Add Spotlight Comments automatically with Automator and Folder Actions

I've blogged before about the power of Spotlight as a project manager. The longer I use this method the happier I am with it. Today I created a nifty little Automator Plugin that makes it even easier. Before I get to the plugin let me emphasize that in order for this method of Spotlight-based project organization to work it requires constant tagging of any new project object. Contacts get tags in their notes, iCal events and todos get tags in the notes field, email in Mail gets a project tag via MailTags and all folders and files get a tag in the Spotlight Comment field. If I am consistent in the tagging I never have to worry about missing a relevant object in any project Spotlight search.

Before we get to the creating the Automator plugin, make sure you have enabled folder actions. You can do this from the Finder's contextual menu, "Enable Folder Actions." Another way, go to your Applications > Applescript > Folder Actions Setup . Run that script and click the box in the top left to enable folder actions then close it.

Now, about that Automator Plugin. It is so simple I can't believe I have not thought of it before. Open a new document in Automator and drag the "Add Spotlight Comment" into the work area. Leave the field blank and open the Options disclosure, check the "Show Action When Run" box. Save it as a Plugin and choose Folder Actions from the drop down. You'll be prompted to attach this action to a current folder. Go ahead and choose any current project folder.

Whenever I start a new project my first step is to create a new folder in my Current Projects folder in my Documents folder. From now on, my second step will be adding a new folder action to this project folder immediately after I create it. Select the folder, control click, navigate to the "Attach a Folder Action" in the contextual menu. This will bring up a dialog that should go straight to the "Folder Action Scripts" folder (Home>Library>Scripts>Folder Action Scripts) which contains my new Automator Plugin which I attach to the folder. After that I never have to remember to add the project keyword to the Spotlight Comments field for any new file I add to the folder! Any time I drag and drop or save I'll get a handy little window that prompts me to add the comment right then.

I remember that within the first week of Tiger's release I had created a Finder Plugin using the "Add Spotlight Comment" and it has come in handy. I've also been adding Spotlight Comments using a plugin for Quicksilver. But both of those methods require that I remember to add the tag after I've saved it. I almost always do but I forget sometimes. With this Folder Action method I don't have to remember or even initiate the action.

In the time since Tiger's release I've seen various folks mention their desire to have the option to add Spotlight Comments at the time that they save a new file so I know I'm not alone. It seems likely that Leopard will bring this and other Spotlight enhancements to OS X. Until then we can have this feature now thanks to Automator!

Technorati Tags: Apple, OS X, Automator, Spotlight, Folder Actions, Project Management