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Ask the Experts
E
x p e r t A d v i c e
We are constantly working to improve our solutions, and we keep your comments and questions in mind.
Please write to us at dataman@databasesdesign.com with your questions / problems. We will respond as quickly as possible.
F
A Q s
Here are some Frequently Asked Questions from our customers.
Question:
What
is the advantage of a
customized database over commercial programs?
Answer: Having it your way by not being restricted to how someone else want you to deal with your information. Its unique to you and your needs. It reflects your terminology, your specifics and gives you access to hose areas the way you want that data to appear. Its tailor made to fit your requirements!
Question:
What happens if I change from
Mac to Windows or visa versa?
Answer: In a word, nothing. The file will run on either operating system. It would however be wise to state your future intentions or possibility of moving cross-platform if you are not already operating in that environment. This information will assure "zero tweaking" on screen fonts and some other minimal operational considerations.
Question:
What information do you need
from me to determine if a customized database is right for
me?
Answer: You are the only one who can provide both the question and answer. On a sheet of paper write down your wish list. Next, review the operating manual or the software that you are now using (even if it's FileMaker Pro) and see how close you are to having your wishes fulfilled. If there are items missing that are holding your growth back, then it is, probably time to determine what is necessary to customize. To the contrary, if your wish list consists primarily of "bells and whistles", and offers no potential for business productivity growth, then I'd recommend against making the investment.
Question:
Why FileMaker Pro?
Answer: In a word, simplicity! Setting aside the more sophisticated operations, consider that you can have a new file producing information within literally minutes. Having installed a number of solutions, the oddball, "I need it now," always seems to be popping up after the fact. When this occurs, anyone with a very basic knowledge FileMaker can, and often does, complete a file and provide the needed information. In addition, FileMaker doesn't require months of coding to produce information or show the results of changes. Its extremely efficient. It allows for customization that is user friendly, and when compared to other alternatives, its exceptionally cost effective. It likewise provides for the ability to use the databases on Mac or Windows with minimal changes.
Question:
I live in another city, now
what?
Answer: Thanks to technology, living across town, across the country, or across the ocean presents no problems. We have the tools at our disposals, such as teleconferencing and the internet. As work progresses we are able to provide you with constant updates for approval electronically. This is not only faster than traveling there, but much more cost effective. It is also possible for us to maintain your database from our offices as if we were sitting at your desk using your computer.
Question:
What does my system need to run
a customized database?
Answer: Usually nothing more than your willingness to do so. On a more technical basis however, you will need either copies of FileMaker Pro for each of your machines; site licenses; or the customized solution can in certain instances be provided in runtime, which would not require you having FileMaker Pro for your computer.
Question:
What does "Rebuilding
Dependencies" mean?
Answer: FileMaker Pro 3.0 and 4.0 tracks the dependencies between fields and updates them when necessary. It also maintains an internal table that tracks dependencies between fields. When you create or change a calculation field, match field, or relationships, FileMaker Pro will check the dependency table to make sure that any dependent field is updated. The amount of time that is required to rebuild dependencies is directly related to the number of fields in the database and the number of dependencies linked to fields that have been changed. A larger, more complex database may take longer to rebuild dependencies.
Question:
What is runtime?
Answer: Runtime is a copy of FileMaker modified in its design to enable developers to bind and distribute their database solutions to users. In doing so, the user when provided with a runtime solution, will not be required to have a copy of FileMaker Pro installed on their machine.
Question:
What is the advantage of
runtime?
Answer: In a nutshell, you can save the cost of buying a copy of or upgrading to FileMaker Pro. Other advantages are considerations for the design of the solution. Often, the solution will be used by persons whom you do not want messing with your computer. In those cases the kiosk version of runtime for the solution will guide the user throughout the database file without any access to the computer itself.
Question:
What is the disadvantage of
runtime?
Answer: Well, the main disadvantage is that the user can't do any of those neat customized things, like creating a new database on the fly to get the oddball report created. This can't be done since you really don't have access to a copy of FileMaker Pro in order to develop the database. So consider runtime as being only a disadvantage when you want to expand your use for FileMaker.
Question:
Can I add PC's to my Mac
network?
Answer: Yes! And, you can also add Mac's to your PC network. The key here is the network protocol. FileMaker offers several type protocol selections, so be sure to check that all machines on the network are running the same setups and follow the path of least resistance.
Question:
What is a host?
Answer: On a network (2 or more computers hooked together), FileMaker considers the host to be the first computer that opens a file. The second and subsequent computers that connect to that already opened file are guests of the host. Also, it is possible for computer "A" to be the host of file "A", while Computer "B" hosts file "B". You can certainly see where this can become quite confusing, therefore it is strongly suggested that you have one Host for your network.
Question:
What is server software? Do I
need it?
Answer: The FileMaker Pro Server, available for both Windows NT and Macintosh operating systems, is a database engine that has been optimized for network file sharing. Benchmark testing shows speeds increases of up to 66%. While the server software isn't for everyone, it is suggested that if you are hosting more than eight constant users it would benefit you to install the server software on your host computer.
Question:
What about security?
Answer: There are multiple levels of security for your files. Essentially you can control access and actions. These two basic features operating together and under different user groups and passwords provide a very secure database. In addition to the standards provided with FileMaker Pro, in the FileMaker Pro 3.0 and above it is possible to further enhance the databases security through the use of scripts and calculations as well as a administration database.
Question:
How many records can I
have?
Answer: This is best answered by the current FileMaker Pro specifications chart provided by FileMaker, Inc.
- File Size: Limited only by disk space, to a maximum of 2 GB (gigabytes) on a hard disk.
Number of Files Per Disk: Limited only by disk space.
Number of Files Open Simultaneously: Up to 50 files.
Number of Records Per File: Limited only by disk space or maximum file size.
Maximum record size: Limited by disk space or maximum file size.
Number of Fields Per Record: Limited only by disk space or maximum file size.
Length of field name: Up to 60 characters.
Field Types: Text; Number; Date; Time; Container (for OLE objects, sound, picture, or movie); Summary; Global
So the most accurate answer is that the number is unknown as it is dependent upon your computers capacity, and then by the amount of data within the record which would be stored. As an example, a simple zip code file contains about 43,000 records and takes up approximately 2300K of space. A recent client's file however, contained only 10,000 records and took up 7mgs of space. The difference was in the amount of data contained in each of these two files.
Question:
How much does it
cost?
Answer: Well that depends. Some databases might take twenty hours or more to develop, while another might take literally minutes. By develop, I mean more than sitting in front of the computer and entering codes or instructions. Roughly two-thirds to three-fourths of the time is spent with pencil and paper roughing out the tables that will go into making up your solution. This will include not only relationships, but flow and graphic design as well. Therefore, I cannot provide you with a definite answer until I can review the specifications, etc.. I, however, believe that we can sometimes lose sight of value when we focus on cost. Perhaps a more accurate question would be, "What are the benefits I can derive from the custom database and will the investment provide me with a potential for growth that I otherwise might not be able to achieve?"
I will be happy to review any plans and specifications that you might have for a customized databases solution and provide you with a written proposal concerning same. E-mail your inquiry to dataman@databasesdesign.com
Question:
Who owns what?
Answer: Typically speaking, when you "purchase" software, you purchase the License To Use, so FileMaker Pro and FileMaker Pro Runtime are owned by FileMaker, Inc. The database files that are developed for you are licensed to you by the developer, just as the software is licensed to you. However, the data within the files is owned by you. Should you purchase a runtime solution, then you will likely be purchasing a License To Use vs ownership. Generally speaking both the developer and the client enter into NDS (Non Disclosue Statements) specific to the agreement. This protects both parties and prevents the delivery of confidential informations to others without prior written permission.
Question:
What are Tips and
Tricks?
Answer:As developers we're sometimes called upon to be inventors as well. In discovering 'how to' we offer up to the FileMaker Pro user some tips and tricks. The purpose is to make life a little easier for you who are developing your own solution and are stuck for an answer. There are a number of developers who offer Tips and Tricks on their web pages. Rather than be redundant, I am happy to refer you to a good friend of mine with an excellent Tips and Tricks page, plus more, at http://www.amug.org~hposoft. If you visit Jeff, drop him a note and send my regards. If, however, you'd like some one on one help, solving a problem of 'how to', then drop me some E-mail at dataman@databasesdesign.com.
Question:
What else can I do with
FileMaker?
Answer: Have you ever wondered if there is an easy way to create a graph of your FileMaker Pro data? Yes there is, using Claris Impact 2.0 with Data Draw for Macintosh and Windows. And it's just as easy to create professional- looking tables, organization charts, time lines, and calendars.
You can also import and/or export information to programs like Excel where you can not only generate the typical spreadsheet information, but create the chart and bring that picture back into FileMaker to be included as part of your report. And lets now forget about programs like Word either.
Question:
What type databases have you
done?
Answer: Contact - Expense Reports - Sales Management - Contracts - Event Management - Invoice - Accounting - to name but a few. If you like a little more detailed information, you can either click here, or send me some e-mail at dataman@databasesdesign.com as not all solutions are listed.
Question:
What about dates in the new
millennium?
Answer: FileMaker handles the year 2000 in the following manner.
- For existing data in existing databases:
Any two-digit year ALREADY in an existing database (like a FileMaker Pro 2.1 database) is always treated as 19xx (NOT the current century but actually "19" -- it will do this even after the year 2000 since this is old data).
For newly entered data via Browse mode:
If the current year is among the LAST ten years of the century (as in 1990-1999 or 2090-2099), then any two-digit year in the range 00-09 will be treated as a year in the FOLLOWING century. (For example, if it's 1998, then 03 will be expanded to 2003 but 83 will be considered 1983.)
If the current year is among the FIRST ten years of the century (as in 2000-2009), then any two-digit year in the range 90-99 will be treated as a year in the previous century. (For example, if it's 2002, then 97 will be treated as 1997 but 83 will be considered 2083.)
The behavior changes based on what the current year is. Examples:
In the year 1996: In the year 2001:
1/1/01 -> 1/1/2001 1/1/01 -> 1/1/2001
1/1/10 -> 1/1/1910 1/1/10 -> 1/1/2010
1/1/99 -> 1/1/1999 1/1/99 -> 1/1/1999
In the year 2011:
1/1/01 -> 1/1/2001
1/1/10 -> 1/1/2010
1/1/99 -> 1/1/2099
Lastly, this behavior is not adopted if the data is imported via Import Records, scripting or Apple Events or via drag-n-drop to a non-active field or for dates entered in the calculation dialog, etc. Any two digit dates entered into FileMaker this way will be treated as 19xx, not the current century but actually "19".
Needless to say, if the entire year is entered, then the corresponding date will be reflected.