FOR MAC OS ©1990, 1992, 1995, 1997, 1998 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 http://www.filemaker.com FileMaker and ScriptMaker are trademarks of FileMaker, Inc., registered in the U.S. and other countries. All other trademarks are the property of their respective owners. This software is based in part on the work of the Independent JPEG group. Portions of this software are ©1992-1996 Novell, Inc. All Rights Reserved.
III Contents Preface: Getting help Customer support and registration Using Help and the user’s guide together Using FileMaker Pro Help Opening FileMaker Pro Help Managing FileMaker Pro Help Using the Help contents Using the Help window Using the Help index Using Find Getting additional help Using the FileMaker Pro documentation XIII XIII XIV XIV XIV XV XVI XVI XVIII XVIII XIX Chapter 1: FileMaker Pro basics Understanding FileMaker Pro What’s a database? What’s a FileMaker Pro database file? Fields and
IV FileMaker Pro User’s Guide Defining database fields Assigning a field type Choosing data entry options Defining global fields Defining repeating fields Indexing fields Understanding formulas Expressions Constants Field references Operators Stored and unstored calculation results Functions Writing formulas for calculation fields Defining summary fields Changing field definitions 2-3 2-5 2-6 2-9 2-11 2-12 2-13 2-15 2-15 2-16 2-16 2-20 2-20 2-20 2-23 2-25 Chapter 3: Laying out and arranging information
Contents V Positioning and sizing objects Editing objects and data quickly using the context menu Showing button, text, and field boundaries Arranging objects Changing the appearance of objects Protecting objects from change Working with graphic objects Drawing objects in a layout Adding graphics in a layout Working with fields in a layout Adding fields to a layout Adding merge fields Deleting a field from a layout Defining display formats for fields Determining data entry in fields Setting the tab order f
VI FileMaker Pro User’s Guide Copying and moving values and records Using drag and drop to move information Replacing field values Working with records Browsing records Moving through records Finding information Defining find requests Finding information in different field types Finding different sets of criteria Repeating, editing, and deleting find requests Omitting records Copying the found set Deleting records Sorting records Sorting by summary fields 4-12 4-13 4-14 4-16 4-16 4-18 4-19 4-19 4-22 4-25
Contents VII Using buttons with scripts Defining buttons Copying, changing, or deleting buttons Working with Apple events Defining a script to send Apple events Defining a script to perform AppleScript commands Examples of ScriptMaker scripts Entering and printing data Finding data Displaying customized layouts Finding duplicate records Changing monitor settings 5-20 5-21 5-23 5-23 5-25 5-28 5-29 5-29 5-31 5-32 5-34 5-37 Chapter 6: Previewing and printing information Preparing to print Displaying margin
VIII FileMaker Pro User’s Guide Understanding file formats Importing data into FileMaker Pro Importing data into an existing file Importing data into a new file Exporting data from FileMaker Pro Exporting subsummary data Exporting repeating field data 8-3 8-4 8-4 8-9 8-9 8-12 8-14 Chapter 9: Customizing FileMaker Pro Setting application preferences Setting general application preferences Setting layout preferences Setting memory preferences Setting preferences for dialing phone numbers Setting up plug-i
Contents IX Selecting, moving, or deleting related fields and portals Changing the appearance of related fields and portals Copying and pasting related fields and portals Choosing a different relationship for a portal Changing relationships Working with related files and fields Working with related files Working with related fields Working with related records Creating related records Deleting related records Finding and omitting related records Sorting records with related fields Invoicing example Example
X FileMaker Pro User’s Guide Web security Specifying a port number Setting up Instant Web Publishing Setting options for Web display Setting sort options About the browser views Database security FileMaker Pro access privileges Web Security database Web Security database remote password administration Helping Web users find your database Custom Web Publishing The CDML Reference database The CDML Tool Sample Web solutions 11-11 11-11 11-12 11-12 11-13 11-15 11-18 11-18 11-19 11-22 11-23 11-25 11-25 11-27 1
Preface: Getting help Welcome to the FileMaker Pro application. FileMaker Pro is designed to help you manage information easily and effectively. If you’re new to the Mac OS You need to learn about using the mouse, working with disks, and other Mac OS conventions. See the documentation that came with your computer. Important If you are using a system prior to Mac OS 7.5, or if you are using Mac OS 8, what you see on your screen might not match the illustrations in the documentation.
XIV FileMaker Pro User’s Guide Glossary terms are available in the Help Reference section, as well as underlined with a dotted line in Help topics. Note The examples in this documentation show dates and numbers in U.S. formats such as November 30, 1998, and $1,234.50. Using FileMaker Pro Help FileMaker Pro Help is available whenever FileMaker Pro is running. It contains some information not in the printed documentation, like troubleshooting tips.
Getting help XV To Do this Arrange windows for easy On a small screen, move the FileMaker Pro document window access and the Help window so the corners overlap. Then you can click a corner to bring a window into view. On a larger screen, arrange the windows side by side. Switch between the Help Click the window you want to work with. window and a FileMaker Pro file window Close FileMaker Pro Help and leave it running Click the close box in the upper-left corner of the window.
XVI FileMaker Pro User’s Guide Using the Help window To navigate in the Help system, you click buttons and underlined text in the Help window. Click solid underlined text to jump to a topic related to the current topic.
Getting help XVII To use the Help index: 1. If you aren’t in Help, choose FileMaker Help Index from the menu. 2. In the Index window, type all or part of the keyword to find. You see the topics associated with the keyword in the list. 3. Double-click the topic you want.
XVIII FileMaker Pro User’s Guide Using Find You can search for specific words in FileMaker Pro Help: 1. Click the Find tab. 2. If you want, choose options from the two pop-up menus. Then type the word that you’re looking for. 3. Click Search. 4. Click a topic in the scrolling list, then click Display.
Getting help XIX Using the FileMaker Pro documentation This guide and the other documentation in the set give you all the information you need to know about installing and using FileMaker Pro. Start by reading chapter 1, “FileMaker Pro basics,” for an overview of FileMaker Pro, and for information about managing files and performing common tasks. Then read chapter 2, “Creating a database file,” for information about designing FileMaker Pro database files.
Chapter 1: FileMaker Pro basics You’re using FileMaker Pro software because you have information to manage, or information you would like to publish on the World Wide Web. This information could be just about anything: accounts, inventories, suppliers, sales contacts, employees, or products.
1-2 FileMaker Pro User’s Guide Using the relational capabilities of FileMaker Pro, you can join information between files to create a relational database. For example, one file can show you which clients went on a particular tour and a related file can show how much they paid. (For more information about relational databases, see chapter 10, “Using data from related files.”) Trip file Clients file Invoice file A database file contains one or more records.
FileMaker Pro basics 1-3 Records in a Clients file Each piece of information in a record—like name, address, and telephone number—is stored in a field. You create the fields for each database file.
1-4 FileMaker Pro User’s Guide Fields and field definitions Fields are the basis of a database file. Fields store, calculate, and display the data you have entered or calculated. For example, you might create a field named Tour Name to hold a descriptive name for each tour you add to a Tours database file. The information you put into a field—by typing, copying, looking up, or importing—is its value.
FileMaker Pro basics 1-5 Records To enter data in a database file, you create a record and then enter data into the fields. After you have records in a file, you can work with them in various ways, such as sorting them, finding a group of records that contains particular data, or importing and exporting records.
1-6 FileMaker Pro User’s Guide Access privileges and passwords Access privileges and passwords promote file security by controlling who can use a file and particular fields and layouts, and which tasks they can do. In the FileMaker Pro Web Companion, a password controls who can browse and edit a file on the World Wide Web. A file doesn’t require access privileges and passwords; you can create or change them as needed.
FileMaker Pro basics 1-7 Working with modes You work in FileMaker Pro in four modes. You switch between modes by choosing a menu command for the mode you want. In this mode You do this Browse Work with the data in a file. You can view, add, change, sort, omit, and delete records. Browse mode is where you’ll do much of your work. For more information, see chapter 4, “Working with information in records.
1-8 FileMaker Pro User’s Guide Layout mode Browse mode Find mode Preview mode Note Some FileMaker Pro tasks, like defining fields and relationships and using ScriptMaker, can be performed in any mode.
FileMaker Pro basics 1-9 Managing files The following sections tell you how to work with FileMaker Pro files. Creating and opening files You can create a file when you start FileMaker Pro or after FileMaker Pro is already running. Create a file from a copy of a template—a predefined file that you use as is, or modify to suit your particular needs. Or create a file from scratch, without using a template.
1-10 FileMaker Pro User’s Guide To Do this Open an existing file If FileMaker Pro isn’t running, in the folder containing your FileMaker Pro files, double-click the name of the file to open. Or drag the file onto the FileMaker Pro application icon. You can also double-click the FileMaker Pro application icon. In the New Database dialog box, select Open an existing file, and then click OK. In the Open dialog box, double-click the name of the file to open.
FileMaker Pro basics 1-11 1 When you open a file created with FileMaker Pro versions 2.0 and 2.1, you see a message telling you the file must be converted to FileMaker Pro 4.0 format. To rename the original file, keep the Rename old file as checkbox selected and type a name (or use the FileMaker Pro default). The new file is converted to the current FileMaker Pro file format. The original file has a new name, but the contents don’t change.
1-12 FileMaker Pro User’s Guide Important Always save a copy before you make extensive changes. You can’t restore data after you delete a field from the Define Fields dialog box or remove records using the Delete Record or Delete All commands. 1. Make the file you want to save the active file, and choose Save a Copy As from the File menu. 2. In the Save a Copy dialog box, for Type, choose an option from the pop-up menu.
FileMaker Pro basics 1-13 Leaving FileMaker Pro When you’re finished working in FileMaker Pro, choose Quit from the File menu. Important Always quit FileMaker Pro before you turn off your computer. ? Choose FileMaker Help Index from the or Help menu, and then type: E closing database files Checking your spelling You can use the installed spelling dictionaries to check the spelling in a file, all at once or as you type.
1-14 FileMaker Pro User’s Guide 2. Choose Spelling from the Edit menu, and then: To check the spelling of Choose A selected word or passage Check Selection Text in the current record Check Record Field names and text on the current layout (you must be in Layout mode) Check Layout The set of records most recently found or browsed Check All 3. In the Spelling dialog box, make any changes.
FileMaker Pro basics 1-15 4. When all questionable words are resolved, click Done. ? Choose FileMaker Help Index from the or Help menu, and then type: E checking spelling Checking your spelling as you type As you type, FileMaker Pro can alert you to errors with either a flash in the menu bar, or a beep. Checking your spelling as you type is much slower than checking the entire file at one time. 1. Choose Preferences from the Edit menu, and then choose Document. 2.
1-16 FileMaker Pro User’s Guide 1 Choose Spelling from the Edit menu, and then choose Correct Word, before you press Tab or Enter. Use the Spelling dialog box to correct the word. (See “Checking your spelling” on page 1-13.) ? Choose FileMaker Help Index from the or Help menu, and then type: E checking spelling Working with spelling dictionaries When you check spelling, you can use the main dictionary and the user dictionary installed with FileMaker Pro, or you can use a user dictionary you created.
FileMaker Pro basics 1-17 To select, ignore, or create a spelling dictionary: 1. Choose Spelling from the Edit menu, and then choose Select Dictionaries. 2. In the Select Dictionaries dialog box, choose an option. To Do this Select or switch a dictionary For Select Dictionary Type, choose Main Dictionary or User Dictionary. If needed, locate the correct folder. Then select the dictionary name and click Select.
1-18 FileMaker Pro User’s Guide 2. In the User Dictionary dialog box, make any changes, and then click OK. To Do this Add a word For Entry, type the word, and then click Add. Remove a word from the list Select the word, and then click Remove. Change a word Remove the word from the list, type a replacement, and then click Add.
FileMaker Pro basics 1-19 3. When importing or exporting is complete, click OK, and then click OK again.
Chapter 2: Creating a database file This chapter tells you how to design a database file: 1 to use by itself 1 to use as part of a relational database This chapter also explains some limitations on options available when designing a file to use with FileMaker Pro Web Companion. For information about creating a relational database, which includes more than one database file, see chapter 10, “Using data from related files.
2-2 FileMaker Pro User’s Guide For example, if data you want already exists in another file, you can use it in the current file by defining a relationship to the other file and then defining lookups or adding fields from that file on a layout of the current file. 5. Decide what layouts you need, and plan a separate layout for each task. For example, plan layouts for data entry, order entry, printing mailing labels, printing form letters, and for each type of report you produce. 6.
Creating a database file 2-3 After you have all the basic parts in place, you can begin creating your database, as described in the next section, “Defining database fields.” Start with a simple design and use it for a while. You can change it as needed. Keep these points in mind as you plan database fields: 1 Use separate fields for first name and last name so you can search or sort records based on either. 1 Use separate fields for city, state, and postal code.
2-4 FileMaker Pro User’s Guide 4. Define options for the field. If the field type is Do this Text, number, date, time, or container In the field definitions list, double-click the field name (or select the field, and then click Options), and then set entry options for the field. See “Choosing data entry options” on page 2-6. Calculation In the Specify Calculation dialog box, define a formula for the field. See “Understanding formulas” on page 2-13.
Creating a database file 2-5 Assigning a field type When you define a field, you must decide the kind of data it will contain and then select the appropriate field type. FileMaker Pro uses the field type to interpret the data when sorting and performing calculations. The following table explains each field type. Select this field type If the field’s data will be Text Up to 64,000 characters of letters, symbols, and numbers used as text.
2-6 FileMaker Pro User’s Guide Keep these points in mind: 1 Because they often include non-numeric characters like hyphens or parentheses, define postal codes and telephone numbers as text fields, not number fields. 1 You can’t search or sort records based on container fields, but you can define text fields to describe or identify them. Then search and sort based on the description or identifying number of the field’s value.
Creating a database file 2-7 1 To make the field a repeating field, select Repeating field with a maximum of n repetitions, and then type the number of repetitions. (See “Defining repeating fields” on page 2-11.) To set options for indexing the field’s values, click Storage Options, and then select indexing options. You can also choose a language for indexing and sorting text fields. (See “Indexing fields” on page 2-12.) 5. Select options for automatically entering and validating data.
2-8 FileMaker Pro User’s Guide For To Do this Check that the value matches the result of a calculation Select Validation by calculation, click Specify, and then define a formula. The result must be Boolean—“true” or “false,” “yes” or “no,” and so on. (See “Understanding formulas” on page 2-13.) The result is false when the result is 0 or null (empty); otherwise the result is true. Prevent users from entering invalid data Select Strict: Do not allow user to override validation.
Creating a database file 2-9 6. Click OK, and then click Done. Keep these points in mind: 1 You can’t set FileMaker Pro to enter data automatically for calculation, summary, and global fields. 1 If you create or edit records using FileMaker Pro Web Companion, auto-entered data appears only after the record has been submitted from the browser software.
2-10 FileMaker Pro User’s Guide 1 for fields that rarely need to be updated. For example, use a global field to put your company logo (a graphic) and address (text fields) on several layouts. You can quickly update the field if needed without having to update each layout. 1 as a fixed value to be used in calculations in all records in a file You can also use a global field in layouts and calculations and as repeating fields. You can’t use a global field for finding data. 1.
Creating a database file 2-11 Defining repeating fields A repeating field holds more than one value (up to 1000), each in a separate repetition (row) of a field of any type except summary. For example, use a repeating field to show all available tours for a cruise line. Each value in a repeating field is a single, separate value You can use repeating fields for calculating values and finding and sorting records.
2-12 FileMaker Pro User’s Guide Indexing fields FileMaker Pro indexes each value in fields used for these tasks (unless you deselect the automatic index option): 1 validating fields with unique or existing validation criteria 1 matching fields in a related or lookup file 1 matching fields in a master file (to find data in a field based on the relationship) You can index all field types (except container, summary, or global) to improve performance for tasks like finding data.
Creating a database file 2-13 5. Click OK twice, and then click Done. Keep these points in mind: 1 You can set indexing options for a calculated field when you define the calculation. (See “Writing formulas for calculation fields” on page 2-20.) 1 To use the index for data entry, see “Working with the index” on page 4-10.
2-14 FileMaker Pro User’s Guide Use a calculation field to calculate a result from values in other fields in the current record (or from other related records, using a relationship). Use a summary field to produce a result using values in more than one record in the database. Calculation fields Summary fields The values you calculate can come from all field types.
Creating a database file 2-15 Expressions An expression is a value or any computation that produces a value. Expressions can be combined to produce other expressions. Type of expression Example Text constant "London" Number constant 2.15 Field reference TaxRate Function Length(ShipToAddress) Combination of expressions ((Total–Discount)*TaxRate)/100 Constants A constant is a fixed value that’s part of the formula and doesn’t change from record to record.
2-16 FileMaker Pro User’s Guide Field references A field reference is a field name that acts as a placeholder for the field’s value. When FileMaker Pro evaluates the formula in the current record, the value in the field represented by the field reference is used in the calculation. (Quotation marks indicate a text expression.) This expression Returns Invoice Total*0.075 7.5 when the value in the Invoice Total field is 100.
Creating a database file 2-17 Mathematical operators Use the following mathematical operators with numeric expressions. Symbol Name Definition Examples + Adds two values 2+2 Addition Subtotal+Sales Tax – Subtraction or Negation Subtracts the second 2–2 value from the first, or InvoiceTotal–Discount changes the sign to + or –2 – * Multiplication Multiplies each value Subtotal*Sales Tax DaysLate*.
2-18 FileMaker Pro User’s Guide ? Symbol Name Definition ≥ or >= Greater than or equal to True when the value on 5≥6 returns false the left is greater than or 5≥5 returns true equal to the value on the right ≤ or <= Less than or equal to True when the value on 5≤6 returns true the left is less than or 19≤18 returns false equal to the value on the right Choose FileMaker Help Index from the Examples or Help menu, and then type: E comparison operators Logical operators When you want FileMaker Pr
Creating a database file 2-19 Use AND, OR, or XOR to combine two expressions; use NOT with only one expression. ? Choose FileMaker Help Index from the or Help menu, and then type: E logical operators Text operators Use the following text operators with text expressions. (Double quotation marks indicate a text expression.
2-20 FileMaker Pro User’s Guide Stored and unstored calculation results You can have FileMaker Pro: 1 perform a calculation whenever the data that the calculation is based on changes, and store the result in the calculated field (a stored result) 1 perform a calculation and display the result only when you need to use the data—for example, to browse or print records—(an unstored, or virtual, result) In most cases, FileMaker Pro makes a field stored when you define the field.
Creating a database file 2-21 4. In the Specify Calculation dialog box, define the formula. Relationship pop-up menu To Do this Add a field reference In the formula box, click where you want the field reference to appear. In the list of field names, double-click a field name. Add a mathematical or text operator In the formula box, click where you want the operator to appear. In the keypad, click an operator.
2-22 FileMaker Pro User’s Guide 5. Select calculation options for the field. To Do this Make the calculated field repeating Click Repeating field with a maximum of n values, and then type the maximum number (up to 1000) of repetitions you want. Set the field type of the For Calculation result is , choose a field type for the result. result Be sure to choose the correct type for the result you want. See fields from a different file Choose a filename from the relationship pop-up menu.
Creating a database file 2-23 Keep these points in mind: 1 When you type values, expressions, functions, and parameters, the letters can be uppercase or lowercase. FileMaker Pro doesn’t consider case for calculation purposes. 1 When you use a repeating field in a calculation, the other parts of the formula must be compatible with that field.
2-24 FileMaker Pro User’s Guide 5. If you want, select a summary option, if applicable to the summary type. For this summary type To Select Total of Show the cumulative total for the current and all previous records Running total Average of Determine the average in one field based on a value in another field that’s used as a weight factor Weighted average. In the list of fields that appears, select a field name for the averaged values.
Creating a database file 2-25 Changing field definitions Important Keep the following in mind: 1 Deleting a field from a file in the Define Fields dialog box permanently and irretrievably deletes the field definition and all the data in that field in all your records. Before you delete a field from a file, be sure you don’t need any data the field contains. To delete a field from only a layout, see “Deleting a field from a layout” on page 3-59.
2-26 FileMaker Pro User’s Guide 3. Click Done. Note You can’t delete a field that’s used in a formula. You must delete the calculation field or remove the field reference in the formula before you delete the field. You also can’t delete a field used in a calculation within a script or a field used in a relationship definition. If a field is placed on a layout in a related database, and that field is later deleted, a placeholder for the deleted field remains in the related database.
Chapter 3: Laying out and arranging information This chapter tells you how to create, edit, arrange, and format layouts to bring together information and graphic elements for display or printing. Layouts can be displayed on one computer or on a network of computers. Important Before you read this chapter, you need to know how to design a database file, as explained in chapter 2, “Creating a database file.
3-2 FileMaker Pro User’s Guide Data entry form layout List report layout Form letter layout Mailing labels layout In a layout you: 1 1 1 1 add, arrange, and format the fields you want to use create summaries of data you want summarized (like a grand total) specify how to print records add graphics and text, to add emphasis and interest
Laying out and arranging information 3-3 Note Layouts used with FileMaker Pro Web Companion Instant Web Publishing do not display graphics or text objects when viewed on the Web. You can create custom HTML pages that include graphics and text objects when you use FileMaker Pro Web Companion Custom Web Publishing. For more information, see chapter 11, “Publishing files on the Web.
3-4 FileMaker Pro User’s Guide You make changes to a layout by using the tools available in Layout mode.
Laying out and arranging information 3-5 Working with predefined layout types FileMaker Pro creates the first layout, a Standard layout, when you finish defining fields for a new file. A Standard layout contains all the fields in the database file. It appears in Browse mode, ready for you to enter data. Field labels Fields you defined, in the order they appear in the Define Fields dialog box In addition to this layout, FileMaker Pro includes other predefined layout types.
3-6 FileMaker Pro User’s Guide To use a predefined layout type, choose New Layout from the Mode menu, and then select a layout type. To change the layout, use the tools and commands in Layout mode to tailor the layout for your needs. Use this layout type To display Standard All the fields in the database file, with field labels, on separate lines in the viewing order set in the Define Fields dialog box. You see one record per screen. The layout includes a body and a blank header and footer.
Laying out and arranging information 3-7 Keep these points in mind: 1 To see how a layout displays information on the screen, choose Browse from the Mode menu. To see how a layout will print, choose Preview from the Mode menu. 1 You can display a specified layout every time you open a document. See “Setting document preferences” on page 9-7.
3-8 FileMaker Pro User’s Guide A Standard layout contains all the database fields in the body of the layout, in the viewing order set in the Define Fields dialog box. You see the field names as field labels to the left of the fields, and a blank header and footer. A Single-page form layout looks like a Standard layout, but it doesn’t have a header and a footer, and it’s vertically the size of one page (although you can resize it if you like). A Blank layout contains a blank header, body, and footer.
Laying out and arranging information 3-9 3. Select other options, and then click OK. To Do this Give the layout a different name For Layout Name, type a name. Include or exclude the layout in the layout pop-up menu To include the layout, select Include in layouts menu. To exclude the layout, deselect this option. (For example, you might exclude layouts when you want to give users access only to a particular layout.
3-10 FileMaker Pro User’s Guide An Extended columnar layout displays all fields on one line across the page. You see each record in one row across the layout, with no wrapping fields or stacked headings. Use an Extended columnar layout for browsing; any objects that extend beyond the right edge of the page won’t print. You can also use this layout if the selected fields don’t fit across the page and you intend to make some fields smaller to fit the data on the page.
Laying out and arranging information 3-11 4. In the Specify Field Order dialog box, choose fields for the layout, and then click OK. Click to remove all fields from the list Drag the double arrows to reorder fields Relationship pop-up menu Double-click a field name to remove it Click to include all fields Double-click the fields you want in the layout, in the order you want them to appear Click to move a selected field 5.
3-12 FileMaker Pro User’s Guide For all labels layouts, you specify the data to print on each label. For a custom labels layout, specify the number of labels across the page and the label dimensions. FileMaker Pro then divides the body of the layout into the number of labels across the page. The leftmost label is a sample of a single label on a layout, and the rest of the labels across the page are dimmed.
Laying out and arranging information 3-13 1 If you use continuous-feed stock (like tractor-feed labels) and a dot matrix printer, create a custom paper size equal to the height of one label. Use a custom paper size to minimize the back-and-forth movement of the platen and save label paper. To Do this Select the printer Choose Chooser from the Apple menu, and then select a printer. Set a paper size for a laser or ink jet printer Choose Page Setup from the File menu.
3-14 FileMaker Pro User’s Guide To Do this Include or exclude the layout in the layout pop-up menu To include the layout, select Include in layouts menu. To exclude the layout, deselect this option. (For example, you might exclude layouts when you want to give users access only to a particular layout.) 4. In the Label Setup dialog box, select options, and then click OK. To Select Use preset label dimensions Use label measurements for and then choose a label option.
Laying out and arranging information 3-15 To Do this Remove a field name from the For Layout contents, select the field name and << and >> layout contents characters, and then press Delete. Remove all field names and characters from the layout contents Click Clear All. Relationship pop-up menu Click to add punctuation characters Fields list Field names arranged in a label 6. In the layout, adjust or delete the header, if necessary. See “Resizing parts” and “Deleting layout parts” on page 3-36.
3-16 FileMaker Pro User’s Guide blank header. If the first label starts at the top edge of the paper, set the header height to the height of the label so that printing starts on the second row of labels on the page. ? Choose FileMaker Help Index from the or Help menu, and then type: E labels layout Creating custom labels If you don’t see the size of your labels in the pop-up menu in the Label Setup dialog box, try to match your label dimensions with a preset type.
Laying out and arranging information 3-17 Turn page margins on to see how your page will print. For more information about setting margins and printing, see “Setting margins” on page 6-4. ? Choose FileMaker Help Index from the or Help menu, and then type: E printing, labels Printing labels Before printing on label stock, practice printing on regular paper. If you’re having trouble with alignment, try adjusting the header size, margins, or paper size.
3-18 FileMaker Pro User’s Guide Using Envelope layouts The Envelope layout arranges fields for printing on standard business envelopes. It includes a header. Important Use an Envelope layout only to arrange and print data in a format suitable for envelopes. You can’t add data to a database file using an Envelope layout. To add data, use a different layout type.
Laying out and arranging information 3-19 3. Select other options, and then click OK. To Do this Give the layout a different name For Layout Name, type a name. Include or exclude the layout in To include the layout, select Include in layouts menu. To the layout pop-up menu exclude the layout, deselect this option. (For example, you might exclude layouts when you want to give users access only to a particular layout.) 4.
3-20 FileMaker Pro User’s Guide 5. To enhance or modify the layout, see the appropriate sections later in this chapter. Note Depending on the printer you use, you might not need the header. ? If you Do this Manually feed envelopes into a center-feed printer Keep the header and adjust it, as necessary, to match the printing to the envelope size. Manually feed envelopes into a right edge-feed printer Keep the header and adjust it, as necessary, to match the printing to the envelope size.
Laying out and arranging information 3-21 It’s easiest to start with a Blank layout or a layout with no objects in the body. Before you set up columns, choose the printer to use and set the page setup options you want. To set columns in a layout: 1. In Layout mode, choose the layout name from the layout pop-up menu. 2. Choose Layout Setup from the Mode menu. 3. In the Layout Setup dialog box, click Print in columns. 4. Select options, and then click OK.
3-22 FileMaker Pro User’s Guide Keep these points in mind: 1 You only see columns when you preview or print data; you don’t see columns in Browse mode. 1 In the sample (leftmost) column in the layout, make adjustments to keep the fields within the column, and arrange the information that prints for each record. To Do this See data in fields that extend Select the fields to slide, choose Sliding/Printing from the beyond the first column into the Format menu, and then select options.
Laying out and arranging information 3-23 1 To change the placement of records (across first or down first) and the number of columns, choose the layout from the layout pop-up menu, and then choose Layout Setup from the Mode menu. Change the options, and then click OK. (To remove the column setup, deselect Print in columns.
3-24 FileMaker Pro User’s Guide Working with layout parts FileMaker Pro layouts are divided into parts, which are areas in a layout that tell FileMaker Pro how to display and print data and text within each part.
Laying out and arranging information 3-25 Each layout must have at least one part. Choose from eight different layout parts, as described in the following table. Layout part Description Header Use for column headings, titles, graphics, and other information that will appear only at the top of every page. For example, include a header for a directory. FileMaker Pro displays the header in Browse mode and prints it on every page, except the first page if you add a title header.
3-26 FileMaker Pro User’s Guide You can put fields, graphic objects, and text in any layout part. For example, put your company logo as a graphic object in the header and place a horizontal dividing line at the bottom of the body.
Laying out and arranging information 3-27 Adding layout parts You can add a new part to a layout or replace one you deleted. First add the part, and then specify the kind of information to appear in it. A dotted line defines the bottom of a layout part, and the part label to the left of the line identifies the part.
3-28 FileMaker Pro User’s Guide To add a layout part: 1. In Layout mode, choose Part Setup from the Mode menu. 2. In the Part Setup dialog box, click Create. List of parts in the current layout 3. In the Part Definition dialog box, select options. For subsummaries, select the field the records will sort by (break field) Select the type of part to create Select options for page numbering and breaks 4. Click OK, and then click Done.
Laying out and arranging information 3-29 1 To print a cover page for a report, make the title header large enough to cover a page. You can then add a regular header, a regular footer, and any other layout parts you want to appear on subsequent pages. ? Choose FileMaker Help Index from the or Help menu, and then type: E layout parts, defining Adding objects to a layout part You can add fields of any type, graphic objects (like lines, rectangles, ovals, and pictures), and text in all layout parts.
3-30 FileMaker Pro User’s Guide Summary part Description Trailing subsummary Same as leading subsummary, except it displays the subsummary after the body of the report and prints the data for the last record of the group being summarized for any nonsummary fields in the part. Trailing grand summary Same as leading grand summary, except it displays the grand summary at the end of a report and prints or displays the data for the last record being browsed in any nonsummary fields in the part.
Laying out and arranging information 3-31 Adding a summary part 1. Add a summary part. See “Adding layout parts” on page 3-27. 2. In the Part Definition dialog box, select a summary type. If you click Sub-summary when sorted by, also select the field to sort by (the break field). To define a summary field, see “Defining summary fields” on page 2-23. 3. Select page numbering and page break options, click OK, and then click Done. For information on the options, see “Paginating a layout” on page 3-32. 4.
3-32 FileMaker Pro User’s Guide 1 FileMaker Pro previews and prints correct subsummary values only after you sort the records. Sorting groups the records by the value in the specified field (break field), so the subsummary totals all records with the same value in that field. You can sort by more than one field to add another level of grouping to your data.
Laying out and arranging information 3-33 2. In the Part Definition dialog box, select an option.
3-34 FileMaker Pro User’s Guide 1 If the whole body of another record won’t fit at the bottom of a page, FileMaker Pro prints it on the next page, unless you set the option to break parts across pages or the body can’t fit on a single page.
Laying out and arranging information 3-35 Changing layout parts Change layout parts as described in the following sections. Reordering parts You can change the order of the body and subsummary parts only. For example, move a subsummary above the body to see subtotals first. FileMaker Pro moves all the objects in the reordered part and maintains its proportions. 1. In Layout mode, choose Part Setup from the Mode menu. 2. Use the double-arrow pointer to drag the part to the new position. 3. Click Done.
3-36 FileMaker Pro User’s Guide Resizing parts When you resize a layout part, FileMaker Pro always maintains the size of the other parts. For example, changing the size of the header won't change the size of the body. In Layout mode, use the pointer to drag the part label (or the dotted line below the part) until the part is the size you want.
Laying out and arranging information 3-37 3. If the part contains objects, click Delete in the alert message. 4. Click Done. ? Choose FileMaker Help Index from the or Help menu, and then type: E layout parts, managing Working with all object types An object is a separate element—text, a field, or a graphic object (such as an oval or an imported picture)—that you can draw, select, move, resize, delete, copy, and otherwise change. You place objects in a layout to design how the layout looks and works.
3-38 FileMaker Pro User’s Guide Working with the drawing tools For each type of object you work with, you use the various tools in the status area of the Layout window. Tool panel Button tool Portal tool Field tool Part tool Fill controls Pen controls Line width palette No tools visible? Choose Layout from the Mode menu, and then click the status area control at the bottom of the screen.
Laying out and arranging information 3-39 Selecting objects Whenever you want to work with an object, you must select it first. You see handles, small black squares along the boundaries of a selected object. Handles surround a selected object To select an object, use the pointer tool or choose Select All from the Edit menu. Pointer tool ? To select Do this One object With the arrow pointer, click the object. (If the object has no fill, click its border.
3-40 FileMaker Pro User’s Guide Positioning and sizing objects Use the text ruler, graphic rulers, ruler lines, T-square, AutoGrid, and Size palette to size, position, and align objects. Text ruler Graphic rulers Ruler lines T-square Guide Description Text ruler A horizontal ruler to help align and format text. Graphic rulers Horizontal and vertical rulers to help measure and position objects.
Laying out and arranging information 3-41 The following information tells you how to use each guide. 1 To show or hide the rulers, ruler lines, or T-square, choose Text Ruler, Graphic Rulers, Ruler Lines, or T-Squares from the Show menu. For information about the text ruler, see “Formatting text paragraphs” on page 3-84. 1 To switch the Auto Grid on or off, choose Auto Grid from the Arrange menu. To temporarily disable the AutoGrid, hold down Command while dragging an object.
3-42 FileMaker Pro User’s Guide 1 To change the unit of measure for the graphic rulers and the AutoGrid, choose Set Rulers from the Mode menu. Make your selections and click OK. (You can choose different units of measure for the rulers and the AutoGrid. If you change units for the AutoGrid, you change the increments by which objects are snapped “to” the grid.
Laying out and arranging information 3-43 The commands in the context menu depend on the type of object selected. For example, when a text object is selected in Browse mode, you see text formatting commands like Font, Size, and Style. When the object is selected in Layout mode, you see additional commands like Specify Field and Field Borders.
3-44 FileMaker Pro User’s Guide Arranging objects The following sections explain how to arrange graphic objects, fields, and text on a layout. For information on using the AutoGrid, rulers, T-square, and other alignment guides, see “Positioning and sizing objects” on page 3-40. Moving objects To move Do this One object Select the object, and then drag it to the position you want. (To constrain the movements to horizontal or vertical directions, hold down Shift as you drag the object.
Laying out and arranging information 3-45 Cutting, copying, and pasting objects To Select the object, and then do this Make one copy of (duplicate) an object Choose Duplicate from the Edit menu (or hold down Option and drag the object). Then move the object to the position you want. Remove an object to paste it elsewhere Choose Cut from the Edit menu. To paste the object elsewhere, click where you want to insert it, and then choose Paste from the Edit menu.
3-46 FileMaker Pro User’s Guide Stacking objects and changing the stacking order You can create a design in which you stack objects by creating or dragging them on top of each other. Objects are preset to stack in the order you create them—the first object created is on the bottom, and the last one is on top. You can change the order in which objects are stacked. Bring to front Send to back Before Bring forward Send backward After 1. In Layout mode, select the object to move in the stack.
Laying out and arranging information 3-47 2. Choose a command from the Arrange menu. ? To move the object Choose To the top of the stack Bring to Front One layer forward Bring Forward Behind all other objects Send to Back One layer back Send Backward Choose FileMaker Help Index from the or Help menu, and then type: E bring forward/to front E send backward/to back Grouping and ungrouping objects You can combine several objects into one by grouping them.
3-48 FileMaker Pro User’s Guide Aligning objects to each other You can align (line up) objects by their tops, bottoms, or sides. For example, align a field label with its field so that the label is centered between the field’s top and bottom border. When you align a group of objects, they align with the object farthest in the chosen direction. When you align center points, the objects align along an invisible vertical or horizontal line in the center of the objects.
Laying out and arranging information 3-49 You can select from both columns. Select the way you want objects aligned vertically Select the way you want objects aligned horizontally See the results of your choices Keep these points in mind: 1 To align new objects according to the current settings, select the objects to align, and then choose Align from the Arrange menu. (If the settings are both None, the command is unavailable.
3-50 FileMaker Pro User’s Guide Keep these points in mind: 1 For easy editing, a rotated field temporarily reverts to 0 degrees rotation when it is selected in Browse mode. The field assumes its previous rotation when it is deselected. 1 Portals cannot be rotated.
Laying out and arranging information 3-51 1 Resizing a grouped object resizes all the objects in the group. See “Grouping and ungrouping objects” on page 3-47. ? Choose FileMaker Help Index from the or Help menu, and then type: E resize objects Changing an object's shape To Do this Reshape one object Select the object, and then drag a handle until the object is the shape you want. (To change only the height or width, hold down Shift as you drag.
3-52 FileMaker Pro User’s Guide Keep these points in mind: 1 To remove a fill pattern or pen pattern from an object, select the object, and then choose the transparent pattern. 1 To use the attributes of an existing object to set the preset attributes, hold down Command and click the object. 1 Attributes you set in the Field Borders dialog box for pattern, color, and width replace attributes set with the pen and width controls in the status area, and vice versa.
Laying out and arranging information 3-53 All objects have a border. (The border of a line is the line itself.) All objects except lines have a fill, the area within the border. You can change the border’s width, color, and pattern, and the fill’s color and pattern before or after you draw an object. ? Choose FileMaker Help Index from the or Help menu, and then type: E objects, creating Drawing objects in a layout Before you draw an object, you select the appropriate drawing tool in the tool panel.
3-54 FileMaker Pro User’s Guide An object is selected when you finish drawing it. To deselect an object, click a blank area of the layout or any tool in the tool panel. ? Choose FileMaker Help Index from the or Help menu, and then type: E drawing Adding graphics in a layout You can add graphics anywhere on a layout. Use a graphic in a layout instead of a container field whenever you want the same image (like a company logo) on every record or report. 1.
Laying out and arranging information 3-55 Working with fields in a layout When you first define fields for a new database file, FileMaker Pro adds them to the Standard layout, with field labels for each field. Later, you can add fields from the database file to the current layout, delete fields you don’t want displayed or printed from the current layout, and determine the format in which you want data displayed in fields when the current layout is used.
3-56 FileMaker Pro User’s Guide Adding fields to a layout You can add a field to a layout at any time. A field can be added anywhere on any layout, as many times as you want. You can get different results by placing the same field in different locations on the layout. For example: 1 Add the same summary field to a subsummary part to calculate totals for each group of sorted records, and to a grand summary part to get totals for all the records in the file.
Laying out and arranging information 3-57 After you add fields to a layout, you can work with them in the following ways: To Do this Redefine a field Double-click the field. In the Specify Field dialog box, double-click a different field name. To include a field label, first delete the original label on the layout. Then, in the Specify Field dialog box, select Create field label. Display sample data from the Choose Sample Data from the Show menu.
3-58 FileMaker Pro User’s Guide Adding merge fields You can add a merge field (a placeholder for a field’s value) to a layout to display or print a field’s data when you browse and print records. Use merge fields for documents like letters, envelopes, contracts, and so forth. For example, when you add the merge field <> to the right of the text Dear, FileMaker Pro displays Dear Leon, when the First Name field contains “Leon”.
Laying out and arranging information 3-59 1 Merge fields display as much text as fits in the boundary of the defined field. You can adjust the size of the field to display as much data as you want. 1 You format merge fields the same way you format other FileMaker Pro fields. To assign formats to values in a merge field, select the merge field and the << and >> symbols, and then select formatting options. See “Defining display formats for fields” below and “Changing the appearance of text” on page 3-88.
3-60 FileMaker Pro User’s Guide On a field by field basis, each layout can have a different set of formats. For example, suppose you format number fields to display a currency symbol, thousands separators, and two decimal places. If the currency symbol is a dollar sign ($), the thousands separator is a comma (,), and the decimal separator is a period (.), the value 5000 displays as $5,000.00. However, only the value 5000 is stored in the file.
Laying out and arranging information 3-61 1. In Layout mode, select a field or text object, and then choose Text from the Format menu. To format more than one field at a time, Shift-click each field to format, and then choose Text from the Format menu. 2. In the Text Format dialog box, select options, and then click OK.
3-62 FileMaker Pro User’s Guide Formatting numerical values in individual fields Format numbers for number fields, or calculation, summary, or global fields that have a numeric result. You can format a field as a decimal number or a Boolean number (to produce a true or false result). A number field can hold up to 255 characters. However, for calculation purposes FileMaker Pro uses only the first 15 numeric characters.
Laying out and arranging information 3-63 Keep these points in mind: 1 Numbers with decimal digits that exceed the specified number are rounded. If you specify 0, no decimal digits are displayed. If you specify a negative value, numbers are rounded to the number of positions left of the decimal separator. (For example, for the field value 789.78, 2 fixed decimal places displays 789.78; 0 fixed places displays 790; and –2 fixed places displays 800.
3-64 FileMaker Pro User’s Guide ? To change the default Do this Display of zero values Select Do not display number if zero. Decimal separator For Decimal separator, double-click the current default, and then type a new one. Thousands separator Select Use thousands separator, double-click the current default, and then type a new one. Format for negative numbers For Format as, choose an option. To display negative numbers in color, select Use color, and then choose a color.
Laying out and arranging information 3-65 Choose options for day, month, date, year, and separator characters Set font, style, size, color, line spacing, and alignment Keep these points in mind: 1 Be sure to size the date field on the layout according to the length of the date. For example, the date Wednesday, May 5, 1999 needs more room than 5/5/99. 1 You can also set the format for the system date symbol (//). Select the symbol first. See “Displaying special information” on page 3-83.
3-66 FileMaker Pro User’s Guide 2. In the Time Format dialog box, select options, and then click OK. To display times Do this Exactly as typed or entered Click Leave data formatted as entered. In a particular format Click Format as, and then choose a format. You can set a different unit separator (like : or –), 24-hour or 12-hour time, and a trailing or leading suffix (like AM or PM). With leading characters For Leading Characters, choose options for Hours, Minutes and seconds, or both.
Laying out and arranging information 3-67 Formatting graphics in individual container fields When you define a container field, FileMaker Pro displays the boundaries of the field in Layout mode, as it does for other fields. You can format the graphic in a particular way, to maintain the original proportions of the graphic as it’s entered in the field, or to align the graphic horizontally or vertically within the boundaries.
3-68 FileMaker Pro User’s Guide Keep these points in mind: 1 For information about adding a graphic to a container field, see “Working with container fields” on page 4-6. 1 You can also add graphics to a layout as objects. See “Adding graphics in a layout” on page 3-54.
Laying out and arranging information 3-69 1. In Layout mode, select a field, and then choose Field Format from the Format menu. 2. In the Field Format dialog box, select options, and then click OK. 1 To select all the field’s contents when the field is selected, select Allow entry into field, and then click Select entire contents of field on entry. 1 To prevent entry into a field, deselect Allow entry into field. (To allow entry into the field, select this option.
3-70 FileMaker Pro User’s Guide 2. Select options. To Do this Renumber individual arrows In the Set Tab Order dialog box, click Edit tab order. In the layout, click an arrow whose order you want to change, and then type a new number. Remove numbers from all arrows and set a new tab order In the Set Tab Order dialog box, click Create new tab order. In the layout, click the arrows in the order you want.
Laying out and arranging information 3-71 To enter all the values in a single repeating field before you tab into any other field, double-click the field’s arrow.
3-72 FileMaker Pro User’s Guide Scroll bars are always displayed if you set the field borders option for the right side of the field. Otherwise, they display only when you tab into the field. See “Adding borders, fill, and baselines to fields” on page 3-73.
Laying out and arranging information 3-73 Note Data added to a repeating or calculation field with a formula that uses repeating fields is always maintained and can be used, even if you change the layout to display fewer repetitions or change the field to nonrepeating.
3-74 FileMaker Pro User’s Guide Keep these points in mind: 1 Changes made in the status area to the preset pattern, color, and line width settings replace settings in the Field Borders dialog box, and vice versa. See “Changing lines, colors, and patterns” on page 3-51. 1 You can also use the fill controls in the status area to fill a field with a color and pattern. See “Changing lines, colors, and patterns” on page 3-51.
Laying out and arranging information 3-75 Defining value lists To save time and ensure accuracy during data entry, define frequently used text, number, date, or time values to display in a pop-up menu or pop-up list, or as checkboxes or radio buttons. When you enter data, choose from the list of defined values. Choose from this list of values during data entry Value lists aren’t attached to any field definition but can be shared by several fields.
3-76 FileMaker Pro User’s Guide 4. Define the value list. To Do this Create a list of values Select Use custom values, and then type each value on a separate line, in the order you want them to appear. Press Return to separate each value. Choose from existing values in a different field Select Use values from a field, and then click Specify Field. In the Specify Field for Value List dialog box, to choose from a field in a different file, click Specify File, and then choose a filename.
Laying out and arranging information 3-77 Select a file containing the field values you want Select a second field to display values from Select a field to use its values 5. Click Save, and then click Done. Keep these points in mind: 1 You can open the Define Value Lists dialog box quickly by choosing Define from the File menu, and then Value Lists. 1 You format a value list as checkboxes, radio buttons, a pop-up menu, or a pop-up list in Layout mode. See the next section.
3-78 FileMaker Pro User’s Guide 1 Add an Edit item to checkboxes, radio buttons, pop-up menus, and pop-up lists so you can edit the values in the list. Checkboxes Radio buttons Pop-up menu Pop-up list Note Before you begin, you need to define a value list. See “Defining database fields” on page 2-3 and “Defining value lists” on page 3-75. 1. In Layout mode, select the field to format, and then choose Field Format from the Format menu. 2. In the Field Format dialog box, select options.
Laying out and arranging information 3-79 Working with text Text makes a layout easier to use and understand. When you add text to the body of a layout, FileMaker Pro displays the text with every record. Add text for labels or column headings that identify fields, instructions on a form, report titles, page or record numbers, and so on. On some predefined layout types, FileMaker Pro displays the field name as text.
3-80 FileMaker Pro User’s Guide Keep these points in mind: 1 You can also use drag and drop and context menus to edit text. See “Using drag and drop to move information” on page 4-13 and “Editing objects and data quickly using the context menu” on page 3-42. 1 Use standard editing conventions when working with text. For keyboard equivalents and other keyboard shortcuts, see FileMaker Pro Quick Reference on the back cover of this user’s guide.
Laying out and arranging information 3-81 To control the size and position of the borders before typing: 1. In Layout mode, select the text tool, and then position the pointer where you want the text to begin. 2. Drag the pointer until the border is the size you want. 3. Type the text. Keep these points in mind: 1 The text appears in the current font, style, line spacing, color, and alignment. To set or change text attributes, see “Changing the appearance of text” on page 3-88.
3-82 FileMaker Pro User’s Guide Selecting text Before you select text, select the object (in Layout mode) or field (in Browse mode) by clicking it. Then: To select Click the text tool and Individual characters With the pointer, drag through the characters. A word Double-click the word. A line of text (the first character in the field or Triple-click anywhere in the line. object to the last character in the field or object on the same line) ? A paragraph of text Click the block of text four times.
Laying out and arranging information 3-83 Keep these points in mind: 1 To restore text you deleted, choose Undo from the Edit menu before you do anything else in FileMaker Pro. 1 Text you cut or copy stays on the Clipboard until the next time you use Cut or Copy. 1 To change the appearance of text, see “Changing the appearance of text” on page 3-88. 1 To rearrange text on the layout, see “Arranging objects” on page 3-44.
3-84 FileMaker Pro User’s Guide Note Before you print a layout that displays the current page number, you can specify the starting number in the Print dialog box. (See “Printing” on page 6-12.) ? Choose FileMaker Help Index from the or Help menu, and then type: E variables Formatting text paragraphs You can format text, and the data in text fields, as paragraphs. For example, indent the first line of text, or insert tab stops in a text field. Set formatting options individually or all at once.
Laying out and arranging information 3-85 3. Select options. To Do this Indent the first line Drag the left indent marker . The first line indent marker automatically follows. To move the left indent marker by itself, press Option and drag it. Set the font Choose a font from the pop-up menu. Set the font size Choose a size from the pop-up menu. Set the font style Click one or more style controls (bold, italic, or underline).
3-86 FileMaker Pro User’s Guide 3. In the Tabs dialog box, select options. To Do this Set the tab alignment For Type, select an option. Set a decimal tab Click Align On. To set a decimal tab on a separator other than a period (.), type a character in the text box. Specify the tab’s position on the For Position, type a value.
Laying out and arranging information 3-87 Formatting paragraphs all at once 1. Display the text ruler, as explained in “Using the text ruler” on page 3-84. 2. To display the Paragraph dialog box, with text selected, double-click a blank area of the text ruler. You can also choose Text from the Format menu, and then click Paragraph in the Text Format dialog box. 3. In the Paragraph dialog box, select options, and then click OK. To Do this Set text alignment For Alignment, select an option.
3-88 FileMaker Pro User’s Guide Changing the appearance of text You can change text attributes, like font or line spacing, before or after you type text. If you change text attributes after typing text, the attributes you set become the preset attributes for new text. To set attributes for new text, start with no text selected. To change the attributes of existing text, select the text, and then make your changes. To set Do this Font Choose Font from the Format menu, and then choose a font.
Laying out and arranging information 3-89 For example, this alignment Right Mountaineering, Inc. sunglasses provide good looks and the maximum protection against the sun’s damaging ultraviolet rays. Mountaineering, Inc. sunglasses are endorsed by mountaineers and skiers. Full Mountaineering, Inc. sunglasses provide good looks and the maximum protection against the sun’s damaging ultraviolet rays. Mountaineering, Inc. sunglasses are endorsed by mountaineers and skiers.
3-90 FileMaker Pro User’s Guide Changing several text attributes at once You can set or change any combination of the text attributes at one time. 1. In Layout mode, to set text attributes for new text, start with no text selected. To change text attributes of existing text, start by selecting the text object. 2. Choose Text from the Format menu. 3. In the Text Format dialog box, select options, and then click OK.
Chapter 4: Working with information in records After you create a database and define fields, you can enter and work with data in the file. This chapter explains how to: 1 1 1 1 1 add and edit data in a database view records in a database find groups of records to work with delete records sort records For information on adding, editing, viewing, searching for, deleting, and sorting records on the Web, see chapter 11, “Publishing files on the Web.
4-2 FileMaker Pro User’s Guide Each file has one current record at a time, which is the record on the screen if you’re viewing individual records, or the record marked with a solid bar if you’re viewing records in a list.
Working with information in records 4-3 Selecting a field for data entry To work with data in a field, you first select the field. The boundaries of a selected field are solid lines; boundaries of other fields are dotted lines. To Do this Select a field for data entry Click in the field. FileMaker Pro scrolls if necessary to display the field’s contents. FileMaker Pro extends a field that’s filled beyond the border, if the field has no scroll bar, until you move out of the field.
4-4 FileMaker Pro User’s Guide Duplicate an existing record to quickly add a record with the same or similar data. When you add or duplicate records, each new record is placed at the end of the file. When you browse a group of records you found (called the found set), new records appear at the end of the group (until you sort them). To Do this Add a record Choose New Record from the Mode menu. (You see a blank record with one field selected.) Type data into the fields.
Working with information in records 4-5 To Select the field, and then Type in a time field Type the time as hours and minutes or as hours, minutes, and seconds in the format used when the file was created or the current system format for time (if Use System Formats is set), separated by a nonnumeric character like : (colon). Use 24- or 12-hour format, with or without AM or PM. (AM is assumed for a time less than 12:00.) You can type a negative 24-hour time (like –08:40:00).
4-6 FileMaker Pro User’s Guide Working with container fields A container field can store a graphic, a sound, or a QuickTime movie. Note Sounds and QuickTime movies are not supported in FileMaker Pro Web Companion Instant Web Publishing. Importing graphics 1. Select the container field to import into. 2. Choose Import/Export from the File menu, and then choose Import Picture. 3. In the Import Picture dialog box, choose options for the graphic, and then click Open.
Working with information in records 4-7 2. Choose Import/Export from the File menu, and then choose Import Movie. 3. In the Import Movie dialog box, double-click the filename (change folders, if needed). Choose a QuickTime movie file Select to see a frame of the movie displayed To crop or scale the first frame of the movie, see “Defining display formats for fields” on page 3-59.
4-8 FileMaker Pro User’s Guide The movie in a container field is a reference to a QuickTime movie file. If you move the database to a different computer, move the movie file as well (unless you have access to it through an AppleShare network server). Pasting graphics, movies, and sounds from the Clipboard Cut or copy a graphic, movie, or sound in a different application by putting it on the Clipboard. Then paste it into a FileMaker Pro container field. 1.
Working with information in records 4-9 Entering data from a value list in Layout mode, you can define a list of values to enter or validate data in one or more fields and format the values to appear in a pop-up list, a pop-up menu, as radio buttons, or checkboxes. You can also include an Other item (to add a value not in the list) and an Edit item (to add or change values from Browse mode) in value lists. (See “Choosing data entry options” on page 2-6 and “Formatting repeating fields” on page 3-72.
4-10 FileMaker Pro User’s Guide Type a value to enter in the field ? Choose FileMaker Help Index from the or Help menu, and then type: E entering data Viewing and inserting data from another source To maintain consistency across records, you can do the following: 1 View values in the index (when a field is indexed), which contains all the values in the currently selected field and insert them into the current field. 1 Insert the current date, time, or user name.
Working with information in records 4-11 2. Choose Paste Special from the Edit menu, and then choose From Index. 3. In the View Index dialog box, to view each word instead of each value, select Show individual words. 4. Double-click a value to paste. Indexed values in a field Note In a text field, the first 60 characters of the text are pasted.
4-12 FileMaker Pro User’s Guide Keep these points in mind: 1 After you insert the current date or time into a field, that value doesn’t change. To display the current date or time, place a date or time symbol on the layout. See “Displaying special information” on page 3-83. 1 You can use a script to insert information into a find request (for example, have a script enter the current user name to find all records specific to the current user).
Working with information in records 4-13 Keep these points in mind: 1 You can also drag and drop information between fields, records, and applications. See the next section, “Using drag and drop to move information.” 1 When you paste data into a field formatted as radio buttons, checkboxes, or a pop-up list or menu, the appropriate value is selected, replacing the entire contents of the currently selected field.
4-14 FileMaker Pro User’s Guide 2. Drag an object from one application to the other. You see an outline of the object you’re dragging while you hold the mouse button down. If the other application can accept the object, the destination area (for example, a field) is highlighted. Keep these points in mind: 1 To disable drag and drop for text in fields, deselect Enable drag and drop text selection in the General area of the Preferences dialog box. See “Setting general application preferences” on page 9-2.
Working with information in records 4-15 To replace field values: 1. In Find mode, find the records whose data you want to replace. 2. If you want the data in a specific order, in Browse mode, sort the records. 3. In Browse mode, in the current record, select the contents of the field whose values you want to replace. 4. If you’re replacing data (not assigning serial numbers), type the value to replace the current data with. 5. Choose Replace from the Mode menu. 6.
4-16 FileMaker Pro User’s Guide 7. Click Replace. Note If the field that contains the replaced data is validated, FileMaker Pro doesn’t validate the new data. (See “Choosing data entry options” on page 2-6.) ? Choose FileMaker Help Index from the or Help menu, and then type: E values Working with records After you add data to records, you can work with them in various ways, as described in the following sections. Browsing records View records individually or as a list.
Working with information in records 4-17 When you view records in a list, you see any header or footer in the layout Current record bar Note You can also prepare a Columnar report layout to show records in a list. See “Using Columnar report and Extended columnar layouts” on page 3-9. Opening a URL If you have a valid URL (Web address) in a field, you can click on the address, automatically open your Web browser, and go to the URL. To open a URL from a field: 1.
4-18 FileMaker Pro User’s Guide Moving through records To move from one record to another, use keyboard commands or the book in the status area. When you browse individual records, FileMaker Pro displays the number of the current record in the lower-right corner of the book. When you browse records in a list, the current record is also identified by a solid bar to its left.
Working with information in records 4-19 Finding information You find specific records using Find mode. In Find mode, you can get a subset of the records in a file (called the found set) to do the following: 1 Get specific information based on the data in text, number, date, time, and calculation fields. 1 View, edit, perform functions on, calculate summaries for, sort, print, delete, export, or copy the found set to a different file.
4-20 FileMaker Pro User’s Guide You can’t enter search criteria in container fields, summary fields, or global fields.
Working with information in records 4-21 See the following sections for more information about search criteria. Click a page of the book to see another find request Number of the current request Number of existing requests Click to exclude records that match the request Click to begin searching Choose operators from the Symbols pop-up menu to paste into the request 4. Click Find in the status area, or choose Perform Find from the Select menu. To cancel before searching is finished, press Command-period.
4-22 FileMaker Pro User’s Guide 1 You cannot find duplicate values in unindexed fields. For more information, see “Indexing fields” on page 2-12. 1 You can perform finds on related fields. See “Finding and omitting related records” on page 10-34.
Working with information in records 4-23 Finding text To find this in a text field Type this in the field Example Words that start with specific The specific characters characters Chris Smith finds Chris Smith, Chris Smithson, and Smith Christenson A word that is part of a field’s An equal sign (=) before the contents word =John finds John and John Smith (but not Johnson) An exact word and nothing else Two equal signs (==) before the word ==John finds John only ==John Smith finds John Smith (but no
4-24 FileMaker Pro User’s Guide Finding numbers, dates, and times To find Type this in the field Example A number in a number field or calculation field that produces a numeric result The number, in the format used when the file was created (unless Use System Formats is chosen) .50 finds .50, $.
Working with information in records 4-25 Finding different sets of criteria You can find all the records in a file (for example, after you’ve created a found set), find records that match more than one set of criteria (logical AND search), or find records that match either one set of criteria or another (logical OR search). To find Do this All the records in a file Choose Find All from the Select menu.
4-26 FileMaker Pro User’s Guide You can delete requests as long as you keep at least one. To Do this Repeat a request Switch to the layout you want. Choose Modify Last Find from the Select menu, and then click Find. Edit a request Switch to the layout you want. Chose Modify Last Find from the Select menu, make changes to the request as needed, and then click Find (or choose Perform Find from the Select menu). Delete a request Choose Modify Last Find from the Select menu.
Working with information in records 4-27 To Do this Omit a specific record Display or select the record to omit, and then choose Omit from the Select menu. Omit groups of records Display or select the first record in a number of consecutive records to omit, and then choose Omit Multiple from the Select menu. In the Omit Multiple dialog box, type the number of records to omit, and then click Omit. Bring back all the records in the file Choose Find All from the Select menu.
4-28 FileMaker Pro User’s Guide The second request finds all records where Department is Operations, that is, all employees in Operations The third request omits records of employees whose title is Director The found set ? Choose FileMaker Help Index from the E omitting records or Help menu, and then type:
Working with information in records 4-29 Copying the found set You can copy the found set to the Clipboard to paste the records into a different application, like a spreadsheet. Container fields aren’t copied. In Browse mode with no fields selected, press Option-Command-C. FileMaker Pro copies the data to the Clipboard in tab-delimited format (in fields, separated by tab characters), without text styles, in the order they were added to the file.
4-30 FileMaker Pro User’s Guide Sorting records FileMaker Pro stores records in the order they were added to the file. However, you often want to work with records in sorted order. Sorting temporarily rearranges all or a group of records (the found set) based on the entries in a field or set of fields, so you can browse, update, or print the records in a different sequence. You sort records by selecting fields whose contents you want to sort by.
Working with information in records 4-31 To Do this Remove a field from the Sort Order list For Sort Order, double-click the field. Remove all fields from the Sort Click Clear All. Order list Sort by summary fields Select Include summary fields. (See “Sorting by summary fields” on page 4-32.) Use a language for the order in Select Override field’s language for sort, and then choose a which fields are sorted that’s language.
4-32 FileMaker Pro User’s Guide 1 When you sort repeating fields, or related fields in portals, FileMaker Pro uses only the first value in the repeating or related fields to sort records. To sort records based on values other than the first value, make separate records for each repeating value. 1 You can specify a sort order for related fields.
Working with information in records 4-33 1 If data is already sorted appropriately for the summary report, you don’t have to re-sort when you add or remove summary fields in the sort order. Add the summary field as described in the previous section, and then click Done (not Sort).
Chapter 5: Using ScriptMaker and buttons FileMaker Pro includes ScriptMaker software, which you can use to automate tasks like: 1 switching to another layout or mode 1 finding, sorting, and printing records 1 dialing phone numbers This chapter tells you how to use ScriptMaker and how to define buttons to perform script commands. Note FileMaker Pro scripts are not available when you publish a database on the Web using FileMaker Pro Web Companion Instant Web Publishing.
5-2 FileMaker Pro User’s Guide Understanding scripts A script is a command that tells FileMaker Pro to carry out one action or a sequence of actions. You perform a script to carry out its actions. For example, when you click the Letter button on the Client Entry layout, a script displays the Letter layout. Then the script switches to Preview mode and pauses so you can see what the letter looks like when it prints.
Using ScriptMaker and buttons 5-3 Scripts help you do a job the same way every time. They carry out simple steps, like changing the printing orientation for envelopes, or complex tasks, like preparing a large mailing. You can perform additional scripts, called subscripts, within a script. Subscripts make it easy to break a complex task into small tasks. For example, you can find customers with a balance due with one script, and then print form letters requesting payment with another script.
5-4 FileMaker Pro User’s Guide Understanding ScriptMaker steps A step is a FileMaker Pro command that you use in a script. Steps are similar to the commands you access through FileMaker Pro menus. For example, you can create a record by choosing New Record from the Mode menu, or you can perform a script that contains the New Record/Request step. Keep these points in mind: 1 Many steps have options that you specify when you define a script. For example, you can specify a field name in the Go to Field step.
Using ScriptMaker and buttons 5-5 Control steps ? Use this step To Perform Script Perform another script Pause/Resume Script Pause a script, or resume a paused script Exit Script Exit the current script Halt Script Stop performing all scripts If Perform steps if a calculation is True (not zero) Else Perform another set of steps if a calculation is False (zero) End If Mark the end of an If statement Loop Repeatedly perform a set of steps Exit Loop If Exit a loop if a calculation is True
5-6 FileMaker Pro User’s Guide Navigation steps Use this step To Go to Layout View the specified layout Go to Record/Request/Page Move to a record in the found set in Browse mode, a find request in Find mode, or a page in Preview mode ? Go to Related Record Move to the current related record in a related file Go to Portal Row Move to a portal row, or to a specified field in a portal row Go to Field Move to a field on the current layout Go to Next Field Move to the next field on the current lay
Using ScriptMaker and buttons 5-7 Editing steps ? Use this step To Undo Undo the last action Cut Delete the contents of a field and put them in the Clipboard Copy Copy the contents of a field, or a page in Preview mode, to the Clipboard Paste Paste the contents of the Clipboard into a field Clear Delete the contents of a field without copying the contents to the Clipboard Select All Select the entire contents of a field Choose FileMaker Help Index from the or Help menu, and then type: E e
5-8 FileMaker Pro User’s Guide Records steps ? Use this step To New Record/Request Add a record or find request Duplicate Record/Request Duplicate a record or find request Delete Record/Request Permanently delete the current record or find request Delete Portal Row Permanently delete the current portal row. Use Go to Portal Row to specify which is the current row.
Using ScriptMaker and buttons 5-9 Windows steps ? Use this step To Freeze Window Stop updating the window (hide actions from users) Refresh Window Redraw the screen, or resume updating after Freeze Window Scroll Window Scroll the window up, down, or to the current selection Toggle Window Hide or change the size of the window Toggle Status Area Show, hide, or lock the status area Toggle Text Ruler Show or hide the text ruler Set Zoom Level Reduce, enlarge, or lock the contents of a window
5-10 FileMaker Pro User’s Guide Spelling steps ? Use this step To Check Selection Check the spelling of text in the selected field Check Record Check the spelling of text in the current record Check Found Set Check the spelling of all fields in all records in the found set Correct Word Display Spelling dialog box so you can correct a misspelled word. Spell check as you type (in the Spelling area of the Document preferences) must be on.
Using ScriptMaker and buttons 5-11 Miscellaneous steps ? Use this step To Show Message Display an alert message Beep Play the system beep sound Speak Produce speech from text Dial Phone Dial phone numbers Open URL Open a URL Send Mail Send email with the To, Cc, Subject, and Message fields as specified in script step options Send Apple Event Send an Apple event to another application Perform AppleScript Perform AppleScript commands Comment Add notes to a script to describe a step Flus
5-12 FileMaker Pro User’s Guide 1 Which fields and layouts will the script need? Some steps require a field to be on the current layout (like Go to Field, Paste Literal, Paste Result, and Replace), while others don’t (Set Field). Use Go to Layout to switch to a layout that has the fields your script requires. 1 Should the script switch among modes? For example, use Enter Browse Mode before modifying data in fields and records, and use Enter Find Mode before setting up a find request or finding data.
Using ScriptMaker and buttons 5-13 2. Choose ScriptMaker from the Script menu. 3. In the Define Scripts dialog box, type the name of the new script, and then click Create. Scripts defined in the file Scripts with checkmarks appear in the Script menu Click to add a new script Drag the double arrow to reorder the script in the Script menu Type the name of a new script Select to include the selected script in the Script menu 4. In the Script Definition dialog box, choose steps for the script.
5-14 FileMaker Pro User’s Guide FileMaker Pro includes preset steps when you create a script. You can change or delete the steps. To Do this Add a step Select the step in the Available Steps list, and then click Move. Select options for the step, if they’re available. Delete a step Select a step in the script, and then click Clear. Delete all steps Click Clear All. Duplicate a step Select a step in the script, and then click Duplicate.
Using ScriptMaker and buttons 5-15 7. Click Done. ? Choose FileMaker Help Index from the or Help menu, and then type: E scripts, defining Storing settings for a script When you define a script, FileMaker Pro saves the current settings for page setup, importing, finding, sorting, and exporting. FileMaker Pro can restore the settings when you perform the script.
5-16 FileMaker Pro User’s Guide 1 To see the settings you stored with a script, print the script definition. See chapter 6, “Previewing and printing information.” 1 You can enter settings when you perform a script instead of using stored settings. FileMaker Pro doesn’t save the settings you enter when you perform the script. For example, if you add a Sort step and deselect the Restore sort order and Perform without dialog options, the Sort dialog box appears when you perform the script.
Using ScriptMaker and buttons 5-17 5. In the Script Definition dialog box, change the script steps, and then click OK. To Do this Add a step Select the step in the Available Steps list, and then click Move. Select options for the step, if they’re available. Delete a step Select a step in the script, and then click Clear. Change step options Select a step in the script, and then change the options. Change the order of steps Drag the double arrow to move a step.
5-18 FileMaker Pro User’s Guide Reordering scripts in the Script menu FileMaker Pro lists scripts in the Script menu and assigns keyboard shortcuts (like Command-1) to the first ten. 1. Choose ScriptMaker from the Script menu. 2. In the Define Scripts dialog box, drag the double arrow to the left of the script name to a new position. 3. To add or delete a script from the menu, select the script, and then select or deselect Include in menu. Scripts with checkmarks appear in the Script menu. 4. Click Done.
Using ScriptMaker and buttons 5-19 Performing, resuming, or stopping scripts To Do this Perform a script from the Script Choose the script name from the Script menu. menu Perform a script from the Define Scripts dialog box Choose ScriptMaker from the Script menu. Select the script name, and then click Perform. Perform a script using a keyboard shortcut Type the keyboard shortcut. (See “Reordering scripts in the Script menu” on page 5-18.
5-20 FileMaker Pro User’s Guide Using buttons with scripts A button is an object on a layout that you can click to perform one script step or an entire script. Buttons When you click the Letter button, FileMaker Pro performs the Print Letter script Keep these points in mind: 1 To show borders around buttons in Layout mode, choose Buttons from the Show menu. See “Showing button, text, and field boundaries” on page 3-43.
Using ScriptMaker and buttons 5-21 Defining buttons Use the following steps to create a button labeled with text. To specify a preference option for rounded or rectangular buttons, see “Setting layout preferences” on page 9-3. Note To create another type of button (for example, a circle with a graphic), see FileMaker Pro Help. 1. If you’re defining a button that performs an entire script, create the script. See “Defining scripts” on page 5-12. 2.
5-22 FileMaker Pro User’s Guide 4. In the Specify Button dialog box, select a step, set step options (if they’re available), and then click OK. See “Understanding ScriptMaker steps” on page 5-4. Select a step Set options for the step 5. At the insertion point, type a label for the button, and then press Enter. 6. Switch to Browse or Find mode to use the button.
Using ScriptMaker and buttons 5-23 Copying, changing, or deleting buttons To Do this in Layout mode Select a button Use the pointer tool. See “Selecting objects” on page 3-39. Move a button Using the pointer tool, drag the button. See “Moving objects” on page 3-44. Change the appearance See “Changing the appearance of objects” on page 3-50. of a button ? Change a button label See “Typing text” on page 3-80 and “Changing the appearance of text” on page 3-88.
5-24 FileMaker Pro User’s Guide FileMaker Pro can receive Apple events from scripting applications that are designed to send Apple events, like the AppleScript Script Editor.
Using ScriptMaker and buttons 5-25 1 You can use the Perform Applescript step to communicate directly with FileMaker Pro. For more information, see the Apple Events Reference database. You can also use an applet, droplet, or scripting application that communicates with FileMaker Pro. 1 FileMaker Pro can’t receive Apple events while performing a ScriptMaker script. 1 FileMaker Pro can send Apple events with text or AppleScript commands that are located in a related file.
5-26 FileMaker Pro User’s Guide 4. In the Specify Apple Event dialog box, click Specify Application. Choose an Apple event Choose options for the event 5. In the Open File dialog box, select the target application, and then click Open. 6. In the Specify Apple Event dialog box, choose the event you want to send from the pop-up menu. See “Choosing an Apple event to send” on page 5-27. 7. Select options for the event, and then click OK.
Using ScriptMaker and buttons 5-27 9. If you are changing an existing script and the Script Settings dialog box appears, select options, and then click OK. See step 6 on page 5-17. 10.Click Done. ? Choose FileMaker Help Index from the or Help menu, and then type: E Apple events Choosing an Apple event to send When you add the Send Apple Event step to a script, you choose an event in the Specify Apple event dialog box. The following table explains the options.
5-28 FileMaker Pro User’s Guide To Do this Perform other types of Apple events Choose Other. In the Specify Event dialog box, type the Event Class and Event ID (four-character codes specified by the target application). Click OK. 1 1 1 ? To send an Apple event to the same file each time you perform the script, click Document, and then click Specify File. In the Open File dialog box, select a file, and then click Open.
Using ScriptMaker and buttons 5-29 To Do this Perform AppleScript commands (up to 32K) Click Script text, and then type AppleScript commands in the text box. The commands are compiled when you click OK, and then FileMaker Pro stores the source. 5. In the Script Definition dialog box, finish defining or editing the script, and then click OK. 6. If you are changing an existing script and the Script Settings dialog box appears, select options, and then click OK. See step 6 on page 5-17. 7. Click Done.
5-30 FileMaker Pro User’s Guide Steps between Loop and End Loop repeat until you stop the script Click to resume the script Click to stop the script Click to perform the Print Record script . The following sections describe how to define the example scripts and button. Example step 1: Define the New Entry script In ScriptMaker, define the New Entry script with the steps shown in the previous figure.
Using ScriptMaker and buttons 5-31 Example step 3: Define the Print Record script In ScriptMaker, define the Print Record script with the steps shown in the previous figure. Choose the following options to use the stored settings when you perform the script. For this step Select these options Page Setup Restore setup options Perform without dialog Print Perform without dialog Example step 4: Define the Print button On the Client Entry layout, define a button to perform the Print Record script.
5-32 FileMaker Pro User’s Guide Example step 2: Create the new script Choose ScriptMaker from the Script menu. In the Script Name box, type Find Information. Click Create. Example step 3: Define the Find Information script In the Script Definition box, you see that ScriptMaker has automatically specified six script steps for you. 1. Delete the Enter Browse Mode, Go to Layout, Page Setup, Unsort, and Print script steps. You can delete these script steps by clicking to select them, then pressing Delete.
Using ScriptMaker and buttons 5-33 The following sections explain how to define a startup script that uses the current user name to display the correct layout and client records. Note For this example, you should know how to specify a user name (see “Setting general application preferences” on page 9-2) and a startup script (see “Setting document preferences” on page 9-7.) Example step 1: Define the startup script In ScriptMaker, define the Custom Layout script with the steps shown below.
5-34 FileMaker Pro User’s Guide Finding duplicate records In this example, a travel agency uses a registration database to track clients who sign up for a cruise seminar. The database contains duplicate records because some clients called the travel agency to sign up and also mailed in a registration form for the same seminar. The following sections explain how to set up a database and define a script to find duplicate records.
Using ScriptMaker and buttons 5-35 Example step 4: Store settings Store Sort and Find settings for the script. To store this setting Do this Sort In Browse mode, choose Sort from the Mode menu. If fields appear in the Sort Order list, click Clear All. Click ClientID, choose Ascending order, click Move, and then click Done. Find Choose a layout that displays the Mark field. In Find mode, type x into the Mark field, and then switch to Browse mode. (You don’t have to perform the find request.
5-36 FileMaker Pro User’s Guide 2. Starting with the first record, the script copies the value from the ClientID field into the Global field. 3. The script goes to the next record and compares the value in ClientID with the value in Global. 1 If the values match, the record is a duplicate and the script puts an x in the Mark field.
Using ScriptMaker and buttons 5-37 1 If the values don’t match, FileMaker Pro copies the ClientID value into Global. It doesn’t change the Mark field. 4. The script repeats step 3 until it reaches the last record in the file. 5. The script finds all records with an x in the Mark field, and then displays the found set of duplicate records. Changing monitor settings In this example, the Set Monitor Depth script uses AppleScript commands to set your primary monitor to a minimum bit depth.
5-38 FileMaker Pro User’s Guide For information about Apple events and AppleScript, see “Working with Apple events” on page 5-23.
Chapter 6: Previewing and printing information This chapter describes how to print the information in your FileMaker Pro files, including records, forms, and definitions of fields and scripts. Note The information in this chapter does not apply to users working with databases on the Web. When users work with databases on the Web, the Web browser software governs printing. Important Before you read this chapter, be sure you know how to use FileMaker Pro Help, as explained in the preface, “Getting help.
6-2 FileMaker Pro User’s Guide Contact List Blank record Company Name Name Contact Title Phone Contact List Current record Company Name Smith's More Corp. Name Jeremy Smith Contact Title President Phone 503-555-4655 Contact List Found set Field definitions Company Name ACME Accessories Norris Corporation PrinTCo. The Framery West End Corp. Smith's More Corp.
Previewing and printing information 6-3 Displaying margins In Layout mode, choose Page Margins from the Show menu to see where a layout will print on a page. Most printers can’t print to the edge of the paper. If you place objects in the margins or outside the area the selected printer can print to, you see them in Browse and Find modes. You don’t see the objects when you preview or print.
6-4 FileMaker Pro User’s Guide Setting margins You can set different margins for each layout. 1. Choose Page Setup from the File menu, confirm the printer and paper settings, and then click OK. To switch printers, see “Specifying a printer” on page 6-14. For information about other settings, see the manual that came with your printer. 2. In Layout mode, choose a layout, and then choose Layout Setup from the Mode menu. 3.
Previewing and printing information 6-5 1 If you select the Print in columns option for a layout and change the size of the columns, the columns resize to fit the new page width when you change the left or right margins. See “Arranging records in columns” on page 3-20.
6-6 FileMaker Pro User’s Guide You can set parts to shrink when the fields in them slide up. When parts shrink, FileMaker Pro can print more records on a page.
Previewing and printing information 6-7 Keep these points in mind: 1 You can slide any object. Non-field objects, like the horizontal line in the previous example, can slide if you place a sliding field above or to the left of the objects. When a non-field object slides, it moves to another place on the layout but doesn’t shrink. When a field slides, it moves to another place on the layout and shrinks if the data doesn’t fill the field boundaries.
6-8 FileMaker Pro User’s Guide 2. In Layout mode, select the objects to slide, and then choose Sliding/Printing from the Format menu. To slide an object left, you must also select the field to the left of it. To slide an object up, also select the field above it. 3. In the Set Sliding/Printing dialog box, select the sliding options you want, and then click OK. Select this option To Sliding left Close up blank space to the right of the object, allowing objects to slide left into the unused space.
Previewing and printing information 6-9 Sliding repeating fields If you set sliding options for repeating fields, be sure not to change the way the information is aligned.
6-10 FileMaker Pro User’s Guide 1 You see nonprinting objects in Browse and Layout modes, but not when you preview or print. Choose Non-Printing Objects from the Show menu to display nonprinting objects with a gray border in Layout mode. ? Choose FileMaker Help Index from the or Help menu, and then type: E printing, data Printing Extended columnar layouts For Extended columnar layouts, select the horizontal (landscape) page setup option so that more columns print on a page.
Previewing and printing information 6-11 Printing layouts with subsummaries Before printing a layout with subsummary parts, sort the records by the break field (the field that groups the records). See “Adding a summary part” on page 3-31 and “Sorting records” on page 4-30. Keep these points in mind: 1 Switch to Preview mode after you sort to see how your records will print. See “Previewing before printing” below. 1 You can start a new page for each subsummary part.
6-12 FileMaker Pro User’s Guide Note You cannot use the preview feature to see how your database looks when published on the Web. You must use Web browser software.
Previewing and printing information 6-13 4. If you’re printing records, browse the ones you want to print, and then switch to Preview mode to check them. Use Find, Omit, Find All, and Sort, if needed. If your layout has a subsummary, sort on the break field. (See “Printing layouts with subsummaries” on page 6-11.) 5. Choose Print from the File menu, and then select options in the Print dialog box. In the Print area, select To print Records being browsed All records in the found set.
6-14 FileMaker Pro User’s Guide Specifying a printer 1. Choose Chooser from the Apple menu. 2. In the Chooser dialog box, select a printer, respond to any messages, and then click the close box. For information about printer options, see the manual that came with your printer.
Chapter 7: Networking and access privileges You can share FileMaker Pro files with other users on a network. By sharing files, you can work simultaneously with others in your work group, and save disk space by keeping files in a central location. You can also share your FileMaker Pro files on the Web using FileMaker Pro Web Companion. For more information, see chapter 11, “Publishing files on the Web.
7-2 FileMaker Pro User’s Guide The first person to open a shared file is the host. Any user who opens a shared file after the host is a guest. The host opens the file Guests open connections to the file Keep these points in mind: 1 You can share FileMaker Pro files between a computer running Windows and a computer running the Mac OS just as you share files among networked computers on the same platform.
Networking and access privileges 7-3 Opening files as the host To host a file, you must be the first user to open it. 1. Choose Open from the File menu. 2. In the Open File dialog box, select a file, and then click Open. 3. Choose Sharing from the File menu. In the File Sharing dialog box, select Multi-User. Note If Multi-User is dimmed in the File Sharing dialog box, FileMaker Pro is unable to access the network. An explanation appears below the Multi-User button.
7-4 FileMaker Pro User’s Guide Warning Anyone who opens a database file with the Export records access privilege, including FileMaker Pro guests, can then publish the database on the Web by enabling FileMaker Pro Web Companion. In this case, your database is protected over the Web by any FileMaker Pro access privileges that you have set. However, you should exercise caution when granting access privileges. For more information, see chapter 11, “Publishing files on the Web.
Networking and access privileges 7-5 4. Select a file, and then click Open. If the network is very busy, the file might not be listed. Use one of the following procedures to check the network for a longer period of time. For this type of network Do this AppleTalk with zones Hold down the Option key as you click an item in the lower list. 1 TCP/IP AppleTalk without zones 1 MacIPX Click Cancel to return to the Open File dialog box. Hold down the Option key as you click the Hosts button.
7-6 FileMaker Pro User’s Guide Working with shared files When a shared file is open, the host and guests have access to the same information. FileMaker Pro saves a shared file on the disk where the file resides. It saves changes that the host and guests made to the file, including changes to records, layouts, and scripts. FileMaker Pro limits access to some commands and records to keep users from interfering with each other.
Networking and access privileges 7-7 Keep these points in mind: 1 Sorting, replacing data, viewing and printing summary report layouts, and other calculation-intensive tasks performed on many records affect the performance of the host and guest computers. Perform these tasks on a small found set, or schedule tasks so they’re performed during low usage periods. 1 FileMaker Pro saves the host’s sort order, find requests, and page setup. If you’re a guest, you can save your settings by defining a script.
7-8 FileMaker Pro User’s Guide Closing shared files If you’re a host, you can close the files you’re hosting. If you’re a guest, you can close your connections to shared files. Important Leave FileMaker Pro by choosing Quit from the File menu. If you turn off your computer without quitting the program, you can damage open files and lose your changes. 1. Choose Close or Quit from the File menu. To Do this Close a shared file Choose Close. Quit FileMaker Pro Choose Quit. 2.
Networking and access privileges 7-9 If a guest clicks Cancel, FileMaker Pro doesn’t close the connection to the file ? Choose FileMaker Help Index from the or Help menu, and then type: E files, closing Protecting your files When you share databases, you need a security system so that confidential data is protected and unauthorized changes aren’t made. With FileMaker Pro, you protect files by defining passwords and groups.
7-10 FileMaker Pro User’s Guide Passwords and groups are related. You can define a password for each employee in your company, and then associate passwords with groups to limit access to each department’s data. For example, in a file containing employee information, only passwords in the Human Resources group can see salary information.
Networking and access privileges 7-11 Network Administration can’t see this field Human Resources can’t see this layout Define passwords or groups only if you need to protect information. If you only want to limit the tasks users can do and don’t mind if they can see all fields and layouts, define passwords but don’t define groups.
7-12 FileMaker Pro User’s Guide 1 You can define a blank password that gives all users limited access to a file. When users open the file, they can press Return at the password prompt to access the file. 1 When you open a file, FileMaker Pro can try a password without prompting you. Define the password, and then see “Setting document preferences” on page 9-7 to set the option.
Networking and access privileges 7-13 Blank password Deselect to limit access Passwords defined in the file Select the access privileges for users of this password Select the menu commands for users of this password Click to associate passwords with existing groups Click to define groups 4. Select the activities that users with this password can perform. Select To let users with this password Access the entire file Perform any task with records, layouts, and scripts.
7-14 FileMaker Pro User’s Guide 5. Choose the menu commands that users with this password can access, and then click Create. Select To Normal Enable all menu commands associated with the privileges you selected in the previous step Editing Only Enable only basic data entry commands for the current file. (Available menu commands depend on the level of access you selected in the previous step.
Networking and access privileges 7-15 Deleting or changing passwords To Do this Delete a password Choose Access Privileges from the File menu, and then choose Define Passwords. Select the password in the Define Passwords dialog box, and then click Delete. In the confirmation dialog box, click Delete, and then click Done. When prompted, type the master password, and then click OK.
7-16 FileMaker Pro User’s Guide The following illustration shows the access privileges for a file created by a Marketing department. The file has three groups: Marketing, Accounting, and Sales. When you select the Sales group, you see that the Advertising Costs layout is not available to Sales.
Networking and access privileges 7-17 1 Define passwords before defining groups. (See “Defining passwords” on page 7-11.) Master passwords can access the entire file and aren’t associated with specific groups. 1 You can limit what users can do with specific fields or layouts without changing the access privileges of their passwords.
7-18 FileMaker Pro User’s Guide 4. In the Access Privileges dialog box, select a group. Master password Selected group Key 5. Associate passwords for the group by clicking bullets next to the passwords. Click the bullets, not the names of the passwords. A solid bullet indicates that the group can use the password. 6. Set the access privileges for layouts and fields by clicking the bullets next to them. Click the bullets, not the layout or field names. 7.
Networking and access privileges 7-19 Deleting or changing groups To delete or change groups, you must have the master password, be the host, and set the file to Single-User (or have all guests close the file). See “Opening files as the host” on page 7-3 and “Closing shared files” on page 7-8. ? To Do this Delete a group Choose Access Privileges from the File menu, and then choose Define Groups. In the Define Groups dialog box, select the group name and then click Delete.
Chapter 8: Importing and exporting data You can exchange information with FileMaker Pro files or with files created in other applications. This chapter describes the import and export features of FileMaker Pro. Note You cannot import or export data from your database using a Web browser. Important Before you read this chapter, be sure you know how to use FileMaker Pro Help, as explained in the preface, “Getting help.
8-2 FileMaker Pro User’s Guide Keep these points in mind: 1 To exchange small amounts of data between files (for example, a few records), use Copy and Paste, or drag and drop. See “Copying and moving values and records” on page 4-12 and “Using drag and drop to move information” on page 4-13. To quickly exchange larger amounts of data, import or export records. 1 You can define FileMaker Pro scripts to exchange information with other files. See chapter 5, “Using ScriptMaker and buttons.
Importing and exporting data 8-3 Understanding file formats Every application uses a file format, the organization of information within a file. The following table describes the file formats that FileMaker Pro supports. For more information about the formats, see FileMaker Pro Help. Format Use to FileMaker Pro Import data from a FileMaker Pro 2.0, 2.1, 3.0 or 4.0 file, or export to another FileMaker Pro 3.0 or 4.0 file. (If you import a FileMaker Pro 2.0 or 2.
8-4 FileMaker Pro User’s Guide 1 Most file formats don’t support importing or exporting text attributes (font, size, or style). In these cases, FileMaker Pro imports or exports the text but not the attributes. 1 Some formats don’t support repeating fields. See “Exporting repeating field data” on page 8-14. ? Choose FileMaker Help Index from the or Help menu, and then type: E file formats Importing data into FileMaker Pro You can import data into a new or existing FileMaker Pro file.
Importing and exporting data 8-5 1 The Replace data in current found set option replaces records in the file you’re importing into. The following figure illustrates this option. Source file Destination file When replacing data, FileMaker Pro doesn’t import these records because the source file has more records than the destination file To import data into an existing file: 1. If you’re replacing records, make a backup copy of the file you’re importing into. 2.
8-6 FileMaker Pro User’s Guide Important Check each arrow and field name to be sure the correct data moves into the correct fields. To Do this Change the order of Choose an option from the View By pop-up menu. (Options fields in the Fields in list change the order by which you view fields in the dialog box, not the order of the fields in the file.
Importing and exporting data 8-7 Arrows show how FileMaker Pro imports data from one file into the other Fields in the destination file Fields in the source file Dotted lines show data that won’t be imported 7. Select an option to add or replace records, and then click Import. To Do this Add new records to the end of the Select Add new records. file you’re importing into Replace existing data in the file you’re importing into Select Replace data in current found set.
8-8 FileMaker Pro User’s Guide To Import data into repeating fields Do this 1 1 Select Keeping them in the original record to import the records as repeating fields. Select Splitting them into separate records to place each repeating value in a separate record. For example, choose this option to split line items on an invoice—if you have five repeating values, you get five separate records. Each separate record is identical except for the repeating field values.
Importing and exporting data 8-9 Importing data into a new file You can bring data from another application into a new FileMaker Pro file with one Standard layout and one columnar report. Every record is copied into the new file. 1. In FileMaker Pro, choose Open from the File menu. 2. In the dialog box, select from the pop-up menu the type of file you want to import, select the file from the list, and then click Open. 3.
8-10 FileMaker Pro User’s Guide 1 Use the procedure in this section to export summary data. To export subsummary data, see “Exporting subsummary data” on page 8-12. 1 To export repeating field values to SYLK, WKS, or DBF formats, see “Exporting repeating field data” on page 8-14. 1 For information about exporting data from related fields, see “Working with related files and fields” on page 10-30. 1 You can’t export data from a FileMaker Pro file to a remote database, like SQL Server. To export data: 1.
Importing and exporting data 8-11 To Do this Export fields from a related file Choose a relationship from the Relationship pop-up menu, and then move fields to the Field Order list. (See “Understanding relationships” on page 10-9.) Prevent data from being exported Select a field in the Field Order list, and then click Clear. To move all fields out of the list, click Clear All. Change the export order In the Field Order list, drag the double arrow for the field name.
8-12 FileMaker Pro User’s Guide Exporting subsummary data When you export subsummary data, you must specify how to sort and summarize the records. Note To export summary data, see the previous section. 1. Open a FileMaker Pro file and browse the records you want to export. Use Find, Omit, or Omit Multiple, if needed. 2. Sort the records in the order you want them exported. Sort on the break field (the field that groups the records), and then switch to Preview mode to verify the subsummary results.
Importing and exporting data 8-13 When you choose a field, FileMaker Pro displays a checkmark The file is sorted by these fields Click the left side of the field 9. Click OK. Relationship pop-up menu This field is summarized by Department—FileMaker Pro exports the subsummary values If you don’t select a field to summarize by, FileMaker Pro exports a grand summary (one summary value for every record) Select a format option 10.
8-14 FileMaker Pro User’s Guide Exporting repeating field data Some file formats (like SYLK, WKS, and DBF) can only interpret one value per cell or field. When FileMaker Pro exports to these formats, it exports only the first value in a repeating field. To export all repeating field values, split the fields into separate records. 1. Make a clone of the file you want to export. See “Saving a copy of a file” on page 1-11. 2. Open the clone, and then import the data from the original file.
Chapter 9: Customizing FileMaker Pro You can customize FileMaker Pro by setting preferences for the application, for individual files, or for working with files on the Web. This chapter explains the preference options. Important Before you read this chapter, be sure you know how to use FileMaker Pro Help, as explained in the preface, “Getting help.” Setting application preferences Application preferences apply to any file you open. Preferences remain in effect until you change them.
9-2 FileMaker Pro User’s Guide Setting general application preferences In general application preferences, you set options for dragging and dropping text, displaying template files, and the number of previously opened files that are listed in the File menu. You can also specify your user name and network protocol.
Customizing FileMaker Pro 9-3 Setting layout preferences In layout preferences, you set options for the way you like to work in Layout mode. ? Select To Always lock layout tools Keep a layout tool selected until you select a different one or press Enter. If you don’t select this option, FileMaker Pro returns to the arrow pointer after you use a tool.
9-4 FileMaker Pro User’s Guide Setting memory preferences Changes you make to FileMaker Pro files are stored in an area of RAM called the cache, and are saved periodically to the hard disk. In memory preferences, you choose when FileMaker Pro saves your changes. Do this To Select during idle time Save changes when the system is idle or when the file cache is full. Don’t use this option with battery-powered portable computers—it can run down the power supply.
Customizing FileMaker Pro 9-5 3. Perform the script. ? Choose FileMaker Help Index from the or Help menu, and then type: E Dial Phone script step E scripts, overview E setting preferences Setting modem preferences For information about the settings you should use, see the documentation that came with your modem.
9-6 FileMaker Pro User’s Guide Setting dialing preferences You can store a phone number in your database and set FileMaker Pro dialing preferences to dial it in different ways. Note FileMaker Pro uses these preferences when you select the Use Dialing Preferences option in the Dial Phone script step. The following example shows dialing preferences for an office. When dialing another extension in the same office, you might not want to dial the exchange.
Customizing FileMaker Pro 9-7 Note Some modems won’t accept more than 32 characters, so be careful when inserting or appending long numbers. ? Choose FileMaker Help Index from the or Help menu, and then type: E Dial Phone script step E phone dialing Setting up plug-ins A plug-in is a file that adds features to FileMaker Pro. In plug-ins preferences you can set options for these plug-ins. Select the checkbox next to the plug-in you want to work with, then click Configure.
9-8 FileMaker Pro User’s Guide To set document preferences: 1. Open a FileMaker Pro file. 2. Choose Preferences from the Edit menu, and then choose Document. 3. In the Document Preferences dialog box, choose a preference type from the pop-up menu, and then set the options.
Customizing FileMaker Pro 9-9 ? Select To Perform script, and then choose a name from the pop-up menu Perform a startup or close script when you open or close the file. For example, you can define a startup script to hide the status area or set the window size. If another script opens the file, FileMaker Pro doesn’t perform the startup script.
Chapter 10: Using data from related files There are times when one database file doesn’t suit all your data management needs. Perhaps you have data in one file that you want to use in another file. Or you’ve tried to expand a file by adding several fields to it, and now the file’s subject has become unclear. Or you have the same values in several files, and you’re constantly updating them to keep them all the same.
10-2 FileMaker Pro User’s Guide To establish a connection between files for lookups and relational databases, you define a relationship, an expression that tells FileMaker Pro how to match records in one file with records in another. Then you choose the fields that contain the data you want to work with.
Using data from related files 10-3 This term Means Match fields A field in the master file and a field in the related file that contain values you want to use to find matching records. (A match field is sometimes called a key field.) For lookups, the values in the match fields don’t have to be equal to each other. For example, you can set an option to copy the next lower value when the match fields aren’t equal. For relational databases, the values in the match fields must be equal to each other.
10-4 FileMaker Pro User’s Guide When you type a value in the match field of the master file, FileMaker Pro uses the relationship to find the first record in the related file whose match field contains a matching value. Next, it copies the value from the lookup source field into the lookup destination field, where the value is then stored. Data that’s copied into the master file doesn’t change when the value in the related file changes, unless the match field in the master file is changed.
Using data from related files 10-5 Lookup source field for first lookup Match fields for the relationship Lookup destination field for first lookup Lookup destination field for second lookup Lookup source field for second lookup Master file ? Related file Choose FileMaker Help Index from the or Help menu, and then type: E lookups, overview Understanding relational databases A relational database is a group of two or more discrete database files that, when used together, contain all the data you nee
10-6 FileMaker Pro User’s Guide Trip file Client file Invoice file You create a relational database by first defining a relationship in the master file. Then you add the fields to display the data from the related file in a layout of the master file. You can then work with the data in the related fields in all modes when you work with records in the master file.
Using data from related files 10-7 Match field for the relationship Related file Related fields in a portal Both records in the related file are accessed Master file . When the related field isn’t in a portal, the value from the first related record is accessed.
10-8 FileMaker Pro User’s Guide Lookups and relational databases: a comparison Whether you define a lookup or create a relational database depends on how you plan to use the data from another file. Use the following information to help you decide. Use lookups to: 1 Copy data from a different file (or the current file) and keep it as copied. For example, use a lookup to copy values from a Current Price field to a Price field in an invoice file.
Using data from related files 10-9 Understanding relationships Whenever you want to use data from another file—either for a lookup or in a relational database—you must first define a relationship from the master file to the related file. A relationship is an expression that includes the name of the match field in the master file, the related filename, and the name of the match field in the related file.
10-10 FileMaker Pro User’s Guide Once a connection is established between two files, you then have access to data in the related file in any of the following ways: 1 Define a lookup, to copy data from one related record for each record in the master file (establishing a one-to-one correspondence between data in the master file and data in the related file). 1 Place one or more related fields in a layout of the master file, to display data from one related record for each record in the master file.
Using data from related files 10-11 Defining lookups between files Important Before you begin, be sure you understand the information in the previous sections that explains lookups and how they differ from relational databases. Defining a lookup 1. In Browse mode or Layout mode in the master file, choose Define from the File menu, and then choose Fields. 2. In the Define Fields dialog box, double-click the lookup destination field (the field to copy data to). Or create a field, and then doubleclick it.
10-12 FileMaker Pro User’s Guide Choose the relationship to use, or define a new one Select an option for lookups with unequal data in match fields Select the lookup source field 7. Click OK, click OK again, and then click Done. Keep these points in mind: 1 Be sure the lookup source field and lookup destination field are the same field type; otherwise, you might get unexpected results.
Using data from related files 10-13 Defining a relationship for a lookup 1. In the Define Relationships dialog box, click New. Relationships currently defined for the master file 2. In the Open dialog box, double-click the name of the related file. 3. In the Edit Relationship dialog box, for Relationship Name, you can type a unique name for the relationship (otherwise, FileMaker Pro uses the name of the related file). Don’t include colons (:) in the name.
10-14 FileMaker Pro User’s Guide Keep these points in mind: 1 You can define a relationship for a lookup when you define the lookup. See the previous section. 1 To change a relationship, see “Changing relationships” on page 10-29.
Using data from related files 10-15 Planning a relational database An efficient relational database organizes and stores information that you can retrieve and use to suit your needs. Related database files work together to ensure that the correct data is available when you need it. It’s a good idea to plan a database on paper first. Follow these general steps to plan a relational database: 1.
10-16 FileMaker Pro User’s Guide Keep each file simple. For example, a Route file might have fields for a route identification number, the departure city, and the destination city. A Trip file might have fields for a trip identification number and trip name. You can combine data from the Route file in records of the Trip file. Client file Route file Trip file 3. Determine the match field or fields for each file.
Using data from related files 10-17 For example, in a Client file you might want to assign each client a unique, identifying number. You wouldn’t enter a client number into the file unless you had a new client to add, so the existence of a client number determines the existence of a record. Client file Route file Trip file 4. For each file, decide which fields will store data and which ones will use data from other files.
10-18 FileMaker Pro User’s Guide Based on the file’s subject, you can see where it makes sense to store the data and where to use stored data from a different file. For example, you might want to use trip information in a Client file (to see which clients took which trips), so you could use the Trip fields in the Client file. Client file Route file Trip file 5. Determine the relationships between the files. Each database file is related in some way to all the other database files.
Using data from related files 10-19 Client file Route file Trip file Determining relationships between database files lets you see where you can use data stored in one file in another file. Establishing these relationships promotes consistent data entry and retrieval and reduces the existence of duplicate data among the database files. 6. Consider who will use the database and whether you want to restrict access to some files or fields.
10-20 FileMaker Pro User’s Guide Creating a relational database After you’ve planned your relational database, follow these general steps to create it (detailed instructions follow): 1. Define the relationships to use. 2. Depending on whether you want to work with data from one related record or more than one in each record in the master file, add related fields directly in the layout or in a portal in the layout. 1 For a related field by itself, add the related field directly in the layout.
Using data from related files 10-21 Related fields in a layout Related fields in Layout mode Related fields in a portal Related fields in Browse mode Data from one related record Data from all related records in the related file ? Choose FileMaker Help Index from the or Help menu, and then type: E related fields Defining relationships for a relational database 1. In Browse mode or Layout mode in the master file, choose Define from the File menu, and then choose Relationships. 2.
10-22 FileMaker Pro User’s Guide Relationships currently defined for the master file 3. In the Open dialog box, double-click the name of the related file. 4. In the Edit Relationship dialog box, for Relationship Name, you can type a unique name for the relationship (otherwise, FileMaker Pro uses the name of the related file). Don’t include colons (:) in the name. FileMaker Pro ignores spaces at the end of the name. 5. Select a match field in the master file and a match field in the related file.
Using data from related files 10-23 6. Select options for the relationship. To do this while browsing records in the master file Select When you delete a record in the master When deleting a record in this file, also delete related file, delete related records (in the records. (See “Deleting related records” on page related file) 10-34.) Related records may not be visible on the current layout. Add records to the related file Allow creation of related records.
10-24 FileMaker Pro User’s Guide Portal tool If you don’t see layout tools, click the status area control Drag the pointer to draw the portal 2. Click in the layout where you want the portal to start and drag the pointer diagonally until the portal is the size you want. 3. In the Portal Setup dialog box, choose the relationship to use from the Show records from pop-up menu. Or define a relationship by choosing Define Relationships from the Show records from pop-up menu.
Using data from related files 10-25 4. Select options for the portal, and then click OK.
10-26 FileMaker Pro User’s Guide 1 To number rows in a portal, use Paste Special to paste the record number into the first portal row. ? Choose FileMaker Help Index from the or Help menu, and then type: E portals, creating Placing related fields in a layout or portal Use the following steps for adding related fields directly in a layout or in a portal. Important Before you begin, determine where to place related fields (see “Deciding where to place related fields” on page 10-20).
Using data from related files 10-27 3. Double-click the name of a related field. Choose the relationship to use, or define a new one Fields in the related file (based on the current relationship) Note To prevent users from changing data in a related field, deselect Allow entry into field in the Field Format dialog box (in Layout mode) for the related file. (See “Determining data entry in fields” on page 3-68.
10-28 FileMaker Pro User’s Guide To Do this in Layout mode Delete related fields or portals from a layout In Layout mode, select the field or portal, and then press Delete. FileMaker Pro deletes the objects, not the relationships, field definitions, or data. Changing the appearance of related fields and portals To Do this in Layout mode Change the fill color or pattern, See “Changing lines, colors, and patterns” on page 3-51.
Using data from related files 10-29 Choosing a different relationship for a portal 1. In Layout mode, double-click the portal. 2. In the Portal Setup dialog box, choose a relationship from the pop-up menu, and then click OK. If you change the relationship after adding related fields to the portal, the fields don’t change, but FileMaker Pro matches records based on the new relationship. Remove the fields from the portal, and then add related fields based on the new relationship, if needed.
10-30 FileMaker Pro User’s Guide ? To Do this Change match fields Select a new match field in the master file, the related file, or both. Choose FileMaker Help Index from the or Help menu, and then type: E relationships, changing Working with related files and fields The following sections explain how to work with data in related files and fields.
Using data from related files 10-31 To do this with related fields Keep these points in mind Define a calculation formula In the Specify Calculation dialog box, choose a relationship in the master file that refers from the relationship pop-up menu. Then select a related field. to a related field (See “Understanding formulas” on page 2-13.
10-32 FileMaker Pro User’s Guide To do this with related records Import and export related records Keep these points in mind 1 1 Replace related records Preview and print related records See “Replacing field values” on page 4-14. 1 1 1 Work with records in shared files FileMaker Pro prints related records and portals you see in Preview mode. (See chapter 6, “Previewing and printing information.”) To prevent related fields and portals from printing, see “Keeping objects from printing” on page 6-9.
Using data from related files 10-33 Related file Master file Match field Related records from the Line Items file Type in the last row of the portal to add a related record to the Line Items file To Do this Create a record in the master file In Browse mode, choose New Record from the Mode menu. Add a record in a related file 1 1 If the related field is in a portal, type data into the field in the last row of the portal, and then press Tab.
10-34 FileMaker Pro User’s Guide Deleting related records While browsing through records in a master file, you can delete records from a related file when one or both of the options for deleting records are selected. Important You can’t undo deleting data or records. Before deleting, consider making a backup copy of your files. To delete records, in Browse mode, choose Delete Record from the Mode menu. (See “Deleting records” on page 4-29.
Using data from related files 10-35 Employee ID Name Employee ID Name Item ID Item Computer Stewart Item ID Item Swivel chair l384 Panels l554 Round table l288 Computer l100 Chair l448 Employee ID Name Find request E152 Amber Item ID Item Desk l202 Long table l443 Lamp l153 Round table l288 Computer l100 Employee ID Name Item ID l100 l202 l153 l229 l448 Burke Item Computer Desk Lamp Bookcase Chair Records in master file You can omit master records that include related fields, but you can’t omit
10-36 FileMaker Pro User’s Guide 1. In the Sort Records dialog box, choose a relationship from the relationship pop-up menu. 2. Select related fields in the order you want them sorted, and then click Sort. Note You can place a related field anywhere in the field order—before, after, or between fields in the master file. Sorting related records You can sort related records before displaying their values in the master file.
Using data from related files 10-37 Example step 1: Plan the system In addition to booking cruises, EveryWhere Travel sells souvenirs, like shirts and ship photographs. The company followed the procedure in “Planning a relational database” on page 10-15 to design the following database files for tracking and billing the souvenir sales. 1 A Customers file stores information for each customer, including a unique identification number.
10-38 FileMaker Pro User’s Guide One record per product Current price of the product—if you change this value, FileMaker Pro doesn’t save the old price 1 A Line Items file stores the order number, product identification number, price, and quantity of each item in every invoice. For every line item in the Invoice, there’s one record in the Line Items file.
Using data from related files 10-39 Agents type the Customer ID and data from the Customers file displays Data from Customers file One record per order Agents type the Product ID and quantity, and information from the Products file displays The following figure shows how the database files are related.
10-40 FileMaker Pro User’s Guide Tip If you use fields that contain identification numbers, plan the field formats when you plan the database files. For example, customer identification numbers can be telephone numbers, serial numbers, or a combination of a telephone number and first name. You can enhance this simple invoicing system in many ways. For example: 1 Place a button in the Order Entry layout in the Invoices file that agents click when a new customer calls.
Using data from related files 10-41 2. Define these fields in the Products file: Field name Field type Select this Auto Enter entry option Product ID Number Serial number Product Name Text Unit Price Number 3. Define these fields in the Line Items file: Field name Field type Invoice ID Number Product ID Text Qty Number 4.
10-42 FileMaker Pro User’s Guide Example step 4: Define fields that use relationships When the relationships are defined, you can create the lookup and calculations. 1. Define these fields in the Line Items file: Field name Field type Comments Unit Price Number A lookup to Unit Price in the Products file. Use the Products relationship. Extended Price Calculation Enter the calculation Unit Price * Qty. Use fields from the current file (not the Products relationship).
Using data from related files 10-43 Example step 6: Enter data Enter data in the Products and Customers files, and then test your database by creating records in the Invoices file. (See “Adding data to a file” on page 4-2.
Chapter 11: Publishing files on the Web With FileMaker Pro 4.0, you can publish your database on the World Wide Web—without any additional software—using FileMaker Pro Web Companion and your Internet access. Your file can be viewed, edited, sorted, and searched by anyone who has Web browser software and access to the Internet. You can also choose how much or how little access users have to your files. This chapter explains what you need to do to publish your databases on the Web.
11-2 FileMaker Pro User’s Guide About FileMaker Pro Web Companion There are two ways you can publish your database on the Web: FileMaker Pro Instant Web Publishing and FileMaker Pro Custom Web Publishing. Instant Web Publishing lets you publish your database on the Web quickly and easily. You do not need to change your database, use any additional software, or design Web pages. You can control database privileges such as viewing, adding, editing, deleting, searching, and sorting records.
Publishing files on the Web 11-3 What the Web Companion does FileMaker Pro Web Companion functions as a Web server by communicating with Web browsers that request data from, or submit data to, a FileMaker Pro database. Similar to other Web server applications, the Web Companion delivers HTML Web pages and image files to the Web browser. The Web Companion supports the HTTP-Put and HTTP-Get commands. For more information about these HTTP commands, refer to an HTTP reference.
11-4 FileMaker Pro User’s Guide 4. (Optional) Change the default configuration of the Web Companion in the Web Companion Configuration dialog box. 5. (Optional) If you have created a custom home page, move it to the Web folder and specify it as your FileMaker Pro home page in the Web Companion Configuration dialog box. 6. Open the database in FileMaker Pro 4.0. 7. Enable Web Companion Sharing in the File Sharing dialog box. 8.
Publishing files on the Web 11-5 Getting ready to publish your files on the Web To publish a file on the Web you need: 1 a FileMaker Pro database 1 a Mac OS-based computer, or an Intel-compatible 486/33 or higher personal computer, with access to the Internet (or an intranet) 1 FileMaker Pro 4.0 (for Mac OS or Windows), with the Web Companion installed. (The Web Companion is automatically installed when you do an Easy Install.
11-6 FileMaker Pro User’s Guide If you want, you can create a new layout for use with the Web Companion. A simple, Standard layout is sufficient, as text styles, special backgrounds, and colors do not appear on the Web using FileMaker Pro Instant Web Publishing. Date and number formats, as well as repeating fields, do appear over the Web. For information on working with layouts, see chapter 3, “Laying out and arranging information.
Publishing files on the Web 11-7 Setting up FileMaker Pro Web Companion Once you have prepared your files for the Web, set up FileMaker Pro Web Companion: 1. Choose Preferences from the Edit menu, and then choose Application. 2. Choose Plug-Ins from the pop-up menu. 3. Select the Web Companion checkbox. For information on configuring FileMaker Pro Web Companion, see “Configuring FileMaker Pro Web Companion” on page 11-8. In most cases, you will not need to change the configuration default settings.
11-8 FileMaker Pro User’s Guide 3. Select Web Companion in the Companion Sharing area. Select Web Companion 4. Click OK. Note These settings apply only to the database that is currently open. You need to set up other databases separately if you want to host them on the Web. ? Choose FileMaker Help Index from the or Help menu, and then type: E Web Companion Configuring FileMaker Pro Web Companion The Web Companion Configuration dialog box contains options you can change as needed.
Publishing files on the Web 11-9 To change the configuration settings for FileMaker Pro Web Companion: 1. Choose Preferences from the Edit menu, and then choose Web Companion. You see the Web Companion View Setup dialog box. For information on setting up views, see “Setting up Instant Web Publishing” on page 11-12. 2. Click Configure. You see the Web Companion Configuration dialog box. 3. Choose the configuration options you want (see below).
11-10 FileMaker Pro User’s Guide By default, the Built-in Web page is used. This page automatically updates to include links to all databases being shared using the Web Companion.
Publishing files on the Web 11-11 You can specify whether you want to require a password before allowing remote administration: 1 To require a password before allowing remote administration, select Requires password. 1 To allow remote administration without a password, select Requires no password. 1 To prevent remote administration, select Disabled. Note When creating a password, use only the characters A through Z, numerals, or a combination of the two. Do not include spaces in your password.
11-12 FileMaker Pro User’s Guide Setting up Instant Web Publishing In a browser, users can see different pages, or views, of your database: 1 1 1 1 a Table View, for working with several records at a time a Form View, for working with one record at a time a search page, for finding information a sort page, for sorting information (if enabled) Setting options for Web display You can choose which fields display in Table View, Form View, and the Search page. You can also set options for the Sort page.
Publishing files on the Web 11-13 3. From the Layout pop-up menu, select the layout that contains the fields you want displayed for Table View, Form View, and Search. (For information on the Sort view, see below.) A list of that layout’s fields appears below the pop-up menu. 4. Click Done. Note Selecting a layout does not display that layout over the Web—it only indicates which fields you want the Web Companion to publish on the Web.
11-14 FileMaker Pro User’s Guide In the Web Companion View Setup dialog box, choose Sort from the pop-up menu and then choose the options you want. Choose Sort Do not sort records If you do not want users to sort data in the Web browser, select Do not sort records. This can help speed up access for those who are using your database. Data is not sorted when it appears on the Web, and the Sort button does not appear.
Publishing files on the Web 11-15 The Web user sees the data sorted in the order the fields appear in the Sort Order list, and the Sort button does not appear. You can choose either ascending or descending order. You can also choose to have data sorted by a custom order based on a value list. The data are sorted in the same order they appear in a predefined value list. For information on specifying a sort order, see “Sorting records” on page 4-30.
11-16 FileMaker Pro User’s Guide Note These screens change to reflect features you have enabled or disabled. For example, the New record button does not appear if a user is not permitted to add records. Form View The Form View displays one record at a time, making it easy to see the detail of each record. From this view, Web users can edit information in a record.
Publishing files on the Web 11-17 Search page The search page displays fields that can be used to find specific information in your database. The results of the search are displayed in Table View.
11-18 FileMaker Pro User’s Guide Sort page When records are displayed to users, those records can appear in a particular sorted order. See “Setting sort options” on page 11-13 for more information.
Publishing files on the Web 11-19 When users open your database on the Web, they enter the same password as if they were opening your file on the host machine (or over a FileMaker Pro network). The Web browser’s password dialog box has two fields: Name and Password. FileMaker Pro access privilege security ignores anything entered in the Name field. FileMaker Pro access privileges are convenient, easy to use, and the best choice for most database security needs.
11-20 FileMaker Pro User’s Guide 6. For Database Name, type the name of the database you are establishing security for. 7. Enter information for the access privileges you want to grant. 8. If the FileMaker Pro database has a password set up with FileMaker Pro access privileges, type that password in the Database Password field. Note The Database Password overrides the Web Security database.
Publishing files on the Web 11-21 User permissions To set user access privileges, type the user’s name in the User Name field, and if desired, type a password for that user in the User Password field. Then select the access privileges for that user. Press Return to set access privileges for another user.
11-22 FileMaker Pro User’s Guide Keep these points in mind: 1 Create a separate record for every database you want to assign Web Security database access privileges. 1 You can type All Users in the User Name field to create privileges that apply to any Web user. These privileges override more restrictive privileges you may set later. To prevent this, carefully decide which privileges you want to grant to all users.
Publishing files on the Web 11-23 7. On the resulting Web page, make changes to the privileges as you would in the Web Security database. ? Choose FileMaker Help Index from the or Help menu, and then type: E remote administration Helping Web users find your database Browsing a database set up in FileMaker Pro Web Companion requires only Web browsing software and access to the Internet (or an intranet).
11-24 FileMaker Pro User’s Guide Once Web browser software is pointed to the IP address of the machine hosting your database files, the Web user sees your database home page—a background screen and the list of the files you have currently running on your host machine. Clicking a filename opens the file. If you have specified a password for the file, the user is prompted for it.
Publishing files on the Web 11-25 Custom Web Publishing Custom Web Publishing allows you to customize the appearance of your FileMaker Pro data on the Web. To use Custom Web Publishing, you must create format files, HTML pages that contain CDML tags. CDML is FileMaker, Inc.’s proprietary add-on to HTML that allows Web users to dynamically interact with FileMaker Pro databases. If you do not want to learn HTML and CDML, you can use the FileMaker Pro Connection Assistant feature in Home Page 3.
11-26 FileMaker Pro User’s Guide The Developer’s Guide in the CDML Reference database provides general information about Custom Web Publishing and step-by-step instructions on using the CDML Tool to create format files.
Publishing files on the Web 11-27 The CDML Tool The CDML Tool, located in the Web Tools folder, interacts between open FileMaker Pro databases and HTML editing applications to help you construct format files quickly and accurately. Use the CDML Tool to: 1 start a format file using basic templates that contain step-by-step instructions (Templates tab) 1 copy and paste CDML tags to format files (Tags tab) The CDML Tool links open FileMaker Pro databases with HTML editing applications.
11-28 FileMaker Pro User’s Guide For more information on the CDML Tool, see the Developer’s Guide in the CDML Reference database. Select a database Select a CDML tag category Select a tag CDML tag syntax Opens the CDML Reference database ? Choose FileMaker Help Index from the or Help menu, and then type: E CDML Reference database Sample Web solutions Three sample Web solutions are provided for you to use as a model for database Custom Web Publishing.
Appendix A: Recovering damaged files Power failures, hardware problems, and other factors can damage a FileMaker Pro file. If a file is damaged, you can use the FileMaker Pro recovery feature. FileMaker Pro attempts to repair and salvage as much of the information in the file as possible, and then creates a recovered file. You can open and use a recovered file just like any other FileMaker Pro file. Important Before you begin, be sure you have enough disk space for the recovered file.
Recovering damaged files A-2 Keep these points in mind: 1 To ensure you always have a file that’s up to date, make frequent backup copies of your files, and don’t write over the most recent copies. 1 If a file is severely damaged, you might not be able to recover it. A file can grow or shrink in size. A file can grow if the indexes are damaged and repaired. A file can shrink when data deleted by the user, like a paragraph, has finally been deleted from the file.
Appendix B: Working with international files When you create or clone a database file, FileMaker Pro uses the current settings in the Numbers and Date & Time control panels as the default date, time, and number formats and stores them internally with the file. These system formats control how FileMaker Pro enters and indexes data in these field types.
B-2 FileMaker Pro User’s Guide Using the current system formats When you open or work with a file with formats different from the current system formats, you can continue to use the formats saved with the file, or you can use the current system formats. (When you use the current system formats, you don’t change the formats saved with the file—you simply enter and view data in a format that’s familiar to you.
Working with international files B-3 1 Using system formats doesn’t affect the formatting of dates, numbers, and times that you set in FileMaker Pro for displaying data in fields. However, you must enter data precisely according to the system format. For example, when date parts in a system format are in order as year, month, and day, separated by a period (.), you must enter dates in that format, as in 98.12.31.
Appendix C: Summary of functions A function is a predefined, named formula that performs a specific calculation and returns a single, specific value. You use functions when you are defining calculation fields. You can use functions by themselves or combine them with other functions or expressions. This appendix summarizes the FileMaker Pro functions by category. For detailed information about functions, see FileMaker Pro Help.
C-2 FileMaker Pro User’s Guide Here are some examples of functions: This function Returns Length("John") 4 (the number of characters in the text "John") Round(SalesTax,2) The amount of sales tax rounded to two decimal places Position(Name,"Mc",1,1) The position of the first occurrence of "Mc" in the Name field Some functions require two or more parameters, as in this example: Position(LastName,"Mc",1, 1) You can nest one function within another to perform more powerful calculations on your data, a
Summary of functions C-3 Keep these points in mind: 1 The following sections summarize FileMaker Pro functions. Values in quotation marks ("") are text values. To include a space in a text expression, type a quote, then a space, then a quote (" "). For complete information about each function, including examples, see FileMaker Pro Help. 1 A function can return the following data types: text, number, date, time, or container.
C-4 FileMaker Pro User’s Guide ? Syntax Definition Proper (text) Converts the first letter in each word of text to uppercase and the remainder to lowercase Replace (text, start, size, replacement text) Replaces characters in text with replacement text, from the position of start and containing the number of characters in size Right (text, number) Returns the specified number of characters in text, counting from the right RightWords (text, number of words) Returns the specified number of words in
Summary of functions C-5 ? Syntax Definition Round (number, precision) Returns number rounded to the number of decimal places in precision. When precision is negative, all digits right of the decimal separator are dropped and number is rounded to the nearest ten for a precision of –1, the nearest hundred for –2, and so on. Sign (number) Returns –1 when number is negative; returns 0 when number is zero; returns 1 when number is positive.
C-6 FileMaker Pro User’s Guide ? Syntax Definition WeekofYearFiscal (date, starting day) Returns the number of weeks elapsed since the first week of the year of date, using starting day (a number from 1-7, where 1 is Sunday) as the first day of the week. The first week of the year is a week that contains four or more days of that year.
Summary of functions C-7 Syntax Definition Max (field) Max (relationship::field) Returns the highest nonblank value in a repeating field (field) or (relationship::field) Max (field1, field2,...) Max (relationship::field1, relationship::field2...) Returns the highest nonblank value in each corresponding repetition of one or more repeating or non-repeating fields (field1, field2,...) or (relationship::field1, relationship::field2...
C-8 FileMaker Pro User’s Guide 1 The parameters field1, field2,... can include a numeric constant (for example, 10). A constant in a formula for a repeating field affects the result for every repetition. 1 When field1, field2,... includes a nonrepeating field, that value is used in the result for only the first repetition unless you use the Extend function. For information about the Extend function, see “Repeating functions” on page C-12. 1 Empty (null) values are ignored.
Summary of functions C-9 Example 1 Single input parameter Repeating Field Sum(Repeating Field) Sum(Repeating Field) 1 2 3 4 10 10 Example 2 Single input parameter Field Sum(Field) Sum(Field) 5 5 5 Example 3 Multiple input parameters Field1 Field2 Field3 Sum(Field1, Field2, Field3) 1 2 3 4 10 4 15 2 6 ? 3 Choose FileMaker Help Index from the or Help menu, and then type: E aggregate (statistical) functions Summary functions Use a summary function with summary fields.
C-10 FileMaker Pro User’s Guide Break field Summary field for subsummary Summary field for subsummary Summary field for grand summary The GetSummary function has the effect of a summary field in a subsummary or grand summary part, performed from within a calculation. To calculate a subsummary value, you must sort by the break field to get appropriate results in a GetSummary function.
Summary of functions C-11 This column displays the Department Subtotal field Total number of employees in Direct Sales Total number of employees in Finance In the second example, the file is sorted by the Last Name field first, and then by the Department field.
C-12 FileMaker Pro User’s Guide Repeating functions Use repeating functions with repeating fields. Syntax Definition Extend (nonrepeating field) Allows the value of non-repeating field to be used in a calculation involving repeating fields. (See the following example.
Summary of functions C-13 Financial functions Syntax Definition FV (payment, interest rate, periods) Returns the future value of an investment based on interest rate and payment for periods NPV (payment, interest rate) Returns net present value of a series of unequal payments (in a repeating field) made at regular intervals using a fixed interest rate (in a number field) per interval. (When payments contains equal values, use the PV function.
C-14 FileMaker Pro User’s Guide ? Syntax Definition Radians (number) Converts degrees (π/180 radians) in number to radians. Parameters for trigonometric functions must be in radians—use this function to convert values from degrees to radians within a formula. Sin (number) Returns the sine of an angle expressed in radians Tan (number) Returns the tangent of the angle (in radians) in number. Tangents for values of 90 degrees (π/2 radians) or multiples are undefined (infinite).
Summary of functions C-15 The following example shows how the If function returns a different result based on a true or false condition.
C-16 FileMaker Pro User’s Guide Status functions You can use status functions in ScriptMaker scripts to monitor the state of your database. When creating a calculation using a status function, choose Status functions from the pop-up menu above the function list, then double click the status function you want from the function list. For examples of scripts that use status functions, see “Displaying customized layouts” on page 5-32 and FileMaker Pro Help.
Summary of functions C-17 Syntax Definition Status (CurrentModifierKeys) Returns a number representing which keyboard modifier keys (for example, Shift) are being pressed by the user). For more information, see FileMaker Pro Help.
C-18 FileMaker Pro User’s Guide ? Syntax Definition Status (CurrentSystemVersion) Returns the system version currently in use Status (CurrentTime) Returns the current time Status (CurrentUserCount) Returns the number of users accessing the file. Returns 1 for a single user, or 1 plus the number of guests for multiple users using FileMaker Pro networking. (Web users are not counted.
Summary of functions C-19 Syntax Definition RelationInfo (database name, relationship name) Returns the name of the related file for a specified relationship RelationNames (database name) Returns the relationships defined in a specified database file ScriptNames (database name) Returns the scripts defined in a specified database file ValueListItems (database name, value list name) Returns the values defined for a specified value list ValueListNames (database name) Returns the value lists defined
C-20 FileMaker Pro User’s Guide Syntax Definition External ("Web-ClientAddress", 0) Returns the domain name (for example, www.filemaker.com) of a Web user whose HTTP request is currently being processed by FileMaker Pro Web Companion. Returns the Web user’s IP address if the domain name is not available.
I-1 Index Symbols A ! 4-20 - 2-3 – 2-17 " 2-3 " " 2-19, 4-20, 4-23 "" 2-15, C-3 ## 3-83 & 2-3, 2-19 ( 2-3 ) 2-3 * 2-3, 2-17, 4-20, 4-23 + 2-3, 2-17 , 2-3 ...
I-2 FileMaker Pro User’s Guide Book icon Browse mode 4-2, 4-18 Find mode 4-21 Layout mode 3-4 Preview mode 6-12 Boolean expressions 2-17 Boolean numbers finding 4-24 formatting 3-62 Borders 3-53 button 3-43 field 3-73 Boundaries field 3-43 text 3-43 Break fields 3-31 Browse mode 1-7 Browser, Web home page 11-23 opening URL 4-17, 5-11, 11-23 protecting files 11-6 setting up views for 11-12 to 11-18 starting 5-11 viewing databases in 11-15 to 11-18 Browsing records access privileges 7-13 described 4-1 groups
Index I-3 fields between fields 4-12, 8-4 between files 3-57, 8-2 from previous record 4-12 files 1-11 found set 4-29 graphics and sounds 4-13 layouts 3-23, 8-2 non-standard fields 4-13 objects 3-45 OLE objects 7-7 records 4-4, 4-12 related records 10-31 scripts 5-16 text attributes 8-4 text using drag and drop 9-2 value lists 3-76 values 4-12 versus importing or exporting 8-2 Count for summary fields 2-23 Cover page for report 3-29 Creating.
I-4 FileMaker Pro User’s Guide Designing databases planning 2-1 relational 10-15 Detail databases. See Related files Detail tables. See Related files Dialing phone numbers procedures 9-4 script steps 5-11 Dictionaries See also Spelling adding words 1-14, 1-18 changing words 1-18 deleting words 1-18 described 1-13 editing 1-17 installing 1-16 main 1-13 options 1-17 selecting 1-16 user adding words 1-14 described 1-13 exporting 1-18 importing 1-18 installing 1-16 DIF format 8-3 Display formats 3-60 Displays.
Index I-5 Fields See also Calculation fields; Container fields; Date fields; Global fields; Match fields; Number fields; Related fields; Summary fields; Text; Time fields access privileges 7-9, 7-16, 7-18 adding to current layout 9-3 borders 3-73 boundaries, showing/hiding 3-43 changing calculations 2-25 definitions 2-25 entry options 2-25 formulas 2-25 names 2-25 sort order of 4-30 types 2-25 copying between fields 4-12 between files 3-57 from previous record 4-12 current 4-3 custom values 3-76 defining 2-
I-6 FileMaker Pro User’s Guide Fill attributes color 3-51 described 3-53 pattern 3-73 setting 3-51, 3-52 Financial functions C-13 Find criteria 4-19 Find mode 1-7 Find requests See also Finding defining 4-19 deleting 4-26 described 4-19 editing 4-25, 4-26 mixing find and omit 4-27 multiple 4-25 operators in 4-20 order of 4-27 repeating 4-25, 4-26 reverting 4-21 summary fields in 4-20 Finding See also Find requests all records 4-25 Boolean numbers 4-24 dates 4-24 described 4-19 duplicate records 5-34 duplica
Index I-7 Grouping objects 3-47 Groups access privileges 7-9, 7-15, 7-17 associating with passwords 7-18 changing 7-19 defining 7-15 deleting 7-19 embedded 3-47 examples 7-10 limiting access 7-9 master passwords 7-17 versus passwords 7-9 Guests closing files 7-8 described 7-2 opening files 7-4 performing tasks 7-6 related files 10-32 saving files 7-6, 7-8 sending messages to 7-3 Guides.
I-8 FileMaker Pro User’s Guide L Labels custom 3-16 field 3-56 margins 3-16 print area 3-17 printing dot matrix printer 3-13 entire sheet 3-17 Labels layout See also Layouts customizing 3-11 described 3-6 headers 3-15 page setup 3-13 preset sizes 3-11 printing 3-13 sizing 3-17 using 3-13 Layout mode 1-7 Layout objects.
Index I-9 Master file described 10-2 planning 10-15 Master password defining 7-13 described 7-11 groups 7-17 Master records deleting 10-23, 10-34 duplicating 10-31 finding with related fields 10-34 sorting with related fields 10-35 Master table.
I-10 FileMaker Pro User’s Guide Opening files 1-10, 7-3 Help XII URLs 5-11 Operators AND 2-18 comparison 2-17 in find requests 4-20 in formulas 2-16 logical 2-18 mathematical 2-17 NOT 2-18 OR 2-18 precedence 2-16 text 2-19 XOR 2-18 OR operator 2-18 Other items 4-9 Oval tool 3-53 P Page breaks changing 3-32 columns 3-22, 3-33 defining 3-32 layout parts 3-32 printing records 6-1 subsummaries 3-32 viewing in Preview mode 6-11 on layouts 6-3 Page guides. See Margins Page margins.
Index I-11 Predefined layouts described 3-5 summary of types 3-6 Preferences See also Settings adding fields to current layout 9-3 button shapes 9-3 changing 9-1 configuring plug-ins 9-7 dialing phone numbers 9-4, 9-6 displaying template files 9-2 document 9-7 enabling drag and drop 9-2 general 9-2 layout 9-3 locking layout tools 9-3 maximizing window size 9-9 memory 9-4 modem 9-4, 9-5 network connections 9-2 opening to specific layout 9-8 opening with default password 9-8 performing scripts 9-9 saving file
I-12 FileMaker Pro User’s Guide described 10-3 display on Web 11-6, 11-13 field definitions 10-30 finding 10-34 on layouts 10-26 one-to-one relationship between data 10-20 planning 10-17 script steps for 10-31 sorting 4-32, 10-35 summarizing data 10-31 syntax for field names 10-3 Related files See also Files; Relational databases access privileges 10-10, 10-19, 10-30 described 1-6, 10-2 planning 10-15 shared 10-32 Related records See also Records; Relational databases adding 10-23 defining 10-32 deleting 10
Index I-13 S Sample data in fields 3-57 Saving files 1-11 setting preference for 9-4 shared files 7-6, 7-8 Script menu adding items 5-14, 5-16 deleting items 5-16 reordering items 5-18 Script specifications.
I-14 FileMaker Pro User’s Guide host 7-2 on Web 11-1, 11-7 access privileges 11-10, 11-18 to 11-22 opening 7-3, 7-4 quitting FileMaker Pro 7-8 related 10-32 saving 7-6, 7-8 System 7 File Sharing 7-2 Sharing information.
Index I-15 Syntax formulas 2-14 related field names 10-3 System 7 File Sharing 7-2 System formats See also Formats changing B-2 current, using B-2 described B-1 scripts, defining B-3 working with B-1 T Tab order omitting fields 3-70 on the Web 3-69 repeating fields 3-70 setting 3-69 Table rights. See Access privileges Table View, Web setting up 11-12 to 11-18 viewing in browser 11-15 Tables.
I-16 FileMaker Pro User’s Guide V Validating fields 2-7 Value lists See also Checkboxes; Pop-up lists; Pop-up menus; Radio buttons access privileges 7-13 copying 3-76 custom sorting by 4-30 defining 3-75 deleting 3-76 described 3-75 Edit items 3-78, 4-9 editing 4-9 naming 3-75 options 3-76 Other items 4-9 separating line 3-76 showing/hiding 4-9 Values copying 4-12 displaying 3-75 finding duplicates 4-20 finding exact 4-20, 4-21 inserting indexed 4-10 looking up automatically 10-3 lookups, updating 10-14 mo
