Unlike in many other database systems, data records in the Enterprise software gFM-Business can be found via any field without exception. However, this high degree of flexibility requires a little background knowledge of how records can be searched for and selected in FileMaker and therefore in gFM-Business. In gFM-Business there are several ways to search for records and create certain selections. Data records usually have to be found in two ways: Targeted search for a data record or selection of a specific set of data records according to predetermined criteria, for example to create a mailing. To search for a specific data record in gFM-Business, you can also use the integrated Quick search which is available in every list view and works in a similar way to the search in Apple's Spotlight or iTunes. To select data records according to certain criteria, use the search mode, which is described in more detail in this article.
The search mode in gFM-Business
The "Search mode" can be used to select data records in gFM-Business according to specific criteria. The search mode is available under the button [Search] is available in every screen of gFM-Business. By clicking on the button [Search] in the toolbar activates the search mode. Search mode is indicated by the fact that all fields have a dashed frame and a magnifying glass symbol.
Search mode can be called up from all screen layouts except in the Settings program section, as settings only consist of one data record. After calling up the search mode, any search terms can be entered and combined with each other. In search mode, the toolbar changes and contains the following functions:
- First - Jumps to the first query of the current search query
- Back - Jumps to the previous query of the current search query
- Next - Jumps to the next query of the current search query
- Last - Jumps to the last query of the current search query
- New - Creates a new query within the current search query. A new query is required if, for example, several criteria of a field are to be used. If, for example, all customers in the zip codes "26121" and "49123" are to be found, the following is first entered in the [Postal code] the value "26121" is entered, then a new query is created and the value "49123" is entered in the second query. FileMaker supports any number of queries within a search query.
- Delete - deletes the called query from the current search query.
The buttons in the lower button bar change to [Cancel search] and [Search]. Click on the button [Search] the current search query is executed and the search result is then displayed.
As you can search for any field in gFM Business, you can also navigate between different screens in search mode. Unlike in normal "Browse mode", however, during a search query you can only navigate to the screens that are semantically relevant to the current search query. The navigation buttons for all other masks are grayed out and cannot be accessed. In the example above, you can only search for fields in the "Documents" and "Events" screens within the "Correspondence" module. As document templates are saved in a different database table, templates must be selected in a separate search query.
This is how gFM-Business searches for data records.
When performing a search query, gFM-Business searches through all data records of a Table and compares the criteria entered with the data in the Database. Only data records that meet the search criteria are then displayed in the selection. The data records found, the so-called Result setis a subset of all existing data records in the database called up. Data records that do not match the search query are not displayed and are excluded. With the button [Change query] in the toolbar, you can restrict or expand the current result set after a search has been performed.
How to search for data records.
Search for text or text passages in text fields. Unless you are searching for word combinations and exact matches, the field found can contain not only the specified text, but also other values in any order. For example, if you enter "Hotel" in the "Company" field, gFM-Business will find records for "Hotel", "Wellness Hotel" and "Hotel & Restaurant".
Words that begin with certain characters:
Paul Meyer
...finds Paul Meyer, Paul Meyerhof and Meyer Paula.
A phrase or character string that is to be searched for exactly:
"goFileMaker.de"
...only finds "goFileMaker.de"
Words with an unknown variable character:
H@lle
...finds hall, shell and hell.
Invalid characters
? (question mark)
...finds invalid characters
Several unknown characters:
Mei*er
...finds Meier, Meisner and Meitinger.
Digits in a text field
# (for each digit)
...finds 3, but not 30
Parts of a phrase (a string of words or characters):
*"son & Philips"
...finds "Johnson & Philips", but also "Paulson & Philips".
Exact match:
== (two equal signs)
==Johann
...finds Johann, but not Johann Schmidt.
Exact match with the given whole words:
= (an equals sign)
=Chris =Schmidt
...finds Chris Schmidt or Schmidt Chris, but not Chris or Christoph Schmidtmer.
Search for numbers and dates
A number in a number field
0,50
...finds 0.50 and 50%.
A date in a date field
3.3.2014
...takes place 3.3.2014, March 3, 2014 and 03-03.2014.
Today's date in a date field
// (two dashes)
...finds the current date
Invalid dates
? (question mark)
...finds invalid entries
Date values on a specific day of the week in a date field
Tuesday
...finds all entries that fall on a Tuesday
All valid values for a date or time component
* (star)
...finds all valid values
Search for value ranges
Smaller than the specified value
Example: <40, <31.12.2013
Less than or equal to the specified value
Example: <=40, <=31.12.2013
Greater than the specified value
Example: >40, >01.01.2013
Greater than or equal to the specified value
Example: >=40, >=31.12.2013
Within a specified range. A range differs depending on the data type. Numbers (smallest to largest), date (earliest to latest), time (earliest to latest), text (first to last word).
... (three points)
In June 2013
6.2013
From July 2012 to October 2013
7.2012...10.2013
From 1.7.2012 to 31.10.2013
01.07.2012…31.10.2013
Between 8:00 am and 8:00 pm
8:00...20:00
Search for empty or non-empty fields
Search for non-empty fields (i.e. fields that contain data):
* (star)
Search for empty fields
= (equal sign)
Search for duplicate values
You can find all data records for which one or more fields contain duplicate values. Example: You want to check all non-unique data records and decide which of these data records you want to keep and which you want to delete. To find all duplicate data records, enter an exclamation mark (!) in the field to be compared in search mode.
Use multiple search criteria
You can narrow or broaden your search by entering a range of search criteria.
Logical AND search
Enter your desired search terms in search mode and confirm the entry with or click on the green [Search] button. All data records that match all the criteria entered will then be found.
Logical OR search
To expand your search query with search criteria that can also match the result set, click on the [New query] in the toolbar. A new empty search query then appears in which you can enter further search terms. You can create as many search queries as you like and navigate within them in the same way as within data records in browse mode. A query can be closed with the [Delete] can be removed from the toolbar.
Restricting a result set
You can narrow down the search result step by step and search for more specific details in your database. For example, you can first search for all contacts of the customer type "Customer" and then limit the search to all customers in a specific zip code area.
- In search mode, carry out a search for all contacts with the customer type "Customer" and confirm the search query with or the button [Search].
- Switch back to the Search mode and enter a zip code area in the <> field.
- Select "Queries > Restrict result set" in the menu bar.
Expanding a result set
- In search mode, search for all customers from the zip code area 26125 and confirm the search query with or the button [Search].
- Switch back to search mode and enter 26131 in the <> field.
- Select "Queries > Expand result set" in the menu bar.
Change the last search query
If you have carried out a search query and would like to expand it later, click on the [Change] in the toolbar. gFM-Business then switches to search mode with the search criteria you entered in the last search query.
