Category: Airtable

Airtable vs Smartsheet vs Claris FileMaker: Real-World Pilots & Outcomes (Part 3)

Posted on by John Mathewson

Welcome to our final installment in our 3-part series comparing Airtable vs Smartsheet vs Claris FileMaker. In Part 1 and Part 2, we covered where each tool fits and how teams successfully introduce FileMaker without disruption. In this final post, we ground that discussion in real-world pilot patterns we see repeatedly across industries.

These are not perfect end states. They are the first steps that work. The scenarios below are fictional but realistic, based on common patterns from client work, and are meant to show how teams often make the transition to FileMaker.

Scenario 1: Manufacturing and logistics

Problem

  • Smartsheet was used for install schedules and vendor coordination.
  • Airtable tracked assets and parts.
  • Receiving and QC lived in spreadsheets and email.
  • Exceptions were caught late and handled inconsistently.

Pilot

  • FileMaker was introduced for receiving, QC, and exception tracking.
  • Mobile capture with photos and notes via FileMaker Go.
  • Smartsheet continued to show timelines and milestones.
  • Connect synced exception status back to Smartsheet and alerted Teams.

Outcome

  • Faster issue detection.
  • Clear ownership of exceptions.
  • No disruption to stakeholder reporting.

Scenario 2: Professional services

Problem

  • Airtable stored content snippets and internal planning data.
  • Smartsheet shared timelines with clients.
  • SOW approvals and resourcing decisions were fragmented across tools.

Pilot

  • FileMaker introduced for SOW approvals, role-based access, and resourcing logic.
  • Studio used for lightweight approvals.
  • Smartsheet continued as the client-facing plan.
  • Connect kept status aligned across systems.

Outcome

  • Fewer approval delays.
  • Better auditability.
  • Clear separation between internal operations and external visibility.

Scenario 3: Healthcare and education

Problem

  • Smartsheet managed schedules and stakeholder coordination.
  • Intake and compliance tracking lacked strong permissions.
  • Audits required manual reconstruction of events.

Pilot

  • FileMaker was introduced as the system of record for intake, reviews, and compliance.
  • Role-based access and audit trails enabled.
  • Smartsheet was retained for planning and communication.
  • Airtable was used for small team reference lists.

Outcome

  • Improved governance.
  • Reduced audit stress.
  • No loss of usability for non-technical teams.

What These Pilots Had in Common:

  • One workflow at a time
  • Clear ownership of data
  • Integration before consolidation
  • Measurable outcomes within weeks, not quarters

None of these teams migrated everything. They earned confidence through results.

A Simple Success Checklist

A pilot is working when:

  • Users trust the data
  • Fewer manual checks are needed
  • Exceptions surface earlier
  • Leadership can see what’s happening without micromanaging

If those are true, scaling is usually straightforward.

Final Thoughts

Airtable and Smartsheet have limitations and are not mistakes to be undone. They are often the reason teams move fast early on. FileMaker becomes valuable when speed needs structure and collaboration needs accountability.

If you’re feeling the friction but unsure where to start, Kyo Logic helps teams design and implement small, low-risk FileMaker pilots that coexist with your current tools. One form, one dashboard, one automation is often enough to see whether the approach is right for you.

Airtable vs Smartsheet vs Claris FileMaker: Migration & Co-Existence Patterns (Part 2)

Posted on by Kyo Logic

Welcome back to our series comparing Airtable vs Smartsheet vs Claris FileMaker. In Part 1, we looked at where Airtable, Smartsheet, and FileMaker each fit, and the common breaking points that cause teams to “run out of road.” In Part 2, we’ll focus on what actually works in practice when teams want more power without ripping out tools that are already delivering value.

This is not about wholesale migration. It’s about introducing an operations core and letting each tool do what it does best.

Guiding Principle: Promote, Don’t Replace

Most successful transitions follow the same pattern:

  • Airtable and Smartsheet continue to support planning, visibility, and collaboration.

  • FileMaker is promoted into the role of system of record for workflows that must be correct, governed, and auditable.

  • Integration comes first, consolidation later (if at all).

Teams that try to “move everything” at once usually stall. Teams that promote one workflow at a time move quickly and safely.

Common Co-Existence Patterns We See Work

Pattern 1: Claris FileMaker as the operational spine

Use FileMaker to run processes where rules, validation, and accountability matter.

Examples:

  • Order intake, approvals, fulfillment states

  • Receiving, QC, and exception handling

  • SOW approvals, resourcing, time, and cost controls
     

Airtable and Smartsheet remain at the edges for:

  • Planning and visibility

  • Content or reference lists

  • Stakeholder-friendly views

Claris Connect keeps status and key fields in sync, so no one has to double-enter data.

Pattern 2: One-way integration first

When integrating tools, start one-way.

Examples:

  • Airtable → FileMaker for curated reference data

  • FileMaker → Smartsheet for client-safe timelines

  • FileMaker → Slack or Teams for event notifications

Once the workflow is stable and trusted, add bi-directional updates only where they truly add value. This avoids sync loops and fragile logic early on. A key concept is knowing which platforms ‘owns’ the data.
 

Pattern 3: Studio for occasional users

Instead of expanding FileMaker licensing broadly, many teams use Claris Studio for:

  • intake forms

  • acknowledgements and approvals

  • simple updates by occasional users

Claris FileMaker remains the system of record, while Studio lowers friction for participation.

A Practical Migration Sequence That Minimizes Risk

1. Identify the workflow that hurts the most. 

Look for a process with:

  • frequent exceptions

  • manual checks

  • permission discomfort

  • or repeated rework

Do not start with the biggest system. Start with the loudest pain.

2. Rebuild only that workflow in FileMaker

Model the data correctly. Add validation, states, and ownership. Do not try to replicate every view or report yet.

3. Expose only what’s needed:

  • One FileMaker dashboard for operators

  • One Studio form for occasional contributors

  • One Smartsheet or Airtable view for stakeholders

4. Integrate lightly

Use Connect to:

  • notify on state changes

  • sync summary fields

  • trigger downstream actions

5. Pilot, measure, then expand

After 4 to 8 weeks, teams can usually quantify:

  • time saved

  • errors avoided

  • reduced manual coordination

  • That data drives confident expansion.

What Not To Do

  • Don’t migrate content tables that are still changing daily.

  • Don’t over-automate on day one.

  • Don’t force teams to abandon tools they still like and trust.

The goal is momentum. Keep it simple!

Conclusion

Successful transitions don’t start with replacement; they begin with clarity. When FileMaker is introduced as an operations layer and connected thoughtfully to Airtable and Smartsheet, teams gain control without disruption.

If you want help identifying the proper first workflow or designing a low-risk coexistence plan, Kyo Logic works with teams to scope and pilot these patterns in a way that fits how you already operate.

Airtable vs Smartsheet vs Claris FileMaker: A Practical Guide (Part 1: Landscape)

Posted on by Kyo Logic

Airtable and Smartsheet are excellent for small teams, quick wins, and lightweight collaboration. As workflows become highly customized, role‑sensitive, and integrated with the rest of your stack, FileMaker 2025 (with Claris Studio + Claris Connect) takes over with governed speed, richer data models, and event‑driven automation without forcing a replatform.

TL;DR (Executive Summary)

  • Airtable = flexible tables + friendly UI for small team databases and content ops.

  • Smartsheet = spreadsheet‑first project/ops coordination with Gantt, automation, and stakeholder views.

  • Claris FileMaker 2025 = department‑grade, low‑code operations layer for custom workflows, field capture, complex relationships, and integrations.

Keep using Airtable/Smartsheet where they shine. Graduate to FileMaker when you hit scale, complexity, or compliance (and connect them so nothing is wasted).

Where Each Tool Fits

  • Airtable: Great “starter database” for non‑technical teams: campaign calendars, asset libraries, simple CRMs, editorial pipelines. It wins on approachability and views (grid, kanban, gallery, form) with basic automations.

  • Smartsheet: Best for spreadsheet‑native teams coordinating projects and repeatable work across functions. Timeline, resource views, sheet automation, and stakeholder sharing are strong.

  • FileMaker 2025: Best when your processes outgrow tables/sheets, you need role‑based apps, offline/mobile data capture, rich relationships, and event‑driven integrations to systems like Slack, Office 365, QuickBooks, Shopify, and Power BI.

The Breaking Points (why people “run out of road”)

1) Data Model Complexity

  • Airtable/Smartsheet: Limited relational depth; advanced many-to-many or conditional logic can get hacky.

  • FileMaker: True relational modeling with scripts, calculations, triggers, and context without sprawling custom code.

2) Role‑Based Security & Audits

  • Airtable/Smartsheet: Sharing is easy, but granular privileges and field‑level controls are limited; audit trails vary.

  • FileMaker: Mature privilege sets, account control, and auditable changes; SSO options; easier to pass internal governance.

3) Workflow Sophistication

  • Airtable/Smartsheet: Good for simple automations and notifications.

  • FileMaker: Builds tailored, stateful apps with Claris Studio web forms and Event‑Driven Connect for cross‑app actions; supports edge cases and exception handling.

4) Field & Offline Work

  • Airtable/Smartsheet: Primarily online browser apps; mobile OK for basic input.

  • FileMaker: FileMaker Go + Studio = photo/scan/GPS/signature on phones and tablets; sync to the system of record.

5) Integrations & BI

  • Airtable/Smartsheet: Zapier/Make‑friendly; native connectors vary by plan.

  • FileMaker: Connect for low‑code automations, Data API/eDAPI for services, and OData for Power BI/Tableau without fragile exports.

6) Scale & Performance

  • Airtable/Smartsheet: Great up to a point; large record counts, heavy formulas, or permissions can slow.

  • FileMaker: Designed for departmental daily use with predictable performance tuning and capable of handling large data sets with millions of records.

7) Compliance & Customization Debt

  • Airtable/Smartsheet: Permissions + governance can become a patchwork across many bases/sheets.

  • FileMaker: Centralized app with governed changes; easier to certify. Permissions integration with 2FA authority sources like Google, Azure, and custom tools like Keycloak.

Side‑by‑Side (short table)

Dimension

Airtable

Smartsheet

Claris FileMaker 2025

Best For

Small team DBs & content ops

Project/ops coordination

Department‑grade custom ops apps

Data Model

Light relational

Spreadsheet + dependencies

Full relational + scripts/triggers

Security

Basic roles/shares

Sheet/workspace permissions

Privilege sets, SSO, audit‑ready

Field/Mobile

Basic mobile input

Mobile sheets; online

FileMaker Go + Studio + device features

Automation

Basic/Zapier

Sheet automations

Event‑Driven Connect + server scripts

BI/Analytics

Exports/connector apps

Exports/connector apps

OData → Power BI/Tableau

Customization

Views & lightweight logic

Views, workflows

Full app logic with low code

 

A Fair Co‑Existence Model (don’t throw anything away)

  • Keep Airtable for fast‑changing campaign tables, content catalogs, or small stakeholder bases.

  • Keep Smartsheet for PM schedules, stakeholder timelines, and vendor updates.

  • Use FileMaker as the operations core for custom workflows, validation, and role‑based apps.

  • Bridge them:

    • Claris Connect for “when X changes → do Y” between systems.

    • Data API/eDAPI for JSON handoffs with custom or AI services.

    • OData to feed FileMaker data to Power BI; or import curated Airtable/Smartsheet data for unified dashboards.

Example pattern:
Campaign assets live in Airtable; production and approvals run in FileMaker; timelines and stakeholder views appear in Smartsheet. Connect keeps status in sync.

Upgrade/Extend Playbook

  1. Identify the breaking point: Permissions, volume, field capture, complex relationships, or integration pain.

  2. Mirror the workflow in Claris Studio: one browser form + one dashboard tied to your base table in FileMaker.

  3. Integrate with Airtable/Smartsheet using Connect: Start one‑way; add updates after validation.

  4. Automate one event: Status change → Slack/Teams/ticket/doc.

  5. Pilot after 4 – 8 weeks: Measure time saved and error reduction; then scale.

Real‑World Scenarios

  • Manufacturing & Logistics: Smartsheet timelines for installs; FileMaker runs receiving/QC/exceptions with mobile photos; Airtable catalogs assets. Connect syncs milestones and issues.

  • Professional Services: Airtable stores content snippets; FileMaker handles SOW approvals, resourcing, time/cost controls; Smartsheet shares client‑friendly plans.

  • Healthcare & Education: Smartsheet for stakeholder schedules; FileMaker manages intake, audits, and compliance with role‑based access; Airtable for small team reference lists.

Potential Outcomes

  • Speed without chaos: Keep the simple tools; add an operations layer when needed.

  • Fewer manual touches: Less retyping, fewer spreadsheets, faster approvals.

  • Trusted analytics: One system of record for ops; suites and sheets become cleanly connected views.

  • Low risk: Prove it with a 30‑day pilot before scaling.

Conclusion

 

Not sure where your breakpoints are? We’ll assess your Airtable/Smartsheet footprint, map quick wins, and deliver a FileMaker pilot (one form, one dashboard, one automation) that coexists with your current tools so you can measure the impact before committing to change.

 

 

Can Your FileMaker Do This? Enhance Manufacturing Efficiency with AI-Powered Semantic Search

Posted on by Kyo Logic

In modern manufacturing, quick and accurate access to data can make the difference between streamlined production and costly delays. Yet, traditional database search methods often fall short, requiring exact keywords and precise input. This is where AI-powered semantic search within Claris FileMaker solutions can transform operations, enabling users to retrieve information using natural language queries.

At Kyo Logic, we’ve implemented semantic search capabilities to revolutionize how manufacturers access and interact with their data. Let’s dive into how this technology works, its applications, and how it can improve your manufacturing processes.

What Is AI-Powered Semantic Search?

Semantic search goes beyond matching exact keywords by understanding the intent and context behind a query. It can also be combined with traditional search for even more uses. Powered by AI and natural language processing (NLP), semantic search interprets phrases, synonyms, and even contextual nuances. In FileMaker, this functionality can be achieved by integrating AI-powered tools like Claris Connect, external AI services (e.g., OpenAI APIs), or scripting custom machine-learning models.

For example:

  • Instead of searching “inventory: steel bolts 2mm,” users could type, “I need small steel bolts for automotive assembly.”

  • Semantic search understands “small” to mean “2mm” and “automotive assembly” to refine results to the relevant inventory category.

Use Case: Intelligent Inventory Management

One of the most impactful applications of semantic search is in inventory management, where manufacturers often deal with thousands of SKUs and components.

Scenario:

A manufacturer needs to locate specific materials—say, heat-resistant steel components for an automotive project. Traditional keyword searches might require exact terms like “steel component heat-resistant.” With semantic search, a user could simply query, “What materials can withstand high heat for automotive use?”

How It Works in FileMaker:

  1. Data Structuring: Inventory data is enriched with metadata, such as material properties, usage, and categories.

  2. AI Model Integration: A pre-trained NLP model is connected to FileMaker via an API or a microservice, such as OpenAI’s GPT API.

  3. Query Processing: When a user inputs a query, the system translates it into structured search parameters (e.g., “find all inventory tagged with ‘heat-resistant’ AND ‘automotive’”).

  4. Results Display: The system provides a ranked list of relevant inventory items, including links to more detailed specifications.

Benefits for Manufacturers

  1. Improved Data Retrieval:

    • Traditional searches depend on exact terms, which can lead to missed results. Semantic search captures broader intent, ensuring the right data is always accessible.

    • Example: A query like “fasteners for aerospace” can return bolts and rivets tagged with “aerospace grade.”

  2. Enhanced Decision-Making:

    • Rapid access to contextualized data allows engineers and managers to make timely and informed decisions, minimizing production bottlenecks.

    • Predictive models can suggest alternatives or complementary components.

  3. Operational Efficiency:

    • By reducing the time spent searching for information, semantic search enables staff to focus on high-value tasks, such as quality assurance or innovation.

Implementing Semantic Search in FileMaker

Here’s how you can get started:

  1. Audit Your Database:

    • Ensure your FileMaker database is well-structured and includes descriptive fields for metadata.

    • Example: Add fields like “material type,” “application,” and “specifications” to inventory tables.

  2. Connect to AI Tools:

    • Use Claris Connect or integrate external AI APIs for semantic processing.

    • Example: OpenAI’s API can process natural language queries and return contextually relevant results.

  3. Develop Custom Scripts:

    • Write FileMaker scripts that send queries to the AI tool, process results, and present them in a user-friendly interface.

    • Use custom layouts to display ranked search results dynamically.

Ready to Transform Your FileMaker System?

Semantic search isn’t just about searching smarter—it’s about enabling faster decisions and boosting operational efficiency. If you’re ready to explore how AI-driven capabilities can integrate into your FileMaker solution, contact us today for a consultation. Let’s take your manufacturing processes to the next level.

 

What Do “Low-Code” and “No-Code” Mean?

Posted on by John Mathewson

If you’ve been looking at custom platform solutions like FileMaker, Quickbase, or Zoho, you’ve likely seen terms like “low-code” and “no-code” used. Put simply, these platforms allow users to create tools that would otherwise only be made possible via coding. 

Traditionally, software would have to be built by developers, a process that requires years of experience and hours and hours of manpower. These developers build software using a programming language. You may have heard of Java, C++, or Python, but there are dozens of programming languages. The operating system on your computer, Microsoft Word, and the apps on your phone were all coded using a programming language that tells it what to do and when.

For comparison, consider the early home computer that ran MSDOS. Users were presented with a black screen, and had to type command prompts to navigate the computer and run software. Microsoft’s Windows was revolutionary because it created an operating system with a GUI that made navigation much easier and much more intuitive.

Coding allows a person or team of people to create virtually anything imaginable, but as mentioned, the process is time consuming. Low-code and no-code solutions utilize a graphic user interface (or GUI) that simplifies the process while all the “coding” happens in the background. It’s a way to allow users with limited coding experience to create what they need. It also allows experienced developers to save time on projects by streamlining the coding process. 

Although low-code and no-code are often grouped together (and sometimes even erroneously used interchangeably), there is a difference. Low-code seeks to streamline the coding process. It makes creating platforms, databases, and applications require less time and involve less tinkering with strings of code. However, it still requires some understanding of coding to really get the most out of this software (this will vary by the software). While the average person could still make use of low-code software, a seasoned developer will still be able to do much, much more. FileMaker and Zoho are great examples of “low-code” platforms.

No-code removes coding from the equation entirely. While coding familiarity may help, the entire process is done within the confines of the software’s GUI. Of course, “no-code” could apply to just about any piece of software if the definition was truly that broad. It’s used to identify platforms like Airtable: databases that are possible to create without code, but are built for non-developers. They prioritize easy-to-understand solutions.

Both low-code and no-code platforms are changing the way businesses approach their software needs. These tools can still be very powerful, and by nature can create (and modify) custom tools in a fraction of the time it’d normally take to craft these solutions. It allows businesses to be much more nimble and dynamic; they can react quickly to new employee needs and customer demands.

If you’d like to learn more about how low-code platforms like FileMaker can help your business, you can reach out to Kyo Logic here for a free consultation.

Best Workplace Innovation Platforms 2020

Posted on by John Mathewson

Modern workplaces have an overwhelming number of options to choose from when it comes to productivity-focused platforms. Whether your business needs better tools for communicating remotely, organizing workflows, or sorting data, there’s a platform out there designed to help. Here are some of the best, most reliable workplace platforms of 2020.

1. FileMaker. Arguably the most flexible and powerful program on this list, FileMaker allows mid-sized companies to create virtually any application they may need. That even includes customized applications that are comparable to many others on this list. Of course, all this untapped potential does come with a caveat: for companies to truly maximize their return on investment, it’s best to work with a company that understands how to get the most out of FileMaker. Although it’s touted as a “low-code” development tool, the average user won’t be able to create more than the simplest applications.

That’s why it’s so important to use developers who understand the capabilities of FileMaker. If you’re curious what FileMaker can do for you, Kyo Logic would be happy to give you a consultation. Please contact us here.

2. Airtable. Airtable describes itself as a “spreadsheet/database hybrid” which is accurate, but doesn’t quite communicate just how powerful this tool can be (especially while working remotely). Dozens of users can collaborate in real time, working on different aspects of a project as if they were sitting around a physical conference table. There’s a lot of value in tools that can get as close as possible to face-to-face interactions in a virtual environment.

3. Salesforce. ASalesforce is a dominant CRM tool for many larger sales and marketing teams. It’s cloud-based, so it’s easily accessed from virtually anywhere, and is designed to allow for many users at a time. It’s also designed to collate, aggregate, and customize data in real-time. Data can also be displayed differently based on the user accessing it. For example, a CEO can use Salesforce to track expenses and share it with different departments, allowing them to access only their relevant information.

4. Spigit. Spigit is one of the few platforms available designed around ideation and brainstorming. It allows users to create and escalate project ideas, and Spigit’s patented algorithm filters and collates ideas so key decision-makers can choose what deserves resources.

5. Asana. A popular project management tool, Asana allows users to share projects, collaborate, and track progress. It also tracks users workloads, and helps project managers accurately utilize resources.

6. Slack. The corporate communication platform that has eclipsed all other corporate communication platforms. Slack is straightforward and reliable, but more importantly, it allows for seamless integration of other applications. Share Google Docs or Dropbox links, or new Trello boards within Slack, and the program will ensure other users will have quick and easy access.

7. Basecamp. Another project management tool, Basecamp focuses primarily on smart, dynamic “to-do lists.”
8. Trello. This listmaking tool is designed to make organizing workflows simple and easy. In just a few clicks, users can have a snapshot of their day or week, and see the progress being made on each project or deliverable.