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Deleting records and backing up files

From: FileMaker Pro 11 Essential Training

Video: Deleting records and backing up files

In addition to adding and editing records inside your FileMaker database, deleting records is also pretty easy to do, and actually it might be a little bit too easy. I'm going to show you how you can delete data out of your FileMaker database and then talk to you about some ways that you might want to protect your database against accidental deletions. First, just like creating and duplicating records, you can delete a record by going under either the Records menu and choosing Delete Record, or using the corresponding Quick Key, which in Apple would be Command+E, or in Windows would be Ctrl+E. Or you can go under the Status toolbar and see the button for Delete Record.

Deleting records and backing up files

In addition to adding and editing records inside your FileMaker database, deleting records is also pretty easy to do, and actually it might be a little bit too easy. I'm going to show you how you can delete data out of your FileMaker database and then talk to you about some ways that you might want to protect your database against accidental deletions. First, just like creating and duplicating records, you can delete a record by going under either the Records menu and choosing Delete Record, or using the corresponding Quick Key, which in Apple would be Command+E, or in Windows would be Ctrl+E. Or you can go under the Status toolbar and see the button for Delete Record.

Selecting any one of these options will delete the record that you're currently on at the time that you perform the action. So you see here that we're on record number 4. So if I hit the Delete Record button, first you'll see that FileMaker will never just go ahead and delete the record. It's going to first ask your user, would you like to permanently delete this entire record with there default option to cancel? This is in case they unintentionally hit the Delete button and therefore don't have to lose the data. Your users can easily hit the Cancel button to not delete any records. However, if you do choose to delete a record, you'll notice now that your record count, in this case went, from four records to three records, meaning that that record is permanently deleted and no longer part of the database.

You can't undo a delete, either. If you go under your Edit, you'll see that you have Can't Undo and Can't Redo. So there's no way to retrieve a record once its been deleted. Just like when you create a record, or you edit a record in FileMaker, deleting a record is final. You should also be aware that under the Records menu, right below the Delete Record option, is an option called Delete All Records. This doesn't have a corresponding Quick Key, luckily, but your users should be aware that if they accidentally select this option, instead of Delete Record, they're going to see a dialog that's supposed to be different, but to many users might not be different enough.

You'll notice here that it says, Permanently Delete all three records, and it's getting that number three because of the Found Set that we've created. We'll talk more about Found Sets in the chapter on Finding Records, but the Found Set is however many records you currently have active in the database. If you have all records active in the database, that means that hitting Delete All will completely empty out your FileMaker database. This is a little bit too much power to put in the hands of your users, so your users should be cautioned during user training to never hit Delete All, unless they absolutely need to.

As a matter of fact, you can configure Security to not allow users to delete records at all, or just allow Admin users to be able to perform delete activities. Since the database is just a storage container, you can imagine the bad repercussions when it is completely emptied out. Since we're discussing what happens when somebody accidentally deletes your database, it's probably a good time to talk to you about backing up your data. Now, there's a couple of ways that you can back up your database, first of which, you can go under your File menu and choose Save Copy As, which allows you a couple of different options for saving copies, either as an empty clone or a compacted copy that contains data.

For a backup, you'll want to choose compacted copy. But the more common way to do backups is through FileMaker Server. If you're hosting your database, you can consult the FileMaker Server Help System to show you how to set up something that's called a Backup Schedule. However, if you do not host your database on FileMaker Server, it's a good idea to use the File > Save a Copy As activity as often as possible. You should never have just one copy of the database. You should always be employing some type of backup mechanism. It's very important, since the data in your database is usually the lifeblood of an organization, that you really need to have some sort of backup plan in place.

When working with databases, everyone is bound to make mistakes. So FileMaker allows you the ability to delete records, so that you can correct your mistakes and therefore maintain the integrity of your database. However, users must use caution when deleting records, so that you do not create problems caused by permanently deleting important data.

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This video is part of

Image for FileMaker Pro 11 Essential Training
FileMaker Pro 11 Essential Training

94 video lessons · 14973 viewers

Cris Ippolite
Author

 
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  1. 7m 22s
    1. Welcome
      1m 8s
    2. Understanding the FileMaker family
      2m 15s
    3. Using the FileMaker Quick Start screen
      2m 52s
    4. Using the exercise files
      1m 7s
  2. 21m 9s
    1. What is a database?
      2m 26s
    2. Flat vs. relational databases
      2m 29s
    3. How FileMaker works
      4m 48s
    4. Understanding the essential preferences
      3m 13s
    5. Touring the interface
      8m 13s
  3. 11m 44s
    1. Creating databases from templates
      2m 29s
    2. Creating new databases in the spreadsheet-like format
      5m 35s
    3. Importing tables
      3m 40s
  4. 9m 9s
    1. Determining which tables you will need
      5m 10s
    2. Creating tables in the Managing Tables window
      3m 59s
  5. 34m 47s
    1. Understanding relationship types
      6m 58s
    2. Diagramming relationships (with ER diagrams)
      8m 50s
    3. Determining which key fields you need
      5m 18s
    4. Defining primary and foreign keys
      7m 56s
    5. Creating relationships using the relationships graph and table occurrences
      5m 45s
  6. 50m 34s
    1. Deciding what fields you will need
      5m 34s
    2. Understanding field types
      7m 54s
    3. Defining fields
      9m 56s
    4. Using Auto Enter options in fields
      9m 33s
    5. Reviewing field validation options
      8m 16s
    6. Building with container fields
      9m 21s
  7. 14m 8s
    1. Creating and duplicating records
      5m 40s
    2. Editing and locking records
      4m 42s
    3. Deleting records and backing up files
      3m 46s
  8. 21m 6s
    1. Importing data
      9m 57s
    2. Importing records to refresh data
      7m 2s
    3. Exporting data
      4m 7s
  9. 18m 30s
    1. Understanding layouts
      4m 15s
    2. Using the Layout Assistant to create List views
      7m 59s
    3. Using the Layout Assistant to create labels and envelopes
      6m 16s
  10. 27m 11s
    1. Using the Layout Setup dialog box
      4m 54s
    2. Understanding layout parts
      4m 40s
    3. Understanding the new Inspector
      2m 26s
    4. Exploring the Status Area in Layout mode
      6m 46s
    5. Managing layouts and layout folders
      8m 25s
  11. 41m 9s
    1. Arranging, aligning, grouping, and locking layout objects
      11m 5s
    2. Placing and formatting objects, parts, and graphics
      4m 10s
    3. Formatting fields and applying field attributes
      8m 26s
    4. Setting field behaviors
      4m 4s
    5. Using the Tab Control feature
      9m 8s
    6. Setting tab order
      4m 16s
  12. 36m 48s
    1. Using the basic find functions
      7m 31s
    2. Reviewing new requests in the Find mode
      5m 54s
    3. Establishing search operators
      6m 43s
    4. Constraining or extending found sets
      3m 24s
    5. Finding records using date, time, or timestamp criteria
      5m 18s
    6. Using Fast Match and Quick Find
      4m 41s
    7. Working with saved finds
      3m 17s
  13. 17m 28s
    1. Sorting with one criterion
      6m 4s
    2. Sorting with related fields
      2m 18s
    3. Sorting with multiple criteria
      1m 36s
    4. Sorting using custom values
      3m 14s
    5. Sorting using buttons
      4m 16s
  14. 17m 14s
    1. Reviewing Field/Control styles
      5m 43s
    2. Creating and applying static value lists
      5m 20s
    3. Creating and applying dynamic value lists
      6m 11s
  15. 23m 52s
    1. Previewing pages and print options
      6m 20s
    2. Printing in different views
      2m 54s
    3. Sliding objects
      3m 26s
    4. Printing merge letters
      4m 53s
    5. Saving as a PDF or Excel file
      6m 19s
  16. 15m 1s
    1. Building simple reports with summary fields
      4m 36s
    2. Creating subsummary reports
      6m 51s
    3. Creating subsummary reports in Table view
      3m 34s
  17. 52m 19s
    1. Defining calculations
      2m 31s
    2. Exploring the Calculation dialog box
      5m 8s
    3. Using number functions
      12m 41s
    4. Using date and time functions
      4m 58s
    5. Using text functions
      11m 43s
    6. Using get functions
      4m 0s
    7. Using logic functions
      11m 18s
  18. 46m 56s
    1. Understanding scripts and script steps
      2m 23s
    2. Assigning script steps to buttons
      3m 54s
    3. Understanding the ScriptMaker dialog box
      8m 28s
    4. Creating multi-line scripts
      6m 44s
    5. Adding find criteria to a script
      4m 58s
    6. Understanding the If script step
      8m 36s
    7. Using script parameters
      4m 42s
    8. Reviewing the Send Mail option
      7m 11s
  19. 28m 0s
    1. Understanding script triggers
      2m 41s
    2. Using object-based triggers
      11m 58s
    3. Using layout-based triggers
      7m 51s
    4. Using file-based triggers (Open and Close scripts)
      5m 30s
  20. 56m 42s
    1. Using related fields
      7m 18s
    2. Creating portals and using portal filtering
      10m 38s
    3. Using related fields in calculations
      7m 6s
    4. Understanding multi-predicate relationships
      11m 11s
    5. Using the Go to Related Record script step
      7m 26s
    6. Creating a chart
      13m 3s
  21. 30s
    1. Goodbye
      30s

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