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Advanced data entry methods in FileMaker

  • Advanced input methods, sections for related tables, validation rules for fields.

3.2 Advanced data entry methods

In this tutorial, you will learn advanced methods for entering data in FileMaker. These methods allow you to develop complex database solutions that make entering and managing data more efficient and user-friendly. We will look at the use of drop-down lists and checkboxes, linked data entry through portals and the implementation of validation rules for fields.

 

1. use of drop-down lists and checkboxes

Step 1: Create drop-down lists

Drop-down lists offer a user-friendly way of selecting predefined values. They reduce the error rate when entering data and ensure consistency in your database.

  1. Select field for drop-down list: Switch to layout mode (Cmd + L or Ctrl + L) and select the field that is to function as a drop-down list.
  2. Define drop-down list: Open the Inspector and go to the tab Data. Select under Control style the option Drop-down list from.
  3. Set values for the drop-down list: Click on Define value list and create a new value list. You can enter the values manually or refer to values from another field in the database.
  4. Apply and test drop-down listOnce the list is defined, it is displayed in the selected field. Switch to browse mode and test whether the drop-down list works correctly.
Step 2: Set up checkboxes and radio buttons

Checkboxes and radio buttons allow users to make multiple (for checkboxes) or a single (for radio buttons) selection from a predefined list.

  1. Select field for checkboxes/option fieldsIn layout mode, select the field that is to be provided with checkboxes or radio buttons.
  2. Select control style: In the Inspector under Data select Marking field or Option field as control style.
  3. Create value list for checkboxes/option fieldsCreate a value list as for the drop-down list. The values in this list are then displayed as options.
  4. Application and testTest the layout in Browse mode to ensure that the checkboxes or radio buttons work as desired.
Drop-down menus, drop-down lists and checkboxes in FileMaker
Red: checkboxes, yellow: radio buttons, green: drop-down list

2. linked data entry through sections

Portals in FileMaker provide a powerful way to view and edit data from linked tables. This is particularly useful if you want to display relationships between records or enter linked data.

Step 1: Creating a section
  1. Add section: Switch to layout mode and select the Cut-out tool in the object palette. Click in the layout to place the portal.
  2. Select linked tableIn the portal setup dialog, select the linked table whose data you want to display. This table must be linked to the current table via a relationship.
  3. Show fields in sectionSelect the fields from the linked table to be displayed in the portal. You can add multiple fields to provide a comprehensive view of the linked records.
  4. Adjust and test the cut-outCustomize the appearance of the portal by changing the size of the fields and adjusting the layout. Test the portal in browse mode to ensure that the linked records can be displayed and edited correctly.
Step 2: Data entry in a section
  1. Add a new data record in the portalPortals allow users to create new linked data records directly in the linked table. Click on the empty data record in the portal and enter the required data.
  2. Automatic linking of data recordsFileMaker ensures that new data records in the portal are automatically linked to the current data record in the main table based on the defined relationship.
  3. Optimize portal for entriesYou can configure the portal so that only certain fields can be edited or that only a limited number of data records are displayed in order to increase user-friendliness.
Step 3: Advanced clipping functions
  1. Apply filters for portalsFilter the data records displayed in the portal to display only relevant information. This is done via the Portal filter settings in layout mode.
  2. Sorting within the portalDefine a sort order for the data records in the portal. This option is available in the portal setup dialog and allows you to sort records according to specific criteria.
Excerpts in gFM-Business
Section for invoices of a customer in gFM-Business

3. validation rules for fields

Validation rules help to ensure the integrity of the data entered. They determine which values are accepted in a field and thus prevent incorrect entries.

Step 1: Define validation rules
  1. Select field: Switch to the Database management-mode (via File > Manage > Database) and select the field for which you want to define a validation rule.
  2. Call up validation options: Click on the button Options next to the field name to open the Field options to open.
  3. Activate validation: In the register Validation you can activate various validation options, e.g:
    • Value must be presentThe field must not be empty.
    • Unique valuePrevents duplicate entries.
    • Within an areaDefines a permissible value range, e.g. a number between 1 and 100.
    • Pattern matchForces a specific format, e.g. an e-mail address or a telephone number.
  4. Customize error messagesYou can also create a custom error message that is displayed if an input does not meet the validation rules.
Step 2: Test validation
  1. Data entry in scroll modeSwitch to browse mode and enter data in the validated field. Test different scenarios to ensure that the validation rules are applied correctly.
  2. Check error handlingEnsure that the custom error message is displayed if an invalid value is entered and that the user is prompted to correct the entry.
Step 3: Extended validation rules
  1. Combine several conditionsYou can configure validation rules so that several conditions must be met. This can be done by using calculation fields or by combining different validation options in the field options dialog.
  2. Validation at script levelIn addition to the fields, you can also implement validation rules in scripts. This gives you more flexibility to create complex validation logic and perform specific actions if the validation fails.
Validation rules for fields

Frequently asked questions

  • How can I use drop-down lists and pop-up menus for data entry in FileMaker?
    • In FileMaker, you can use drop-down lists and pop-up menus to facilitate data entry and control the choices available to the user. In Layout mode, you can select a field, assign the "Drop-down list" or "Drop-down menu" option in the Inspector under Data, and create a list of values. A drop-down list displays a drop-down list for selection, while a pop-up menu displays the selected element in the field without the list remaining visible until it is opened.
  • How do I create value lists for pop-up lists or pop-up menus?
    • To create a value list, go to "File" > "Administration" > "Value lists" in layout mode. Here you can create a new value list that either contains user-defined values or is dynamically based on data from a field. You can then assign this value list to drop-down lists or drop-down menus so that users can make a predefined selection.
  • What are radio buttons and how are they used in FileMaker?
    • Radio buttons allow users to select from a range of predefined values. In layout mode, you can select a field and specify the display as radio buttons in the inspector under Data. The associated list of values is presented to the user as individual radio buttons from which they can make a selection. This is well suited for clear decisions, e.g. "Yes" or "No".
  • How do I create a dynamic pop-up menu based on a specific selection?
    • You can create dynamic conditional value lists that are filtered based on the selection of another field. To do this, you create a value list based on the values of a linked field. When the user makes a selection, the pop-up menu will only show the corresponding values that are linked to the first selection. This function is useful for scenarios such as the selection of country and city.
  • How do I use sections to display linked data records in a layout?
    • A portal in FileMaker is a layout object that displays linked records from another table or the current table. You can add a portal in layout mode to display a list of orders for a customer, for example. The relationship graph is used to determine which data records appear in the portal. The user can create, edit or delete new data records directly in the portal.
  • Can I enter data directly in a section?
    • Yes, you can enter data directly in a portal if the portal is configured to contain editable fields. If the portal is linked to a linked table, users can add new records by filling in the fields in the portal or edit existing records. This function is often used in master-detail layouts, e.g. to manage products in an order.
  • How do I set validation rules for fields to control data entry?
    • In FileMaker, you can define validation rules to ensure that data entry meets the requirements. Go to File > Manage Database > Fields, select a field and define validation rules under Options. You can ensure that, for example, only numerical values are entered, mandatory fields are filled or unique values are required. If a user makes an invalid entry, an error message is displayed.
  • Can I display custom error messages for validation errors?
    • Yes, you can display custom error messages for validation errors in FileMaker. When you set validation rules for a field, there is an option to enter a custom message that displays when the user makes an invalid entry. This message can contain detailed instructions on how the user should correct the entry.
  • How do I create dynamic validations based on other fields?
    • You can use calculation-based validation rules to create dynamic validations based on other fields. When defining a field, you can select calculation as a validation rule and set conditions such as "If field A is empty, field B must be filled in". This dynamic validation provides more precise control over data entry.
  • How can I define an entry as a mandatory field?
    • To define a field as required in FileMaker, open the field settings and enable the "Value required" option under the validation options. If this field is not filled in before the record is saved, FileMaker displays an error message and the user must fill in the field before they can continue.
  • How do I prevent duplicate data records in a specific field?
    • To avoid duplicate data records in a particular field, you can activate the "Must be unique" validation rule. This rule ensures that every value entered in this field is unique. If the user attempts to enter a value that already exists in another record, an error message is displayed and the record cannot be saved until a unique value is entered.

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3.2 Advanced data entry methods

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