Moving from Evernote to Dropbox.

On this week’s Connected, there was a hearty discussion about some choices that Evernote is making with its product, namely the addition of “Context”. Offered as a Premium feature, the goal of Context is to surface additional useful information to the user as a note is being created, viewed, or modified.

Stephen voiced some very reasonable concerns about the direction in which Evernote seems to be moving, and how this type of feature can feel intrusive. In the absence of more information, Federico shared some of those sentiments, while Myke argued on the side of the business, namely that it’s a seemingly innocuous change that we could have expected this company to have made to increase its viability at some point (and everyone marveled that Google hasn’t done this yet). I don’t know all the facts about Evernote’s investors and fiscal plans, but even before this, I was considering moving away from it for different reasons.

First, let me start by saying I have been an Evernote user since 2008. I am a Premium subscriber. I love the service. I love Phil Libin’s focused and honest approach to the company. I love that it works almost all the freaking time, even when I do something dumb that should have broken it. It’s truly great. But I’ve started to realize that it’s also in direct conflict with the way I want to think about, store, and access my information.

I’ve never been a fan of GMail because I am an old-school IMAP guy. I like making folders, I like using folders, I like taking forethought and putting things in places. I don’t like the “leave everything in the inbox and just search” mentality. It’s never worked for me. And while Evernote allows you to create notebooks and stacks of notebooks around those, I found myself dumping voluminous amounts of information into it, organizing it, and still not really having an idea where my stuff actually is. Luckily, its search is tremendous and I can usually find what I need. But it still didn’t feel right to me, the way my brain works.

In addition to this, I have a long-standing affinity and love for plain text. But I also take pictures of things. And scan documents. And create PDFs all the time. How will I find all this? How will I search and have it make meaningful sense? Where is my context?

So I’m shifting gears. This week I manually created plain text copies of all my blog posts from this site. I wanted a local copy of everything, and I did some housecleaning while I did it. I used Editorial, because it was actually easier to do it–my hand to Federico–from the iPad with workflows than on the desktop. And yesterday I began migrating data out of Evernote, one note at a time.

I created this hierarchy in a top-level “Notes” folder in Dropbox:

It works like this:

Audio is for any kind of aural snippet I might capture and not have a specific place for yet. This could include funny things my daughter says, a conversation, a song idea, whatever. I have Dropvox set up on my iPhone to start recording the instant the app opens, and put its files directly here.

House is a folder I share with my wife. In it are ideas for renovation, pictures of interiors and exteriors we like, and documents we both need access to.

Lists is just casual stuff I want to keep track of: books to read, music to download, etc. Managed via Listacular on iOS.

PDF is any file of that type that contains information I want quick access to, or that has no relative home elsewhere (say, in the “House” folder). Evernote allows you to convert notes to PDFs easily, so a lot of things in this folder are series of images that ended up as one PDF. Handy.

Photo contains any kind of photo note I might grab with my phone. Wine we like, the type of paper towels I’m supposed to get, the back of my router. You get the idea.

Scans is for anything grabbed via Scanbot, Scanner Pro, or my ScanSnap. Yes, these could probably live in PDF in most cases, but I like the idea of a separate folder, because I will almost certainly remember scanning something. I do it infrequently enough, although I want to start doing it more. And chances are these are “documents” as opposed to say, the very first issue of Nintendo Power that I have also stored as a PDF, in the PDF folder.


Sketches: any hand-drawn notes via apps on iOS, using whatever app I feel like.

And text is just the library of .txt files that make sense as straight up text. I’m using my longtime favorite nvALT on the desktop, and I found the incredible Jottings last night, which is as close to nvALT on the iPhone as I’ve seen yet.

All my files are named in a readable natural fashion (Wine – Chianti – Birthday Party.jpg) so I can scan for what I want quickly. I use Alfred and Spotlight to find them instantly on my hard drive. I’d tried Alfred workflows for searching within Evernote, but they always felt kludgy and slower than a fast file system search. This feels good.

I’ve set up a great set of Launch Center Pro actions to help with all this too:

They’re all pretty self-explanatory, and they’re working really well so far. “Checkbook” is a little prepend action so I can keep track of the handful of times I actually have to write a check, since I haven’t kept a proper checkbook in about a decade. And I can open the Dropbox app itself and browse all these files really easily. It’s great.

So that’s pretty much it. I’m out of Evernote in less than 24 hours (about 550 notes) and I have an accessible, lightning fast, and extensible micro-file-system. The idea of having a tangible handle on my data, visibility into it, and the ability to move it easily (not to mention switch between apps that handle all these standard file types) is a breath of fresh air. Nothing against Evernote, I still think it’s great, but it was time for a change, and this feels like the right one for me.

11-15-2014, 9:12 AM
A few people on Twitter brought up the idea that I’d be losing rich features like annotation, notes with both text and images, etc. Not really. Notability has excellent Dropbox support and provides a variety of format export options. I have mine set up pointed to my PDF folder, saving in that format. Changes sync to the folder instantly. It’s pretty great.

11-28-2014, 10:17 PM
In using this system for almost two weeks, I’ve added other functionality and condensed some actions within LCP. My notes group has been augmented by a Drafts action to send text to iCloud Drive for quick access from the Mac (this is still in beta, hopefully coming to the App Store release soon!), as well as with NoteBox. It’s a cool app that can merge bits of text together easily, which I learned about from this post on MacStories.

Now instead of a bunch of individual icons, I get this nice menu when I need to perform an “add” action of any kind. Cleans things up nicely.

Obviously, I’ll continue tweaking, maybe forever. Such is my curse. This is how it stands today.

Author: Seth Clifford

I'm here for the open bar.