Organizing folders & tags for two users (in a family)

LeslieInNC

If two users (in a family) used the same data, how could we organize the folders and tags so that we could see just our individual items based on a category? This would be like a boolean AND filter, i.e., show me my items for a specific category.



For example, if I'm Betty & I want to see my finance-related items, should I make tags for Betty & finance and then select those tags at the same time to find appropriate items? Doing that though gives me more than I want; it's the equivalent of a boolean OR & I get anything tagged finance, even if it's tagged for my husband Bill, instead of me. It looks like no matter how I used folders, smart folders, or tags, if I select more than one, I see an OR combination of items.



I don't want to have to make a smart folder for every category for myself & another set of smart folders for the very same categories that apply to my husband. Any other suggestions?



Thanks!

gengakusha

[quote]It looks like no matter how I used folders, smart folders, or tags, if I select more than one, I see an OR combination of items.[/quote]



When you first create a new smart folder there are two lines to edit. The first is the one which sets the operator. Choose "any" and when you list your rules you select using OR. If you select "all" then the operator becomes AND. Once you have saved the smart settings once that line no longer appears. I am not sure how to change it when editing and existing smart folder, nor indeed if it is possible to edit it once set.



Doing this allows you to have a single list of category tags but you are still going to need two smart folders for each category you want separated as there is no field for the logged in user which could allow dynamic selection.

[Deleted User]

Hello LeslieinNC and welcome to the Forums!



I'd like to add a little to gengakusha's advice. You can create saved searches that make use of the Boolean logic you desire. A picture is golden to me, so I want you to review a screen shot from another post: [url="http://forum.agile.ws/index.php?/topic/4234-concerns-with-tags/page__view__findpost__p__24203"]Concerns with Tags[/url]



Please not Khad's [b][i]PRO TIP:[/i] [/b] I often use these types of nested searches to create my smart folders. Hopefully after reviewing the possible search selections, you will be able to figure out the Tags you need to avoid the OR logic dilemma.



Please try it out and let me know how it works for you.



Cheers!



Brandt

khad

I would also add that we are aware of this sort of use case and are looking at making "drilling down" through tags easier in a future version of 1Password. That is, you could begin by clicking on the "Leslie" tag and then only the items tagged "Leslie" will be listed. From there you could click on "Finance" and only items tagged "Leslie" AND "Finance" would be shown.



I don't have anything to announce right now, but this exactly the sort of functionality we are considering for the road ahead.



I am glad to know it is not just something we would like to see but our customers are interested as well. <img src='http://forum.agile.ws/public/style_emoticons/<#EMO_DIR#>/skype_bigsmile.png' class='bbc_emoticon' alt=':-D' />



Please let me know if there is anything else I can help with.



Cheers,

LeslieInNC

[quote name='bswins' timestamp='1307400047' post='28621']

You can create saved searches that make use of the Boolean logic you desire. A picture is golden to me, so I want you to review a screen shot from another post: [url="http://forum.agile.ws/index.php?/topic/4234-concerns-with-tags/page__view__findpost__p__24203"]Concerns with Tags[/url]

[/quote]



What's the difference between a saved search & a smart folder? Isn't that the same thing?



thanks!

LeslieInNC

[quote name='khad' timestamp='1307402264' post='28626']

I would also add that we are aware of this sort of use case and are looking at making "drilling down" through tags easier in a future version of 1Password. That is, you could begin by clicking on the "Leslie" tag and then only the items tagged "Leslie" will be listed. From there you could click on "Finance" and only items tagged "Leslie" AND "Finance" would be shown.



I don't have anything to announce right now, but this exactly the sort of functionality we are considering for the road ahead.

[/quote]



Oh Yeah! Now that's what I'm talking about.



Thanks D.

[Deleted User]

[quote name='LeslieInNC' timestamp='1307450380' post='28652']

What's the difference between a saved search & a smart folder? Isn't that the same thing?



thanks!

[/quote]



You are correct. They are the same thing. I do understand that you do not want to have to create a lot of Smart Folders. I added that comment more for others who may come across this thread and were unaware of the functionality.



I should have added an additional comment stating my intentions so as not to make you think I hadn't read the .... question!



Thanks for pointing it out to me. Sometimes, things just run together. <img src='http://forum.agile.ws/public/style_emoticons/<#EMO_DIR#>/smile.gif' class='bbc_emoticon' alt=':)' />

[Deleted User]

[quote name='LeslieInNC' timestamp='1307450465' post='28653']

Oh Yeah! Now that's what I'm talking about.



Thanks D.

[/quote]



Khad has a way of making people cheer! [img]http://forum.agile.ws/public/style_emoticons/default/laugh.gif[/img]



I use 1P in a situation similar to your Betty & Bill scenario. Like you, I would love the functionality that Khad mentioned. In the interim, if I need to drill down to a specific subgroup of Logins, Accounts, Wallet items, etc., I do the following:



1. Create Tags for the names, subgroups and sub-subgroups that I want.

2. Name my entries according to the method you hinted at in your original post: (i.e. Bill>Finance>Credit Cards)

3. When I need to find my items, I change 1P's application window view from [i]Shelves[/i] to [i]Traditional[/i] via the View>Layout menu command, or, more easily by using the Cmd-3 shortcut.

4. I ensure Tags are selected as one of the column headings. You can toggle [i]Tags[/i] in View>Columns or by right-clicking on the column headings.

5. Finally, I sort by [i]Tags[/i].



As long as I've tagged my entries using the same format, all my entries are sorted the way I want. If you aren't using this method already, I hope it will be a sufficient workaround until a better method makes it into the application.



Thanks for your replies. Comments like yours help AgileBits' determine priorities for future product enhancements. I hope you get your wish soon. <img src='http://forum.agile.ws/public/style_emoticons/<#EMO_DIR#>/wink.gif' class='bbc_emoticon' alt=';)' />

[Deleted User]

For those who have a lot of entries in 1Password and want to start Tagging or wish to implement a new Tagging methodology, it can be daunting to have to go back and edit each entry.



In a separate thread, AB's own TommyH describes a procedure for Tagging multiple entries at one time. If you are interested, please take a look: [url="http://forum.agile.ws/index.php?/topic/3776-tags-vs-folders/page__view__findpost__p__21650"]Tagging Multiple Entries[/url]



If you decide to follow his suggestion, I recommend backing up your current data file and then playing around with a couple of test entries first. You want to be sure you that if you don't like the results, you can easily restore your current Tagging system.



Especially note that if you decide to remove a Tag, the procedure will remove all tags. This is useful when you want to start fresh, but it is not what you want to do if you just want to remove one or two of the tags.