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Restoring FileMaker 12 Backups With Managed Containers

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In the course of my work on a customer project, I discovered that the links to externally stored container fields with a FileMaker Server 12 backup can break if the backup is not restored properly. After trying a number of different scenarios, I have come up with a list of circumstances where container fields will remain intact and when they won’t.

All examples are using a Windows based FileMaker server and apply equally to both secure and open external container storage.  Understanding these situations will help you properly restore FileMaker 12 files that use external container storage.

In case you need to get some basic knowledge about FileMaker Server 12 and the new features related to backup and enhanced container fields, here are some great resources to get you started:

Circumstances where external container data will break (container fields will show files as missing):

  • Uploading FMP12 backup files with the FileMaker Server admin console.
  • Opening backup files in FileMaker Pro — ie, not hosted by a server
  • Opening files in FileMaker Pro that were removed by the FMS admin console

Circumstances where external container data will remain intact:

  • Copying FMP12 backup files, with the respective container data folder from the RC_Data_FMS folder, to the FileMaker server data directory, then opening the files with the admin console.
  • Copying backup files, as above to a different FileMaker server
  • Downloading the files with FMS admin console, then opening the files in FileMaker Pro (e.g., not hosted).  In this case, the databases and remote container file directories are downloaded together, so references to externally stored container fields are preserved.
  • Downloading the files with FMS admin console, then uploading to another server, or the same server, with the admin console. Again, the act of downloading the files brings the container file directory along with it.  Uploading these same files will restore the container data on the FileMaker server.
So to conclude, when restoring backups of FileMaker files that use external container storage, copy the files (don’t upload with the Admin Console) to the data directory of your FileMaker server.  In addition to the FMP12 files, copy the respective subfolder for your backup file in RC_Data_FMS to the RC_Data_FMS folder in the server data directory.  Note that on Mac OS servers, permissions for the FMP12 file and container directories need to be reset when copied to the data directory and not uploaded with the console.

Stop Embedding Documents in Your Database!

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Recently, I converted two customer databases from FileMaker 11 to FileMaker 12. Both customers were embedding documents in the database by inserting them into container fields. The result in each case was database bloat—a file size much larger than necessary (1GB or greater).

The disadvantages of a large database in FileMaker are several including slower performance (more data to push over network), lower productivity (long wait times during backups), and greater risk (more susceptible to corruption in the event of a crash). Fortunately, FileMaker 12 has a new feature called Enhanced (or external) Container Fields to address this.

For each database, I converted it by dragging the file onto the icon for FileMaker 12 and going through the automatic conversion process. Next, I opened the database and sorted the field list by “field type”.

Container field in FileMaker 12

Next, I went through each table looking for the any container fields. (You could also use BaseElements or Inspector to search by field type.) For each container field, I changed the storage option to “Store container data externally” under Field Options.

External storage setting for container field

Finally, I closed the Manage Database window to save the changes. FileMaker Pro started moving the documents in the container fields to a folder called “Files” outside the database. It then compressed the database to reclaim the unused space.

The results were impressive. For the first database, there was one container field in one table with 68K records. Each record stored one thumbnail image. By moving the container data to external storage, the database size was reduced 46.5% (750MB to 400MB).

For the second database, there were twelve container fields in one table with 750 records. Each record stored multiple images and PDFs that were not optimized. Moving the container data to external storage reduced the file size by 99% (2.3GB to 3.4MB)

The conclusion is obvious. Stop embedding documents in your database! It increases the file size unnecessarily and creates the negative effects mentioned above. Of course, you have to upgrade to FileMaker 12 to take advantage of this new feature. The only caveat is to test the functionality of the new database before deploying it to production (just in case).

12 Days of FileMaker 12: Server File Management

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Changes in FileMaker Server 12’s backup scheme and the new ability to store container data externally offer significant improvements in data protection, performance and data delivery to the user.

File Management in FileMaker Server

In this session from the 12 Days of FileMaker 12, we explore

  • Full backup functionality changes (hard links)
  • Understanding, configuring and restoring from progressive backups
  • Understanding and implementing external container data storage
  • Delivering container data via HTTP streaming
  • Secure vs. open storage

About Colin Keefe

Colin Keefe holds an MFA in Sculpture from Cranbrook Academy of Art. He built his first FileMaker database in the front office of a woodshop in 1994. Subsequently he spent time in a Silicon Alley startup before beginning full-time FileMaker development in 1998, first at EnglishComp and then as an independent developer.

Colin has been with IT Solutions Consulting since 2005, where he is currently a Project Manager in the Application Development department. He holds FileMaker certifications for Versions 7 through 11, is a FileMaker Authorized Trainer, has presented at DevCon, conducted roundtable sessions at Pause On Error, and written for FileMaker Advisor Magazine. He’s also been the coordinator for the Philadelphia FileMaker User Group since 2008.

12 Days of FileMaker 12: Container Field Enhancements

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FileMaker Pro 12 brings a new storage method for container fields. This session from the 12 Days of FileMaker 12 introduces developers to the new storage method from a practical usage point of view as well as from a technical point of view.

Container Enhancements in FileMaker Pro

Topics in this video include:

  • Manage Containers option
  • Thumbnail generation
  • Secure container storage
  • Remote data transfer
  • Inspector options
  • Insert File script step
  • Converting older databases

About  Tim Neudecker

Tim Neudecker is a leading software engineer who has over 20 years’ experience as a professional FileMaker developer. He spent over ten years as an in-house developer for companies such as Macy’s/Bloomingdales and AGA. In 2003, he joined KyoLogic as co-founder and CTO.

Tim has presented four times to the FileMaker Developer Conference on topics including security, system performance and developer tools. He has published articles in FileMaker Advisor on system integration and performance tuning. In 2003, he was honored with a FileMaker Excellence Award for his contributions to the developer community.

Image Rotation and FileMaker

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Recently I was asked whether it is possible to rotate an image in a FileMaker container field. As far as I know this only is possible by exporting the image, using another application to rotate the image, and then re-importing it back into FileMaker. This solution would exist only in a Mac OS X environment, so I turned to AppleScript, and the built-in image manipulation app called Image Events.

Although I am sure refinements can be made to the process, and it currently only works on the Mac OS, the process is fairly straightforward. The file has a container field which stores an image. Another field stores the temporary path for each record’s image. I decided to capture the direction of the rotation (clockwise or counter-clockwise) as a script parameter and set up some basic buttons to handle the process for the demo. To rotate clockwise the angle is 90 degrees, while for counter-clockwise it’s 270 degrees.

Script to call AppleScript from FileMaker

Since the AppleScript uses the database name and layout name, I captured these as variables. I also set the AppleScript itself as a variable so I could step through the script and see what it generated. I then built the path for the export, and also converted the slashes to colons for the AppleScript path. Immediately after exporting the image, I ran it through the Image Events to rotate it, and then followed this up with an insert image script step, grabbing the rotated image from its Finder location. I added a platform check so this would run only on the Mac.

AppleScript to rotate an image

There are at least two plug-ins that accomplish very similar goals. 360Works’s free ScriptMaster rotates an image based on a URL, so if this image resides in a container field you first will need to export the image, apply the rotation with the ScriptMaster function, and import the modified image. CNS Image will actually rotate an image inside a container field, and has many other useful features; prices can be found at the CNS web site. Both plug-ins are cross-platform, unlike the AppleScript solution outlined here.

Sample File: ImageRotator.fp7

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