Sometimes it’s the little things you just have to know to make your daily work with the computer easier. An enterprise software serves to store as much data of the enterprise as possible in a structured way and for this reason usually has a relatively high complexity. In this article we present ten short tips and tricks that will make your work with the FileMaker-based CRM, invoicing and merchandise management system gFM-Business easier.
Open new windows in no time at all while working, call up program functions from different menus, create complex search queries in a simple way, replace data with calculated values in any number of data records simultaneously or create graduated prices with the help of price groups in article management. The tips and tricks in this article will help you work faster and more effectively with gFM-Business. Some of the following tips are universal and can be used in other FileMaker solutions.
Open new window with Shift key pressed (Light/Professional)
Imagine you are currently working with the gFM business enterprise software and have just created a more complex search query. A moment later the phone rings and a customer needs information on some of the data stored in gFM-Business. So that you do not have to leave the search query you just created, you can open a new window with the symbol [New Instance], which is located on the right in the upper navigation bar. A completely new instance of gFM Business is available in the new window, in which you can navigate, search or execute any functions. Your previously created search query is still in the first window of gFM-Business. When the customer has hung up again and has received the information from you, you can Simply close the window again and you are back in the previously created search query.
It is even easier to open a new window by clicking on any navigation button while holding down the [Shift] key (upper case). The target mask of the button you clicked then opens automatically in a new window. This function can also be used in the main menu and in entries from data portals.
Remove markers in radio buttons with Shift key
Some fields in gFM Business are displayed as radio buttons. These are selection fields in which only one value can be specified from several values. If a value is already active and another value is then clicked, then only the new value is active and the old value is inactive again. But what do you do if the field should no longer contain a value at all, i.e. an active value should be removed without another value becoming active? In this case, click on the active value while holding down the [Shift] key (upper case). The active value is then removed without another value becoming active in the field. The field is then empty.
Functions and Favorites in gFM Business
In each module, gFM-Business offers a number of functions with which the corresponding data can be processed. The customer administration contains functions such as “New customer”, “New offer”, “New invoice” and many other functions. All functions can be called up either via the function button on the far left in the lower function bar or in the menu bar under the menu item [Functions].
In gFM Business Light and Professional, up to five favourite buttons can be placed on each mask for the most frequently used functions. Since these buttons are defined for each user separately the configuration of the Favorites buttons can be found under the menu item [Settings > Users > Buttons]. At the top right of the layout list, select the user for whom you want to define the buttons. You can then define up to five buttons for each layout (computer or iPad), with which the corresponding functions can be called up with a mouse click.
Another mask for defining favorite buttons can be found in the area [Settings > Appearance > Buttons]. Here you can define which buttons are to be automatically preset in the user administration when creating new users.
Automatic dialog input (Light/Professional)
Similar to favorites buttons, automatic input in dialog boxes can be specified separately for each user. For example, details such as address type, country code, storage location or the number of items to be entered can be defined for each user. If the user calls up a dialog for which values have been predefined, these values are automatically entered in the dialog.
To define automatic dialog entries for a user, open the menu item [Settings > User > Dialogs]. Select the desired user for which you want to define the buttons under [Current User] at the top right. You can then set up all the desired automatic dialog entries for the user.
A further mask for defining automatic dialog entries can be found in the area [Settings > Defaults > Dialogs]. Here you can define which automatic dialog entries are automatically specified when new users are created in the user administration. should.
Automatically replace field contents of several data records
The gFM business enterprise software is based on the FileMaker Pro database system and therefore provides particularly flexible functions. For example, you can use a single function to change any field contents in all records called up in the entire database. Imagine you want to add a certain value to a free field in all articles of a certain category. Simply call up the desired articles with a search query for the corresponding category. Now enter the desired value in the free field and leave the cursor in the field after entering it. Now use the mouse to select the menu item [Records > Replace field contents] from the menu bar and confirm the dialog with the [Replace] button.
Caution: Always use this function with caution, as the change is made in all data records called up and cannot be undone.
Search queries to several independent criteria
Imagine you want to write to your customers in the 2xxxx, 4xxxx and 65xxx postcode areas. In this case, you must perform a search using three different postal code areas in the same “Postal code” field. With FileMaker, it’s easy: start Find mode from the CRM overview screen by clicking the [Find] button on the toolbar. Now enter the first search criterion 2* in the field “Postal code” (* is a placeholder for any furthercharacters). Now click on the [New] button in the toolbar to open a new query. Then enter the second search criterion 4* in the now empty field “Postal code”. Click the [New] button again to open the third query, in which you enter the value 65* in the “Postcode” field. If you now start the search query by clicking on the [Search] button or pressing the Enter key, you will receive all customers from the postcode areas 2xxxx, 4xxxx and 65xxx as required.
Use predefined search queries
In each module, gFM-Business contains a series of predefined search queries that are frequently used in practice. In the CRM module, for example, customers with or without sales, actions or contact persons can be called up with a single click. To do this, simply select the corresponding search query in the function menu on the left-hand side of the lower function bar in search mode. The selected search query will then be started immediately.
Define Scale Prices with Price Groups (Light/Professional)
In gFM-Business, customer-related prices and graduated prices as well as a mixture of both price models can be stored for each article. To define scaled prices for one or more articles, first set up a corresponding price group under [Settings > Defaults > Articles], e.g. “Standard” or “Scaled price”.
Now call up the desired article in the article management and select the register [Price groups] under [Prices & calculation]. Enter You enter the scale prices by selecting the same price group and entering the corresponding values in the fields “From quantity” and “Price”. In CRM, under [Customers > Overview > Details], you can specify a default price group for each customer, which is automatically taken into account when documents are created for this customer.
Display product variants with article attributes (Light/Professional)
In gFM Business, any article attributes and product options can be specified in order to map product variants. For example, as a clothing retailer, you can define different sizes or colors that you can assign to the products. To do this, the appropriate product options and option values must first be defined under [Settings > Defaults > Articles]. A product option is the generic term for a variant, e.g. “size” or “color”. To be able to display different sizes, first create a product option [Size]. To create different sizes for this product option, click on the [+] button in the desired product option and enter the name for the product option, e.g. “S”, in the following dialog. Repeat this procedure for all sizes such as “M”, “L”, “XL”, etc. until you have defined all the desired sizes.
In the article management you can now enter any number of attributes for the storage of product variants under [Articles > Article attributes]. For each attribute, you can specify additional data, such as the stock level, an excess or short weight, and an excess or short price in relation to the main item.
Select the next x data records
Sometimes you want to get a certain number of the next data records into a selection, starting from the current data record. Simply click on the [Exclude] icon in the toolbar and enter the number of data records you want to call up from the current data record in the following dialog. After you have confirmed the dialog, all data records that you want to select are excluded from the current result set. Click the [Reverse] icon to the right of the first icon you clicked. Now there are all x data records in your result set that you specified in the first step in the dialog [Exclude data records].
Online help system in gFM business
Each mask in gFM-Business contains the [Help] icon on the right side of the toolbar. By clicking on this symbol, the gFM-Business online help system opens directly in the respective context. If, for example, you click on the help symbol under “Invoices” in invoicing, a new window opens with the online help of gFM-Business for creating invoices in invoicing. On each page of the documentation, a table of contents is available in the left column, via which each chapter can be accessed directly.