Database Reference
In-Depth Information
POWER USERS' CLINIC: OVER-OMITTED
If you're using the Omit Multiple command, and you try to omit more records than possible (for ex-
ample, you're on the third-to-last record, and you ask FileMaker to omit 12 records), FileMaker
complains. But don't take offense: It's also nice enough to fix the problem for you. When you click
OK, FileMaker returns you to the Omit dialog box and changes the number you entered to the max-
imum number possible. You need only to click Omit again to get what you probably wanted in the
first place.
Use this feature to your advantage. If you know you're looking at the last record that should be in
your found set, you could try to do the math the dialog box needs. But that's more trouble than it's
worth. Just choose Records→Omit Multiple and then enter something really big, like “999,” or
“9999999.” When you click Omit, FileMaker complains, does the math for you, and then enters the
right value.
This routine may sound contrived, but it's fairly common among FileMaker pros. Imagine you're
doing a direct-mail campaign and you can afford to send only 1,200 postcards. Your find request,
however, produces 1,931 potential recipients. Rather than do the math, just go to record 1201 and
then use this Omit Multiple trick.
Constraining and Extending the Found Set
When you perform a regular find, FileMaker doesn't start with your current found set. It al-
ways searches through all the records in the database and then produces a
new
found set. But
you can also tell FileMaker to
constrain
the found set (that is, search within your last find
results) or
extend
it (add matching records to the current found set).
Constraining the Found Set
Suppose you've just created a great product, and you want to send out some free samples to
see how people like it. You can't afford the postage to send everyone in your database a
sample, so you decide to start with a smaller sampling—just people who live in North Caro-
lina.
Problem is, a simple find reveals that your database has too many North Carolinians listed.
Some quick math in your head reveals that postage is still too expensive. How about sending
samples to just the North Carolinians who are Active? You
could
go back to Find mode and
construct a request to find based on both criteria (by putting NC in the State field and Active
in the Status field), but FileMaker gives you an easier way. After all, you've already got all
the North Carolinians in your found set. You really want to search
inside
this found set for all
the records with Active in the Status field.
Here's how the whole procedure goes:
