First look: FileMaker Pro 11

Database application FileMaker Pro has long been popular with creatives for building the back-end bits of their businesses that keep everything running smoothly so we can concentrate on doing what we do best: being creative. From contacts databases to project management, FileMaker's simple set-up makes it accessible to even the least techie artists and designers, while it's powerful toolset gives you lots of options for when you've mastered the basics.

As a result, when I heard about the introduction of FileMaker Pro 11 , it seemed time at last to take FileMaker out for a spin.

Version 10 had already improved on previous versions, including saved searches, triggers that launch scripts based on certain events, and a major revamp of the interface. FileMaker Pro 11 adds several more features such as charting, "recurring import" to automatically update a database from an Excel or text file and a "Quick Find" search box.

The opening QuickStart screen is straightforward enough, letting you create a new database from scratch, from a template or by importing via another file. This is helpful if you're unfamiliar with the interface; it can be turned off if you are.

Once you've set up your tables and imported your data, you can edit both the structure and appearance of your database in several ways. A new feature in version 11 is the "inspector" panel, which offers a single place to tweak layout, structure and field behavior.

It can be a bit confusing finding the inspector panel if you're in a table layout, since it isn't readily available. Specifically, when I was in a table view, the "modify" button offered access to just a few change options; I needed to be in a list or form view to see the "edit layout" button and inspector access. I would have preferred an obvious way to jump to layout editing even when in table view. Once I got there, though, the new inspector panel was a useful addition to zero in on any editing need -- look and feel or data structure.

The new Quick Find search box looks through all fields in all records and is a handy addition to version 11, allowing users to quickly find a key word or phrase without having to guess which field it's in. This would be a useful feature in the database-driven application we use at Computerworld for story planning, for example, where a key phrase might appear in the headline, description or comments fields.

FileMaker Pro offers flexibility in field definition for users who don't want to write their own SQL or code their own front end. The program offers an easy way to display data from related tables, such as showing a customer's name, address and phone number based simply on adding the customer ID to that record -- no SQL inner join statements required. It's also quite simple to create views where some fields are read only and others are editable.

The report option felt needlessly complicated, with numerous dialog windows that I was required to click through, explaining what to do; yet when I tried to follow the directions, the options I wanted were grayed out. The problem may well have been user error -- still, after going through eight windows, some with multiple options, I felt the process should have been a bit more foolproof.

Doing basic grouping of data in a table view, much like grouping similar entries in a spreadsheet (such as all entries by state), was a lot easier.


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