Creating, Duplicating, and Deleting Related Records in a Portal - File Maker

Assuming “Allow creation of related records” is enabled for a given relationship and the portal to the related database has a valid relationship, you can create and duplicate records in the related database without actually switching to that database in the Window menu. Likewise, if “Allow deletion of portal records” is enabled for a given portal, you can delete related records from a related database without switching to that database.

Creating Related Records in a Portal
To create a related record in a portal, put your cursor in any available related field in the portal (except for the related foreign key, which is auto-entered when you create the related record to make that record have a valid relationship to the current one) and start typing. A new record will be created in the related database that will stay attached to the current record for as long as the foreign key in the related record remains the same as the primary key of the current record.

Duplicating Related Records in a Portal
To duplicate a portal row (related record), highlight the entire portal row by clicking somewhere in it (not in an enterable field but elsewhere in the portal row) and press CONTROL-D /COMMAND-D. Like new portal row records, the duplicated related record will remain attached to the current record until you change the primary /foreign key of the current/related record such that they no longer match.

Deleting Related Records in a Portal
To delete a portal row (related record), highlight the entire portal row by clicking somewhere in the portal row (not in an enterable field but elsewhere in the portal row) and type CONTROL-E /COMMAND-E.

Copying Records
You can copy the current record or the current found set of records to the Clipboard where you can then paste what you’ve copied into a FileMaker field or even into documents created in other applications like a word processor document. To copy the current record, first make sure your cursor is not in any fields (click somewhere else on the layout), then type CONTROL-c /COMMAND-C or select Copy from the Edit menu. Nothing will seem to happen, but you’ve just copied the text contents of all fields on the layout except container fields.

Now switch to Notepad/SimpleText or open a new Microsoft Word document and select Paste from the Edit menu or type CONTROL-V /COMMAND-V.

You’ll notice a few things.

  • The field contents are pasted without any styling you might have applied to data in fields (font point size, bolding, or italicizing).
  • The field data are pasted without the field names (labels) in the order in which they appeared on the FileMaker layout in a standard text-based data format called tab-separated text format (also known as tab-delimited format); a tab character separates the text data in each field. Tab-delimited format is a standard format for data files across many different database applications(as is comma-separated text format, where a comma separates the text data in each field instead of a tab).

To copy an entire found set of records, type CONTROL-SHIFT /COMMANDOPTION- C, then paste this into a text document. You’ll see that while tabs separate the fields in a pasted block of text from a FileMaker source, carriage returns separate records.

Copying Data in Portals
When you copy a record while on a layout where there’s a portal, data in the related fields is copied along with the data in the fields of th master record in the order in which the fields appear on the layout. If you’ve got a portal with only three rows showing but the portal’s vertical scroll bar turned on, data from all related fields in the portal, whether visible or not, will be copied. If the vertical scroll bar isn’t on, only data from the visible portal rows will be copied.

Contextual Menus
If you right-click/CONTROL-click anywhere on a record except in a field, you get a small contextual menu allowing you to copy, create, duplicate, or delete a record. This is a quick and handy feature.


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