FileMaker Pro, Automator, and Folder Actions increase productivity

A few weeks ago I discussed the FileMaker Pro invoicing solution I was creating for tracking MacProductive clients. Shortly after writing that I used Automator and Mac OS X Folder Actions to add a nifty new feature to FileMaker's ability to send a pdf. Basically FMP makes it very easy to use a script to create a pdf and then create an email that attaches that pdf. But by default this pdf file is overwritten the next time around by a new file of the same name. This is a problem if I want to save the pdf. Yes, its true that the pdf is attached in my archive of sent mail and can be easily retrieved but I like the idea of having a folder of date organized pdfs. The solution is an Automator action saved as a Folder Action script which is then attached to the designated folder. So here's what happens when I click the "Email Invoice" button in my database:

1. The invoice status as marked as "Invoiced Emailed" and given a date stamp
2. 
   
3. A pdf titled "MacProductive Invoice.pdf" is created in a folder called Invoices
4. 
   
5. FMP creates a new email addressed to the client with the subject MacProductive Invoice with the invoice date
6. FMP attaches the new pdf invoice to the email
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8. The Folder/Automator Action attached to the Invoices folder kicks springs into action and renames the pdf by adding the current date to the beginning and a trailing serial number then moves it into an Invoice Archive folder
9. 
   
10. Done!

All I have to do is add a note to my client in the body of the email and click send. Each invoice is now archived and easy to find by date should I need it.

Technorati Tags: Apple, OS X, FileMaker Pro, Automator, Folder Actions, Invoicing, Small Business