All entries in my database belong to the county with one condition: file missing.
My database files and all the documents are stored on a removable drive, and when the database was created, I used the “index files and folders” method, so my documents are not in the database files.
I guess it might be because I have several different removable drives. Before this happened, I started DT3 with the database file on my other removable drive. When I unplugged this drive and reused my usual drive, all the files were file missing.
How do I deal with this situation, please?
If you have not already read and abided by the advice in the “DEVONthink Manual” about indexing vs. importing (page 53 of 3.9.1 version), please do so.
Without knowing more I think your first step might be to go find the files that are outside of DEVONthink and from what you say are somewhere on one or move of those external drives. When found, just re-index them?
Unless you have a specific reason to index files, best to import. Simpler and more secure. And if you can, avoid using external drives (for lots of reasons).
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My mac hard drive is too small and I have too many files, so I have to use external storage.
In this case , what do you suggest?
Is it ok if I store my database files in external storage and then import my files into the database instead of indexing them? If I do this, then my previous database has a lot of my work, will I be able to keep them?
Thank you!
Of course my problem was solved by restarting the computer, I guess because my previous operation prevented dt from using the new path to link to the files.
Yes, keeping database files (which are really macOS packages) works. you can find threaded discussions about that here for more info. Be sure you keep running routine, regular, and tested backups of that drive (and your computer).
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If I rebuild a database by importing files, how can I integrate them if I have a lot of work in my previous database, is there any solution to this problem?
I don’t understand the problem. Can you restate what you are concerned about.
Perhaps others can help, also.
Edit: Maybe the section “Move Indexed Items In and Out” in the “DEVONthink Manual”, page 146 of the 3.9.1 version, is what you are looking for?
I have a database called potatoes, built with indexing, and I sit in this database with a lot of tags, notes, hyperlinks to other databases, etc., a lot of work.
Now I want to create a new database called Bread, using the import file method. The two databases, Potato and Bread, are built with the same basic documents, except that one is indexed and the other is imported.
When I create the database called bread, can I combine the notes, hyperlinks, tags, etc. in the potato database with the bread database, so that the files in the bread database contain the tags, notes and hyperlinks I have in the potato database, and then the data is still available.
This is my question, thanks!
What was your reaction to reading the above in the “DEVONthink Manual” for your problem? Perhaps make a backup copy of “Potatoes” into “Potatoes Experiment” and try?
My database files and all the documents are stored on a removable drive, and when the database was created, I used the “index files and folders” method, so my documents are not in the database files.
Why did you index the files instead of import them, especially when both the databases and indexed files are on the external drive?
PS: What kind of external drive: A hard drive (good) or thumb drive (not so good) or SD card (very not good) ?
I guess it might be because I have several different removable drives. Before this happened, I started DT3 with the database file on my other removable drive. When I unplugged this drive and reused my usual drive, all the files were file missing.
Well, if you indexed files on a drive that’s not connected to the machine, they would logically be reported as missing. Are the files still on the disconnected drive?
PS: I would suggest you get a nice powered USB hub to extend your ports. That way you can connect more than one drive to the Mac. That doesn’t mean I’d suggest continuing to index from the separate drives unless you had a sound reason to do so. However, it would make it possible to…
- Make sure the files aren’t reported as missing in the database.
- Import the indexed files into the database by using rhe Data > Move Into Database command with selected indexed items in the database.
Something like this could be useful…
I actually have several hubs and many external drives. They are very useful bits of hardware IMHO.
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Thanks for the advice, I’m trying…
I used “move into databases” and found that the indexes in the database appeared in a new folder.
But I have a new question: How do I know that all the files are in the database?
The command only moves indexed files into the database. i guess if there are longer indexed files then they are there. Or as the indexed files are still accessible by the macOS Finder app, compare and audit.
I have more than 10,000 files, so there is no way for me to compare them one by one.
Is there an easy way to find out how well this task is done?
Also, while performing this operation, the message of the screenshot appears:
I don’t know what this means
Probably is a way to use AppleScript to compare if really that important.
The log messages probably mean what is said—files that were indexed but no longer found by DEVONthink hence “missing”. DEVONthink never deletes files so the cause of “missing” is elsewhere.
Perhaps just keep your files that were indexed in some sort of archived location in case in future you notice something missing and may will be in the archive.
Probably is a way to use AppleScript to compare if really that important.
I can’t understand this sentence, does it mean that the comparison can be done using applescript and how to do it?
Well, perhaps you can hire a programmer (local or on the internet) to do this for you if so important and you have funding.
Meantime DEVONthink has already identified for you a number of “missing” files for you to investigate.
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- Did you connect a USB hub as I suggested?
- Did you have the external drive containing the indexed files connected to the Mac when you used Data > Move Into Database? You should have.
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I very frequently create a dtbase2 file on an external drive that contain numerous documents and then index the entire collection to that file.
One advantage of indexing rather than importing them is that I can add new files (copied from my working folder) over time, and update the indexes as needed.
I do same all the time, but instead of dragging and dropping onto a Finder window for future indexing, I drag them into DEVONthink for immediate import. “Six of one and half dozen of another” I guess.
One advantage of indexing rather than importing them is that I can add new files (copied from my working folder) over time, and update the indexes as needed.
You could just as easily copy new files from the working folder into the database via importing, even using a smart rule. 
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I just love indexing content.
It is the most important feature of DT for me.
It opens so much possibilities.
Don’t understand that you have problems with this.
That indexed files are missing when the drive or volume is absent is nothing but normal.
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