Summary
This article explains what FileMaker Pro is, when it should be used, and how to determine whether your data needs are better suited for Excel or a FileMaker Pro database.
Prerequisites
- UTHSC network access
- Understanding of your department’s data management needs
- Awareness of UTHSC Security and Compliance requirements
Instructions
About FileMaker Pro
FileMaker Pro is software used to create custom apps and databases that work across iPad, iPhone, Windows, Mac, and the web. You can build your own custom app or explore built‑in Starter Solutions for managing contacts, inventory, content, and more.
Security & Compliance Requirements
All FileMaker Pro databases must be:
- Upgraded to the current version of the software to maintain security and access to the latest features.
- Stored on the server in the UTHSC Data Center.
Advantages of storing your database on the server include:
- Nightly backups performed by ITS
- Centralized location
- Improved data security
Determining Your Need
Excel vs. FileMaker Pro
| Need Excel Spreadsheet |
Need FileMaker Pro |
| You want to track and/or review data. |
You want to analyze and/or manage data. |
| You have a relatively small number of data fields that are easy to browse, edit, and sort. |
You have numerous or large data fields that may continue to grow. |
| The data is used mainly by one person at a time. |
The data is used by one or more people who need to access, edit, or use the data simultaneously. |
| Excel’s auto‑formatting is helpful. |
Excel’s auto‑formatting could compromise the data. |
| You need to integrate the data with other Microsoft Office software. |
— |
| You need to email copies of the document to others. |
You need to email reports to others. |
| You are okay with doing your own backups. |
You want ITS to manage backups (requires storing the database on the ITS FileMaker server). |
When You Need an Expert
If your data management needs are more complex than you can develop or maintain on your own, submit an ITS Project Request and let IT Analysts build a custom database application for you.
You should request expert assistance if:
- The data is sensitive or contains HIPAA, FERPA, PHI, or PII
- You require data from another application (e.g., Banner)
- You need to send data to another application (e.g., Banner)
- The database is complex or requires extensive reporting
- The data needs to be viewed or shared by someone outside your department or by more than 15 individuals
- You want a web front‑end for data entry or reporting
- You need a long‑term, supported solution
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