Building User-Proof FileMaker Apps: Preventing Errors and Enhancing Security

FileMaker 2025 introduced several quality-of-life features for developers, but one that stands out for day-to-day scripting is the new GetRecordIDsFromFoundSet ( type ) function and Go To List of Records script step. These simple yet powerful features gives developers native access to the current found set's record IDs, enabling a range of new workflows and efficiencies. In this post, we'll explore how it works, why it matters, and how you can use it to track and restore found sets in your solutions.

What Is a Found Set and Why It Matters --------------------------------------Building apps in FileMaker can dramatically streamline business workflows. But even the best software can go sideways fast if users make mistakes the system doesn't anticipate. That's why user error protection isn't just a feature , it's a foundation of quality FileMaker development. In this article, we'll dig into why error-proofing is vital, common pitfalls, and how to design FileMaker solutions that are safe, robust, and user-friendly.

Why User Error Protection is Crucial in FileMaker Apps

FileMaker's low-code platform empowers teams to build custom apps fast, but that power comes with risk. With many users entering data, running scripts, or managing records, mistakes are inevitable. Unprotected apps can suffer from:

Data corruption or loss
Workflow interruptions
Unintended record deletions or edits
Security breaches due to misused permissions

A 2013 experimental study by Xiaoli Wu on user errors in human-computer interfaces found that perceptual confusion was the most common source of user errors, outpacing all other categories including simple slips or memory lapses. Under normal conditions, users made an average of about 10 errors per session, but when placed under time pressure, this average shot up to nearly 48 errors, a nearly fivefold increase. The study also highlighted that many errors occurred because users couldn't find the right button or misinterpreted interface elements, with "perception confusion" and "misperception" together accounting for the vast majority of mistakes. This clearly shows that even small interface misunderstandings or ambiguous instructions can rapidly multiply errors, especially in business-critical apps.

Common User Error Scenarios in FileMaker

Understanding where things typically go wrong is step one to prevention. Here are the most frequent user error scenarios in FileMaker apps:

Accidentally deleting records due to unclear button placement or giving full-menu access.
Entering invalid data (e.g., text in a numeric field).
Overwriting important data without warnings or backups.
Running scripts with incomplete or incorrect input.
Mis-navigating layouts and editing the wrong records.

By anticipating these errors, developers can design smarter apps that catch mistakes before they become issues.

Key Strategies to Prevent User Errors in FileMaker Development

1. Data Validation and Input Controls

Use FileMaker's built-in validation options to require the right kind of data, in the right format, at the right time.

Apply field validation rules (e.g., must be numeric, can't be empty).
Use dropdowns, radio buttons, or pick lists instead of free-text fields whenever possible.
Employ auto-enter calculations to enforce consistency or to sanitize data input.

This drastically reduces the risk of incorrect or incomplete data being stored.

2. Clear Interface and Navigation Design

A confusing interface increases the odds of mistakes. Prioritize:

Clear button labels and distinct actions (no "Delete" next to "Save").
Logical tab orders and layouts.
Visual cues for critical actions (color, icon, or confirmation dialog for deletions).

A user-friendly interface not only reduces errors but also builds trust in your app.

3. Script and Error Trapping

Scripts are powerful in FileMaker, but without error handling, a single missed variable can break workflows. Use:

Error capture routines to trap script errors.
If...Else statements to check for required data before running scripts.
Custom dialog boxes to confirm high-risk actions like deletes or replaces.

For advanced use, consider logging errors to a hidden table for review.

4. Role-Based Security and Permissions

Not every user needs access to every feature. Set privilege sets to restrict actions based on user roles. For example:

Limit "Delete" permission to managers.
Hide sensitive layouts from general users.
Validate user-level or role before continuing a script or allowing action buttons to be visible.

This not only prevents accidents but also strengthens data security.

5. Regular Backups and Recovery Planning

Even with the best prevention, mistakes can slip through. Schedule regular backups and teach users how to recover from errors:

Nightly automated backups.
"Undo" scripts or record restore functions.
Clear documentation on who to contact in case of a problem.
Integrate record auditing and logging.

Testing and Training: The Last Mile

Prevention tools are only as good as the people using them. Always:

Test your app with real users to spot confusing workflows.
Train users on new features and safety protocols.
Gather feedback regularly to improve the user experience.

Many successful FileMaker teams hold quarterly reviews to check for new pain points and update their protection strategies.

Conclusion

Protecting your FileMaker apps from user error is essential for reliable, efficient, and secure workflows. By prioritizing error-proofing through validation, interface design, error trapping, permissions, and regular testing, you save time, reduce frustration, and safeguard your data. Build your next FileMaker app with user protection in mind, and you'll thank yourself (and your users will thank you too).

External Resources I'd Recommend Checking Out

In FileMaker, a found set refers to the subset of records returned after performing a find request or other filtering action. Users and developers often rely on the found set to maintain context --- whether it's a list of customers filtered by region or a set of invoices due this month.

However, one long-standing limitation in FileMaker has been the inability to natively capture and recreate found sets in a straightforward, script-friendly way. While workarounds involving global fields, relationships, or custom record flagging existed, they were often complex and prone to performance issues.

For example, my approach has always been to utilize a custom function called cf_FoundSet ( field ; start ) based on Eilert Sundt's FoundList custom function. This utilized GetNthRecord to build a return-separated list of a field for the found set. I would pass in my Primary Key as the field and then store the results in a global variable or global field to access later. This worked great, until it didn't. Large Found Sets of 100,000+ records would lock up the system. Too many records would return a "?" because a custom function can only support so many iterations of calling itself. Therefore, I always had to be careful of my found set and add in extra validations before I attempted to store one.

Introducing `GetRecordIDsFromFoundSet ( type )`

FileMaker 2025 solves this challenge with a new function:

GetRecordIDsFromFoundSet ( type )

This function returns a return-separated list of internal record IDs from the current found set as a list or JSON Array. This returns the record IDs of all records in the current layout's table, regardless of what's visible in the found set.

While the FileMaker documentation hasn't been updated fully to explain the types, I found some helpful information from BeezWax about the type parameter options:

0 = Value Array 1 = Value JSON String Array 2 = Value JSON Number Array 3 = Value Range Array 4 = Value JSON Range String Array

Because record IDs are consistent and unique within a table, they can be stored and reused to later restore a user's context. This goes hand-in-hand with another new function Go To List of Records.

Go To List of Records options dialog --- Courtesy of BeezWax

In the List of Record IDs field you will place the returned list you got from GetRecordIDsFromFoundSet ( type ). It's important to also ensure you select the correct layout context for the record ids. Record ID 234 may ben in both your Orders table and your Products table.

Advantages Over Previous Workarounds

Before FileMaker 2025, developers had to build workarounds like:

Tagging records with session IDs
Using global fields or variables to store search parameters
Creating utility relationships to preserve context

These methods were functional but often bloated, hard to maintain, or prone to race conditions in multi-user environments.

Now, developers can work directly with the underlying record IDs, improving performance and script simplicity.

Multi-Window and Multi-User Contexts

In solutions that use multiple windows or track user-specific found sets, the new function shines. You can capture each window's found set independently and restore them as needed. Likewise, user-specific found set contexts can be stored in a session table or global variable set keyed by user ID.

This makes it ideal for:

Dashboards that track filtered record sets
User bookmarks
Multi-step workflows across layouts

Considerations and Limitations

Record IDS are internal to the file and will change if the file is cloned or records are imported. In comparison, to having a Primary Key or UUID on individual records.
The function may not work in server-side or web scripting without context. Make sure that you always set the context before using this function to avoid unexpected results when running a server-side script.

Final Thoughts

The GetRecordIDsFromFoundSet ( type ) and Go To List of Records functions are small but mighty additions that will become a staple in developer toolkits. It simplifies tracking, storing, and restoring user context with minimal scripting overhead. Whether you're building dashboards, task flows, or user-driven filters, this function brings newfound clarity and efficiency to your FileMaker solutions.

Let me know in the comments what you think about these additions to FileMaker 2025.