FileMaker: HST FileMaker Service

This article is documentation of the Health Sciences Technology (HST) FileMaker Service in regards to how the service works, what is provided, who can use the service, costs of using the service, and guides to use the service.

Index

  1. FileMaker Service
  2. Billing
  3. FileMaker Pro Guides
    1. Installation Guides
    2. Access Guide
  4. Common Problems

FileMaker Service

  • Definitions
    • Service: The FileMaker Service provided by HST.
    • Licensed Group: A department or area that has a hosted database, Negotiated Licenses, and actively being billed.
    • License Pool:
      • The total number of Concurrent Licenses purchased by HST to be leased out to Licensed Groups.
      • This number is the maximum number of users that can connect to the Service at the same time.
    • Concurrent License
      • A license taken from the License Pool for each client (FileMaker Pro, FileMaker Go, or FileMaker WebDirect) that is connected the FileMaker Server (active or idle).
      • Once the connection is severed, the license is released back to the License Pool.
      • Each signed-in user can have only one (1) connected session at a time regardless of client (limitation of the software).
    • Leased Licenses: The number of Concurrent Licenses a Licensed Group as agreed to lease to access the associated hosted database(s).
    • Concurrent License Usage: When multiple clients from the same Licensed Group are connected at the same time during a day (12:00 AM - 11:59 PM).
    • Peak Concurrent License Usage: The highest number of Concurrent Licenses used by the same Licensed Group at the same time during a day (12:00 AM - 11:59 PM).
    • Average Concurrent License Usage: All Peak Concurrent License Usage per day averaged out over the number of days there were connections to the database, rounded up to nearest whole number.
    • Billing Period:
      • The quarterly (3-month) period in which a Licensed Group utilizes the Service.
      • Billing Periods start on January 1st, April 1st, July 1st, & October 1st.

  • HST offers the Service to any unit within the Heath Care Component (HCC) to better align and maintain FileMaker databases, updates, compliance, and security.

  • The Service includes:
    • Hosting server (operating system, storage, maintenance)
    • FileMaker Server software (multi-user access to database)
    • Server and Database Backups (daily)
    • Client Software (FileMaker Pro, FileMaker Go, and/or FileMaker WebDirect)
    • Upgrades to the latest version (included in cost)
    • Vendor Support & Maintenance
    • Security & Compliance

  • HST purchases a "FileMaker Licensing for Teams" package which "includes FileMaker Server and User Connections for your team to access your custom apps through FileMaker Pro (for User Connections), FileMaker Go, or FileMaker WebDirect." The License Pool will be shared across the HCC. HST will be responsible for ensuring there are enough licences available for each Licensed Group to have their respective Leased Licenses available at all times plus 5 additional licences for occasional excess usage (subject to change as needed).

  • The Service allows HST to offer the License Pool across the HCC and share concurrent connections with multiple Licensed Groups. It allows each Licensed Group to lease only the number of Concurrent Licenses typically used on a daily basis with the flexibility of going over on occasion. This method will reduce the overall number of licenses that HST and each individual Licensed Group would need to purchase if not using this Service.

  • The Service allows for Licensed Groups to keep their databases and clients up-to-date and stay within the ever-increasing security and compliance requirements.

  • HST requires that a VPN client be connected to all FileMaker Pro sessions as there is no way to distinguish authorized connections to the FileMaker Server application. This provides security to the potential Private / Highly Restricted data housed in the various hosted databases. There is no opt-out option for this requirement as this Service is available to the HCC members.

Billing

  • Licensed Groups will negotiate on the number of Concurrent Licenses to be leased (minimum of 1) from HST.
    • The Licensed Group must contact HST to increase or reduce the number of Leased Licenses or cancel the Service for the active Billing Period within 15 days after the start of the Billing Period.
    • If the Licensed Group fails to contact HST within the designated time-frames, they are subject to pay the additional Billing Period or associated fees.

  • Licensed Groups will be required to pay $60 per Leased License per year, billed quarterly.

  • The Licensed Group must provide a Chart String to be invoiced prior to production use of the Service.

  • Concurrent License Usage Examples
    • Example 1: User A connects at 8:00 AM and disconnects at 9:00 AM.  User B connects at 10:00 AM and disconnects at 11:00 AM.  1 Concurrent License was used that day.
    • Example 2: User A connects at 8:00 AM and disconnects at 11:00 AM.  User B connects at 10:00 AM and disconnects at 1:00 PM.  2 Concurrent Licenses were used that day.

  • Every Billing Period, invoices will be sent out with a report of the past Concurrent License Usage.

  • HST will run a usage report to show the Peak Concurrent License Usage per day per Licensed Group over the Billing Period.

  • HST reserves the right to bill for additional Concurrent Licenses used when the following conditions are met:
    • The Average Concurrent License Usage exceeds the Leased Licenses by 2 or more.

      Example:
      • Licensed Group ABC has 3 Leased Licenses for the active Billing Period.
      • Over the Billing Period, there were 20 days with connections to the Service and the Peak Concurrent License Usage per day averaged out to 5 Concurrent Licenses.
      • The Licensed Group will be liable to pay the additional 2 licenses for that period, but will not be forced to increase their Leased Licenses for the next Billing Period unless this trend continues.
      • In this case, the Licensed Group would benefit from leasing 4 Concurrent Licenses to avoid having to purchase an additional 2 licenses every Billing Cycle.

        concurrent license usage 5 average

         
    • There are 3 days within the Billing Cycle in which the Licensed Group's Peak Concurrent License Usage exceeds the number of Leased Licenses by 3 or more.

      Example
      • Licensed Group XYZ has 3 Leased Licenses for the active Billing Period.
      • Over the Billing Period, there were 20 days with connections to the Service and the Peak Concurrent License Usage per day averages out to 3 concurrent licenses, but there were 3 days in which the Peak Concurrent License Usage was 6.
      • The Licensed Group will be liable to pay the additional 3 licenses for that period, but will not be forced to increase their Leased Licenses for the next Billing Period unless this trend continues.
      • In this case, the Licensed Group would benefit from leasing 4 Concurrent Licenses to avoid having to purchase an additional 3 licenses every Billing Cycle.

        concurrent license usage table with 6 in red

         
  • If you have any questions about this billing process, please contact [email protected].

FileMaker Pro Guides

Installation Guides

HST Supported Device

  1. Install Guide for Windows
  2. Install Guide for Mac

Personal / Non-HST Device

  1. Navigate to https://it.umn.edu/downloads-guides and follow instructions to download and install the Cisco AnyConnect client software
  2. Send email to [email protected] to request the FileMaker Pro installation files

Access Guide

 

Common Problems

File Could Not Be Opened or Connection Failed

  • Cause #1: Cisco VPN client is not connected
  • Solution#1: Confirm Cisco VPN client is connected and relaunch FileMaker Pro client

  • Cause #2: The Favorite Host is not configured correctly
  • Solution #2: Right-click the Favorite Host and select Edit Favorite.  Confirm the Internet Address reads hst-fms.ahc.umn.edu
    filemaker could not be opened error
    filemaker server host tab with connection failed message
    filemaker connection window.  Internet address is hst-fms.ahc.umn.edu and host name is HST FileMaker Server

 

Unable to Sign In to FileMaker Pro

  1. Cause: Invalid credentials / no access
  2. Solution: Work with your database administrator to reset your password / grant access to the database
    filemaker login screen with permissions error message

 

FileMaker Pro Crashes At Launch

  1. Cause: Potential issue with Operating System
  2. Solution: If you are running the Windows 7 Operating System, it is no longer supported by FileMaker.  Work with your department technician to get assistance in upgrading your operating system to Windows 10.

    filemaker pro has stopped working error