Bento’s simple and advanced searches are fast and powerful.
Say it with us: Bento is not FileMaker. More specifically, Bento is made by FileMaker, but it’s not FileMaker Pro—it’s not in the same ballpark, it’s not in the same league, and it’s just barely the same sport. That isn’t bad, but if you’re familiar with the venerable FileMaker Pro, Bento may not be what you’re expecting. For the uninitiated, FileMaker, a subsidiary of Apple, makes FileMaker Pro, a line of cross-platform database products catering mostly to workgroups of 5 to 150 users.
Bento is FileMaker’s first foray into the personal information management space, and unlike its corporate cousins, Bento is only for Macs (and only Macs running Leopard). Aimed at individuals with relatively simple data management needs, Bento is simple to use and looks pretty good. In its default configuration, Bento hooks into your Address Book and iCal data. We used Bento to add a few custom fields to our iCal events that aren’t otherwise offered, such as a picture and a list of related records. Bento-created fields do not appear in iCal, but changes to iCal-native fields made in Bento are reflected in iCal. Likewise, deleting an iCal or Address Book record in Bento deletes it at the source, a fact that sent us running to Time Machine and resolving to Read The Fine Manual next time.
Bento organizes information in three tiers. A Library is the top tier, something akin to a table in a traditional database. Collections are the second level; they’re subsets of a Library’s records. The makers of Bento suggests thinking of Collections like iTunes playlists. As with playlists, you can have static and Smart Collections. Records are the third tier, and to drag out this iTunes metaphor just a bit further, your records are analogous to songs. We found the nomenclature confusing: Why does Bento have multiple Libraries when iPhoto and iTunes normally have just one?
Once you get all the terminology straight and start entering information, Bento picks up steam. A long themes list is offered for formatting your information onscreen. The quantity and variety of themes will offer something for most tastes, and you can choose a different theme at any time. We got a little grin watching the Core Animation transition every time we changed themes. If only we could design custom themes.
The range of field types is satisfying, too. Create an email field and Bento includes a button to create a message in your mail application. URL fields have a similar link. An IM account field lets you store the screen name and choose the appropriate account type (AIM, Jabber, ICQ, and so on), but the iChat link we expected was absent. Certain fields can repeat as needed. Some folks have one phone number while others have six, and Bento accommodates this nicely. Another cool trick is the file list component—you can drag and drop files from the Finder onto it, and Bento adds the files to the list. When you need to open a file from your list, just click on it. Two components that weren’t particularly impressive were the calculation field and the related records list. Both were anemic to the point of seeming like afterthoughts.
All the data in the world won’t do you any good if you can’t find it, and finding information is Bento’s strong suit. Every view includes a simple search box that works well for quick-and-dirty searches. Like Spotlight, it searches while you type. Unlike Spotlight, it isn’t slow. The Advanced Find is even better. It looks and works a lot like a search in the Finder. String together as many search criteria as you need, and click Find for your results. Advanced Finds can be saved and appear as Smart Collections in the sidebar. Finds are the one place where Bento really hits the sweet spot at the nexus of power and simplicity.
Bento looks terrific, but it limits your ability to customize your forms.
Regrettably, form customization falls wide of the mark. Bento permits the creation and customization of forms for entering and viewing data. While they generally look pretty good, we found the constraints unacceptable. In form customization mode, you can drag elements around, add objects like spacers and dividers, and choose how many columns to spread the fields over. But every object snaps to an invisible grid, making precise control over the form impossible. Text sizing is strictly relative. Choose from five sizes, ranging from “smallest” to “largest.” You want 12 point Tahoma? You can’t have it. When it’s time to print your data, options are scarce. Essentially, Bento prints your form and that’s it. At least let us do address labels.
The bottom line. Bento is a product for individuals with basic data management needs. If simplicity eclipses flexibility among your needs, it may be just what you’re looking for. While we see some excellent potential in Bento, we hope FileMaker will loosen the reins a little in the next version.
COMPANY: FileMaker
CONTACT: www.filemaker.com
PRICE: $49
REQUIREMENTS: Mac OS 10.5 or later
Very easy to use. Many themes to choose from. Spotlight style searching without most of the foibles.
Frustratingly limited form customization. Lackluster printing options.
