Haunted by Old Version of a Form Returning…….

[Stan TAYLOR]

Unable to update to the latest OS my Mac is running the latest version of El Capitan, with the 5.1.1 version of Tap Forms. Synchronisation is set up via iCloud, and I opted to Save BackUps to iCloud.
Everything was functioning satisfactorily and the iCloud Sync was pure magic.

I began updating a Form with changes to the Fields and Layout.
When that had made significant progress additional Records, of Containers, were added and these currently total 480. Each of these Containers may hold smaller Containers or complete specialist Kits.
This Database is my means of locating Tools, Materials and Parts to within 250mm on a Surface [e.g.Shelf] within one of several relevant Storage Areas.

On the first occurrence of the Haunting I have to admit that my actions preceding the event cannot be remembered clearly. Most certainly the Form would have been Backed Up and TF Closed at least a couple of times.
Working with the Advanced Find and Replace facility it proved to be impossible to carry out very simple tasks that had been easily achieved when using TF v 4. This required me to manually input Data so I was looking for something less tedious to do and I ‘found fault’ with the Layout.
Whilst happily engaged in minor Layout tweaks when I noticed that one Field, that had been modified earlier, was displaying it’s original Name rather than the updated one. Also it was found that several other changes had also reverted to their earlier state.

The immediate problem was resolved by Restoring from a BackUp.
My work was saved and I was thankful that a lot of effort had not been written off.
My concern was how had this ‘old’ Form had managed to resurface. Perhaps my MO for clearing BackUps is to blame? There are 10 Forms, 2 of which do not have BackUps, 7 have only 1 or 2 BackUps and the Form in question has 3 Backups. The oldest BackUps are Trashed manually.

Taking a break the Mac was shut down. After Restarting I was horrified to find that the Old Version had returned for a second time. Restore works very smoothly and quickly so I was soon back on track, although clearly a longer term solution is needed.
The saving grace is that Advanced Find and Replace is now functioning as expected.

[Brendan]

Hi Stan,

If you’re able to reliably repeat this issue, I would love to know how to cause this to happen myself.

So a field you renamed was changed back to a previous name? Where did you rename it? On the Fields tab when editing a form? Or was it just the label sitting beside your field on a custom layout?

Working with the Advanced Find and Replace facility it proved to be impossible to carry out very simple tasks that had been easily achieved when using Tap Forms v 4.

I’m really not sure what you mean by this. Tap Forms 4 was for iOS only and didn’t have a find and replace function. Nor did the previous Mac 3.5 version.

And I’m not sure if it was an entire database document that “resurface” or just a single form within the database that reverted back to a different version.

If you’re referring to an entire database document reverting back to a previous version, can you confirm you don’t have a duplicate copy of it somewhere on your drive that you were perhaps editing instead?

[Stan TAYLOR]

Hi Brendan.

If you’re able to reliably repeat this issue, I would love to know how to cause this to happen myself.

I have now, may times, retraced the steps used to recreate the situation described above and thankfully it has not occurred again.

I’m really not sure what you mean by this. Tap Forms 4 was for iOS only and didn’t have a find and replace function. Nor did the previous Mac 3.5 version.

Sorry for the confusion, I was attempting to refer to the previous version of TF for the Mac, and should have said TF version 5.

And I’m not sure if it was an entire database document that “resurface” or just a single form within the database that reverted back to a different version.

It was noticed that the File Size was very much smaller than the then genuine current Database.
I was too concerned with recovering the proper file and failed to examine the ‘ghost’ fully.

And I’m not sure if it was an entire database document that “resurface” or just a single form within the database that reverted back to a different version.

Sorry about the confusion by the use of the term Form. I used this because when the My Forms button is hit, in my case, 10 Databases are available. I do mean that the entire Database resurfaced. I will use Database(s) in future.

If you’re referring to an entire database document reverting back to a previous version, can you confirm you don’t have a duplicate copy of it somewhere on your drive that you were perhaps editing instead?

On the first occasion I cannot be sure that there was not an old copy of the Database on my Mac or in iCloud. Prior to the second occasion Onyx was used to carry out quarterly maintenance. On the second occasion I am absolutely sure that only the current version Database and BackUp existed, even the Trash had been emptied.
Could the ‘ghost’ have been hiding in the iPhone or iPad?

When Editing the Database the Field in question was left intact until it’s Data had been copied to a replacement Field. This is why I was attempting to use Advance Find and Replace. After the copying was completed the unwanted Field was Deleted.

I can accept this is possibly ‘user error’ and it would be useful to have reference to a Best Practice Document, in this instance containing guidance on dealing with redundant files with a view to avoiding future problems.

Thanks for your very prompt and efficient attention.

[Brendan]

Hi Stan,

Well actually a Document can come back if you’re syncing with iCloud. When you delete a document from your device, if you’re syncing with iCloud, there’s an option that says “Also delete from iCloud”. If you don’t do this, the document on the device will be deleted, but not the copy of it in iCloud. So that means that the document (or at least the placeholder document with the cloud icon in it) could come back again. It’s all part of the “enable iCloud sync on one device and watch the document appear on the other devices” thing.

[Stan TAYLOR]

Hi Brendan.
The problem now seems to be under control, and down to user error.
Perhaps attention needs to be emphasised regarding this situation, especially as it appears essential to remove ‘hidden’ Files to prevent them resurfacing later?
Before the second ‘resurfacing’ I had carefully manually Deleted all the visible versions of the File by visiting:

~/Library > Containers > com.tapzapp.tapforms-mac > Data > Documents > (TF Database + BackUps)

and

iCloud Drive > Tap Forms > (TF Database + BackUps)

This proved to be ineffective in achieving the desired result, the Deletions should have been performed using the supplied Tool.
The attached Image TapForms StartUp Window 01, displays what I expect to see first when opening Tap Forms.
Prior to using the Also Delete from iCloud Tool the attached Image TapForms StartUp Window 02 shows the changes that took place after several minutes, during which there was absolutely nil User Input.
After several more minutes had elapsed the iCloud + Downward Pointing Arrow Icon
faded from view.
Perhaps worth mentioning, for those with even less experience than me, is that a TF Database not set to Sync with iCloud the Also Delete from iCloud will not be available as an Option.

During events described above I created a simple 1 Form 1 Record, with both items Named Test but nil Data input, and also called Test Database. This was subsequently Deleted. The TF test copy 1 that surfaced is completely different to the one I created, including the lack of Capitalisation that you may have noticed is a habit of mine.
As I am the sole occupant here it is absolutely certain that no other person or animal has been any where near my Mac.

I have enjoyed this part of the Learning Curve and look forward to more pleasure in the future. I really liked Bento but I LOVE Tap Forms. Thank you.

[Stan TAYLOR]

Sorry for the lack of Attachments above.
When I hit Submit the system ejected me from the Forum.
Fortunately I had Copied the Post but did not reinstate the Attachments before hitting Submit the second time.
Let’s try again [Just had 3 repeats of being ejected]

Attachments:

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[Brendan]

Ya, just removing the document from the Finder won’t delete it from iCloud. So that’s why I provided the Also Delete from iCloud function. It’s the same thing as the “Delete from iCloud” button on the iCloud sync settings screen when you’ve got your document opened.

The files also are not stored in iCloud Drive, although it’s required to have iCloud Drive enabled for this function to work. iCloud sync in Tap Forms uses Apple’s CloudKit infrastructure. Actually iCloud Drive is also written on top of CloudKit too. The Finder’s iCloud Drive area is just an app that’s written to show you all the files you’ve stored there. Tap Forms is essentially doing the same thing, communicating with CloudKit. It’s just that Tap Forms is syncing the data stored in CloudKit with a local copy of the database.

There is a web interface that lets you see what the data looks like in iCloud, but it’s just for developers I believe.

See the attachment to see what it looks like from my perspective as a developer. The screenshot shows the list of documents that I’ve got on my devices. Whenever you enable iCloud sync, a new one of these Document objects is created in your iCloud account. So there’s this catalogue of files plus there’s all those “db-….” entries on the left which are actually the databases that contain all your data.

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[Stan TAYLOR]

Thanks for taking the time to explain Brendan.
The iCloud Drive information has given me a better understanding about the workings of the ‘Cloud’. Although I am a tad too old to get my head around digging much deeper.

It’s the same thing as the “Delete from iCloud” button on the iCloud sync settings screen when you’ve got your document opened.

I had intended to ask about the functionality of the Delete from iCloud button, so now it a good time.
On my Mac this button is always greyed out.
When none of the TF Databases are open Preferences is greyed out and so the Delete from iCloud is unavailable.

Thanks again for your time.

[Brendan]

The Delete from iCloud button is greyed out when you’ve got that document syncing with iCloud. That is, the button there says “Disable iCloud Sync”. I disabled the Delete from iCloud button because I didn’t want you to delete the document from iCloud if your device was still syncing to it. It would be a bit like having the rug pulled out from underneath you. You’d fall down :)

[Stan TAYLOR]

I was about to Post the message below when Brendan kindly answered.
Question above answered.
I have just Downloaded a TF Template from the Template Exchange Forum, and for the first time ever, in the Sync window, the Delete from Cloud button displayed as available.
Then the penny dropped!
At the first opportunity I had synced all my Databases to iCloud and that being the case it is not possible to Delete from iCloud until the Disable iCloud Sync button is hit.

[Author]

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