Long Distance Upgrades in FileMaker

Richard Carlton, Jul 30, 2024, FileMaker Training Videos

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• Introduction to FileMaker Upgrades
• Reasons to Upgrade Your FileMaker Version
• Key Benefits of Upgrading
• Strategic Upgrade Planning: Steps for Success
• File Conversion from Older Versions: FP7 to FMP12
• Operating Systems, Hardware Compatibility, and Testing
• Impact on Plugins and External Integrations
• Test Server Setup and Testing Protocols
• Avoiding Downtime and Ensuring Rollback Capability
• FileMaker Server Interoperability and Version Control
• Troubleshooting Common Upgrade Issues
• Best Practices for Long-Term Stability and Security
• Check List
• Video

Introduction to FileMaker Upgrades

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Upgrading FileMaker to its latest version is a decision that many organizations delay, often due to concerns about cost, downtime, or compatibility. However, running an outdated version of FileMaker comes with several risks, including slower performance, security vulnerabilities, and compatibility issues with newer hardware and software. This post will walk you through everything you need to consider when planning a long-distance upgrade—from version 19, 18, or even earlier versions like 12 or 7, to the latest release.

The main goal is to provide you with a comprehensive, step-by-step guide to ensure that your upgrade is as smooth and risk-free as possible. By following these steps, you can minimize unexpected issues, reduce downtime, and take advantage of the latest features FileMaker has to offer.

Reasons to Upgrade Your FileMaker Version

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Before diving into the specifics, it’s essential to understand why upgrading to the latest version of FileMaker is crucial. Here are some key reasons:

1. Improved Performance

Newer versions of FileMaker come with significant performance improvements, especially in areas like remote access, multi-user databases, and large file operations. Users connecting from different geographic locations will notice faster response times, making international collaboration more seamless.

2. Enhanced Security

Security is a constantly evolving field, and older FileMaker versions become increasingly vulnerable to attacks over time. Each new release of FileMaker includes vital security patches and updates that protect your data from ransomware, unauthorized access, and other threats. If you store sensitive or regulated data, such as customer information, financial records, or personal data governed by GDPR, upgrading is crucial to remain compliant and safe.

3. New Features and Functionalities

FileMaker introduces new features with each version, from improved layouts to advanced JSON functions, streamlined scripting, and field-level encryption. These features can drastically improve efficiency and the capabilities of your solutions, allowing you to handle more complex workflows with ease.

4. Compatibility with New Operating Systems

Upgrading FileMaker ensures that your solution is compatible with the latest hardware and operating systems. As tech evolves, older versions of FileMaker may no longer function correctly on new machines or software environments, limiting your ability to upgrade other systems.

5. Support and Bug Fixes

Claris, the developer behind FileMaker, often limits support and bug fixes to the most recent versions. If you’re running an outdated version and encounter a critical issue, you may find that official support is either unavailable or difficult to access unless you’re using a more recent version.

Key Benefits of Upgrading

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Let’s outline the four major areas where upgrading FileMaker can benefit your organization:

1. Performance Upgrades

FileMaker’s performance enhancements focus on improving speed, particularly in terms of remote access and database queries. For users accessing FileMaker databases from across continents, this can translate into significant time savings.

2. Security Updates

With each version, FileMaker adds new layers of security that address emerging threats. Given the rising incidences of ransomware, phishing attacks, and unauthorized access, upgrading ensures your databases are equipped with the latest defenses. From enhanced encryption to improved password handling and access control, security is one of the most critical factors in upgrading.

3. New Features

Recent FileMaker versions bring features like:

• JSON Functions: Efficient handling of data in JSON format, making API integration easier.
• Card Windows: New UI elements for smoother user interactions.
• Field-Level Encryption: Improved security for sensitive data fields.
• Performance Improvements in Scripts: Faster processing of scripts, especially in multi-user scenarios.

4. Compatibility

New hardware and software environments require updated FileMaker versions to ensure seamless operation. If you don’t upgrade, you may find that your FileMaker solution breaks when users upgrade their hardware or operating systems, leading to downtime and expensive fixes.

Strategic Upgrade Planning: Steps for Success

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Step 1: Initial Assessment

Begin by assessing your current FileMaker environment:

• What version of FileMaker are you currently running?
• How old is your server hardware?
• What external systems (e.g., APIs, plugins, ODBC drivers) does FileMaker interact with?

Step 2: Set Up a Test Environment

Before upgrading your live server, it’s essential to create a test environment. This involves setting up a separate server with the latest version of FileMaker to test all your databases. You’ll want to clone your existing databases and run them on this test server to ensure everything works as expected.

Step 3: File Conversion Testing

If you’re upgrading from a version prior to FileMaker 12, your databases are in FP7 format, which needs to be converted to the FMP12 format used by FileMaker 12 and beyond. This conversion process can sometimes result in broken features or data inconsistencies, so it’s critical to test thoroughly.

Step 4: Compatibility Check for Client-Side and Server-Side Plugins

FileMaker is commonly extended using plugins, which may not be compatible with newer versions. During the upgrade planning stage, list out all the plugins in use and confirm that updated versions are available for FileMaker 21. Make sure you:

• Verify plugin availability and support.
• Test plugin functionality in your test environment.
• Contact plugin vendors if necessary.

Step 5: Identify Hardware and Operating System Requirements

Ensure that all client machines meet the hardware and software requirements for the new version of FileMaker. Specifically, check the following:

• Windows: Needs to run Windows 10 Pro or 11 Pro.
• MacOS: Needs to support macOS 13 or macOS 14. If you discover that certain machines are running older versions of Windows or macOS, consider upgrading those systems before rolling out the FileMaker upgrade.

File Conversion from Older Versions: FP7 to FMP12

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If you’re upgrading from FileMaker 11 or earlier, your databases are in the FP7 file format. FileMaker 12 introduced the FMP12 file format, which has remained the standard up to the current version. Converting these files can be straightforward for simple databases but may involve significant work for more complex solutions.

What to Check During Conversion:

• Layouts: Ensure that all layout elements, including buttons, pop-ups, and custom scripts, still function correctly.
• Scripts: Some script steps may not work as expected after conversion, especially those that rely on deprecated features.
• Printing and PDF Generation: Test all reports, printed outputs, and PDF generation to ensure that formatting hasn’t changed.

Note: Converting FP7 files to FMP12 can result in subtle changes to how scripts or layouts function, so it’s crucial to conduct a full functionality test on every database before considering the upgrade successful.

Operating Systems, Hardware Compatibility, and Testing

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1. Operating System Compatibility

Check the operating systems running on your clients’ machines. FileMaker 21 supports:

• MacOS: Version 13 (Ventura) and 14 (Sonoma).
• Windows: Version 10 Pro and 11 Pro (64-bit).

Older systems like Windows 7 or macOS 10.15 may not support newer FileMaker versions, so hardware upgrades might be necessary for some users.

2. Server Hardware

If you are running an older server, especially one more than 5–7 years old, consider upgrading the hardware as well. Newer versions of FileMaker Server are optimized for modern hardware and take full advantage of multi-core processors, increased RAM, and SSD storage.

3. Testing New Features and Configurations

Once you’ve set up your test environment, use it to simulate real-world workflows. Test scenarios like:

• Multi-user database access.
• Remote database access.
• Complex queries and large dataset operations.
• Server-side scripts and scheduled tasks.

Impact on Plugins and External Integrations

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Plugins are a significant part of many FileMaker solutions, and they need to be compatible with the upgraded version.

Steps to Manage Plugins:

1. Check Vendor Compatibility: Ensure that plugin vendors provide versions compatible with FileMaker 21.
2. Update Plugins: Download and install updated versions of each plugin in the test environment.
3. Test Functionality: Ensure that the plugin operates as expected in all use cases.
4. Plan for Replacements: If the vendor no longer supports the plugin, identify alternatives or adjust your solution to operate without it.

Test Server Setup and Testing Protocols

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Before upgrading your live system, it’s essential to set up a test server. This is a separate instance of FileMaker Server 21 where you can upload and test your current databases.

Best Practices for Test Server Setup:

• Use identical configurations for your test and live servers (same OS, plugins, etc.).
• Replicate your user access setup in the test environment.
• Conduct full end-to-end testing, including user authentication, data entry, reporting, and exports.

Ensure that any external services connected to your FileMaker solution, such as ODBC data sources or API integrations, function correctly in the test environment.

Avoiding Downtime and Ensuring Rollback Capability

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When performing the actual upgrade, the main concern is minimizing downtime for your users. A phased approach ensures that your business operations are not interrupted.

Strategies to Avoid Downtime:

• Run Both Servers in Parallel: During the transition, keep the old server running alongside the new server. If any issues arise, you can quickly roll back to the old environment without losing data.
• Plan for Downtime: Schedule the final upgrade during off-peak hours or a weekend when user activity is minimal.
• Backup Before Upgrade: Before committing to the upgrade, back up all databases, server configurations, and other system settings.

Rollback Strategy:

If an issue occurs during the upgrade process, you need a rollback plan:

1. Revert to the backup of the old server.
2. Re-activate the old system and notify users.
3. Diagnose the issue in the test environment and re-attempt the upgrade at a later date.

FileMaker Server Interoperability and Version Control

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It’s essential to understand version interoperability when upgrading. Here’s a general rule for FileMaker Server and client versions:

• FileMaker Server 21 supports FileMaker Pro 21, 20, and 19.4 clients.
• Any clients running versions prior to 19.4 may experience compatibility issues and should be upgraded in tandem with the server.

Keeping your FileMaker environment consistent ensures optimal performance and minimal troubleshooting during and after the upgrade.

Troubleshooting Common Upgrade Issues

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1. Email Sending Issues

If your FileMaker solution sends emails, test email functionality thoroughly in the test environment. Changes in email server security protocols (e.g., OAuth2 or SSL requirements) may disrupt this functionality.

2. OBDC and External SQL Data Sources

If your FileMaker solution connects to external data sources via OBDC, you’ll need to install updated drivers for those sources on the new server. Test all integrations, especially for real-time data access and updates.

3. Printing and PDF Generation

Another common issue is printing. Ensure that all print layouts function correctly and that PDFs are generated with the same formatting and data as they were in the previous version.

4. Script Errors

Some older script steps may no longer function as expected in the new version. Review any errors in the script debugger during testing and refactor scripts as necessary.

Best Practices for Long-Term Stability and Security

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Once your upgrade is complete, you can start enjoying the performance and feature improvements, but don’t stop there. Implement the following best practices to ensure long-term stability:

1. Regular Backups: Schedule daily backups of your databases and server configurations to ensure you can quickly recover from data loss or corruption.
2. Monitor System Performance: Use server logs to monitor database performance and troubleshoot any slowdowns or bottlenecks.
3. Security Audits: Perform regular security audits to ensure that access controls, data encryption, and security protocols are correctly configured.
4. Stay Up to Date: Plan for future upgrades every 12 to 24 months. Proactive upgrading allows you to stay in control rather than reacting to system failures or obsolescence.

Check List

Here is a more detailed version of the Long-Distance FileMaker Upgrades Checklist, with additional steps to cover more checks in each phase:

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Video

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