• Technical expertise and strong communication skills.
• An awareness of your budget and resources
• An advocate who cuts through product hype
• A long term planner, implementer, and strategist
• An industry watcher who maps technology advances to your needs
• A keen ability to troubleshoot and solve problems
• An interest in handling all your technology needs

DynaSis is an outsourced IT services company offering managed IT support plans, managed hosting, IT strategy, and professional installation services. To learn more about DynaSis contact us at 770.450.5036.

-Expert from “Writing Effective E-mail”, by Nancy Flynn and Tom Flynns

So why all the rules? Well for one, it’s important to remain professional in company communications, both to appear competent to your customers, and because you never know who may intercept your mail. Second, emails that are to the point and easy to read are more efficient. Lastly, employees that understand email etiquette are less likely to put the company at risk.

Common Email Do’s and Don’ts:

• Do Not write in all CAPITALS
• BCC Recipients or use a mail merge
• Do not use email to discuss confidential information
• Take care with abbreviations and emoticons
• Do not request delivery and read receipts
• Use Reply to all with discretion
• Be concise and to the point
• Make it personal
• Answer quickly
• Do not attach unnecessary files
• Read the email before you send it!
  

Recently I was on a family trip to Pittsburgh.  We were walking around the campus of Carnegie Mellon and I saw this memorial brick;

It got me to thinking about some of the monster databases that I have had to take over for clients.  When I take over a project, often I am spending a great deal of time just trying to figure out what the developer was trying to do.

Our earlier posts on this blog are generally concerned with improving the user experience(better printing workflow) or getting more out of your data (One Report two sets of summarized data).  Today I would like to return to that lowly person, the developer.  Anything that I can do that can make my job easier will make be a better developer and ultimately make my customers happier.  Or as my grandfather would say to my grandmother, “What would you do if I got hit by a bus?”

When I create a new script, I always try to write the outline in the comments before I add any code.  By writing the comments FIRST, I am sure that they are there when I am done the script, saving me from having to go back and add it to the code.

The hardest part is knowing what to comment and what not to.  I have seen developers that comment almost every line, and some who don’t use comments at all.  The trick is to comment the broad strokes, I like to think of them as the ‘Turns in the Story’.  You want to comment those things that you think you are most likely to forget.  Also those things that are not obvious.

My rule of thumb is to try to always start with the basic pattern.  Each script is written in the following pattern

1. Permission. Can this script be performed at all.  Check for User status, appropriate setting, appropriate record.  Examples, only Super Users can perform this script.  This script can only be run on a particular layout, or this script can only be done on a record with certain fields filled in.
2. The body.  This is the heart of the script.  Make the report, make the changes etc.
3. Cleanup.  Be a good Boy Scout.  Leave only footprints and take only pictures.  Make sure you are on the right layout, the right found set, the curser is the right place.  And any globals used are reset.

With this in mind, almost every script I write starts with 4 lines.

With this as a starting point I can begin to fill in either write the script from here or start putting in some comments.

Here is an example of a complete script.

Note that by just focusing in on the comments, in bold, you get the idea of what the script is doing.

Obviously not all scripts can fall neatly into this structure, but you will be surprised at the number of scripts that can.  Using this as a starting point will also help you to keep your scripts understandable.  Another example.  Right after the Permission section, just after the ‘Done Error Trapping’ comment in my scripts.  I will almost always set all the globals and variables I will need for the script.  Doing this task at this point assures I will always know where to look the next time I visit the script.  If I am feeling partially generous, I will even put in a comment for the exceptions.  That is any variables that can’t be set at the beginning.  For example a variable that can’t be defined until the user answers a dialog box.

The idea is to make sure you always know where to go to find out what a script is doing.  This will make it easier for you to trouble shoot any problems months after you have forgotten why you wrote the script in that particular way.  Using this framework will also help you identify things that are out of the ordinary.  These are the things that will most likely need a comment.

- Jerry Salem

The status toolbar is the gray area located horizontally across the top of aFileMaker Pro 11 window and can be easily customized to suit your needs. If you’re using older versions of FileMaker, the status toolbar combines all of the functionality of the old status area, which was located on the left side of the window, and the optional standard toolbar, both of which existed in versions prior to FileMaker 10. By default the status toolbar comes loaded with commonly used features, such as record navigation (the book), Show All, New and Delete Record, and Find. Depending on how you use FileMaker, there may be other buttons that make more sense for you to have on the toolbar. With a few clicks, you can set up your FileMaker toolbar however you’d like.

The button section of the status toolbar is completely customizable so you can remove buttons you don’t use and add functionality that you use often. You no longer have to click through the menus to find your favorite features. The changes you make are specific to your copy of FileMaker, so your favorite buttons are the same no matter which database you have open and don’t have any effect on other users logged into the same database.

When using FileMaker on Windows, right-click in the button section of the status toolbar and then click the Customize button. The Customize dialog box will appear and you can then move the existing buttons to different positions by clicking and dragging them to the new location. Remove buttons by simply dragging them off of the toolbar. On the Commands tab, select buttons from the Customizable or Standard categories. Add new buttons to the toolbar, by dragging them from the dialog box to the desired position. On the Toolbars tab, click Status Toolbar and then the Reset button to restore the toolbar back to the default buttons.

When using FileMaker on a Mac, the process is very similar to Windows but looks a little different. Control-click (or right-click) on the status toolbar and select Customize from the shortcut menu to display the sheet that contains all of the customizable buttons. To add elements, click and drag buttons, spacers, or separators to desired locations on the toolbar. To remove them, simply click and drag them away from the toolbar. To restore the default toolbar, click and drag the entire default rectangle from the sheet. You can also change the toolbar to include text only, smaller icons, or the default large icons.

While toolbar customization cannot be programmed, as it is specific to each user’s FileMaker installation, the button names can be changed using Custom Menus. Since each button corresponds with a menu item, any change to the name of the item will also change the button on the toolbar. Also, if privilege settings prevent a user from accessing a menu item, the corresponding toolbar button will appear gray and be inoperable.

If you have any questions about customizing toolbars in FileMaker or would like more information, feel free to contact Jason Mundok at jason.mundok@itsolutions-inc.com.

five different types of charts to your FileMaker layouts including vertical and horizontal bar charts, line charts, area charts, and pie charts. At IT Solutions, we’re very excited at the ease at which we’ve been able to use the new FileMaker Charts feature to build very rich dashboards in existing FileMaker solutions.

What data can you chart?

Any FileMaker data can be represented using one of the five chart types as long as the data can be represented in a data series. The data series is simply a list of value pairs that represent the two axes on your chart. For example, if you were charting total sales over four quarters, your data series would include four value pairs: Q1 $23,000, Q2 $18,000, Q3 $28,000, and Q4 $24,000. If these values were represented on a line chart, the left side of each pair would make up the X-axis or bottom of the chart and the dollar amounts would make up the Y-axis or left side of the chart.

FileMaker offers several different ways to access data in a series. You can use data from related fields, data from fields in the current record, or data from fields in the current found set. The third option can be extended to include summarized data (the groupings on a summary report) when the data is sorted appropriately.

Transforming data into the appropriate form for a desired chart can be tricky. Start with the end in mind by considering what the data series should look like based on your goals with the chart and figure out where the chart will be located (on which layout in your database). Based on that layout, first make sure you can see the raw data in the correct form. If you can, then the chart will be a breeze.

Dashboards

A dashboard is an overview of the data in your system, often originating from different data sources, for the purpose of seeing a bird’s eye view of your organization. Unlike a single chart on a layout or report, dashboards are often a collection of different charts and/or lists of data that can come from a variety of sources, either different databases, or different tables within the same database. As a result, one dashboard may utilize different types of charts that access data from different sources in different ways.

This is an example of a four-panel dashboard that has been added to a simple project tracker solution built exclusively with the FileMaker Chart tools. Each chart is based on data from different tables in the database and the layout is based on a “system” table. None of the data represented on the dashboard is stored in the system table. Different techniques are used to transform the data from each source into the proper data series structure for each chart. Together the charts make up a high level overview of four different parts of the system.

The next example is a dashboard from our own internal project management solution. This dashboard mixes charts and data elements to create a robust overview of our open projects. The bottom of the dashboard is dynamic; a project is selected in the drop down and the data elements and four charts are updated to show only data pertaining to that project.

Conclusion

FileMaker Charts is an exciting new feature that allows developers to take FileMaker solutions to a whole new level, without the use of any third party tools. All FileMaker Charts are fully customizable to match the look and feel of an existing solution. By combining data and charts from a variety of data sources, robust and comprehensive dashboards can provide an executive overview of an entire organization on one FileMaker layout.

If you have any questions about FileMaker Charts or dashboards and would like more information on how we can add dashboards to your solutions, feel free to contact Jason Mundok at jason.mundok@itsolutions-inc.com.

If you’re a dedicated FileMaker enthusiast, the place to be this August is San Diego, CA for the annual FileMaker Developers Conference, also known as DevCon. Each year, FileMaker developers from around the globe gather for the four-day conference to learn about all things FileMaker, connect and network with other FileMaker enthusiasts, and discover new FileMaker related products and services at the product showcase.

Starting with preconference sessions on Sunday, the week is full of general sessions, workshops, and panels where you can learn about and discuss the technical side of FileMaker, development best practices, or how to manage FileMaker projects or an entire FileMaker business. This year will also feature an entire track of sessions for certification preparation that are based on the FileMaker Training Series. Sunday evening will include a keynote address where FileMaker executives will showcase FileMaker technologies for today and beyond.

To assist with networking, evening events will include a welcome reception following the keynote address on Sunday, a special awards dinner for FileMaker Business Alliance members on Monday evening, and a dinner for all conference attendees on Tuesday evening aboard the USS Midway. DevCon is the ultimate place to meet and discuss FileMaker with like-minded enthusiasts and members of FileMaker, Inc.’s staff.

IT Solutions’ Jason Mundok will be presenting two sessions and moderating a panel at this year’s DevCon. During the PreCon sessions on Sunday, August 15, Jason will be presenting “Managing FileMaker Projects Using Agile Methodologies”. In this session, Jason will explain the Agile methodology used at IT Solutions to manage all FileMaker development projects and how FileMaker is the perfect platform for this flexible and iterative approach. On Wednesday, August 18, Jason will be presenting “Streamlining Workflow with FileMaker Pro” which will focus on a few features currently being used in FileMaker workflow solutions such as RSS feeds based on FileMaker data, text messaging from FileMaker, and using the FileMaker Charts tool to build an executive dashboard. Later that afternoon Jason will be moderating a panel of FileMaker industry experts who will be discussing training and professional development tips for developers to stay on top of their game.

We’re also going to be planning an IT Solutions/Philly FileMaker meetup at this year’s DevCon. If you’re from the Philadelphia area or connected to the IT Solutions network and would like to meetup at the conference please contact Colin Keefe directly at colin.keefe@itsolutions-inc.com to get more details and let us know to look for you. We hope to see you in San Diego!

If you have any questions about DevCon 2010 or would like more information, feel free to contact Jason Mundok at jason.mundok@itsolutions-inc.com. Visit the official DevCon website at http://www.filemaker.com/developers/devcon/.

There are over 200 factors (and counting) that are part of the Google search engine algorithm. And while tags, links and content get the lion’s share of the press, your servers actually play a part in your SEO efforts as well.

 One of the newest factors in the search ranking algorithm is the load time of your web site. And while things like proper web coding and correct image sizing can impact load speed, the biggest component of a web site’s load time is the server. Having the correct server that correlates to the size of your site can have a positive impact on your keyword rankings.

 Another factor is server reliability. Having a server that is down more than up can negatively affect your SEO strategy. And while this isn’t good for your rankings, it just isn’t good for your users either. Visitors don’t return to web sites that are constantly experiencing down time.

 As the owner of a Philadelphia SEO company, I always tell clients that tags, links, and keywords are vital parts of their SEO strategy, but that you can’t ignore the IT aspects of your efforts either. Make sure your servers have adequate speed and reliability. Not just for the search engine’s sake, but for your users’ (and potential users’) sake as well.

So as an IT pro, you might be asking, “What does my job look like as the technology industry and my company move toward managed services?” “Why would we use an Atlanta managed IT company if the internal IT pro can handle it?” In the same way you may hire a maid to clean your home, or a gardener to landscape your lawn, you may hire an IT expert to handle basic chores for your business. The maid and the gardner afford you more time to dedicate to activities that are of higher value to you. Just like tasks around the home, technology tasks can also be broken down into those that offer you value and those that don’t. Those technologies that offer you value are said to have competitive advantage.

A technology that offers a competitive advantage is one that offers a higher value to the company, and helps outperform the competition. Technologies such as capacity planning and forecasting, customer relationship management, data mining, and enterprise resource planning are some of those technologies that can give a company an edge over what the other guy down the street is doing. They provide additional intelligence that allows the business to operate smarter and more efficient.

Those technologies that do not offer a competitive advantage include email, network monitoring, spam and virus protection. These technologies have become par for the course in today’s business climate. Today, all companies are expected to have a website, with an easy to use contact form and email. Their systems are expected to be up and working around the clock with no downtime. Using internal resources to maintain these technologies takes away from time that could be spent developing advanced technologies and processes that can further the company in the long run.

So to answer the questions above, IT pros should focus their time and skills on developing advanced technologies that offer the company additional benefits over the competition. An Atlanta managed services company can then be leveraged to perform routine maintenance and basic services for the company, the “housekeeping” if you will, while the internal IT pro is free to further develop advanced skills. Their value to the company will be equal to the competitive advantages they can bring to the table, and in turn IT pros can secure their jobs. So instead of fearing the possibility of a managed services company, IT pros have the opportunity to further secure their place in the company by offering value that will far outweigh the cost of a managed IT provider.

What business risks do you have? Reducing a significant amount of business risk can be as simple as implementing the right IT practices. Network security, downtime, and data loss are among the biggest concerns for companies when considering their liabilities, but a well built infrastructure with solid procedures in place can help mitigate those concerns.

Security
A hole in your network security is cause for huge concern considering the many mutations of spam, viruses, spyware, and even internal attacks from disgruntled employees. Your IT network should be protected on both the server and client side of your network, meaning you need enterprise level firewalls, anti-spam packages, and anti-virus software both on servers and employee computers to make sure your network is protected. Physical access to server room equipment should also be guarded, and a detailed security policy should be published for all employees to follow.

Downtime
Downtime in a company is not often calculated as a hard risk, but the impact of losing productivity can cost your company thousands if not hundreds of thousands in lost revenue. Avoiding downtime means having constant monitoring in place to know when a server is being overloaded or other resources are over capacity. Processes must be in place to make sure the IT network is stable, and levels of redundancy should be implemented so failover is automatic. Proactivity and planning is the key to minimizing downtime and decreasing lost productivity and revenue.

Data Loss
Companies that lose all their business data have a very small chance of surviving without a reliable means of restoring data. Avoiding data loss starts with a reliable backup system. Data should be backed up regularly and stored at a secure offsite location. Instead of relying on an employee to change tape drives, backups should be disc based and happen automatically to minimize human error. The same goes for email archiving, as it is the most common form of communication and is often used as evidence in legal proceedings.

If reducing risk is important to your business, examining your IT liabilities should be your top priority. DynaSis provides managed IT services,  managed security, guaranteed uptime, proactive monitoring, and reliable backup systems. Contact DynaSis today to learn more at 770.882.2432 or visit www.dynasis.com

Boh Bros. decided to migrate their roughly 350 email mailboxes from Novell Groupwise to Microsoft Exchange. Although Boh Bros. had a fully staffed, experienced IT department, they did not have the experience with Exchange to undertake the project themselves without considerable preparation and training.

Bellwether, a New Orleans IT services provider, recommended its hosted Exchange offering, and within a couple of days of Boh Bros.’s acceptance, the 350 mailboxes were created and ready to go. Bellwether supported Boh Bros. staff through the migration process and continues to take care of all the administration and maintenance of the servers.

Hosted Exchange allowed Boh Bros. to avoid not only training and administration costs but also the significant upfront licensing fee that implementing Exchange from scratch would have required. In addition, a traditional mail solution in New Orleans necessarily entails disaster recovery precautions, which can become challenging with a sizeable Exchange environment.

Rather than deal with such considerations, Boh Bros. staff is now free to focus on more strategic priorities.