 So what is ID to iPad well as usual we had a high participation rate with a wide range of entries So what we do is we created a pool of submissions from these sessions combined with the previous requests We group them into high-level categories and tasks and then we choose an idea from the most popular one to demo But keep in mind FileMaker will continue holding ID to iPad events in the future So if your idea wasn't selected this time just keep submitting them for use as a potential demo and While your use case may differ we'll still be covering some common techniques and features that you can apply to your solution Now your requests were similar to the ones that you're seeing on your screen right now But based on the popularity of your submissions the winning entry is a Meeting note solution and you guys have been asking for this one for quite some time now some common tasks for a meeting Note solution may include capturing the meeting time and notes assigning follow-up tasks Tracking documents and files creating an attendee list and so on and we'll see some of those features today now Keep in mind today's demo will feature some advanced beginner techniques and methodology But you'll still you'll receive a link to this recording so you can follow along at your own pace Now before we start building this out Let's all assume that we're part of a management team in the sales organization for a natural national distributor Now our sales VP. Well, let's go ahead and we'll choose someone from our attendee list and Okay, let's say today Jeff Jeff is our sales VP now Jeff knows our current meeting structure is a mess We're constantly wasting too many cycles on Disorganized meetings. We're suffering from scattered information and unaccountability Jeff is just simply tired of meetings that just don't produce results and That's when I get called into his office Now Jeff knows there has to be a more effective more efficient way to facilitate this process and Jeff wants the following He wants a solution that aligns to our business needs So that means it'll have the features and functionality unique unique to our workflow to make our meetings more efficient and Since our management team is constantly traveling Jeff wants to make sure that everyone has visibility of the data wherever they are Now today is just not a good day for me to start this project It's late in the day and Friday and I'm catching a flight out of time out of town for the weekend in a few hours But that's when I remember file maker and the first thing I want to do is make sure I can create a solution with the features and functionality unique to our meeting workflow So I'm going to create a brand new database and then use fields tab controls Relationships and portals to optimize our workflow. So let's go ahead and talk about how we can do that Now when we want to create a brand new database and file maker There's a few different approaches and how we can get started. Well, what I'm going to do is I'm actually going to launch my file maker pro advanced And then I'm going to go up to the file menu and select new database. Okay, let's give this a name we'll call this my meetings will put it on the desktop that looks good and File maker gives us a blank slate for us to create our custom solutions And it also also automatically puts us in what we call layout mode And this mode is where we can design the look and feel of the layouts and add objects and fields and things like that But I want to create a brand new layout. So I'm going to go up to the layouts menu and select new layout report and Let's go ahead and give this layout a name I'm just going to distinguish that this is an iPad layout and we'll call this meeting details And then we can choose what dimensions with this layout be built for is it going to be for a desktop computer? Are we going to build a report? Maybe some labels, but you know, this is going to be for the iOS device So we're going to choose iPad iPad mini. It'll be a form view and then we have the option is it going to be for the portrait or landscape orientation and We'll just choose landscape orientation today. I'll click finish So file maker automatically gave us a layout designed to the dimensions of the iPad in landscape orientation And it also gave us a touch theme now there's 61 themes and file maker 13 They're fully customizable and you'll notice that some of these are marked as touch And if you look at the difference in light into enlightened touch Sophisticated to sophisticated touch the touch themes have the larger font and larger objects like you'd expect on an iOS device So let's stick with the sophisticated touch thing and click okay Now again, we have a really good blank slate here and we now we need to bring our information over onto our layout well in file maker information is stored in what we call fields and Brand new to 13 we have this fantastic tool called the field picker which allows creating fields and putting them on your layouts. It's much more efficient and What I can do is I want to create a brand new field I'm just gonna click on this a new field button right here. Okay, and we can start off by creating a unique ID for each of these Meetings I want to make sure that every record or every meeting has its own ID By default, this is a text field So I'm just gonna go ahead and change that to number and then I'm gonna go ahead and control click or right click on Windows and select field options I want to make sure that every time a record is created that this field is automatically gonna have a serial number again Just reassuring that we're always gonna have a unique record Okay, so let's keep building out. We probably want to add a Title of the meeting. Okay, and we'll change this file field type back to text. All right We probably want to capture the location or the meeting room We probably want a date when is this meeting gonna be held and I'm gonna go ahead and change that field type to a date field And then we'll add some time fields maybe a start time. We'll change that to a Time field type and then a end time Then finally we probably want to add a field for the agenda just we can quickly view What's on the docket for this meeting and I'm gonna change it back to a text field type All right, pretty good start now. How do we get these fields over onto the layout? Well, it's as simple as a drag and drop So I'm just gonna go ahead and take a field and you can select one at a time or I can use the shift key For example to grab a bunch of these fields and I'm just gonna go ahead and drag and drop directly into my layout Just like that that easy Let's go ahead and just align these a little bit more. Okay You'll notice these blue lines that appear and that's what we call Dynamic guides and dynamic guides. They just they just help you quickly align your objects and fields for a more efficient developing Okay, now by default our edit box fields have this white background fill It really stands out, but I want to mute this a little bit more So what I'm gonna do is I'm just gonna go ahead and highlight all these fields and then I'm gonna bring up the inspector tool Okay, you can access the inspector tool by clicking on this icon in the formatting bar right here. Okay Now in file maker 13, this is brand new If I make a 13 introduced styles and every object and every field has different types of Defaults or Customized formatting and and you can make your own formatting as well. Okay, and you can see for the edit box We have a default and a minimal style that we can use just right out of the box I'm gonna go ahead and select minimal edit box that takes away all of the white background and the lines around the edit boxes as well Okay, so I'm gonna group these a little bit. I'm gonna get rid of this label and I want this title of the Of the meeting to really pop out. So what I'm gonna do is let's go ahead and make this a little bit larger. All right We'll say 24 font is pretty good. All right. There's quite a bit of padding here I want to get rid of all right, so I'm gonna go to the appearance tab and inspector and I'm just gonna lower that I'll just say like two point for padding is good and then I'm going to Make that centered a little bit more Let's let make this stand out a little bit more. I'm gonna bold that and then I'm going to Let's change the style to uppercase All right, that's pretty good and we'll make this just a little bit larger again using those dynamic guides to help me quickly align All right, we'll move these fields up a little bit Okay, and I'm just gonna add this line again. This is just my preference to break this up a little bit Break a little bit information about kind of like the metadata of the meeting with like the agenda Okay, and I'm gonna make this Agenda label kind of look like this title field. So let's go ahead and make that a 24 Point point font will bold that and then for the style I'm gonna go ahead and make that uppercase as well and Hey, we'll use those Dynamic guides to again help me quickly align what I want to do here all right, and We'll just move this out and make this a little bit larger All right Pretty good start. Let's keep going. Let's customize this a little bit more. Let's personalize this Let's add some literal text to the layout. We'll call this meeting details and we'll make that title a little bit larger as well. Let's change that to 36 font looks good again using my dynamic guides here Then we have a company logo, you know, I want that appear on every single record again Just personalizing this solution So what I'm gonna do is I'm just gonna take an image of our company logo And I'm just gonna drag and drop that right onto the layout just like that. Okay, we'll move this on to the right-hand side Dynamic guides are guiding me Pretty good start Let's go ahead and take a look at our changes So I'm gonna go ahead and exit layout. Okay, so exit this layout mode and that take me to Browse mode and browse mode is where you can interact with and modify your data All right, so I'm gonna create a brand new record and this meeting is gonna be called a forecast review Okay For the location, I'm gonna say this is at the Liberty room In the second floor and this could certainly be a drop-down menu or a pop-up menu I could create a value list that has all of the meeting rooms, but just for today's demo entering the information manually is fine The date and time, you know, let's go back to layout mode and let's format that a little bit Okay, I'm gonna go ahead and highlight the date field and I'm gonna bring up the inspector again And certainly we could Manually enter the date, but over on the data tab Let's change that from edit box to a drop-down calendar again Just make it a little bit more easier for our users For the time Still on the data tab will scroll down to the bottom. I'm gonna go ahead and select hours minutes We can capture AM PM on here as well And we'll do the same thing for a time and do our minutes. Okay. It looks pretty good and We'll exit that let's exit layout mode go back to browse mode so we can work with our data here There we go. We have the drop-down menu up here. We'll choose October 15th if we do time start We'll do it starts at 10 we get the 10 a.m This is only be going to be a 45 minute meeting. We'll do 10 45 the AM appears there as well And then for the agenda we can Let's see we want to talk about Q1 review We want to talk about the Q2 territory changes and then we want to talk about the Q2 Forecast as well All right really good start to our solution But again, we want to capture the notes of each meeting and we want to assign some tasks and get some accountability in the solution Now there's a different approaches. We have some space over here on the right-hand side But probably not enough for both of the workflows We could take a we could create another layout and have a button navigate to the appropriate workflow depending on What we want to do, but let's go back into layout mode there's some tools that we can use that it can take advantage of this real estate and In particular, I'm going to use this tab control tool Okay, and a tab control is exactly what it sounds like. It's just a tab It allows you to put tabs directly onto the layout. Okay, so for example, we're gonna have a notes tab and then a Tasks tab and create that and we'll do a full justification here Okay, so what happens is I can put different types of objects and fields directly onto a Tab and they're only viewable if you click on the appropriate tab Now, what are we gonna do about the notes themselves? Again, there's different approaches that we can do here. What I could do is one way I could create a notes field So I could essentially just keep adding and adding and adding to that same field But you know if I want to do some searches on there if I want to make it a little bit more dynamic It's probably not the best approach one thing I can do and one way that I'm going to build it out now is Kind of have like a repository for the notes. I'm going to create a brand new table Strictly for the notes and relate that to each of the meetings So I can view which notes are attached to which meetings and that again allows me to be a little bit more dynamic with My my meetings and my note taking So how do we do that? Well first thing I'm going to do we can't make any database scheme of changes aside from the fields in this Field picker, but I'm going to go ahead and click on this manage database button Okay, and there's different ways to get to this managed database window, but this is where you can Do additional things with your database scheme on the back end of your file So I can create new tables. I can create fields associated to associated to those tables And then really the power of file maker. I can create relationships with those tables and we'll see that in a second but let's go ahead and I'm going to rename this table to just meetings by default the The table in your file adopts the name of your file So I'm going to go ahead and just change it to meetings and I'm going to add a new table called notes We'll create that and then let's add some fields to the notes table Just like we did with the meetings table I want to make sure that each note or each record in that notes table has their own unique number So I'm gonna go ahead and create a notes ID field all right, we'll change that field type to number and Click on the options button and again We want to make sure that every time a new record is created a serial number is generated for that notes record Making sure that we always have a unique value Then I need to create a Meeting ID field and this is going to allow me to create a relationship with the meeting table. Okay and then we want a Topic field make this a text field type Okay, and we'll add a notes field and then what if we wanted to capture some Documents or files? I mean that happens all the time in the meetings that we want to share that type of Information with each other so I'm going to go ahead and create a new field called files and this time I'm going to change the field type to a container field now container field that stores all of the media So it's going to have images document files PDF files Movie files sound files all of that will be stored in a container field and that's exactly what we want So I'm going to go ahead and create that container field All right Now that we have our table for notes built out. Let's go to the relationships tab again Here's the power of file maker relating information between one or more tables And when you want to create a relationship in file maker, it's as simple as finding fields with common values Okay, and in this scenario, it's pretty straightforward. We want to make sure that the meeting ID Whenever that matches the meeting ID and notes we share that information in order to create a relationship and file maker It's just like what we've been doing this whole time. We're just dragging and dropping So I'm going to click and hold that meeting ID field and I'm just going to drag and drop over to the meeting ID in the notes table Just like that. We have a relationship Again, we're saying whenever the values in these records match allow me to share that information I'm going to take that a step further by clicking on that relationship And I'm just going to specify that I want to be able to create new records in the notes Table via this relationship, which will allow me to create new records in a portal, which we'll see in a second Okay, really good start. Let's go ahead and click okay All right. Now, how do I get that related information or those related notes onto this layout? Well, I just kind of gave you the answer We're going to use what a feature that we call a portal and a portal is just a view into another tables related records I'm going to go ahead and draw that right onto the layout. Okay, and The portal setup window asks us. Okay, what related records you want to show from which table do you want to pull related records from? Well, we created that table of notes. Let's use that. Okay. We'll show a vertical scroll bar We'll use an alternate row state. So the even and the odd number rows have different colors I'm just going to use two because I'm going to expand these rows out a little bit and click okay And then we can choose what fields do we want to show from the notes table? Well, we probably want to show the topic the notes for that topic and then you know the option to have that Container field where we can store document files I'm going to go ahead and cancel that out and the main reason is because I'm going to show you that again In that fantastic field picker tool We can also choose Fields from other tables that are related or unrelated as well So again, just make it a lot faster a lot more efficient to build your solutions. So I'm going to choose The notes table here. Okay, we have a list of the fields in the notes table But let's go ahead and give us ourselves a little bit more space on this Portal okay Now let's start dragging that information over onto our portal or onto our layout So I'm going to take that Topic field, okay, and I'm just going to go ahead and drag that directly onto the layout. All right, and I'm just going to give this Just a little Pull in there okay We can make this just a little bit larger and then let's go ahead and bring the notes field over I don't need a label for that. I'm just going to go ahead and drag and drop this field over here Okay, and make this a little bit larger. All right, and I'm going to take that container field that files container field I'm going to drag and drop this onto our layout as well. Okay, and I'm just going to go ahead and resize that So All right, and it looks like we have a little bit more space So let's just go ahead and move this up a little bit again Just take advantage of that real estate we have here in this portal row Now like the fields on the left-hand side The by default these fields have the you know the white background they really stand out I Don't want to remove it all I just want to make it a little bit more muted So our users know where to enter information So what I'm going to do is I'm actually going to highlight both of these fields I'm going to go back to the inspector tab or inspector tool click on the appearance tab and then click on the fill and I'm just going to change the opacity from 100% to about 30% is good As you can see there's still kind of a coloring here on the On the back end, but it's not as prominent as this white background Clicking on the container field. Let's go ahead and we're just going to choose a minimal container for that one and I just want a little bit darker Outline of the field, but that should be good. All right So should we take a look at our changes? Let's go ahead and exit layout and go back into browse mode. All right For the topic I can click in here and I can say We first talked about the Q1 review. Okay, that's an organized like we wanted it to be keeping us on track We can start adding some notes of notes of things that we talked about We had some really great new customer growth Existing customer retention was outstanding this quarter and We completely hit our plan for the quarter as well. We did some overachieving there, too Now what about this container field? What if we already had a report that we wanted to share to everyone attending this meeting? Well, we can do so just again a drag and drop So I had this 2014 Q1 report and I'm just going to drag that directly into the container field and just like that Filemaker stores that image or that file into the container field and If I just, you know, right-click this We can, you know, quickly Export that and open it up and take a look at that All the other all the other people accessing the file. Okay, so Pretty good start with the notes, but now we want to start building out the tasks again We want to start making sure that we can Create new tasks and assign Owners to each of those tasks again adding some accountability and using this tool now in order to do that I'm going to go ahead and Close this out. Okay, and I'm going to bring up this new file Okay, and this is just in the interest of time So what I've done is pretty much the same type of Functionality that we did to create this workflow for notes. It's the same thing that we're doing with the tasks Okay, so if I go to file manage database Okay, what I've done is I've added a brand new tasks table and a brand new employees table Okay, and just like the notes the way we created the notes table, right? We added some fields we put some IDs in here as well to make sure that you know each task was unique And we had IDs that would allow us to create relationships with other tables Some fields that for things that we want to capture with the tasks the employees table is pretty straightforward There's a bunch of contact information. I also added some dummy records for our contacts as well And then for our relationships again just like we did with the meeting in the notes It's just a drag-and-drop Meeting ID to meeting ID between the meetings and tasks and then an employee ID to the employee ID for the tasks and employee list Okay, so all of the techniques and methodology that we just learned We just applied for a new workflow for tasks and employees So let's go ahead and we'll click okay, and let's take a look at what we did on the task tab, okay? Similar to what we did with the notes. We created a brand new portal We told file maker that we want to pull Related records from the tasks table, okay, and then we just dragged and dropped a few a few fields right onto the portal Okay, so we have the tasks and the due date Now how do we assign an owner to each of these? Tasks well, let's go ahead and take a look at the managed database again Okay, so I'm gonna make sure that we're on the same page in terms of this relationship Okay between tasks and employee list Right now. We're telling file maker. Hey, whenever the value in this employee ID field matches the value in the Employee ID field in the employee list table. Let us share that information, right? So when we're in the task table, we need to make sure that we have an option to Enter or choose an ID that matches an ID in the employee list now We could manually enter that information in the employee ID field for tasks, but who's really gonna remember the entire employee Your entire employee List and then they're matching IDs, right? Maybe if you have like five employees, but you're even like 50 a hundred or few hundred it's gonna be quite a headache So let's let file maker do that work for us. Now what I'm gonna do is I'm gonna go ahead and walk to the tasks table Okay, here's the employee ID field that we need to populate All right, I'm just gonna drag that directly into the portal. Okay that portal row Now I'm gonna go ahead and change this employee ID name to just owner, okay? Because that's essentially what we're doing here with this workflow. We're choosing an owner for this task All right now talk about how we can let file maker do that work for us I'm gonna go ahead and bring up the inspector tool and I'm gonna change this from an edit box We have to manually enter information Into a drop-down list and then I'm gonna use a value list to populate The different type of the employee list. Okay, so I'm gonna create a new value list now I don't want to hard code this information again Keeping track of all the employees, especially if there's some turnover. That's gonna be a headache So I'm just gonna tell file maker. Hey, why don't you just go to that employees list table and let me use all the values there So where do you want to use values from the first field? I'm gonna choose the employees list table and I'm gonna choose the values for the employee ID Okay, that's gonna give me a a number value. That's gonna match up to the number value in the employees list table. All right and We're gonna make it a little bit easier by showing a second field here, okay? So not only will we get the ID number will also get the employee name next to it again We're not gonna memorize everyone's employee ID Okay, so we'll click okay All right. Now one thing about the value list actually let me jump back in here Okay, the way that value list work in file maker is that only the first Fields value gets stored in the back end. Okay, so we're not storing any names All restoring is the number which is gonna allow us to create that relationship between tasks and employees so Given that How do we show an employee name well, this is this is gonna allow us to Create the relationship and then we can just go to the employees list table and pull the employee field onto the layout they're into that portal and It's just gonna automatically update to the To the Appropriate to employee based off of the number that we choose Okay, so We need to change the opacity here a bit. So let's go back to the inspector All right the appearance will change this to 30 make it look similar Okay And looks like I need to align this a little bit more. I'm just gonna use the arrow keys perfect now we have The ability to enter the task the due date who's gonna own this task What about the status? There's a few ways that we could approach that I mean we could we have a status field that we created and I could bring that over I can turn it into a drop-down menu where we could just choose You know a completed in progress over do We could certainly do that But what I want to do is I'm gonna make a little bit more simpler for my users. I just want to have a checkbox That you know it says okay. It's completed or not again Everything's gonna be touch-driven on the iOS right so what I'm gonna do is I'm gonna go ahead and just bring the status field over onto the portal row, okay, and I'm gonna go ahead and Change this to a Checkbox, all right. We'll create a brand new value list. We'll just call this completed and We're just gonna give it one value. Yes, and click okay And click okay If you can see here on the right-hand side the checkbox is pretty small, right? It kind of looks out of place with this large Portal row so what I'm actually gonna do is let's make that font size a little bit larger I'm gonna make that 72 point. Okay, and then I'm going to Realign this box. So really all we see here is the checkbox okay, and We don't need to see if Like the text at all. I just want that ability to Check or uncheck if this task was created All right, so let's take a look at our changes. I'm gonna go ahead and exit the layout All right, we have a workflow here with the notes We have our tasks tab. All right, let's go ahead and enter a task Let's see. I'm gonna get the promo updates from marketing We'll say the due date is 10 to 17 2014 Here's our list just like we expected these are the the values from all of the employee The employees in the employee list table, right? So we can just say hey It's Doris. All right, and we have the employee field automatically populate and it's not just for Doris again Whoever we choose if we choose Annie Arthur, it's automatically gonna update with the appropriate name Okay, we'll add another task. We'll say we need a new hire onboarding plan We'll say this is due the 20th 2014 and we'll say this is Given to Linda and let's just go ahead and add one more. We'll just say we need a Asia pack channel briefing and We'll say a due date It's gonna be 10 18 2014 and the owner for that is Denise. All right, and then if we come back to This meeting or this task and we talked to our Carlo and he says that yes, we got the update for marketing Here it is. I can just quickly check that checkbox and just like we expected we can mark that off as Completed again, just making everything a little bit more organized having more accountability and a lot more efficient So what do we do? Well, we created a brand new database We created a new layout optimized for the iOS and then we use features like fields container fields Relationships and portals to optimize our workflow So I'm feeling pretty confident that we can meet Jeff's criteria And it looks like we should be out of the office well under an hour But we still have a few more features and functionality to add Wouldn't it be great if we could send meeting notes to all attendees at the end of our meeting Well to do so I'm gonna use file makers email scripting and calculation features to automate that process So let's talk about how we do that Okay, so back in FileMaker Pro, okay It'd be great that we could just send our notes our meeting notes to all the attendees Make sure that we have a level of transparency. Make sure we're all on the same page now. I can manually do that I can go to file Send mail. All right, and I can manually enter all of the email addresses manually enter a subject and You know copying paste the notes into this message body and then send that Now that's pretty tedious and it's gonna be it's a repetitive process and when you have a repetitive process It's really tedious in your solution that pretty much calls out for There the need for a script and the script is really just a set of instructions that you define that allow you to automate Those tedious and repetitive processes. So how do we create a script? Well, let's go up to the scripts menu and go to manage scripts Okay, and I'm gonna select new and what you're looking at is the edit script window All right, and here's a list of all of the preset script steps Cuts down in the amount of querying that you do but what we'll do is you can just drag these over into this main window or double-click them and Again, you just fire off a list of instructions that will automate the processes for you Now I'm gonna go ahead and give this a name and we're just gonna call it send Meeting notes pretty straightforward. Okay. Now, how's our script gonna work? The first thing I want to do is make sure that filemaker knows where I am. So I want to capture Which meeting I'm currently looking at. Okay. Now. We only have one meeting now That's okay But you know as we add more and more meetings in the solution, you know filemakers not gonna know if okay You started your script on meeting one or meeting 45 or meeting 260 so that value is gonna change it's very dynamic and when you need to capture Dynamic values you can use this set variable script step. This is a very powerful script step You're gonna use it all the time in your scripts. So in order to set a variable Okay, I'm just going to put a dollar sign and to indicate this is a variable and I'm gonna call this meeting ID Okay, and then I need to give us a value. All right, so I'm just gonna tell filemaker Grab whichever meeting ID is listed in the current record. Okay In this case, it's just meeting ID one All right, so now once we have a variable for the meeting ID now we can move around the The layouts a bit. Okay. There's a few different ways that we can capture the notes We could walk through the portal and grab the different notes But I'm gonna go through a different method where I'm gonna be touching the actual notes table itself Through a notes layout, okay, so I'm gonna go to the notes layout Okay, so we'll choose a notes layout here Okay, and then once I'm in the notes layout I need to make sure that I'm working in a found set of a record specific to my meeting. Okay, it's gonna create a brand new Find okay, and I want to say that hey When I'm in the notes layout, I want to make sure that you only retrieve records where the meeting ID Matches the meeting ID in the variable that we just created. Okay So it's always gonna ensure that we're looking at notes associated with our current meeting. Okay, and once we found It was to create a found set of those notes. We're gonna go ahead and jump to the first record. Okay Now once we're at the first record, we need to capture the actual notes section here We can walk along what we're gonna be doing side by side. Okay, so we jump to the first record We need to capture. Okay. What's the topic and what's the notes in that current record? Okay, and in order to do so We're just gonna create another variable again. This is gonna be dynamic information. It's gonna be changing from record to record So I'm just gonna call this Notes again, I have the dollar sign to indicate that this is a variable. Okay, and I want to tell file maker populate this variable with the value in the topic and then add a return and Then add the value in the notes field. Okay, and this is file makers calculation window You're gonna see it everywhere in the solution. All you're really looking at are fields associated to a table Operators and then the list of preset Calculation functions and you combine all of these you combine them with some literal text that Produce or to create different expressions that produce different results. Okay, in this scenario again I'm just using the value in the topic so that q1 review and then I want a return Okay, so underneath that I'll get the value in the notes field. Okay, so I'll click okay All right, so we captured the The variable of the topic and notes in the first record but now we need to continue working our way through the database right and That's gonna change too. Maybe in one meeting. You may have 14 notes in the second meeting you may have only three notes and Again, since it's dynamic. We can't really hard code that into a script. So what we can do is have fun They could just do that work for us I'm gonna use this loop script step to keep automating the process of going through next records grabbing the values and then stopping when they're When there's no more records to look at okay, so I'm gonna choose a loop Go to the very next record, but I want you to exit this loop if If there's no more records that exist, okay And then what we need to do is refresh that notes variable Okay, because we need to keep adding on the information from the second record to the first and then from the third record to the first To and so on so forth. Okay, so this set variable. We're gonna refresh We're gonna call it to a notes so the notes variable refreshed and I'm gonna tell file maker Give me everything that you currently have in that notes variable and Then add another line. Okay. That's a return and then Add a another return. Okay, cuz I want to space in between. Okay, and then add the current records topic with a line and The current records notes below that. Okay, we're just layering all of the previous information On top of the current records information. Okay, so file maker will continue to do that Okay So click okay So once we have all of the notes put together then we need to capture all of the email addresses Okay, so it's pretty much gonna be the same type of workflow. I'm gonna tell file maker. Hey go to the tasks layout Okay, and then when you're at the tasks layout Perform a find for all the tasks that match my current meeting. Okay It's gonna say go to the task layout and when the meeting ID equals The that very first variable that we created which captured the current meeting that we were looking at. Okay, and Then once we Before once we get in a found set of all the tasks that match our meeting We're just gonna go back to the first record Okay, and then we're going to set a variable for the email address again, that's gonna be dynamic value for every record so I'm just gonna give that a name of Dollar sign email and then I'm just gonna tell file maker Give me the value in the email address. Okay, and then again The amount of attendees is gonna fluctuate from meeting to meeting So we're just gonna have found that we can't hard code how many times file maker needs to do this So we're just gonna have file maker loop this process until there are no more attendees or no more records that exist So I'm gonna tell file maker go to the next record All right, but exit after the last record All right exit that loop after the last record and then we need to tell file maker to keep refreshing that email variable, okay So file maker give me everything that you currently have in the email variable and then add a return and Then add the variable or the value in the email field Okay, now why am I adding a return here instead of you know, maybe a literal text of comma and space Well, this return is not gonna act like a give me an additional line in the to field for my email This is actually gonna commit the current email address Otherwise if you don't commit that current email address, it's just not gonna appear on the file maker go side Okay, so we're gonna have a file maker loop that and keep up Creating a list of all the email addresses throughout all the records and then once we have that list We're going to make sure that we jump back to the original layout. Okay, that's gonna take us back to the iPad meetings Layout, all right and then we need to make sure again that we jump back to the appropriate meeting, okay so File maker find the meeting ID That matches the meeting ID variable again, we only have one meeting here So we wouldn't need to necessarily do that in this script But we want to set ourselves up for success as we add more and more meetings to the solution. Okay now We captured all the notes. We captured all the emails. We're back on the original layout Let's send that information out. We'll scroll all the way down to the bottom. We have a send mail script step okay, and Again, we can hard code information in here. You can choose field data. Although field data. We'll just grab the first The current record information but then we're gonna use specify calculation and we're gonna use the Email variable that we just created in this script. We're gonna tell file maker. Hey everything that I just grabbed go ahead and push that into that two section same thing with the message body, okay, we could Pull values from a field Insert text from a file, but we already have what we want in the body. I'm a tail file maker Hey, everything in that notes variable go ahead and place it directly into that body And then for the subject, um, let's go ahead and create a calculation for that as well. All right We'll just add some literal text which is always in quotes, okay, we'll say meeting notes and then I'll combine that with We'll go to the get functions get functions Have They store or they capture current session data. So I'm gonna use the get current date function Okay, and this way I don't have to manually type this out as well Okay, it's gonna say meeting notes with today's date. All right, so let's go ahead and we'll click okay And I'm gonna go ahead and save the script. All right Let's go back to layout mode and we're gonna attach that script to this button that we just created. All right So we're gonna perform that script Send a meeting notes and click okay All right, we'll exit that layout mode. All right, looks like we have some notes here for the different topics we have We have three people here as well. So let's go ahead and click on our email button Okay, and just like that The two section is populated with the emails like we expected We have that calculation populate the meeting notes with the current date And then we have all of the notes from today's meeting broken down by topic and the subsequent notes below them again just like we expected so What do we do well we use file makers email Scripting and calculation features to automate the process of sending meeting notes to all the attendees and We're really on a roll right now And the last thing we need to do is make sure we can get this on to an iPad So I'm gonna upload this file to file maker server and then connect to it with file maker go So let's go ahead and talk about how we do that I'm gonna close this email out Okay, and if I want to get a file up to file maker server I'm just gonna go ahead and select share and select upload to file maker server. Okay now What is file maker server file maker server is a software? It's part of the file maker platform It's strictly a hosting application. Okay, so you build your databases the file maker pro like we're doing right now Then you host them with file maker server. It's kind of like you're managing your own cloud And it runs the services in the background of your machine. So right now. I'm uploading this database. We created to file maker server Okay, and it's like upload and click done Kind of looks like we're in that database that we just created But if you take a look at the top of the screen in parentheses, it says Ryan Minook's file maker server Okay, so we're accessing a file that's currently hosted by file maker server But how do I get this on to an iPad? Well in order to show you I'm gonna go ahead and launch this reflector app Which allows me to airplay the iPad air I have in my hands right now over to the screen So give me one second to do that Okay, and I'm selecting my computer right now and there's the iPad air. Okay, and Down at the bottom you'll see file maker go. I'm gonna get ahead and tap on that All right, and this is file maker go 13 free to download off the app store Right now you can see the recent servers and files that have the access if I tap on device This shows the solution stored locally on this iPad air. It's a great Alternative when you're in an area with a bad network connection or no network connection at all I can continue to update information offline and then push those changes to the hosted machine when I have a Network connection and then if I tap on the hosts icon, this allows me to access local and External servers hosting file maker files. I'm going to go ahead and scroll through this list And you'll see Ryan Minook's file maker server about the top. So I'll go ahead and tap on that Okay, and you'll see my meetings underscore two down at the bottom. So I'll tap on that Okay, and let's go ahead and turn this into landscape mode. Just like we Built this for all right and just like we saw with the file maker pro. All right everything that you know We we built Translates right over to the iOS. There's some changes like with the date. We have the iOS Date wheel same thing with the time wheel as well like you'd expect we can update notes if we want For your territory changes for the container field on the iOS We can choose images from our library files from our library or we can leverage the iOS's camera and take images directly into The container field. So for example, if I tap on camera at the top Let's say we have a picture of the whiteboard. It's gonna go ahead and click on that use photo and We have a whiteboard of image of all the territory changes Which match our notes, okay, you know, we're doing whiteboarding all the time in our meetings Same thing with tasks like just like we'd expect we have that valueless where we can change Owners and we can just tap Whether or not tasks are completed again, just like we expected and of course if I tap on that email button Just like we saw with file maker pro We have the email auto populate with all the calculations and scripting that We configured So what do we do? I mean really that was just two things we hosted with file maker server and then connected to it with File maker go. I mean once the solution was created It took maybe a minute without me talking to set this file up for access for Mac windows iOS or a web browser Now because we've introduced an organized approach to our meetings and started solving some of the problems caused by our scattered Information and unaccountability. We're operating at a much more efficient level and focusing our time on more productive activities Everything transparent and we can access this data wherever we join the meeting wherever our business takes us now that was a fantastic idea submission and Let's go ahead and we'll open this up to Q&A looks like we have a really great queue of questions already if you haven't already you can go to the control panel click on the question section click on send and In the meantime to give some of you who have who have not entered a question yet Let's go ahead and talk about some great next steps on what you can do after this webinar Okay, so fun maker recently released the fun maker training series. It's a There's two different books basics and advanced. This is the official training curriculum of file maker Basics you can download it for free on the fun maker website We can download for free on iBooks advanced is 1999 on iBooks and this is a really great resources to build up your foundational knowledge of file maker you know building your first relationship building your first portal learning about scripting and Building your first report and what's great. It takes you through a different activities as you learn kind of building out a database Kind of like what we did today If you haven't already you can download file maker go 13 for free on the app store Make sure that if you do so also download the file maker pro 13 trial Which you can download off of file makers website as you saw today all of the database schema changes and layout changes That happens on the desktop application side So you want to make sure you build your solution first with file maker pro and then you can connect to it with file maker go One great resource that's not listed here is the free file maker forums You can ask as many questions you want is free to join you can start as many conversations and threads as you want You interact with a highly active Developer community of all levels and it's moderated by file maker as well It's a really great resource when once you build up a general knowledge of file maker When you want to start learning like you things unique to your workflow or features unique unique to your workflow It's a great resource to kind of bounce off ideas and kind of Work with people to kind of get over a development hump if you meet one and then if you're ready to If you're ready to talk licensing and really why wouldn't you be you got to give us a call at 1-800-725-2747 We have a fantastic annual volume license agreement right now with file maker pro as low as $9 and file maker server as low as $29 again. Give us a call 1-800-725-2747 We'd love to chat with you and talk about how fun file maker can meet your needs All right, let's go ahead and well now I'll open this up to Q&A. Just give me one moment to Set up my view here for the questions. Okay Okay So the first question to start us off is a level of security Can you make it so people using the mobile version can only read or look up data? You absolutely can in file maker The the security within the files you can create accounts or who can log into your file and then privilege sets Well, what can they do once they're logging your file? And it's within these privilege sets where you can specify what users can and can do down to the very field level the record level the layouts where they can print Export to Excel all those type of things you can do. So that's where you can specify Whether people can view a certain sets of data or certain layouts or things like that The next question Do we have to do anything different for the databases to work on windows all like the the functionality that you saw me build like the portals the The relationships, you know naming the fields and things like that. You don't have to change anything It's it's close to high fidelity as possible that there's some minor cosmetic changes like a font may Render like a pixel or two different on a windows than it would on a Mac So if you're gonna be building in a mixed environment, just make sure that you always, you know double-check your work frequently to make sure You know it it The interface looks it looks great on both environments Okay, the next question. What are the ways I can get my file maker solution onto my iPad There's a few different ways you can You can use iTunes You can email yourself the solution you can use a third-party solution like Dropbox to bring it over to the iPad and You can also Put it up on a website and download it Okay If you want to rewatch this session It will be posted to the file maker comm forward slash support for slash webinars page And you're also going to receive a link to the recording in about a day or so So you can rewatch and follow along at your own pace Okay, so that's all the time that we have today On behalf of file maker It was my absolute pleasure to chat with you guys and I hope to see you on another idea the iPad webinar soon