InfoQube IM - Community

Submitted by jsolka on 2011/02/04 15:39

I've been using IQ, among other things, as a "dashboard" to access other files (that's why hyperlinks were so important for me). Now, what I've been doing so far: all the linked files, I would still organize in the usual windows way via folders. I've been doing this mostly for fear that should something ever happen to IQ (or should I like to use something else) -- I won't be able to make sense of all those files if they were just thrown in without any structure. But here is my dilemma -- I just feel that I do my work twice, and anyway, the IQ structure is easily changed and reorganized the windows folders stay the same & rigid. And if I ever need to change it, then I would have to rework my links. So maybe it is really not worth it, and it would be better to just not care about how the linked files are kept as long as they linked and organized through IQ, Anyway, was curious about your thoughts.

Thanks

Comments

I have a lot of file links in IQ.

I'm continuing to do both - i.e. keep them organised both on disc and in IQ.

Sometimes, if, say, the name of a project (or aspect of a project) changes, I just change the relevant parent name (or field info) in IQ, rather than in the windows folder structure.

So my IQ structure can be more uptodate than my folder structure. [edit] The nature of the link in IQ dictates (I think) that I cannot change the folder names without having to manually correct the paths in IQ - this can be done en masse so doesnt have to be a big deterrent to changing windows folder names. I'm not sure how the introduction of "create shortcut & link to that" works - if that makes links more sturdy/flexible? [/edit]

But if I did lose the connection between the items in IQ and the actual files, I could still reconstruct and/or update my folder structure simply from looking at my IQ grids.

I think Pierre has plans to make links more sturdy and flexible (not sure what exactly off-hand) but in the meanwhile I'll keep my files structured as well (I'm not complaining here!!)

Any other people out there / here with a lot of linked files?

[quote=Tom]

[edit] The nature of the link in IQ dictates (I think) that I cannot change the folder names without having to manually correct the paths in IQ - this can be done en masse so doesnt have to be a big deterrent to changing windows folder names. I'm not sure how the introduction of "create shortcut & link to that" works - if that makes links more sturdy/flexible? [/edit]

[/quote]

Hi Tom, actually, the good news is that IQ can automatically create a windows shortcut when you link a file/folder to IQ. The IQ hyperlink will point to that shortcut, hence will rely on Windows ntfs native ability to retrace any file/folder regardless of name change or move. You don't need to rename anything.

This option needs to be checked :

(admittedly, it could probably include a precision or two about the effect of that choice)

I don't have that as much linked files as you guys do, but the way I use links is usually to complement or enrich data with documents, references, etc.

For the last 4 years I haven't spent much time to structure files and folders on my hard drive. I rely more on a precise naming and tagging system which I've described at length somewhere in the forum. When I need specific structured info, I then structure it in an outline in IQ. But I only do it when it's immediately useful / important as it would be too time consuming to do it for everything.

[quote=Armando]I rely more on a precise naming and tagging system which I've described at length somewhere in the forum.[/quote]

Could you provide a link?

Thanks,

Jay

I can't find it, and it's a bit long to explain. However, there's a pretty accurate description of what I do at the donation coder forum : http://www.donationcoder.com/forum/index.php?topic=10469.0 Keep in mind that this post is 3.5 years old... Still, this is how I work, I made almost no changes to that system, and it works perfectly. P.S. : The best renamer I've found (when I need to change files names in batch) is renamer : http://www.den4b.com/?x=products (IMO, it's one of the best renamer on the market, and it's free.)

Thanks Armando -- I will definitely take a look at it.

Meanwhile -- I've found a solution at least to part of my data. The ones that I put in folders regardless of whether I'm using IQ to structure them in addition, those I will continue to do so, but the ones that i primarily use via IQ, these all I put in "unsorted" folder. This seems to be straightforward and unequivocal. I'm using this mainly in connection with GTD ideas.

Take care,

Jay

[quote=jsolka]the ones that i primarily use via IQ, these all I put in "unsorted" folder. This seems to be straightforward and unequivocal. I'm using this mainly in connection with GTD ideas.[/quote] This is pretty much my a pproach too. I do have some folders to separate docs from music, images from photos, etc. though. There's one slight problem with "unsorted" folder. When the quantity of files in one folder starts to be significant, opening such folder can be slow.

[quote=Armando]There's one slight problem with "unsorted" folder. When the quantity of files in one folder starts to be significant, opening such folder can be slow.[/quote]

Thanks -- didn't think about it.

Jay

Two more questions, Armando:

1. Would you know how many files is too many (mostly word & excel files). Should I limit folders to 100, 50, 1000?

2. If I need to move my folder with linked files (and for example put it in another folder), is there anyway to update all those links at once?

Many thanks,

Jay

[quote=jsolka]

Two more questions, Armando:

1. Would you know how many files is too many (mostly word & excel files). Should I limit folders to 100, 50, 1000?

2. If I need to move my folder with linked files (and for example put it in another folder), is there anyway to update all those links at once?

Many thanks,

Jay

[/quote] 1- There's no fixed rule, really. My document folder contains approximately 3500 "loose" files, and 45 folders containing other loose files. I personally don't mind the delay as I know that computers will get faster :). So it's up to you and how patient you are... Usually though, it's a bit long the first time (10-15s) I open the folder in my file manager, but after it's okay. This is also dependent on the sorting, the number of columns, etc. AND the file manager you use. Explorer is pretty fast so you shouldn't have any problems. 2- You meaning moving the actual files or the file links themselves ?

Actual files that are linked to IQ.

Thanks,

Jay

It depends on how these files are linked. Links can be dynamic or static... and they can point to the files directly, or point to shortcuts (*.lnk). So it all depends on what kind of links you chose to use... 1- If the paths stored in your path field (filefullname, most probably) points to some *.lnk in the *.SNDB folder or elsewhere, you don't have to do anything. Windows super NTFS will locate files automatically for you. BUT, this works of course providing you don't move the actual *.lnk files... Only the files themselves (*.doc, *.pdf, etc).)*** 2- If the paths points to the actual file and (not a *.lnk), and you use dymamic links (i.e. : FileFullName + Filepath + FileName are used in the properties pane, and the hyperlink in the grid uses the "FileFullName" field as a reference) you only have to update the filepath field with the new path. This is easy if all files have the same path (i.e. : they're all in one folder or all in some subfolders in the same folder, etc.). Steps (considering all I explained before in #2 is applicable in your case):

select all items with links to modify,
open the properties pane and replace the old path with the new path in FilePath (or whatever field contains the path). (copy, paste). That's all.

3- If it doesn't fit these 2 cases exactly, your links might be static (?), and you'll have to go through all items individually, or group items with hyperlink with similar paths together and... change each path ! Unless I'm mistaken... If some other user wants to review this process and check if I haven't left anything out... or if it's understandable, it'd be nice. We could then update and add the process in the manual. I've seen similar questions a few times. =============== *** Note that as I already pointed out elsewhere, there's an option in the hyperlink dialog to create a windows shortcut... Don't know if you use it or not, but that's certainly the easiest way to never have to think of renaming anything after creating your links... Windows does all the work with ntfs [EDITED to clarify... everything.]

[quote=Armando]If the paths points to the actual file and (not a *.lnk), and you use dymamic links (i.e. : FileFullName + Filepath + FileName are used in the properties pane, and the hyperlink in the grid uses the "FileFullName" field as a reference) you only have to update the filepath field with the new path. This is easy if all files have the same path (i.e. : they're all in one folder or all in some subfolders in the same folder, etc.). Steps (considering all I explained before in #2 is applicable in your case):

select all items with links to modify,
open the properties pane and replace the old path with the new path in FilePath (or whatever field contains the path). (copy, paste). That's all.[/quote]

I've moved files from one folder to another - then select all links/items and replace filepath with new one, as you instruct. With success!

Re the Windows NFTS findong of moved files for shortcuts -

is this really dependable? - what happens if there are a couple of versions of the file in different places with e.g. same name, different date and size? Does windows know which file to use?

Thanks for testing the explanations! :) [quote=Tom]

Re the Windows NFTS findong of moved files for shortcuts -

is this really dependable? - what happens if there are a couple of versions of the file in different places with e.g. same name, different date and size? Does windows know which file to use?

[/quote] Normally, there shouldn't be any problems and NTFS is very good at finding any files whether it's renamed or moved. It might be possible to confuse the system if you switch 2 files with the same name. E.g : put file1 where file2 was, and file 2... somewhere else OR (even worse) where file1 was ! But if you rename one of these 2 files, things should fall back in place, AFAIK.