Losing Excel attachments. Ouch!
Posted on 2004-04-19
I have a database that is used as a document repository. Word and Excel documents are attached, one per Notes record, in a RT field called Subject.
The Subject field is hidden when the document is in edit mode unless the user has "checked out" the Notes document. The check-out process prompts them to save the attachment to their hard drive. The check-in process warns them it will clear ALL attachments in the field, and then prompts them for the updated document to attach. It then clears the field and attaches the updated document.
This database has been working well for a bit over three years, and is up to about 5.5 GB in size.
Friday, about 4:30, I got an e-mail saying there are several documents in the database that have Excel spreadsheets attached, but that the spreadsheets for these documents have turned up empty. There doesn't seem to be any consistency or pattern to which documents have been affected. One was last checked in on Feb. 17 of this year; another was last checked in on May 7 of last year. I'm told there are other documents, too, but haven't been pointed toward any other examples.
In each case, in the fields tab of the document properties, the $FILE field shows the object length to be 2 bytes. And each of these documents has only one $FILE field. This tells me that whatever data may have been there is lost forever.
My concern is, how did it get lost, and what can I do to stop it from happening again?
We're running 5.04a and 5.08 and the database is only being accessed from Notes clients.
Any suggestions for what I should be looking for would be most appreciated.