User manual

Chapter 1 | Introducing FileMaker Pro 11
You can search for and replace data across multiple fields, similar to the way you find and replace
data in word processing applications. You can also save a found set of records as a snapshot link
and send the link to another person.
For more information, see “Finding records” on page 28, “Sorting records” on page 32, and
“Finding and replacing data” on page 32.
Protecting files
You can restrict what users see and do in a file by defining accounts and privilege sets. Accounts
authenticate users who are attempting to open a protected file. Each account specifies an account
name and (usually) a password. Any user that cannot specify valid account information won’t be
able to open a protected file. A privilege set specifies a level of access to a file. Each account is
assigned a privilege set, which determines the level of access when someone opens a file using
that account.
Extended privileges determine the data sharing options that are permitted by a privilege set, such
as whether a privilege set permits users to open a shared file or view a solution in a web browser.
For more information about FileMaker Pro file security, see chapter 6, “Protecting files.”
Automating tasks with scripts
You can create scripts that simplify common tasks in FileMaker Pro. A script is a series of steps
that FileMaker
Pro performs to complete a task. These tasks can be simple (setting page
orientation so that reports print properly) or complex (preparing a customized mailing to targeted
customers).
As an example, a script can create a thank you email for customers who have made a purchase
during the past week. The script uses data stored in the solution to create an email message,
customizing the message based on each customer’s purchase history and contact information.
The script then switches to Preview mode and pauses so you can preview the message. After you
confirm that the message content is accurate, the script sends the message to customers. The
whole task is started by clicking a button that you defined on the layout.
For example, you can use a script to:
1 navigate a solution, by switching to another layout or mode when necessary
1 work with data, by finding and sorting data based on criteria that you specified in the script
1 access data, by importing required data from another table or data source
Scripts can incorporate conditional decisions (if-else statements) and perform repetitive tasks
(loop statements). And, you can use script triggers to run scripts when particular events occur
(such as when users enter a field, press a key, or add a new record to the file).
You create scripts in the Script Workspace window by selecting from a list of FileMaker Pro
commands—called script steps—and then specifying options and arranging the steps in the order
to perform the task. You can also view, edit, and manage all your scripts in this window.
Procedures for creating and managing scripts and a reference of all FileMaker Pro script steps,
script triggers, and functions (which are used in calculations) are available in Help.