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In FileMaker Pro 11 Essential Training, Cris Ippolite demonstrates the principal features and functions of this popular database software, including creating tables and relationships, managing fields and records, and working with layouts. The course shows FileMaker developers how to find, sort, and share data as well as how to create reports, calculations, and scripts. It also covers brand new features in FileMaker Pro 11 such as the Inspector tool, charting, and portal filtering. Exercise files accompany the course.
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.
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