Getting Started

The Essentials:

Lay of the land…
The main window has a navigation bar at the top of the application.

main nav abar image

The little book icon with arrows lets you navigate the records one at a time.  To the right of that is a little slider bar that allows you to move past large numbers of records You can also simply enter a number to get to that record.  To the right of the slider is the number of the record you are in in the current found set

You can also use this bar to add or manipulate the data in your inventory.

To create a new record, you can use cmd (ctrl) N, the ‘New Record’ button in the nav bar, or use the ‘Records’ menu.
Information you enter into the fields is automatically saved to the record the moment you click out of a field.

Finding Records:
You can search for records within your database by entering Find Mode.  A search is often refered to as a find or a request.
The resuling records found by a request is records is called a found set.

Click the magnifying glass icon on the navigation pane or use cmd (ctrl) f  to enter the find mode.  Note that the navigation bar changes when you are in find mode.

Navigation Bar Find Mode image

You will be presented with what looks like a blank record. Click into a field and type information you want to find.  Filemaker will find partial information that matches. eg:  ‘Ro’ in a name field would find any ‘Robert’ ‘Ronald’ and ‘Rose’  that is in that field.

You can expand or constrain your request to find specific sets of records. To do this you will add requests by creating new records while in find mode. There are no limits to the amount of requests you can make.  eg, 12 requests for 12 different records.

Here are some examples for searches in the Contacts / Mailing List

Enter Find mode ->cmd (ctrl F)
Select the state field and enter ‘NY’
Click the Find button (return creates a new line in your field)
This will find ALL records with a NY state address

To make a more specific search criteria in one request
Enter Find mode ->cmd (ctrl F)
Select the state field and enter ‘NY’
Select the Last Name field and enter ‘M’
Click the Find button
This will find records with a NY state address that also have a last name starting with ‘M’

To expand or broaden your search
Enter Find mode ->cmd (ctrl F)
Select the state field and enter ‘NY’
Add a new record (cmd N)
Select the state field and enter ‘CA’
Click Find.
This will find records with a NY state address and/or with a CA state address

To restrict or limit the scope of a search request
Enter Find mode ->cmd (ctrl F)
Select the a categories check box (eg. Gallery)
Add a new record (cmd N)
Click the check button for ‘Omit’, which is in the gray navigation bar on the left
Select the state field and enter ‘CA’
Click Find.
This will find records categorized as Gallery, EXCEPT leave out the CA Gallery entries

There is a handy dropdown menu in the navigation pane for Special Search Symbols.
> greater than (or < less than) for a date or number
! for duplicates
* is a wildcard

Sorting records
After you’ve found the records you were looking for, you might want to put them in a particular order.
In browse mode, click the sort icon on the toolbar, or use the menu Records->Sort Records or cmd (ctrl) s will open the sort dialog window.
On the left pane are all the fields that you can sort by.  Select a field on the left pane and double click or click ‘move’ to move the field to the sort order pane. You can sort by multiple fields. The top field takes priority. You can drag the fields up or down in the sort pane with the little updown icon. Radio buttons let you choose whether the field is sorted by ascending or descending order for each field in the sort pane.
The clear all button does what you think it does.

Example:

Sort the found set by Year going from recent to older, and by Height going from smaller to larger
open the sort dialog window.
Select Year and click ‘move’
Select Height and click ‘move’
Select Year in the sort pane and click the radio button for ‘descending’
Select Height in the sort pane and click the radio button for ‘descending’
Click Sort.

*Note: you will remain in the record you were in when you started the sort, but the records have been sorted. Check the slider.