Before I begin, the issue outlined below pertains to version 12.5.x. You may want to test in your 12.x version to see if this issue applies for you as well. Take a look at another document posted here referencing the same issue.

If you're not changing 'Source System' values for an existing table, then you have no worries. 

Our TBMO discovered changing the 'Source System' field for an existing table inadvertently creates a HIDDEN version.

What I mean by "hidden" is that there's no indication of a version created/active.

The problem with a "hidden" version is that you wouldn't know a subsequent change (after the "hidden" version is active) made to the table is NOT applied to other time periods. 

Here's how we stumbled on the issue:

@Richard Coronado updated our Global Chart of Accounts table's 'Source System' field to better reflect the data source.

Later, a new GL account was added and subsequent data file uploaded.

On performing some QA checking, @Richard Coronado discovered the newly added account appeared from start of time to Nov FY19, but not in Dec FY19 and beyond...due to the "hidden" version in play starting Dec FY19.

Please be VERY careful when changing the 'Source System' field for existing tables!!

If you encounter this, too, please reference our case 147121.

Thanks for the heads up @Matt Temple. By any chance did you raise this with support and what did they say ? 

Regards

Varghese

Yep. Reference our case 147121.

Thank you for sharing this, @Matt Temple.

Thank you for sharing @Matt Temple. When we started our upgrade to R12.5 a few months back, we had the same issue with updating source system with R12.5.  We were unable to upload any new data to the some tables, and Apptio support told us it is because we changed the source system after initial upload.  The support desk asked us to delete the tables and rebuild it from scratch, fortunately we are at the beginning of the upgrade process.  Since then, we have noted it as best practice: not to update the Source System.

Yep...that will be our fall-back plan if all else fails.

I'm still very hopeful that Apptio Engineering will find a better solution.

 This is great to know, thank you @Matt Temple for sharing, will update the rest of the team to make sure we don't do this as paart of our rebuild

Also noticed that if your Source step in the transform pipeline changes the versioning doesn't work. I've tried to change the source data after creating a new version but it doesn't stick so have to create a new table and change the appended data

Yeah...this issue really has an unfortunate consequence.

For some who encounter this early enough and with minimal impact, the easiest thing is to rebuild the table. We were exploring that option for a few seconds before realizing we had more than 100 tables affected with some subsequent config changes. Grrrrr!

Fortunately, Apptio Engineering may have found a way to remove the "hidden" version. Hopefully this shakes out nicely. <keeping fingers crossed>

When speaking with Apptio, I proposed they...

1. Issue a required hot fix to clients using Apptio CT 12.x versions with the issue to disable the Source System field.
2. Until the hot fix / update can be issued, Apptio aggressively publish a BOLO (Be On the Lookout) bulletin to appropriate customer contacts.
3. Review overall communication protocol with intent to improve communicating with the Apptio community focusing process to alert us of issues like this.

If you agree with my proposals, please raise your support by contacting your CSM and Acct Exec.

@Brett Yates @Luke Lipan

Thanks @Matt Temple I will definitely contact our CSM about this as CT should be able to move with the changes in data sources just as much as we (TBMAs) have to

Thanks for sharing, @Matt Temple!! 

I just ran into the issue, all of a sudden I can't see the one of the raw data tables. Didn't know what caused it, but support is able to create the trunk from previous check in and merged the 'hidden' table from the trunk. I didn't remember changing the source system column though! 

Regards,

Prem

Just a status update...

Apptio Support is still working through the affected tables, but progress is being made towards removal of the hidden versions.

If you encounter this issue, I recommend contacting Apptio Support (reference our case 147121) and request they remove the hidden version. The alternative is to re-build your table from scratch.

Remember to be mindful of this issue...DO NOT CHANGE THE 'SOURCE SYSTEM' FIELD for an established table. Check with your CSM for updates and confirmation if your version has this problem.

Hello! Any update on this case is the problem solved in Apptio? Customer would like to get some source system data fields updated and found this information from last year.  

@Mark Clagett...can you confirm this is fixed and, if so, what version?

Hi @Matt Temple - Yes, that issue was resolved in 12.7.1, so everyone should be good as long as your current version is 12.7.1 or above.

Thank you for reply! Our project 12.7.1. so all good to continue.