1. Considerations for using FileMaker Pro as a database application in the pre-
media, pre-press production environment.
I have developed FileMaker Pro applications for complete production systems as well as small
to mid-sized utility applications.
FileMaker Pro works best in a client/server environment. Now there is a cloud based version
too, which further expands deployment options. Unlike web based database systems,
FileMaker Pro handles record locking automatically. The user does not have to refresh the page
when a different user changes data on the same form. The form is instantly updated. Two users
cannot modify the same record simultaneously – the second user is restricted from modifying a
record that is being modified by another user.
FileMaker Pro works very well in a Macintosh environment because
1- Its familiar Mac interface
2- FileMaker Pro is a Mac application and can talk to the Mac OS through plugins and
through Applescript.
Connectivity to the MacOS enables creation and migration of job folders on mounted server
volumes. I create scripts that check if a job folder exists in a client folder – if the older doesn’t
exist it is created, with all the required subfolders. The subfolders can be different in an
enclosing folder depending on the job type.
When the job is closed, the main job folder is cleaned up via scripts – previous versions are
deleted – and the main job folder is moved to the archive root folder.
All files in the job folder are recorded in a files database, along with the type, creator, file size,
creation and modification dates.
I decoded the URLs used by Xinet’s WebNative so that a user can instantly find a file, see the
thumbnail of the file in FileMaker Pro (using FileMaker Pro’s web viewer option), and then go
instantly to the WebNative file page to start restoring the file. Searching in WebNative is single
threaded and painfully slow. Using FileMaker Pro as a kind of front end makes restoring files
painless.
Creating Client folders. When new clients are entered in the database, and a new client folder
has to be created, scripts automatically take care of it, conditionally creating sub-folders based
on job type.
Applescript and FileMaker Pro together can mount server volumes with the correct user
permissions as well as connect to FTP servers.
We used Monarch (an EFI product) for accounting. FileMaker Pro wrote the orders and line
items and tracked operator time (and lots more).
I integrated FileMaker Pro with our Monarch accounting system (with the help of a Monarch
developer). In order to keep line items in the FileMaker Pro and Monarch systems
synchronized, a scripted export from FileMaker Pro ran every 30 seconds to a directory where

2. Monarch was monitoring the folder for import. With this system, instead of synchronizing the
systems at billing time, the orders and line items were already in the accounting system at
billing time with the correct client and item codes. This saved a lot of time and prevented
potential re-keying errors.
Via ODBC, FileMaker Pro read the data in Monarch which made it easy to do cross-tab reports
and graphs in a scripted fashion rather than using Crystal.
FileMaker Pro, using its web viewing portal is able to connect to Google Charts, which has a vast
library of templates. I used Google Charts with FileMaker Pro to process 40 million client retail
line items to correlate sales with in store graphic change outs. FileMaker Pro has native charting
abilities, but combining FileMaker Pro with Google Charts really opens up possibilities.
With WebDirect, the database can be client facing. This enables sales people to enter estimate
specs directly. When shipping logs are imported, and linked to an order in the system, a client
can log into the site enabled by WebDirect, search for their shipments by date or carrier, see a
tracking link displayed, or export an Excel sheet with hyperlinks to go to the specific shipment.
File manipulation automation. I developed a FileMaker Pro based solution to automatically
open, scale and save Photoshop files overnight. The client received very high resolution scan
files which were too large for page layout. They had the time to wait a day or more after
receiving the scans before building layouts. The solution polled the source directory and
destination directories, to determine which files need to be processed. The script opened the
new files in Photoshop, scaled, renamed, and “Saved as..” them according to the supplied
specification.
WIP info to sales. I wrote scripts in the production system that would find each salesperson’s
current jobs and total WIP value. A PDF file for the report was attached to an email that the
system sent out every morning.
Any information in the database can be reported on, saved into Excel or PDF format and sent
via email, or posted to servers, all via scripts automatically by schedule.
In order to determine WIP, I used price list values and started to develop a cost plus routine.
Price lists grew to be complex, calculating a price based on sq. inches and quantity. Client
specific pricing was implemented throughout. There are default prices for all clients, and client
specific pricing if there was a client price entry for a specific substrate or media.
Promoting estimates. Estimates and Orders are written on similar interfaces referencing the
same pricing tables. When an Estimate becomes an Order, all descriptive info and line items are
imported into a new order, which is editable as is and is not connected to the estimate except
by reference. Estimates can be used as Order Templates, for recurring item orders.
Remote time recording. I set up a proof of concept for time entries using FileMaker Pro Go, the
IOS client version of FileMaker Pro. To record an operator time entry (or a large format printer,

3. for example where it may not be necessary to have a database workstation), an Order ticket is
printed with a QR Code or a bar code. Using the IOS device camera, the graphic code is
decoded, and automatically returns the time record for the Order. The operator can confirm
start/stop time.
IOS photos can be entered into a job for visual reference.
FileMaker Pro as a file data manipulation tool.
People use Excel as a list manager. I’ve converted many Excel documents for different
purposes. One example converted client supplied Excel documents, which had the parameters
for advertising rollouts – art name, size, store, location in the store, store address, etc..
Depending on the need, I’ve made CSV files to be imported into UPS and FedEx systems,
including a generated key field. Once the job shipped, we export the tracking info from the
shipping system, and marry it back to the client’s information and generate a hyperlink in Excel
to link directly to the shipping provider’s web site.
Using the same info, and thumbnail sized images, I created packing slips with visual IDs, also
related by key fields to the shipment info.
I also cleaned up the client supplied data, exported files which contained all geometry and
content information, which was input into a scripted application which built InDesign
documents to the size supplied in the Excel file.
I had a request to extract 3 pieces of info, file name, rip time and platform, from a rip
generated, 3,000 line XML file. (The manager was interest in predicting future rip times for
similar work.) I made a FileMaker Pro utility file that input the XML files, parsed through all the
extraneous data, and export an Excel file with the 3 data point in segregated columns.
FileMaker Pro Cloud expands functionality greatly for WAN and web access. FileMaker Pro
Servers (running Server software) were generally premises based. There were a few sharing
services, but they used a premise based software, which was limiting. FileMaker Pro Server,
running on a LAN is really quick. The software has comprehensive scheduling and backup
options. FileMaker Pro Cloud is re-written in Linux specifically for Amazon Web Services, and,
from what I’ve read, is very fast, depending on network connection speed. To share a database
between multiple locations should be much easier. But, it’s early for this technology to be
adapted as a primary resource. I am sure this will be a big part of FileMaker Pro deployment in
the near future.
I am a proponent documentation, for the end user and for myself. FileMaker Pro provides for
internally documenting itself via comment in calculations, scripts and layouts. I’ve become
proficient in Screenflow for video documentation.
I have lots of experience solving lot of problems and would like very much to be considered for
your employ.
Tom Langton
November, 2016