Music Monitor is built on FileMaker Pro, 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. 

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. 

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. 

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.