Author: Kyo Logic

OVERVIEW

A manufacturing client of ours partnered with Kyo Logic to modernize their legacy Foxbase system, ensuring seamless data transfer to FileMaker. Initially designed as an invoicing system, the platform evolved over the years, integrating sales orders, timesheets, packaging, shipping, and purchasing.

CHALLENGE

By 2022, the client needed a production control system to track paint batches and consolidate test results, accessible via tablets for real-time data entry across the facility.

SOLUTION

Kyo Logic’s FileMaker-based system prevented data loss, streamlined operations, and eliminated paper-based workflows. Tablet deployment reduced foot traffic, while integrated quality control improved efficiency. A custom label-generation solution also simplified packaging and shipping.

The system continues to evolve, linking older interfaces with modern tools and enhancing security with granular user access controls.

RESULTS

• 75% faster timesheet data entry.

• Enhanced security with logging for 20+ critical operations.

• Integrated packaging & production, reducing manual work.

• Paperless efficiency, minimizing administrative burden.

• Scalability & compliance, supporting global shipping.

CLIENT FEEDBACK

“Kyo Logic has transformed our operations. From production control to shipping, everything runs smoother—and keeps improving.”

OVERVIEW

National Fiber Technology (NFT) creates custom textiles for costuming, set design, and theme parks, with work featured in movies, TV, and productions for Disney and Universal. Their materials bring characters like the Grinch, Chewbacca, and King Kong to life.

CHALLENGE

NFT’s highly customized projects required meticulous tracking of client specifications, which changed frequently. Managing these updates across multiple databases and paper records was time-consuming and inefficient. Additionally, their inventory and production systems operated separately, slowing workflow.

SOLUTION

Kyo Logic developed a custom FileMaker solution, creating a single source of truth for NFT’s entire team. The platform streamlines tracking, automates labor-intensive tasks, and enhances flexibility without sacrificing the creative customization NFT needs.

RESULTS

• Automated tedious tracking, freeing employees for higher-value work.

• Integrated production & inventory, reducing errors and delays.

• Improved efficiency, allowing projects to move seamlessly through production.

• Enhanced analytics & live tracking, giving greater visibility into resources and processes.

CLIENT FEEDBACK

“Kyo Logic’s FileMaker system has completely changed our workflow. We can now focus on creativity without getting bogged down in manual tracking.”

“FileMaker helps us develop and deliver high-quality products more efficiently than ever before.”

In custom manufacturing, every project begins with the client’s vision—and that vision often comes in the form of detailed diagrams, specifications, and special requests. Losing track of those materials or relying on email chains can lead to costly mistakes, production delays, or missed expectations. The key to success? A centralized, accessible system that keeps every requirement at your team’s fingertips.

Claris FileMaker provides a flexible platform to capture and organize client-provided materials and specifications, ensuring your team always has a clear reference point. From technical drawings and custom dimensions to file uploads and production notes, FileMaker keeps it all in one place—streamlined, searchable, and ready to guide your process.

Why Capturing Client Inputs Accurately Matters

When client specifications are scattered across inboxes, PDFs, or physical folders, teams risk:

• Overlooking critical details – Small deviations from specifications can result in rejected work or re-dos.
  
  

• Miscommunication between departments – Sales may hear one thing, production another, and fulfillment something else entirely.
  
  

• Delays in production – Searching for missing materials wastes valuable time and slows down execution.
  
  

• Reduced customer confidence – Clients expect their requirements to be followed to the letter.
  
  

In high-stakes custom work, even a minor oversight can have major consequences.

How FileMaker Streamlines Specification Management

Claris FileMaker allows you to design a solution that organizes client input with precision. Features include:

• File Upload and Organization: Accept PDFs, images, CAD files, and notes directly through your app—tagged to the appropriate job, project, or client.
  
  

• Custom Requirement Fields: Capture item-specific data such as materials, finishes, tolerances, and timelines with structured fields.
  
  

• Searchable and Filterable Repository: Instantly locate specs by client, project, product type, or keyword—eliminating the need to dig through inboxes.
  
  

• Team Access and Permissions: Control who can view, edit, or approve specifications, ensuring data integrity across departments.
  
  

• Change Log and Version Control: Maintain a history of updates to ensure teams always reference the most current specs and instructions.
  
  

Supporting Production from Start to Finish

Whether you’re quoting a new job, preparing materials, or conducting quality control, having quick access to client requirements helps teams make informed decisions at every stage. FileMaker integrates seamlessly with existing ERP and production planning systems, keeping data flowing without duplication or confusion.

Capturing and organizing detailed client-provided materials and specifications is essential for delivering custom work that meets expectations. Claris FileMaker gives your team a centralized, searchable system that ensures every detail is documented, accessible, and followed. Interested to learn more about how Claris FileMaker can solve for specification management? Reach out to Kyo Logic here.

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.

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.