Cross-File Lookups and Reference Data

Beginner

Use FileMaker external data sources for shared reference data, understanding when lookups across files make sense and how to keep reference data in sync.

What you'll learn

How to configure a shared reference data file as an external source
The difference between a cross-file lookup (copy) vs. a cross-file portal (live)
How to refresh lookups when reference data changes
Performance and hosting considerations for shared reference files

Many FileMaker solutions need shared reference data -- currency codes, country lists, product categories -- that multiple solution files use. Rather than maintaining duplicate tables in each file, an external reference file serves all solutions. Cross-file lookups copy values at a point in time; cross-file portals show live data. Choosing correctly between the two depends on how often the reference data changes.

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Setting up the shared reference file

Host the reference file on the same FM Server as the consuming files. In each consuming file, add it as an external data source using a server path. Give it a descriptive name in the sources list.

TEXT

// In consuming file: File -> Manage -> External Data Sources
// Add source:
//   Name: SharedReference
//   Type: FileMaker
//   Path: fmnet://<server>/SharedReference
//         OR file:../SharedReference/SharedReference.fmp12

// Then: File -> Manage -> Database -> Tables -> Add table occurrence
// Choose SharedReference as the source, select Countries table

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