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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.
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.
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