Converting to FileMaker 8.5

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

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

Agenda Introductions 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 Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

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

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

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

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

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

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

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

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

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

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

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

Database Structure 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 Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

DATABASE RELATIONSHIPS

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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) Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

Migration Strategies CONVERSION REBUILDING 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 Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Migration Strategies CONVERSION REBUILDING 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” Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Migration Strategies CONVERSION REBUILDING 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 Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Migration Strategies Conversion vs. Rebuilding… 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

Before Converting… Know Your Database 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” Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Before Converting… Know Your Database 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? Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Before Converting… Know Your Database 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? Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

Before Converting… Know Your Database 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

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

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

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

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

After Converting… File References (Relational Databases)
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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

After Converting… Data Issues 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; )). Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

After Converting… Data Issues 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

After Converting… Data Issues 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

After Converting… Data Issues 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

BEFORE YOU MODIFY THE CONVERTED DATABASE

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

Sample Layout with table occurrence deleted: Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

Tips for Conversion Single File Method Multiple File Method Close the file and the FM Pro 6 application 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. Close all files and the FM Pro6 application 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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

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

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

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

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

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

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

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

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.) Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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…. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

ADDITIONAL FILEMAKER RESOURCES
FileMaker Application ETS, ServiceDesk FileMaker Forum Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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

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

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

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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. Rev 8/10/07 ETS -- FileMaker Pro 8.5 Conversion ETS -- FileMaker Pro 8.5 Conversion

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

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