitement when, at he end of the summer,  they start bringing out the new school supplies at Target. Outside covers are only half of the notebook’s "cool". There is just something brilliant about a fresh blank notebook, willing and ready to de-clutter your thoughts all in one place. Its a place to stick your stickies (other than your computer screen) and a home for all the other notes randomly jotted down while in your car “driving” or on the phone in another room. Creative people understand the necessity of having a notebook-  you never know when a random creative thought will pop into your mind. (Normally mine hits in the shower so the notebook isn’t as conducive to my situation, but it’s handy to have waiting for me as I get to work and can unload all my random thoughts. )

So what does this have to do with virtual organizational tools? Well, everything.

Enter NoteBook. A brilliantly designed virtual notebook for the creative mind. This clever tool is the perfect answer to organizing all of your clutter in one place, while keeping the familiarity that we love about our spiral notebook.

NoteBook’s clever “spiral bound” interface is designed complete with pages tabs, sections and subsections allowing you to not only collect your clutter, but organizes it in a way where it can be easily found when you need to go back to it. Each notebook is saved as a file on your computer and you can save as many as you want to organize the largest and smallest of projects.

Use NoteBook to type notes and text, or simply drag in files and folders. I find myself inspired a lot while browsing the web for things. And also get the  random epiphany while emailing. Rarely do I keep track of these thoughts as I am usually in the middle of another task and don’t have a lot of time to stop what I’m you are doing to jot it down. Easy answer. No more “jotting it down”, just "clip" your web findings, mail messages and other content into your Notebooks. No need to leave the application I’m working in and it’s so quick and easy that I don’t loose track of the real job at hand. Lovely for those of us who are totally ADD.


So here is how NoteBook is most handy in my creatively random world… A new project for me starts usually with an email or phone call. So, knowing this project will be a big one with a lot of variables, I start a notebook. The first note being the original email, phone number of client and notes they gave me when I was most likely in the middle of another project. I will then create the project bid and after sending to the client, will clip the bid into my notebook for reference. Once the project starts, other emails will come usually containing content for the project weather it be images or copy or reference to another project online. I copy or clip each of these things into the notebook I have for this project. This way there is never a question of “where did I stick that note”. This is the best way to combine all forms of content used for a project and not only to organize then into tasks, but find then in a pinch. As I have mentioned in previous articles, I am a bit OCD when it comes to my email inbox. I like for it to be clean and my emails to be attended to in a timely manner. It is hard to do this when you have a major project going and your clients sends you small bits of info in 20-30 emails. This is where NoteBook is a saver of my sanity. Rather than letting the emails pile in, I clip the content into that project notebook and move it out of my inbox allowing me to contain all the info in one organized space!

From here I organize the content, assign tasks and deadlines and even make notes for future projects possible inspired my the task at hand. Then once the project is complete you can save your notebook in the customer file and refer back to it when needing inspiration for another project, or and this happens all the time, a client calls and says, “I sent you an email several months ago and I need something from it and just can’t find it, can you send it back to me”. Simple things like this can land you “Super-hero for the Day” in the mind of your favorite client!

Notebook also has excellent annotation features via highlighting, keywords and even voice annotation that can be sent to your ipod, which leads me to my favorite feature. Notebook is setup, well like a perfectly organized notebook, complete with a Multidex™ that locates each and every note you take by text, capitalized words, numbers, web addresses, highlights, keywords, sickies, to-dos, attachments, even attachments you’ve trashed, dates of creation, change or deadlines. Pretty cool that you never have to worry abut accidentally writing on the back of one of your “pages” and ripping it out to take with you only to later find that what was on the other side, was pretty stinking important! With this notebook, you never loose a page.

So many TO-DOs, not sure what to start with first? Join the crowd. Good news is this app makes checking off your TODO list even more fun! Simply add checkboxes and due dates to you tasks. So as you take down notes or clip memos into your notebook, you can then add a check box with a date to complete the task if you wish. No need to make a separate TODO list containing the same items you’ve made note of. I’ve found myself doing this over and over in my “paper” notebook which tends to bring on the overwhelming feeling of never being able to complete a list, not because you didn’t complete the task, but because you have it listed in 4 different places!

If you are like me your first thought is “where in the world do I begin?” So many notes, so little time. We’ll they’ve made it easy for you. First, download your 30 day trial version here….

Then when you open NoteBook for the first time after registration, this handy little screen will come up, giving you all kinds of ideas on what, when and where to begin your organization. This is by far my favorite of all the organizational tools I have reviewed so far and will continue to be a part of my everyday goal for an organized life.

On a side-note for those of you with kids, I never thought I would say this, but I will miss the little “stick figures conquering the world” that always found a place in my paper notebook on days when the kids were on break from school!” I may have to scan a few and clip them in for nostalgia! Happy organizing!