How to create a clone of a FileMaker database

How do I send the Help Desk a clone of my FileMaker database?

When troubleshooting databases for functional issues (as opposed to data entry issues), it's often necessary for the person doing the troubleshooting to examine the structure of the database using a copy of the database. This may also necessitate sending a copy of the database. Sending a full copy of a database to the Help Desk is not recommended both for size and data security reasons.

If you have access to the physical server or location of a stand-alone file, you can send a clone of a back-up or, if working with a stand-alone file, a clone of the actual file. A clone is a copy of the database with no records in it. Before sending the clone to your technical support person, you will need to make sure that you have added an account for this person to the file if he/she does not already have authorization to view the file--clones include all security settings of the original file even though the table data has been stripped out.

Note: If your database is currently hosted, you will not be able to make a clone of it directly. Instead, you must first obtain a backup copy from your server administrator before proceeding with the steps below. If you are investigating a problem and you can determine roughly the date that the issue first appeared, you may want to prepare two clones--one representing the current state and another clone of a back-up that you believe predates the issue.

Note: Troubleshooting data issues:
With data issues, it is always best to quickly try to identify a date and even possibly a time of day when the error was made. Reviewing backup files over a period of time can help with this process. Once you can identify the last best backup, you will want to get a full copy of that file (not a clone). This copy may be used if a rollback is called for. Time is of the essence when dealing with significant data issues as you will probably want to freeze further work on the database until the issue has been resolved in the production file or a rollback has been initiated using the last best backup copy. Instructions for making full copies of the file differ only in the initial Save a Copy As step below.

Step 1: Save a Clone

1. Go to File > Save a Copy As
2. From the Save a: pull-down menu, choose Clone (no records)
3. Select a save location, and optionally change the name of the file.
4. Click Save

Step 2: Create an account in the clone with full privileges for the recipient

(This step can be skipped if a password is not required to open the database.)

1. Open the CLONED COPY of the database (NOT the original file!)
2. Go to File > Manage > Security > Accounts
3. Click New
4. Enter an account name and password
5. Set the privilege to full access
6. Click OK twice to save the changes and exit the accounts window

IMPORTANT: If the database solution is made up of more than one FileMaker file, these steps must be repeated for each file.

You can now send the clone as an email attachment. Be sure to let your recipient know what the account name and password are in the clone!