5 New Year tips on merging logbooks

Tip #1

Unless you have to… don’t do it!
Instead move your up to date ‘logbook9.fmp12’ file from one device to another as an email attachment. It will open if you put it in the relevant logbook folder to replace the existing file on a PC/Mac, and it will open in FileMaker Go on an iOS device.

Tip #2

If your cases are coming from an older or different logbook version, you can import them on a Mac/PC from one of the standard automatic text file backups (look in the logbook ‘backups’ folder). The fields are automatically aligned if you use the top menu: ‘Scripts’ > ‘Importing Cases’ > ‘Update from a previous version’ routine.

Tip #3

If you have already started a second version 9 logbook, you can only merge logbook files and cases on a Mac/PC.

  • Open your Mac/PC logbook
  • Go to the menu bar at the top of the screen: File > Import Records > File…
  • Change the ‘Tab-Separated Text Files’ option to ‘FileMaker Pro Files’
  • Select your other ‘logbook9.fmp12’ file with the additional cases in it
  • Change the import order from ‘Last Used’ to ‘Matching Names’
  • Go for it! (you can still delete the imported cases if it all goes wrong)
  • If the import results in duplicates of some cases, these can be safely eliminated later in the ‘Toolbox’ section.

Tip #4

Get rid of old copies of logbooks on iOS devices, otherwise if you try to copy a new ‘logbook9.fmp12’ file to the device, iOS will automatically rename it ‘logbook9 1’ to prevent two files having the same name. This then causes confusion, especially with backups.

Tip #5

If you are trying to import cases from another source (e.g. Excel spreadsheet) the process is more complicated, and you will have to map the spreadsheet fields manually to the logbook fields during the import process.

These are the names and format of the 24 core data fields within the logbook:

  • Date (in DD/MM/YYYY format)
  • Ref no (optional)
  • DoB (in DD/MM/YYYY format as an alternative to ‘age’ )
  • Sex (M/F)
  • ASA (1-5)
  • Priority
  • Specialty
  • Start (in HH:MM format)
  • Finish (in HH:MM format)
  • Anaesthetic 1 (traditionally airway technique)
  • Procedure 1
  • Procedure 2
  • Procedure 3
  • Incident 1
  • Incident 2
  • Incident 3
  • Supervision
  • Operation
  • Notes
  • User 1 (contents entirely up to you)
  • User 2 (contents entirely up to you)
  • Anaesthetic 2 (traditionally regional blocks)
  • Age (alternative to DoB in years as a decimal e.g. ‘10.5’)
  • Trainee ID (optional locator)