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FileMaker Pro 11 Essential Training

Working with saved finds


From:

FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Working with saved finds

A third way to perform a Find in Browse mode uses a feature called Saved Finds. Saved Finds works through a new icon that you can see on the Status toolbar. However, if you do not see the icon on your Status toolbar, you will want to go under the View menu to Customize Status toolbar and pick Saved Finds and drag it to a location on your toolbar, and hit Done. And if you click and hold down on the icon or click on the arrow, you'll see that there are various different options that appear. First, you can see something called Recent Finds and then you see Saved Finds.
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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

Working with saved finds

A third way to perform a Find in Browse mode uses a feature called Saved Finds. Saved Finds works through a new icon that you can see on the Status toolbar. However, if you do not see the icon on your Status toolbar, you will want to go under the View menu to Customize Status toolbar and pick Saved Finds and drag it to a location on your toolbar, and hit Done. And if you click and hold down on the icon or click on the arrow, you'll see that there are various different options that appear. First, you can see something called Recent Finds and then you see Saved Finds.

A Recent Find is a find that you've performed during this database session, meaning while you had this file open. A Saved Find was a recent find that the user has chosen to save for future reference. So, for example, next time you open up the file, that Saved Find will still be there, unlike Recent Finds that clear out after your session clears. Sessions are specific to multiuser mode, so when a file is being hosted on a server, you get a session every time that you log in to the server. So, Recent Finds only exist for the life of that session; Saved Finds exist any time you use your user account to log into the database, and that's an important part here.

This feature is specific to a user logged into a copy of FileMaker. So when you take a Recent Find and save it as a Saved Find, that's only going to be available to you. Others who log into their database will not see your Saved Finds. You should be aware of that as a developer because you might think, Oh! well I can create a bunch of Saved Finds for people and then my users can use them. Well, first of all, users can choose to not even have Saved Finds icon on their copy of FileMaker in the Status toolbar. And secondly, you have no control over what they do with their account.

If you have various different users all sharing the same account, they will all see the same Saved Finds every time they log into the database. So let's take a look at how this works. If we go into Find mode and we click into the State field, type wi, hit Perform Find, now, under our Saved Finds we see wi listed there. Now, for example, if I want to go in, and I want to say Save Current Find, you see that I get a window here that allows me to add a more descriptive name, or even if I go and hit the Advanced button we see a window that allows me to modify the Find Request that I just made.

I can add additional find requests to it, or modify the values that are inside of this field and so on. Now, if I have all records shown and I go under Saved Finds and I simply choose either a Saved one or a Recent Find, I don't even have to go into into Find mode. It just remembers that for me. So the idea here is now you're able to work with Finds in a manner that you'd never have before. But if you're working with a search that might be rather complex, it's something that you would normally make note of, now you can just save it inside of the FileMaker file for when your account logs into that file next. So, you can encourage your users, when you're training them, say if there are searches that you do every Monday morning, or there's something that you do everyday, like let me find how many records we created today, just have them put them in the Saved Finds, and they won't ever have to leave Browse mode to be able to perform those functions.

Remember, however, that Saved Finds are specific to a single user in a database. So developers can't access these lists, nor can other users, besides the ones who set them up. However, that's not a bug, but rather features that prevent Saved Find confusion between multiple users of the same shared database. Saved Finds are a feature inside FileMaker that should really change the way that you're searching for data inside your FileMaker databases.

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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