Let's continue on with our discussion about importing by discussing the Import Field Mapping Dialog. It's by far the most important dialog of the import process. Let's make the screen a little bit bigger so we can see all of your fields so we won't have to scroll around and what you want to do is really start from the top left-hand corner and read it like a book. Because that's where the most important information is right up here, follow down and you really should go through it in this order, it makes it easier. So right up about here in the upper left-hand corner, we have the Source, our Names.fmp12 File that we're trying to import from but this could be your Excel File or Tab Separated File or any kind of file and really this process will be the same, in here almost exactly the same for whatever type of file you're going to be importing. Over here on the right we have our Target which is what's in FileMaker. Now you're trying to import into the current layout. Right. So you're going to usually keep it on Current Table, I don't think I've ever changed it to a Related Table or any other thing. You can of course make a New Table or go into Manage Database and do whatever you want but typically you already have that table you don't mess around with this stuff. You don't go into Related Table; you just leave this Target the same. It's possible it could be the wrong one if you're doing a script and we'll find about that an you might want to change this but when you're doing a manual import, it will all be set up correctly on the right side most likely. So once you take a look at that you need to imagine this imaginary line down the center here separating your Source from your Target. On the left hand side will be your fields, in this case we see Field Names right, because it's a FileMaker File, it has Field Names. And certain other file types will also have names as well but we can see that there's text if you start walking through the records. So it's more likely that you'll actually see Text here and you'll have to match the Text with the Field Names. Now over here on the right side we actually do have the FileMaker Field Names so this is pretty cool, you just match everything up. So the way you do that is you simply grab a field from the right side, let's say the Phone Field and you move it up there and you see how Phone and Postal Code just swapped. That's what happens when you move that up there. So it's very easy to do, now this can be quite tedious if you have hundreds of fields so there are some other options here to arrange these other than just manually. You know other than just grabbing this and moving the fields up and down. The most popular is matching names; it simply matches the names from here to there. This isn't always going to work, you're not always going to have the same names but if you have two versions of the database all the names will be exactly the same and it'll make your life much easier. You also have Last Order which is the last order you imported, so if you did an import before of the same data set, you know Source File, well then you can choose Last Order and that will import based on the same arrangement of fields which might help you out a lot. Then of course you have Creation Order which will take this side over on the right and put it in the order in which they're created. I've never really used that and I've never really used Field Names either, that'll put this side in alphabetical order or even Field Types. But it might be useful who knows and then you have Custom Import Order which whenever you switch these, that's what it changes to. You can see there's a checkmark next to it. We're going to try Matching Names even though it's not going to perfectly match everything up. You can see it's matched up City, State and Phone, it's made our job a little bit easier because then we can come up here and start from the top and look. Okay First Name and, and I think this is just co-incidence that these matched up but we do need the arrows so you can click on there and toggle between the dots and the arrow. Because there's no arrow here, even those these are lined up they will now import into each other. So Address needs to match up with Address 1 so we'll drag that up there, put the arrow in there. City is lined up, Last Name needs to go to Last Name, put the arrow in there. State's already matched up, Postal Code goes to Zip Code, put the arrow in there just to make sure. The Phone is already matched up so we're ready to go. We don't need Full Name because we don't have a Full Name Field over here and Address 2 doesn't correspond to anything over there, we don't have all these other fields and these are Auto-Enter so we really wouldn't import into them anyhow. So now we have them all lined up, the next thing we want to do is look at the Options down here. Now they are actually already set up exactly how we want them for putting new records into our database and this is the most common option. Just keep it on Add New Records, we're going to go over these in a second but let's go over here to your little Help Section, we already went over Import this Field, you saw that. Don't Import this Field. We also have Match Records Based on this Field. Well that happens when you choose Update Matching Records in Found Set if you switch to that. That's called Synchronization and when you do that, you get a third option when you're clicking on this arrow and you know switching between the arrow and this dot, it'll actually give you an option called Match Records based on this Field. That means I want to go ahead and import and match, not just add new records but take and say okay, maybe you have a Social Security Number or a Customer ID. Maybe we had a Customer ID and we want to match these and update the information in our FileMaker file from what we're importing. It would instead of adding records, would match them up and of course actually you had this option down here which is dimmed out, both of these options and it would say if I didn't find a match, add the remaining data as a new record. So you could actually get new records and existing records updated and added all in one shot. So that's pretty cool. What you have is this option which is not as widely used, it's called Update Existing Records in Found Set. That says if I have a Found Set over here and a Found Set over here, replace this information with this. Now if there's more records over here you can choose to Add the Remaining Records. Well that's a feature you can add, choose to check if that's chosen here. But it's not used very often because really I can give you a situation you'll see why. Let's say you imported this data source here and forgot to import let's say the Last Name, for some reason you missed it. Instead of importing everything again you can just import that one field and replace it in the Found Set and you know it will go faster is it what comes down to. Now there's one other dimmed out option here, Don't Import the First Record, this is typically for an Excel File that will have the first row as Field Names and you might want to have that option. Of course with the FileMaker File you don't have it and that's why it's dimmed out. So there we go, we're already to go ahead and import so we'll click Import. Now this next dialog that comes up is very important, Perform Auto-Enter Options, well that's referring to these fields and possibly other fields if we add later. You want to make sure those get populated since we're not importing into them, so you want to check that. Now this option down here has to do with Repeating Fields, we're not going to use this because that would be a Flat File Feature, Repeating Fields. So we won't be using that but this is one way to make a flat old database like a FileMaker Pro 5, a really old database take those Repeating Fields and make it into a Relational Construct. So you won't be using this, don't worry about it, we'll just click Import. It will tell you that it imported 41 records and there's zero errors so click OK. Notice that it put all the new records into a Found Set, there were 41 records that got imported but we have 43 total records. That's so you can process this after you import it, you might want to click into here and use a Replace Feature which we'll go over later to put the same Company Name on all these and it would make it much easier if you have a Found Set because then you can say work on just this Found Set and again we'll say this over and over again, this is the big difference between a database and a spreadsheet. Is that you have Found Sets that means you can work just on these 41 records for right now. So that's really handy that once you import, it comes in as a Found Set of 41. So you can just do something, a Post Processing Feature, a Replace like we've said we'll cover later. Who knows, maybe we just want to look through them and see what's in there. It's there in a Found Set which makes it very handy.
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