File and folder naming - use of keywords - so Everything will find them quickly

[eswul62]

I have always been struggling with the problem of efficiently storing files in such a way that they can be traced in almost all cases.
Right now I add (key)words to the file -and- folder name as many as possible, often ending up with path lengths that are too long.

Normally, whilst naming folders I use the file names inside. The file names inside are all having the same name, but just have a sequence number.
This way the folder shows what the contents is about, no need to open each and every folder.

Have not found a better way.

BTW It doesn't matter what type of file. Documents, photos, videos, music...

Just curious to know how others are solving this problem.

I know... this is not directly related to Everything, but efficient naming (adding text files with keywords?) will help Everything to find files.

Thanks.

[ChrisGreaves]

Just curious to know how others are solving this problem.

I use two naming conventions:-
(1) adding the eight-digit date to a file name or folder; today is 20240707.
(2) (especially for word-processing documents) using the first "Heading 1" paragraph as the file name. So my essay "ItsNotInformationItsDATA.doc" ties in to the central theme of the contents of the document.
Hope this helps.
Cheers, Chris

[horst.epp]

Having useful folder names is ok
but I also use meaning full file names.
In your concept, a file copied out of its original folder for whatever reason
will never be found again.

There is no problem with long path names on modern Windows with the correct settings
and long path aware applications.

In addition, I add NTFS stream comments to certain files and let Everything index this comments.

[tuska]

2horst.epp

You have often stated the method you use in forums:
"I add NTFS stream comments to certain files and let 'Everything' index these comments".

I currently use comments (Ctrl+Z) to folders/files in Total Commander (hidden file: descript.ion)
but would like to learn about your method.

Can you perhaps occasionally provide a step-by-step guide here that I can follow with explanations and sample queries?

In this context, I would be particularly interested in whether it is possible to recognise "from outside" a folder or file
whether a comment has been assigned to it, e.g. by displaying the file in colour (as is possible in Total Commander).
This is a very important point for me in my decision-making process.

[eswul62]

Thank you all for your comments. Really appreciated.
For me, the way of saving/storing files is important. But, then again, I am not sure whether the way I do it is efficiently.
Reason why asking here...

Usually I name a file and add the modified date-time stamp
Filename 07072024 165001.ext

In case of multiple files about 1 subject I add a sequence number
FilenameSoAndSo-01-07072024 165001.ext
FilenameSoAndSo-02-07072024 165001.ext
and so on.

Files are then stored in a folder using the filename, i.e. FilenameSoAndSo
(It looks like a lot of work, but it is all 'button' work so to say, button for this, button for that)

But... How are handling files about all kinds different things / people.

For example, let's say, 1 Excel workbook, with a dozen or 20 sheets about different matters.
That can not be included in the file name.

Or another example: a photo of a group of people, same problem, too many names to include into the file name.
Or a group of people on vacation in whatever country. Names, country it all may be too long.

Frankly, I have always been struggling with this....

How are you handling such things?

Thanks again!

[ChrisGreaves]

For example, let's say, 1 Excel workbook, with a dozen or 20 sheets about different matters.

This sounds like bad workbook design, (That's a nicer way of saying "Why are you DOING it this way?!!???)
In my folder "ext:xls t:\greaves\admin\2021" I see 28 workbooks. Now supposing that each workbook has but one worksheet. I could amalgamate all 28 worksheets into one workbook, so fewer workbook files to sort through, but I have lost (in Shannon's sense) valuable information by doing that.

Now suppose that I maintain each unrelated worksheet in a separate workbook; with relevant names for each workbook, I have preserved information.
I'd suggest a compromise; split those twenty worksheets into meaningful groups. Perhaps twelve of them could be stored in a single workbook "Annual Budget" and another three into "height charts of my children", and so on.

After all, if the problem is that you have twenty unrelated sheets in a book, the solution is probably to group sheets into related topics, yes?

Or a group of people on vacation in whatever country. Names, country it all may be too long.

Have faith in your own mind. If you were on vacation in The Yilgarn region of Western Australia, that would have been a memorable trip, and you are unlikely to forget your seven travelling companions. The word "Yilgarn" should trigger "Arnold, Bob, Charley, David, ..." in your mind.
Of course if you expect Everything to ferret out Edward from your documents and images, then you are probably going to use the Content: search or similar, right?

Frankly, I have always been struggling with this....

And we all will until the day we die.
Every time i do a search with Everything, I know that Everything will only report results on the data it can see.
If I consistently save my Excel workbooks as Book1, Book2, Book3, and my MSWord documents as Document1, Document2 and so on, I can't expect Everything to read my mind.
Your filing system will improve as you put more careful thought into it.

But the bottom line has to be that SOME data will slip through our fingers because we have poor filing habits.

This is true, too, of those four-drawer metal filing cabinets in the old office building, and mis-shelved books in libraries, and a pile of recipe notes in a box willed by Grandma.

Best wishes.
Chris

[horst.epp]

2horst.epp

You have often stated the method you use in forums:
"I add NTFS stream comments to certain files and let 'Everything' index these comments".

I currently use comments (Ctrl+Z) to folders/files in Total Commander (hidden file: descript.ion)
but would like to learn about your method.

Can you perhaps occasionally provide a step-by-step guide here that I can follow with explanations and sample queries?

In this context, I would be particularly interested in whether it is possible to recognise "from outside" a folder or file
whether a comment has been assigned to it, e.g. by displaying the file in colour (as is possible in Total Commander).
This is a very important point for me in my decision-making process.

Hi Tuska,
Edited:
I use the TC NTFS_diz plugin to assign Tags or Comments to files
and also to color the names according to the contents of these streams.

The Button to create an entry is
OPENATTRIBUTES add_tag

The button to delete all tags is
OPENATTRIBUTES =del_tag

The add_tag entry in Wincmd.ini in section [attrplugin] is
add_tag=ntfs_diz.Tag := ""

The del_tag entry in Wincmd.ini in section [attrplugin] is
add_del=ntfs_diz.Tag := " "

I let Everything index 2 NTFS stream names, Tag and Comment
with the following Everything ini file entries

property_alternate_data_stream_wchar=
property_alternate_data_stream_ansi=Tag=Tag;custom property 0=Comment;custom property 1=Tag
property_alternate_data_stream_utf8=
custom_property_0=Comment
custom_property_1=Tag

You can use the plugin NTFS_diz to color file names according to their Comment or Tag field content.
The following TC config example colors files if the Tag field contains test1

FindTest1_SearchFor=
FindTest1_SearchIn=
FindTest1_SearchText=
FindTest1_SearchFlags=0|002002010021|||||||||0000|||
FindTest1_plugin=ntfs_diz.Tag = test1

Normally I don't use coloring file names but rather use TC Everything searches like
ev:comment:test1

I also use the NTFS_diz plugin and some buttons to set a special color for bookmarking files.
These are displayed in Color in TC and can be searched in TC or Everything.

[tuska]

2horst.epp
Thank you for the prompt and detailed information!
I will have a look to see if it is suitable for me and report back to you.

[tuska]

For example, let's say, 1 Excel workbook, with a dozen or 20 sheets about different matters.
That can not be included in the file name.

How are you handling such things?

Excel - Makro: "List_of_sheets"
Creates a table of contents --> sheet "CONTENTS" with all worksheets (exactly as shown in the picture).
Sheets can be accessed via hyperlink from the "CONTENTS" sheet!

Excel - Makro: "JumpToIndex" - Ctrl + i -> Select sheet "CONTENTS" and position the cursor in cell C3

A title and notes can be entered on the "CONTENTS" sheet.

After executing the macro "List_of_sheets" again, a new contents sheet is created (CONTENTS 01, ...)
so that the notes on the "CONTENTS" sheet are not overwritten.

(The macros come from various sources and were optimised with the support of an Excel forum).
 

Sheet CONTENTS.png (15.65 KiB) Viewed 3988 times

[eswul62]

@chris - many thanks. You are so right on the Excel workbook thing. I'll consider re-grouping.
One may start of with 1 workbook and 1 sheet, then add another sheet that is somehow related to the 1st, then a 3rd one, related to the 2nd, then... etc.
After a while one ends up with 1 workbook with a lot of named sheets, Just to have them all in 1 workbook, more or less just for convenience sake...
Note: In case it is just 1 workbook, with 1 sheet used, then I don't name that sheet. The workbook name is sufficient.
Otherwise sheets are usually all named.

But... then again, you are right. I'll consider it.

As for the example of vacation and a group of people, I understand what you are saying.
What I meant to say is (in this example) that one may wish to find the right files with the right person. You may know who all went on that same vacation, or were present on some sort of sessions (reunion, schoolphotos, birthday party, wedding, you name it), but you do not want to go thru an entire folder with maybe 50 or 100 (ore more?) photos to find the right one, showing only 'David'.
Not sure about Content: search, I believe it involves documents only(?)

Thanks again.

[eswul62]

@horst.epp
wow... about 'streams', I have to confess: this is a new world for me.
Never heard about NTFS Streams. Right now it is too complicated for me, I let it rest.
Will definitely check this out one of these days!

[eswul62]

@tuska
Thank you very much for your tip.

Frankly, I do use something similar. I have an Excel add-on named "ASAP Utilities". One of the ASAP tools is creating an clickable index page.

ASAP Utilities-Create Index Page 08072024 072925.png (270.55 KiB) Viewed 3962 times

But I still wouldn't know which sheet I can find in which workbook.

Hence, since yesterday only... I am giving the following a try:
Index page, select the column with named sheets
Copy to clipboard
Paste into a text editor (as plain text)
So you have a column of named sheets
Then regex add something like: -- see Excel 'workbookname'.txt
find: ^(.+)
repl: $1 -- see blah-blah Excel file.txt
all '0' file size.
ctrl-c
paste them as file names (Directory Opus)
so you have a bunch of txt files
(stored into some EPP folder 'where to find what' )

Some sort of cross reference thing.

Again, just experimental - I don't know if it is of any use though in the long run!

BTW and FWIW - External drives
I usually switch them only when I really need them.
But I do want Everything to show what files are stored there (many files are not stored on internal HDD's anymore, old or backups)

As a workaround I use a Robocopy cmd, like:
C:\Windows\System32\Robocopy.exe /s /create x:\foldername q:\shadowcopies\x-foldername /is /it
C:\Windows\System32\Robocopy.exe /s /create y:\foldername q:\shadowcopies\y-foldername /is /it
etc.
(0 file size files)


Anyway, thanks again!

[horst.epp]

2horst.epp
Thank you for the prompt and detailed information!
I will have a look to see if it is suitable for me and report back to you.

Please note
1. I let index the custom-properties Comment and Tag

2. As Tag: has already a meaning in Everything I redefined it with a macro
to not search by accident all system tags.
You may use some other name as Tag to avoid this.
Macros:
"comment","custom-property-0:"
"tag","custom-property-1:"
"tags","custom-property-1:"

[tuska]

@horst.epp
I am pleased to say that I was able to solve the topic using your description.
 

Everything - Options - Properties_and_Everything.ini.png (66.66 KiB) Viewed 3808 times

  

Everything_renaming of a command and search query with this command.png (63.83 KiB) Viewed 3808 times

 

Total Commander_Buttons_Settings_Comment recording.png (59.45 KiB) Viewed 3826 times

 

Total Commander_Colors_Folders and files with comments_Custom columns view.png (55.98 KiB) Viewed 3894 times

 

Total Commander_Find Files.png (47.06 KiB) Viewed 3808 times

 

View property values for the currently selected file_Preview_Vorschau.png (57.38 KiB) Viewed 3876 times

 
[My] Conclusion (without claim to completeness)

1. Advantages
   1. NTFS Descriptions 1.2.1 - Plugin für Total Commander
      -no spare files in every directory (such as descript.ion or files.bbs);
      -comment are preserved even after copying with explorer;
      -you can create a lot of comments with different names (in different streams).
   2. Creation of comments without taking into account the rules for Total Commander file comments (Ctrl+Z) with regard to backups.
   3. The file containing a NTFS diz comment is found directly in 'Everything' or Total Commander,
      i.e. when searching for a comment in Everything, not only the hidden file "descript.ion" is found (Ctrl+Z file comments in Total Commander),
      which can contain file comments from several files and/or folders in a single file (in the same folder).
2. Disadvantages
   1. NTFS Descriptions 1.2.1 - Plugin für Total Commander
      -streams can be created only on NTFS, Windows NT, 2000, XP, Vista etc are required for this.
      -comments (streams) will be lost during copying to FAT32 (or other) file system.
   2. Comments are only found in 'Everything' for files and NOT for folders (see pictures).
      Does that work for you? Maybe a bug? It works! -> please see: viewtopic.php?p=69049#p69049 and picture above.
      Total Commander also finds comments on folders when using the "NTFS Descriptions 1.2.1" Plug-in.
   3. Tooltips that display the content of comments are missing!
      This point is extremely important to me!
      With TC file comments (Ctrl+Z), the comments are displayed in the tooltips for files and folders!
   4. No UNICODE characters possible in NTFS Diz comments
   5. For NTFS Diz comments, a maximum of 2053 characters per comment can be entered in Total Commander.
      Reference: Ability to Search Tags -> Picture 1.
      (For comparison: With Total Commander file comments (Ctrl+Z), approx. 5000 characters can be entered per comment).
   6. There are two variants for "Date modified":
      Total Commander: wincmd.ini - section [attrplugin]
      add_del=ntfs_diz.MyComment := " "
      
      Total Commander: wincmd.ini - section [attrplugin]
      add_del=ntfs_diz.MyComment := ""
      
      The differences are described in detail here: viewtopic.php?p=69053#p69053
   7. I do not know how I could comfortably enter a file comment *in a window* in Total Commander as it is possible,
      for example in the Total Commander file comments in a window with approx. 5000 characters.
   8. When the comment is changed, the last edited text is displayed, i.e. if a change is made to another comment,
      the existing comment is overwritten if applicable.
      I do not currently know how I can change the comment for a file WITHOUT displaying the comment in 'Everything'
      in the "MyComment" column or in Total Commander in a Custom Columns view.
   9. The recorded comment was lost once at the beginning when a file was moved.
      This effect no longer occurred with subsequent moves!

So for me it's "back to the roots", i.e. continuing to use TC file comments (Ctrl+Z); hidden file: descript.ion).
However, I have learnt a lot about 'Everything' comments and required definitions.

Thanks again for your prompt information and your support!

PS:
I would like to leave it at that, i.e. no further detailed discussion regarding Total Commander.
But perhaps you could confirm point 2.b?

See also:
property_alternate_data_stream_ansi
Ability to Search Tags - Main topic
Ability to Search Tags - view property values for the currently selected file - please see picture above
alternate data streams and exclusions
Alternate Data Streams - programs for managing
____________________________________________________
Windows 11 Pro (x64) Version 23H2 (OS Build 22631.3810)
'Everything' 1.5.0.1383a (x64) - "Portable on system drive C:"
FastStone Capture - Shareware (screen capture tool and screen video recorder)

[horst.epp]

Hi Tuska
you didn't read my update for the Delete Tag button.
It uses a space character to delete a tag.
This way, the Modification time is not changed.

[attrplugin]
add_tag=ntfs_diz.Tag := ""
del_tag=ntfs_diz.Tag := " "

I can't confirm your problem with 2b
If I assign a tag to a folder in TC, it can be found in Everything
See the following result:

Screenshot - 10.07.2024 , 10_38_32.png (12.26 KiB) Viewed 3848 times

[tuska]

@horst.epp
Thank you for checking this.

There are two variants for "Date modified":

add_del=ntfs_diz.MyComment := " "

- The comment is deleted - except for a blank(!).
- "Date Modified" is retained.
- The 'Everything' search query brings up the file, but shows "nothing" in the "Tag" column (or in my case in column "MyComment")
  as the comment has been deleted (a space cannot be displayed in 'Everything').
  This is done in those cases where you only enter the command tag: (or in my case mycomment:) to display all comments.
- In Total Commander it has been defined that files with comments are displayed in a different colour.
  In Total Commander the file remains coloured although the comment has already been deleted.

add_del=ntfs_diz.MyComment := ""

- The comment is permanently deleted.
- "Date Modified" is NOT retained but is changed to the current date/time.
  -> Readme.Eng.txt -> NTFS_diz.ini [Options] parameter KeepTime=1 does not work here!
- The 'Everything' search query no longer shows the file in column "Tag" (or in my case in column "MyComment")
- In Total Commander it has been defined that files with comments are displayed in a different colour.
  In Total Commander, the colour is removed from the file.
  The automatic colouring of the file with comment is used to be able to determine at a glance
  whether a file or folder has a comment.

Unfortunately, I made a mistake when duplicating the button
(Command: OPENATTRIBUTES add_tag, OPENATTRIBUTES add_tag instead of add_del).

I have corrected the image and the post above.
I have used your variant in the image (add_del=ntfs_diz.MyComment := " ") and announced the details as given here.
__________________________________________________________________________________________
Regarding "Assignment of an NTFS diz comment to a folder", the following helped me to find my error:
Menu "Tools" > Debug > Statistics > Indexed folder properties: Name, Path, Size, Date Created, Date Modified, Date Accessed, Attributes
Here it was immediately apparent that "MyComment" was NOT indexed and therefore could not be found.
After I went to 'Everything' Options > Properties > MyComment > Include folders (ticked the box) ...
the NTFS diz file comments for folders were also found.
__________________________________________________________________________________________
In addition, after many attempts to correct the error, at the very end, for reasons unknown to me for the time being
the command: MyComment: no longer worked(!). The search result was empty!

I corrected this as follows:
- Executed this command again: /define MyComment=custom-property-0: ... <ENTER> pressed
- Deleted an incorrect related entry in the "Macros.csv" file
__________________________________________________________________________________________
I have corrected the images and the post above.

This concludes the topic of "NTFS diz file comments" for me.
Thank you for your support.

__________________________________________________
Windows 11 Pro (x64) Version 23H2 (OS Build 22631.3880)
'Everything' 1.5.0.1383a (x64) | Properties | TC 11.03 x64
Search queries: Total Commander <=> 'Everything' <= Windows Search