Advanced Topics in AcuBase Pro: Finding Records

Wednesday, November 21, 2007
Posted in: AcuBase and Trigram Stuff

Beyond the standard ways of using AcuBase that are available through the user’s guide and buttons available in the program, there are many shortcuts in the program.  Because AcuBase Pro was created in FileMaker, most of the functionality of FileMaker is also available in AcuBase as well.  We created the buttons and interface to make use of the program intuitive, but power users and/or those familiar with FileMaker may find using shortcuts such as those covered in this post and others in the future will greatly speed up certain functions in the program.

One function you use quite a lot is the Search.  You may search for records in any layout by clicking on the Search button and then entering the criteria you’d like to search on into that search screen. 

A faster way is to simply go to Find mode from any screen you are in to search for records from within that screen.  FileMaker Pro uses the Find mode to retrieve data. The Find mode process is called query by example; information is entered into a field of a blank screen layout. After completing the Find, the data becomes a found set of information to be used as needed, such as sorted, exported or printed.  In order to do faster searches (or “Finds”) from wherever you are in the program, do the following:

1. Go to the layout/window you wish to search from. The correct layout will contain the field or fields to search on. For example, to find all people with last name "Smith," make sure the layout has a last name field.
   
2. Change to Find mode.  AcuBase has ways to select modes, from the menu bar under "View," from the pop-up menu on the lower left of the screen or by keyboard command (Control F for the PC or Command F on the Mac). AcuBase will then display a blank layout on the screen.
   
3. Place the cursor active in field that contains the criteria on which the search will be performed. For example, to locate someone named Smith, enter the last name field and type "Smith."
   
4. Use multiple find requests for more advanced searches. Enter the criteria for the first find. Go to "Requests" and select "Add New Request." A new, blank layout screen will appear. Enter the additional request criteria in the appropriate field of the second find layout. For example, to find records for the last names "Smith" and "Jones," enter Smith in the last name field of the first find request and Jones in the last name field of the second find request. The result will yield records in which Smith or Jones appears in the last name field.
   
5. Enter special Symbols in find fields when needed. A list of these symbols appears on the Find mode status area on the left side of the screen under the rolodex.  It says “Symbols” with a right arrow.  Clicking on the arrow will bring up a pop-up list of the find symbols. Popular symbols include a symbol to search a range, such as a range of date or values; a symbol for "less than" and "more than;" and a symbol for exact match, which helps to find empty fields.
   
6. Put a check in the Omit box when needed. The Omit box will omit from the found set all records that have the criteria in that field. For example, to find records for all states except Mississippi, enter Mississippi in the state field and click the Omit box.
   
7. Click "Find.”  AcuBase brings up the records that match the request. This is called the Found Set. The number of records found will be listed on the left status area. 

Doing special finds for the exact data you need in your Found Set is especially useful when you want to quickly find a group of records in the Forms section of AcuBase. Say I want to create a Happy Birthday letter for all patients born in February.  First, go to the Patients/Overview tab and go to Find mode (Control + F). In the Month of Birth field, enter 2/*/* (all days and years with February as the month), and then click on the Find button on the left side of the screen.  All of the patients with February birthdays show up (if there are more than one, you can see them in List View).  Now choose any of these patients, go to the Forms tab, and choose your Happy Birthday form letter on the left side of the screen.  It appears on the right side in the yellow field box.  Click on the Preview subtab in the middle-right side of the screen, and click on Print Form.  You may print a letter for that patient, or all patients in the Found Set (with February birthdays).

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