My org-refile workflow

I use Org files as my Calendar/Notes/Time-Tracking tool. I try to use Org-Mode to organize my life with text files. So naturally, I have a lot of Org headings.

And I mainly use org-refile to rearrange these headings and search them.

Here are my org-refile configurations:

Refile

  1. org-refile-targets

    (defun +org/opened-buffer-files ()
      "Return the list of files currently opened in emacs"
      (delq nil
            (mapcar (lambda (x)
                      (if (and (buffer-file-name x)
                               (string-match "\\.org$"
                                             (buffer-file-name x)))
                          (buffer-file-name x)))
                    (buffer-list))))
    
    (setq org-refile-targets '((+org/opened-buffer-files :maxlevel . 9)))
    

    This config lets org-refile searches all the opened org mode files and fetches all the headings in them.

  2. Use outline path

    (setq org-refile-use-outline-path 'file)
    ;; makes org-refile outline working with helm/ivy
    (setq org-outline-path-complete-in-steps nil)
    (setq org-refile-allow-creating-parent-nodes 'confirm)
    

    It tells org refile to use the outline path (like emacs.org/Packages/Org Mode) for the query.

    It's really powerful since we can leverage the powerful org-mode hierarchy and we just need to

    1. Give this heading a meaningful, easy to remember name (like refile)
    2. Categorize it to a parent heading (like Org-Mode)

    Then we can get this heading in the org-refile interface easily (org mode refile).

You can also read this post1 for more info about these configurations.

Search

With the powerful outline filtering, I wondered if org-refile can also be used in searching headings.

I believe this is the most natural way to search org-mode headings. Since our org-mode files are already organized in this tree-like hierarchy.

And it's well supported by the org-refile function itself. When passed in an universal-argument ('(4)), org-refile will just take you to the target heading you select instead of refiling current heading to the target heading.

(defun +org-search () 
  (interactive) 
  (org-refile '(4)))

Caching

  1. When you have so many org-mode headings (e.g. I have more than 10,000 headings), it's really slow for org-refile to fetch all the headings every time. So I enabled caching for org-refile as well.

    (setq org-refile-use-cache t)
    
  2. But then comes the hardest problem with caches: when to invalidate them.

    I set a timer to regenerate this cache automatically every time my Emacs has been idled for 5 mins:

    (run-with-idle-timer 300 t (lambda ()
                                (org-refile-cache-clear)
                                (org-refile-get-targets)))
    

It's been working pretty well for some time. The only drawbacks are:

  1. The cache is not always up-to-date. But it's acceptable since I mostly only jump/refile to old headings.
  2. Emacs may hang for several seconds when I switch back to it because it's regenerating the cache.

Potential Improvements

Incrementally updating cache table

My org files change a lot everyday but it's incremental, mostly it's just adding new headings and refile them to an existing heading.

So I really hope the cache can be smarter to just updates the cache when a heading is added and moved.

But it's pretty hard to do it in code. (I guess that's why caching is hard.)

Updating cache table in another thread
I tried to run (org-refile-get-targets) in a new thread in Emacs 26. But Emacs crashed, I guess the new threading mechanism in Emacs 26 is not strong enough to support this.
Improve org-refile to speed up

org-refile is a 175-LOC method and it's quite complicated. I tried to refactor it but failed.

I also tried to use some other similar functions (like imenu-anywhere2) to replace it, but imenu-anywhere can only jump to children headings (leaves) but not parent headings (nodes).