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Data export and import with FileMaker

  • Importing and exporting data with FileMaker, formats and automation

3.3 Data export and import

Data export and import in FileMaker is an essential function for transferring data from your database into other formats or integrating external data into your FileMaker solution. This is particularly important if you want to communicate with external systems, create reports or synchronize data between different FileMaker files. Efficient data management in FileMaker includes not only saving and editing data within the database, but also exporting and importing data in different formats. This is particularly important if you want to share data with other systems, create reports or synchronize your database with external sources.

 

1. data export in various formats (PDF, Excel, CSV)

Exporting data in various formats allows you to use information from your FileMaker database in other applications. PDF files are ideal for formatted reports, Excel spreadsheets for further processing and analysis, and CSV files for data exchange with other systems.

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Export data as PDF

PDF is a universal format that is ideal if you want to create reports or documents that have a fixed layout and can be easily distributed or printed. Exporting to PDF ensures that the formatting and design of your data is retained.

  1. Select layoutIn Browse mode, select the layout that contains the data to be exported.
  2. Start PDF export: Go to File > Send > PDF.
  3. Define settingsSelect the storage location and the file name. You can export all data records or just the current one and adjust the page settings.
  4. Save PDF: Click on Save and check the PDF to make sure the formatting is correct.
Exporting data as an Excel file

Excel files are ideal if you want to further analyze and edit your data or use it in spreadsheet programs. Exporting to Excel allows you to work with the data and pass it on to other users who also use Excel.

  1. Prepare dataSort or filter the data records you want to export.
  2. Start Excel exportSelect File > Export > Excel workbook.
  3. Select fieldsIn the export dialog, you can select the fields to be included in the Excel file.
  4. Save Excel file: Enter the file name and the storage location and click on Export.
Export data as CSV

CSV files (Comma-Separated Values) are particularly useful for exchanging data between different applications and systems. They store data in a simple, text-based format that can be read by most databases and web applications.

  1. Filter dataFilter and sort the data you want to export.
  2. Start CSV export: Go to File > Export and select CSV as a format.
  3. Define fields and sequenceSelect the fields and specify the order.
  4. Save CSV file: Enter a file name and click on Save.
Data export in various formats
Data export in various formats

2. data migration and synchronization between FileMaker files

Migrating and synchronizing data between different FileMaker files is important to keep data consistent and up-to-date. This is particularly useful if you need to transfer data from an older database to a new one or keep multiple databases synchronized.

Step 1: Introduction to data migration and synchronization

Data migration is the process of transferring data from one FileMaker file to another. Synchronization, on the other hand, ensures that data in multiple FileMaker files remains consistent. These functions are particularly useful if you work with multiple databases or need to transfer data from an older solution to a new one.

Step 2: Data migration between FileMaker files

Data migration is the process by which you transfer data from one FileMaker file to another. This is useful if you need to consolidate databases or migrate data from an old database structure to a new one.

  1. Start import processOpen the file into which you want to import data and go to File > Import > File. Select the FileMaker file from which you want to import the data.
  2. Select target tableIn the import dialog box, select the target table in the current file into which the data is to be imported.
  3. Check field assignmentFileMaker automatically assigns the fields. Check the assignment and adjust it if necessary to ensure that the data is imported correctly into the target fields.
  4. Select import optionsSelect whether new data records should be added or existing data records should be updated. This option is particularly important if you are migrating data without overwriting existing data records.
  5. Perform import: Click on Importto start the process. After the import, check the data to ensure that it has been transferred correctly.
Step 3: Synchronization of FileMaker files

Synchronization ensures that the data in multiple FileMaker files remains up to date. This is important when multiple users or departments work with different copies of the same database and need to ensure that all changes are reflected in all files.

  1. Define synchronization strategyDecide how often the synchronization should be carried out and which data needs to be synchronized. Manual synchronization can take place at regular intervals, while automated synchronization can be set up using scripts and triggers.
  2. Create scripts for synchronizationCreate scripts in both FileMaker files to control synchronization. These scripts should ensure that only new or changed records are synchronized to minimize the amount of data.
  3. Trigger for automatic synchronizationUse FileMaker triggers, such as "When opening the file" or "After saving", to trigger the synchronization automatically. This ensures that the databases remain synchronized at all times.
  4. Testing and monitoring synchronizationCarry out regular tests to ensure that synchronization is working correctly. Monitor the process to identify and rectify any problems at an early stage.
Define field sequence for the export. Example: Exporting customer addresses

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3. automation of import and export processes

Automating import and export processes saves time and reduces the risk of human error. By creating scripts and setting up schedules, you can ensure that these processes run regularly and consistently without the need for manual intervention.

Step 1: Introduction to automation

Automated import and export processes save time and reduce the risk of errors. FileMaker offers powerful ways to automate these processes using scripts and schedules so that they run regularly and without manual intervention.

Step 2: Creating an import script

An import script allows you to automate the process of importing data into your FileMaker database. This is particularly useful if you regularly need to insert data from external sources into your database.

  1. Create script: Open the Script Manager (Cmd + Shift + S or Ctrl + Shift + S) and create a new script. Give it a name that describes the purpose of the import, e.g. "Automatic customer import".
  2. Add import step: In the Script Manager, select the step Import from. This step allows you to select a file and the data fields to be imported.
  3. Set import optionsDefine how the data should be imported - whether new records should be added or existing records updated. You can also specify options for handling import errors, such as skipping incorrect records or canceling the import.
  4. Integrate error handlingAdd conditional statements that define what should happen if an error occurs. For example, the script could send a notification or cancel the import if an error occurs.
  5. Test and validate scriptExecute the script manually to ensure that it works correctly. Check the imported data to ensure that it has been imported as required.
Step 3: Creating an export script

An export script automates the process of exporting data from your FileMaker database. This is helpful if you regularly need to create reports or export data to other systems without having to intervene manually each time.

  1. New script for the exportCreate another script in the Script Manager, e.g. "Daily data export".
  2. Insert export stepAdd the export step and select the desired export format (PDF, Excel, CSV). Specify the file name and storage location, whereby you can use variables to make the file name dynamic (e.g. with date).
  3. Filter and sort dataAdd additional steps to filter or sort the data records before they are exported. This ensures that only the relevant data is exported.
  4. Automate exportSet up the script to run automatically at a specific time or event. This can be done using a schedule### Tutorial: Exporting and importing data in FileMaker

Exporting and importing data in FileMaker is an important feature that allows you to efficiently manage data and integrate it with other systems. In this detailed tutorial, you will learn how to export data to different formats, migrate and synchronize data between FileMaker files and automate import and export processes.

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Frequently asked questions about data import and export

  • Which data formats can I import into FileMaker?
    • FileMaker supports a variety of data import formats, including Excel files (.xlsx), CSV, tab-delimited text files (.txt), XML, DBF, and ODBC data sources. To import data, go to "File" > "Import records" and select the desired file format. During the import, you can map the fields in FileMaker to the corresponding fields in the import file.
  • How can I export data from FileMaker?
    • FileMaker offers several export formats, including Excel (.xlsx), CSV, tab-delimited text files (.txt), XML, and merge files. To export data, select "File" > "Export records" and then select the desired file format. During the export, you can specify which fields and data records are to be exported and define a suitable structure for the target application.
  • Can I filter certain data records before exporting them?
    • Yes, you can filter data before exporting by performing a search query in FileMaker and exporting only the records found. This allows you to export only the relevant data without exporting the entire database. After viewing the search results, choose File > Export Records and FileMaker will export only the records found.
  • How can I automate the import of data into FileMaker?
    • You can automate the import process in FileMaker by creating a script that executes the import process. In the script editor, use the "Import records" command to specify the import format, the source file and the field mappings. The script can then be started manually or executed automatically by a trigger, e.g. for a daily data update.
  • Which fields must be assigned when importing data into FileMaker?
    • When importing data, you must ensure that the fields in the source and target databases are mapped correctly. During the import process, FileMaker displays a mapping list in which you specify which fields from the source file should be imported into which fields in the FileMaker database. It is important that you ensure that names, addresses and number fields, for example, are mapped correctly to ensure the integrity of the imported data.
  • Can I import data from external databases such as SQL Server or MySQL into FileMaker?
    • Yes, you can import data from external databases such as SQL Server or MySQL into FileMaker via an ODBC connection. You must install and configure the ODBC driver for the relevant database. In FileMaker, you can then establish a connection to the external data source under "File" > "Import records" > "ODBC" and import the desired records. This method makes it possible to link databases with each other and exchange data seamlessly.
  • How can I ensure that no duplicate data records are created when importing data?
    • To avoid duplicate records, you can define validation rules in FileMaker. For example, you can define fields as "unique" so that FileMaker automatically recognizes when a duplicate is created during import. Alternatively, you can create a script that checks for duplicate values and either cancels the import or updates existing records instead of creating new ones.
  • Can I automate data export processes in FileMaker?
    • Yes, as with the import, you can also automate the data export by using scripts. In the script editor, you can use the "Export data records" command to specify which data is to be exported and in which format it is to be saved. These scripts can be executed manually or programmed to start automatically at a specific time every day, for example.
  • How can I control the export of data to a specific file format?
    • When exporting data to FileMaker, you can select the desired file format by selecting the appropriate option in the export dialog box. You can choose between different formats such as Excel, CSV, XML and others. Each format has its own advantages: Excel for tabular reports, CSV for data migrations and XML for structured data exchange between systems.
  • How do I proceed when migrating data from an older FileMaker version?
    • To migrate data from an older version of FileMaker, you can open the database in the new version and migrate the data. If the data model has been changed, you can import data into a new data structure using the "Import records" function. Make sure you create backups before the migration and check the field mappings carefully to ensure data integrity during the migration process. You can migrate databases in the previous .fp7 format using a current version of FileMaker. This will create a new database with the extension .fmp12.
  • Can I export complex data structures such as linked tables or sections?
    • Yes, you can export linked tables and sections to FileMaker by configuring the corresponding layouts to display all the data you need. However, when exporting, only the primary fields of the records in the main table are exported. To export all related data, you must perform multiple exports and link this data again in the target database.
  • How do I ensure that imported and exported data is processed securely and correctly in FileMaker?
    • To ensure that imported and exported data is processed correctly, you should use validation rules and error logging in FileMaker. Validation rules ensure that all data conforms to the defined standards, while error logs are used to monitor the import or export process for errors or data inconsistencies. For larger imports or exports, it is advisable to perform test runs with a small amount of data before running the entire process.
3.3 Data export and import

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