And some ways to fix it
Ensuring clean data entry is a key aspect of database management in FileMaker Pro. But. The built-in validation system at the field level is flawed. It's been with us for too long.
Understanding Field Validation in FileMaker Pro
FileMaker Pro provides field-level validation options that can be configured in the database schema. These validations include checks for empty fields, unique values, and specific formats. While these features seem useful, they often fail in real-world scenarios, especially during imports or when scripts interact with fields.
Key Issues with Field-Level Validation
Silent Failures During Import:
When importing data, FileMaker allows invalid data to be imported without throwing errors. For example, if a field like a creation timestamp is left empty during import, the system doesn’t flag it as an issue. However, when users later try to edit the record, they encounter errors that are difficult to resolve.
Unintuitive Error Handling:
When validation fails, users are presented with cryptic error messages. For instance, if a required field is empty, users may see a dialog box with limited options like "Revert Record" or "Cancel," which can lead to confusion and data loss. I'm sure you've seen users force-quite FileMaker when they see these errors.
Validation can be bypassed by SetField ( )
Setting data in a script can override field-level validation rules, such as "not empty" or "unique." This can result in invalid data being saved, breaking the integrity of the database, so it's something you need to think about.
Poor User Experience:
Default validation error messages are generic and unhelpful. They don’t guide users on how to fix the issue, and reverting a record often results in the loss of all changes made to that record.
Better Alternatives
Move the validation logic away from the field level and implement it through scripts. Here are some alternative approaches:
1. Script-Based Validation
Use script triggers like OnObjectSave or OnObjectExit to validate data as users interact with fields.
Example: A script can check if a date is in the past and display a custom error message. If the date is invalid, the script can clear the field or highlight it for correction.
2. Conditional Formatting and Visibility
Combine validation scripts with conditional formatting to provide visual feedback. For example:
Highlight future dates in yellow.
Display a warning icon for invalid dates.
Conditional visibility can also be used to show or hide error messages dynamically.
3. Custom Error Messages
Replace FileMaker’s default error dialogs with custom messages that are more user-friendly and specific to the context.
Example: Instead of "This field is defined to contain specific values," display "The date cannot be in the past. Please enter a valid date."
4. Validation During Imports
Use scripts to preprocess data before importing it into the database. This ensures that invalid records are flagged and corrected before they are added to the system.
Advantages of Script-Based Validation
Greater Control:
Scripts allow you to define complex validation rules that go beyond the capabilities of field-level settings.
Improved User Experience:
Custom error messages and visual feedback make it easier for users to understand and fix validation issues.
Data Integrity:
By centralizing validation logic in scripts, you can ensure consistent enforcement of rules across all interactions, including imports and scripts.
Flexibility:
Script-based validation can adapt to different contexts, such as allowing certain exceptions or providing warnings instead of hard errors.
Conclusion
Field-level validation in FileMaker Pro is limited and often leads to poor user experiences and data integrity issues. By moving validation logic to scripts and leveraging features like conditional formatting and custom error messages, you can create a more robust and user-friendly system. While this approach requires more effort upfront, it pays off in the long run by reducing errors and improving the overall usability of your database.If you’re looking to implement these techniques in your FileMaker solution, start by identifying critical fields that require validation and design scripts that handle edge cases gracefully. With these strategies, you can overcome the limitations of FileMaker’s default validation system and build a more reliable application.
Also, I confess that I used Simtheory.ai to watch the YouTube video I made, and summarize it for this blog post. I did make some edits.
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