Comparing files

[sgreenwood]

I need to import updated records information from an excel file to update records in a Filemaker file (with 2000 names & addresses & donor info). I can choose which fields to match, and which not. So far so good. However, the excel file is the correct file and some records have been deleted and others added. I can't figure out how to deal with this problem. Do I create a clone with no records and then import the excel file into the clone? and then do a comparison? if so, please guide me on how to do a comparison between files that would delete & add records. I have never done a comparison before. Many thanks.

[jtomb]

I'm new at this too, so take this for face value.

The import Field Mapping page has a section where you can select the import action. I believe if you select: "Update matching records in found set" this would cause your existing Fm records to be updated with your excel data based on the match critera you specify. You would want to make sure that you have shown all records in your database if you want all the records updated. In addition, at the bottom of this page you should also find the "Add remaining data as new record" which I believe you would check so that records that exist in excel an not in your FM database would be added in the process.

[sgreenwood]

Thank you for your reply. That's very helpful in terms of updating and adding new records. BUT it still doesn't solve the problem of deleting records which would not be in the spreadsheet, does it?

Sorry for delay in replying...just now focusing on database once again.

[_henry_]

Hello SGreenWood,

Do you want to do some kind of synchronous process? So, you will be importing Excel Files (as the most up to date one) to your FM Database? Can you give more specific information, what kind of process to sync? For example, you just want to use the Excel files, and if there is any difference to the FM DB, will you overwrite it or merge the difference?

[Fenton]

Another feature of Import is that if you Show All Records first, which you must do to use Matching records (in this case anyway), the found set after the import is both the updated original records and the new records. If you Show Omitted, you will be looking at FileMaker records no longer in the Excel file. You could then Delete them.

Caution is advised. The field(s) you use for the matching keys must positively identify a record/row. Backup your file before trying this. Set Error Capture [On] and test that the Import had no errors, before deleting.

[sgreenwood]

I'll try it. Thanks!