Overview
Music Monitor is built on FileMaker, a full database application, so you have access to all of its export features. But there are also many pre-set options within Music Monitor to pull out the data you need in a simple and usable way.
Simple Export Options
Save as Excel
In the black top bar of many screens, you will see the Save as Excel button.
Selecting that button will export the fields in your current view, for the records in your current Found Set, to an Excel sheet.
If you're in a List View screen, and you select the Super Users button to go to a Table View screen, you can see different fields (usually more fields). If you export from there, your Excel sheet will contain all those fields.
See below for guidance on advanced use of this view.
NOTE: If you export from the Students file, the export will include fields relating to the tab you have displaying, so if (for example) you have the Loans and Hire tab open, the export will include fields from the Loans and Hire file.
NOTE: You can also use the inbuilt FileMaker menu File > Save/Send Records as to save from any screen, even if the Music Monitor button is not provided.
Pre-Set Reports
Music Monitor includes a lot of reports that output results in a PDF or Excel sheet, pre-formatted for specific purposes. You will find them in places such as:
Common Tasks > Printouts
Common Tasks > Quick Reports
Common Tasks > Financial Reports
Common Tasks > Beginning of Term
Common Tasks > Statistics
Common Tasks > Timetabling
The Salaries module
The Billing Preview screen
If you need a report that is not currently provided, please get in touch! We can often build something for you quickly and at low cost.
Advanced Options
Modify the Super Users View
In the top right of the Super Users view is a Modify button.
Select that button to change the fields that are displayed in this view. You will be asked if you want to save the changes. If you select Yes, the table will have the same setup next time you come to this screen.
Note: When your file is updated by the Music Monitor team, those changes will be lost and the table will have the default setup again. See Custom File for the option to create a persistent table.
When you select the Modify button, you will see a list of fields.
This list includes the fields that are included in the default setup, as well as any that you have added.
The ones that are ticked are visible in the current view.
Fields that have a double colon "::" in their name are drawn from a different file from the one the table is in. The first part of the field name is the file they belong to, and the second part is the field in that file.
If a field is in the list but is not visible, you can simply select the tick box to make it visible.
More Fields
If you want to include a field that is not on the list, select the + button in the bottom left of the window.
That opens a list of all fields in the current table.
Select any field you wish to include in the list.
Use Ctrl + Click on Windows (Cmd + Click on Mac) to select multiple fields.
Select OK at the bottom to add these fields to the list.
Even More Fields!
If the field you want is not in this table, you can also choose fields from other tables. Select the drop-down arrow at the top, where it says "Current Table".
You will see a list of all tables that are related to your current table.
You need to know which table to include, but the most common ones are quite clearly named:
Students
Tuition
Ensembles
Attendance
Resources
If the data you want is an attribute of the actual student, such as age, year level, etc., then you need to look in the Students file, and the same logic applies to other data.
Select the table you wish to find data in, then you will come back to the earlier screen where you can select the fields you wish to include.
FileMaker Export
FileMaker Pro is a powerful database application and includes an export function that gives you a lot of options. But it is complex. Here is a basic guide.
From the file you want to export, go to File > Export Records
The first thing you will have to do is specify:
The file name for the resulting file
Where to save it
The file type (it defaults to tab-separated values, but you will often want other choices such as Excel Workbook or Comma Separated Values)
If you're saving as Excel, you'll then see some more options for data to enter relating to the file (Worksheet, Title, etc.). These are all optional and can be left blank if you wish.
You will then see a screen where you can choose which fields to export.
Add a field to the list by selecting it in the left-hand column and selecting Move, so that it appears on the right.
Change the sort order of your selected fields by grabbing the tiny double arrows at the left of any field name and dragging it up or down the list.
Select Export and the file will be exported to the location you chose in the first step.
If you need to do this for more than a one-off, unusual circumstance, please get in touch because we would really like all your everyday data extraction needs to be supported by the simpler options available.