FileMaker13 is the latest version of FileMaker and it comes with some excellent improvements over the past! I will be adding a few more posts this next week about some of those improvements. In this blog post I want to highlight one improvement and point out a few reasons why using a database is so much better than using a spreadsheet. Then…. I’m going to bed. So every year I have to recruit and keep track of upcoming beginning band students. The first step in that process is our local music store comes in and gives a quick test to give us some indicators as to each students general musical aptitude – rhythms, pitch, chords and melody. Then they also have the kids try out instruments to see if they are a good fit for whatever they are interested in. These two “tests” give us a real basic building block for the next steps to be taken in class. I get those results in a spreadsheet form that looks much like this…. (I have already imported this into FileMaker though and have added a few more fields to the spreadsheet which is why you see some check boxes) If I was to have left this info in spreadsheet form then I would not be able to foo some very useful things with that information like put is on my iPad in a different view along with a bunch of ways to mark things the first week of school… I can see at a very quick glance a lot of information about the student now. I can also make very quick changes to each students information – things like mark them present on four different days, indicate if they have changed their mind and actually need to be dropped, I can see if their parents attended the rental meeting or if they need a school instrument, if they have an instrument or a book and at the bottom I can see their test scores. (TAKE NOTE OF THE REPORTS BUTTON AT THE TOP!) If I wanted to see more than just one kid at a time then I also have a list view setup which is even quicker when I am in the middle of 50 plus 5th graders anxiously ready to play those instruments! As I mentioned above – did you take note of the Reports button on the Form View above? If not scroll back up and take a look… When I click on that button one of the new features of FileMaker13 kicks into action. PopOvers – something we are very used to having on iOS devices but now they are available in FileMaker Databases too! Here’s what pops up… This is where the real fun happens…. I can now, at the touch of the button, print some very useful information. For instance, I can quickly get a list of all the kids signed up sorted by their last name OR sorted by the instrument they want to play. When I sort by the instrument they want to play I even have it set up to have section headers like this…. Try to do THAT in a spreadsheet! It’s really easy when it comes time for me to send a list to the scheduling secretaries and principals of who is signed up because I can hit that button that pulls up all 57 kids, out of 91, that signed up for band and then it will automatically be sorted by last name and have a heading and footer and will even have a count of how man kids are on the list! NOW… I will say that I do use spreadsheets frequently. Our school grade book system will export reports as excel files of students names, phone numbers, parents info and their address/phone info. It is so easy to take those spreadsheets and import them into FileMaker though that I don’t use those spreadsheets for very long! TO WRAP UP The current iOS version of FileMakerGo is free and works on iPad as well as on iPhone! – it used to cost but the fact that is free is one of the new features of FileMaker13! It is a very nice addition! The desktop version of FileMaker is for Mac or Windows even though FileMaker is actually owned by Apple. It is not the cheapest program but it is also one of my most used programs year after year! The app comes in two version the Pro version which is all most people would need and then the advanced version which is more for database designers who want to develop and sell their databases. Then there is even FileMaker Server software but that’s a whole different story there!