Develop and maintain FileMaker and ERP: Who should do it and what qualifications are there?

Databases based on Claris FileMaker Pro are a powerful and flexible solution for managing data in companies and have been used in the business environment on Apple Mac, Windows and mobile on iOS since the 1980s. Today, Claris FileMaker is offered in version 2024, which has extensive database functions and, in the current version, some AI-supported functions. FileMaker supports all common industry standards and can be easily connected to other systems or services.

For a FileMaker database to function reliably and securely, regular maintenance, further development, installation of updates and backups are essential. In many companies or when introducing new FileMaker-based ERP software, the question arises as to who should take on these tasks and what qualifications are required in addition to a general understanding of IT and databases.

In this article, we describe the essential tasks and best practices in the areas of maintenance, further development and servicing of FileMaker databases and ERP software based on them and which professional qualifications are required or helpful.

Maintenance of FileMaker databases

1. Database monitoring

* Checking data integrity: Regular checks for corrupt data and incorrect entries are necessary. FileMaker diagnostic tools can be used for this purpose.
* Performance monitoring: Monitor the performance of the database to ensure that it is running efficiently. This includes analyzing response times and identifying bottlenecks.

2. Maintenance

* Database reorganization: Reorganization (e.g. index rebuild) can optimize access times and improve database performance.
* Removal of data that is no longer required: Old and unused data records should be deleted or archived regularly to keep the database lean and performant.
* Regular security checks: Review security settings, user permissions and access logs to prevent unauthorized access.

Further development of FileMaker databases

1. Requirements analysis

* Obtain user feedback: Regular user surveys to collect suggestions for improvement and new requirements.
* Monitor technological trends: Monitor technological developments and evaluate whether new features or technologies should be integrated into the database.

2. Implement new functions

* Prototyping and testing: New features should first be developed in a test environment and thoroughly tested before being integrated into the production database.
* Step-by-step integration: Implement functions step-by-step and be able to perform rollbacks if necessary to minimize problems.

3. Documentation

* Keep a change log: Every change to the database should be documented to ensure traceability. The customizable gFM-Business ERP software for Mac, PC and iOS based on FileMaker includes a developer module that provides an automatic change log for all layout changes.
* Update user manuals: Ensure all user documentation and manuals are current and reflect new features and changes.

Install updates for FileMaker and ERP software

1. Update planning

* Schedule updates: Schedule regular updates and maintenance windows to minimize disruption to ongoing operations.
* Communication: Inform all users in good time about planned updates and possible downtimes.

2. Implementation of updates

* Backup before the update: Always create a complete backup of the database before carrying out an update.
* Update in a test environment: First carry out the update in a test environment to ensure that no unexpected problems occur.
* Step-by-step implementation: For larger updates, it may make sense to carry them out in several steps in order to minimize the impact on the system.

3. Follow-up

* Functional tests: After the update, comprehensive tests should be carried out to ensure that all functions work as expected.
* Troubleshooting: Document and fix any problems that occur during or after the update.

Backups of FileMaker databases

1. Backup strategies

* Regular backups: Set a backup schedule that includes daily, weekly, and monthly backups. FileMaker Server includes features for automatic backups with any number of schedules.
* Versioning: Keep multiple versions of backups so you can revert to different points in time if needed.
* Offsite backups: Ensure that backups are stored offsite to protect against local disasters.

2. Execution of backups

* Automated backups: Use automated backup solutions to ensure that backups are created regularly and reliably.
* Manual backups: In certain situations (e.g. before major changes or updates), manual backups are necessary.

3. Restoration of backups

* Regular test restores: Perform regular test restores to ensure that the backups will actually work in an emergency.
* Documentation of restore procedures: Create clear and understandable instructions for restoring the database that can be used quickly in an emergency.

What professions and further training are there?

To further develop and maintain FileMaker databases, there are several ways to delegate these tasks:

* Externally by a Claris partner or FileMaker developer
* Internally by a (new) employee
* Internally by a (new) trainee

In Germany, Austria and Switzerland, there has been an established developer community for programming FileMaker databases for decades. Most of those who offer their services such as programming, maintenance and care of FileMaker databases can be found in the directories mentioned above. The contact point for FileMaker developers in German-speaking countries is the FMM forum of FileMaker Magazine, which also publishes job offers as classified ads.

Possible career paths for FileMaker and ERP

There are several training professions suitable for the maintenance, further development and servicing of FileMaker databases in a company, which impart both technical and analytical skills. Below you will find some relevant training occupations for this area:

1. IT specialist for application development (IHK)

IT specialists for application development plan, develop and program software applications. They test existing applications, adapt them and develop application-oriented user interfaces.

Relevant skills:

* Programming and software development
* Database management and maintenance
* Analytical thinking and problem solving skills

2. IT specialist for system integration (IHK)

IT specialists for system integration plan, install and configure IT systems. They rectify faults and carry out system updates.

Relevant skills:

* Network and system administration
* IT support and troubleshooting
* Implementation and maintenance of IT infrastructures

3. IT systems administrator (IHK)

IT systems clerks advise customers on the planning and acquisition of IT products. They prepare quotations, calculate costs and coordinate IT projects.

Relevant skills:

* Customer consulting and project management
* Understanding of IT systems and software solutions
* Economic thinking and organizational talent

4. management assistant for digitization management

Digitization management specialists analyze business processes and develop solutions for digitization. They implement and support digital applications.

Relevant skills:

* Process analysis and optimization
* Implementation of digital solutions
* Project management and user support

5. database developer (specialization)

Although this is often an advanced training or specialization, the role focuses on the design, implementation and management of databases.

Relevant skills:

* Database design and development
* SQL programming, possibly JavaScript
* Database maintenance and optimization

Further training opportunities and certifications

In addition to traditional apprenticeships, there are also further training courses and certifications that provide specific knowledge in dealing with FileMaker databases:

* FileMaker Certified Developer: this certification demonstrates in-depth knowledge and skills in the development and administration of FileMaker databases.
* Continuing education in database administration: Various educational institutions offer courses and certificates in database administration and management.

Best Practices and Summary

The maintenance, development, installation of updates and backups of FileMaker databases are essential for the operational reliability and performance of the database. Some best practices are summarized below:

* Regular monitoring and maintenance of the database to detect and fix problems early.
* Continuous development based on user feedback and technological trends to adapt the database to current requirements.
* Careful planning and implementation of updates to minimize the impact on ongoing operations.
* Comprehensive backup strategies and regular test restores to avoid data loss and to be able to react quickly in the event of an emergency.
* The development, maintenance and servicing of FileMaker databases can be carried out by an external service provider or an internal employee.
* Various registered professions are available for internal employees or trainees, which are also suitable for these tasks as part of company training.
* Further qualification options are available on the market, such as FileMaker Certified Developer or external training courses, e.g. on SQL or JavaScript.

gofilemaker.de - MSITS
Hackenweg 97
26127 Oldenburg
Germany

https://gofilemaker.de

Herr Markus Schall
+49 (0) 4 41-30 43 76 40
+49 (0) 4 41-30 42 51 32
info@gofilemaker.de

Development of customizable ERP software with CRM, billing and merchandise management for macOS, Windows and iOS based on the Claris FileMaker platform. Development and distribution of database systems, ERP software and merchandise management systems based on the FileMaker platform. Experience with FileMaker databases since 1994, winner of an FMM Award 2011, presented by FileMaker Magazine.

This release was published on openPR.