3 Replies Latest reply: Jul 18, 2013 11:03 AM by SierraDragon
MrPChristy Level 1 Level 1 (0 points)

I'm using Aperture 3, and fairly familiar with it but trying to organize a library from scratch.  I want to organize projects into folders by year and then event (e.g. 2012 --> Trip to Chicago, Baby Baptism, etc.).  I already have photos organized by event, so now it's a matter of putting them into the right folder by year.  I can just go through each project and look up the dates of the photos in the Info tab, but with about 100 projects that will take me a while.  Is there any way to search for projects by date (in the metadata, not the title, which I've already done) and have them highlight and drag them into a folder?  So far I have only managed to find pictures by year, but it doesn't show me which projects they are in so I don't know which projects to then move into the appropriate folder.

iMac, Mac OS X (10.7.5), Aperture 3
  • 1. Re: Can I make a search rule in Aperture?
    léonie Level 9 Level 9 (51,720 points)

    You can only search photos by year, not projects, but once you found a photo with the correct year, you can reveal the photo in the project, and then you'd know which project to move.


    Select a photo and use the command "File > Show in Project".


    You may want to flag all photos you already have moved, and to add a "not flagged" rule to your search, so that your search for the year will only show the photos that still need moving.

  • 2. Re: Can I make a search rule in Aperture?
    Kirby Krieger Level 6 Level 6 (11,945 points)

    This used to be easy to do, but at some point Aperture's designers changed what happens when you double-click Projects in Projects View, and since then this has become much less easy.  (Projects used to open with the Project(s) selected in the Library Inspector.  Much better behavior, imho.)


    A few notes as you set up your work-around:

    • What you want is already built into Aperture.  Set the grouping feature in Projects View to "Group by Year" (this is an icon to the right of the sorting Pop-up Menu.)
    • You can auto-sort the Library Inspector.  Options are listed on the Action Menu (click the gear).  Once sorted by date, you should be able to more easily select all Projects (in a Folder) for a given year, and drag them to an existing Folder.
    • A semi-automated workflow for what you want to do:
      • Go to Projects View
      • Group by Year
      • Click the reveal info badge for the first project in a year
      • Add a unique character to the Project description field (e.g.: √)
      • Click the "next" arrow in the Project Info panel
      • Continue to add the same unique character to each Project's description until you get to the last Project of that year
      • Click the search field at the top of the Library Inspector
      • Type your unique character and type {return}
      • This should select in the Library Inspector all Projects you marked
      • Drag them to a Folder named for the year
      • Repeat for each group of Projects grouped by year in Projects View
    • In the future, I suggest appending the year to your Project Name when you create your Projects.  (I do this manual when I create new Projects on import.)


    Message was edited by: Kirby Krieger - formatting, but can't get bullets to show properly indented on my machine :-(

  • 3. Re: Can I make a search rule in Aperture?
    SierraDragon Level 4 Level 4 (2,695 points)

    Growing up with film and prints, most of us start from the thought process of managing film originals. However digital image files IMO should be thought of differently


    Since you are "...trying to organize a library from scratch" I recommend that you try to move from what I call folder-think to database-think as you build the new Library. After finding the images using whatever methods you choose, think keyword as you proceed.


    I suggest thinking in terms of trying to do everything with keywords whenever possible. Then Event is a keyword (and an event may include multiple Projects over more than one year, such as Chi_trip runs from Dec22 to Jan11), Project is a keyword (e.g. 130717_Jones_Wed, 130718_Jones_Wed), Year is a keyword (depending on your thinking, the Dec-Jan Chi trip image files can be year-keyworded in just one year or in both years, because the actual date from camera metadata can always be used to further define a search), Family is a key word, Etc.


    Once keyworded Albums and Smart Albums do the file managing in an instant. You can create an Album of 2011 pix by date, or an Album of 2011 events, or all Projects of 2011, or mixtures however you see fit.


    After finding the images using whatever methods you choose, think keyword as you proceed. The trick is not to think of Folders of images but instead to think of pointers to images.


    My 02.


    -Allen Wicks