The case for making the move from Excel to Claris FileMaker in 2025
Ben Fletcher • 4 February 2025
There are many problems inherent in using Excel for workflows and complex data management: the case for upgrading your business to Claris FileMaker in 2025!
Using Microsoft Excel for workflows and complex data management instead of a dedicated database presents several inherent problems. These issues stem from Excel’s limitations in scalability, data integrity, collaboration, automation, and security. Below is a detailed breakdown of these challenges and how a custom Claris FileMaker App can meet these challenges:
1. Scalability and Performance Limitations
- Row and Column Limits: Excel struggles with large datasets. While modern versions support up to 1,048,576 rows and 16,384 columns per worksheet, handling data near these limits often leads to sluggish performance, crashes, and inefficiency. Claris FileMaker supports up to to 1 Million data tables and 64 quadrillion total records over life time of file.
- Inadequate for Big Data: Excel struggles with handling intricate data relationships or hierarchical structures, which are common in large-scale data management. Claris FileMaker has a fully relational database engine built in as standard which works great for SMEs and can scale further by leveraging enterprise database engines such as MS SQL, Oracle, MySQL and PostgreSQL.
2. Lack of Automation and Integration
- Manual Processes: Tasks such as data entry, cleaning, and report generation often require manual effort, increasing the likelihood of errors and consuming significant time. Claris FileMaker offers highly customisable data validation options to ensure high quality data entry and import.
- Limited Automation: While Excel supports macros, they require expertise in VBA (Visual Basic for Applications), making automation inaccessible to many users. Claris FileMaker's built in scripting engine is much simpler to learn than VBA and it supports access via JSON Data API for interacting with traditional programming languages such as JavaScript and PHP.
- Integration Challenges: Excel does not integrate seamlessly with other tools or systems, requiring manual imports/exports that can introduce inconsistencies. Claris FileMaker works seamlessly with Claris Connect to integrate with over 40 of the most popular online Apps such as Slack, QuickBooks, Google Apps and Office 365.
3. Collaboration and Version Control
- Concurrency Issues: Simultaneous editing by multiple users can lead to version conflicts or data corruption. The lack of robust change-tracking mechanisms exacerbates this problem. Claris FileMaker implements record locking to prevent multiple users attempting to edit the same record at the same time.
- Version Control Problems: Managing multiple versions of a file is cumbersome, especially when unexpected crashes or connectivity issues occur. Claris FileMaker Server automates the back-up process and prevents database corruption if users temporarily loose connectivity.
4. Data Integrity and Security
- Error-Prone: Manual data entry and formula manipulation make spreadsheets highly susceptible to errors, with studies suggesting up to 90% of spreadsheets contain inaccuracies. Claris FileMaker separates the building of interfaces from the building of data structures.
- Lack of Validation Rules: Unlike databases, Excel lacks robust data integrity controls like foreign key constraints or unique constraints, increasing the risk of inconsistent or incorrect data. The Claris FileMaker database option allows for fine grain validation per field if required.
- Weak Security: Excel offers limited access control features, making it unsuitable for managing sensitive or critical business data securely. Claris FileMaker offers fine grain security control through custom user privilege sets and can delegate authentication to Active Directory or Cloud based Oauth.
In conclusion, while Excel is versatile for simple tasks, its limitations in scalability, automation, collaboration, and security make it unsuitable for workflows and complex data management. Organisations should consider dedicated custom tools built with the Claris FileMaker platform for more robust solutions.
If you don't know where to start with the Claris Platform , then why not contact our Team for a free initial consultation. We're here to help you achieve your business goals.
Using Microsoft Excel for workflows and complex data management instead of a dedicated database presents several inherent problems. These issues stem from Excel’s limitations in scalability, data integrity, collaboration, automation, and security. Below is a detailed breakdown of these challenges and how a custom Claris FileMaker App can meet these challenges . . .
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Claris FileMaker 2024 is the ultimate platform for custom app creation, now with powerful new native features for leveraging Artificial Intelligence by integrating Large Language Models (LLMs). Given its advanced features and capabilities, it's the platform of choice for those seeking to start fresh building a new custom business app. However, if you're thinking about upgrading from an older Claris FileMaker version, preparation is key, and that's where we come in. This brief guide outlines the major points of consideration when upgrading. However, don't worry if these technicalities overwhelm you - our expert consulting team is just a click away, ready to guide you through any concerns. The Upgrade Process: Claris FileMaker v12-v2023 (.fmp12 format) The good news: versions 12-2023 share the same file format as the 2024 version, making upgrades a breeze. However, certain interface changes might require user adaptation if build prior to FileMaker 16. For example, if your users utilize the footer bar for zoom control, view mode changes, or status bar display, they'll have to adjust to using the upper status bar and application menus. If that's a challenge, our consultants can assist with incorporating zoom control into your interface layouts. One caveat is that while it's possible to use legacy versions of Claris FileMaker Pro to connect to Claris FileMaker Server 2024, we advise against it. Mixing client versions can prevent you from leveraging the full benefits of the Claris FileMaker 2024 feature set. For maximum security and optimal performance, make sure both the server and all users are on the latest software version and patch. Claris have compiled a handy checklist of deprecated features in Claris FileMaker 2024, so make sure to verify if these impact your usage: https://support.claris.com/s/article/Deprecated-and-removed-features-in-Claris-FileMaker-Pro-2024?language=en_US Revamping Your Legacy Systems: Claris FileMaker v11-6 (.fp7 & .fp5 format) or earlier Older versions of FileMaker are a testament to the platform's longevity. However, they do come with unique challenges, including the impossibility of direct conversion using Claris FileMaker 2024. Don't worry, we're equipped to handle these issues and are ready to bring your vintage database files into the present. We also recommend considering a fresh start. The latest Claris FileMaker boasts myriad features that can significantly boost your business operations. Remember: upgrading isn't merely about maintaining the status quo—it's about embracing innovation and driving your business forward. If you want to do the minimum possible work to convert your files into the v2024 format then look at our previous guide for FileMaker Pro 19: https://www.datatherapy.com/news/2020/6/5/planning-your-upgrade-to-claris-filemaker-19-platform General Upgrade Considerations: Let's Get Practical No matter your current version, our team can assist you through the upgrade process, even if your app involves complex dependencies, such as integrations with legacy software or plugins. Note that most plugins will require updates (sometimes paid) to ensure compatibility with Claris FileMaker 2024. We encourage you to consider the future-proofing benefits of a 'cloud-first' mindset. Older systems may not have been built with this in mind, but the modern FileMaker platform has been designed to seamlessly integrate with other cloud solutions. Likewise, modern FileMaker now leans heavily on being able to more easily integrate directly with other web services such as LLM (Large Language Model) based Artificial Intelligence like OpenAI's ChatGPT service. Ultimately, we believe that your software should work for you, not the other way around. That's why we're committed to ensuring your upgrade is more than a simple technical exercise—it's a strategic move that aligns with your business' evolution. If you're ready to harness the power of the modern, interconnected, and dynamic Claris FileMaker 2024, get in touch with us today . We're here to help you achieve your business goals.
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