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Access to FileMaker 7 Migration with FmPro Migrator for Windows

5/11/2004
by David Simpson

Summary:

Previous versions of FileMaker have only provided a graphical interface for the creation of new database files. FileMaker 7 introduces the ability to create FileMaker database tables via SQL commands sent to the database through an ODBC connection. The addition of this new functionality now makes it possible to automate FileMaker 7 table creation tasks to automate the migration of other databases such as Microsoft Access to FileMaker 7.

Overview

This article focuses on using FmPro Migrator for Windows to migrate a Microsoft Access database to FileMaker 7. FmPro Migrator for Windows makes ODBC queries to the Access database in order to obtain metadata information from the database. From this metadata info, migration scripts and report files are then produced which are used to migrate the database structure to FileMaker 7 [See Figure 1].

Utilizing an automated process to create migration scripts is often essential for a successful migration project. A typical Access database can contain dozens or even hundreds of fields (up to 255). Field names within an Access database may consist of FileMaker 7 reserved words which would normally cause the table creation process to fail. In fact some field names which would work fine if entered within the FileMaker 7 Define Database window will not work correctly if sent to FileMaker as part of a CREATE TABLE SQL statement. Hours of work can be saved by automating the development of the FileMaker 7 table creation SQL code.

[Figure 1 - ODBC Metadata Query Process]

 

Why Migrate?

FileMaker is unmatched in usability thus allowing even novices to quickly create useful database applications for themselves and other users. FileMaker solutions are often developed by individuals and departments who are working independently from a corporate IT department due to cost factors or reduced IT staffing.

Microsoft Access is only available for computers running Windows, therefore mixed platform work environments are not an ideal implementation scenario for Access deployments. FileMaker is available for MacOS X and Windows, which makes it a great choice for these types of deployments. To get an Access database to run on MacOS X it would be possible to install VirtualPC in order to run Access within Windows. However the deployment cost of purchasing VirtualPC, Windows and Microsoft Access would be greater than the retail price of FileMaker. Furthermore the support costs of having to troubleshoot VirtualPC, and Windows and Access database issues would be greater than a simpler FileMaker only installation.

FileMaker 7 provides significantly greater data handling capacity compared to Microsoft Access [Please see Table 1]. With the exception of the maximum column name length, we don't need to be concerned with exceeding the capabilities of FileMaker 7 when performing an Access to FileMaker 7 migration. Database tables from Access will easily fit within the capabilities of a FileMaker 7.

Technical Challenges with Migration

Some of the technical challenges with manual migrations of Access databases include Access to FileMaker data type mapping, changing of column names, dealing with large numbers of Access fields, and migrating images from Access to FileMaker 7.

• Access Field Name Issues - Access field names can exceed 60 characters in length and may consist of FileMaker 7 reserved words which would cause the table creation code to fail. FmPro Migrator handles these column name issues automatically when it generates the FileMaker 7 table creation script. FmPro Migrator automatically shortens excessively long Access column names to 60 characters, and suffixes reserved words with an underscore character. However you do have to watch out for situations in which duplicate column names may be created due to the field name truncation process.

• Large Numbers of Access Fields - Manually retyping up to 255 column names for multiple Access database tables into FileMaker is a time consuming and error prone process. FmPro Migrator makes an ODBC connection to the Access database in order to extract the names of all of the columns for each table within the Access database file. These column names are modified as needed and written into a table creation script which builds each of the Access database tables within the FileMaker 7 database.

• Migrating Access Memo Fields - Manually creating a CSV export file containing special characters or up to 65,535 characters of text from Access memo fields with often result in problems when importing the data. Special characters may get changed and text fields containing the export file delimiter characters may get misinterpreted during the file import process. The solution to this issue is amazing simple. Due to the robust importing capabilities within FileMaker, the data from Access can simply be imported via an ODBC connection to the Access database. All datatypes are retained and data contained within large text fields is inserted directly into the FileMaker 7 database table.

• Migrating OLE Object Fields From Access - Access OLE Object fields represent the equivalent functionality to FileMaker's Container fields. Access OLE Object fields can't be exported within CSV or tab delimited files. Once again, the solution to this challenge is to import the data into FileMaker via an ODBC connection to the Access database.

• Migrating Access Calculations - Access uses VBScript for the development of calculations and decision making within the database. VBScript is not available within FileMaker, so this functionality needs to be redesigned to use FileMaker scripts and calculation fields. The rich set of field entry and validation options within FileMaker simplifies the development process by replacing VBScript code with the selection of the appropriate Auto-Enter or Validation field option for each FileMaker field. This task is more reliable and faster than having to write, test and debug VBScript code within Access.

[Figure 1 - FileMaker 7 Field Options]

• Migrating Access Table Relationships - It is not possible to configure table relationships via an ODBC connection to a FileMaker 7 database. But this task is easily accomplished with the new relationships graph of FileMaker 7. Relationships are created between fields of tables, therefore each table may be migrated individually. Once all of the tables have been migrated to FileMaker 7, the relationships between the tables can be defined in the relationships graph of the Define Database dialog.

[Figure 2 - FileMaker 7 Relationships Graph]

Using ODBC with FileMaker 7

Once FmPro Migrator gathers the metadata information from the Access database, it creates a Perl program which re-creates the Access database table(s) within the FileMaker 7 database. Perl makes a good choice as a programming language for this task due to its strong support for database connectivity through the DBI package. The Perl DBI package provides a high-level database independent programming interface which makes use of database dependent driver modules and manufacturer supplied driver software to communicate with individual databases.

This means that ActiveState Perl needs to be installed on Windows along with the Perl DBI and DBD::ODBC modules. ActiveState Perl and the DBI/DBD::ODBC modules are available as open source software which can be downloaded at no charge. Once Perl has been installed on Windows, the following commands will install the DBI and DBD-ODBC Perl modules:

ppm
PPM> install DBI
PPM> install DBD-ODBC
PPM> quit

Installing the FileMaker 7 ODBC Driver

FileMaker Pro 7 for Windows includes the DataDirect SequeLink ODBC driver which only allows a connection to the database from the localhost IP address - from the computer running the database. Unlike previous versions of FileMaker, the FileMaker ODBC driver is no longer automatically installed along with the database software. A separate ODBC installer is launched from the xDBC folder on the FileMaker 7 CD in order to install the ODBC driver. Launch the DataDirect setup.exe installer from the on the FileMaker 7 installation CD. The default installation options may be used during the install process.

[Figure 3 - FileMaker 7 ODBC Installer]

Due to a problem with the ODBC installer, the DataDirect SequeLink software needs to be installed twice in order to work correctly on Windows.
Double-click the setup.exe installer again to remove the DataDirect SequeLink software. Use the default options to de-install the software.
Double-click the setup.exe installer again to install the DataDirect SequeLink software for the 2nd time. DataDirect 32Bit SequeLink will now show up under the list of drivers within the the Microsoft ODBC Administrator control panel.

The Access Example Database

The example database used for this article is a database named Example.mdb. This database includes a wide selection of fields so that we can see how the various data types get transferred to FileMaker 7. The following table shows the Access data types and the compatible column types used within the FileMaker 7 database.

[Table 2 - Access and FileMaker 7 Data Types]

One caveat should be noted regarding the migration of Access OLE Object data to FileMaker container fields. The data is migrated successfully from Access OLE Object fields into FileMaker container fields, but images are not viewable within FileMaker while browsing the database. FileMaker 7 doesn't create a JPEG preview image for the container field unless the information is inserted into the record via the FileMaker graphical interface. You could however export the image data from Access prior to migrating the data by using one of the scripts created by FmPro Migrator, then import this data separately into FileMaker 7.

Getting Access Database Info

The first step in the migration process is to launch FmPro Migrator in order to specify the source database info. Select Access as the source database and FileMaker 7 as the destination database. The ODBC DSN for the source database will be used by FmPro Migrator to obtain metadata from the Access database. Either keep the default ODBC DSN names listed in FmPro Migrator or change them to match existing ODBC System DSNs on your computer. If it is necessary to log into the Access database, this login info may be entered here in FmPro Migrator or within the Access ODBC DSN.

[Figure 4 - FileMaker Tab Parameters]

Since I frequently perform migration projects for customers, I change the contents of the Customer field to reflect their name. The name within this field is used to create the Copyright information within each generated script, thus keeping my customer's legal department happy. Click the browse button to select an output directory, since there will be 6 files created for each Access database table.

Create the Access ODBC DSN

Open the Windows Data Sources (ODBC) Control Panel to create a new System DSN for the Access database to match the ODBC DSN name entered into FmPro Migrator for the source database. The Data Sources (ODBC) control panel is located within the Administrative Tools folder of the Windows Control Panel.
Note: With Windows XP, it may be necessary to select the Classic View for the Control Panel in order to see the Administrative Tools folder.

 

[Figure 5 - Data Sources (ODBC) Control Panel]

This ODBC DSN should be created as a System DSN, so click on the System DSN tab, then click the Add button.
Select the Microsoft Access Driver, then click the Finish button.

[Figure 6 - Create New Access ODBC DSN]

Enter the name of the ODBC DSN in the first field. This name should exactly match the name entered into the Source Database ODBC DSN field within FmPro Migrator. Click the Select button, then select the Access database filename from your hard drive. Click the Ok button.
Note: The Access database must not be open within Microsoft Access while selecting the filename in this ODBC dialog.

[Figure 7- Enter Access ODBC DSN Name, Select Filename]

Now that the FileMaker ODBC DSN has been created, FmPro Migrator can query the Access database to obtain the metadata required to create migration scripts to FileMaker 7. Click the Refresh button in FmPro Migrator. The Table1 and table2 Access database tables within the Example.mdb file will show up in the Open Databases field.

[Figure 8 - Access Database Tables]

Generate Migration Scripts

Now that a successful connection has been made to the Access database, it is a simple matter to generate the migration scripts and database documentation files by pressing the Migrate button. The result of this process is the list of migration scripts shown below which will be created within the output directory.

[Figure 9 - Generated Access to FileMaker 7 Files]

If these scripts are not created, select the Status Window menu item from the FmPro Migrator File menu. The Status Window will display info about any problems which occurred during the file generation process.

[Figure 10 - FmPro Migrator Status Window]

 

There are 6 files created for each Access database table during the migration process, but we will only need to use the 3 files which are described in Table 3.

[Table 3 - Migration File Descriptions]

Preparing to Create the FileMaker 7 Table

Create a new database in FileMaker 7 on Windows or open an existing database file. Your migrated Access table will be created within this new FileMaker 7 database file. For this article, a new FileMaker 7 database named fmp7_newdb has been created.

Since we will be making an ODBC connection to FileMaker 7, enable the ODBC/JDBC Sharing Companion for all users of this new FileMaker 7 database.

[Figure 11 - Enabling FileMaker 7 ODBC/JDBC Sharing]

Open the Windows Data Sources (ODBC) Control Panel to create a new FileMaker 7 System DSN to match the default ODBC DSN name used by FmPro Migrator. Click the System DSN tab, then click the Add button.

[Figure 12 - Create New FileMaker 7 DataSource]

Select DataDirect 32Bit SequeLink 5.4 as the driver for the new FileMaker 7 data source, then click the Finish button.
Note: Do not select FileMaker Pro as the driver, because the FileMaker Pro driver is only used for the older versions of the FileMaker database.

[Figure 13 - Select DataDirect 32Bit SequeLink 5.4 Driver]

Enter the name of the ODBC DSN in the first field. This name should exactly match the ODBC DSN name which was entered into the ODBC DSN field for the Destination Database within FmPro Migrator. Fill in the SequeLink Server Host (127.0.0.1), and SequeLink Server Port (2399) fields as shown in the image below.
Note: The operational features of the FileMaker 7 ODBC Driver are very different from previously shipped FileMaker ODBC drivers. The DataDirect SequeLink FileMaker driver included with FileMaker Pro 7 only permits ODBC connections to be made to a local FileMaker 7 database running on the same computer. This is why the SequeLink Server Host field must be filled in with the TCP/IP address of 127.0.0.1 or the hostname "localhost". The feature of allowing external computers to make an ODBC connection to a FileMaker 7 database is reserved for the FileMaker Server 7 Advanced product.

Click the “...” button to the right of the Server Data Source field, then select the name of the new FileMaker 7 database (fmp7_newdb). Click the Ok button.

[Figure 14 - Enter SequeLink Driver Parameters for FileMaker 7]

In order to verify that a connection can be made to the FileMaker 7 database, it is a good idea to test the ODBC connection before attempting to use the new ODBC DSN. DataDirect has provided a helpful Test Connect button within their driver setup window which will enable testing of ODBC database connectivity.

Click the Test Connect button shown in Figure 15 to verify that a connection can be made to the new FileMaker 7 database.
Enter Admin as the username, with no password, then click the Ok button.
Click the Ok button to close the test results dialog box.
Note: If the connection test fails, verify that ODBC/JDBC sharing is turned on and that an older version of FileMaker is not running with the Local or Remote Data Access Companion plug-ins enabled.

[Figure 15 - Test FileMaker 7 ODBC DSN]

Open the Windows Command Prompt by selecting Start > Programs > Accessories > Command Prompt.
Use the cd command to navigate into the folder of generated scripts.

[Figure 16 - Opening Windows Command Prompt]

Creating the FileMaker 7 Table

FileMaker 7 includes new functionality which enables developers to create new database tables through the use of SQL commands. There is no command line interface included with FileMaker 7 for issuing SQL commands to the database, but SQL commands may be sent to the database while connected to FileMaker 7 through an ODBC connection. FmPro Migrator generates a table creation script as a Perl program which makes an ODBC connection to FileMaker 7 to send the table creation SQL command to the FileMaker 7 database. Table creation SQL scripts are created for each individual table within the original Access database. This article will show the creation of just the first Access table in the FileMaker 7 database, a table named Table1.

Type the following command in the Command Prompt window to run the table1_create_table1.pl Perl script to create the new database table in the FileMaker 7 database.
table1_create_table1.pl
If the program runs successfully, no message will be printed on the screen and the new table will be created within the FileMaker 7 database.

[Figure 17 - Creating New FileMaker 7 Table]

It is a good idea to verify within FileMaker that the new table has been created properly. This can be done by looking for the new table within the Tables tab of the Define Databases window. The new table named table1 will be displayed within this window in addition to the empty table named fmp7_newdb.

[Figure 18 - Verifying New FileMaker 7 Table]

A table named fmp7_newdb (containing 0 fields) was created when the FileMaker 7 database was originally created. This table is no longer needed - so it can now be removed from the database. When deleting a table from FileMaker 7, it is generally a good idea to also remove it from the relationship graph at the same time. If you try to re-create a new table through an ODBC connection with the table still referenced on the relationship graph then the create table command will fail.

[Figure 19 - Deleting FileMaker 7 Placeholder Table]

Migrating Data From Access to FileMaker

Since the new table1 FileMaker 7 database table was created via an ODBC connection, FileMaker 7 did not automatically create a layout for the table as it would have done if the table had been created manually. In order to import data from Access to FileMaker 7, it is necessary to have a layout associated with the newly created database table so that FileMaker will know where the data should be imported. This new layout for the table1 FileMaker 7 database table needs to contain all of the fields within this new table.

After switching to Layout mode in FileMaker 7, Select New Layout/Report... from the Layouts menu. Select table1 as the table to show records from, change the layout name if desired. Click the Next button.

Click the Move All button to include all field names on the new layout. Click the Next button.

Select the Layout Theme, then click the Finish button.

[Figure 20 - Create New FileMaker 7 Layout]

Once the layout has been created, the data can be imported from Access to FileMaker 7 through an ODBC connection between the databases. Use the previously created example_acs_dsn Access ODBC DSN to connect with the Access database from FileMaker 7. Select Import Records > ODBC Data Source..., then select the example_acs_dsn within the FileMaker 7 Select ODBC Data Source dialog, click the Continue button.

[Figure 21 - Import Data From Access to FileMaker 7 - ODBC DSN Selection]

FileMaker 7 will then prompt for Username and Password information required for logging into the Access database. With this example Access database no login information is required, so just click on the Ok button.
Note: It is also possible to specify Username and Password information within the Access ODBC DSN. If the Access ODBC DSN has been configured in this manner then it will still not be necessary to enter the Username and Password info into this dialog box.

[Figure 22 - Access Database Username/Password Dialog]

FileMaker 7 then presents a SQL Query Builder dialog box which helps with the creation of the SQL command to import data into the new FileMaker 7 table. Select Table1 from the Access database, then add each of the columns into the SQL Query by double-clicking on each column name. Click the Execute button.

[Figure 23 - FileMaker 7 SQL Query Builder]

The last step of the data import process is the Import Field Mapping dialog. Selecting the matching names menu item from the Arrange By menu will generally do a good job of automatically matching field names between databases. Any field names which don't match automatically can also be matched manually in this dialog. Click the Import button.

 

[Figure 24 - FileMaker 7 Import Field Mapping]

FileMaker will import all of the records, followed by the display of the Import Records Summary dialog. This dialog will show if any records were skipped during the import process. If records were skipped, check the validation options selected for each field to determine if any constraints were violated. A common cause of skipped records includes having FileMaker 7 fields configured with the "Not Empty" attribute. If a particular field is empty in the Access database and its validation attribute is set to "Not Empty", then the entire record will be skipped when it is imported into FileMaker 7. Click the Ok button to close the Imports Records Summary dialog box.

[Figure 25 - FileMaker 7 Import Records Summary]

 

The imported Access data can now be viewed and edited in FileMaker's Browse mode.

[Figure 26 - Browsing Imported Access Data Within FileMaker 7]

 

Conclusion

FileMaker 7 introduces over 100 new features, including the ability to automate the creation of FileMaker 7 database tables via an ODBC connection. This new feature now makes it possible to automate the table creation aspect of an Access to FileMaker 7 migration project, which has never before been possible with FileMaker. FileMaker 7 developers can leverage the many benefits available with FileMaker 7 in order to migrate Access databases to FileMaker 7 and provide their customers with the improvements in capacity and usability we have come to expect from the FileMaker product line.

 

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