Is beter to insert a picture or only a reference?

[Jan Hovland]

I have a database with the pictures and info of all paintings that we sell.

Each record has it's own picture. I was wondering what would it be better , to import the picture ou just the reference. My database may have more than 2,000 records, and growing, so if I import each picture I think it would be too big.

I don't know what is better.

Anyone?

[transpower]

Just the reference would be better--saves space.

[Fenton]

Which you use depends on several factors. As Transpower says, normally a reference is best; for low end use, and, usually for high end use; but not necessarily for "middle end" use.

Basically if it's just you on your own computer, and you're not going to move the picture files around afterwards, then reference is best. If however you are going to move the picture folders/files around, then the links will all get broken.

Also, on a network, if you import them as reference on your host computer, and the picture files are also ON the host computer, no one else will be able to see them; unless you turn File Sharing on, which you should NOT do, as it can expose your FileMaker database files to corruption.

If you have another computer to put the pictures on, which is shared by everyone, then import as references to the host FileMaker files on their own computer, then everyone will be happy. This is the "high end" use.

Yes, FileMaker sharing is confusing; but only because it is entirely separate from OS sharing. Too bad we only have 1 word for it. As long as you keep them separate you will be fine.

Also, you should get at least one copy of version 6, as it has an Import Folder (of pictures or text files), which will make this so much easier. Or use AppleScript, which can do the same.

Or, if it's just you, get version 7. It's so much better for pictures. It has a simple way, to just calculate the path to the picture to show it. Or just embed them; 7 will hold more data than you'll ever have.

[arvids]

I have a follow up question on this subject.

Lets say pics, or docs are saved in a db (not references) and that db-file gets corrupted. Are there any way to extract the files?

I was thinking of having a db manage loads of say 3-35MB PDF-files, and when the db reaches a big enough size, transfer (backup) to DVD, and start a new file. But it would be very bad if all was lost in a corrupted file.

Maybe there is such a tiny risk, so I should do it anyway??

arvids

[transpower]

Run the FileMaker Recover Operation. File | Recover | Open Damaged File. Then import records from the recovered file to your last good backup file. Do not use the recovered file itself because it may still contain hidden damage. Always backup--sooner or later you will have to restore.

Again, it's much safer to use file references.

[Fenton]

The question of the risk of 1 BIG FileMaker file, with lots of embedded files is a good one. I don't really know; and I imagine the only people who would know would be those who have lost files. Personally, the idea makes me a little nervous. But, like many things, there is a risk vs. usefulness inverse correlation.

I would consider a few things to make it safer: 1. Keep the original files (not so great if there are lots of later modifications, not so easy to find again, unless well-organized). 2. Backup often, backup incrementally occasionally. 3. Run a routine, when no one's around, to export the files again, to a "files backup" folder, with names matching IDs in the database (extreme, but that would ensure current independent file copies outside of any FileMaker problem); it would take a long time.

You begin to see that there are fairly high costs, disk space and computer time, to safely storing embedded files. But disk space is cheap, and the lengthy operations could happen when no one's around.

It makes sense to me to keep the embedded files in their own file, related to the main data file; one of the situations where the "everything in one file" is not such a good idea.

[Jarvis]

Fenton,

I'm working on an application for my cabinetshop that allows me to write up a work order in the office and send it to the shop via a networked G4Mac HOST to a G3Mac GUEST.

I do not have Filemaker server.

One of my fields is a container that holds PDF drawings.

If I insert the PDF file as an imbedded object, I cannot open it up from either computer.

If I insert the PDF as a reference to the file I can open all the PDF pages in the HOST computer but cannot open it from the Guest computer.

Are you saying I could open this PDF document from the Guest computer if computer level file sharing was running?

You said that this file sharing would expose the host database to potential corruption.

Does this corruption require collusion on the part of the person operating the guest computer or is could these bad things happen just randomly?

Is there anyway to accomplish this document transfer without FileServer?

Is there anyway to password limit the ability for guest users to access or modify anything on the Host computer?

Thanks for any input on this idea.

Jarvis

[Fenton]

First, NO (sorry to shout :-), do NOT turn on OS File Sharing (not to be confused with FileMaker Sharing; no wonder people get confused, but we only have so many words in the language).

In FileMaker 7 you can embed the entire PDF file into a Container field. This is very different from embedding a Picture in a container field. You will not see the PDF, only an icon for the file. But it's all in there.

The advantage of doing it this way is that guest computers can get that file, by using the Export Field Contents command (Edit menu); or better, by a button with the same step.

It will ask them where they want it, say Desktop, then it puts the file, as a copy of the original, on their Desktop (or wherever). Then they can open and print it as usual. The original file remains in the FileMaker database file on the host computer.

It's also possible, with a little AppleScript, to bypass the dialog, and export it (in)directly to their desktop (or wherever).

They can, by the way, also Insert files themselves, from guests to the host, if you want that (sounds like not).

Now, you're probably asking, "How do they also see it in the FileMaker database?" Well, you can embed a PDF file in a container field, as a Picture. But you only get the 1st page; which, in the case of a small drawing may be fine. You could just do PDF's like this; but then you're dependent on FileMaker to print them at high resolution. It was not doing this well on my inkjet, pre-7.0v3. I don't know if it is now (I need to buy ink :-). I'm not really a high-end graphics guy. You could try it.

If FileMaker doesn't print it well, you could do both, embed the file, and embed as a picture. Then you can see it, and get it out to print with another application.

As far as password limit what a guest can do, this is all handled by the Define, Accounts & Privileges dialogs. It can do practically anything. But you need to set up the Accounts for log in to the database file(s).

[Jarvis]

Fenton,

Thank you for a very easy to understand explanation.

I appreciate your input.

Jarvis

[Jarvis]

Fenton,

One more question:

I did as you suggested.

I was able to export the PDF to Guest computer desktop, but only if it was imbedded in the Host.

(The guest computer could not find the file if it was just referenced in to Host container field)

The problem, however, is that I can only get the PDF to open inside the Host computer if I reference the file. The PDF will not in the Host if it is imbedded, only if it is referenced.

So it appears I can either open it in the Host, or export it to the desktop in the Guest.

Both options seem kind of limiting for an otherwise nifty trick.

Do you think I could open the file in both guest & host if I was on a server?

I have been avoiding this server stuff because I just somehow suspect it's going to add another learning curve to an already long day.

Thanks for your help!

Jarvis

[Fenton]

Well, you have to do the same thing on the Host, Export field contents. If you're not using Server, the "host" computer is about the same as any client. A totally embedded file has to be exported out.

If you were using Server, well then you'd be a client; there is no manually opening the files on the Server machine (except when it's stopped). But there's no reason to stop it often in 7, 'cause you can do so much while it's running. Still, I'd stop it for extensive customization.

As far as adding Server, I don't think you'll find a big learning curve. Yes, a little, but really you just put the files in the correct folder, and turn on the Server. When you install it, it sets up a "daemon" to run in the background, so it's pretty much ready to connect at any time.

There's a little more to it, such as setting a backup schedule, etc.. But it doesn't take long.

The only snag is the "privileges" of Mac OS X (good old Unix). The files have to be:

owner is "fmserver" (read-write)

group is "fmsadmin" (read-write)

others just read

I used a little app, PrivilegeFix, which does a great job of resetting a whole folder of files in a second. You have to the administrator of the machine, but that's usual.

If your data is worth much to you (and whose isn't), and there are a few people using the files at once, then Server is definitely worth it. Live backups, several times a day, increased stability and speed. Does cost money though.

[Jarvis]

Fenton,

Thanks a bunch!

Very useful.

Jarvis