FileAmigo was recently the answer to the question: “Do you know a simple card catalog?” With the emphasis on being able to set up such a card catalog yourself. For a stamp collection, for a membership file, for the match reports and so on.
The most commonly used card index is of course the name and address card index, or the small database with which you keep track of Names, Addresses and Places. Now you don’t even have one card tray needed, because that is already possible with a little e-mail client and otherwise Google Contacts; the latter with or without the help of an app on the smartphone. It becomes different when you need a completely different card catalog for a completely different purpose. We quickly think of something with – for example – the sports club. Call me something, a card catalog to accompany a final exam?
New card catalog
When FileAmigo is started for the first time, the choice is between the obligatory name and address card catalog and creating a completely new database. We choose the second option and then we can set up a (1) new card catalog that you can devise yourself (Create File), (2) copy an existing card catalog (Copy File), (3) use a template (Use Template) or (4) import a text file (Import Text File). We choose the first option, because that way we start with a clean slate.
The second step takes place on the dialog box New File, where we start by assigning a name (Name) and a description (Description) for the card tray. Immediately afterwards, the desired field names can be added to the card catalog. You should know which fields you need and you can prepare everything immediately. If not, FileAmigo makes it possible to make corrections and additions afterwards, so don’t worry, experimenting is allowed…
Field Properties
When the desired field names have been inserted, the field properties must be properly adjusted. The first thing to think about is the field type, where FileAmigo includes the field types Text, Number, Date, time and Yes/No knows. Get the drop-down list at the option Date Type but take a look to see what the exact possibilities are. Furthermore, there is the option Required with which you indicate whether the field must – always – be mandatory. Through the field Default Data let you already enter a default value when a new record is created.
Further your attention to the section Rule and Values. This makes it possible to indicate the boundaries of a field. For a numeric field, for example, you can specify a minimum and a maximum value. A selection list with options can be set for a text field. All this to make it extra easy for you to enter it later! And if you want to change something about the card catalog afterwards (and continuously): File / Manage / File Design and Records.
You will also experience that you have forgotten all kinds of things while setting up the card catalog. You will almost always want to add new fields later and change the properties of existing fields. It will also happen – later in practice – that you still want to change the order of the fields. That is all possible with FileAmigo…
Enter records
When the card catalog has been set up, you choose edit and Add Record to add a new record to the card catalog. FileAmigo already comes with a layout cross (in spreadsheet form) that you can adjust by giving the columns their correct width. As for the actual input window, you can also adjust the size to get all the fields on the screen at once.
After which you will put the data ‘on the map’. You must follow the rules (Rule and Values) that you previously set yourself. And then you immediately experience how convenient it is to work with pre-filled drop-down lists! If the record is filled in a little later, there are three different storage options: Save, Save / New and Save / Copy. The last two options will come in handy if you’re entering repeating data, where large parts of the record are identical. For now, an and so on applies, which means as much as you can enter all your data…
Create Report
Once all data has been entered, you also want to be able to report that data – nicely. Go to File / Manage / File Design and Reports to add a new report to the card catalog. On the tab General give the report a name and you can also add a logo. The most important tab is of course the tab Columns, because that is where you tell which fields should appear in the report in which order. Pay attention, because via the option sort you can set a sort order; for example, to be able to sort by a total of points achieved. The report thus created will appear in the drop-down menu Reports of FileAmigo and presenting a report has never been easier.
Mention possibilities
You see, a card catalog isn’t much faster and easier to assemble! From design to presentation, it is a job of a few tens of minutes and a child does the laundry. Yes, you are going to have a lot of fun with FileAmigo. We conclude by mentioning a few more possibilities of this very versatile card catalog builder:
– Import and export. With a wizard for the import that responds to CSV differences.
– A smart search function where the contents of fields can be searched in many ways.
– Record view. While you click in the spreadsheet, the corresponding record is shown in its entirety.
– Change afterwards. Almost everything can be changed afterwards. Field names, field type, file locations, and so on.
And for those who want to go all out, there is the Pro version of FileAmigo. For just 50 Euros you get a lot of extra functionality that you don’t need (to be honest) for everyday use.
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