FileMaker for IT Support Staff - 17

UI Basics

• Tour of interface, dependent on OS type.

* Manage Database allows you to define Tables, Fields, and Relational Schema.  Support fields types are Text, Number, Date, Calculations, Containers, and Time Stamps.

* Script Workspace allows you to write scripts or "code" in your FileMaker Custom Application.

* Layout Mode allows you to structure the UI.

* Difference between a brand new Blank file versus a more completed FileMaker Solution.

* Compares Rows and Columns as they would be in a Excel file.  

* The database Structure and data are saved in the SAME file.  Files may get large due to data growth.

* A FileMaker Solution may be a single File or multiple files.  A solution with multiple files should stay together in a single directory.

• Status Tool Bar is a standard part of the FileMaker Application.  The developer who built the solution May or MAY NOT choose to display the Status Toolbar.

How to Open a FileMaker File

* Quick crash course of how to use FM Pro.

* Launch Center allows you to browse through the local files, or open files on a server/host.

* A server connection can be set up from Hosts tab.  Click on the "+" symbol on the lower corner of the window.  Enter the correct IP address (or domain name) and label it with an easy to remember nickname.

* The top status bar allows for, navigation/interaction with records and creation or deletion of records.  This tool bar can be risky if you don't know what you are clicking on.  

* Status tool bar can be shown or hidden based on what the developer wants to show. 

* The different screens in FileMaker are called layouts.  These layouts can have buttons that you place on them. Each time they are clicked they can run a script that you write.  This script can perform any action that you have the skill to write.

* Layouts is just a GUI (Graphic User Interface) that is based on a specific table.  It's a way of displaying information from a table/record on screen. 

* Find mode is a mode in FM that allows to you do searches for records in the current table for records that match the search criteria.  You can specify the search criteria by clicking in the field you want to search that typing the text you are looking for.

Saving Data and Record Locking

* Saving data in FileMaker is easy.  After making an edit, FM will automatically save once click out of the fields, you change layouts or you change records.  Be careful, there is no undo function.  Edits are permanent.

* Multiple users cannot edit the same record at the same time, but they can view the same record at the same time. 

* Something to be aware of when employees leave the workstation.  Danger of record locking a key record.

Saving Data in Multi - File Solutions

* You can open 2 FM solution files at the same time and have 2 windows open at the same time. Each window can belong to a different file, with different layouts, and different data accessible to both to of them.

* It's up to the developer to make sure that the interface and the presentation of the windows makes sense to the user.

Saving Data - Dynamic Relationships

* Layouts are based on tables which display the data from the record in that table. 

* In FMSP 1 contact = 1 person.  Tables can be related to each other.  Data links can be constructed which allows for record data to be seen from other tables/layouts.  This is the main feature of a relational database. 

* When you change layouts you can potentially change the tables you are pulling information from. This is called a context change.  It's important to be aware of where and when this is happening.

* Editing a record = Record Locking - While you are making changes to a record, no one else can make changes to the record. 

* Commit a record = Record Unlocked and Saved, no undo for this process.

Deleting Records is Permanent

* There is no undo for record deletion.  Deletion is a permanent action.  Furthermore there is no log of the delete action.

* Generally speaking, deletion should be a last resort.  instead consider marking a record as "dead" or "inactive."

Record Locking in a Multi-user setting

* You can accidentally record lock a record that you are trying to edit.  If you have 2 windows open on the same record and one is editing the record, the other window can run in to a record lock.  This can be a confusing scenario for the end user if they don't understand that they have 2 windows open.

* Each database that is opened will have at least 1 window open at any given time.  Closing all windows on an open database file will close the file.

* This is a handy feature that you can use to work in multiple areas of the database at once. However, be careful as the more windows you have open the slower the FM solution will run.  

* FileMaker treats having multiple windows open on 1 database file like a second user. 

Coordinating with the FileMaker Developer

* IT may need to coordinate with a FM developer.

* Having an in-house developer is nice, since they are always accessible, and more likely to understand your business process.  They save time, requires less data entry, and generally commit fewer mistakes.

* The IT staff should not feel threatened by the developer.  They are there to help.  IT staff should come to the developer with questions, and learn it's behavior.  Understand the requirements to support the files the developer is creating.

* Once a user has a finished solution, and it is thrown on to a server, it can still be developed and edited.  This is the advantage of FileMaker.

FileMaker Terminology

* Custom Application is also known as a database, template or solution.  

* FileMaker is a database engine, But the platform also comes with a UI layer and a calculation engine and scripting environment.

* FMS can mean the hardware or software. 

* FileMaker Cloud - is the FileMaker Server software, but it is configured to specifically run on AWS EC2 instances.

* FM Go can connect to hosted files on FM Cloud or FMS.

* FM Go does not include development and is used for remote access.  

* FM Go is specifically meant to run on iOS devices. 

* FM WebDirect can open FM solutions; but is run through a web browser.  There is no Android version of FM Go and is the only way for an Android device to open an FM Solution.  

Networking Standards

* If you packet loss less than 5%, FM continues to perform well and the slowdowns are likely unnoticeable.  Packet loss greater than 10% is going to be very noticeable and you will see a drop in performance.

* If you have an office server in the building the latency will be near 2 ms.  Extremely fast!

* If you have a server that is located elsewhere you may find you have higher latency.  As you get past 30ms latency the database performance will be okay, but it will be noticeably slower.

* It's important to measure latency and keep servers as close as possible; so your application doesn't lose performance. 

Asking Questions is Important

* Asking questions is not a sign of weakness. 

* Ask questions related to security policies to ensure you add correct safety features. 

* Ask the FileMaker Developer a question for specific information to complete a project accurately. 

* If you have questions or need help, reach out to Richard Carlton Consulting at support@rcconsulting.com. 

Differences between FM Server and FM Cloud

 * FileMaker Server can run on Windows or Mac on a on-premise server.  FileMaker Cloud is a FileMaker Server software that is designed to run on AWS EC2 instances that run linux. 

* Another name for FileMaker Cloud could be FileMaker Server for AWS.  FileMaker Cloud is closer to a marketing name.

* EC2 can install Linix or Windows, at the end of the day you can actually run FileMaker Server or FileMaker Cloud on AWS.  It just really boils down the proper configuration.

* AWS, Vultr, and GoDaddy all have their own EC2 equivlents.  AWS tends to be the leading server and network hosting service.

* When looking at getting a server, you need to ask yourself if you are willing and able to provide your server and maintain it? FileMaker Cloud setup tends to obscure the more technical details from the user.  It can take about 1.5 hours for an experienced IT staff.

* FileMaker Server takes longer to install and set up on a on-premise server.  This time can vary.

* FileMaker Inc. currently has limited availability to provide tech support for FM Cloud.  For a handful of users who have an issue on a Friday may find themselves without help over the weekend.

* As the new versions of the FM platform release, there is increasing parity with FM Server and FM Cloud.  FM Pro, FM Go, FM WebDirect, PSOS, SASE and Microsoft Active Directory work on both.

* However some edge cases do exist. FM Server supports PHP and XML.  FM Cloud supports OAUTH Authentication.

* Plugins are also an area to be careful of.  If running FM Cloud you need to make sure your plugin will function on Linux.

* FM Cloud server also supports SSH.  This is a function of being a linux box on AWS.  Not officially supported/reccomended by FileMaker Inc.

FileMaker Plugins

* Make sure you have proper licenses purchased and make sure it works for your version of FileMaker. 

* Plugins have been in the FM community for a long time.  However as FM versions comes out, features that were only accessible by plugin are now native features of FM.

* Be aware that the more plugins you install, the more maintenance you will need to perform on the solution.  That file will have more points of failure as well as an out of date plugin which can cause errors in the processing of your solution.

* Windows for a server require a 64-bit plugin. 

* The same plugin file that runs on Windows and Mac, are not the same files that run on the Linux server machine.  You will need special versions of a plugin to run on FM Cloud.

Capturing Bugs from End Users

* Have a layout devoted to reporting bugs. 

* Have users attach screen shot or Video of bugs, location where bug occurred, and result of the bug. 

* Getting information about a bug from an end user is usually a difficult process.  Often vague and sparse reports are the norm.

* Providing a bug report template with places to prompt the user for information can be useful. 

Reporting a FileMaker Bug

* If bugs are reproducible on multiple machines, definitely report it to FileMaker Inc. 

* Log into the FileMaker website to report an error. 

* It's important to include what the behavior should be in the bug report and what actually happened.

* Check the FileMaker Community forum to see if FileMaker is already aware of the bug. 

FileMaker Help & Knowledge Base

* FileMaker Knowledge Base is a giant repository of FAQ found on the website.  

* It contains a list of all software patches and various other common topics related to FileMaker. 

Fix Problems by restarting FileMaker or Computer

* New computers generally don't need a restart and can go weeks before you start to see funky behavior.  

* There are some issues or strange behavior that pop up in FileMaker that can be solved with a simple machine or FileMaker restart. 

* The web viewers for whatever reason can be a little fragile the longer the solution is open.  If it does start acting funky, then reboot the FM Pro application.  If that still doesn't work, try rebooting the computer.

Passwords and Security

* Passwords can be hard-coded into the FileMaker System, managed by scripts or can be integrated with Active Directory through FileMaker Cloud. 

* If you are using Microsoft Active Directory to sign in to your FM Solution, then you will need to work with your developer to make sure that FM Server has access to the Active Directory.

* It's important that you provide accounts on your FM Solution that have passwords.  Individualize if possible.

* A developer will generally try to cut as many corners as possible.  This includes setting up proper user names and passwords for the users during development.

* However for larger businesses setting up individual user accounts may not be feasible.  A single login for everybody or tiered logins may be more appropriate.  You will need to assess if that security model is appropriate for your solution and the content within it.

Lock Your Computer if You are Stepping Away

* Locking your machine down when you leave, does not close down the FileMaker solution that is open.

* FileMaker does not have the ability to check if the computer has been idle for any amount of time.  You can't rely on native FM features to secure itself if the computer is unattended.

* You can add a timer script step to automatically lock.

* You can also manually lock your screen.

* Have a Policy for when to Lock the Computer. 

FileMaker Ports

* With packet loss of 5% or less FileMaker performs find.  10% or more and you will notice significant bottlenecks.

* Historically FM has always communicated on port 5003.

* WebDirect is based on the browser and will use port 80 and 443.

* Keep in mind that there are other alternative ports that FM can use.

Sharing your FM Solution with a team

* FileMaker Server provides mission critical capabilities to protect your database and your business.

* FM Cloud automatically backups. 

* It also provides a backup scheduling feature, which is crucial if your file crashes.

* If your file crashes, you should always roll back to your previous good backup.

* FileMaker Pro can share an open file locally with up to 5 other users, or Peer-to-Peer (P2P) Sharing.  This should only be used temporarily or to test a database.

* Solutions can be shared by dropping the file into the FM Server directory; or by using the "share" button the the status toolbar. 

* FileMaker Pro does NOT have the same level of protection as FileMaker Server or automatic backups.

* This also affects performance for the connected user and the user hosting the file.

* If the host let their machine go to sleep or they quit FileMaker, etc., everyone will get booted from the database.

* Server also allows many more concurrent users than a locally shared file.

* We STRONGLY suggest purchasing FileMaker Server and either purchasing your own dedicated machine to act as a server, or seek the services of a hosting company.

FM Server Admin Console Interface

* Why are we training on FM Server?  It's essential for multi-user, and to know what to do when something goes wrong.

* In this video, we will show you some of the ins and outs of the FileMaker Server Admin Console and how it's changed over the years.

* Monitor the number of Users, and statistics from the dashboard tab.

* Schedule On-demand and regular backups in the backups tab. 

* Modify critical settings in the configuration tab.

* Run additional server to improve performance from the connectors tab. 

* NEVER use a crashed FileMaker database. 

* ALWAYS restore from the last good backup.

* Discussion of security and backups.

Setup your backups or you will pay!

* 3 Types of Backups: Bootable, Scheduled, and Offsite.  You need them all.

* (MAC Users) Sync2Folders is the old shareware version.  They now have a updated professional app called "Sync Folders Pro" on the Apple App Store for $8.99 which works pretty well.  This App will not Zip the files during Sync.

* (MAC Users) "Get Back 2" is a similar App, but compresses the backup during the transfer.  Very clever.  

* How many backups should you have, Onsite or off?

* Using multiple drives for backups as added saftey.

* Creating new scheduled backups and managing folder permissions. 

* Accessing and deleting backup files. 

How FileMaker Server Enables User Management

* After two minutes of inactivity they are disconnected. 

* Clients may have the current version, or one version back to connect to the FM Server. 

* FM Cloud clients must have the same version or newer. 

Server Logs - Where to find them, How to view them 

* This has really changed in the FMS 17 Release.

* Logs are no longer viewable in the Administrative Console.

* Access Log records users logging on and off the file, as well as PSOS scripts being run. 

* Event log records server startup and shutdown, server settings, and backups being run, etc.

* Web Publishing engine log records web publishing engine information.

* Log files on a Mac server are located in /Library/FileMaker Server/Logs/

* Log files on a Windows server are in C:/Program Files/FileMaker Server/Logs/

* You can find the log files in the Logs directory, where FileMaker Server is installed on the server machine.

* LogTail, for Mac, is a useful tool to view your logs for FM Server. 

Progressive Backups - These are Important!

* These backups are highly automated and result in FileMaker only saving "changes" to databases during a backup and not entire copies of a database.

* Progressive backups go on a separate drive.

* Never modify a backup file.  If something goes wrong, it can cause the system to fail.   

Procedure to Restore a FM Server from a Crash 

* Always restore from the last good backup.  

* NEVER use a crashed databases.

* Check your configurations so that crashed files are not automatically set to open upon restarting your server.  (http://bit.ly/RCC_Crash_Recovery_Process)

* You may want to create your own variation of this procedure for your organization, but keep your eye on the fundamentals.  

* Discussion includes conversation about "HardLinks"

* When the database Server crashes, take the crashed files out, date them, and compress them.  Do NOT delete them.

* After the restart of the server find the last good backup, and make a COPY into the Data/Database folder.

* Crashes CAN occur in the middle of a backup.  DO NOT use these.

* Restoring the files on a Mac requires a reset of the correct Permissions to the FileMaker Files,BEFORE you start them up on the FileMaker Server.

* If you fire up files and you find that you cannot EDIT the data and the Files are set to "Read-Only" the permissions are WRONG.

* To fix FMP12 files that have the wrong permissions, CLOSE the files FIRST, then fix them, then reopen them in FileMaker Server.

* This Procedure is different for crashes on FM Cloud. 

* Share this course with other IT Professionals you may know!