User manual

Importing and exporting data 12-3
Match fields must uniquely identify each entity in your database. For
example, in a database of people, you could use Social Security
Number, or Last Name, First Name, and Phone Number. Last Name alone
might identify more than one person, so it isn’t a good match field.
You also specify the fields you want to import. The contents of all
fields you select to import, in all matching records in the found set,
will overwrite data in the existing file, even if the field in the source
file is blank.
Only records in the found set in each file are involved in the import
update.
Important When you do an import update, data from matching
records in the source file overwrite existing data in the corresponding
record in the destination file. Make sure every field you import, in
every record you import, has data that you want to import.
This example shows which data imports for this pair of matching
records:
Keep these points in mind:
1 Match fields in the destination file cannot be container, summary,
unstored calculation, or global fields. The field type of match fields
should correspond to the type of data in the matching field. For
example, number fields should not be matched to fields or data
containing text.
1 If all specified match fields in a record are empty, that record will
not be updated.
1 If a record in the found set of the source file matches more than one
record in the found set of the destination file, all matching records in
the found set of the destination file will be updated.
1 If more than one record in the found set of the source file matches
a record in the found set of the destination file, the destination file
will be updated with the last matching record in the source file.
1 The found set after an update contains the records that were
updated (those that matched) and any new records added, regardless
of the found set before update.
Adding, replacing, or updating records in an existing file
1. If you’re replacing or updating records, make a backup copy of the
file you’re importing into.
Replacing and updating records overwrite data in your file and
cannot be undone.
2. If you’re replacing or updating records, make sure you’ve read
“About replacing data” on page 12-2 or “About updating records
with information from another document” on page 12-2.
3. If you’re importing records from a FileMaker Pro file, make sure
the found set in that file contains only the records you want to add,
replace, or update with.
4. Open the FileMaker Pro file you want to import records into.
1 If you’re replacing records in the file, make sure the found set
contains only the records you want to change. Sort the records so that
data from the correct record in the source file replaces data in each
record in the destination file.
Match fields are
indicated by
double arrows
123-456-7890
Source file
John
Q
Smith
456 New Rd.
Newtown
USA
123-456-7890
Destination file
John
Smith
123 Main St.
Anytown
USA
3/3/1960
[phone]
123-456-7890
After import update
John
Q
Smith
456 New Rd.
Newtown
USA
3/3/1960
ø
ø
ø
Before import update
Destination file
Fields that don’t import
are indicated by a null
symbol (ø)