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Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 1 Converting to FileMaker 8.5 Education Technology Services.

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Presentation on theme: "Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 1 Converting to FileMaker 8.5 Education Technology Services."— Presentation transcript:

1 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 1 Converting to FileMaker 8.5 Education Technology Services

2 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 2 AGENDA

3 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 3 1.Introductions 2.FMPro 8.5 Overview –About FileMaker Pro 8.5 –Database Structure –Database Relationships –Migration Strategies –Before Converting –After Converting –Before You Modify the Converted Database Agenda

4 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 4 3.Converting Databases –Tips –Live Conversion - Flat (Simple Database) –Live Conversion - Relational (Complex Database) 4.Remote Administration 5.Reference -- Basic Vocabulary & Terms Agenda

5 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 5 Remember… Training -- Conversion & Remote Admin -- 5 hrs. Remember, if you have questions, slides are numbered for easy referral. Please turn off cell phones, etc.

6 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 6 INTRODUCTIONS

7 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 7 FILEMAKER PRO 8.5 OVERVIEW

8 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 8 ABOUT FILEMAKER PRO 8.5

9 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 9 About FileMaker Pro 8.5.fp5.fp7  Since FileMaker Pro 7, FileMaker Versions are identified with the file extension.fp7

10 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 10 About FileMaker Pro 8.5  Although FMPro 7, 8, and 8.5 share the same file format, any new features in 8.5 may not look or act the same as in 7 or 8.  Databases created with FileMaker Pro 8.5 cannot be opened with FileMaker versions older than version 7.

11 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 11 About FileMaker Pro 8.5  Redesigned status area

12 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 12 About FileMaker Pro 8.5  More options available through the File, Define menu….

13 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 13 About FileMaker Pro 8.5  Password protected FMPro 8.5 files require both: Account Name: Password:

14 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 14 About FileMaker Pro 8.5  Passwords are “Case Sensitive”  Accounts are defined and assigned to “Privilege Sets”, such as: oFull Access oData Entry Only oRead-Only Access

15 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 15 About FileMaker Pro 8.5  Privilege Sets and Extended Privileges are managed from the File menu, Define, Define Accounts and Privileges window.

16 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 16 About FileMaker Pro 8.5  Additional options to save records Note: You can save all records or only the current “found set”.

17 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 17 About FileMaker Pro 8.5  Ability to open and control “multiple” windows from the Window menu

18 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 18 DATABASE STRUCTURE

19 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 19 Database Structure FMPro 6 FMPro 8.5  A database consisted of fields relative to a specific subject and was treated as an individual document  A database consists of fields relative to a specific subject  Specific subject fields are stored in a “Table”  A database may hold many Tables

20 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 20 Database Structure Schools.fp5 Students.fp5 Schedules.fp5 Master.fp7

21 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 21 FLAT Database - A database that does not use relationships. The following files--widely used in the District, are examples of “ flat ” databases: 1.Vacation/Leave Request Form 2.Mileage Report Form 3.Professional Growth Plan Database Structure

22 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 22 Database Structure Relational Database - A group of one or more databases that, when used together, contain all the data you need. In FM8 each occurrence of data is stored in only one table at a time, but can be accessed in any table, either in the same file or from a different related file.

23 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 23 Database Structure FMPro 6 FMPro 8.5  Relationships were built linking one database to another  Relationships may be built with the “other” tables within the database  Relationships may also be built with tables in other databases

24 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 24 QUESTIONS?

25 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 25 DATABASE RELATIONSHIPS

26 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 26 Database Relationships CONCEPT Primary Key – a field within a table that is intended to hold data that will uniquely identify a record. Example 1: Every SBBC employee has a “ unique ” personnel number. The field “ Personnel Number ” may be assigned as the Primary Key in the Staff Table. Example 2: Every school is identified by a “ unique ” location number. The field “ Location Number ” may be assigned as the Primary Key in the Schools Table.

27 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 27 Database Relationships CONCEPT Foreign Key – a relationship or link between two tables which ensures that the data stored in a database is consistent. Personnel Number Staff Name Staff Address … Location # Location Name Address Principal Personnel Number … StaffSchools Primary Key Foreign Key (Primary Key in Staff Table)

28 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 28 Database Relationships Table Relationships Graph

29 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 29 Database Relationships HINTS:  One “Primary Key” per table  Make your database’s Primary and Foreign keys easy to identify in field definitions. Look at the following naming convention example: _pk_xxx (for a primary key) _fk_xxx (for a foreign key)

30 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 30 QUESTIONS?

31 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 31 MIGRATION STRATEGIES

32 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 32 Migration Strategies CONVERSIONREBUILDING  Use FMPro 8.5 to open older doc to convert database to new version  FMPro 8.5 appends the.fp7 file extension to doc  Function and look similar to “old” database  Create a new database “shell” in FMPro 8.5  Convert older doc to FMPro 8.5  Import fields, scripts, and data in converted database to a table in “shell” database

33 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 33 Migration Strategies CONVERSIONREBUILDING  Perfect for “Flat” databases  No need to duplicate layouts  Best when pressed for time & functionality  Time consuming  Opportunity to “condense” large relational database groups  Layouts may be copied & pasted to new “shell”

34 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 34 Migration Strategies CONVERSIONREBUILDING  Check and update fields, layouts, value lists, and scripts prior to conversion  Must check for database integrity after conversion  Check and update fields, layouts, value lists, scripts and relationships prior to conversion & rebuilding  Must check for database integrity after rebuilding

35 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 35 Migration Strategies  How complex is your database structure?  Were you thinking about modifying or recreating your database?  How soon must this database be up and running? Note: At this time our focus will be to CONVERT. REBUILDING requires further knowledge and understanding of the new FMPro 8.5 database features. Conversion vs. Rebuilding…

36 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 36 BEFORE CONVERTING…

37 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 37 Before Converting… Is your file a FLAT, stand-alone database? Use the “Convert a Single-File Method” Is your file a RELATIONAL database? To prevent most breakage of file references that may occur, use the “Multiple File Conversion Method” Know Your Database

38 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 38 Before Converting… Is the database password protected? Do you have the master password? Are there any groups currently set-up for the database? Do you have a list of group names and passwords? Know Your Database

39 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 39 Before Converting… Does the database: – Use relationships – Use value lists based on external data – Runs external scripts – Runs scripts for import, export, and open? Do you have a list of the previously mentioned features to test them after conversion? Know Your Database

40 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 40 Before Converting… Are your date fields formatted as “two- digit year” dates? To ensure data converts as expected, please modify your date fields to the “four- digit year” date. Know Your Database

41 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 41 Before Converting… /FM 6 Developer/ cations/Filemaker Pro/Filemaker Developer/ Do you have the FileMaker 6 Developer Application installed in your computer to run DDR? The application may be downloaded at:

42 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 42 QUESTIONS?

43 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 43 AFTER CONVERTING…

44 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 44 After Converting… Database Was Password Protected By default, passwords in converted files are set as the Account Name & Password of the converted file PasswordsAre CASE sensitive! Security Settings

45 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 45 After Converting… Database Was Not Password Protected Two “Default” accounts automatically created: Admin (full access)--no password Guest (disabled) GroupsEach “unique” combination of group & password will receive a “Privilege Set” Security Settings

46 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 46 After Converting… Passwords not Assigned to Groups FMPro 8.5 will create “generic” privilege sets; i.e. Privilege Set, Privilege Set 2, etc. Security Settings

47 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 47 After Converting… Note: This function returns the membership group (or groups) for the user, based on the current password. This function converts to Get(PrivilegeSetName) Status (CurrentGroups) function

48 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 48 After Converting… Database had scripts or calculations for specific groups. Edit them to look for names of “New Privilege Sets” Scripts and Calculations Note: Since group names may have changed in the conversion process, make sure to check your calculations for the new group names=privilege sets.

49 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 49 After Converting… Database used file references FMPro 8.5 attempts to “weed-out” unnecessary file references. Check to see everything works correctly. Fmnet file references contained an asterisk (*) Replace the asterisk (*) with the IP address or with the domain name of the host computer. File References (Relational Databases)

50 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 50 After Converting… Database used file references Each file reference converts to a “Table Relationship” Relationships

51 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 51 After Converting… Date and Time Separators Possible Solution: Non-standard date and time separators (+ or a space) will not be recognized by FMPro 8.5 Perform a find for “?” to identify any bad data Data Issues

52 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 52 After Converting… Text in Number Fields Possible Solution: Alphabetic data in number fields is now ”recognized”. Calculations may return different results. Ex.: Field myNumber contained “120 F”, previously length (myNumber) would return 3. Now, it would return 5. Use the new Filter function. I.e., length (Filter (myNumber; )). Data Issues

53 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 53 After Converting… Boolean Calculations (Yes, No) (True, False) Previously, when placed on a number field, “Y” and “T” were evaluated as “1” and “N” and “F” as “0”. They are no longer evaluated as a numeric equivalent in FMPro 8.5 Word Breaks Hyphens (-) between words are now considered “word breaks”. Ex: twenty-three counts as two words. Data Issues

54 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 54 After Converting… Today Function used in script or un-stored calculation (Function returned current date according to computer’s internal calendar) Not supported by FMPro 8.5--It will be replaced by Get(CurrentDate) during conversion. Today Function used in a formula for a stored calculation field A new date field, called “Today” will be added to the database and set to auto-enter the current date. Data Issues

55 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 55 After Converting… Sorting Possible Solution: Previously, only one summary field could be added in the sort order. FMPro 8.5 allows sort criteria based on summary fields. Conversion applies the summary sort to the last non-summary field in the sort criteria. Adjust sort order manually. Data Issues

56 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 56 After Converting… Plug-InsCheck for compatibility-- you may have to update them. Custom Web Publishing No longer available through FMPro client-- FMPro Server 8 Advanced is required.

57 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 57 After Converting… Web Security Databases Not supported by FMPro 8.5 All security is now controlled through the accounts and privileges settings.

58 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 58 After Converting… Windows users-- scripts for Print or Print Setup These options may need to be re- created.

59 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 59 QUESTIONS?

60 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 60 BEFORE YOU MODIFY THE CONVERTED DATABASE

61 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 61 Before You Modify the Converted Database TABLE OCCURRENCES

62 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 62 Before You Modify the Converted Database

63 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 63 Before You Modify the Converted Database Sample Layout with table occurrence deleted:

64 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 64 Before You Modify the Converted Database File References Before deleting a file reference that appears “redundant”, check against the database report generated prior to conversion. Because: Once a file reference is deleted, all scripts, value lists, and relationships associated to it will stop working.

65 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 65 QUESTIONS?

66 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 66 CONVERTING DATABASES

67 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 67 TIPS FOR CONVERSION

68 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 68 Tips for Conversion Single File MethodMultiple File Method 1.Close the file and the FM Pro 6 application 2.If your file is hosted on a server, first unhost it, then make a copy and work from the computer where FMPro 8.5 is installed. 1.Close all files and the FM Pro6 application 2.If database solution is on a server (must unhost first) or stored in multiple locations, copy all the related files to the computer where FMPro 8.5 is installed.

69 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 69 Tips for Conversion Single File Method Multiple File Method 3.Run the Database Design Report 4.Clone the database (optional) 5.Convert the file 3.Run the Database Design Report (ALL files SIMULTANEOUSLY) 4.Clone the databases 5.Do not convert files in the same folder as the original files 6.Convert ALL files SIMULTANEOUSLY.

70 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 70 Tips for Conversion “Nested” Database Solutions (Folders inside Folders) 1.Create a “duplicate” folder structure 2.Start the conversion process from the “deepest” folder and save in the corresponding folder in the duplicated file structure 3.Move to the next level and continue the process until you reach the “root” level (topmost).

71 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 71 Steps for Conversion 1.Un-host database file(s) if on a server ___ 2.Save all “database solution” files to the computer where you will be performing the conversion___ 3.Run Database Design Report (DDR) ___ 4.Backup Original FM Pro 6 Files ___ 5.Convert Databases and Save to a Different Folder ___ 6.Check for Data Integrity___

72 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 72 Prepare for Converting DATABASE DESIGN REPORT

73 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 73 Prepare for Converting DATABASE DESIGN REPORT

74 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 74 Prepare for Converting DATABASE DESIGN REPORT

75 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 75 1) Select your database solution files. This will aid in maintaining most relationship links upon conversion. Convert the Files

76 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 76 2)Specify a location for the converted documents. Convert the Files

77 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 77 3)Once you click “Open” the files will be converted. Remember, complex databases take longer. Converting the Files

78 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 78 QUESTIONS?

79 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 79 LIVE CONVERSION FLAT (Simple) DATABASE

80 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 80 LIVE CONVERSION RELATIONAL (Complex) DATABASE

81 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 81 After Converting… Troubleshooting: File was successfully converted; however, the file generates an error message when trying to open it by clicking on the.fp7 icon

82 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 82 After Converting… Possible Solution: Open the FMPro 8.5 application and then click on the File menu, Open and select the file. (Or, you may right click on the icon and select to open it choosing FMPro Advanced from the list of options.)

83 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 83 After Converting…

84 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 84 After Converting… Then, save a copy of the file, discard the problem file and delete the word copy from the duplicate. Now, click on the icon….

85 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 85 ADDITIONAL FILEMAKER RESOURCES FileMaker Professional Training Foundation Series III Book available from filemaker.comfilemaker.com Atomic Learning Broward.atomicLearning.comBroward.atomicLearning.com then, click on the link for Atomic Learning and look for FileMaker Advanced tutorials

86 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 86 ADDITIONAL FILEMAKER RESOURCES FileMaker Application ETS, ServiceDesk FileMaker Forum serve/modules.php?name=Forums& file=viewforum&f=58

87 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 87 REFERENCE BASIC VOCABULARY & TERMS

88 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 88 Basic Vocabulary & Terms Button An object on a Layout that performs a function or script when a user clicks on it. Container Field A field type that may hold a variety of data, such as pictures, audio recordings, files, etc. Database A collection of information in a file containing one or more tables. Database Account Combination of name and password that grants access to the FMPro 8.5 file

89 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 89 Basic Vocabulary & Terms Function A formula that performs a specific calculation and returns a single, specific value. Examples of Logical Functions:

90 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 90 Basic Vocabulary & Terms Indexing The presorting of data by the database that allows FMPro to perform operations faster. Layout An arrangement of “Objects” bound to a particular “Table Occurrence”. Object Any item on a database Layout

91 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 91 Basic Vocabulary & Terms Privilege Set The ability to perform certain tasks granted to users when they are assigned a database account. Script Instruction or set of instructions that automate a process for the user.

92 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 92 Basic Vocabulary & Terms Table A specific set of fields in a database Table Occurrence An object on a relationships graph that represents a particular table. A table occurrence may be duplicated and given a different name as needed. Variable A symbol or name used in a calculation to represent a value.

93 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 93 Basic Vocabulary & Terms Web Control A Layout object that displays data from a URL address.

94 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 94 Thank you for your participation!

95 Rev 8/10/07ETS -- FileMaker Pro 8.5 Conversion 95 This presentation may be downloaded at:


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