Connect to Act CRM Data Using the Script Function in Claris FileMaker Pro

Claris FileMaker is a low-code database application development tool that enables users to create custom apps for managing and organizing data. It combines a powerful relational database engine with an intuitive interface, allowing both technical and non-technical users to design and deploy applications across desktop, web, and mobile platforms.

In this article, we'll explore how to use the CData ODBC Driver for Act CRM and FileMaker scripting to connect to Act CRM data.

Create an ODBC Data Source for Act CRM

If you have not already, first specify connection properties in an ODBC DSN (data source name). This is the last step of the driver installation. You can use the Microsoft ODBC Data Source Administrator to create and configure ODBC DSNs.

The User and Password properties, under the Authentication section, must be set to valid Act! user credentials. In addition to the authentication values, see the following:

• Connecting to Act! Premium

  In addition to the authentication values, the URL to Act! is also required; for example https://eup1-iis-04.eu.hosted.act.com/.

  Additionally, you must specify the ActDatabase you will connect to. This is found by going to the About Act! Premium menu of your account, at the top right of the page, in the ? menu. Use the Database Name in the window that appears.

• Connecting to Act! Premium Cloud

  To connect to your Act! Premium Cloud account, you also need to specify the ActCloudName property. This property is found in the URL address of the Cloud account; for example https://eup1-iis-04.eu.hosted.act.com/ActCloudName/.

Note that retrieving ActCRM metadata can be expensive. It is advised that you set the CacheMetadata property to store the metadata locally.

When you configure the DSN, you may also want to set the Max Rows connection property. This will limit the number of rows returned, which is especially helpful for improving performance when designing reports and visualizations.

Connect and Sync Act CRM data with FileMaker Using Scripts

In this section, we walk through the steps to connect live Act CRM data to FileMaker using the CData ODBC Driver for Act CRM and the Script function. During the initial import, FileMaker brings in all data from the external data source. From the second import onward, it updates only the data that has changed in the external source (a differential update). You can also replace the data in the current record order and schedule these differential updates for automated syncing.

You can download and install the latest version of FileMaker Pro for your Mac/Windows/Linux systems from this link.

Connect and sync Act CRM data with FileMaker using scripts

Scripting in FileMaker automates complex tasks and workflows by running a sequence of actions with a single command. By using scripting to integrate with Act CRM, you can automatically connect to, import, update, and replace Act CRM data within your FileMaker applications, streamlining data management and improving efficiency.

First-time importing and adding Act CRM data using script

In this section, we'll use scripts to import Act CRM data into FileMaker by following these steps:

1. Open FileMaker Pro. Navigate to Create from the left panel and select Blank > Create.

2. Enter a filename of your choice and click Save.
3. In the Manage Database window, go to the Tables tab and create or rename the table where you want to display the Act CRM data.

4. In the Fields tab, create and add the fields you want to use in the table.

5. In the Relationships tab, add table relationships if there are multiple tables, then click OK.

6. To reopen and modify the table structure, go to File > Manage > Database.
7. Navigate to Scripts > Script Workspace.

8. Select New Script to open a new script workspace.
9. From the Steps panel on the right, select Records > Import Records > Insert into Script.

10. In the Specify Data Source dropdown, choose ODBC Data.
11. Select CData ActCRM Sys from the Select ODBC Data Source window, and click Continue. Enter your Act CRM credentials and click OK.

12. In the Specify ODBC SQL Query dialog, enter the SQL query in the SQL text editor to import the desired Act CRM data.

13. Alternatively, select Query Builder to open the SQL Query Builder window. Choose the target table from the Tables section and relevant columns from the Columns section. Click Insert into SQL Query after each selection to auto-generate the query. You can also manually edit the query using WHERE and ORDER BY clauses or the designated tabs. Click OK to finalize the query.

14. Click OK.
15. In the Specify import order option, click Specify and enter the Act CRM credentials.

16. In the Specify Import Order window, define the import order for the target fields you added earlier. Select Add between the source and target fields to insert the Act CRM data as new records in the table. Click Import.

17. The script now appears in the workspace. Click Run to execute the script and process the import.

18. FileMaker imports the Act CRM data as a table.

Update or Replace Imported Act CRM data Using a Script

After importing the Act CRM data into FileMaker, use scripts to update or replace any changes made in Act CRM by following this process:

1. Go back to the Script Workspace by following the steps mentioned in the earlier section.
2. Select the existing script, click the settings button, choose Specify under Specify Import Order, and re-enter the Act CRM credentials to authenticate.

3. In the Specify Import Order window, choose Update between source and target to update the imported Act CRM data. This updates the target's found set with Act CRM data values from selected fields when the match fields have the same values. You must define at least one match field in the mapping and select the checkbox Add remaining data as new records. Click Import.

4. Alternatively, choose the Replace option instead of Update, based on your use case. This replaces the selected fields in the target's found set with Act CRM data in the current record order. Click Import.

5. FileMaker adds the script to the workspace. Click Run to execute the script and process the import query.
6. FileMaker imports the updated or replaced Act CRM data as a table.

Get Started Today

Download a free 30-day trial of CData ODBC Driver for Act CRM to integrate Act CRM data into Claris FileMaker and work with Act CRM data in your FileMaker applications.

Reach out to our Support Team if you have any questions.