Frequently Asked Questions

What is the difference between Briefcase and Briefcase Pro?

Briefcase Pro provides additional features not available with the standard version of Briefcase. With Briefcase Pro you are able to have multiple users connect to your database at one time, you can also host Briefcase Pro on a server (requires additional server software). Briefcase Pro is bundled with FileMaker and included in the purchase price. FileMaker extends the capabilities of Briefcase and provides access to these additional features.

Many freelancers and small studios can get by without Briefcase® Pro, but for ultimate control over your data access, sharing and custom reporting you may want to consider the advantages of Briefcase Pro.

Is the cost for Briefcase and/or a license for a certain period of time?

The cost for Briefcase and each individual license is a one-off cost. There are no ongoing costs.

What kind of training/support do you offer?

See the Support page on our website for our range of support options.

When do I need a network license?

If there are under 9 users you do not require a network license, although it is recommended for 4 or more users. If there are more than 9 users you must aquire a network license otherwise Briefcase will not be accessible. Networking databases is relativly straightforward but many people have lots of questions. If you would like to speak to someone about how it all works, why not contact us via email or phone?

When do I need additional licenses?

Each user that wishes to use Briefcase will need a license on their computer.

Does Briefcase run locally or is it a web based application?

Briefcase runs locally.

When installing FileMaker why can’t I enter my organization name?

The Organization Name needs to be: ‘Briefcase Job Management Software’
It sounds a bit odd but it is part of the software bundle agreement we have with FileMaker. Your organization is still the registered owner.

I have had a message pop-up that has informed me the license keys expires in 5 days.

You will need to call our Briefcase sales and provide us with your 4 digit security certificate as it appears on your screen. We will then give you a passcode to enter in which will extend your Briefcase® license.

Why does the settings page suggest our license expires on dd/mm/yy?

The software requires verification every year. This is a security measure to ensure our software is not distributed illegally. There is no cost to verify. Outdated software will eventually be given a master passcode to remove the verification permanently.

Is it possible to export data from Briefcase to the equivalent of an excel spread sheet, so I can import it into MYOB?

Yes, you can actually export directly to MYOB, excel or plain text as well.

How does Briefcase deal with non-billable work time? (i.e. time not spent on proposal or jobs)? This is very important to us

As you know Jobs can be created for clients but also for the studio itself
1. Create ‘your studio name’ as a client
2. Setup rates with the correct account codes for non billable work
3. Create a new Job for ‘your studio name’ (perhaps monthly)
4. Record time against that job
5. Create reports for non-billable work

There are 3 sets of user privileges to choose from for each user. Our designers will be accessing log books of course, but they will also need to enter details of quotes that come in from clients, and will also most likely enter details against jobs. Which set do I choose?

Users Privileges should be set to 'Accounts' to allow designers access to everything they need

Is it possible to get our logo on the print option for estimate?

If you log in to Briefcase as Administrator you can edit the estimate by clicking print and then go to Layout Mode in the File menu. You will be able copy the logo from another estimate and then just paste.

Can you access Briefcase remotely? We have a warehouse in one location and an office in another

Briefcase will work over a network remotely. You will need to have VPN access. Remote locations will also require licenses though. However, you only need one server license if client machines wish to connect via the VPN.

We have removed an employee as a user as they no longer need access, how do we give this license to a new user?

Go to the users window where you have entered all the new persons details and click the green add button in the Briefcase Account section. Ensure you are logged in as administrator.

How do we alter the way the pdf is displayed when we ‘save as pdf’ in Briefcase?

In the Print dialogue Box, click options to change the display settings.

We are in the process of moving all files from our computer. Can we simply move the Briefcase software to our new server? Will this have any implications on the software?

1. Install FileMaker on the server. Make sure you use a serial number that is not being used by the other machines
2. Put Briefcase on the server where all machines will have access to it
3. Start filemaker on the server and open the Briefcase file
4. Machines will be able to connect using open remote
Remember you must start FileMaker on the new machine and open Briefcase there before anyone else can access it.

I have created a Custom Job Label for my job bags. How do I:

a) Make the Custom one I created in the list from within Job Bags?
b) How do I make the new custom label the default for when I hit print?
Go to the Briefcase tab and scroll down to the reports list
1. Add a new entry by selecting the last empty record
2. Select 'Jobs Bags' under the Section column
3. Key in the name of your new layout under the Layout Name column
4. Enter the name to appear in the print menu under the Name column
5. Select 'Current Record' under the Print Records column
To set this as the default scroll back up until you get to the 'Jobs' defaults and select the new report in the 'Print Menu' field.

How do I print a live Jobs list for one client only?

1. Click find
2. Type the client name in the client field
3. Type the status in the status field
4. Press Enter

If you're after Live and Pending Jobs type Live...Pending in the status field in step 3.

Can the information raised in a purchase request populate across to an actual supplier purchase order upon approval of cost?

Yes. Simply select the purchase option from the Filter Menu next to the Print button.

How do we invoice a client a percentage of the total Invoice (30% for example) Can we then generate another invoice at the next milestone of 40%, followed by the remaining 30% at completion of the project?

To invoice a percentage you must manually calculate the amount and enter this in the invoice items window. We have had this request before and we are considering including this feature in the next version of Briefcase.

We have deleted a job that has numerous entries for it. Is there away of retrieving it?

1. If you look in the backup folder on your server you will find yesterdays backup file
2. Make sure everyone quits FileMaker
3. Open the folder on the server :
Macintosh HD > Library > FileMaker Server > Data > Backup > (DATED FODLER) > Data.fp7
4. Take the above file and replace the one in this folder :
Macintosh HD > Library > FileMaker Server > Data > Databases > Data.fp7

Where do you include expenses such as phone bills and rent?

Briefcase is not designed to be an accounting package.