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Enter and manage data in FileMaker

3.1 Entering and managing data in FileMaker

Efficient data management is at the heart of any successful database application. In this tutorial, we will focus on how to create and edit records in FileMaker, use search and filter capabilities, and sort and group data. These skills are critical to managing large amounts of data and quickly accessing the information you need.

 

1. creating and editing data records

Step 1: Create a new data record

Creating a new record in FileMaker is a basic process that allows you to enter new information into your database.

  1. Switch to browse mode: Make sure that you are in browse mode. You can access this via the menu View > Browse mode or by pressing the key combination Cmd + B (macOS) or Ctrl + B (Windows).
  2. Add new data record: In the status toolbar at the top, click on the Button for new data record (represented by a "+" symbol) or select Data records > New data record from the menu. Alternatively, you can use the key combination Cmd + N (macOS) or Ctrl + N (Windows).
  3. Enter dataAfter the new data record has been created, the fields are displayed empty. Click in the respective fields and enter the required data. Make sure that all required fields are filled in.
  4. Save data recordFileMaker usually saves changes automatically. However, if you want to make sure that your entries have been saved, you can click in a different field or select a different record.
Step 2: Edit existing data record

Editing existing data records is just as easy and allows you to keep data up-to-date and correct.

  1. Select data setNavigate to the data record you want to edit. This can be done using the navigation buttons in the status toolbar or using search functions (more on this later).
  2. Edit fieldsClick in the field you want to change and make the necessary adjustments.
  3. Save changesAs with creating, changes are saved automatically in FileMaker. However, you can also save manually by clicking in another field or changing the data record.
Step 3: Delete data record

Sometimes it is necessary to remove irrelevant or incorrect data records from the database.

  1. Select data setNavigate to the data record you want to delete.
  2. Delete data record: Click on Data records > Delete data record or use the key combination Cmd + E (macOS) or Ctrl + E (Windows).
  3. ConfirmationFileMaker requests confirmation before the record is deleted. Confirm the deletion to permanently remove the record.

NoteDeleted data records cannot be restored. Therefore, be careful and make sure that you delete the correct data record.

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2. search functions and filter options

The ability to quickly find specific data records is crucial for the efficient use of a database. FileMaker offers powerful search and filter functions to help you do this.

Step 1: Perform a simple search
  1. Switch to search mode: Click on View > Search mode or use the key combination Cmd + F (macOS) or Ctrl + F (Windows).
  2. Enter search criteria: Empty input fields are now displayed in the fields. Enter the search criteria in the corresponding fields. For example, you can enter the name of the contact you are looking for in the "Name" field.
  3. Execute search: Click on the Search button in the status toolbar or press the Enter key. FileMaker will now display all records that match the search criteria.
Step 2: Use advanced search functions

FileMaker enables more complex searches by combining several criteria.

  1. Enter multiple criteriaIn search mode, you can enter criteria in several fields at the same time. For example, you could enter "Berlin" in the "City" field and "Engineer" in the "Profession" field to find all engineers in Berlin.
  2. Using search operatorsFileMaker supports various search operators, e.g:
    • Wildcard: Use "" for any number of characters or "?" for a single character. Example: "Garbage" finds "miller", "garbage man" etc.
    • AreasEnter "1...10" to search for values between 1 and 10.
    • Inequality signUse "≠" or "" for unequal, smaller or larger values.
  3. Combine several search queries: About the Add request-function allows you to combine several search queries. This is useful, for example, if you want to search for data records that fulfill either one or the other criterion.
Step 3: Filter data records

After performing a search, you can further filter the data records found.

  1. Use quick filterIn layouts that support this, you can use quick filters to further narrow down the data records displayed. Simply enter a term in the quick filter field.
  2. Filter data in portalsIf you use portals, you can set them up so that they only display certain related data records. This is done via the portal settings in layout mode.
Search and find data records in gFM-Business
Search records in gFM-Business

gFM-Business offers the search of data records in every screen with the [Search] icon in the toolbar. Clicking on this icon activates the search mode, which displays all fields with a magnifying glass icon.

After activating the search mode, enter your desired search criteria in any field. Search terms within a query in several fields are treated as an AND operation, i.e. the result must match both criteria. If you want to search for several values using an OR link, you can create a new query in the toolbar using the [New] icon and enter the other search terms in the new query. Navigate between different queries in the toolbar using the arrow icons.

Clicking on the [Help] icon in the toolbar displays a popover dialog in search mode that contains all search options and placeholders with corresponding examples. 

3. sorting and grouping data

Sorting and grouping data makes it easier to analyze and present information.

Step 1: Sort data
  1. Call up the sort function: In browse mode, click on Data records > Sort or use the key combination Cmd + S (macOS) or Ctrl + S (Windows).
  2. Select sort criteriaIn the dialog that opens, you can select the fields to be sorted by. For example, select the "Last name" field and specify whether you want to sort in ascending or descending order.
  3. Define several criteriaYou can add several fields to perform a multi-level sorting. For example, first by "City" and then by "Surname".
  4. Perform sorting: Click on Sortto arrange the data records accordingly.
Step 2: Group data

Grouping data is particularly useful when creating reports or analyzing data according to specific categories.

  1. Prepare layout for groupingSwitch to layout mode and create a layout that supports groupings, e.g. a report layout.
  2. Add grouping areasAdd : Add Subdivision areas that define the groupings. These can be areas such as Subdivisions according to, Subtotals or Allocations be.
  3. Define grouping fieldsDefine which fields are to be used for grouping. For example, you can group by the "Department" field to organize all employees according to their departments.
  4. Sort data according to the grouping: Make sure that the data records are sorted according to the grouping field so that the grouping is displayed correctly.
  5. Test reportSwitch to browse mode and check whether the groupings are displayed as desired.
Step 3: Add subtotals and calculations

With grouped data, it is often helpful to display subtotals or other calculations for each group.

  1. Create calculation fieldsCreate fields that perform calculations such as totals, averages or counts.
  2. Insert calculation fields into grouping areas: Place these fields in the corresponding Subdivision areas of the layout so that they display the calculations for each group.
  3. Check reportTest the report in Browse mode to ensure that the calculations are displayed correctly for each group.
Sorting records in FileMaker and gFM-Business
Sort records in gFM-Business

To sort data records, click on the [Sort] icon in the toolbar, which opens the dialog for sorting data records. In the left-hand column you will find a list of all fields on the current layout. You can also use the top pop-up menu to select the table of the layout or another table.

Add sort fields by double-clicking on them or click on a field in the left-hand column and click on the [>> Copy >>] button. The priority of the sort sequence corresponds to the field sequence. In the example above, the fields are sorted first by zip code and then by company name.

Frequently asked questions

  • How can I create new data records in FileMaker?
    • To create a new data record, open the desired layout and click on the "New data record" button in the status toolbar. Alternatively, you can select "Records" > "New record" from the menu. A new empty data record is added and you can enter the data in the corresponding fields.
  • How do I edit existing data records in FileMaker?
    • You can edit existing records by opening the desired record in browse mode and clicking on the field you want to change. Enter the new information and the changes will be saved automatically. FileMaker saves your entries directly in the database without you having to save them manually.
  • Can I edit several data records at the same time?
    • Yes, FileMaker offers the option of making serial changes. Select the records you want to change and use the "Replace field content" function, which you can find under "Records". For example, you can change the content of a specific field for all selected records at the same time.
  • How do I use the search function in FileMaker to find specific data records?
    • In search mode, you can search certain data records according to criteria. Click on the "Search" button in the status toolbar or select "Search" in the "Modes" menu. Enter the search criteria in the appropriate fields and press the Enter key to display the results. You can create complex search queries with multiple criteria to find exactly the records you want.
  • Can I search for multiple criteria at the same time in FileMaker?
    • Yes, you can search for several criteria simultaneously in FileMaker. Simply enter the various search criteria in the corresponding fields. To get even more precise results, you can also use the advanced search to formulate more complex queries, e.g. with AND/OR conditions. For an OR condition, create a new query with during the search query.
  • How do I filter records in FileMaker?
    • To filter data records, you can use search queries or create a script that displays data records according to specific criteria. You can also use global fields in which users enter filter criteria that are then applied to the data. For example, only records with a certain status or date can be displayed.
  • Can I sort records in FileMaker according to certain criteria?
    • Yes, you can sort records in FileMaker by one or more fields. To do this, go to the status toolbar and click Sort, or choose Records > Sort from the menu. You can specify whether records should be sorted in ascending or descending order and define multiple sort criteria to create a detailed sort.
  • How can I group records in FileMaker?
    • To group records, you can create reports with subtotals. In Layout mode, you can create a layout that groups records based on a specific field, such as by customer or category. FileMaker provides the ability to set up summary fields to calculate subtotals, averages, or other statistics for each group.
  • How do I save filter settings and search criteria for later use?
    • You can save filter settings and search criteria in scripts. Create a script that executes your search queries and filter actions. This allows you to repeatedly apply the same filters to the data with one click, without having to enter the criteria manually each time. The script can be integrated into a button in the layout to make the process even faster.
  • Can I customize the view of the data in FileMaker?
    • Yes, FileMaker offers different view options. You can switch between form view, list view and table view to display the data according to your needs. List view allows you to see multiple records at once, while form view is ideal for entering and editing individual records. In table view, you can display and edit data in a tabular structure, similar to a spreadsheet.
  • How can I export data records to FileMaker?
    • To export data records, select "File" > "Export data records" in the menu. You can select the desired file format, e.g. CSV, Excel, XML or tab-delimited text files, and then specify which fields and data records are to be exported. This function is useful for sharing data with other systems or using it in reports.
  • Can I restore records in FileMaker if I have accidentally deleted some?
    • There is no integrated undo function for deleted data records in FileMaker. It is recommended that you make regular backups of the database. If records have been accidentally deleted, you can restore the backup or export the deleted records from a backup set and import them back into the database.
3.1 Entering and managing data in FileMaker

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