Consolidating Tables in FileMaker 8 MIT FileMaker Users Group 3 November 2006 Kevin Cunningham.
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Transcript of Consolidating Tables in FileMaker 8 MIT FileMaker Users Group 3 November 2006 Kevin Cunningham.
Consolidating Tables in FileMaker 8
MIT FileMaker Users Group
3 November 2006
Kevin Cunningham
Why Consolidate? Efficiencies (scripts, etc.) Allow for consolidated data design
(similar tables -> single) Security (single location) Work within Server limits Easier to distribute/maintain
Why Not Consolidate? Risk of breaking interface Takes a good deal of time
(e.g., 16-32 hours for 12 files) Extremely tedious manual work Really need to? (future plans)
Preparing to Consolidate 1 Get FileMaker 8 Pro Advanced Create initial backup Normalize naming:
UNIQUE names for all elements Put TABLE identity in names
Eliminate unused elements: Esp. layouts, but also fields, scripts, etc.
Streamline where possible: Use new FM functions (GetNthRecord) Use modern logic (Case, Else If)
Preparing to Consolidate 2 Gather Data on State of Databases
Run DDR on all files Print PDFs of Relationship Graphs Get Design data in useful format
Standardize an account/password set Reduce hassle of opening files multiple times
Make backup copy of revised set May want to obtain QuicKeys on Mac to
automate steps
Preparing to Consolidate 3 Set order of elements to import
decide up front order of layouts, scripts, value lists, tables, etc.
Decide relationship approach E.g., use anchor-buoy
Select File to Use as Core Use file with most layouts and/or relationships (minimize
handwork) — see the DDR for guidance Prepare Working Directories
Consolidation Steps 1 Create Value Lists in core file
Manual (QuicKeys can automate some) Can supply custom values now Can’t create field-based values yet
Create Tables/Fields in core file FM import, cut/paste Issue: core context of newly created tables Issue: if custom functions used, do them first? Option 1: create table names manually, then copy/paste
entire field sets Option 2: import whole tables
Consolidation Steps 2 Create Table Occurrences/Relationships
Manual (no automation) Create new TOs Link TOs to form relationships
Optional: Import Data Now FM import Can do now or later (useful if value lists are based on fields) Can consider imported data as temporary (if users still using
dbs) or permanent (if offline)
Consolidation Steps 3 Repair Field Definitions
Manual (no automation) Fix defs based on relationships (lookups, calcs) Make sure validation by value lists works
Repair Value Lists Manual (no automation) Fix value lists based on field data, related data (Could hold off until VL consolidation phase)
Consolidation Steps 4 Create Layouts with Appropriate Names
Manual (QuicKeys can automate some) Need to create layouts by name Don’t need to set layout parts/contents May want to create standard dummy layout and duplicate/rename,
etc., via automation (see later layout steps)
Import Scripts FM Import Requires fields/layouts name already in place Repair scripts that use literal strings Address scripts for new contexts (can’t assume layout is in “current
file”, consider windows) Address “On open” and “On close” scripts
Consolidation Steps 5 Create Layout Parts
Manual (QuicKeys can automate some) Create proper parts for each layout Suggestion: use vertical view of part names Define part characteristics (e.g., size, bgcolor) Define layout characteristics (columns, view)
Import Layout Elements Manual (QuicKeys can automate some) Prepare original layouts (e.g., upper-left icon) Copy/paste elements for each layout Clean up pasted layouts (remove icon)
Consolidation Steps 6 Streamline Scripts
Manual (no automation) Use parameters, etc. Consolidate same functions into single script
Streamline Layout Interface Elements Manual (no automation) Parameterize buttons to use revised scripts Find efficiencies across multiple layouts (e.g., graphics elements – do you
have a SETTINGS table?) Consider revised navigation schemes Consider standardization of look-and-feel
Consolidation Steps 7 Streamline Value Lists
Manual (no automation) Plan list consolidation Repoint lists on layouts, field defs, etc. Consolidate same lists into single list Eliminate lists from “Other File” (use native value list)
Other cleanup Manual (no automation) Repoint file references to current file Consider how to address context in field defs
Consolidation Steps 8 Implement Security/Access Scheme
Manual (no automation) Plan account/privset consolidation Especially consider how to restrict access if previous scheme used
“different file” as access control More important to limit database architecture changes (e.g., have
admin password for changes)
Other cleanup Manual (no automation) Custom function fixes?
Moral Main Points
Sequence is important (what you do earlier plays out later) Some steps are more able to be automated than others
(some are just manual, it can’t be helped) No matter how you do it, there is drudgery involved!
Thank You