06. Notes [5:23]

Description: This video provides an overview of exchanging data between FileMaker and Microsoft Entourage Notes using the Entourage Manipulator.

Transcript:

In this video we are going to look at exchanging data between FileMaker and Entourage Notes.

0:05 Let’s have a look at the basic bidirectional data exchange between FileMaker and Entourage using our FileMaker demo file. The FileMaker demo file comes complete with the demo you download. On the top we have FileMaker and on the bottom we have our Entourage Notes. Let’s navigate to the notes tab in our FileMaker demo file. As you can see in Entourage I have one note down here. I can perform a clean import from Entourage which will bring in my note item into FileMaker. For a detailed view select the blue arrow button to the left.

0:45 To the right I can see the Entourage ID, GUID and modify fields. To edit the note in Entourage from FileMaker we will type additional text in the body. Select Add/Update in Entourage. We will update this single record in the found set. And the update has been successfully pushed to Entourage. You can also delete items in Entourage from FileMaker by using this red delete button. By selecting this button you will permanently delete your items in Entourage. Select OK and my item has been deleted in Entourage.

1:28 Let’s create a new FileMaker record. We will call this “Test Note 3”. The Entourage ID, GUID and modify fields are blank. Next I will select Add/Update in Entourage and update this single record. Note below in Entourage the test note was successfully pushed into Entourage. As you can see to the right, the Entourage ID, GUID and modify fields have been assigned. For a complete list of available fields please refer to our fields and functions guide. Next select close or done.

2:04 Now imagine being able to push hundreds of records from FileMaker to Entourage and vise versa. This is now possible with the Entourage Manipulator. Let’s have a look under the hood at our script steps in order to better assist you with your FileMaker development.

2:20 Let’s take a closer look at the scripts for notes. The extract note record corresponds with the clean import from Entourage button. Taking a closer look, first I can see that we checked the plug in, then we show all the records, delete all the records, authenticate (this is required once per FileMaker session), open the folder (specified folder in this instance is notes). Here we are telling the plug in to open the notes folder and determining if there are records in the open folder before proceeding. Next we start importing from Entourage. We get the first record. Here we specify our fields. We need to specify the exact Entourage filed name and it is case sensitive. So please refer to the fields and functions guide for a list of specific fields available. Then we end our loop and close the window.

3:14 The New FileMaker record button corresponds with the new sample notes record script. Now that we’ve created our new FileMaker record let’s go ahead and add our FileMaker record to Entourage Notes. This button corresponds to the post note records to Entourage script. First we authenticate (which is required once per FileMaker session) then we check for the correct plug in. Next check for records in the found set. If the found count is greater than zero, then you will be prompted to update this record or all records in the found set. More specifically if the found count equals one, we will be prompted to update this record. If the found count equals more than one, we will be prompted to update this record or all records in the found set.

4:01 Next we enter our loop. Here we either create a new record or open an existing record by calling New Record or Open Record. When creating a new record we are using the “IF” statement to both call the plug in function at the same time analyzing that the plug in returns a zero or not for success or failure. Next we populate the Entourage record with data from fields in FileMaker. For a list of available fields please see the fields and functions guide. Save the record, find the new record in Entourage and get the modified time stamp, exit the loop, end the loop and commit the record.

4:44 Deleting notes in both FileMaker and Entourage can be done with a few simple script steps. First we need to check the Entourage ID, as we can not delete a record without an Entourage ID. Next we need to authenticate (which is required once per FileMaker session), then delete the individual contact from Entourage. The Entourage ID is required as the parameter. Deleting a record is that simple.

5:10 Using the Entourage Manipulator you now have the power to push and pull hundreds of Note Records in mere seconds between FileMaker and Entourage using simple FileMaker script steps. The possibilities are endless.