03. Status Toolbar [10:57]

Description: This video provides an overview of how to setup your Status Toolbar in FileMaker for optimum use in the Core3 CRM.

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Transcript:

Let’s take a closer look at how to set up your Status Toolbar in the Core3. The Status Toolbar plays a vital role in using the Core3. In order to optimize your Core3 experience we recommend you customize your Status Toolbar according to your needs.

0:24 First let’s begin by discussing how to customize and set up your Status Toolbar on a Mac machine. The Status Toolbar can be found here at the top. As you can see currently in my Status Toolbar I have my Record Count, Show All, New Record, Delete Record, Find, Sort, Quick Find, and so forth. In order to customize the Status Toolbar you can right click in the Status Toolbar and select Customize Toolbar, this will allow you to drag your favorite items into the toolbar. I’m going to drag some of my favorites such as Saved Finds, Save as Excel, go ahead and remove the Quick Find, Save as PDF, Save as Snapshot Link, get rid of some of our spaces here, you could add a separator if you’d like just to kind of keep it a little more organized, and so forth. There are many different items here in the Status Toolbar available and as you get to know the Status Toolbar you’ll have your favorites that you’ll put up there soon. I’ll go ahead and select Done, and let’s see how some of these items work.

1:45 In the Core you need the New Record and Delete Record to always create a new record or delete a record so I would recommend keeping these two items. Since this is FileMaker you can perform a find off of any field. So what I’m going to do is go ahead and perform a Find for all records that have an address in the state of California. Then I can go into my Saved Finds and I can save the current find, give the Current Find a name and let’s say I show all of my records here, and let’s say I want to go back and perform that find again to find all of my records who have an address in California. I could simply go back to Saved Finds and there is my Saved Find called “CA”, select CA and as you can see I now have 5 records in my Found Set. I basically found the records in the state of California without having to leave Browse Mode. So your finds are going to be probably much more elaborate than a Find on one field and this can save you a lot of time so you don’t have to continuously re-enter all of your complex and widely used finds in the Core. We also have a Recent Finds which is going to show me all of my Recent Finds and if you want to clear that you just select Clear Recent Finds and that’s going to go ahead and clear all your recent finds kind of starting you fresh. You can go into Edit Saved Finds and here it shows you a little bit more detailed view of your actual find request criteria and you can Edit, Duplicate, Delete, and basically manage your Saved Finds from within this window here. I’m going to go ahead and select OK and move on to a couple of the other items here in the Status Toolbar.

3:33 We have our Save as Excel option, this option is going to save your records to an Excel file in your specified location. I’ll go ahead and just choose my Desktop and I’ll call this Core. Now what this has done if we browse to our Desktop is it saved an Excel file called Core with all of my fields from all of my records in that Excel file. Now I want to show you something a little different instead of the Save as Excel which can be handy but in the Core we’ve actually built in a few Exports. One is to Export vCards and the other is an Export Wizard. The Export Wizard is really a sanitized list of everything we feel you would need for a contact, so when I go ahead and select the Export Wizard it automatically exports a Core3Contact.csv file to my Desktop. I’m going to go ahead and select OK, go to my Finder window and let’s go ahead and open up this list just to see what it looks like here. And as you can see this is just a very sanitized list of all of the basic contact information that we feel most people would need for their contacts when wanting to export to Excel. I’ll go ahead and close this and we don’t need to save it because we didn’t make any changes, but you certainly can use the Save as Excel if you want to gather every field in FileMaker that we have here available on our Contacts page to save that as an Excel sheet or whether you’re in Estimates or Orders, you can use these options in any module in the Core. I’m just selecting the Contacts module here for demo purposes.

5:12 This also brings me to a few other features, let’s say there are a few items that you use all the time, like New Record I’ll keep that item visible and our Saved Finds I’m going to go right click and Keep Item Visible. So now what this allows is as my window size changes in the Core depending on your windows and your monitor size the two items that we’ve selected to Keep as Visible – the New Record and Saved Finds – are always there. I mean they’ll even go down to as small as we can make this here and here I have my two items. So those are always going to be visible it might be handy just depending on your commonly used items that you never want to disappear or lose from your status toolbar.

5:54 That brings me to another feature on the Status Toolbar. Let’s say you do accidently remove some items from the Status Toolbar that you need and you’re not sure how to get them back, what your starting point is, what your default items were that were on there and let’s say you’ve just completely blown away your entire toolbar here. All you simply do is go to Customize Toolbar and here is the default set at the very bottom; this is the default set which has all of the minimum items that we recommend having on your Status Toolbar and you basically just grab that set put it right up here on your Status Toolbar and that’s going to recreate your Status Toolbar back to the Default and if I go ahead and select Done I can see now I’m starting back with my default Status Toolbar set. You can also right click and select Icon Only just to show the icons, Text Only just to show the text.  I’ll put it back to Icon and Text and show you that there are different sizes – you can make the text a little bigger, a little smaller.

7:01 And there is one item in the Status Toolbar we haven’t spoken about yet which is very handy, it’s the Save as Snapshot Link. Let’s go ahead and put this guy up on my toolbar here and I will select Done. And let’s go to a different module in the Core perhaps we’ll go to Timers and we’ll perform a find for all of the Timers that have a description called Server and there I have three records in my found set. If I select Save As Snapshot Link it’s basically going to save a snapshot – I’m going to call this snapshot Timers – and I’ll just save it right there on my desktop. So if I go and open up my Desktop here I can see I have a snapshot link saved to my desktop called Timers, I can email this to my coworker they would then be able to double click and open up the snapshot link that I’ve sent them. And as you can see it looks like I now have two Cores open back to back I just have one as a Core and one as my snapshot link of the Core this allows me to; let’s go ahead and modify this record, and show you what happens because I’m actually making changes to my Core database. I’m going to go ahead and remove the Server 2 Setup 123 to just say Server 2 and if I actually go to my Core here the Server 2 changes have been made. So this can be very handy if you need to email this out to a coworker so they can see your found set of records and exactly what you want to see they can open it up as long as they have access to FileMaker and the Core and make live changes to your Core database.

8:44 Now let’s look at how to customize your Status Toolbar on a Windows machine. Now I’m looking at a Core version on my Windows machine and as we can see the Status Toolbar up here on the top looks very similar to how it’s going to look on a Mac, one of the main differences is when you right click on the toolbar you just have the option here to Customize; that’s going to pop open a little different customize window here.  And then you could go to Commands – you have the Customizable and Standard – and you can basically still put any of these items you want on your toolbar simply by grabbing them and dragging them accordingly and here I’ll put the Save as Excel, Duplicate, I’m not going to get into the functionality again of the items here in the Status Toolbar because we went over that in the previous section on a Mac machine. What I really want to show you is just the different Customize window here it looks a little bit different but you still have all the same functionality here that you had on the Mac side; so just to kind of just show you that window.  And to remove any items you just simply grab the icon and drag them out and that’s going to remove the items from your Status Toolbar. So I encourage you to go back and watch the previous portion of this video to actually show you all the different benefits of some of my favorite icons on the Status Toolbar and then put those favorites into your Windows Status Toolbar. I’ll go ahead and close that and hope you have fun customizing the Status Toolbar to meet your needs and your workflow.

This is just a brief overview of the many features and possibilities of the Core 3. For more information on what the Core 3 can do for you please explore this website, review the videos and documentation, and download a demo. Please contact us via email, phone, or browse our forum if you have any additional questions. We look forward to hearing from you and automating your business to operate more efficiently.