I'm looking for an integrated solution for efficient organization of related information across different apps and formats (e.g., emails, bookmarks, files, notes, ...)

I find myself often in the following situation:

I need to access some information (whether a note, email, link, document, etc.) that I know I have but I can't remember where I saved it.

  • Did I save it as bookmark?
  • Did I download it and save it in a file?
  • Did it come in an email and I saved it in a mailbox folder?
  • Or did I create a note and save it in my notes app?

So here I have different apps involved all managing information in different format in the form of emails, bookmarks, files, notes, etc.

Currently, to maintain the semblance of organization I find myself recreating folder structures that look very similar across different apps, such as Firefox, the macOS Finder, Mail, ... But it's just super cumbersome and doesn't prevent me from the problem above that it is ambiguous where the information should live.

Does anyone know of a system that would allow me to keep all these different types of information organized across my system? Whether with some tagging scheme or with folders – ideally it would integrate with existing apps – but I'd also be happy to start from scratch as long as it's robust.

So, for instance, I'd like to have a tag or folder that says Research project 1 which I can use to collect any:

  • files associated with the project
  • bookmarks of links to relevant web pages
  • emails that someone sends me
  • notes with thoughts about it that I write on the go

I know, I could save bookmarks or emails as files and do all with Finder Tags – but that rips them out of their dedicated apps, i.e., the browser or the mail app – and is cumbersome as it duplicates the information. So ideally a system that somehow works with plugins across multiple apps.

  • Seems like you are looking for some sort of Document Management System. Correct me if I am wrong in this
    – Kumar C
    Commented May 7 at 7:14
  • How about a search system capable of indexing many types of apps/filetypes?
    – Z Z
    Commented May 7 at 8:24
  • I don't think you'll find anything like that, especially for macOS. The closest thing would be something like Google Keep, Evernote or a similar note taking app with plugins for browsers and some other apps like Tasker on the phone.
    – Destroy666
    Commented May 7 at 16:22
  • @KumarC yes and no, a management system for not only documents, but information of different kinds, like bookmarks, mails, notes ...
    – jan
    Commented May 8 at 17:24
  • 1
    What I have in mind is something like recoll.org which will natively search the info.
    – Z Z
    Commented May 8 at 20:00


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