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Reviewing new requests in the Find mode

From: FileMaker Pro 11 Essential Training

Video: Reviewing new requests in the Find mode

We've taken a look at searching inside of one field by typing a value into the field while you're in Find mode, but what if you want to find multiple values from the same field as part of one search? Well, in those instances, you're going to need to be familiar with something called adding a Find Request, we're going to cover in this movie. So let's take a look at that, if you open up the Exercise File, and we're going to go to the Customer List Layout, and you see that we've got a series of records inside of the FileMaker database here, and each one of them represents a customer. So let's say my goal is I want to create a found set of customers in California, so I can print a report.

Reviewing new requests in the Find mode

We've taken a look at searching inside of one field by typing a value into the field while you're in Find mode, but what if you want to find multiple values from the same field as part of one search? Well, in those instances, you're going to need to be familiar with something called adding a Find Request, we're going to cover in this movie. So let's take a look at that, if you open up the Exercise File, and we're going to go to the Customer List Layout, and you see that we've got a series of records inside of the FileMaker database here, and each one of them represents a customer. So let's say my goal is I want to create a found set of customers in California, so I can print a report.

So in order to do that, I'll want to enter Find mode by hitting the Find button, and type CA into the State field, and then hit Perform. Now you can also perform a Find by hitting the Enter button on your keyboard, which is what you're going to do 99% of the time as you get familiar with FileMaker, but we'll hit the Perform Find button. And we see here that we've got 23 records out of our total of 1,523 records that match that criteria, and therefore, we've created a found set in FileMaker. So I could easily export these out, or print off this list, and it would just be all my customers in California, but what if someone has asked me to produce a list or an export of all the California and the Washington customers, in one list? Certainly I could do two different lists and print them out in separate pieces of paper, but if I want to combine those, I'll simply go into Find mode again, type in CA. But now, you might have noticed here that you've still got the book Icon in the upper left-hand corner, and of course, in Browse mode that helps us navigate from record to record within our found set. In Layout mode, it helps us navigate from layout to layout, but in Find mode, it's managing something called Find Request, and you also see that the New Record button has been turned into a New Request.

So what does this New Request mean? If I hit the New Request button, you'll see another row has appeared. What this allows me to do is now enter another value into the State field, because if I had just gone like this and entered CA and WA into the same field and performed a find, I'm going to get no records matching that request, so this isn't a way that you add multiple criteria. You don't put like a comma to limit a criteria in the same field. You'll hit a New Request, and now I can have either records that match the California in the State field or Records that match Washington, and those will both be part of my found set.

So let's take a look at what happens when we perform find, and sure enough we see we have 56 Records, which are a mixture of Washington State and California State Records. Alternatively if I go into Find mode again and create a request with State equals California, and now if I go into the Last Name field and I type Hanks and then hit Perform Find, FileMaker is going to give me back every Record that has the State of California and the Last Name Hanks, and because I put both of those criteria in the same find request, it's actually just limiting my found set to the two records where both of the criteria matched on the same record.

If I did the same thing, back in Find mode, and hit CA and add a New Request and then type in Hanks, and now I perform the Find by hitting the Enter, you see that I've got a mix here. I've got everybody from California, but then I also have Hanks, including the couple that are in California. I also have Hanks from a record from Wisconsin, as well. So this was what's called an or search. This means, give me anything with the Last Name Hanks or State of California and combine those together into my same found set. Couple of notes here.

When you're in Find mode you can continue to add New Requests, and then you can do that in unlimited number of times. However, you'll notice that after a certain number of requests, 10 to be specific, FileMaker pops up a very helpful message that says you're in Find mode and you appear to be entering new record date, are you sure you want to create a new find request? This is very helpful, because Browse mode and Find mode look the same, a lot of times users might accidentally enter Find mode and think that they're entering data into records. FileMaker only lets you get 10 Records into it before it says, hey, by the way you're in Find mode, because this could be disastrous information if it lets you create hundreds of these things and then you realize when you Perform Find you'll simply get no Records matching your requests, and none of those Records will be entered.

But really, it's very rare that you'll have this many find requests in a search anyways, because if you combine the 'ands' and the 'ors' together, you're going to really have to have a lot of data in your database for you to even get records that returned after you get 10 different Find Requests added, but sometimes you can. You can have millions of records in your FileMaker database. Another thing I want to show you while we're searching. You've got this button here called Matching Records. Now by default, every time you go into Find mode and perform a search, the Include button is selected. That means that in the returning found set include any record that matches the criteria that I'm entering below.

However, you'll notice that there's an option here called Omit. This means omit any record that matches the criteria below from my returning found set. So here if I say California, and I choose Omit, and hit Perform Find, we see that now it's giving me all the records in the database where State does not equal California. So depending on what you're looking for, you can do it as an Include, or you can do it as an Omit search. You can also use this with New Requests. So, for example, if we go into Find mode, and let's say this time we enter State California and we see on this one request it says Include, but now under New Request, I'm going to go in, and I'm going to type Hanks, but this time I'm going to change it to Omit.

Notice that in the original request it is still Include, and on the second one it's Omit. This means that the Include or Omit option is Request-specific. Now when I hit Perform Find, what I'm actually getting in this case is only the Records that match California, but it's omitting anything that just equals Hanks. So even though there was one Hanks that wasn't in the State of California, that's been omitted from my Found Set. So you can see that combining the Omits and the Includes within your Find Request can also give you useful results. So in addition to just doing some basic Finds with the New Request or even Omit, FileMaker allow you to create both 'and' or 'or' searches when retrieving custom found sets of data from your FileMaker database tables.

Show transcript

This video is part of

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

94 video lessons · 14974 viewers

Cris Ippolite
Author

 
Expand all | Collapse all
  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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