Tim Neudecker, FileMaker DevCon 2015
Successfully deploying FileMaker in large organizations requires more than just technical know-how. A strong partnership with the IT department is critical for navigating security, infrastructure, and compliance challenges. Tim Neudecker’s DevCon 2015 session sheds light on the strategies for overcoming these challenges by fostering collaboration between developers and IT. This guide expands on those principles, offering a deep dive into what it takes to make your deployment a success.
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- Understanding IT’s Perspective
- Educating IT About FileMaker
- Managing Multi-Server Deployments
- Security Management in Large Organizations
- Server Deployment Best Practices
- Providing Documentation and Support to IT
- Cloud Hosting and Corporate Data Policies
- Conclusion
Understanding IT’s Perspective #tag1
To work effectively with IT, it’s essential to first understand why there might be resistance to deploying FileMaker. Many IT departments are cautious when integrating new technologies, especially ones they don’t fully control. This hesitance often stems from past experiences with legacy versions of FileMaker or misconceptions about its capabilities.
Challenges IT Faces When Adopting New Tools
- Security Concerns: IT departments are tasked with securing the organization’s infrastructure. FileMaker, like any other system, is seen as a potential risk if it doesn’t align with established security policies. IT might question the robustness of FileMaker’s encryption protocols or its compatibility with Active Directory and other user management systems.
- Resource Management: IT teams are responsible for maintaining various systems, from enterprise applications to cloud services, and are often stretched thin. Adding FileMaker to the mix might seem like an unnecessary burden if IT doesn’t see the immediate benefits.
- Perceived Lack of Standardization: IT departments often prefer systems that fit within their standardized infrastructure—systems they know how to manage. FileMaker, being more niche, might not be seen as a traditional enterprise tool, leading to resistance.
How Developers Can Address These Concerns
- Highlighting Integration Capabilities: FileMaker can integrate seamlessly into existing IT environments. By showcasing its compatibility with Active Directory, SSL encryption, and other IT systems, you can allay concerns about security and control.
- Focusing on Business Benefits: IT departments are often concerned with risk management, but they also serve the broader business goals of the organization. By demonstrating how FileMaker can rapidly address business challenges and improve operational efficiency, you can make a strong case for its adoption.
- Understanding IT’s Language: Developers need to communicate in terms IT understands. If IT refers to “account holders” or “bills” instead of “users” and “invoices,” mirror that language to show alignment with their existing framework. This helps build trust and positions you as someone who understands their concerns.
Building empathy with IT’s perspective creates a foundation for successful collaboration, which is crucial for a smooth deployment.
Educating IT About FileMaker #tag2
IT departments may have outdated or incomplete knowledge of FileMaker’s capabilities. Educating them on the platform’s modern features is key to overcoming initial resistance. Many IT teams see FileMaker as an outdated desktop tool, but in reality, it has evolved into a powerful, cross-platform solution with robust security and integration features.
FileMaker as an Enterprise Solution
- Cross-Platform Compatibility: One of the major strengths of FileMaker is its cross-platform functionality. FileMaker works seamlessly across Windows, macOS, and iOS, which is vital in organizations that use multiple operating systems. IT can manage all of these from a single environment, which reduces complexity.
- FileMaker Go for Mobile Deployment: FileMaker Go allows businesses to deploy solutions on iPads and iPhones, giving users mobile access to their databases while maintaining centralized control. IT can restrict data storage on mobile devices, ensuring that sensitive data remains secure within the server environment.
- Active Directory and Open Directory Integration: FileMaker can integrate with enterprise authentication systems, such as Active Directory (AD) and Open Directory (OD). This means IT can maintain control over user authentication and permissions, which is crucial for large organizations with complex user hierarchies.
Modern Security Capabilities
- Encryption at Rest (EAR): One of the biggest concerns IT will have is data security. FileMaker offers industry-standard AES-256 encryption, ensuring that data stored on FileMaker Server or on users’ machines is encrypted. This means that even if the physical hardware is stolen, the data remains inaccessible without the encryption key.
- SSL Encryption: In addition to EAR, FileMaker supports SSL encryption for data in transit. This ensures that all communications between FileMaker clients and servers are encrypted, protecting against man-in-the-middle attacks.
- Data Consolidation: FileMaker helps eliminate data silos by consolidating information stored in spreadsheets, local databases, and other non-centralized systems. IT benefits by gaining control over scattered data, bringing it under a secure, managed environment.
By educating IT about these features, developers can demonstrate that FileMaker isn’t just a departmental tool but a platform capable of handling enterprise-scale needs with the security and compliance features IT expects.
Managing Multi-Server Deployments #tag3
When deploying FileMaker solutions in large organizations, multi-server setups are often required to support different phases of development, testing, and production. Properly managing these environments is crucial for avoiding downtime, ensuring smooth rollouts, and maintaining data integrity.
Best Practices for Multi-Server Deployment
- Separate Environments: Developers should create separate environments for development, testing, and production to avoid conflicts. This is especially important for organizations that are constantly evolving their FileMaker solutions. Each environment should be isolated to ensure that testing and development do not interfere with live production data.
- Development Server: This is where new features and updates are created. Developers can safely work on new features without risking damage to live data.
- User Acceptance Testing (UAT) Server: Once development is complete, the solution is moved to a UAT server. This allows key stakeholders to test new features in a controlled environment before they are pushed to production.
- Production Server: The final server where the live solution is hosted. No changes should be made directly on the production server to ensure stability and reliability.
- Disaster Recovery Server: For mission-critical applications, a disaster recovery (DR) server should be maintained. This server can take over operations if the primary production server goes down, ensuring minimal downtime.
Effective Testing and Deployment Processes
- Thorough Testing in UAT: Before pushing any changes to the production server, thorough testing should be done in the UAT environment. This includes performance testing, security testing, and user acceptance testing. UAT ensures that stakeholders have validated the solution and that there are no critical issues before going live.
- Migrators for Data Transfers: Moving data between environments can be tricky, especially for large datasets. Using a migrator file in FileMaker allows for automated data transfers between environments. Migrators can:
- Save clones of new code.
- Import data into the clones while resetting serial numbers.
- Perform post-import data transformations.
- Save compacted copies of new files for the production environment.
The goal of multi-server deployment is to create a seamless and efficient pipeline for developing, testing, and launching new features while minimizing the risk of errors.
Security Management in Large Organizations #tag4
Security is often the top concern for IT departments when deploying any new technology. In large organizations, security policies are strict, and failure to comply can result in severe consequences. Developers must work closely with IT to ensure that the FileMaker solution adheres to the company’s security standards.
Ensuring Strong Access Control
- Role-Based Access: FileMaker supports role-based access control (RBAC), which allows administrators to assign specific permissions to different groups of users. This is essential for large organizations where different departments or roles may need varying levels of access to the data.
- Centralized Authentication: By integrating with Active Directory or Open Directory, FileMaker allows IT to control user access centrally. This simplifies user management and ensures that access is only granted to active employees.
- Audit Logs: FileMaker can log all user activities, allowing IT to track who accessed what data and when. These audit logs are essential for maintaining accountability and for forensic analysis in the event of a security breach.
Data Encryption and Compliance
- Encryption at Rest (EAR): Encrypting data stored on the server is critical for protecting against physical theft or unauthorized access. With AES-256 encryption, FileMaker meets the requirements of many data protection regulations, such as HIPAA, GDPR, and PCI-DSS.
- SSL for Data in Transit: Protecting data while it’s being transmitted is equally important. SSL encryption ensures that any data moving between FileMaker clients and the server is protected from interception or tampering.
- Preventing Data Storage on Mobile Devices: FileMaker Go allows for mobile access to databases, but IT can configure it to prevent sensitive data from being stored on mobile devices. This ensures that even if a device is lost or stolen, no critical data is at risk.
By working closely with IT to implement these security measures, developers can ensure that the FileMaker solution meets the organization’s security and compliance requirements.
Server Deployment Best Practices #tag5
Proper server deployment is essential for the stability and scalability of a FileMaker solution. IT teams are responsible for ensuring that the server environment is optimized for performance and security. Developers must work closely with IT to ensure that the FileMaker Server is configured correctly.
Key Considerations for Server Deployment
- Call It an Application Server: When explaining the role of FileMaker Server to IT, it’s essential to refer to it as an “application server” rather than a “database server.” Many IT departments have preconceived notions about database servers that don’t align with FileMaker’s lightweight nature. Positioning it as an application server helps avoid unnecessary configurations that could cause performance issues.
- Disable Auto Updates: Automatic updates for the operating system or FileMaker Server can cause unexpected downtime. It’s best practice to disable auto-updates and work with IT to schedule updates during maintenance windows. Always test updates in a development or UAT environment before applying them to the production server.
- Anti-Virus Exclusions: Anti-virus software can interfere with FileMaker Server by scanning live database files, which can degrade performance or even corrupt the files. Ensure that anti-virus software is configured to skip FileMaker’s live files and application directories.
- Verifying Backups: A robust backup strategy is essential for disaster recovery. FileMaker Server supports multiple backup types, including progressive backups, which save changes incrementally to reduce the load on the server. IT should ensure that backups are regularly tested and that off-site backups are in place for added redundancy.
By adhering to these best practices, IT can maintain a stable and secure FileMaker Server environment.
Providing Documentation and Support to IT #tag6
One of the most important ways developers can support IT is by providing comprehensive documentation. Well-documented processes ensure that IT can manage the FileMaker environment without constantly relying on developers for troubleshooting.
Essential Documentation for IT
- Server Management: Provide detailed instructions for starting and stopping the FileMaker Server. This should include guidelines for managing server processes, updating the software, and troubleshooting common issues.
- Backup and Restore Procedures: IT needs clear documentation on how to back up and restore FileMaker databases. This includes regular backup schedules, restoring from both local and off-site backups, and testing disaster recovery scenarios.
- User Management: Document how to add, remove, and manage user accounts within FileMaker. This should cover both direct FileMaker user management and integrating with Active Directory or Open Directory for centralized authentication.
- Log Management: Ensure IT knows how to access and interpret FileMaker’s logs. These logs can help identify performance issues, security concerns, and potential bugs.
By providing IT with this documentation, developers empower them to manage the solution effectively and reduce downtime caused by misconfigurations or lack of knowledge.
Cloud Hosting and Corporate Data Policies #tag7
Cloud hosting is increasingly popular for organizations looking to reduce infrastructure costs, but it presents unique challenges, particularly around data security and compliance. Developers must work with IT to ensure that any cloud-hosted FileMaker solutions meet the organization’s data governance policies.
Key Considerations for Cloud Hosting
- Compliance with Data Security Policies: Before moving to the cloud, ensure that the hosting provider complies with corporate data security policies. This includes encryption, data sovereignty (storing data within the country’s legal jurisdiction), and secure access controls.
- Port Management: For FileMaker to function properly in a cloud environment, IT must configure firewalls and open specific ports (80 for HTTP, 443 for HTTPS, and 5003 for FileMaker traffic). Ensure that these ports are opened securely to prevent unauthorized access.
- Performance Considerations: Cloud-hosted FileMaker solutions may not offer the same performance as on-premises servers, particularly for data-heavy applications. Ensure that IT and stakeholders understand the potential trade-offs in performance when choosing a cloud deployment.
- Hybrid Hosting: In some cases, a hybrid approach might be the best solution. For example, UAT environments can be hosted in the cloud while the production environment remains on-premises. This allows the organization to test solutions without impacting local server performance, while still maintaining control over the production data.
Cloud hosting offers flexibility and scalability, but it must be implemented in a way that meets corporate security and performance standards.
Conclusion #tag8
Partnering with IT for a successful FileMaker deployment requires more than technical knowledge—it requires empathy, communication, and a deep understanding of both FileMaker’s capabilities and IT’s concerns. By educating IT, adhering to security best practices, managing multi-server environments effectively, and providing thorough documentation, developers can foster a strong collaboration with IT that ensures a smooth and secure deployment.
Key Takeaways:
- Understanding IT’s perspective is critical for overcoming resistance to new technologies.
- Educating IT about FileMaker’s cross-platform capabilities and modern security features builds trust.
- Managing multi-server deployments and disaster recovery processes ensures uptime and data integrity.
- Providing thorough documentation and support allows IT to manage the FileMaker environment confidently.
By working together with IT, developers can ensure that FileMaker deployments not only meet technical requirements but also drive business success.
This expanded blog post provides in-depth insights into the strategies and best practices for collaborating with IT departments on FileMaker deployments. It addresses the technical, operational, and security aspects necessary for a successful partnership between developers and IT professionals.
DevCon 2015: Partnering with IT for Successful Deployment – Tim Neudecker
