This guide explains how to set up remote container processes for files that have been and will be uploaded into an aACE system. It is intended for aACE programmers.
FileMaker allows you to establish container fields with external or remote storage. Using remote container (RC) fields can help you manage the database size and maintain quicker processing.
Conducting RC Storage Tasks
Scheduling and Performing the Process for Enabling RC Storage
When you set up RC storage for an aACE system, be mindful of these details:
- Enabling RC storage must be done while the aACE system is hosted by FileMaker Server because FMS determines the folder structure. It cannot be done while the server is offline.
- If users are signed in and actively using aACE while this process runs, they may experience reduced performance. As with any work that requires server downtime, schedule this process for an evening or weekend. Users should not be signed in during the process.
Enabling RC Storage on a Container Field
- Log in to aACE, then navigate to either the Data file (aACE6_Data) or the Container file (aACE6_DataContainer).
- Open the Manage Databases dialog and find the desired container field.
- Open the Field Definition window and navigate to the Storage tab.
- Enable "Store container data externally".
- Select "Open storage".
- Specify the RC Data file path.
Note: This must separate container files out by the record's RecID. For example, the following file path would be used for the DocumentContainerData::DocumentItemFile field:"DocumentContainerData/DocumentItemFile/" & Left ( DocumentItemRecID ; 4 ) & "/" & DocumentItemRecID & "/"
After setting up the RC storage, verify that the customer files are accessible from within aACE.
Recommended Fields for RC Storage
In the Data file, enable RC storage for the following fields. In most cases, these fields will take a short time to process:
- Companies::VendorIsW9Document
- Companies::CustomerIsTaxExemptDocument
- PurchaseOrderItems::ExpenseReceipt
- Purchases::VendorInvoice
- RFQManagement::RFQDocument
In the Data_Container file, enable RC storage for the following field. This field typically takes the longest to process:
- DocumentContainerData::DocumentItemFile
Pausing and Restarting the RC Storage Process
If the DocumentItemFile process continues past the scheduled end time, you can stop the process and continue it later. During this in-between period, all documents will still be accessible from within aACE because FMS still knows where each of the files are stored.
Coordinate with the customer to schedule a time over another evening or weekend when you will resume the process of enabling RC storage. When that scheduled time arrives to restart the process:
- Sign into aACE and open the Data_Container file.
- Navigate from File > Manage > Containers... to open the Manage Containers dialog.
- Choose to continue transferring data when prompted.
Coordinating with the Customer for RC Storage Work
Use the following email templates to communicate with customers about RC Storage tasks. Be sure to replace all the {bracketed text} with your relevant details.
Email Template for Scheduling RC Storage Processes
We would like to schedule some time this weekend to enable remote container storage in your aACE system. Enabling this feature will reduce the size of the Data_Container file (which is currently {File Size}) by storing your system's documents inside of FileMaker Server's RC Data folder.
Do we have your permission to begin this process {Day} at {Time}?
This process will likely require a few hours to run and may result in reduced performance during that timeframe. Please confirm that no users will be accessing the aACE system from the specified time until midnight that night.
Email Template After RC Storage Processes are Complete
We've confirmed that the document transfer process has finished running. All of the documents in your aACE system are now stored in FileMaker Server's RC Data folder. As a result, the size of the Data_Container file has been reduced from {Old File Size} to {New File Size}.
After the process finished running, we restarted your server, spot-checked a number of your documents, and confirmed that the documents are accessible from within aACE.
Everything is now back up and running.