rev 8/10/07ets -- filemaker pro 8.5 conversion 1 converting to filemaker 8.5 education technology...

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

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Converting to FileMaker 8.5

Education Technology Services


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AGENDA


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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


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3. Converting Databases– Tips– Live Conversion - Flat

(Simple Database)– Live Conversion - Relational

(Complex Database)4. Remote Administration5. Reference -- Basic Vocabulary & Terms

Agenda


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Remember…• Training -- Conversion & Remote Admin

-- 5 hrs.

• Remember, if you have questions, slides are numbered for easy referral.

• Please turn off cell phones, etc.


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INTRODUCTIONS


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FILEMAKER PRO 8.5 OVERVIEW


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ABOUT FILEMAKER PRO 8.5


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About FileMaker Pro 8.5

.fp5 .fp7

Since FileMaker Pro 7, FileMaker Versions are identified with the file extension .fp7


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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.


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About FileMaker Pro 8.5 Redesigned status area


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About FileMaker Pro 8.5 More options available through the File, Define menu….


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Password protected FMPro 8.5 files require both:

Account Name:Password:


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Passwords are “Case Sensitive”

Accounts are defined and assigned to “Privilege Sets”, such as:

oFull AccessoData Entry OnlyoRead-Only Access


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About FileMaker Pro 8.5 Privilege Sets and Extended Privileges are managed from the File menu, Define, Define Accounts and Privileges window.


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Additional options to save records

Note: You can save all records or only the current “found set”.


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About FileMaker Pro 8.5 Ability to open and control “multiple” windows from the Window menu


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DATABASE STRUCTURE


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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


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Database StructureSchools.fp5

Students.fp5

Schedules.fp5

Master.fp7


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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


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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.


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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


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QUESTIONS?


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DATABASE RELATIONSHIPS


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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.


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Database RelationshipsCONCEPT Foreign Key – a relationship or link between two tables which

ensures that the data stored in a database is consistent.

Personnel Number Staff NameStaff Address…

Location #Location NameAddressPrincipalPersonnel Number…

Staff SchoolsPrimary Key

Primary Key

Foreign Key (Primary Key in Staff Table)


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Database RelationshipsTable Relationships Graph


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Database RelationshipsHINTS:

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)


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QUESTIONS?


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MIGRATION STRATEGIES


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Migration StrategiesCONVERSION 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


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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”


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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


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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…


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BEFORE CONVERTING…


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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


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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


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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


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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


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http://servicedesk.broward.k12.fl.us/osx/FileMaker/FM 6 Developer/

http://servicedesk.broward.k12.fl.us/windows/Applications/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:

http://servicedesk.broward.k12.fl.us/osx/FileMaker/FM%206%20Developer/

http://servicedesk.broward.k12.fl.us/osx/FileMaker/FM%206%20Developer/

http://servicedesk.broward.k12.fl.us/windows/Applications/Filemaker%20Pro/Filemaker%20Developer/

http://servicedesk.broward.k12.fl.us/windows/Applications/Filemaker%20Pro/Filemaker%20Developer/


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QUESTIONS?


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AFTER CONVERTING…


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After Converting…

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!

Security Settings


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After Converting…

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”

Security Settings


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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


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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


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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.


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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)


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After Converting…

Database used file references

Each file reference converts to a “Table Relationship”

Relationships


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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


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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


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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


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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.


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After Converting…

Web Security Databases

Not supported by FMPro 8.5

All security is now controlled through the accounts and privileges settings.


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After Converting…

Windows users--scripts for Print or Print Setup

These options may need to be re-created.


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QUESTIONS?


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BEFORE YOU MODIFY THE CONVERTED DATABASE


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Before You Modify the Converted Database

TABLE OCCURRENCES


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Sample Layout with table occurrence deleted:


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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.


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QUESTIONS?


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CONVERTING DATABASES


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TIPS FOR CONVERSION


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Tips for ConversionSingle File Method Multiple 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.


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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.


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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).


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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___


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Prepare for Converting

DATABASE DESIGN REPORT


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1) Select your database solution files. This will aid in maintaining most relationship links upon conversion.

Convert the Files


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2) Specify a location for the converted documents.

Convert the Files


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3) Once you click “Open” the files will be converted. Remember, complex databases take longer.

Converting the Files


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QUESTIONS?


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LIVE CONVERSION

FLAT (Simple) DATABASE


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LIVE CONVERSION

RELATIONAL (Complex) DATABASE


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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


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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.)


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After Converting…


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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….


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ADDITIONAL FILEMAKER RESOURCES

FileMaker Professional TrainingFoundation Series IIIBook available from filemaker.com

Atomic LearningBroward.atomicLearning.com then, click on the link for Atomic Learning and look for FileMaker Advanced tutorials

http://www.filemaker.com/

http://www.filemaker.com/

http://broward.atomiclearning.com/




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ADDITIONAL FILEMAKER RESOURCES

FileMaker Application

ETS, ServiceDeskFileMaker Forumhttp://servicedesk.broward.k12.fl.us/serve/modules.php?name=Forums&file=viewforum&f=58

http://servicedesk.broward.k12.fl.us/serve/modules.php?name=Forums&file=viewforum&f=58




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REFERENCE

BASIC VOCABULARY & TERMS


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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


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Function A formula that performs a specific calculation and returns a single, specific value.

Examples of Logical Functions:


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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


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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.


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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.


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Web Control A Layout object that displays data from a URL address.


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Thank you for your participation!


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rev 8/10/07ets -- filemaker pro 8.5 conversion 1 converting to filemaker 8.5 education technology...

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