Month: April 2025

Client interactions are at the heart of business relationships—but capturing, organizing, and logging those conversations into your CRM? That’s often a manual chore that gets delayed or skipped entirely. What if your FileMaker system could automatically summarize meeting notes, analyze tone, and log next steps, all without writing a single line of custom code?

Now it can.

Thanks to powerful no-code integrations with OpenAI, Google Gemini, Claris Connect, and Make, FileMaker users can now build intelligent, AI-assisted workflows faster and easier than ever before.

The Problem: CRM Notes Are Often Messy or Missing

For client service teams, sales reps, and project managers, capturing notes after a meeting is essential—but it’s also time-consuming. As a result, notes are often:

• Inconsistent in format or quality
  
  

• Stored in personal files or notebooks
  
  

• Forgotten altogether after a busy day
  
  

• Entered into CRMs too late to be actionable
  
  

Even when notes are entered, the insights within them often go underutilized. There’s no tagging, no sentiment analysis, no clarity on next steps. The result? A CRM that stores data, but doesn’t surface insight.

The Solution: No-Code AI Integration with FileMaker

With a few simple tools, you can now pipe data directly from FileMaker into an AI model, receive back a summarized version, and post it right into your client record—all automatically.

This setup uses:

• Claris Connect – Apple’s official automation platform for integrating FileMaker with other tools
  
  

• Make (formerly Integromat) – A flexible, visual automation builder
  
  

• OpenAI or Google Gemini – For powerful natural language processing
  
  

How It Works (At a High Level)

1. A user logs raw notes into a FileMaker field—typed in or pasted from a transcript.
   
   

2. Claris Connect and Make detect the new data and send it to an AI service (like OpenAI).
   
   

3. The AI processes the input and returns:
   
   

• A clean summary of the conversation
  
  

• Suggested action items or follow-ups
  
  

• Sentiment tags (e.g. positive, neutral, urgent)
  
  

4. FileMaker automatically logs these results in the client’s record—organized, actionable, and searchable.
   
   

This workflow can run in the background or display results for review before finalizing.

What Makes This a Game-Changer?

• No Plugins or Custom Code Required – Everything is handled with native integrations and visual automation tools.
  
  

• AI-Powered Insight – The CRM becomes a smart assistant, not just a static record.
  
  

• Consistency Across Teams – Every user gets help structuring their notes, making data more useful.
  
  

• Actionable Follow-Ups – Get clarity on next steps immediately, without reviewing full transcripts.
  
  

Real-World Use Cases

• Sales Teams – Automatically summarize discovery calls and flag key buying signals.
  
  

• Support Teams – Tag customer sentiment and urgency after help desk conversations.
  
  

• Client Services – Log client feedback with follow-up tasks already defined.
  
  

• Internal Projects – Turn messy meeting notes into clear next steps for execution.
  
  

The Bottom Line: Insight Without the Overhead

You don’t need to be a machine learning engineer to add AI to your FileMaker system anymore. With today’s integration tools, you can tap into the power of GPT or Gemini to:

• Save time
  
  

• Improve data quality
  
  

• Make smarter decisions
  
  

• And actually use your CRM as a customer relationship tool—not just a digital filing cabinet.
  
  

Want help setting up a no-code AI workflow in your FileMaker system? Let’s talk—we’ll show you how quickly it can come to life.

 

Coordinating deliveries—especially at scale—requires more than sticky notes and shared spreadsheets. Without a structured schedule, even small delays can create major bottlenecks, disrupt customer expectations, and strain internal teams. For businesses managing high delivery volumes, clarity and coordination are key.

Claris FileMaker offers a customizable solution to generate detailed delivery calendars that keep operations running on schedule. Whether you’re coordinating daily truck routes, convention drop-offs, or equipment pickups, FileMaker automates calendar generation, ensuring your entire team stays aligned and customers remain informed.

Why Delivery Scheduling Needs Structure

Relying on manual scheduling tools often leads to:

• Missed or Overlapping Appointments – Without real-time visibility, it’s easy to double-book time slots or miss key delivery windows.
  
  

• Poor Communication – Internal teams and customers may not be alerted when deliveries are scheduled, changed, or delayed.
  
  

• Disorganized Dispatching – Drivers and logistics teams operate without a clear picture of the day’s plan.
  
  

• Frustrated Clients – Delays or unclear delivery times erode trust and satisfaction.
  
  

The larger the operation, the more crucial it is to keep schedules tightly managed—and clearly communicated.

How FileMaker Creates Smart Delivery Calendars

Claris FileMaker makes it easy to build a delivery calendar that reflects your business’s unique needs. Key features include:

• Automated Calendar Generation
  Automatically populate delivery schedules based on confirmed orders, routes, availability, or lead times.
  
  

• Drag-and-Drop Rescheduling
  Easily adjust deliveries on the fly with a visual interface, updating related records in real time.
  
  

• Color-Coded Views and Filters
  Segment deliveries by location, team, status, or client priority for quick insights and better planning.
  
  

• Team Notifications and Assignments
  Alert staff when deliveries are scheduled or updated—automatically assigning tasks to the right drivers or teams.
  
  

• Customer Visibility Options
  Generate customer-facing delivery calendars or confirmations, helping clients stay in the loop and reducing inbound support inquiries.
  
  

A Calendar That Works Across Your Workflow

Whether you’re coordinating deliveries across multiple warehouses, managing 3PL schedules, or tracking on-site service drop-offs, FileMaker lets you design a delivery calendar that supports your flow—not the other way around. Integrate with external systems like Google Calendar, Outlook, or dispatching platforms for maximum flexibility.

A well-organized delivery calendar is essential for minimizing delays and keeping customers informed. Claris FileMaker helps you generate and manage delivery schedules with structure, automation, and clarity—ensuring your team stays on track and deliveries go out as planned. Interested to learn more about how Claris FileMaker can solve for delivery scheduling? Reach out to Kyo Logic here.

 

Customer expectations are high—orders need to be processed quickly, inventory must be accurate, and shipments should be seamless. Disconnected systems can cause delays, data entry errors, and fulfillment mishaps that erode customer trust. The solution? A streamlined backend that connects all the dots.

Claris FileMaker offers a powerful way to centralize and automate the entire order-to-fulfillment process. By integrating online orders directly with billing, inventory allocation, and shipping logistics, FileMaker ensures your operations stay efficient, accurate, and ready to scale.

The Problem with Disconnected Order Systems

Many businesses struggle with order fulfillment because their systems aren’t talking to each other:

• Manual Data Entry – Staff enter orders into multiple systems, increasing the risk of errors.
  
  

• Inventory Mismatches – Lack of real-time stock updates leads to over-selling or backorders.
  
  

• Delayed Billing and Shipping – Orders get stuck in the pipeline because steps are managed manually or in isolation.
  
  

• Poor Visibility – Sales, fulfillment, and finance teams can’t easily track order status or respond to customer inquiries.
  
  

These issues multiply as order volume grows or when businesses rely on third-party logistics (3PL) partners.

How FileMaker Streamlines the Order Lifecycle

Claris FileMaker enables you to build a fully integrated order management system tailored to your specific workflows. Features include:

• Real-Time Order Sync
  Automatically pull customer orders from ecommerce platforms or sales forms into your central system.
  
  

• Inventory Allocation at Point of Sale
  FileMaker instantly checks stock availability, reserves inventory, and prevents overselling.
  
  

• Automated Billing and Invoicing
  Generate invoices automatically based on order details, pricing rules, or fulfillment triggers.
  
  

• Shipping Integration and Tracking
  Connect FileMaker to your shipping platform or 3PL provider to generate labels, assign carriers, and track deliveries.
  
  

• Customer and Order Dashboards
  Give your team clear visibility into order status, payment history, and fulfillment progress.
  
  

Whether you’re handling shipping in-house, working with 3PLs, or managing multiple sales channels, FileMaker adapts to your fulfillment model. You can define custom logic, create automated workflows, and integrate with tools like QuickBooks, ShipStation, or Shopify—delivering one cohesive system that supports your team from sale to delivery.

Connecting customer orders to billing, inventory, and logistics is essential for smooth, scalable operations. Claris FileMaker automates and centralizes the process, reducing errors and helping your team fulfill orders with confidence. Interested to learn more about how Claris FileMaker can solve for integrated order fulfillment? Reach out to Kyo Logic here.

 

Conventions and large-scale events involve tight timelines, complex schedules, and hundreds of deliveries—all of which must be flawlessly executed. Between navigating venue restrictions, coordinating vendor drop-offs, and managing real-time changes, logistics can become chaotic without the right system in place.

Claris FileMaker offers a powerful solution to manage high-volume logistics with precision. By centralizing delivery schedules, route planning, and live status updates in a single platform, FileMaker enables event organizers, operations teams, and 3PL providers to work in sync and avoid costly missteps.

The Challenge of Large-Scale Delivery Coordination

Managing hundreds of deliveries to a single venue involves a lot of moving parts:

• Vendor Scheduling Conflicts – Without a central schedule, trucks can arrive at the same time or miss their windows.
  
  

• Last-Minute Changes – Delays, reroutes, or updated booth assignments are common and require flexibility.
  
  

• Compliance and Security – Many venues require detailed manifests or timed access passes.
  
  

• Communication Gaps – Lack of shared access to real-time info causes confusion among teams and vendors.
  
  

At this scale, relying on spreadsheets or manual processes is a recipe for bottlenecks and frustration.

How Claris FileMaker Makes High-Volume Logistics Manageable

Claris FileMaker gives you a custom logistics platform built for control and flexibility. Here’s how it works:

• Centralized Delivery Schedule
  Coordinate hundreds of deliveries using a shared, live-access calendar. Avoid overlap and keep vendors aligned.
  
  

• Dynamic Route Planning
  Plan and adjust routes based on venue access points, booth numbers, or unloading zones. Update plans in real time.
  
  

• Live Status Updates
  Track the progress of deliveries with real-time check-ins and confirmations. Flag late arrivals automatically.
  
  

• Generate Manifests and Access Credentials
  Automatically create required documentation for venue access, including delivery manifests, gate passes, and vendor schedules.
  
  

• 3PL Integration
  If using third-party logistics providers, FileMaker can pull delivery data or sync with external tracking systems, ensuring full visibility across partners.
  
  

Designed for Events, Built for Scale

Claris FileMaker is fully customizable, so your logistics solution can match your event’s specific flow—from small expos to multi-hall conventions. Want to assign delivery time slots, tag equipment by exhibitor, or track items as they move through staging areas? FileMaker makes it possible without forcing your team into a rigid system.

Coordinating deliveries to large-scale venues requires speed, clarity, and total control. Claris FileMaker streamlines scheduling, route planning, and real-time tracking—giving your team the tools to handle logistics at scale. Interested to learn more about how Claris FileMaker can solve for high-volume event logistics? Reach out to Kyo Logic here.

 

For businesses managing inventory across multiple warehouses, precision isn’t optional—it’s essential. Coordinating inbound and outbound shipments, balancing stock levels, and staying ahead of receiving schedules requires more than spreadsheets or siloed software systems. Without real-time visibility, delays and mismanagement can quickly ripple across the entire operation.

Claris FileMaker delivers a powerful solution for multi-warehouse operations, providing real-time synchronization of shipping and receiving data across locations. With a custom FileMaker system, your team can track shipments, receive updates, and manage inventory with pinpoint accuracy—no matter how many facilities you operate.

The Challenge of Multi-Warehouse Coordination

Operating multiple warehouse locations introduces a unique set of logistical challenges:

• Lack of Visibility – Without centralized tracking, it’s hard to know where inventory is or what’s in transit.
  
  

• Stock Imbalance – One location might be overstocked while another is understocked, causing fulfillment issues.
  
  

• Delayed Receiving – Missed updates lead to bottlenecks at loading docks or forgotten inbound shipments.
  
  

• Poor Communication Between Teams – Warehouse managers, logistics partners, and office staff may all operate on outdated information.
  
  

To prevent these issues, your system needs to reflect real-world activity in real time—across all locations.

How Claris FileMaker Supports Multi-Warehouse Precision

Claris FileMaker allows businesses to design a warehouse management system tailored to their exact workflows. Features include:

• Real-Time Shipment Tracking
  Monitor inbound and outbound shipments across all facilities with up-to-date status indicators and arrival forecasts.
  
  

• Receiving Updates and Alerts
  Log received shipments by warehouse and generate automatic alerts for exceptions, shortages, or delays.
  
  

• Cross-Warehouse Inventory Visibility
  See current stock levels by location, track item movement between warehouses, and avoid over- or under-stocking.
  
  

• Automated Transfer Requests
  Initiate and track stock transfers between warehouses with clear approvals, tracking numbers, and history.
  
  

• Barcode Scanning and Mobile Access
  Allow warehouse staff to check in/out inventory, scan items, and update the system in real time from any device.
  
  

Built for Scale and Speed

Whether managing two regional hubs or a nationwide warehouse network, Claris FileMaker scales with you. Need to integrate with third-party shipping carriers, warehouse automation tools, or ERP systems? FileMaker supports seamless API integrations and custom interfaces that work the way your business does.

Operating multiple warehouses demands accuracy, visibility, and real-time coordination. Claris FileMaker helps you manage shipping, receiving, and inventory across all locations with confidence and speed. Interested to learn more about how Claris FileMaker can solve for multi-warehouse logistics? Reach out to Kyo Logic here.

 

In this edition of Can Your FileMaker Do This?, we’re diving into how semantic search can transform the way construction companies, field service providers, and manufacturing firms create quotes and job estimates.

If your team is constantly sifting through old estimates, quote templates, job specs, or proposal language, trying to reuse what worked last time—but without an easy way to find it—you’re not alone. Most organizations rely on a mix of shared drives, tribal knowledge, and Ctrl+F.

There’s a better way. And you can build it in Claris FileMaker.

What is Semantic Search?

Semantic search lets you search by meaning, not only exact words. Instead of typing a perfect phrase or remembering which folder something lives in, your team can use natural language queries—and still get accurate results.

Think of it as the difference between:

• Keyword search: “custom ductwork”
  
  

• Semantic search: “quote section we used for that HVAC job with oversized ductwork in the warehouse”
  
  

Even if the exact phrase wasn’t used, semantic search will find the closest match based on intent and context.

Use Case: Building Better Quotes Faster

Let’s say your estimator is prepping a quote for a new commercial HVAC install. They want to reuse part of a proposal from a job two years ago with similar scope and specs.

With semantic search built into FileMaker, they could type:

“HVAC quote for a large warehouse project with custom ductwork and multiple zones”

FileMaker, enhanced with semantic search, would return:

• The specific quote paragraph about zoning and ductwork
  
  

• A line item pricing block from a previous estimate
  
  

• Related installation notes or drawings stored in container fields
  
  

• Even client-specific terms used in similar contracts
  
  

No more hunting through files. No more emailing around. Just faster, smarter access to the right content.

How It Works (Behind the Scenes)

Semantic search is powered by a vector-based similarity model. Here’s how it integrates with FileMaker:

1. Index your past quotes and templates
   
   

   • Store vectors in FileMaker (using container fields)
     
     

   • Use a semantic embedding model to convert content into vectors
     
     

2. User enters a query
   
   

   • Their question is embedded the same way and compared to stored vectors
     
     

3. FileMaker returns relevant matches
   
   

   • Sorted by similarity—ready to reuse in a new quote
     
     

This can all be powered via integration with services like OpenAI, or hosted locally using a setup like our Local LLM for FileMaker tutorial.

Why This Beats Traditional Search

 

Real Benefits for Construction & Field Teams

• Speed up quoting and estimating

• Reduce errors by reusing proven language

• Make junior estimators more productive

• Standardize tone and terminology across your documents

• Eliminate redundant work

Whether you build HVAC systems, manage commercial renovations, or run a field service company, this tool helps your team move faster and smarter—with FileMaker as your foundation.

Can Your FileMaker Do This?

If your team is still navigating shared drives, copy-pasting from old files, or relying on institutional memory to build client proposals, it might be time to level up.

With the right integration, FileMaker can support AI-powered semantic search to help you find content faster and deliver more tailored, winning proposals.

Want to see this in action? We’d love to show you how this works in a real-world FileMaker app. Let’s talk.

 

Large conventions and industry events often involve complex logistics—including the rental and management of thousands of pieces of equipment. From booth displays and AV gear to tables, lighting, and staging, every item must be reserved, delivered, tracked, and returned with precision. Managing high-volume equipment rentals requires a solution that handles the details in real time without dropping the ball.

That’s where Claris FileMaker comes in. FileMaker’s flexible, low-code platform empowers businesses to create customized rental management solutions that simplify scheduling, automate check-in/check-out processes, and ensure accurate invoicing—all within a single interface. With FileMaker, teams can efficiently manage rentals from reservation to return, even across large and fast-paced environments like conventions and trade shows.

Challenges of High-Volume Rental Management

When handling equipment at scale, traditional spreadsheets or generic rental systems often fall short. Companies face a range of challenges, including:

• Overlapping Reservations – Without real-time scheduling, equipment can be double-booked or forgotten.
  
  

• Lost or Damaged Gear – Tracking asset status and condition is difficult without a consistent logging system.
  
  

• Manual Invoicing Errors – Billing based on usage can be time-consuming and error-prone.
  
  

• Scattered Communication – Without centralized data, sales, logistics, and accounting teams can lose sight of project details.
  
  

These issues become amplified when managing hundreds—or thousands—of concurrent rentals at large-scale conventions.

How FileMaker Streamlines Equipment Rentals

Claris FileMaker provides a centralized platform to manage every part of the rental process, customized to fit your workflows. With FileMaker, you can:

• Automate Reservations and Scheduling
  Use calendar views and dashboards to manage real-time availability. Prevent double bookings with intelligent scheduling rules.
  
  

• Track Inventory in Real Time
  Monitor where each item is, its status, and its condition. Log check-outs and returns using mobile devices or barcode scanners.
  
  

• Generate Invoices Automatically
  FileMaker can calculate rental duration, late fees, and damage charges, generating accurate invoices and syncing with your accounting system.
  
  

• Integrate with 3PL and Logistics Partners
  For conventions with offsite storage or outsourced logistics, FileMaker integrates with third-party logistics (3PL) systems to track deliveries, pickups, and shipping manifests.
  
  

• Support On-Site Staff with iPads
  Field teams can use FileMaker on iPads to manage inventory on the convention floor, capture signatures, and even attach photos of setup or damage.
  
  

Custom Solutions for Convention Workflows

What makes FileMaker especially powerful for this use case is its adaptability. Need to create client-specific rate tiers, automate follow-up emails, or tag assets by convention type? You can build it. Want to generate reports on equipment utilization or rental trends? Done. FileMaker molds to your operational needs—not the other way around.

High-volume equipment rental operations demand organization, flexibility, and speed—especially at large events like conventions. With Claris FileMaker, you can simplify rental scheduling, inventory tracking, and billing while integrating with logistics partners and on-site teams. Interested to learn more about how Claris FileMaker can solve for high-volume rental management? Reach out to Kyo Logic here.

 

OVERVIEW

 

AFD has been the leading provider of display showcases for over 100 years. They operate on a very large scale and can supply tens of thousands of cases upon demand.

AFD are a family-run company that provides a complete line of high-quality showcases, which can be used to display all kinds of products, including jewelry, antiques, collectibles, and more. Cases are rented for trade shows and exhibitions across the United States.

Exhibitors consider AFD to be the top choice for satisfying all exhibition needs; from thousands of display cases at major jewelry industry trade shows to a single showcase at a private auction, they provide exhibitors and show managers with personalized, professional service and high-end products. They are the official showcase provider for the country’s most renowned trade shows.

 

PROBLEM

 

AFD faced three situations calling for a change. First, their core order tracking system needed significant upgrades and did not have the required capabilities. Second, the company wanted to add a web portal to support clients, present their wide range of showcases, and allow online ordering. Third, the company wanted a new, modernized system to automate processes, track inventory and assist in these transitions.

 

TASK

 

In looking for a replacement system, AFD reached out to many vendors to offer alternative approaches for modernizing their system. A key requirement was having up-to-the minute inventory control over multiple warehouses and active venues at any given time. In addition, since the company offers rentals not final sales, the company required a sophisticated inventory forecasting system to know the availability of every case for many months in advance.

 

The primary task was for Kyo Logic to develop a design for this tracking system in conjunction with AFD leadership. The business requirements were very detailed and precise reflecting the century of experience that AFD has in this business. In addition, Kyo Logic planned the design interface for a customer portal that would allow clients to handle orders online. Given the detailed logistics associated with this nationally scoped rental system, the integration requirements were extreme.

 

Finally, AFD wanted a control system to support hundreds of clients while onsite at a show. Technicians are texted a link to the service ticket (this step supports multiple languages, so these texts are sent in the technician’s primary language). The technicians can then update the status of the ticket and even add notes in their web browser.

The most recent addition is the ability for AFD customers to design their both layout through the web portal. Booth designs are sent to the AFD support team with detailed instructions on exactly where each case should go in the booth. This negates the need for hand-written layout designs and removes the guesswork from the process, saving hundreds of hours.

 

PROCESS

 

Kyo Logic worked closely with AFD to plan the new system and then built the core order processing system. This work included a multi-member development team working in Claris FileMaker in addition to integrating with other vendors such as payment processing banks, and other accounting systems. The initial system was developed in conjunction with the customer web portal. By business necessity, the system went live quite early in the process and led to a lot of learning on demand as process requirements emerged. Kyo Logic worked very closely with AFD during this period and continuously managed to improve timeliness of reporting and access to real-time statistics about case availability.

 

RESULTS

 

The new system now handles all elements of the case rental business. The web portal handles a third of all orders and the system works in a reliable and timely manner in a very high volume environment. The cloud-based system is available 24/7 and operates anywhere across the nation. A challenge has been the quality of wireless service at live conferences and shows. Kyo Logic continues to work with AFD to identify solutions to this essential wireless problem at shows. 

 

Currently, the company is having record rentals and the integrated operating environment has allowed the company to operate with a lean staff while maximizing utilization of its case inventory. Not only can the company forecast demand by case type for future shows, but it can also forecast inter-warehouse transfers. In addition, warehouse schedules are displayed on large monitors allowing staff to manage loading priorities. All this happens in a mostly paperless environment.

 

 

In fast-moving environments like conventions, field service, or equipment rentals, staying on top of inventory is crucial. Missing or overbooked items can lead to project delays, lost revenue, and unhappy clients. To operate efficiently, businesses need a way to track every delivery and return as it happens—with total accuracy and visibility.

Claris FileMaker offers a powerful way to track inventory in real time. With a custom FileMaker app, your team can monitor stock levels across multiple locations, log item deliveries and returns on the go, and reduce manual errors with barcode scanning or automated workflows. The result is a streamlined process that keeps everyone aligned—whether they’re in the office, on the warehouse floor, or at a client site.

Why Real-Time Inventory Tracking Matters

Outdated or manual tracking methods often lead to:

• Inaccurate Stock Counts – Items go missing or are double-booked.
  
  

• Delayed Deliveries – Teams lose time locating available inventory.
  
  

• Lost Revenue – Unavailable or forgotten items cause missed opportunities.
  
  

• Disjointed Workflows – Teams rely on phone calls or emails to confirm stock status.
  
  

These issues are magnified when your operations involve multiple events, frequent shipments, or 3PL coordination.

How FileMaker Simplifies Real-Time Inventory Management

With Claris FileMaker, your inventory system can be built to match your exact workflows. Here’s how it helps:

• Live Inventory Dashboards
  FileMaker apps show current item counts by category, location, and status. Warehouse teams and project managers can instantly see what’s available.
  
  

• Mobile Check-In/Check-Out
  Staff can scan items in and out using iPads or iPhones, automatically updating inventory in the central database.
  
  

• Track Deliveries and Returns
  Document the delivery, return, and condition of each item. Attach photos or notes to create an auditable chain of custody.
  
  

• Automate Notifications
  Trigger alerts when inventory is low or when returns are overdue, helping you stay proactive.
  
  

• 3PL Integration
  Coordinate inventory movement with third-party logistics providers by syncing FileMaker with external tracking systems or importing manifest data.
  
  

Designed for Your Operations

Unlike rigid out-of-the-box systems, FileMaker lets you customize every field, status, or report. Need to track serial numbers, condition reports, or upcoming reservations? Want to generate usage reports by event or client? You can build it all into your FileMaker solution—no coding team required.

Real-time inventory tracking is the foundation of smooth operations, especially when deliveries and returns happen on tight schedules. With Claris FileMaker, you gain full visibility into your stock, streamline coordination with teams and vendors, and prevent costly errors. Interested to learn more about how Claris FileMaker can solve for real-time inventory tracking? Reach out to Kyo Logic here.