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Automation of tasks in FileMaker

  • Using script triggers, script buttons and scripts for automation

4.2 Automation of tasks

Automation is one of FileMaker's key strengths, making it possible to make recurring tasks more efficient and improve user-friendliness. By using scripts, triggers and automation techniques, complex workflows can be simplified. In this in-depth tutorial, you'll learn the basics of automation in FileMaker, including how to use triggers, create and manage script buttons, and automate data refresh and reporting.

 

Use of triggers for automation

Introduction to Trigger

Trigger in FileMaker are events that automatically trigger a script when a certain action is performed within the database. They are a powerful tool for automating processes without users having to explicitly start a script. Triggers can be based on a variety of actions, e.g. when a user enters or leaves a layout, changes a field or creates or deletes a record.

Frequent uses of triggers
  • For layout inputA script can be executed automatically when a user enters a specific layout. This is useful for updating data, applying filters or performing certain calculations.
  • When changing a fieldWhen a user changes the content of a field, a trigger can start a script that, for example, performs validations, notifies the user or updates related data.
  • When leaving a data recordA script can also be triggered when a user leaves a record to ensure that all necessary actions have been completed, such as saving changes or checking conditions.
Setting up a trigger
  1. Create script in the script workspaceThe first step is to create the script that is to be triggered by the trigger. Go to the script workspace and create a new script. Make sure that the script performs the desired tasks, e.g. updating a field or displaying a warning.
  2. Define trigger: Switch to layout mode (Cmd + L on macOS or Ctrl + L on Windows), right-click on the desired layout or field and select Define script triggers from.
  3. Select trigger typeSelect the desired trigger type in the dialog box. Popular options are For layout input, At the field entrance or When leaving the data record.
  4. Assign scriptSelect the script you created previously and assign it to the selected trigger.
  5. Test trigger: Switch to browse mode and execute the action that should trigger the trigger to ensure that the script works as expected.

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Creating and managing script buttons

Introduction to script buttons

Script buttons are interactive elements in a FileMaker layout that execute user-defined scripts at the touch of a button. These buttons offer an intuitive way to make complex functions or workflows accessible and improve user guidance.

Creating a script button
  1. Prepare scriptBefore you create a button, you need a script that executes the desired action. Open the script workspace and create a new script that executes, for example, a data record creation, a calculation or the export of data.
  2. Add button: Switch to layout mode and select the Button tool from the object palette. Click on the position in the layout where you want the button to appear and drag it to the desired size.
  3. Assign scriptAs soon as the button is placed, a dialog box opens in which you can select the script that is to be executed when the button is clicked. Select the previously created script.
  4. Button labeling and designGive the button a meaningful label, such as "Save record" or "Generate report". In the inspector, you can further customize the appearance of the button, including color, font and border.
  5. Test buttonSwitch back to Browse mode and click on the button to ensure that the script is executed correctly. Check whether the expected action is performed.
Managing script buttons

Over time, it may be necessary to update your script buttons or add new functions. This can be done simply by editing the assigned script in the script workspace or by changing the button options in layout mode.

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Automated data updating and reports

Automated data update

Automated data updates ensure that your database is always up-to-date without users having to intervene manually. This can be particularly useful if data is regularly imported from external sources, calculated fields need to be updated or system-wide updates need to be made.

Example: Automated data update

  1. Create script for data updateCreate a script in the script workspace that performs the data update. This could, for example, be an import script that automatically imports sales data from a CSV file and updates it in the database.
  2. Using triggers for automation: Use a trigger such as When opening the fileto run the script automatically as soon as the database is opened. This is particularly useful to ensure that the latest data is always available.
  3. Set up time-controlled executionIf you are using FileMaker Server, you can set up a schedule to run the script automatically at specific times or at regular intervals, for example, daily at midnight.
Automated report generation

Automated reporting allows you to create and distribute regularly updated reports without manual effort. This is particularly helpful for recurring tasks such as generating monthly reports or sending daily sales statistics.

Example: Automated reports

  1. Create report scriptCreate a script in the script workspace that generates a report, e.g. a sales report for the last month. The script should collect, filter and format the required data.
  2. Add export functionAdd an export function to the script that saves the report as a PDF or Excel file. This ensures that the report is easily accessible and available in a widely used format.
  3. Send report by e-mailExtend the script with a function that automatically sends the report by email to a predefined list of recipients. This can be done directly from FileMaker by using theSend e-mail-function.
  4. Automation through schedulingSet up a schedule in FileMaker Server to run the report script regularly, for example, every Monday morning. This ensures that all relevant parties are always up to date without the need for manual intervention.

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Frequently asked questions about automation in FileMaker

  • How can I automate tasks in FileMaker?
    • In FileMaker, you can automate tasks by using scripts that control recurring processes such as data entry, reports or layout changes. Scripts can be started by buttons or triggers. You create a script in the script workspace and add commands such as "New Record", "Export Data" or "Print Report" to automate certain tasks.
  • What are triggers in FileMaker and how can they be used for automation?
    • Triggers are mechanisms that automatically execute scripts when certain events occur, such as changing a layout or editing a field. You can activate triggers in layout mode or in the field properties. There are different types of triggers, such as "When opening the file", "When leaving a field" or "When changing a record". Triggers are ideal for executing processes automatically without manual intervention.
  • How can I use buttons to run scripts in FileMaker?
    • Buttons provide an easy way to start scripts. In layout mode, you can add a button that is linked to a script. When the user clicks on the button, the script is executed. Buttons can be useful for frequently used actions such as creating a new data set, exporting data or performing calculations. You can also design buttons so that they are user-friendly and easily accessible.
    • If you want to place several buttons next to or below each other, you can use the "Button bar" object in FileMaker, which allows you to create several buttons within one object.
  • How do I create an automatic data update in FileMaker?
    • You can automate data updates in FileMaker by using scripts that regularly import or synchronize data. These scripts can be run automatically by triggers or scheduled tasks on the FileMaker Server. A typical example would be a script that imports a list of customer updates daily and updates the existing records. You can also use global variables to track the status of the update.
  • Can I automate reports in FileMaker?
    • Yes, you can automate the creation and sending of reports in FileMaker. You first create a script that generates the report, e.g. using the "Print" or "Save records as PDF" command. This script can be programmed to generate reports periodically or when certain conditions are met. On the FileMaker Server, you can schedule the script to run automatically, for example, daily or weekly.
  • How can I send automated e-mails with FileMaker?
    • FileMaker allows you to send emails automatically by creating a script that uses the Send Email command. You can configure the script to insert dynamic content such as the recipient, subject and message based on the data in your database. This is useful for sending confirmation emails or reminders automatically, for example. The script can be executed manually or by triggers, e.g. after saving a data record.
  • How can I automatically validate and correct data?
    • You can create a script that automates data validation and corrections by controlling it with conditions and if statements. The script checks the fields and corrects or marks incorrect data. For example, a script could check if a phone number is formatted correctly and if not, warn the user or adjust the data. These validations can be triggered when a data record is saved or when a field is exited.
  • How can I set up scheduled tasks in FileMaker Server?
    • On the FileMaker Server, you can set up scheduled tasks that run scripts automatically at specified times. This is useful for tasks such as creating reports, updating data daily, or sending reminder emails. In the FileMaker Server Admin Console, select the "Schedule Script" function and specify when and how often the script should run.
  • How can I automate tasks depending on user actions?
    • By using triggers, you can automate scripts depending on user actions. For example, you can trigger a script when a user leaves a field, creates a new record or changes the layout. A script could automatically send an email when a specific form is filled out or create a new record in a linked table when the user saves a record.
  • How can I ensure that automated processes run in the background and do not disturb the user?
    • FileMaker allows you to configure scripts to run in the background without the user noticing the process. To do this, you can use the "Set Error Recording" command in the script editor to suppress error messages and minimize the layout change to avoid unnecessary screen displays. This is particularly useful for processes such as data updates or validations that should run in the background.
  • Can I use scripts to dynamically customize the user interface?
    • Yes, you can use scripts to dynamically customize the user interface by changing layouts based on certain conditions or user actions. For example, you can use a script that automatically directs the user to a different layout when certain fields are filled in, or dynamically control the visibility of buttons and fields. This improves the user experience and guides the user intuitively through the application.
  • How can I monitor the execution of automated tasks and ensure that they have been completed successfully?
    • To monitor the execution of automated tasks, you can include error logs in your scripts. The "Get(LastErrorNo)" command can be used to detect errors and store them in a log field or display them to the user. You can also set up email notifications to be sent when a script completes successfully or encounters an error.
4.2 Automation of tasks

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