Evernote API

A while back I was complaining about some of the shortcomings I felt Evernote could easily fix. Well, it turns out I was wrong about some things. While they don't make it obvious anywhere inside the Evernote client app, its entire data interface is exposed.

I'm quite tempted to try and roll my own memory resident capture app based on the following:

• It's easy to find out which files a process has locked
• In many cases, it's possible to find out which file contains the data being noted and where it comes from.
• I want a more intuitive way to select a target notebook at capture time.
  

I want more metadata about my links evernote.

If had the time, I'd really like to make a note reading/taking app as well. Some ideas:

• Better note organization
• Private-Public encrypted note sections with a key store and auto decrypt.
• Integration with my Outlook GTD system.

Unfortunately, I'm concerned that the drawing stuff would be very time consuming to reimplement. The API is really nice guys but what's stoping you from making a client plugin system?

A Personal GTD and Ubiquitous Capture Review

I thought it would be a good idea to do a public reevaluation of my current GTD/Ubiquitous Capture system and maybe get some feedback. I would love to hear any constructive suggestions on how I might improve it further or comments about how you take care of these issues differently using your own system.

Categorization and Evaluation Systems

Types of Information:

• Already in a digital system.
• Waiting to be put into a digital system.

Categories of Information to Manage:

• Events (Business/Personal) and (Importance)
• Tasks (Business/Personal) and (Category)
• Ideas
• Contacts (Business/Personal) and (Links)
• Communications (Phone/IM/Email)
• General Data (Documents/Pictures/Videos)

Ranking System:

• Perfect - Always works
• Great - Mostly works without issue
• Good - Works with occasional issue
• Poor - Works with constant, frustrating issue
• Useless - Does not work

Physical Systems in Play

VX6700 Windows Mobile Phone:

Capture/GTD Software:

• Default Mobile Office

Information Management Ratings By Type:

• Events - Great - If it gets into my phone, I'll be there.
• Tasks - Poor - Interface is much too difficult to use.
• Ideas - Poor - Much too slow. Input style is very limiting. Interface is crappy.
• Contacts - Good - Has difficulty dealing with quantity. Metadata is difficult to access.
• Communications - Good - Makes phone calls fairly well, Texts are doable. Email is painful to use.
• General Data - Useless - Not enough storage space. Document viewing is terrible.

Conveniences:

• Automatic Sync With Work and Home PC
  
• Extreme Portability

Limiting Factors:

• Sluggish Input
• Tiny, Low Res Screen
• Very Limited Storage
• Useless Camera
• Limited to 2 Sync Targets
• Only Friendly with Office
• If the battery fails, I have no phone.

Eee PC 1000 (Windows):

Capture/GTD Software:

• Evernote
• Google Apps

Information Management Ratings By Type:

• Events - Useless - Most often in standby
• Tasks - Good - Interface is usable but slow to access due to small keys and trackpad.
  
• Ideas - Good - Evernote is the best idea capture I've found yet. It Still sucks.
• Contacts - Poor - Does not sync well with my Windows Mobile Phone (not enough sync targets).
  
• Communications - Great - With Wifi, everything on the net. Even phone with Skype.
  
• General Data - Poor - Often in standby. If I forget to sync, I don't have my stuff.
  

Conveniences:

• Long Battery Life (10 Hours+)
• Heavy Web Integration, Evernote and Gmail Syncing

Limiting Factors:

• Cannot connect to Windows Mobile Phone (Not Enough Sync Targets)

Dual-Monitor Desktop (Office):

Capture/GTD:

• Outlook 2007
• Jello Dashboard
  
• OneNote 2007
• Pidgin
• SharePoint (MOSS)
  

Information Management Ratings By Type:

• Events - Poor - Always seem to pop up in batches. Frequently interrupts me while doing work.
  
• Tasks - Great - Smooth task evaluation and management. However, Jello Dashboard is really ugly.
  
• Ideas - Good - While OneNote is really flexible, it also takes a lot of time to figure out how to do anything.
• Contacts - Good - Even with Xobni, it's difficult to keep people and data associated strongly. For example, If you forget a name, good luck finding that person. It's also difficult to distinguish my personal contacts from business.
  
• Communications - Poor - Pidgin looks nice but frequently crashes.
  
• General Data - Poor - Because SharePoint does not like files that aren't documents, I'm often forced to keep different parts of projects inside SharePoint while others are kept in folders. The biggest issues here are code and compiled programs.
  

Conveniences:

• Fast Task Management
• Easy Collaboration (for some kinds of data)
  

Limiting Factors:

• Office is often very slow.
• Office is bad at keeping data associations.
• My contacts are a terrible mess.
• My desktop is often cluttered with way too many programs which are all part of some activity categorically. It frustrates me to no end that I have no way to associate them and optimize my work.

Notecards in Back Pocket:

Information Management Ratings By Type:

• Events - Poor - I did the Hipster PDA thing in college, it only worked because I obsessively checked it.
• Tasks - Poor - Lists are hard to order on paper. Often tasks wont make the leap from here to Office/Google.
  
• Ideas - Great - No limitations other than the size of the card. The only difficulty is digital capture/organizing.
  
• Contacts - Poor - Just as with Tasks, it's difficult to sort on paper.
  
• Communications - Useless - They are even hard to throw at people.
  
• General Data - Useless - I once had this software that would let you print binary data as dots and then read it with a scanner. It was pretty much just for fun though.
  

Conveniences:

• It's easy to convey ideas with the freedom of paper.

Limiting Factors:

• Paper makes for poor integration.

Conclusions

Software Packages Most Frequently Used:

• Microsoft Office 2007, Mobile and MOSS - Office Email/Contacts/Tasks/Events
• Evernote - Ideas/Notes/Clippings
• Google - Email/Calendar

Best Covered Area: Ideas
Worst Covered Area: Misc Data, Physical Documents

Resolving Major Difficulties with My System

1. Digitizing/Categorizing paper and notecards takes a lot of time and so I often avoid it.

Why? I schedule to do notecards and papers both once a week at the same time. At the same time my filing cabinet hasn't been cleaned out or reordered in years and so is slow to use.

Fix: First, make sure all Notecards I care about get digitized and then thrown out. I will put them in a separate, high priority, "Notecard Inbox". Second, I will rework my home filing cabinet, throw out old files, and reevaluate which types of paper to keep for extended periods as well as how to order said paper.


2. Managing several tasks at once on my office computer can be frustrating.

Why? My desktop is always cluttered with active programs.

Fix: Try out a multi-desktop extension tool. I've seen a few of those go by on LifeHacker.


3. Keeping track of which Projects/Events/Tasks/Contacts/Ideas/Data/Paper are related to which is all but impossible.

Why? None of the tools I currently use seem to be designed to be used in that way.

Fix: Explore the possibility of using a relational data management system or a office plugin of some kind.


4. Similarly, searching my Projects/Events/Tasks/Contacts/Ideas/Data/Paper cloud is impossible.

Why? I currently have no software infrastructure in place to do this.

Fix: Give google desktop indexing another try. Now with a second hard disk and extra memory it may have acceptable performance.


5. I frequently don't get around to looking at things I tagged "later".

Why? I have too many systems in place and too much information available.

Fix: Explore the possibility of a system that can track text, videos, audio and paper for queued absorption. It must have a fast interface, be able to sync for offline use, and be usable everywhere.


6. I often have trouble with GTD and Ubiquitous Capture on the go.

Why? My Windows Mobile phone is three years old and just hanging on. It can't run any of the newer software and often suffers from input lag.

Fix: Maybe it's time to get a new phone. Although, I was hoping to hold out for a Windows Mobile phone with both a decent amount of storage and a keyboard to hit the market. I'm starting to feel that it will never come.

Hey Merlin Mann, where's my digital Banker's Box?

I've been a 43folders fan for quite a while. In college the hipster pda rescued me from procrastination and made me a mean lean work machine. However, lately I've moved more into the GTD camp as I have the power of outlook available to me both at my desk and on my phone.

It may then come to no surprise to you that I was excited to hear Merlin Mann was giving a talk at MacWorld. Earlier today I watched his talk "Toward Patterns for Creativity" on youtube and while I didn't find it to have much content I wasn't already familiar with, one thing stood out: The Banker's Box.

The Banker's Box is a place where everything relating to a project (or context) goes. This way, while juggling several projects it's always possible to find the materials you need. A great idea in the physical world but I wish I had something which could meet that criteria in the virtual one. As it stands I'm using several different applications, each with a specific type of content.

For example, I've been using Evernote as a way to collect notes for a while now, but as an all encompassing "Banker's Box" solution, it's fallen short. The main issue seems to be that the ways I can manage content with Evernote are very limited. These limitations fall into a few categories and are shared by every single piece of software I use:

The first is grabbing content. While Evernote is fantastic at grabbing a chunk of a webpage, it is significantly less good at doing the same inside a PDF file. It can hold any kind of text and so it's entirely possible to put code into it, but it lacks any syntax highlighting and so the code becomes difficult to read. Also, it integrates with almost nothing and is very proprietary. C'mon already Evernote, throw us a bone here. If you were actually able to get a plugin system going and some content sharing standards in place, I'd be willing to actually give you money.

My ideal content collection application would be able to reach into any app I was using, grab my selected content and associate with it the name of the app and the file/location the content was from. I also want to be able to click on something in my content manager and have it take me directly to that data if it's available. While you are at it, also cache the full source of the content. Disk space is super cheap.

The second is management of content. Evernote has a terrible interface for managing a large number of notebooks. I'm only up to 8 and it's already gotten difficult to deal with. It also does not allow any kind of grouping of notebooks. What Evernote needs is contexts. You put notebooks into a context and when you change to that context, it's all right there for you. I also want it to be easy to change contexts on the fly without having to navigate a GUI. I rarely use Evernote's Firefox capture because I'm never sure exactly which notebook it will go into. This is easy to fix with contexts. First make it obvious which context I am in. Second, send to a incoming queue for that context so that I can easily sort it into a notebook at a later time.

The third is archival. In any kind of content management system it should be easy to archive sets of data that may no longer be in use but also may still be useful someday. Really, storage is so cheap and search so good that we should never throw anything away unless keeping it has some kind of associated negative. Yet, I don't want the ghosts of projects past always cluttering what I am working on now. Take a cue from gmail and let me archive things to keep them out of my way but leave them searchable.

The fourth is integration. In the end what I want is a set of tools that integrate my entire life. Why is it that the idea of linking information been so prominent on the web yet on the desktop it's in it's infancy? Every chunk of data in my life should have a unique ID and be able to be referenced from any other chunk of data. I should never have to see or type in this ID, the system should be both implicit in information capture and also intelligent in letting me select from content I would likely want to associate.

Microsoft Office is getting closer (kind of). However, it infuriates me that I need to attach a contact or email to a task or appointment like it's some kind of file. Even worse, if I update that contact's information in my address book the copied information isn't updated. Also, if Microsoft wants to be the one to provide me with my life management solution, it needs to get it's act together around search.

As a software engineer I know that this is all a tall order but I also know that this it is entirely possible. I fear that the only reason we don't already is due to consciously erected anti-competitive barriers. What do we need to make it happen?

1. Well defined standards for chunking data, referencing data and interchange of data. If I could pick applications I knew could talk and place nice with each other I wouldn't use anything else. I suspect that in general it would be a fantastic competitive advantage for anyone who opted in.
2. A unique id for every chunk of data. Given a unique ID, any chunk of data in existence could reference any other. Computers are fast and have tons of memory and so these IDs could be quite large. Part of this ID could easily be related to a person and machine. In this way it would be unnecessary to worry about collisions.
   
3. Caching in the cloud. In this case, I can't help thinking a system like Freenet is the best direction to move in. Everyone would just cache each other's data altruistically, with heavy encryption of course. Even if that's not possible, we could store in the cloud and cache locally. I'm sure many businesses would be willing to perform this service for a nominal fee. At the very least the metadata for everything would be in the cloud. In this way even if you couldn't find the specific chunk, you might be able to find a superset, subset or copy with a different id via search.
   

And that's all. Those three conditions are sufficient for an all-encompassing, self-referencing, content management system to be built. I hope very much that this is where we are headed because, while my current system of Evernote-Outlook-Gmail works both on my desktop and on my Microsoft SmartPhone, it by no means meets the entirety of my needs.

Like anyone else, the less I need to worry about my systems the more I can focus on the content I am generating. I'm completely fed up with filling my life with the tons of little steps necessary to move data between applications which simply, just refuse to share data with each other easily because the people who made them want to lock you in. I'm completely willing to jump ship to any products that fulfill my need for open integration and many other feel the same I'm sure. The future is tight but open integration and the sooner it happens the better off we will all be.

Phew, that was quite a rant.