Finding and working · Chapter 12

Tidying up senders, kinds and tags

After a few months the same sender stands in the archive in three spellings: “Wiesental Energy”, “Wiesental Energy Ltd” and “Wiesental En.”. It happens because every name somebody types makes a sender of its own. In “Organise” you tidy that up, in one place for senders, kinds and tags, without touching a single document one by one.

Where to find it

“Organise” stands in the sidebar, and on the phone in the bottom bar. At the top you choose one of three tabs: “Senders”, “Kinds” or “Tags”. Every entry shows how many documents carry it and, if some lie in the trash, “N in the trash”.

Organise

1. Choose a vault

   Senders and tags each belong to one vault. Under “Vault” you choose one, or “All”. For kinds there is also “For all vaults”, the kinds that come with nexpaper.

2. Search and sort

   With “Search senders” (“Search kinds”, “Search tags”) you narrow the list. Under “Sort” you can go “By name” or “Most documents first”. Long lists carry on with “Show more”.

3. Work on an entry

   At the entry you find “Rename”, “Merge” and “Delete”. Each of them asks once more.

Renaming

This is the right way for a typing mistake or a new name. All documents with that sender get the new name at once.

1. “Rename” at the entry

   The dialog is called “Rename sender”, “Rename kind” or “Rename tag”.

2. Type the “New name”

   Confirm, and it is done. The message “Renamed.” appears a moment later.

If the name exists already, nexpaper says: “This name exists already. Use “Merge” to join the two.” Then merging is the way.

Merging

Merging makes one entry out of two. For example “Wiesental En.” becomes “Wiesental Energy”. Every document that carried the first carries the other afterwards.

1. “Merge” at the entry that should vanish

   The dialog asks: “Which sender should “Wiesental En.” become?”

2. Find the target

   With “Search entries” you find the entry that should stay and choose it. Only entries of the same vault qualify. For kinds those are the kinds for all vaults and those of the same vault.

3. Confirm

   “Merged.” appears, and the number of documents at the target grows by those of the other.

A sender belongs to the vault it stands in. A name that sounds the same in another vault is left alone, and a vault learns nothing about the senders of another.

Deleting

Deleting is the way for entries nobody needs any more. Do not let the question catch you out, because it says what happens:

If the entry is still in use, the dialog names the number of documents and the button reads “Delete anyway”. It cannot be brought back. If you are unsure, merge instead, because then every document keeps its sender or kind.

Creating new kinds

nexpaper comes with ten kinds: Invoice, Contract, Insurance, Tax, Health, Bank, Authorities, Receipt, School and Other. The operator looks after the kinds for all vaults; the list says “Comes with nexpaper. The operator looks after the kinds for all vaults.” Beyond those, every vault has kinds of its own.

1. In Organise

   On the tab “Kinds” there is the field “New kind”. You type the name, choose the vault under “For” and press “Add”.

2. Or straight while filing

   At the very end of the choice of kinds stands “+ New kind”. You type a name, “Lease” for example, and press “Create”. If the name sounds like an existing kind, nexpaper shows that first under “Did you mean:”, so that no duplicates arise.

Everyone who may edit a vault can create kinds of its own. When a document moves to another vault, it takes its kind along by name.

Where the entries come from

Senders and tags arise by themselves as soon as a document gets one. Whoever types a name on a document that does not exist yet creates a new one; nexpaper says so beforehand with “No sender of this name. It will be created.” and asks “Did you mean …?” for tags. That way a typing mistake gets noticed before it becomes a new sender.