What to Do After Inheriting a FileMaker System

Taking over an existing Claris FileMaker database can feel overwhelming, especially if you were not involved in building or maintaining it.

You may not know how the system was built, whether it is still supported, who has access, if it is hosted, or even where the server lives.

Before making development decisions, hiring a consultant, or planning upgrades, the most important thing you can do is understand what you currently have.

In the video, Inherited a FileMaker System? Your Next Steps Explained, we walk through three common paths organizations take after inheriting a FileMaker solution. Some people decide to become more involved technically and learn the FileMaker platform themselves. Others take on more of a coordinator or liaison role, while many organizations prefer working directly with a trusted FileMaker development partner. 

Regardless of which direction you take long term, there are several important things you should review immediately.

Your Orientation Checklist

Before making any major changes to your FileMaker system, take time to understand the environment you inherited. These initial steps can help you identify risks, avoid surprises, and make better decisions moving forward.

1. Check your FileMaker version: Determine whether you are running a currently supported version of FileMaker Pro and FileMaker Server. Unsupported versions can create security, compatibility, and maintenance concerns.
2. Locate your license: Find out whether your Claris license is active, who owns it, and whether it is tied to a former employee, contractor, or consultant.
3. Find your server: Identify where the system is hosted. Your FileMaker Server could be running internally, through a hosting provider, or even from a local desktop computer.
4. Identify admin access: Confirm that someone in your organization has full access credentials to the FileMaker database and server environment. Without admin access, future support and development work can become difficult.
5. Look for documentation: Search for any notes, diagrams, workflows, credentials, or instructions left behind by previous developers. Even incomplete documentation can provide valuable context.
6. Check your backups: Verify when backups were last performed, where they are stored, and whether they are automated. A FileMaker system without reliable backups can quickly become a business risk.

To learn more, watch Inheriting a FileMaker Legacy System for a deeper walkthrough of the three common paths organizations take after inheriting a FileMaker solution, along with practical guidance and resources to help you get started

How Productive Computing Can Help

If this process uncovers concerns such as unsupported software, missing backups, lack of documentation, or uncertainty about the overall health of the system, Productive Computing can help.

Our team provides:

• FileMaker Health Assessments
• Maintenance and support programs
• Hourly consulting and development support
• Hosting and licensing guidance
• FileMaker training through Productive Computing University

See the links to these services later in this blog.

Whether you want to become more involved technically or work alongside an experienced FileMaker partner, we can help you evaluate your next steps and move forward with confidence.

Frequently Asked Questions

What should I do first after inheriting a FileMaker system?
Start by understanding what you currently have. Review your FileMaker version, licensing, hosting environment, admin access, backups, and any available documentation before making major changes or upgrades.

How do I know if my FileMaker system is still supported?
Open FileMaker Pro and check the version information in the About screen. Older versions of FileMaker and FileMaker Server may no longer receive support, compatibility updates, or security fixes from Claris.

What if there is no documentation for the system?
That is very common with older or inherited systems. Even if documentation is limited or missing, a FileMaker developer can still evaluate the structure, identify risks, and help create a plan moving forward.

Can I manage a FileMaker system without becoming a developer?
Yes. Many organizations have a liaison or project management rol where someone understands the business process and coordinates work with a FileMaker developer or consulting team without doing the programming themselves.

Other products and services Productive Computing, Inc. offers:

• What can PCI do for you? – overview of our services
• Health Assessment – a comprehensive report of your FileMaker system
• Consulting and Development – services billed by the hour
• Maintenance and Support – services billed monthly
• Packaged Services – Security Audit, SSL or Server Installation
• Plug-ins – tools to integrate with QuickBooks, Outlook, Google, and more
• Solutions – free customizable and scalable CRM template
• Claris and FileMaker Licensing – discounts on new seats and renewals
• FileMaker and QuickBooks Hosting – host your files in the cloud
• Productive Computing University – online beginner to advanced training courses
• Certification Programs – expert-led training, hands-on development, and personalized evaluations

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