Filemaker Database Solution 1

     Filemaker Pro The more I play with this tool the more excited I become about it. Filemaker provides an easy to use process for collating, sharing and using data and is just one of the software programs out there available to event organisers. Filemaker provides the user with some ready made tools and solutions to allow you to get up an running as quickly as possible :

Use existing templates Import data from excel Create your own database templates Share through local network with up to 9 users Can be use across platforms and on desktop/tablets and iphones

Why Use A Database ? But why progress from spreadsheets – which after all we are used to using for all our data requirements. The simple answer is that the way we operate needs to move from a ‘managing data’ to a ‘using data’. A data base manages the data leaving users free to use the data in a variety of applications :

Run reports. Look up individual details. Check status.

Much of which can now be delivered through tablets and android or iOS phones.

Where Does The Programming Begin ? There isn’t any programming required . In is base form it is as easy as picking up and dropping your exiting excel spreadsheet into filemaker and you have your database . Example : You currently have data saved on a excel spreadsheet but you need to share this with others in your team so that they can add information, share with others and use the data. To do this on a spreadsheet requires :

- updates to be added. - Excel to be dated with version number. - Sent to each individual - Changes to be made and recorded, often, using colours to identify

changes. - Updated excel must be returned to the owner.

The consequence of this process is that the being ‘owner’ saves numerous versions of the document and no one is ever sure which version is the current, correct and most up to date – this is called ‘dead data’ because in reality it never provides a true picture of the data – once printed the data is historic. Moving to a database solution allows everyone in the team to access the data, it is not ‘owned’ by a single person and information can be shared – this is called ‘live data’ – it gives a true picture of data being held.

Creating Your Database from an existing Excel Workbook Databases used to be very complex things to create with many tables and formula enclosed within systems that didn’t really allow it to be shared. However today programs have become much more advanced and creating a database could not be easier.

1. If you already have collated data this can be dropped into filemaker to start creating your data base :

Simply drag and drop you spreadsheet onto the Filemaker icon :

   fig  1      

2. This will then open up a window asking you how you want to open your database. Select

     The program will then ask if you want to disseminate data or field names. For this example select field names :  

   fig  2    This will then open your database in table form in filemaker (see below)  

fig 3  You  now  have  your  basic  view  for  the  database.    Learn To Share    You can now share with you colleagues on the same network (in the same office) or publish to a shared network through instant web publishing

fig 4

Select filemaker network from the drop down menu. Once you have done this you will need to turn on the network

fig 5 You then select the user access. I suggest for this demo you select all users. This will allow anyone on your network to access the database. Note : Filemaker Pro allows up to 9 users to access the database at any one time. If you require more accessibility you will need to consider purchasing Filemaker Server software. You should now be able to access from networked computers and, providing you load filemaker go (free app with filemaker 12) from your tablets or android iOS phones.