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Re: CottageMed FileMaker Backup issues and procedures
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r b
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Jun 02, 2009 19:14 PDT
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Hi Theo=0A=0ARather than have a separate directory tree, would it be simple=
r/safer (albeit you would not have close to 'real-time' backup of the 'data=
' file) if the Library/FM Server/Data/Backups was the only thing your remot=
e and onsite backup software got their 'backups' from? At the end of the w=
ork-day, FileMaker would write all the data it had in RAM into the backup (=
from 6 pm to the next business day 8 am) and the backup software would have=
an up-to-date backup. Additionally, I am unclear/uncertain about how to c=
reate a separate directory tree for the 'databases' file (the real-time bac=
kup)...and as I mentioned once before, for some reason the FM Server admin =
console on my FM Server 9 software has been nonfunctional for months (part =
of it is my uneasiness with updating the software - I think to v3 - as this=
might fix this). FM Server for sure is still running as I can turn it on =
and off via the CLI.=0A=0AI will give EMC retrospect a look per your advice=
.=0A=0AAs far as the PGP is concerned, this is a very nice piece of softwar=
e especially for mobile devices (it does not work for MAC OS X Server) runn=
ing Leopard. It encrypts the actual boot section of the entire HD so the v=
ery first thing that comes up is the PGP interface. A tech support kid fro=
m my remote backup company bragged that he could penetrate this easily (tho=
ugh my IT friend said he didn't know what he was talking about) by putting =
in a Linux CD and booting from it...however he was wrong as I tried this. =
Likewise, backups made from Time Machine fail with PGP WDE installed, as we=
ll as Apple's native Migration Assistant hangs, too. So I think this is a =
little different animal than garden variety encryption. My IT friend also =
told me 'File Vault' was unnecessary with PGP WDE installed as well...this =
was good as I was worried as I have had data corruption with FV on another =
laptop once.=0A=0AAs always appreciate very much your advice and expertise.=
=0A=0ARoger=0A=0A=0A=0A--- On Sun, 5/31/09, Theo Gantos <th-@tekainc.com> =
wrote:=0A=0A> From: Theo Gantos <th-@tekainc.com>=0A> Subject: Re: Cottage=
Med FileMaker Backup issues and procedures=0A> To: "Roger Bailey" <rogerbba=
il-@yahoo.com>, Cotta-@topica.com=0A> Date: Sunday, May 31, 2009, 10:0=
5 AM=0A> =0A> =0A> =0A> =0A> =0A> =0A> Hi Roger- =0A> =0A> =0A> =0A> The=
se are good points for the list, see my inline repies=0A> below...=0A> =0A>=
=0A> =0A> Roger Bailey wrote:=0A> =0A> =0A> =0A> =0A> =
Hi Theo=0A> =0A> =0A> =0A> I checked on my server a=
nd just for=0A> clarification: =C2=A0I went=0A> to Library/Filemaker Server=
/Data/Backups...and from here am=0A> now using=0A> my remote backup (Filesa=
nywhere) and local backups=0A> (CrashPlan and=0A> TimeMachine) to back up t=
he EMR data. =C2=A0It does appear that=0A> previously I=0A> was backing up =
the Library/Filemaker Server/Data/Databases=0A> instead=0A> (this would exp=
lain why periodically I would get Time=0A> Machine errors=0A> that told me =
it was unable to back up).=C2=A0 =0A> =0A> =0A> =0A> =
=0A> =0A> It is important to make sure that the schedules do not=0A> confli=
ct or=0A> overlap. That is, each FileMaker Server Backup schedule=0A> gets =
to=0A> complete well before the data backup processes start,=0A> otherwise =
you=0A> will get file locked errors and incomplete backup files. I=0A> usua=
lly do=0A> this by making FM server backups on the hour, and data=0A> backu=
ps of the=0A> folders on the half hour.=0A> =0A> =0A> =0A> I think it would=
be optimal administrative procedure in=0A> MacOSX (Unix)=0A> to put FileMa=
ker backups in its own separate directory=0A> tree, not=0A> underneath the=
=C2=A0 /Library/Filemaker Server/Data/ path. Or=0A> you could have=0A> a su=
peruser cron job (a periodically scheduled script) copy=0A> the files=0A> f=
rom that directory to a separate /FMBackup directory tree=0A> when the=0A> =
server finishes each backup. This way you do not have to=0A> have different=
=0A> permissions for that subdirectory. And it also guarantees=0A> that (1)=
you=0A> have secure control over the FM Server data directories=0A> with n=
o "back=0A> doors" as only FM Server or your superuser cron job=0A> has acc=
ess, and (2)=0A> better control guaranteeing no file locking conflicts. I=
=0A> have even made=0A> scripts that will zip the files, apply a variable=
=0A> date/timestamp=0A> suffix, and then move the zip files to the backup=
=0A> directory.=C2=A0 Example:=0A> cMedFMData_20090529-1000.zip Then your b=
ackup programs will=0A> only have=0A> to handle a single file that they can=
then encrypt, and are=0A> also=0A> encoded with the date and time of the b=
ackup.=0A> =0A> =0A> =0A> =0A> =0A> I did look =
into EMC Retrospect, but the=0A> reviews weren't=0A> that good and I was un=
sure if it was being supported as=0A> well as anymore.=0A> =0A> =0A=
| | =0A> =0A> =0A> =0A> =0A> =0A> =0A> Re=
|
views of EMC Retrospect are about the old Dantz version,=0A> and mostly=0A>=
sour grapes issues about compatibility with the Windows=0A> version and=0A=
| | with Leopard. The latest MacOSX version has been completely=0A> rewritten=
|
=0A> by EMC, as Dantz allowed the old MacOSX version to languish=0A> prior =
to=0A> the merger and it was very convoluted code, reliable, but=0A> essent=
ially=0A> unmaintainable. Dantz got much more revenues from the=0A> Windows=
version,=0A> and since the MacOSX version required the same resources=0A> =
for much less=0A> $$$, they diverted investment into Windows and they creat=
ed=0A> 2 different=0A> sets of code. EMC's rewrite was a much needed=0A> re=
investment into the=0A> product and an important first effort toward the go=
al to=0A> merge back=0A> into having one codebase for the product. At least=
the=0A> backup sets are=0A> now readable cross platform.=0A> =0A> =0A> =0A=
| | Retrospect's encryption is very good, and does allow=0A> for offsite remo=
|
te=0A> volume backups through a double encrypted link. I am not=0A> compens=
ated in=0A> any way by EMC, so I make the recommendation as an=0A> independ=
ent=0A> consultant in good faith. I do know the folks that manage=0A> the s=
ales=0A> group, and they are very agreeable to extended trial=0A> versions =
for=0A> CottageMed users.=0A> =0A> =0A> =0A> =0A> =0A> =
=0A> =0A> =0A> =0A> I do understand the legal risks=
(of remote=0A> backup) but I=0A> with encryption prior to transport, then =
again on arrival,=0A> it should be=0A> OK. =C2=A0You are correct about the =
risks of ID theft, but that=0A> is true of=0A> whatever setup I have really=
. =C2=A0I am hoping PGP comes out=0A> with a 'whole=0A> disk encryption' fo=
r Mac OS X server, which is what I=0A> have on my laptop=0A> and from what =
I understand, is as near impenetrable as it=0A> gets right=0A> now.=0A> =
=0A> =0A> =0A> =0A> =0A> PGP has been fighting some long-s=
tanding legal battles=0A> about deploying=0A> unbreakable encryption, since=
it is considered=0A> "weapons-grade=0A> technology" by US Dept of Homeland=
Security. So=0A> don't hold your hopes=0A> that it will be unbreakable.=0A=
| | =0A> =0A> =0A> =0A> =0A> =0A> =0A> =0A> =
|
=0A> Many thanks again for your help.=C2=A0 =0A> =0A> =
=0A> RBB=0A> =0A> =0A> =0A> --- On Sat, 5/30/09, Theo Ganto=
s <th-@tekainc.com>=0A> wrote:=0A> =0A> =0A> =0A> From: Theo Ganto=
s <th-@tekainc.com>=0A> =0A> Subject: Re: CottageMed FileMaker Backup issu=
es and=0A> procedures=0A> =0A> To: Cotta-@topica.com=0A> =0A> Cc: roger=
bbai-@yahoo.com,=0A> "in-@cottagemed.org"=0A> <in-@cottagemed.org>=0A> =
=0A> Date: Saturday, May 30, 2009, 7:36 PM=0A> =0A> =0A> =0A> =
Roger-=0A> =0A> =0A> =0A> What seems standard procedure t=
o an IT pro is not correct=0A> for=0A> FileMaker. Check the manual. Excerpt=
s posted below for=0A> reference from=0A> FileMaker knowledgebase and manua=
l, with hyperlinks. I took=0A> about 30=0A> minutes to come up with a defin=
itive email on this very=0A> important issue.=0A> =0A> =0A> =0A> =
Just as a good clinician wouldn't waste time with=0A> unknowns, I won't=0A>=
argue hypotheticals about what should or could work with=0A> anyone when I=
=0A> have practical experience and FileMaker says don't do=0A> it.=0A> =0A>=
=0A> =0A> BACKUPS ---=0A> =0A> =0A> =0A> Fil=
eMaker Server MUST be shutdown, not serving files, =0A> =0A> OR =0A> =0A> y=
ou must be backing up from the FileMaker Server-created=0A> backup folder.=
=0A> =0A> NEVER NEVER NEVER from the live files folder. =0A> =0A> =
=0A> =0A> Was that clear? Let me say it again a different way for=0A> anyo=
ne else=0A> reading.=0A> =0A> =0A> =0A> The folder with the serve=
d database files is NEVER to be=0A> touched by=0A> anything other than File=
Maker Server. A backup program=0A> locks the file=0A> sectors on disk while=
backing them up and that is VERY=0A> *BAD*. Goodbye=0A> file bad. Waiting =
for FileMaker Server to flush it's=0A> cache is NOT a=0A> guarantee that it=
writes everything to disk, just that FM=0A> Server's=0A> recollection of t=
he served file is up to date. A full flush=0A> to disk is=0A> not done unti=
l the server is shut down. I have personally=0A> verified this=0A> so again=
, it should be written to disk but it isn't and=0A> FileMaker=0A> server ha=
s the files open for write. FileMaker is not=0A> considered an ACID complia=
nt=0A> database=0A> for this one reason alone. The keyword to lookup in Wik=
iPedia is=0A> ACID=0A> "guaranteed or two-phase commit".=0A> =0A> =
=0A> =0A> Excerpt from FM=0A> Server v9 Help manual, pg 129, under the Hea=
ding Tips=0A> for Database=0A> Backups.=0A> =0A> =0A> =0A> =
Don=E2=80=99t use third-party=0A> backup software=0A> on hosted=0A> Fil=
eMakerPro databases. First, use FileMaker =0A> =0A> Server to make a backup=
copy of your database, then run=0A> your=0A> third-party backup software o=
n =0A> =0A> the copy. Backup software can damage open, hosted=0A> databases=
. =0A> =0A> =0A> =0A> =0A> TimeMachine and ot=
her backup programs should=0A> explicitly=0A> EXCLUDE=0A> the live FM files=
folder from ever being backed up. =0A> =0A> See this knowledgebase article=
with hyperlink.=0A> =0A> =0A> =C2=A0=C2=A0=C2=A0=0A> =
=C2=A0FileMaker=0A> and Time Machine=0A> =0A> =C2=A0 =C2=A0=C2=A0 =C2=A0Que=
stion=0A> =0A> =C2=A0 =C2=A0=C2=A0 =C2=A0How does FileMaker interact with T=
ime Machine?=0A> =0A> =C2=A0 =C2=A0=C2=A0 =C2=A0Answer=0A> =0A> =C2=A0 =C2=
=A0=C2=A0 =C2=A0=0A> =0A> =0A> =0A> The following are scenarios=
that FileMaker has investigated=0A> concerning=0A> FileMaker files and Tim=
e Machine on Leopard (Mac OS X=0A> 10.5):=0A> =0A> =0A> =0A> Fi=
leMaker Pro: =0A> =0A> =0A> =0A> FileMaker Pro has a file open =
first and Time Machine tries=0A> to execute=0A> on it:=0A> =0A> Time Machin=
e ignores the open FileMaker Pro file but sets=0A> its next run=0A> time (a=
ttempted to back up) sometime sooner than one (1)=0A> hour. This=0A> will n=
ot be a performance problem since Time Machine does=0A> not have to=0A> sca=
n the system for changes. Instead it gets notified when=0A> files get=0A> c=
hanged and maintains a list. It will continue to try (and=0A> fail) during=
=0A> its next attempt if the file is still active.=0A> =0A> =0A=
| | =0A> Time Machine is backing up a large FileMaker Pro file (~=0A> 1GB) an=
|
d=0A> FileMaker Pro tries to open the file:=0A> =0A> The FileMaker Pro file=
can be opened and can be modified by=0A> FileMaker=0A> Pro without a probl=
em. After Time Machine finishes, the=0A> Time Machine=0A> backup of that ba=
ckup might be corrupted.=0A> =0A> =0A> =0A> Recommendation:=0A>=
=0A> You can exclude FileMaker files or folders from Time=0A> Machine in M=
ac=0A> System Preferences if need be. If you do not want to=0A> exclude Fil=
eMaker=0A> Pro files from being backed up by Time Machine, there is a=0A> s=
mall chance=0A> that the Time Machine backup file might be corrupt if you=
=0A> happen to=0A> open a FileMaker Pro file while Time Machine has the sam=
e=0A> file open=0A> first and is backing up the file.=0A> =0A> =
=0A> =0A> FileMaker Server: =0A> =0A> =0A> =0A> Time Machine, l=
ike other third party backup utilities,=0A> should be=0A> configured to exc=
lude the FileMaker Server folder. As with=0A> Pro, Time=0A> Machine backups=
may be corrupted if FileMaker Server=0A> attempts to open a=0A> large file=
that Time Machine is currently backing up.=0A> =0A> =0A> =0A> =
To exclude FileMaker Server from the Time Machine backup=0A> list:=0A> =0A>=
=0A> =0A> 1. Open Time Machine from within System Preferences.=
=0A> =0A> =0A> =0A> 2. Click Options. Click the "+" button unde=
rneath=0A> the "Do not back up"=0A> list.=0A> =0A> =0A> =0A> 3.=
Navigate to [hard disk]/library/FileMaker Server/=0A> =0A> =0A=
| | =0A> 4. Click Exclude. Click Done. =0A> ---------------------------------=
|
-----------------------------------=0A> =0A> =0A> =0A> =
Likewise, ClamAV and other virus checkers=0A> should exclude=0A> this=0A> f=
older. No utility should ever try to access those files.=0A> =0A> =
See this knowledgebase article with=0A> hyperlink.=0A> =0A> File=
Maker=0A> and Antivirus Software=0A> Question=C2=A0=0A> =C2=A0=C2=
=A0=C2=A0 =C2=A0=0A> =0A> Is it safe for antivirus software to scan FileMak=
er files?=0A> =0A> =C2=A0 =C2=A0=C2=A0 =C2=A0Answer=0A> =0A> =C2=A0 =C2=A0=
=C2=A0 =C2=A0=0A> =0A> =0A> =0A> ISSUE:=0A> =0A> Antivirus soft=
ware may cause file corruption.=0A> =0A> =0A> =0A> =
=0A> =0A> RESOLUTION:=0A> =0A> Please set the antivirus software so that it=
does NOT scan=0A> the=0A> Databases folder (and subfolders), or any locati=
on=0A> FileMaker=0A> Server/FileMaker Pro is opening the databases from. =
=0A> =0A> =0A> =0A> The antivirus software should instead scan =
the backup=0A> destination=0A> folder, if scanning of the files is necessar=
y.=C2=A0 Please=0A> schedule the=0A> antivirus software so that it does NOT=
scan during the time=0A> FileMaker=0A> Server is backing up the database f=
iles.=C2=A0 It is preferable=0A> to scan the=0A> database files after the f=
iles have been backed up=0A> completely.=0A> =0A> =0A> =0A> =
=0A> =0A> EXPLANATION:=0A> =0A> An antivirus program could lock by=
tes within a file while=0A> it is=0A> scanning the file for viruses. Such a=
lock could cause the=0A> operating=0A> system to return an error when File=
Maker Server tries to=0A> write data to=0A> the file, resulting in the file=
being closed as damaged.=0A> =0A> =0A> =0A> Note that this als=
o applies to files that FileMaker Server=0A> is=0A> performing a backup to.=
If the antivirus software is=0A> scanning a backup=0A> file when the backu=
p schedule occurs, the open database may=0A> not be=0A> backed up because t=
he destination file is locked which may=0A> result in=0A> the loss of data.=
=0A> =0A> =0A> =0A> The same issue applies if FileMaker Pro has=
the database=0A> open and it is=0A> not shared and the antivirus software =
tries to scan the=0A> file.=0A> =0A> =0A> =0A> =C2=A0----------=
-----------------------------------------------------------------=0A> =
=0A> =0A> This may sound harsh, but I must add, that any further=0A> c=
larification on=0A> unsupported and un-recommended procedures should be=0A>=
directed to=0A> FileMaker support.=0A> =0A> =0A> =0A> Standard F=
ileMaker Server Backup schedules are created from=0A> within the=0A> Server=
App (Admin console). They specify dates/times to=0A> backup, served=0A> fi=
les and where to place the backups.=0A> =0A> =0A> =0A> The only e=
ncrypting backup utility that I trust mission=0A> critical data=0A> with is=
EMC Retrospect. Contact me offline if you need to a=0A> rep about=0A> it, =
as I was a beta tester and know several people there.=0A> Offsite=0A> backu=
ps are only necessary and useful if you do not have a=0A> data-rated=0A> fi=
reproof safe onsite, and as extra safety. Most doctors I=0A> have seen=0A> =
have some sort of high security safe, and upgrading to a=0A> data-rated 4=
=0A> hour fireproof version is not expensive. I would use a=0A> service tha=
t=0A> picks up tapes or DVD's and stores them in their=0A> facility. Intern=
et=0A> offsite storage is not secure. If they were breached and=0A> patient=
=0A> records were compromised, you might be at legal risk, talk=0A> with an=
=0A> attorney to be sure.=0A> =0A> =0A> =0A> Hope that helps...=
=0A> =0A> =0A> =0A> Regards,=0A> =0A> =0A> =0A> Theo=0A=
| | =0A> =0A> =0A> Theo Gantos=0A> =0A> th-@tekainc.com=
|
=0A> =0A> (810) 471-4425=0A> =0A> =0A> =0A> roger bailey wrote:=
=0A> =0A> =0A> =0A> =0A=
=0A> I had an IT friend set this up, but=0A> I do thin=
k=0A> it is being=0A> backed up by FM Server, but then the database is also=
being=0A> backed up=0A> by the hour (by FilesAnywhere), then daily (at the=
end of=0A> the day) by=0A> Crash Plan and also via Time Machine.=0A> =
=0A> =0A> =0A> I will have=
to check on this to see=0A> if I've had=0A> any data=0A> corruption, but i=
f I understand you correctly, Filemaker=0A> server keeps=0A> some data in R=
AM. =C2=A0While I understand that to be an issue=0A> with a live=0A> databa=
se through the day while data is fluid/changing, the=0A> backups=0A> throug=
h the evening/night (when everyone is gone) should be=0A> backing up=0A> fi=
ne, shouldn't they?=0A> =0A> =0A> =0A> =
I do understand what you are saying,=0A> however.=0A> =C2=
=A0The problem=0A> is that one needs to have a backup solution (according t=
o=0A> my IT friend)=0A> that also runs semi-continuously and also backs up=
=0A> off-site/on-site (he=0A> previously worked as IT admin/security for a =
large=0A> hospital).=0A> =0A> =0A> =0A>=
Again, if the live database is not=0A> changing for=0A> =
12 +=0A> hours, shouldn't that be OK to back up with Time=0A> Machine/Crash=
=0A> Plan/Files Anywhere? =C2=A0In other words, during that time the=0A> da=
ta FM=0A> server keeps in RAM should be long past the time it has=0A> alrea=
dy been=0A> 'flushed to disk'. =C2=A0=0A> =0A> =0A> =
=0A> If not, is there any way to=0A> 'back u=
p the back=0A> up' (in=0A> other words, do you have any suggestions for=0A>=
continuous/semicontinuous=0A> backup of the FM server)?=0A> =
=0A> =0A> =0A> Roger=0A> =
=0A> =0A> =0A> =0A> =0A> =
=0A> =0A> --- On Sat, 5/30/09, Theo Gantos <th-@tekainc.com>=
=0A> wrote:=0A> =0A> =0A> =0A> From: Theo Gantos <theo@te=
kainc.com>=0A> =0A> Subject: Re: CottageMed improvements=0A> =0A> To: "Cott=
age-@topica.com"=0A> <Cotta-@topica.com>=0A> =0A>=
Date: Saturday, May 30, 2009, 10:46 AM=0A> =0A> =0A> =
=0A> =0A> Are you using FileMaker S=
erver to=0A> schedule=0A> backups or is=0A> your backup software trying to =
copy the live database=0A> files? Copying=0A> live files will not work and =
may cause data corruption, as=0A> FileMaker=0A> Server holds some data in R=
AM, and only flushes everything=0A> to disk=0A> during a scheduled backup (=
by FileMaker Server).=C2=A0=0A> You will find that live=
backups=0A> made some=0A> other way=0A> while the database server is activ=
e when restored will be=0A> missing data.=0A> I have tested it before at a =
client that was doing it the=0A> way you=0A> described, unless I misunderst=
and your procedure.=0A> =0A> =0A> =0A> Theo=0A> =
=0A> =0A> =0A> Theo Ga=
ntos=0A> th-@tekainc.com=0A> (312)=
576-3425 ph=0A> =0A> =0A> =0A> =
Sent from my iPhone=0A> =0A> =0A> =0A>=
=0A> =0A> =0A>=
=0A> =0A> On May 30, 2009, at 9:59 AM, roger bailey <r=
ogerbb-@yahoo.com>=0A> wrote:=0A> =0A> =0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> Thank you Theo,=0A> =
=0A> =0A> =0A> =
Mine is Mac OS X 10.5.6=0A> Leopard Server=0A> and I=0A> have been=
using v 9.0v2, so I will try to upgrade it to the=0A> 9.0v3 to=0A> see if =
that resolves my admin console issue.=0A> =0A> =
=0A> =0A> I have be=
en using hourly=0A> backups to=0A> FilesAnywhere.com and have been for near=
ly a year. =C2=A0The=0A> main issue I=0A> run into is if I have to delete t=
he backup copy or a=0A> folder, it's a=0A> major headache running the sync =
successfully again.=0A> =0A> =0A> =
=0A> Currently I have several=0A=
| | backups: =C2=A0I=0A> use=0A> FilesAnywhere for a complete backup of the E=
|
MR database=0A> (runs hourly)=0A> and the 'File Cabinet' (runs daily). =C2=
=A0This serves=0A> as my encrypted=0A> off-site backup (in case of fire at =
my office or theft of=0A> the server=0A> itself). =C2=A0Onsite I have a bac=
kup via MACs 'Time=0A> Machine' to an external=0A> HD as well as two other =
MacMinis that accept encrypted=0A> backups from the=0A> server daily (via t=
he CrashPlan software). =C2=A0This appears=0A> to be working=0A> fine. =C2=
=A0I also have 'Crash Plan' backing up the EMR=0A> database and File=0A> Ca=
binet to my laptop as well...though this backup is=0A> entirely dependent=
=0A> on my laptop having an internet connection.=0A> =
=0A> =0A> =0A> =
MozyPro was nice but was=0A> only good for=0A> 'achival'-type backup and =
was a headache to try to=0A> retrieve the=0A> data...Carbonite wouldn't ins=
tall, Backblaze appeared=0A> to be the issue=0A> with the data loss I menti=
oned (not entering data while in=0A> 'find'=0A> mode...as the data loss hap=
pened almost while I looked at=0A> the screen;=0A> =C2=A0one second I had t=
he days entry, the screen blinked and=0A> it was gone,=0A> then seconds lat=
er the two prior encounters that were=0A> months old=0A> sequentially vanis=
hed as well...I think it ended up being a=0A> virtual=0A> memory problem, w=
hich a friend of mine said was not=0A> uncommon with UNIX=0A> based OS). =
=C2=A0=0A> =0A> =0A> =
=0A> Take care=0A> =
=0A> =0A> =0A> Ro=
ger=0A> =0A> =0A> =0A> --- On Sun, 4/26/09, The=
o Gantos <th-@tekainc.com>=0A> wrote:=0A> =0A> =
=0A> =0A> From: Theo Gantos <th-@tekainc.com>=0A> =0A> Subject: Re: Cotta=
geMed improvements=0A> =0A> To: "Cotta-@topica.com"=0A> <CottageMed@top=
ica.com>=0A> =0A> Cc: "Cotta-@topica.com"=0A> <Cotta-@topica.com>=
=0A> =0A> Date: Sunday, April 26, 2009, 2:38 AM=0A> =0A> =
=0A> =0A> =0A> =
See my replies inline.=0A> Please in the=0A> future=0A> attach =
detailed system profiles, at the very least identify=0A> the exact=0A> oper=
ating system version (e.g. MacOSX 10.5.6) and FileMaker=0A> version=0A> fro=
m get info, 9.0v2.=0A> It's just guessing,=0A=
| | like trying to=0A> come up=0A> with a proper Dx without Hx...=0A> =
|
=C2=A0=0A> =0A> =0A> =
=0A> Theo=0A> =0A> =0A> =
=0A> Theo Gantos=0A> =
th-@tekainc.com=0A> (312) 576=
-3425 ph=0A> =0A> =0A> =
=0A> Sent from my iPhone=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> On Apr 26, 2009, at 2:05 AM, roger bailey <=
rogerb-@yahoo.com>=0A> wrote:=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> Hi Malcome=0A> =
=0A> =0A> =
=0A> I was wondering=0A> if you had=
=0A> any issues=0A> with FileMaker Server. =C2=A0My admin console was worki=
ng just=0A> fine then one=0A> day, boom, it's gone and won't open. =C2=A0Th=
e=0A> application still runs and=0A> all is well from that regard but the a=
dmin console=0A> hasn't worked in=0A> months. =C2=A0There is a software upd=
ate but I am nervous about=0A> using it.=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> I hope you have 9.0v3 o=
r later, as this was a known issue=0A> with early 9=0A> releases...=0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A>=
=0A> =
The other odd=0A> thing is that=0A> my server=0A> is server.thepainc=
linic.com, but I can access the cottage=0A> med database=0A> via that name =
OR with the name of my server=0A> (server.superbehemoth.com)...runs just th=
e same and when=0A> CottageMed=0A> opens it always says its the server name=
, not=0A> server.thepainclinic.com.=0A> =C2=A0Just was wondering if you'd h=
ad any similar=0A> issues.=0A> =0A> =
=0A> =
=0A> =0A> =
=0A> =0A> Cannot help you without detailed DN=
S report from your site.=0A> This is a=0A> site specific problem, not a Fil=
eMaker problem.=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> One thing that=0A> happened t=
o=0A> me the=0A> other day was very frightening though. =C2=A0My nurse was =
in=0A> the exam room=0A> and entered some data (vitals, etc), then came out=
to her=0A> computer and=0A> noticed all the data was gone. =C2=A0I entered=
some data on the=0A> same patient=0A> a few minutes later and while I was =
talking to her I=0A> noticed the entire=0A> day's entry was gone...then sec=
onds later the entire=0A> list of prior=0A> visits disappeared, too. =C2=A0=
There were a couple of error=0A> messages (hard=0A> drive space?), too. =C2=
=A0I stepped out and noticed that on the=0A> server the=0A> visit on that d=
ay was gone but fortunately the prior visits=0A> were still=0A> there. =C2=
=A0=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> This is a common issue=0A> wit=
h new=0A> FileMaker=0A> users, they were entering data while in "find"=0A> =
mode. Yes whatever was=0A> typed into the screen in Find mode was not writt=
en to the=0A> database, it=0A> was simply used as a search pattern, since n=
othing matched,=0A> you got no=0A> records.=0A> =
=0A> =0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> I rebooted the=0A=
| | server and=0A> though I had=0A> to redo that day's entry, all the others =
|
were there and=0A> I've had no=0A> issues in the last few days. =C2=A0The o=
nly thing I had been=0A> doing out of=0A> the ordinary was I was trialing '=
Backblaze' (an=0A> onine remote storage=0A> service) that had been backing =
up my server (but only 1/3=0A> of the way=0A> done). =C2=A0It had been runn=
ing for over a week but since that=0A> was the only=0A> other variable - I =
shut it down and later uninstalled it.=0A> =C2=A0Very=0A> strange. =C2=A0No=
t sure if the backup app had anything to do=0A> with it.=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =0A> You can=
not backup an operating FM database without losing=0A> data or even=0A> cor=
rupting the files. You must use the built in FileMaker=0A> server=0A> backu=
p, or if not using FM Server shutdown the hosting copy=0A> of=0A> FileMaker=
, copy the files, and then backup the created=0A> files with a=0A> reliable=
utility like EMC Retrospect. Disk space is so=0A> inexpensive now=0A> that=
there is no excuse for not maintaining a robust set of=0A> backups. I=0A> =
do not recommend you trust Internet backups like Mozy=0A> except as a=0A> s=
econdary convenience backup. Any network problem while=0A> backing up=0A> c=
ould cause data corruption.=C2=A0=0A> =C2=A0=
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =0A> =
=0A> Also=
thought=0A> I'd ask if you=0A> had any=0A> experience with online backups.=
=C2=A0I have been using=0A> FilesAnywhere, which=0A> has an online Fax ser=
vice (inbound number/outbound) but is=0A> a little=0A> more expensive. =C2=
=A0I've trialed Carbonite, which did not=0A> work on OS X=0A> server at all=
. =C2=A0I'm thinking about a MozyPro account=0A> (which supports=0A> MAC OS=
X server) and am currently in the middle of a Zumo=0A> trial. =C2=A0I=0A> =
have also trialed CrashPlan, which is useful to have=0A> inhouse backups to=
=0A> other computers in the office, but their remote service is=0A> awful s=
o=0A> far...very very slow and unreliable. =C2=A0=0A> =
=0A> =0A> =0A> =
Roger=C2=A0=0A> =
=0A> =0A> --- On Mon, 4/20/09, Malcolm Sickels <mjsi-@umich.=
edu>=0A> wrote:=0A> =0A> =0A> =0A> Fr=
om: Malcolm Sickels <mjsi-@umich.edu>=0A> =0A> Subject: Re: CottageMed i=
mprovements=0A> =0A> To: Cotta-@topica.com=0A> =0A> Date: Monday, April=
20, 2009, 7:12 PM=0A> =0A> =0A> =
=0A> Yes, I=0A> am on=0A> FileMaker=
Server, and despite opening the databases with a=0A> single user=0A> copy =
of FMP (after turning the server off and moving them=0A> out of the=0A> Dat=
abase folder and opening it with FMP (where it does what=0A> it's always=0A=
| | done when not run through Server: default to printing=0A> current record=
|
=0A> only), then turning the server on and importing them into=0A> the Data=
base=0A> folder via FMS) it still defaults to printing all records.=0A> =C2=
=A0Any other=0A> ideas?=0A> =0A> =
=0A> =0A> =
Also, I had=0A> the troubling=0A> experience=0A> of FMS not =
knowing that it was out of date and denying that=0A> there was a=0A> newer =
version when I upgraded the computer it's running=0A> on. =C2=A0The new=0A>=
computer had 10.5.6 and I was running FMS 9v2 and you need=0A> the=0A> lat=
est=C2=A0version=C2=A0of FMS (9v3.326) to run on 10.5. =C2=A0Just a=0A> hea=
ds-up.=0A> =0A> =0A> =
=0A> FYI,=
we're=0A> still plugging=0A> away with=0A> insurance. =C2=A0I can't bear t=
o cut off the people who=0A> can't afford to pay=0A> out of pocket, and am =
paying the price with a lower income.=0A> =C2=A0It's=0A> values vs pocketbo=
ok. =C2=A0If it wasn't sustainable,=0A> I'd change it, but it=0A> is (just =
barely).=0A> =0A> =0A> =
=0A> =
=0A> =0A> Malcolm Sickels MD=0A> 21=
0 Little=0A> Lake Drive,=0A> Suite 10=0A> =
Ann Arbor, MI=0A> 48103=0A> =
http://drsickels.com=0A> =0A> 734-33=
2-9936=0A> =0A> =
=0A> =0A> =0A>=
=0A> =0A> =
=0A> =0A> =0A> =
On Dec 20,=0A> 2008, at 8:09=0A> AM, St=
efan=0A> Topolski wrote:=0A> =0A> =
=0A> =0A> =
Hello Malcolm,=0A> =
=0A> =0A> =0A> =
Yes, great=0A> points. =C2=A0We=0A> really=0A> a=
ppreciate your suggestions and hard work.=0A> =
=0A> =0A> =0A> =
When you see=0A> a feature=0A> or beha=
vior=0A> not hold after restarting, it means you are using FileMaker=0A> Se=
rver.=0A> =C2=A0These often involve global variables which are unique for=
=0A> each user=0A> when you log in to CottageMed. =C2=A0When each user logs=
out,=0A> however, their=0A> unique global value is discarded and the origi=
nal global=0A> value for the=0A> database remains on the hard drive file.=
=0A> =0A> =0A> =
=0A> This=
is=0A> normal, it's not=0A> a bug,=0A> it's the way databases manage multi=
ple users. =C2=A0The=0A> solution is to turn=0A> off the Server program, pu=
ll your files out to your=0A> desktop, open them=0A> up with a single-user =
copy of FIlemaker Pro, set the=0A> variables and=0A> values and behaviors t=
he way you want, then close Filemaker=0A> Pro. =C2=A0When=0A> you re-upload=
these database files to the server as your=0A> new copies,=0A> your new se=
ttings which you set in Filemaker Pro=0A> single-user will be=0A> the setti=
ngs that come up as default when the files are=0A> shared to=0A> others thr=
ough Filemaker Server.=0A> =0A> =
=0A> =0A> =
As for=0A> billing, failed=0A> promises of=0A> billing c=
ompanies is the norm. =C2=A0Their performance, in my=0A> opinion, gets=0A> =
worse each year as they are outmaneuvered by the=0A> gamesmanship of much=
=0A> larger insurance companies they seek payment from. =C2=A0Doing=0A> it =
yourself,=0A> though, is an even riskier venture that is a step further=0A>=
backwards. =C2=A0=0A> =0A> =0A> =
=0A> =
THIS IS=0A> WHERE EVERY NEW=0A> AND YOUNG=0A> PRACTICE I CONS=
ULT FOR FAILS IF IT FAILS. =C2=A0In U.S. health=0A> care today=0A> there is=
a huge crime. =C2=A0It's not LOCATION, LOCATION,=0A> LOCATION. =C2=A0It's=
=0A> BILLING,=0A> BILLING, BILLIN=
G...=0A> =0A> =0A> =
=0A> =
I=0A> know that=0A> you've had problems with your=0A> state laws and consid=
ering firms like Athena. =C2=A0I get=0A> nothing from=0A> Athena for this s=
uggestion. =C2=A0They are INCREDIBLE, and you=0A> need a large=0A> outfit t=
hat's national like Athena, any=C2=A0outfit=0A> as big as=0A> Athena, with =
the resources, people power, and computer=0A> automation=0A> skills to keep=
up with the insurance 'big boys' and=0A> play the insurance=0A> billing ga=
me to win.=0A> =0A> =0A> =
=0A> =
I=0A> hope you can=0A> find some arrangement like=0A> this, or go cas=
h-only. =C2=A0Billing insurance yourself is a=0A> dead-end game=0A> that's =
too dangerous for me to play. =C2=A0I=0A> do=C2=A0hope that you have=0A> be=
tter luck at it than almost everyone else. =C2=A0I really=0A> want you to k=
eep=0A> growing and succeed!=0A> =0A> =
=0A> =0A> =
=0A> =0A> Yours Truly,=0A> =
Stefan=0A> =0A=
=0A> =0A> =
"One=0A> gathers peace as a feather=
in the palm of one's=0A> hand." =C2=A0 =C2=A0-anonymous=0A> =
=0A> =0A> =
=0A> =0A> =
Stefan=0A> Topolski=C2=A0=C2=A0MD=0A> =
=0A> =
U. of=0A> Massachusetts School of Medicine=0A> =
=0A> =0A> =0A> =
U.=0A> of New England=0A> =
Caring=0A> in Community, Inc.=0A> =
1105=0A> Mohawk=0A> Trail=0A> =
Shelburne=0A> Falls, Ma.=0A> =
http://www.cottagemed.org=0A> =
=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A>=
=0A> =0A> =
On Dec 18,=0A> 2008, at 9:26=0A> PM,=0A> Malcolm Sickel=
s wrote:=0A> =0A> =0A> =
=0A> =
Yeah, doing=0A> the jump=0A> once was a more painful endeavor than th=
e smaller jumps,=0A> but it's hard=0A> to find the time to do it and deal w=
ith the unknown=0A> consequences of the=0A> changes. =C2=A0Upgrades are alw=
ays a leap into the unknown and=0A> I want to=0A> subject me, my staff and =
my patients to as little as=0A> possible. =C2=A0I take=0A> full responsibil=
ity for the unusual upgrade path and=0A> expected the pain,=0A> so was docu=
menting the changes I made for myself (since=0A> I'll have to=0A> re-do som=
e them every time I upgrade for=0A> my=C2=A0idiosyncrasies=C2=A0(another=0A=
| | reason I do it as little as possible) and if it just put it=0A> on paper=
|
=0A> it'll get lost) and for anyone else who might be in the=0A> same boat.=
=C2=A0=C2=A0If=0A> anything it's a testament to how good 1.9.1 was: no=0A> =
compelling reason=0A> to upgrade.=0A> =
We've=0A> since stopped=0A> using our=0A> billing company and are do=
ing it ourselves.=0A> I think=
=0A> the PDF saving=0A> problem=0A> went away. =C2=A0No idea why.=0A> =
We=0A> switched to=0A> FileMaker Ser=
ver=0A> (running on my old G4 768DP MDD) over gigabit ethernet=0A> (except =
one=0A> notebook on the newest airport), and some things are=0A> actually f=
aster=0A> than they were before and there's fewer problems!=0A> =C2=A0There=
is one new=0A> issue, though: when quitting and restarting FMP, the print=
=0A> dialogue=0A> defaults to printing "all records" rather than=0A> only t=
he records being=0A> browsed, so if I don't fix it each restart I end up=0A=
| | getting all of a=0A> patient's prescriptions printing out instead of the =
|
one=0A> I'm printing.=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> Dr. Malcolm Sickels,=0A=
| | MD=0A> 210 Little Lake Drive,=
|
Suite=0A> 10=0A> Ann Arbor, MI=
48103=0A> http://drsickels.com=
=0A> 734-332-9936=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> On Dec 18=
,=0A> 2008, at=0A> 10:09 AM,=0A> Stefan Topolski wrote:=0A> =
=0A> =0A> =
=0A> Thank you ,=0A> =
Malcolm -=0A> =0A> =0A> =
=0A> =
Your=0A> suggestions are=0A> very=0A> helpful. =C2=A0Some =
are unique to your install, some are useful=0A> to all=0A> users. =C2=A0Som=
e such as not being able to save a print=0A> preview are not the=0A> purvie=
w of Filemaker or CottageMed and you'll have to=0A> look to the Mac=0A> OS =
for the problem there.=0A> =
=0A> =0A> =0A> =
The Rx=0A> changes were=0A> required=0A> an=
d all fields have more advanced functions for specific=0A> user needs.=0A> =
=C2=A0We will fix the tab order again. =C2=A0Some users prefer to=0A> have =
the past=0A> cc: and vitals present for their workflow. =C2=A0We will debat=
e=0A> those=0A> changes some more.=0A> =
=0A> =0A> =0A> =
The most=0A> important=0A> advice=
we=0A> can give you to make the upgrade process smoother is to=0A> upgrade=
much=0A> sooner. =C2=A0Jumping from version 1.9 to 2.5 is a huge jump=0A> =
over several=0A> years of program development. =C2=A0It's a bit too much to=
=0A> ask the program=0A> and programming team to make painless for you.=0A>=
=0A> =0A> =
=0A> =
So in=0A> the future,=0A> please=0A> upgrade each year so that your exp=
erience is as smooth and=0A> enjoyable as=0A> that of other CottageMed user=
s.=0A> =0A> =0A> =
=0A> =0A> Yours Truly,=0A> =
Stefan=0A> =
=0A> =0A> =0A>=
=0A> =
=0A> "=
One=0A> gathers peace as a feather in the palm of one's=0A> hand." =C2=A0 =
=C2=A0-anonymous=0A> =0A> =0A=
=0A> =
Stefan=0A> Topolski=C2=A0=C2=A0MD=0A> =
=0A> U. of=0A> Massa=
chusetts School of Medicine=0A> =
=0A> =0A> =0A> =
U.=0A> of New England=0A> =
Caring=0A> in Community, Inc.=0A> =
1105=0A> Mohawk Trail=0A> =
Shelburne=0A> Falls, Ma.=0A> =
http://www.cottagemed.org=0A> =
=0A> =0A> =
=0A> =0A> =0A>=
=0A> =
=0A> =0A> =
=0A> On Jul=0A> 7, 2008, =
at=0A> 5:12 PM,=0A> Malcolm Sickels wrote:=0A> =
=0A> =0A> =
=0A> Other=0A> changes I=
=0A> made to the 2.5.1b version I moved to today and yesterday:=0A> =
=0A> -edited the=0A> startup script=
=0A> to hide _all_ the windows except the main one (Alerts and=0A> AllPhone=
sAddresses were previously left showing but I never=0A> use them),=0A> and =
switched the inequality in the 4th to last line to=0A> <=3D since it=0A> se=
emed to always show the alert even if I just backed=0A> up.=0A> =
=0A> -edited the layout=0A> of the=0A> =
Superbill to include "Checked Dx is primary!"=0A> above the checkboxes,=0A>=
made more room for the pt paid amount and added 2 decimal=0A> places to=0A=
| | that display and the total, and moved things around to make=0A> room for=
|
=0A> the numbers.=0A> Also,=
=0A> somehow the=0A> page setup=0A> was set to horizontal orientation and t=
he print dialogue=0A> defaulted to 2=0A> copies, but that might just be som=
ething on my end (though=0A> these are=0A> brand-new installs of FM9).=0A> =
Also=0A> for some=0A> reaso=
n we can=0A> no longer save a print preview of the superbills (we have=0A> =
been hitting=0A> preview and then saving (to their files) a PDF of the=0A> =
superbill and=0A> then hitting the print button and printing it out for the=
=0A> billing=0A> company). =C2=A0Any idea why that's=C2=A0happening?=0A> =
The=0A> prescription=0A> list=
seems=0A> to be sorted differently now, too. =C2=A0I don't see the=0A> log=
ic in it any=0A> more.=0A> =
=0A> There's also some=0A> weirdness=0A> with the dates logged in the Rxs. =
=C2=A0On several Rx written=0A> today (often=0A> on spaces left from old sc=
ripts) or refills, the date=0A> entered into the=0A> Rx log is a previous d=
ate, often the date of the last time=0A> that=0A> prescription was printed.=
=C2=A0Interestingly, the log still=0A> has them sorted=0A> by when I actua=
lly printed them (so even though a script I=0A> printed=0A> today has a dat=
e before some other things further down the=0A> log's list).=0A> =
Also,=0A> there's this=0A> "Date"=0A>=
column in the Rx section that doesn't seem to relate to=0A> anything (it=
=0A> doesn't have the date of the Rxs I just printed=0A> today!). =C2=A0I'l=
l go in=0A> and see what it's supposed to do. =C2=A0I didn't get=0A> vary f=
ar since I don't=0A> know what all the=C2=A0script-maker=C2=A0functions are=
.=0A> =0A> I also turned off drag and drop text selection since it=0A> gets=
me in more=0A> trouble than it's worth (since dragging is a good way=0A> t=
o get around in=0A> a note).=0A> =
=0A> I'm also having=0A> trouble with=0A> all clients logging in with =
the same=C2=A0credentials (whatever=0A> the serving=0A> computer (mine) log=
s in as, so do all the others), but this=0A> may get=0A> fixed when I move =
it to a dedicated server.=0A> =
The=0A> new find=0A> function (from=0A> pressing the button) while havin=
g a good warning now leaves=0A> the person=0A> in the list view which makes=
more work, but if cmd-F works=0A> just as=0A> well, it may not be a big de=
al=0A> I had=0A> to=0A> re-=
designate the=0A> tabs to make the tab order for the Rx lines all in a row=
=0A> (24-30) in the=0A> Notes layout. =C2=A0Otherwise, hitting tab goes awr=
y and you=0A> can't enter a=0A> bunch of Rx=C2=A0one after the other=C2=A0(=
like when=C2=A0putting=C2=A0in a=0A> new pt) without=0A> using the mouse.=
=0A> =0A> =
I=0A> would like to=0A> not have the=0A> Rx=
pad window show up (in back) every time I start a SOAP=0A> note, but=0A> i=
t's not plain in=C2=A0the script. =C2=A0It'd also be good=0A> to have it cl=
ear the=0A> vitals/CC box when it puts them in a note.=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =
Dr.=0A> Malcolm=0A> Sickels MD=0A> =
210=0A> Little Lake=0A> Drive, Suite=0A> 10=
=0A> Ann=0A> Arbor, MI 4810=
3=0A> http://drsickels.com=
=0A> =0A> 734-332-9936=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =0A>=
=0A> =
=0A> =
=0A> =0A> =0A> =
=0A> =
=0A> =0A> =
=0A> =
=0A> =0A> =0A> =
=0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =0A> =
=0A> =
=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =
=0A> =0A> =0A> =0A> =
m">http://drsickels.com=0A> 734-332-9936=0A> =
=0A> =0A> =0A> =0A> =
=0A> =0A> =0A> =0A> =0A> =0A=
=0A> =0A> =0A> =0A> tr>=0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =0A> =
=0A> =0A> =0A> =0A> =0A> =
=0A> =0A> =0A> =0A> =0A> =0A> =
-------------------------------=0A> =0A> =0A> =0A> =0A=0A=0A
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