Bookends 15.0.4 will not open libraries in file-sync service folders

[Jon]

Although we've increased our efforts to discourage users from using libraries stored in Dropbox, iCloud Drive, etc., we continue to receive reports of corrupted libraries that result from this practice. As of this release, Bookends will no longer open libraries in an identifiable sync folder. The safe way to keep libraries up-to-date on all your devices, and to create a safe and secure backup even if you use only one Mac, is to use the built-in Bookends cloud sync. For more information, please see this discussion in our FAQ.

Jon
Sonny Software

[geemieemme]

(very respectful but frustrated tone here, not yelling:) Hi...I completely understand the desire to save yourselves time and effort on educating and helping people with corrupted libraries. However, this change is going to be MASSIVELY disruptive to my workflow. Perhaps I'm the only Bookends user in the Universe who keeps everything in my Dropbox sync files and if that's the case, ignore my cry of despair. But I am a tech writer and consultant who works for many separate clients, on many separate projects, and I have to keep separate Bookends databases for each project. I keep legacy databases. I keep them in the project files so I can find them quickly, and the project files are all on DropBox. I have been using Bookends for 15+ years, and Dropbox since it first came out as well and I have learned to adapt so that my databases don't get corrupted. I even share them with colleagues and we have protocols to make sure we don't have them open in more than one place at the same time. Isn't there some way that veterans could have a way to disable this protective measure that we don't need or want?

[Jon]

There's no way to disable it. But I don't see why this is a massive disruption -- you can move each database to the cloud using Bookends cloud sync. You can even share them with other Bookends users if you like. You don't even need to keep duplicates of legacy databases on your HD if you don't want to -- they can be downloaded on demand with File -> New Library -> Download From Cloud.

Of course you can keep databases in Dropbox if you like, but you can't open them in Bookends from that location. You'd have to drag it out, or make a duplicate and drag it out, and open that file.

I understand if you have dozens of database it will take you a bit of time to upload them to the cloud, but the process is simple and fast, measured in perhaps a minute or two per library.

I understand you've taken pains to set things up the way you like, but for 99.9% of users that is not the case -- we receive 2-3 requests a week from users with corrupted libraries because, despite all our warnings and notifications, they store libraries in Dropbox et al. And not infrequently the libraries can't be recovered. Please try the solution we provide.

Jon
Sonny Software

[DrJJWMac]

As an outside observer on this, I have a few questions ...

* When you say that you store legacy databases, I envision archives not backups. The former is a closed database, ostensibly for read-only access, while the latter is an active record of the most recent database with read and write access. How are you storing the legacy databases? Do you package the library and/or its backups and/or its attachments (subfolder), perhaps in a ZIP or DMG format? What disruption arises in the workflow when, as Jon notes, you should now "simply" have to move the legacy databases to your local drive before you access them, presumably in a locked (read-only) approach.

* What seems to define your need to store databases in DropBox are the two statements ... "I keep them (Bookends Databases) in the project files ... all on DropBox" and ... "I even share them with colleagues ...". In those cases where you have permission to share journal articles as you are doing, why do you need to share a library? Why not share just the attachments and allow your colleagues to develop their own libraries? Also, instead of storing the library in the project folder on DropBox, why not store the library locally and store a symlink to the DropBox folder with the project files? I use somewhat this approach to manage projects with my research group. They provide me with access to their cloud storage (Google Drive), and I make an alias or symlink to it in my local folder for their project.

I ask if only to suggest that, while the disruption is now inevitable, the recovery need not be seen as an impossible process. Time consuming yes. With care though, I might wonder that the end result of changing your workflow will actually be to have more security and local control.

[geemieemme]

I guess I'm just screaming into the void. It's your software and you need to do what you need to do.

[happycatmachine]

You are not the only one geemieemme. I will adapt or abandon though. Because I'm dumb when it comes to what we are referring to as the "Library" I may be completely misunderstanding things here

[Jon]

@happycatmachine If you think disallowing use of libraries that are being synced via Dropbox poses insurmountable problems, please tell us why. There may be options/solutions that we and others could suggest.

Jon
Sonny Software

[happycatmachine]

No worries at all Jon. I keep my documents (which I define as my "library") on GoogleDrive because it is the most inexpensive and reliable cloud storage I know of without resorting to DIY methods and I'd rather not deal with the technical details anyway.

It is perhaps this terminology that is confusing and scared me.

I don't need my bookends "Library" (the file that stores the metadata for the files, and the thing you call the Library) to be on cloud storage as it seems to sync fine between my laptop and my desktop. I don't need it on my phone or iPad which is what I think Bookends Cloud Sync buys me. I was afraid that when I stopped my Bookends Cloud Sync subscription that it would no longer sync between my laptop and desktop but it seems to be fine.

When I read the update notes that I couldn't store my Libraries in the cloud any more, I simply didn't update for fear I would lose this functionality. Turns out after updating, I still seem to have my "Library" (bibliographic information) synched between my iMac and laptop. TBH, I'm aware that I'm confused about where things are stored but I'm so grateful that it just works. Thank you.

All in all, I just need Bookends to do a very basic but vital task and that is to manage my references. I'm not using it for primary document storage, notes, highlights, etc. As long as I can grab a unique citation identifier from it, and it can form a bibliography when the time comes for publication using a tool like Mellel or Scrivener on either my iMac or my laptop then I'm good as gold. It just has to get me through my Master's for now and I'm oh-so-grateful for the best reference manager I could find (I tried Zotero and Mendeley before deciding on Bookends).

[Jon]

Very good. Yes, your library will sync via Bookends cloud sync just as before. The only thing that has changed is that the active library file itself cannot be stored in a file-sync service folder, which is a common cause of database corruption. And to be clear, this restriction only applies to libraries, which as you say hold the reference metadata, not attachments (e.g. PDFs). Attachments happily reside in a file sync folder like Google Drive.

Jon
Sonny Software

[DrJJWMac]

A Bookends Library is a specific file. A library, in an overall sense, is the Bookends Library and the attachment files that go with it. Perhaps this will help clear some confusion.

[Cajsa]

I have tried to move Bookends from the Application suppport in the system library on my new Mac into Documents, as OneDrive backs up the Documents folder on my work machine, but I am not able to select this as a path to the Library file in the Bookends setting. Bookends insist of placing the Bookenmds library in the system folder of my Mac. Is this related to cloud services or is this another problem?

[Jon]

There is no setting for where the library is located, you may be referring to the setting for the default attachments folder. Just move the library (.bdb file) in the Finder yourself to Documents, if that's where you would like it and then double click on it to open it.

If OneDrive is just backing up the file in Documents, that's fine. But if it's actually syncing the library (i.e. two way upload/download) then you may run into the same problems outlined for any file sync service. FYI, if you use Bookends cloud sync, that's also providing continuous backup even if you only use one Mac.

Jon
Sonny Software