“The impact that Claris has had on our business is invaluable. FileMaker has really given us the backbone of our digital operations and the data to support our business growth.”

Travis Osborne, CEO and founder, Mobile Tyre Shop

As a small business owner, I understand the key role that a custom FileMaker solution plays in ensuring smooth and efficient operations. We help other companies accomplish this with custom web and FileMaker applications, but we also use our own custom app that we wrote internally to help manage the various aspects of our day-to-day business.

We’ve spent some time writing about the key benefits of modernizing your FileMaker solution. We recently enjoyed the opportunity to help one of our clients, a landscape architecture firm, navigate the complex process of upgrading their FileMaker database from an antiquated FileMaker 5.5 platform to the modern FileMaker 2024.

Here’s a closer look at their journey, challenges, and successes of updating their old FileMaker system.

The Old System: FileMaker 5.5

Our client has been using FileMaker 5.5 and FileMaker Server 5.5 for many years. While the system served them well in the past, it began to show significant signs of wear and tear. One primary issue was its age since this version was released over two decades ago (a year after Y2K!) and had long been unsupported by Claris. This lack of assistance meant that any technical issues were a major headache, with no official resources or updates available to address them.

Moreover, the old FileMaker system was notoriously difficult to modify. The development style from the early 2000s involved numerous files – over one hundred in this case. And the complex interdependencies between the files made making even minor changes a daunting task. As business needs evolved, the rigidity became a significant bottleneck. 

The client also had ongoing concerns about their system’s reliability; with its age and increasing frequency of issues, there was a real risk of it failing at any moment and causing major disruption.

The Upgrade Path: Evaluating Options

Given these challenges, the client recognized the need to upgrade their old FileMaker system. Several approaches were considered. 

• Overhaul the entire system, updating each component individually
• Copy and improve select elements from the existing system
• Start over from scratch and build in stages

A complete overhaul in this situation, or rebuilding from scratch, was deemed too costly and time-consuming. Plus our client already had a lot of elements they wanted to keep. So we developed a plan to create a new FileMaker file with a modern navigational interface and selectively copy over elements from the old system, which could then be improved.

This approach struck a balance between preserving valuable business processes and modernizing infrastructure. By incorporating significant elements from the old system into the new setup, the client has minimized the learning curve for staff, ensuring that the transition is as smooth as possible.

This strategy has also helped retain business rules and processes that were ingrained in the old system but were poorly documented elsewhere.

The Claris platform provides the best toolset for modernizing current solutions, building new applications, and digitally transforming business operations across your entire organization.

Claris

Benefits of the New System

The move to FileMaker 2024 has brought several key benefits for our client:

1. Support and Stability:

Our client now benefits from a supported annual license from Claris. They have access to the latest updates and features and can also count on readily available technical support, reducing the risk of prolonged downtime.

2. Modern Hosting Options:

Our client can now explore cloud options such as the hosting service we offer at Portage Bay, or FileMaker Cloud from Claris, both of which offer robust security, scalability, and remote access capabilities. FileMaker 2024 continues to support on premise hosting should they choose to stay with this option.

3. Enhanced Functionality:

FileMaker Server 2024 comes with plentiful new features and improvements. These include better performance, enhanced security measures, and new development tools that make it easier to customize and expand the system as business needs change.

4. Future-Proofing:

By upgrading to the latest version, our client has effectively future-proofed their operations. They are now in a much better position to adapt to future technological advancements and business requirements without facing the same level of disruption they’ve had to deal with up until now.

5. Cost Efficiency:

There has been an initial investment in upgrading, but the long-term savings are substantial. The new system is more efficient and reduces the time and resources spent on maintenance and troubleshooting.

You Can Balance Continuity with Innovation

Our client’s journey from FileMaker 5.5 to FileMaker 2024 is a testament to the importance of keeping technology up-to-date. By carefully planning their upgrade and choosing a cost-effective approach that balanced continuity with innovation, they have positioned themselves for greater efficiency and resilience in the years to come. For any business still relying on outdated systems, this case study serves as a compelling example of the benefits of modernization.

At Portage Bay, we feel strongly that transforming business operations doesn’t have to be a huge, expensive, time-consuming lift. As a Claris Platinum Partner, our experience has shown us that: 

• The power of customization means you don’t have to adapt your processes to fit within pre-determined or outdated confines.
• FileMaker lets you tailor your software to the way you run your business.
• You don’t have to go it alone. We value our long-term client relationships and are here to help through all stages of your business.
• With continuous enhancements over time, you can maintain robust and dependable business operating systems.

Send us a message or schedule a call to review your solution and the improvements you’re ready to make. You’re in good company with thousands of other businesses that value the longevity, reputation, and robust nature of the Claris platform.

About the Author

John Newhoff’s business background and years of database design, computer, and network configuration, and troubleshooting experience allow him to see beyond the immediate problem to the long-term solution. John is the business manager of Portage Bay and our lead 4th Dimension developer, creating sophisticated cross-platform solutions.