I have created enough annotation files that I thought it would save me time to move the clippings to a new database. When I did that, I noticed that the number of annotation files in the original database did not decrease by the number of annotation files that I moved. My thought there was, “O.K., that’s fine.” I didn’t understand why that happened but I was O.K. with it. I assumed (in error) that the original annnotation file “database” was a unique entity. It seems that is incorrect. My bad for not understanding that - perhaps I should have asked this question before I created the new database.
Now, however, as I create more annotation files in the new database, I see a new annotation file icon/symbol in the root of the new database. I selected a file that I knew had been moved, pressed Ctrl-8 and noted that the annotation file is in the new database. But it isn’t - it’s still in the file’s former “home.”
This is going to create a problem going forward, unless there is a way to somehow link the two collections of annotation files. An example might help to understand my problem: I do a search for an appearance of ‘Goulds’ in the new database annotation files, knowing that there is no annotation file in that database with ‘Goulds’ in it. My search confirms that - I get no results. I then go to the other database and I get many results because that is where the annotation files with that word in it used to live. But Ctrl-8 tells a different story - it says the file was moved (which it was) to the new database.
Is there a solution to this problem other than to put the clippings back in the original database and delete the new one?
I need to be able to search one annotation file “database,” not two. Searching in more than one place gets very, very confusing! It kind of defeats the purpose of a database, doesn’t it?
Something is unclear about the way you set up these databases, and what “move” actions you took. If you take a file out of a database, it should definitely be gone. From your story, it isn’t. So, explain your exact “move” steps, please.
(Personally, I see zero value in having documents in one database and their annotations in another.)
Ah, yes. After a good night’s sleep, I’m pretty sure that the error I made was that I dragged the groups instead of using Command+drag. I moved all of the groups from the new database back into a new group in the old database that was higher up in the hierarchy than where the group was originally located. What I should have done, from the get-go, is to move the group up in the database hierarchy instead of creating a new database for the files.
What was interesting in my ‘repair’ was that after I had moved two groups, the new Annotation file moved also and turned into a group instead of remaining a special group with its distinctive icon. I moved the 20 annotation files from that new Annotation file into the original Annotation file and now have just one Annotation file to search in.
All good now. I apologize for posting my mistake. Maybe someone else will benefit by reading my query.
For reference, try using control-command-M (^⌘M)when moving one or a selection of files. This opens the Move To… popover that lets you choose any destination group in the currently open databases. The popover also has a search box to find or narrow down the possible destinations. I find that moving by dragging using modification keys is often subject to error.
This is subjective. Not everyone requires the documents and Annotation files to be in the same database. So no it does not “defeat the purpose of a database” as a blanket statement.
Also, see the Files > General settings regarding Annotation file behavior…
Thank you, as always, for your helpful response. In general settings, I had selected “Annotations: in same group” so I don’t need to change that. But I did not know the ramifications of selecting “Move annotations automatically” because I am still learning (and will probably always be on a learning curve!) DT. I’m going to experiment with the “Rename annotations automatically.” That seems to be a no-brainer but I want to see what happens after I check that box and change the name of the backlinked file to burn this feature into my poor tired brain.
Great idea of using Control-Command-M! That makes my life easier, for sure. Is there a way in DT to create a “hotkey” for that three piece command? Thanks!
