Overview

FileMaker Pro is an easy-to-use program for database design, use, and development. Users can rapidly create a complex database with multiple layouts from which to view data. Databases can hold text, images, QuickTime movies, or references to data stored elsewhere. Databases can be also shared on internal or public networks. New features in version 5 allow quick Web-based publishing of any database. Standard security features allow control of access by individual, group, or machine address (internal reference or IP). Advanced features such as database linking with relational functions, internal scripting, and external plug-ins allow basic functions to be extended. FileMaker Developer provides additional tools for both the beginning and the advanced user. There is a simple tool to convert databases into stand-alone databases, and there are tools to help users publish their data in XML and other formats over the Web. FileMaker is an excellent tool for biologists needing to manage and publish their data.

How Long Did It Take to Learn to Use It Productively?

Designing a simple database with a few layouts, and entering data, took less than an hour. Publishing the database via the Web took a few minutes once my network was properly configured. Creating a stand-alone database using the tools from FileMaker Developer was also quick, with a conversion wizard leading me through the steps. By the end of a day of playing with FileMaker Pro, I was comfortable with sophisticated database linking (sharing data from other FileMaker databases) and scripting. More advanced features, such as XML publishing, extensions, and ODBC support were beyond my skills and hardware setup. These advanced features require XML knowledge and programming experience (FileMaker Developer). My feeling is that these features might not be very useful in the average biology laboratory.

Product Quality

Customizability

Excellent. The layout function allows users to design the interface of the database. A database can have more than one layout, allowing users to have selective views of the same data. Users can even design a separate Web layout or choose from the ones that come with FileMaker.

Ability to Program in Scripts, Add Extension Modules, etc.

FileMaker Pro has very good support for internal FileMaker scripting and for platform-specific scripting and extensions (OLE and AppleScript). FileMaker Developer provides the tools to add or program extensions that add custom functions or provide hooks into other methods of data access.

Ability to Import and Export in Different File Formats

FileMaker can import and export files into a range of formats, such as Excel, DBF, ClarisWorks, HTML table format, and tab-delimited and comma-delimited text files. Importing is easy, allowing the user to map parts of a record to fields within the target database.

Useful or Unusual Features

FileMaker's strongest features are its ease of installation and use. These features make this database-design and development package ideally suited to the biology laboratory. A beginner can rapidly design a simple database with a few layouts. Layouts allow the user to design the best possible format for visualizing all of the data or subsets. For example, a laboratory could use one layout that looks like an index card to input data and another layout to list all the entries. The layout can include radio buttons or pop-up lists and automatically entered text (such as serial numbers), and text can be verified upon input, e.g., must the field contain text, numbers, or fall within a specific value range. The layout can also include calculations for items such as numerical summaries.

Another easy-to-use feature is Web publishing. Previous versions of FileMaker allowed concurrent sharing of databases over AppleTalk networks, but each computer in the network required an additional FileMaker license. With Web-based publishing, anyone with a browser can access a database. It is easy to set up, and different levels of security and monitoring can be configured for each database published. The standard version is limited to 10 unique users (IP addresses) per 12-hour period. The unlimited version removes this restriction.

The most useful feature of FileMaker Developer is the stand-alone converter. This converter rapidly converts a database into a stand-alone version that can be used much like any FileMaker database. Like any FileMaker database, access can be restricted to browsing or allow editing. This is an excellent solution for database publication.

The more sophisticated features of FileMaker Developer require, in my estimation, skills beyond those of most biologists I know. However, for those laboratories that possess such resources, these advanced solutions would be more valuable than the basic Web publishing described above.

An example of how a molecular biologist might use a FileMaker database: Plasmids are a routine part of a molecular biology laboratory. Invariably, the numbers of plasmid constructs soon outstrips a single person's ability to recall information regarding those plasmids. Many labs keep a written record of these constructs. However, with FileMaker, you can create a plasmid database that contains the name, designer, sequence, and other information associated with each plasmid. You could also link a graphic representation of the plasmid directly in the database or from an external file. If you were to add a bit more through OLE or AppleScript (inter-application scripting languages), you could have a plasmid drawing program either automatically update the image or open to edit the image. With tools from FileMaker Developer, you could possibly design your own extension that allows you to draw a plasmid using FileMaker, though that may be beyond the average skill level of a biologist (it certainly is beyond mine).

Let's take this example further. You've set up a database that contains all the information on all your plasmids. You've linked the application to a plasmid drawing program so that there is a graphic file associated with the record. You've also set up a database for the cell lines, microbial strains, organisms, and reagents in the lab. You then create fields in the plasmid database that link it to other databases. In this way, you could, for example, automatically keep track of which cell lines or microbial strains have the plasmid. Linking the databases would allow you to keep track of related items.

These databases can all be shared. Changing a few settings makes it easy to share the database over the Internet (or intranet) or over an internal network via file sharing. While file sharing requires extra FileMaker clients to access the data, Web-based sharing only requires a browser. The standard sharing is simple, but the FileMaker Developer tools allow for finer control of the presentation of data. Sharing does bring security risks. Fortunately, FileMaker allows for fine control of database access. You can set a database to single or multi-user access, or hidden but accessible via other permitted databases. You can select access privileges for each database, providing access to groups, individual users. Access (read-only, edit, or hidden) can be controlled down to the layout and field. These access privileges work whether the file is accessed via file sharing or over the Web (or even if it has been made stand-alone using the FileMaker Developer conversion tool). The Web security can add an extra layer by requiring individual or group user names and passwords to access the Web based database directory.

In short, FileMaker can facilitate the management of laboratory data and reagents. The security features allow you to fine tune access to your database, facilitating sharing of the database. Look for a review in a future issue of a FileMaker-based database called BoxIt. BoxIt is a database designed for a laboratory to manage plasmid, purchasing, and other important information.

Limitations

I could not find fault with the workings of this program. It has been around for over 10 years and it shows. The manual is very good, the interface is polished, and the program delivers on its promises. However, it is unfortunate that free phone support is not provided. In addition, it would be nice if the database converter was available separately without having to buy FileMaker Developer. FileMaker Pro Unlimited is steeply priced, but comparable to prices for server versions of database programs.

Comparisons with Similar Software

FileMaker has always been and still is the best general-purpose database program I have ever used on a PC or Macintosh. HyperCard, from Apple, is also versatile, but has not evolved like FileMaker. Additionally, FileMaker Developer provides an excellent set of tools for more sophisticated development work.

Technical Support and Documentation

FileMaker offers three levels of support: free, limited complimentary, and fee-based. Free support is via the Web site and a toll-free fax-back number. The limited complimentary support comprises a single free telephone call to technical support to help the user in using the software. Installation help, on the other hand, is provided at no charge. Fee-based support can be either fixed-price (800 number) or per minute (900 number). FileMaker Pro documentation is well written and helpful. Online help over the Web and in the program is also very good.

Target Users

FileMaker Pro is an excellent way to store information normally found in in a lab's logbooks. Records of items such as plasmids, organisms, cell lines, and inventory can be easily recorded and managed with a FileMaker database. Scripts can be added to print records or provide timely reminders. The ease with which a nontechnical user can design, modify, and maintain a large FileMaker database makes FileMaker an ideal tool in a laboratory setting. Databases such as Boxit that are based on FileMaker Pro and tailored for the biological-science laboratory are already available.

FileMaker Developer is useful for those who wish to publish their databases as stand-alone databases or use more sophisticated Web-based methods, such as XML or Java. The stand-alone conversion tool requires little skill, but the XML and Java tools require programming knowledge. These tools, while powerful, may be too advanced for the users in the average laboratory.