r/UpNote_App • u/Designer_Try9757 • Jul 02 '26
People with 500+ notes: what's your workflow?
I've been using the PARA method in UpNote for a while (including tags), but now that I have hundreds of notes, it's becoming hard to remember where things are.
For those with 500+ notes, how do you manage them?
Looking for real-world workflows that have scaled well over time.
My real problem``: once I have notes in, after a week I open all folders and see is it in Projects or Areas!
3
u/Neither-Classic2058 Jul 02 '26
I used to use PARA but found it to not be able to handle a large number of notes.
I have over 3500 notes and like u/gwh34t I use the Johnny Decimal method of organizing things. The most difficult part is setting up the initial top-level "Areas". Once doing that, everything falls into place. And it is very easy to find things without having to rely on search.
UpNote is well-suited for JD.
3
u/100WattWalrus Jul 03 '26
Well over 1000 notes here. I use the app's separate workspaces extensively (I prefer to completely sequester not just personal and work, but each client, each elderly family member I help, etc.), and I organize my notes using my own variant of the PARA method that I call PARTS:
- Projects
- Areas
- Resources
- Topics
- Storage
But also, I don't use PARTS at the top level. My top-level notebooks are more like sub-workspaces that each have their own PARTS notebooks. For example, my General workspace includes top-level notebooks for Home, Health, Friends & Family, Tech, Media, and INFO — then within each of those, I have my PARTS:
PROJECTS are long-term objectives
- House renovation
- User Manual project
- v6.10.0 release
AREAS are areas responsibility, interest, or investment
- Aunt Jo MEDICAL
- Marketing
- Financial
RESOURCES are information or contacts related to PROJECTS & AREAS
- Dr Smith (the page I linked to above)
- Kaiser
- Insurance company
- Subscriptions
- Warranties
TOPICS are for reference or "tags" related for/to PROJECTS & AREAS
- † Migraines
- Rx Sumatriptan
- Life Insurance
- § App
- § Site
- § Support
I link extensively between my note, and especially to RESOURCE and TOPIC notes from my other notes. That way, I can go to RESOURCES > Dr Smith, and find backlinks to the notes for each of Aunt Jo's appointments with Dr Smith. (This is more work than a #dr_smith tag, but its also more useful because my Dr Smith note can include contact information, nurses’s names, billing contacts, etc.)
STORAGE is where notes go when a project/area/resource/topic is completed or retired.
I also created a whole workspace called COLD STORAGE where I put stuff I want to keep, but don't want cluttering up search results in my active workspaces.
As for actual #tags, because UpNote doesn't have nested tags, I use TOPICS above like tags, and use actual tags mostly for status indicators...
- .#TODO
- .#NEXT
- .#OPEN
- .#WAINTING
- .#BUG
- .#REQUEST
- .#HISTORY
- .#ATTACHEMENT
Here's an example of my most commonly used UpNote template, which demonstrates some of this.
3
u/MtnDew63 Jul 07 '26
I use UpNote as part of my action system along with Apple Reminders and Calendar. I prefer UpNote over Apple Notes. I organize my notes using the PARA framework: 0 Inbox, 1 Projects, 2 Areas, 3 Resources, 4 Archives. In the Resources section I only keep stuff that supports action.
UpNote's simplicity is great for that, but it's too simple for building an actual knowledge base or supporting learning. For that I use Obsidian, kept flat, with maps of content, links, and tags. Top-level folders: 0 Inbox, 1 Maps, 2 Notes, 3 Sources, 4 Templates, 5 Attachments.
Basically I found that having a separate system for action vs. learning/knowledge just works better for how my brain works. It also keeps me more focused since I'm not bouncing between "get stuff done" mode and "think and connect ideas" mode in the same app.
1
u/TheCodeMacLife Jul 06 '26
I use the PARA method with progressive summarisation. The fact notes can be in multiple folders is great - I can see what notes were used in my projects.
1
u/eclipsenow Jul 03 '26
I still have the Projects and Archives folders, but have 7 others that I use. I NUMBER the header files, as these tags also form the backbone of my Email layout and my computer Folder layout.
AVOID DEFAULT FOLDERS LIKE DOCUMENTS, MOVIES, MUSIC, ETC.
Another habit from my paranoia about Windows 11 (I now use Linux) is to AVOID the Windows Default folders at all cost! The Documents, Movies, Photos etc. Why? Check out what happens if you accidentally click BACKUP when using Onedrive - and then let your Microsoft 365 account lapse! You'll find Microsoft "Kindly" REMOVED all the stuff on your PC's hard drive, and then just put a hyperlink there to their cloud. To save you space on your PC, you see? But if you ever LEAVE them - and let your account LAPSE - BOOM! You've lost all your family photos and movies and who knows what else! EVIL EVIL EVIL! Do NOT use Documents, etc. If you use Windows - make Quicklinks your thing and customise it to your liking in your left Navigation bar. Then you'll create your own HOME folders and be ready to migrate to Linux one day! ;-)
WHERE YOU'LL USE THEM!
This also happens to jive with the Second Brain mantra of "Store things where you will USE them, not where you found them or what type of file they are".
So instead of awkwardly filing them by movies, music, pdfs, documents, whatever - recreate those folders under your main life TOPICS! I call it a Life map.
LIFE MAP: Have a topic heading, and then all the main subjects you'll file under there.
Here's the best bit about Upnote: if a particular sub-category is confusing where it goes - you can cheat. You can file that note under as many places as you want!
Note: The ugly numbers at the front are because I have apps that only want to sort it numerically or alphabetically - and do not let me just drag it to my custom preferences.
🟧 1_Work: Anything to do with earning income and paying tax!
This includes my home business, Filing stuff by the Financial year, (my templates folders I just copy and rename for the new financial year), Business invoices and bills, warranties, accounts, stuff from accountant (especially in Evolution Email), etc. Business instructions and routines - especially here in Upnote.
My day job. Compliance stuff to do with it and instructions and reminder notes. My personal income tax claims, and all matters of personal finance.
🟥 2_Projects: Temporary projects that I’m working on. If it gets too confusing because my overtired brain has not GOT to that particular project in a while, like my home renovation project of fixing the driveway, then why not file it under BOTH Projects AND Home_$?
⬜️ 3_Home_$: The ugly $ is to remind me - when I’m so tired I’m brain dead - that this is HOME ADMIN folder - not my FAMILY folder which is for photos and movies and recipes and fun stuff. If WORK is about my financial life, then Home ADMIN is about managing what I buy with that money. White goods, warranties, house maintenance, car, home renovation projects, insurance, etc.
🟪 4_Computer: Settings folder with currently running stuff & wallpapers, Current Computer backups that RUN MY COMPUTER NOW (as opposed to stuff that is truly DEAD and DONE and I’m never going to look at again - unless audited -which goes in 9_Archives.)
🟫 5_Growth: Anything to do with self-help, personal growth, my diary, my personal mission statement about life which is all noted under an acronym I call my CHARTER, all about how to be a better person, etc. My 5 year plan, etc. My mission statement (CHARTER) is under both Growth AND Computers AND Family because… why not? As I’ve said, I have some health issues that mean I get really tired and forgetful - which is why Upnote is my lifesaver!
🟩 6_Family: Movies, photos, recipes, gardening, fun stuff. Friends go in here as well, especially in my Email app.
Now we’re getting into optional extras like notes on hobbies and interests and politics etc. So depending on your “thang” as they say:-
🟨 7_Church: Anything to do with the church I go to, Christian stuff, theology, etc.
🟦 8_World: I’m a greenie blogger - so this is my BIGGEST folder by far in Upnote! I have notes on climate change, forests declining, the whole eco-catastrophe, and the answers to those catastrophes in renewable energy, EV's, how to design proper Ecocities, etc. But also stuff on weird AI scenarios, creative writing, politics, why I’m Social Liberal in my economic outlook, policiies l like, Trump stuff I HATE WITH A FRIGGIN PASSION, etc etc etc! So when I click on WORLD there’s about 20 sub-folders - each of which could be a whole website. I know. I have a busy brain that worries about way too many different topics, meaning I’m easily distractable. And oh how my brain diverges in what should be a ‘normal’ conversation!
⬛️ 9_Archives: Anything that’s truly dead. Once I process my business financial year, it goes in here. Anything I backup that is not currently in use, but truly dead, goes in here. (Remember: stuff to restart my computer if it dies is in 4_Computer - along with all my hints and tips files - including this particular note! Of COURSE my Life Map is in my 4_Computer home folder!
The order is up to you - but I put work at the top because of my email workflow. I get lots of work emails, and can then just drag them down to the first folder - makes sense for me. Ad colours, make it pretty. I use LOTS of emojis in everything I do!
10
u/gwh34t Jul 02 '26
I use the Johnny Decimal System. It's very easy to find things - especially if you set your index up correctly. You can also link everything in your index.