How to modify a live system?

[SJM]

My general questions are:

1. How do you rollout changes to a solution that is being shared by several users?

1a. How do you incorporate changes (to layout, field definitions, scripts) you've made to a (recent) copy of a database back into the original database?

1b. How do you make changes to a database while it is being accessed by several users?

2. How can you test changes to a solution without having to a) duplicate the work to implement those changes between a test copy and the production copy, or : risk messing up your production system by trying the changes directly within it?

I have inherited a FileMaker Pro v6 solution along with the responsibility for making changes to it. I've learned a lot about FMP and this solution in the last few weeks, but I still have plenty to learn! My current problem involves how to work on the system while others are using it.

We have FileMaker server, and each client uses Open Remote to access the same set of files.

To learn the system and practice changing it, I've just been using a recent copy of all the files. Now I need to start putting some changes into production.

I have figured out that I can make changes to Layout (in production system) by Duplicating the relevant layout and making changes to that duplicate. Then users can manually load that layout to test it, and when I want to make it the default, I (assume, haven't actually done it yet) can change a few pointers to load the new layout instead of the old.

But how can I add new fields, or even consult the Define Fields function to see what the definitions of fields, calculations, etc. are? Whenever I try to Define Fields, I get a window called Exclusive Access to Remote File telling me to kick off ten users before accessing this function. Now, I can understand maybe requiring this before adding new fields or changing their names. But I have to at least be able to look at the field definitions, because I can't remember what everything is called or how it is defined.

The worst case will be that I need to open a local copy of the database to use for looking up fields. (I have enough RAM problems as it is, and don't know if FMP will be confused at having two identical copies of a solution loaded from different sources...)

Are there some generally accepted practices for making changes to a production system? For example, changes generally have to be tested. But if it takes 2 hours to modify a layout, I don't want to spend that time making the layout on a test copy, and then have to do it all again on the production version. (The production version has new records entered since I made the test copy.)

Any tips or advice is greatly appreciated!

[-Queue-]

If you only want to look at the Field Definitions, you can print them by selecting File->Print and changing the drop-down list to Field definitions. If you want to change or add fields, you'll have to wait until downtime when everyone has gone home or there are only a few users left who are not actively using the system and won't mind being booted for a while.

It is a pain making changes to a live system, and you have to be very careful when doing so. If testing a modified script, I would suggest adding an If [status(CurrentUsername) = "SJM"] (or whatever your username may be) before each portion that is new/modified, so that all other users will run the script as before and only you will be running the changed steps. Make notes with the Comment script (I use asterisks for easy location) of where you will be deleting original steps (if any). Once the tests are successful, remove the If End If portions and delete the steps in between the comments.

As for layouts, I would suggest copying/pasting the modified layout to the original one once it's suitable. This requires no changing of 'pointers', only selecting all of the modified layout, moving to the original one, selecting (making note of its dimensions in the object size box) and deleting all of it, pasting the new one, and moving it into position. If there is a minor change to incorporate in a layout, note that any changes will not take effect until you enter browse mode or leave the layout. So you can remain in Layout Mode on the same layout as long as necessary before committing the changes.

[Sxeptomaniac]

That sounds like nearly my exact position a couple of years back. It sounds like you are off to a better start, though.

For any significant changes, I found it is definitely preferable to work with a copy of the file on my own computer. If you're low on memory, you can always clear out most of the information on that local version.

I found that defining access privileges was also a challenge on shared database, since it required taking the whole file offline in FMP 6. Anyone have comments on that?

And yes, it is possible for the relationships to get confused between the server and local versions, in my experience. I would frequently make small changes to file names, if feasible, but maybe someone found a better solution.

I'm looking forward to not dealing with these problems in FMP 7.

[Vaughan]

"I would frequently make small changes to file names"

Any change to file names -- even small ones -- breaks the file reference. Relationships, scripts, imports etc will stop working.

At least FMP 7 makes the file references explict, not hidden like in FMP 6 and earlier.

[Sxeptomaniac]

Very true regarding file references, but it often seemed a necessary evil in order to make sure everything is referencing the correct files.

Of course, it depends on how many file references would need to be fixed after the change.

Explicit file references are definitely much easier.