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FileMaker Pro 11 Essential Training

Using Fast Match and Quick Find


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FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Using Fast Match and Quick Find

FileMaker Pro 11 actually has two different ways that you can create a found set without even having to go into Find mode. Both of these occur inside of Browse mode, the first of which is a feature that was released a couple of versions ago, and it's called Fast Match. Let me show you how that works. Note that we are in Browse mode. We can see all of our data, but if I look at any field that has data that I want to search on, I could copy this value, go into Find mode, paste the value, and execute a Find. Or if I hit Show All to show all the records again, I could right-click into the field that has that value, or Ctrl+Click on a Mac, and you'll see this option in the contextual menu that appears, that's called Find Matching Records.
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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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FileMaker Pro 11 Essential Training
9h 11m Beginner Jun 25, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Creating databases from templates
  • Creating fields in spreadsheet format
  • Creating tables and relationships
  • Defining key fields
  • Adding validation and auto-enter values to fields
  • Managing records, including duplicating, locking, and deleting records
  • Creating and managing layouts
  • Formatting layout objects
  • Finding and sorting data
  • Creating calculation fields
  • Building reports
  • Printing and saving as PDF or Excel
  • Writing and triggering scripts
  • Using relationships throughout a database
Subjects:
Business Databases
Software:
FileMaker Pro
Author:
Cris Ippolite

Using Fast Match and Quick Find

FileMaker Pro 11 actually has two different ways that you can create a found set without even having to go into Find mode. Both of these occur inside of Browse mode, the first of which is a feature that was released a couple of versions ago, and it's called Fast Match. Let me show you how that works. Note that we are in Browse mode. We can see all of our data, but if I look at any field that has data that I want to search on, I could copy this value, go into Find mode, paste the value, and execute a Find. Or if I hit Show All to show all the records again, I could right-click into the field that has that value, or Ctrl+Click on a Mac, and you'll see this option in the contextual menu that appears, that's called Find Matching Records.

I simply select that option. I never leave Browse mode, but I still end up creating the same found set. So this can be useful for you if you are just mining through some data and you want to find some information inside your database, without having to go into Browse mode. Those types of searches are based on the contextual menu. Now the contextual menu is the menu you find when you right-click, but in addition to Find Matching Records, you also see that we've got Constrain Found Set and Extend Found Set, as well. So, for example, I can find a record that has California, say Find Matching Records, and I could constrain it by a city, if I'd like to.

So using the Find Matching Records in Browse mode is called Fast Match, and there are three Fast Match options: There is Find Matching Records, Constrain Found Set, and Extend Found Set, all of which can be performed in Browse mode. Another method for finding records while in Browse mode is brand-new to FileMaker 11, and it's called Quick Find. You'll notice that in the upper right- hand corner of your database, you will see that there is a familiar Quick Find data entry area. This is the same type of thing that you've seen in any other type of Apple application, like iTunes for example, and by simply typing a value in this field and hitting Enter, you can do searches on your data while still in Browse mode.

For example, I could type in the value ca and hit Enter; not only does it find records that match the state CA, but it also finds records that have CA in the first name, possibly ca in the last name, even though they don't have values inside the State field for ca. So what's actually happening, in this case, is that you can go into your layout and configure which fields that you want to be part of the Quick Find. So if we go into Layout mode, you will notice these green icons, little search icons, on all the different fields in this layout.

Well, if you select a field and open up the Inspector and go into your Data tab, you will see that you've got a check box here for each field that says Include field for Quick Find. By default, every field that you put on the layout has this option selected, so you can go in and deselect these options, so that they are not included in your Quick Find search. If a field is included, you will see what's called a Quick Find badge, or this little green magnifying glass appear. Keep in mind though that if you turn off Quick Find on the Customer List layout, that field will still be on if you go to any other layout that's based on customer.

So you'd have to go and turn it off in all of the different fields in your database in order for the setting to be turned off in your entire database. You can also turn off Quick Find on a layout level. For example, if we hit this little pencil next to the Layout List, that will invoke the Layout Setup, and you will notice that there is a check box here in the bottom of the Layout Setup window that says Enable Quick Find. And if I turn that off, you see that all the green badges went gray. That means that if I turn it back on, they are configured to be included in Quick Find, but that we've turned if off for this layout. And if you make any changes to the default settings, you can hit the Reset Quick Find to make sure that all of the fields then have badges assigned to them.

To improve the performance of your searches, you want to limit the Quick Search fields to only fields that contain data that you are searching for. For example, a table of songs might include the track number and artist's name for each song. You can include the artist's name in the search but exclude the track number, because it's not likely that someone would search for all the songs with the same track number. Those types of things will make your searches perform quicker. There are also different colored badges. You see the green ones, which indicate that the Quick Find setting is enabled for a field. We also saw the gray ones, which indicate the Include field for Quick Find option.

There is another badge, as well. If we go under Invoice > Detail, you see that we have these yellow badges. These are what FileMaker determines not so Quick Find fields because they may be considered for removing from Quick Find, because they are un-indexed or they are related fields or they are values that will take a long time for FileMaker to search upon. So unless you really need to include yellow badged fields in your Quick Find, you might want to consider removing them to make your finds go a lot quicker. The idea here is that you might want to train your users on the different ways they can perform finds in Browse mode, because these are great tools for drilling down or drilling up in data that you are working with onscreen.

Find answers to the most frequently asked questions about FileMaker Pro 11 Essential Training.


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Q: In the Chapter 16 tutorial, “Using Text Functions,” the instructor discusses how to calculate the First Name and Last Name from the Full Name. However, the method does not account for names ending with  “Jr.” or “Sr.” or “III,” etc.  How can I account for added suffixes in names?
A: For cases like this, you can create a third "Suffix" field. Then change the FullName calculation to:

NameFirst&" "&NameLast&" "&Suffix 

This way, nothing will appear if the Suffix has no value, but if it does have a value the suffix will appear.
Q: What information is actually on the “Invoice Line Item” table in the examples, and how does it actually connect to the tables that it comes from?
A: The information in each line item is native to the "Invoice Line Item" table. The fields are defined in that table and each record represents "A Product appearing on an Invoice."
Each time a product is used on an invoice, a record in the line item table is created. Many of the fields, for example "Quantity," are native to that table because those values only exists when a Product is used in an Invoice, and not as attributes of a Product itself.
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