Updating relational files

[Bob Ratcliffe]

Hi Folks,

I set up a system at school. I have a number of data files sitting on the server for staff to access. For example, PUPIL DATA files consist of:

Pupil ID

Pupil Name

Pupil Surname

Year 7 Class

Year 7 Set

I also have a range of other files such as PUPIL EXAM COURSES which consist of:

Pupil ID

Exam 1

Exam 2

etc.

The same file also pulls in the Pupil class and set from the DATA file (no problem).

However, I update the data file every now and then, when a pupil changes the class and set. To do this, I work away from school, amend the DATA file and then drop it on the server again, replacing the out of date DATA file. Unfortunately, when I do this, I seem to lose all of the links in the other related files. For example, after an update, the EXAM COURSE file would have its own fields okay, but where the Pupil Class and set should be shows "File Missing". I then have to go to the layout in that and all of the other files and tell them where the related files and those fields are. It seems a real pain, and I cannot understand why I have to redo it after every update.

Anybody got any ideas?

Thanks, Bob

[Kurt Knippel]

Are you updating the data or actually modifing the database file itself?

Are the files hosted on FMServer or simply sitting on a file server volume?

Are the file opened by anyone when you "...drop it on the server again, replacing the out of date DATA file..."?

[Bob Ratcliffe]

Hi CaptKurt,

I'm continually updating the file, DATA File will change if a pupil moves class or set within the year. I need to change it so staff will have accurateup-to-date data on the pupils. The files are indeed hosted on FMServer (sorry, I should have been a bit more precise). When I drop the updated files on the server, I then check that all of the related files still work okay...that's when I have to re-establish where those related files are.

Bob

[Kurt Knippel]

Why update the file off-line?

Are you closing the file (from FMServer), replacing it and then reopening the file? Or are you just replacing the file?

Are you running this on TCP/IP?

[Bob Ratcliffe]

I do not have the opportunity to update the files that are sitting on the school server (no time during the day) so I hold thge current 'master files' on a G3 Powerbook that I use..invariably I update these files on the Powerbook when I am at home. I then transfer the updated files to the NT network at school and replace them on the FMServer. Yes, I do switch off the FM services first, replace the files, and then reactivate the FMServer.

Bob

[Steven H. Blackwell]

This could be a version specific issue. What version of FMP are you using? Also what version of FileMaker Server?

When you say "updating" are you merely adding data or are you making structural changes in the files themselves? If adding data, why not do that live?

Old Advance Man

[Bob Ratcliffe]

I'm using FMP 5.5 on the Powerbook and FMServer 5. I am only adding data to the files, but can no way do it live...purely because of time restraints at school (I do a lot of this work at home!)

Bob

[Steven H. Blackwell]

Well, given the state of your Internet connection, you could connect live from home into the served files.

Old Advance Man

[Pumasalad]

I do similar things here with a huge family of related files. I have not tried in FMP 5.5 yet, but I have noticed what you describe in both FMP 4 and FMP5.

The solution that I found was to take *every* related file with me, not just the one I was working on.

For example, assume you have three related files: file1.fp5, file2.fp5 and file3.fp5 and you occasionally need to update file2.fp5 offline.

When you check file2.fp5 out from you server, if you don't take file1 and file3 along with it, the relationships will break. By taking all three files and doing the work you need on file2.fp5, its hooks into the other files won't break.

then when you check the files back in, you only need to check in file2.fp5. You can drop all three if you want, but you only have to drop the one you changed.

Does this make sense/solve your problem? contact me directly if you need more details.

[Bob Ratcliffe]

I know what you mean. However, I always have all of the files for the system on my Powerbook...if anything, this is where the master files are stored, and I merely place a copy of all of them on the server for other teachers to access. So anyway, I'll try your suggestion...know that it works okay on the Pwerbook with all of the related files after any update and then drop all of them again on the server.

Question:

When I define a relationship, there is the checkbox 'Define a relative path'...can anyone tell me when to use this, i.e. check or uncheck the box?

[Bob Ratcliffe]

Thanks for the advice...I'll give it a go.

[Kurt Knippel]

I would suggest the following:

If you MUST continue to update the files offline, make sure that you have networking turned OFF in your version of Filemaker. This will prevent any files from trying to locate your machine on the network and thus fail to open.

However, you will be much better off by updating the files online. Either connect and open the files directly off the server from home, or better yet setup a remote control system where you connect to a system at the school and control that system to open Filemaker and update the files. Software such as Timbuktu, Reachout and PC Anywhere will allow you to do this.