Securing a FileMaker Database

Details

Dartmouth provides a secure, centralized environment for hosting FileMaker databases that contain DISC level 2 and 3 data. Each database hosted on this server must adhere to certain security guidelines.

There are four parts to getting your FileMaker database ready and hosted on the secure FileMaker server.

Part 1: Request Active Directory Security Groups

Send an email to help@dartmouth.edu request Active Directory security groups be created for your database. They'll need the following information for this request:

  • The name of the database;
  • A list of the names of the people who should be added to each of the security groups for this database. Three security groups will be created for each database. The group name will consist of the database name and the privilege - Read, Write or Developer. So, for example, if your database name is "Widgets" then you will have 3 security groups "Widgets Read", "Widgets Write" and "Widgets Developer".

Once the security groups have been created, proceed to Part 2 where you configure your database security.

Part 2: Configure FileMaker Database Security

  1. Open your FileMaker database.
  2. Click File then Manage then Security.
  3. Uncheck the Guest account, if it is not already.
  4. Highlight the Admin account and click Edit.
  5. Enter a password and click OK. The password on the Admin account must not be blank and should be easily guessed. The password should be at least 8 characters, contain upper and lower case letters, numbers and special characters. Keep this admin password in a safe place. If it is lost or forgotten, there is no way to recover it.
  6. Add the Active Directory security groups created for you in Part 1:
    • Click New.
    • Set the Account is authenticated via option to External server.
    • Enter one of the Active Directory security group names created for this database into the Group name field.
    • Set the Privilege Set to the corresponding security level for this group. "Read" would be set to "Read-Only Access"; "Write" would be set to "Data Entry Only"; "Developer" would be set to "Full Access".
    • Click OK.
    • Repeat this process until all three of the security groups have been added.
  7. Click the File Access tab. If the File Access tab is not visible, click the Use Detailed Setup... button to see it.
  8. Check the box next to Require full access privileges to use references to this file.
  9. Click OK.
  10. When prompted, enter Admin in the Full Access Account field, and enter the password for that account.
  11. Click OK.

Part 3: Configure FileMaker Database Sharing

  1. Open your FileMaker database.
  2. Click File then Sharing then Share with FileMaker Clients.
  3. In the Configure Peer to Peer Sharing section, set Network Sharing to Off.
  4. In the Network access to file section, make sure All users is selected.
  5. Click OK.
  6. Click File then Sharing then Configure for FileMaker WebDirect.
  7. Select No users.
  8. Click OK.

Part 4: Submit FileMaker Database to be Hosted

  1. Create an email to send to help@dartmouth.edu. The subject line should be "FileMaker database for secure server".
  2. The body of the email should contain the following information:
    • the name of the database;
    • the name of the owner of the database;
    • the owner's department;
    • the owner's division;
    • a statement verifying that the security configuration described in parts 2 and 3 above has been completed on the database being submitted.
  3. Please cc: your computer consultant with this email so the attached database file can be manually added to the Help Desk ticket. This just in case that the email system does not include the database file when the ticket is created.  If you do not know who your consultant is, please contact the IT Call Center at 603-646-2999, Option 5, Option 5 between 8am and 5pm, Monday through Friday to speak with a consultant. The consultant will be able to manually add the database file to the Help Desk Case just in case the file is missing.
  4. Attach the database to the email message and send it to Help@dartmouth.edu as well as to the consultant.
  5. Once the consultant confirms your Help Desk Case has been created and that the database is actually attached to the ticket, the consultant will assign the case to the Infrastructure Services (Group) in TeamDynamix (TDX).

You should receive a confirmation when the database is hosted.

For connecting to that database once it is hosted please see the Related Article "Access Remote Database Using FileMaker Pro".

 

Service Levels

The secure FileMaker server will be supported in the following manner by ITC:

Availability

All systems will be available as defined in the specifications below

Connectivity

Supports FileMaker Pro and ODBC

Performance

Up to 250 maximum simultaneous server connections

Capacity

Per FileMaker, unlimited database size

Backups

Transactional Backups will be taken daily, weekly, monthly and yearly. The daily backups will be retained for 30 days, the weekly backups will be retained for 4 weeks, the monthly backups will be retained for 13 months, the yearly backups will be retained for 7 years.

Support

8:00am – 5:00pm M-F excluding holidays

Inactivity

Databases are to be considered inactive, subsequently de-hosted, and archived when the last date of access is greater than 12 months

Database Development

This is a hosting service only. Departments will need to contract with outside vendors if they need a database created or updated.

Software

This service does not provide FileMaker licenses. Anyone connecting to a FileMaker data on the secure server will need to have their own license for the supported version of FileMaker - currently FileMaker 13, 14 ,15 and 16.

Please contact help@dartmouth.edu if you are interested in this service.

 

Details

Article ID: 64882
Created
Tue 10/9/18 12:26 PM
Modified
Tue 11/12/19 10:32 AM