F O R M A C I N T O S H ADMINISTRATOR’S GUIDE ©1994-1995 Claris Corporation. All Rights Reserved. Claris Corporation 5201 Patrick Henry Drive Santa Clara, California 95052 Claris and FileMaker are registered trademarks of Claris Corporation. Apple, AppleScript, AppleShare, AppleTalk, EtherTalk, LocalTalk, Macintosh, Macintosh Quadra, MacTCP, and Power Macintosh are registered trademarks and Finder and Mac are trademarks of Apple Computer, Inc.
III Contents Welcome to FileMaker Pro Server Introducing FileMaker Pro Server How does FileMaker Pro Server work? What’s new in FileMaker Pro Server 3.
IV FileMaker Pro Server Administrator’s Guide Sending messages to guests Closing a database file Disconnecting guests Customizing FileMaker Pro Server Setting the maximum number of guests Setting the maximum number of files Specifying a password for remote administration Specifying the host name Backing up FileMaker Pro Server databases Defining a schedule Running a schedule Changing a schedule Quitting FileMaker Pro Server Using FileMaker Pro to control FileMaker Pro Server remotely Administering FileMake
Welcome to FileMaker Pro Server Welcome to the FileMaker® Pro Server application from Claris Corporation. FileMaker Pro Server gives you enhanced file sharing capabilities on your network when used in conjunction with the FileMaker Pro 3.0 database management application, also from Claris. Introducing FileMaker Pro Server You’ve always been able to share database files in FileMaker Pro using a peer-to-peer sharing scheme with the Multi-User command.
VI FileMaker Pro Server Administrator’s Guide FileMaker Pro Server acts only as a dedicated host to the FileMaker Pro files; you can’t see or modify data in these files with FileMaker Pro Server.
Welcome to FileMaker Pro Server VII 1 Ability to automatically open any database residing in the FileMaker Pro Server 3.0 Folder or in enclosed folders one level down 1 A maximum file size of 2 GB (gigabytes) to match the FileMaker Pro 3.0 maximum file size 1 Ability to host up to 100 files. One guest can open up to 50 files at the same time. 1 Support for simultaneous AppleTalk®, IPX/SPX, and TCP/IP (with Open Transport 1.1) networking with both Mac™ OS and Windows guests.
Chapter 1: Installing FileMaker Pro Server This chapter gives step-by-step instructions for installing the FileMaker Pro Server application and associated files on your Mac OS computer. Note These instructions assume you’re familiar with standard mouse techniques like clicking and dragging. If you need more information about mouse techniques or working with disks, see the documentation that came with your computer.
1-2 FileMaker Pro Server Administrator’s Guide 1 1 1 1 an internal or external hard disk one 1.4 MB disk drive for installation at least 8 MB of available system memory (RAM) at least 450K of free disk space to install the FileMaker Pro Server application. Allow 1200K to install the application and all related files (what’s installed if you do the “Easy installation” on page 1-5). Also allocate disk space for database files, which should be located on the same disk as the FileMaker Pro Server application.
Installing FileMaker Pro Server 1-3 Network protocol TCP/IP Mac OS platform Windows platform Apple MacTCP® 2.0.6 (or later) or Microsoft TCP/IP-32 Open Transport 1.0.8 or later (version 1.1 is included in the FileMaker Pro Server 3.0 package) See the documentation that came with your operating system and network software for more information. Before you begin Before you begin the installation process, make a backup copy and register your new software.
1-4 FileMaker Pro Server Administrator’s Guide Installing FileMaker Pro Server Use the Installer to install the complete FileMaker Pro Server package on your hard disk. The Installer creates a folder called FileMaker Pro Server 3.0 Folder. To host database files located in a folder from a previous version of FileMaker Pro Server, move them into the FileMaker Pro Server 3.0 Folder. The following table shows the files and folders you can install and the best location for them on your hard disk.
Installing FileMaker Pro Server 1-5 Keep these points in mind: 1 The Thread Manager system extension, which is included on your FileMaker Pro Server disk, must be installed in the Extensions folder within the System Folder on your startup disk if you are using System 7.1 or System 7 Pro. If your computer is running System 7.5 or later, the Installer doesn’t install Thread Manager because its functionality is included with the system software.
1-6 FileMaker Pro Server Administrator’s Guide 5. Leave Easy Install selected. For information about Custom Install or Custom Remove, see “Custom installation” on page 1-7 and “Removing the software” on page 1-12. 6. To install the application onto a different disk or into a different folder from the one shown, click Select Folder. In the dialog box that appears, use the Select button to choose a destination disk and folder.
Installing FileMaker Pro Server 1-7 The dialog box lists the files you can install. Click to select Custom Install Click to select components to install Click to see more information about the component 3. Click the checkboxes to select (or deselect) components for installation. Click the information button next to the selected component to see more information about the feature. Note The use of MacIPX networking with FileMaker Pro Server is optional.
1-8 FileMaker Pro Server Administrator’s Guide Configuring the MacIPX control panel The MacIPX control panel configures itself after you install it and restart your computer. To change the MacIPX control panel to select a different network interface or to change any MacIPX parameters, see appendix A, “MacIPX control panel,” in FileMaker Pro Installation and New Features Guide. Using TCP/IP with FileMaker Pro Server To use the TCP/IP protocol with FileMaker Pro Server, you must have Open Transport 1.0.
Installing FileMaker Pro Server 1-9 Personalizing your copy of FileMaker Pro Server The first time you start FileMaker Pro Server, you’re asked to supply your name, company name (if applicable), and software registration number. The information you type appears momentarily each time you start the application and also in the dialog box you see when you choose About FileMaker Pro Server from the Apple menu and then click Info. To personalize your software: 1. If necessary, start FileMaker Pro Server.
1-10 FileMaker Pro Server Administrator’s Guide Adjusting memory Your computer sets aside a certain amount of memory for each application. When you start FileMaker Pro Server, it tells the computer how much memory it needs. You can increase the amount of memory (RAM) set aside for FileMaker Pro Server if you want to host large database files or a large number of files. For more information on managing memory, see the documentation that came with your computer.
Installing FileMaker Pro Server 1-11 3. Choose Get Info from the File menu. You see the FileMaker Pro Server Info window. Change the amount of memory FileMaker Pro Server uses here 4. In the Memory Requirements area at the bottom of the window, double-click the number labeled Preferred size and type a number to change the memory allocated for FileMaker Pro Server. Your FileMaker Pro Server Info box may look different depending on the version of the system software you’re using.
1-12 FileMaker Pro Server Administrator’s Guide Removing the software You can use the Installer application to remove the FileMaker Pro Server files from your hard disk. No database files or folders (like the FileMaker Pro Server 3.0 Folder) are removed. You can delete any empty folders that remain after removing FileMaker Pro Server. To remove FileMaker Pro Server: 1. Disable system extensions—especially virus protection software—and file sharing.
Installing FileMaker Pro Server 1-13 Where to go from here If you are See New to the FileMaker Pro family of products The documentation that came with FileMaker Pro 3.0. After you install FileMaker Pro and are familiar with how it works, see chapter 2, “Using FileMaker Pro Server,” in this guide. Experienced with FileMaker Pro Chapter 2, “Using FileMaker Pro Server.” Be sure you understand the concepts in the networking chapter of FileMaker Pro User’s Guide.
Chapter 2: Using FileMaker Pro Server Use FileMaker Pro Server as a tool to host FileMaker Pro 3.0 database files for access by FileMaker Pro users on your network. FileMaker Pro Server by itself doesn’t let you see or modify information in these hosted FileMaker Pro files.
2-2 FileMaker Pro Server Administrator’s Guide 1 After FileMaker Pro Server is running, use the Open Database button in the administer window. See “Opening a file as the host” on page 2-8 and “Opening a database file remotely” on page 2-24 for more information. 1 Drag a multiuser FileMaker Pro file onto the FileMaker Pro Server application icon. This technique works whether or not FileMaker Pro Server is already running. 1 Use Apple events to send an open file command to FileMaker Pro Server.
Using FileMaker Pro Server 2-3 Important If the database file you’re hosting uses the Today function to calculate dates, you must close and reopen it each day using the FileMaker Pro Server application to update the dates correctly. See “Using the Today function with FileMaker Pro Server” on page 2-26 for more information.
2-4 FileMaker Pro Server Administrator’s Guide You see the conversion dialog box. 3. Type a name to rename the original file, or click to deselect the Rename old file as checkbox to keep the name of the file, and then click OK. The original file remains in the older format. After you click OK, another dialog box appears so you can name the file that will be created and saved in the new format. You can’t use the converted file with versions of FileMaker Pro earlier than 3.0. 4.
Using FileMaker Pro Server 2-5 The file, called FileMaker Pro Server Log, is created in the FileMaker Pro Server 3.0 Folder. Use any application capable of opening plain text files to view or print it. You can have the log file open when FileMaker Pro Server is running, but you won’t see updates to the log file while it’s open; you must close it and then reopen it to see changes.
2-6 FileMaker Pro Server Administrator’s Guide 2. Choose from the Usage pop-up menu to set the category of information FileMaker Pro Server displays for Current, Average, and Peak in the usage area of the window.
Using FileMaker Pro Server 2-7 Tip You can switch between the All Guests or All Databases view and the individual views by double-clicking an item in the list.
2-8 FileMaker Pro Server Administrator’s Guide Opening a file as the host To open a multiuser FileMaker Pro 3.0 file for guest access using FileMaker Pro Server: 1. In FileMaker Pro Server, choose Administer from the File menu if the administer window isn’t already open. 2. Click Open Database. You see the Open dialog box. Switch folders to see other databases 3. Select the name of the file to open and click Open (or double-click the filename).
Using FileMaker Pro Server 2-9 Sending messages to guests To send a message at any time to one or more guests: 1. In the administer window, make a selection. Select To send a message to A database file All guests of the database A folder Guests of the databases in the folder A guest One guest Nothing All guests 2. Click Send Message. You see the Send Message dialog box with the name of the selected recipient(s) in the title bar. 3. For Message to send, type text, and then click OK.
2-10 FileMaker Pro Server Administrator’s Guide 3. Click Close Database. You see the Close File dialog box with the name of the file or folder to be closed in the title bar. 4. Type text for the options in the dialog box, or accept the default settings, and then click OK. For this option Do this Message to send to connected guests Type text you want the guests to see in addition to the standard FileMaker Pro message (the default).
Using FileMaker Pro Server 2-11 Disconnecting guests To disconnect a FileMaker Pro guest: 1. In the administer window, select the guest to disconnect.
2-12 FileMaker Pro Server Administrator’s Guide The selected guest sees a notification dialog box with your message requesting he or she disconnects from the server. If the guest doesn’t disconnect, the message is repeated approximately one minute before FileMaker Pro Server is set to disconnect the guest. When the set time elapses, FileMaker Pro Server disconnects the guest and the name disappears from the administer window.
Using FileMaker Pro Server 2-13 To set the maximum number of FileMaker Pro guests: 1. Choose Preferences from the Edit menu. You see the Preferences dialog box. Choose the maximum number of guests Choose the maximum number of files to host Select an option to control access to remote administration from a FileMaker Pro guest Select an option to specify the host name guests see when they connect to FileMaker Pro Server 2.
2-14 FileMaker Pro Server Administrator’s Guide 2. Choose 100 Files, 75 Files, 50 Files, or 25 Files from the Maximum number of files pop-up menu. Selecting a lower number leaves more memory available for FileMaker Pro Server. See appendix A, “Technical specifications and optimization,” for more information about memory optimization. 3. Set any other preferences, and then click OK.
Using FileMaker Pro Server 2-15 Important If you choose to require a password for security reasons, also remember to restrict access to the FileMaker Pro Server application (using a hard disk security utility or locating the server computer in a secure room). Anyone who can access FileMaker Pro Server has access to—and can change—this password.
2-16 FileMaker Pro Server Administrator’s Guide Backing up FileMaker Pro Server databases When many users share files and make changes to them on a network, it’s important to back up the databases regularly. With FileMaker Pro Server, you can define schedules, or regular tasks (like backups), to be performed when you specify. Keep these points in mind when defining and running backup schedules: 1 FileMaker Pro Server only backs up open files.
Using FileMaker Pro Server 2-17 You see the Schedules dialog box. Click to keep all schedules from running Checkmarks show which schedules are enabled Run the selected schedule Change the selected schedule Make a new schedule Rename the selected schedule Copy the selected schedule Remove the selected schedule 2. For Schedule Name, type a name, and then click Create. You see the Edit Schedule dialog box with the schedule name in the title bar.
2-18 FileMaker Pro Server Administrator’s Guide 3. Choose schedule options, and then click OK. To Do this Back up files to a folder Click Backup to Folder. In the Select a Folder dialog box, click the folder you want to back up the files to, and then click the Select button. Specify the databases to back up Choose All Databases or (to back up all files in the folder) from the Operate on pop-up menu.
Using FileMaker Pro Server 2-19 Changing a schedule To modify a schedule: 1. Choose Schedules from the Edit menu. 2. In the Schedules dialog box, select the schedule you want to change in the list, and choose an option. To Do this Edit the schedule details Click Edit, make your changes in the Edit Schedule dialog box, and then click OK. (You can also double-click a schedule in the list to display the Edit Schedule dialog box.
2-20 FileMaker Pro Server Administrator’s Guide You see the Quit FileMaker Pro Server dialog box. 2. Type text for the options in the dialog box, or accept the default settings, and then click OK. For this option Do this Message to send to connected guests Type text you want the guests to see in addition to the standard FileMaker Pro message (the default). Minutes until guests forced to disconnect Type a value (the default is 5 minutes or the last-entered value, if any).
Using FileMaker Pro Server 2-21 Using FileMaker Pro to control FileMaker Pro Server remotely You can use FileMaker Pro 3.0 to control, or remotely administer, FileMaker Pro Server while FileMaker Pro Server is running.
2-22 FileMaker Pro Server Administrator’s Guide 3. If your network has zones or host addresses, select the server’s network zone or host address from the lower list.
Using FileMaker Pro Server 2-23 You see the remote administer dialog box. FileMaker Pro Server name Usage pop-up menu Usage area Number of open databases and connected guests List of open databases (shows guest information when View by Guest is selected) Using the View by options Use the View by options to choose what information you see in the list.
2-24 FileMaker Pro Server Administrator’s Guide Opening a database file remotely To open a multiuser FileMaker Pro file and make it available for access by guests on the network: 1. Click Open Database in the remote administer dialog box. You see a dialog box with a pop-up menu of unopened FileMaker Pro files located in the same folder as the FileMaker Pro Server application. (To open a file remotely, it must be located in the same folder as the FileMaker Pro Server application.) 2.
Using FileMaker Pro Server 2-25 1 go to the computer where FileMaker Pro Server is running to open the file. In FileMaker Pro Server, you have access to the full Open dialog box, so you can open a file on any local hard disk, not just files within the application’s folder. For information on using files from earlier versions of FileMaker Pro, see “Converting files from earlier versions of FileMaker Pro” on page 2-3.
2-26 FileMaker Pro Server Administrator’s Guide Using the Today function with FileMaker Pro Server If a database file you’re hosting with FileMaker Pro Server contains fields that use the Today function, you must close that file and reopen it each day for the Today function to recalculate correctly. (See FileMaker Pro User’s Guide for information about the Today function.) If you have easy access to the computer that FileMaker Pro Server is running on, reset the Today function using the following steps: 1.
Using FileMaker Pro Server 2-27 4. Choose Open from the File menu and click Hosts in the Open dialog box. Double-click the file to access it as a guest. You see a message stating that the Today function is being calculated. This may take some time, depending on the number of records and other database calculations. To ensure the proper updating of all records, only you should access the file while the Today calculation is being completed.
Appendix A: Technical specifications and optimization This appendix lists technical specifications to be aware of when you use FileMaker Pro Server.
A-2 FileMaker Pro Server Administrator’s Guide Use FileMaker Pro Server by itself on a computer where no other applications are normally running and that isn’t a user’s primary workstation. When FileMaker Pro Server is hosting many guests or a large number of database files, it uses a high level of processor and network capacity.
Technical specifications and optimization A-3 1 Limit connected AppleShare users. Users connected to an AppleShare server occupy a physical connection to the server known as a socket. Sockets are also used by FileMaker Pro Server when guests access a hosted file on a computer running AppleShare. If many users are connected to the AppleShare server and are occupying these sockets, fewer sockets are available to FileMaker Pro Server.
A-4 FileMaker Pro Server Administrator’s Guide Performance and usage tips If you find that FileMaker Pro Server is sluggish performing certain operations, try the following: 1 Run FileMaker Pro Server on a dedicated computer. Don’t use other applications, especially processor-intensive programs or programs that create a high level of network traffic (for example, AppleShare, electronic mail servers, and group scheduling software) on this computer.
Technical specifications and optimization A-5 1 Sorting, replacing data, viewing and printing summary report layouts, and other calculation-intensive operations performed on many database records affect the performance of FileMaker Pro Server and connected guests. Try to perform these types of operations on a smaller found set of only the records you’re interested in. (See FileMaker Pro User’s Guide for more information about using found sets.
A-6 FileMaker Pro Server Administrator’s Guide Message Explanation AppleTalk network initialization failed; an unexpected error occurred (error number) FileMaker Pro Server can’t initialize AppleTalk. AppleTalk network initialization failed; AppleTalk is not enabled FileMaker Pro Server detects that AppleTalk isn’t enabled. Be sure that AppleTalk is enabled in the Chooser. AppleTalk network initialization failed; not There is insufficient memory to use AppleTalk.
Technical specifications and optimization A-7 Message Explanation MacIPX network initialization failed; MacIPX is not installed (error number) FileMaker Pro Server can’t locate MacIPX. Be sure that the MacIPX control panel is installed in the Control Panels folder in the System Folder in your startup disk. MacIPX network initialization failed; FileMaker Pro Server detects that an incompatible version of MacIPX is installed. Use MacIPX version 1.2.
A-8 FileMaker Pro Server Administrator’s Guide Message Explanation Using a database cache size of xK Written at start-up to show how much of the application’s memory is usable for the database cache (x is replaced by a number). If the maximum number of guests is decreased in the Preferences dialog box or the application memory size is increased (in the Get Info dialog box in the Finder), the cache size should increase when FileMaker Pro Server is next restarted.
Technical specifications and optimization A-9 Symptom Suggested solution or explanation Guests can’t see open FileMaker Pro Server For Mac OS users without an Ethernet or an Apple Token Ring card, who are using the databases, but can see non-server databases built-in LocalTalk port, load and bind the MacIPX Gateway software on the MacIPX in Hosts dialog box (for MacIPX). server. The server’s MacIPX frame type, or that of certain guests, may be set incorrectly.
I-1 Index A Administer window described 2-5 italic text in 2-10, 2-11 usage area 2-5 View by options 2-6, 2-23 Administering See also Disconnecting guests; FileMaker Pro Server; Guests; Hosting files; Remote administration; Sending messages closing files 2-9 disconnecting guests 2-11 hosting files 2-2 opening files 2-2 sending messages 2-9 Alias, making 1-8 Apple events hosting files 2-2 sample file 2-2 Today function, using with 2-26 Apple Thread Manager. See Thread Manager software AppleScript.
I-2 FileMaker Pro Server Administrator’s Guide application icon 2-1 automatic file hosting A-4 closing files 2-9 coexistence with other software A-2 customizing 2-12 described V, 2-1 FileMaker Pro compare with VI using with 2-21, A-4 files, best location 2-3, A-4 guests per file A-1 hardware requirements 1-1 icon, in Hosts dialog box 2-22 installing 1-4 launching 2-1 making alias 1-8 maximums A-1 memory, changing 1-10 network requirements 1-2 new features VI optimization A-1 overview V personalizing 1-9 qui
Index I-3 setting 2-12 troubleshooting A-9 with AppleShare A-3 Maximums, for files and usage A-1 Memory See also Database cache; Hardware requirements; Optimization; Performance; System requirements adjusting 1-10 minimum 1-10 performance A-4 preference settings 2-12 virtual memory 1-11, A-4 Messages See also Sending messages FileMaker Pro Server log file A-6 sending to guests 2-9 Microsoft Windows. See File sharing Multiuser files.
I-4 FileMaker Pro Server Administrator’s Guide Sending messages See also Administering; Messages; Remote administration closing files 2-10 disconnecting guests 2-11 quitting FileMaker Pro Server 2-20 remotely 2-25 to guests 2-9 Serial number 1-9 Server name. See Host name Sharing. See File sharing; Personal file sharing Single-user files. See Files Slow performance. See Optimization; Performance; Troubleshooting Sockets, network.
