FOR WINDOWS ©1990, 1992, 1995, 1997 Claris Corporation. All Rights Reserved. Claris Corporation 5201 Patrick Henry Drive Santa Clara, California 95054 http://www.claris.com Claris, ClarisImpact, ClarisWorks, FileMaker, and ScriptMaker are trademarks of Claris Corporation, registered in the U.S. and other countries, and Claris Home Page is a trademark of Claris Corporation.
Contents 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 XIX XIX Chapter 1: FileMaker Pro basics Understanding FileMaker Pro What’s a database? What’s a FileMaker Pro database file? Fiel
IV FileMaker Pro User’s Guide Chapter 2: Creating a database file Planning a database file 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 2-1 2-3 2-4 2-6 2-9 2-10 2-11 2-13 2-14 2-14 2-15 2-15 2-19 2-20
Contents V Working with all object types Working with the drawing tools 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 fi
VI FileMaker Pro User’s Guide Entering data from a value list Viewing and inserting data from another source 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 record
Contents VII Performing, resuming, or stopping scripts Using buttons with scripts Defining buttons Copying, changing, or deleting buttons Examples of ScriptMaker scripts Entering and printing data Finding data Displaying customized layouts Finding duplicate records 5-17 5-18 5-19 5-21 5-21 5-21 5-23 5-25 5-26 Chapter 6: Previewing and printing information Preparing to print Displaying margins Setting margins Removing spaces at the end of fields and parts Keeping objects from printing Printing Extended c
VIII FileMaker Pro User’s Guide 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 8-4 8-5 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-ins Setting document preferences
Contents IX 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 step 1: Plan the system Example step 2: Define fields Exa
X FileMaker Pro User’s Guide Remote password administration 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 Appendix A: Recovering damaged files 11-10 11-11 11-11
Contents XI Appendix D: Linking and embedding objects Understanding Object Linking and Embedding Adding OLE objects to your database Working with OLE objects Showing OLE objects Copying and pasting OLE objects Activating and deactivating OLE objects Editing OLE objects Updating and changing links Converting OLE objects to a different format Working with OLE on a network Index D-1 D-3 D-6 D-6 D-7 D-7 D-9 D-9 D-11 D-12 I-1
Preface: Getting help Welcome to the FileMaker Pro application from Claris Corporation. FileMaker Pro is designed to help you manage information easily and effectively. If you’re new to Microsoft Windows you need to learn about Windows conventions and using the mouse and keyboard. See the documentation that came with your computer. Important If you are using a Windows operating system other than Windows 95 (such as Windows NT, Windows 3.
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 access Click the right mouse button in an open area on the task bar, and then click Cascade, Tile Horizontally, or Tile Vertically. Switch between the Help window and a FileMaker Pro file window Click the window you want to work with. Keep the Help window on top of all other open windows Choose Keep Help on Top from the Options menu in the Help 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 to return to the last topic viewed Click to see the index Click to print Click to move to the the topic next or previous topic Click to return to the help contents Displays the title of the current topic Click dotted underlined text to see a definition 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 Help menu. 2. In the Index window, type all or part of the keyword to find. You see the keywords in the list. 3. Select the keyword you want and click Display. 1 If only one topic corresponds to the keyword, you see that topic.
XVIII FileMaker Pro User’s Guide Using Find You can search for specific words in FileMaker Pro Help: 1. Click the Find tab. The first time you do this, the Find Setup Wizard dialog box appears. Follow the instructions it provides. 2. Type the word or words you want to search for in box 1. 3. If you want, select some matching words in box 2 to narrow your search. You can hold down Ctrl to select more than one matching word. 4. In box 3, click a topic, then click Display.
Getting help XIX Getting additional help To get context-sensitive help for menu items, dialog boxes, tools, and screen elements, press F1 or Shift-F1. Pressing Shift-F1 displays a pointer you can use to click on areas of the screen not available when you press F1.
XX FileMaker Pro User’s Guide Use To FileMaker Pro template files See and work with database files created with FileMaker Pro. You can use the templates for your business or personal work— as they are, or change them to suit your needs. (See “Creating and opening files” on page 1-9.) FileMaker Pro Help Get complete, onscreen, step-by-step instructions and reference information for using FileMaker Pro as you work. (See “Using FileMaker Pro Help” on page XIV.
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.
FileMaker Pro basics 1-3 A database file contains one or more records. Each record holds all the information about one subject (like one person or one identification number). For example, each record in a Clients file would contain the name and address of one client. 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 What’s a FileMaker Pro database file? Each FileMaker Pro database file contains information about the file’s structure, like fields and their definitions, access privileges and passwords, calculations, layouts, and scripts. A FileMaker Pro database file also contains the data you enter and work with. Fields and field definitions Fields are the basis of a database file. Fields store, calculate, and display the data you have entered or calculated.
FileMaker Pro basics 1-5 This field is designed to hold only numbers This field is designed to calculate a value based on other values in the record 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 Preview mode Find 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, double-click the name of the file to open. Or drag the file onto the FileMaker Pro application icon to open it. 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 File dialog box, double-click the name of the file to open. If you’re asked for a password, type the password, and then click OK.
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 Create Copy dialog box, for Save a, choose an option from the drop-down list.
FileMaker Pro basics 1-13 Leaving FileMaker Pro When you’re finished working in FileMaker Pro, choose Exit from the File menu. Important Always exit FileMaker Pro before you turn off your computer. ? Choose FileMaker Help Index from the 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 3. In the Spelling dialog box, make any changes. To Do this when you see a questionable word Replace a misspelled word with one in the dictionary Select a word from the list of suggestions, and then click Replace. (You can’t change a misspelled word in a restricted or password-protected file or field. In that case, click Next.) Revise a misspelled word that’s not in the dictionaries by typing in your own For Word, retype the word.
FileMaker Pro basics 1-15 2. In the Document Preferences dialog box, click the Spelling tab. Select how you want to be alerted and where you want the Spelling dialog box to appear. Choose Spelling Select how you want to be alerted as you type Have the Spelling dialog box appear where you place it 3. Click Done. When you’re alerted to a spelling error, you can do one of these: 1 Correct the last word typed.
1-16 FileMaker Pro User’s Guide Selecting a spelling dictionary Before you can check spelling, select the spelling dictionaries to use. (If the dictionaries you want to use are already selected, you don’t need to reselect them.) Select dictionaries when: 1 your spelling dictionaries are in a place other than the FileMaker Pro folder or the Claris folder (usually Program Files\Claris Corp\Claris) 1 you want to make more than one spell-checking pass through a file using different dictionaries (for example,
FileMaker Pro basics 1-17 Select the type of dictionary to find ? Choose FileMaker Help Index from the Help menu, and then type: E creating Making changes to a user dictionary You can edit, import text to, and export text from a user dictionary. Editing a spelling dictionary Before you begin, be sure the dictionary to edit is selected. (See “Selecting a spelling dictionary” on page 1-16.) 1. Choose Spelling from the Edit menu, and then choose Edit User Dictionary. 2.
1-18 FileMaker Pro User’s Guide Currently installed user dictionary Words in dictionary ? Choose FileMaker Help Index from the Help menu, and then type: E editing Importing or exporting a spelling dictionary Before you begin, make sure the currently installed dictionary is the one you want to import into or export from. 1. Choose Spelling from the Edit menu, and then choose Edit User Dictionary. 2.
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 4. Determine relationships between your file and other files whose data you can use. 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.
Creating a database file 2-3 1 Use separate fields for city, state, and postal code. If you combine them, you can’t sort records based on the individual fields. 1 Make a separate field for titles (to hold values like Dr., Mr., and Ms.). Defining database fields When you create a file, you begin by defining the database fields. To define a new field, give it a name, and then select options that determine how the field interprets, enters, calculates, stores, and displays data.
2-4 FileMaker Pro User’s Guide Choose the way fields are listed in the dialog box Field names and definitions Type a name for a new field After you type a field name and select a field type, click Create Select a field type 5. Define the fields you want for the file, and then click Done. When the file is new, you see the fields in Browse mode. Otherwise, you return to where you were before you defined fields.
Creating a database file 2-5 Select this field type If the field’s data will be Date Dates only. A date field must include at least the day and month portion (dd and mm) of a date. If you enter no year, and have not typed a separator character for a year, FileMaker Pro enters the current year for you. You can sort records based on a date field and use date fields in formulas for calculation and summary fields. Date fields are sorted chronologically (from earliest to latest or latest to earliest).
2-6 FileMaker Pro User’s Guide 1 The characters displayed for the decimal separator and thousands separator in number fields, and the part separators in date and time fields, and the order in which date and time parts appear depend on the system formats set for the file and the display format for the field. See appendix B, “Working with international files,” and “Defining display formats for fields” on page 3-58.
Creating a database file 2-7 For To Do this Auto Enter Turn off automatically entered data Select Nothing. Enter the date, time, or user name when the record was last Choose an option from the drop-down list. created or changed Validation Assign a unique, sequential number to the field in each record Select Serial number, and then type a starting value (for example, 1001) and the number to increment by. Enter the value from the previously accessed record Select Value from previous record.
2-8 FileMaker Pro User’s Guide Click Auto-Enter to have default data entered in the field Set entry options for entering default data in the field Click Validation to set validation options for the current field Set validation options for the current field 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.
Creating a database file 2-9 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. 1 Select Calculated value to calculate a value only when a record is first created or when a value in a field the calculation refers to changes (as long as the field with the calculation doesn’t already contain a value).
2-10 FileMaker Pro User’s Guide 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. Create a new file, or choose Define from the File menu and then choose Fields. 2. In the Define Fields dialog box, for Field Name, type a name for the field. 3. For Type, select Global, and then click Create. 4. In the Global Field Options dialog box, select options.
Creating a database file 2-11 Each value in a repeating field is a single, separate value You can use repeating fields for calculating values and finding and sorting records. FileMaker Pro includes all values in a repeating field for calculations, summaries, and find requests, even those that aren’t visible in the current layout. For sorting, FileMaker Pro uses only the first value in a repeating field. You can make a calculated field repeating when you define a calculation.
2-12 FileMaker Pro User’s Guide You can index all field types (except container, summary, or global) to improve performance for tasks like finding data. Indexing uses additional disk space and can slow performance of some operations, especially in large files. 1. Create a new file, or, in Browse or Layout mode, choose Define from the File menu and then choose Fields. 2. In the Define Fields dialog box, double-click the name of the field to index. 3. In the Entry Options dialog box, click Storage Options.
Creating a database file 2-13 Understanding formulas You write a formula (a specific operation on one or more values in the database) for a calculation or summary field. For example, suppose your file contains two number fields—Unit Price and Quantity—and one calculation field, Subtotal. You want to calculate a value for Subtotal in each record, so you write the calculation formula: Unit Price * Quantity for the Subtotal field.
2-14 FileMaker Pro User’s Guide The values you calculate can come from all field types. You can produce different values in a summary field, depending on whether you’re browsing all or some of the records, whether records have been sorted, and where you place the summary field on the layout. The formula’s result can be text, number, date, time, or container. The result of a calculation depends on the field type of the values it calculates and whether the field type is calculation or summary.
Creating a database file 2-15 FileMaker Pro interprets the type of data of a constant value according to the way you type the constant in a formula. Be sure to type each constant in a consistent format. (Quotation marks indicate a text expression.) For this type Do this when you of data type a constant Examples Text "Montréal" Enclose the text in quotation marks (") "514 555 1212" Number Don’t include thousand separators or currency symbols 123 1234.
2-16 FileMaker Pro User’s Guide Each operator has a precedence, which determines the order in which calculations are performed in a formula containing more than one operator. FileMaker Pro evaluates operators from left to right and performs multiplication and division before addition and subtraction. You can change the precedence by enclosing the expression you want calculated first in parentheses.
Creating a database file 2-17 Comparison operators Comparison operators compare two expressions and return either true or false (sometimes called a Boolean expression). Arithmetically, a result of true equals 1 and a result of false equals 0.
2-18 FileMaker Pro User’s Guide Operator Definition OR True when either of two values is true. The InvoiceTotal<100 OR result is: SalesTax<6 1 1 1 XOR true when true OR true true when true OR false false when false OR false True when either, but not both, of two values is true. The result is: 1 1 1 NOT Example false when true AND true true when false AND true false when false AND false Changes a value within parentheses from false to true or from true to false.
Creating a database file 2-19 Symbol Name Definition ¶ Return marker Inserts a paragraph return in a text constant Examples "M.T.N.Trek¶Sporting¶ Equipment" returns M.T.N. Trek Sporting Equipment (The ¶ symbol must be enclosed within the quotation marks of the text constant).
2-20 FileMaker Pro User’s Guide Functions A function is a predefined, named formula that performs a specific calculation and returns a single, specific value. You type only the function, and FileMaker Pro performs the calculation it represents. You can use functions by themselves or combine them with other functions or expressions. For information about specific functions in FileMaker Pro, see appendix C, “Summary of functions.
Creating a database file 2-21 Relationship drop-down list Select functions Choose field references Select operators Formula box Choose a formula result type Choose indexing and result storage options Make a field repeating Calculate only if at least one field in the formula has a value 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.
2-22 FileMaker Pro User’s Guide 6. To select indexing and storage type options for the field, click Storage Options, select options, and then click OK. To Do this Make the calculation result unstored Select Do not store calculation results—calculate only when needed. To store the result in the field, deselect the option. Index the result For Indexing, select On. To remove indexing, select Off. (See “Indexing fields” on page 2-11.) Specify the language Choose the language from the drop-down list.
Creating a database file 2-23 Defining summary fields Important The value in a summary field depends on the layout part in which you place the summary field, so you must know about parts and summary parts to get the results you want. Before you define a summary field, see “Working with layout parts” on page 3-24 and “About summary layout parts” on page 3-29. 1. Create a new file, or choose Define from the File menu and then choose Fields. 2.
2-24 FileMaker Pro User’s Guide For this summary type Count of To Select Show the cumulative count of the current and all previous records Running count Standard Deviation of Calculate population standard deviation, where the formula is n-weighted By population Fraction of Total of Subtotaled. In the list of fields that appears, select a field name for the subtotaled 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 3-57.
2-26 FileMaker Pro User’s Guide 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 Layout pop-up menu Book Tools Fill, pen, and line width controls Zoom controls Mode pop-up menu Status area Part label control Status area control ? Choose FileMaker Help Index from the Help menu, and then type: E layouts, managing 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.
Laying out and arranging information 3-5 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. Use them for other purposes, like displaying and printing data as a columnar report or on mailing labels. You can use the predefined layout types as they are, or change them to suit your needs.
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 Using Standard, Single-page form, and Blank layouts Standard, Single-page form, and Blank layouts are good for browsing and data entry. You can view or add records one by one, with or without headers and footers. With a Blank layout, you build a custom browse or entry screen. The Standard layout is a good choice for use with FileMaker Pro Web Companion Instant Web Publishing.
3-8 FileMaker Pro User’s Guide Standard layout Single-page form layout Blank layout Creating Standard, Single-page form, and Blank layouts 1. In Layout mode, choose New Layout from the Mode menu. 2. In the New Layout dialog box, for Type, select Standard, Single-page form, or Blank. 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 To include the layout, select Include in layouts menu.
Laying out and arranging information 3-9 You can rename the layout Include the layout in the layout pop-up menu Select the type of layout to create 4. To enhance or modify the layout, see the appropriate sections later in this chapter.
3-10 FileMaker Pro User’s Guide Columnar report layout Extended columnar layout Creating Columnar report and Extended columnar layouts 1. In Layout mode, choose New Layout from the Mode menu. 2. In the New Layout dialog box, for Type, select Columnar report or Extended columnar. 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 To include the layout, select Include in layouts menu.
Laying out and arranging information 3-11 Click to move a selected field Drag the double arrows to reorder fields Relationship drop-down list 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 remove all fields from the list 5. To enhance or modify the layout, see the appropriate sections later in this chapter.
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 To Do this Select the printer Choose Print Setup from the File menu, and then select a printer. Set the laser or ink jet printer options Choose Print Setup from the File menu. For Size, select the size of the mailing label sheets you plan to use (usually Letter in the U.S. and A4 elsewhere), and then click OK. Create a custom paper size for a dot-matrix printer Set up a custom paper size in the Printers control panel.
3-14 FileMaker Pro User’s Guide Select preset labels or custom measurements Width is the distance from the left edge of one label to the left edge of the next label Height is the distance from the top edge of the first label to the top edge of the next label 5. In the Specify Layout Contents dialog box, select and arrange fields for the labels, and then click OK. To Do this Select fields for the labels In the fields list, double-click the fields you want, in the order you want them to appear.
Laying out and arranging information 3-15 Relationship drop-down list Fields list Click to add punctuation characters Field names arranged in a label 6. In the layout, adjust or delete the header, if necessary. See “Resizing parts” on page 3-36 and “Deleting layout parts” on page 3-36. If you’re using Do this A laser or ink jet printer Set the header to the top of the first row of labels. The layout header compensates for the nonprintable area.
3-16 FileMaker Pro User’s Guide 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. To do this, add the space between labels to the label width and height to determine the horizontal and vertical pitch (the width of the left edge of a label to the left edge of the next, and the length of the top of one label to the top of the next).
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 6-3. ? Choose FileMaker Help Index from the 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 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. Setting up to print on envelopes Before you create an envelope layout, do the following: 1 Choose the printer (see “Setting up to print on labels” on page 3-12). 1 In the Print Setup dialog box, select a letter size.
Laying out and arranging information 3-19 4. In the Specify Layout Contents dialog box, select and arrange fields for the envelopes, and then click OK. To Do this Select fields for the envelopes In the fields list, double-click the fields you want, in the order you want them to appear. Place a field on a new line Press Enter at the end of the previous line.
3-20 FileMaker Pro User’s Guide ? 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. (A good rule of thumb for the header size is to subtract the envelope height from 8.5 inches.
Laying out and arranging information 3-21 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. To Do this Set the number of columns For Print in columns, type a number from 1 to 99. Arrange records row by row (left to right Select Across first.
3-22 FileMaker Pro User’s Guide 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. See “Sliding gray area of the second column objects and parts” on page 6-7.
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 Title header Title footer Page 1 FileMaker Pro prints the title header and title footer on the first page in place of the regular header and footer Title footer ? Choose FileMaker Help Index from the Help menu, and then type: E layout parts, using 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.
Laying out and arranging information 3-27 Part label Part tool A part includes the area between the dotted lines that separate parts 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.
3-28 FileMaker Pro User’s Guide 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. Keep these points in mind: 1 To set options for parts and to add subsummary and grand summary parts to layouts, see “Changing part types and options” on page 3-36 and “Adding a summary part” on page 3-30.
Laying out and arranging information 3-29 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. (To add objects to a part, see “Working with all object types” on page 3-37.) Important FileMaker Pro considers an object to be in a part when the top of the object is in or just touching the part. For example, to print a box only when the header prints, put at least the top of the box in the header.
3-30 FileMaker Pro User’s Guide You can start a new page for any subsummary part. See “Paginating a layout” on page 3-32.
Laying out and arranging information 3-31 5. If you added a subsummary part, sort the records according to the break field (specified when you created the part). See “Sorting records” on page 4-29. Keep these points in mind: 1 The break field groups the records. Each time a group starts or finishes printing, the leading or trailing subsummary is displayed. 1 When you view records as a list in Browse mode, subsummary parts aren’t displayed.
3-32 FileMaker Pro User’s Guide Records are grouped by the value for Department, with subsummary totals for each group ? Choose FileMaker Help Index from the Help menu, and then type: E layout parts, defining Paginating a layout You can set and change page break and numbering options for layout parts in the Part Definition dialog box. 1. Add a layout part, or select a part in the Part Setup dialog box and click Change. See “Adding layout parts” on page 3-26.
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 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 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.) Several objects at once Drag the arrow pointer to make a selection box that completely surrounds the objects. Or hold down Shift and click the objects. Or choose Select All from the Edit menu.
3-40 FileMaker Pro User’s Guide 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. Ruler lines A network of intersecting horizontal and vertical lines that correspond to the current ruler settings, to help measure and position objects. (Ruler lines are different from the AutoGrid.
Laying out and arranging information 3-41 1 To switch the Auto Grid on or off, choose Auto Grid from the Arrange menu. To temporarily disable the AutoGrid, hold down Alt while dragging an object. 1 To adjust the T-square, place the pointer on the horizontal or vertical line. When the pointer is a double arrow, drag the line. (To see the position of the T-square in the Size palette, choose Size from the Show menu, position the pointer over the T-square, and then hold down the mouse button.
3-42 FileMaker Pro User’s Guide Choose a unit of measure for the rulers Type the number of units for the AutoGrid, and choose a unit of measure Note To align objects to each other, see “Aligning objects to each other” on page 3-46. ? Choose FileMaker Help Index from the Help menu, and then type: E objects, positioning E text ruler Editing objects and data quickly using the context menu You can quickly edit an object or data by choosing editing commands directly from the context menu.
Laying out and arranging information 3-43 Showing button, text, and field boundaries FileMaker Pro displays boundaries only in Layout mode. Use boundaries only for positioning objects on the layout. To show Choose this from the Show menu A 2-pixel gray border around buttons you’ve created Buttons. To hide the borders, choose the command again. Boundaries around text objects Text Boundaries. To hide text boundaries, choose the command again. Boundaries around fields Field Boundaries.
3-44 FileMaker Pro User’s Guide Keep these points in mind: 1 You can quickly and easily move one or more objects to a different location in the current file or to a different file or application by using drag and drop. See “Using drag and drop to move information” on page 4-13. 1 If you drag a handle by mistake and resize the object, choose Undo from the Edit menu before you do anything else in FileMaker Pro.
Laying out and arranging information 3-45 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.
3-46 FileMaker Pro User’s Guide ? To move the object Choose Behind all other objects Send to Back One layer back Send Backward Choose FileMaker Help Index from the 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. You can then work with the group the way you work with a single object. A group can include individual objects and other groups.
Laying out and arranging information 3-47 Objects before distributing space Objects after distributing space vertically and aligning left sides 1. In Layout mode, select the objects to align, and then choose Set Alignment from the Arrange menu. 2. In the Alignment dialog box, select the alignment or distribution, and then click OK. To Do this Set the vertical alignment or even distribution of space For Top to Bottom, select one option.
3-48 FileMaker Pro User’s Guide 1 To align two objects without moving one of them, select one object, and then choose Lock from the Arrange menu. Next, select both objects, and then choose Align from the Arrange menu. (For information on locking objects, see “Protecting objects from change” on page 3-51.) ? Choose FileMaker Help Index from the Help menu, and then type: E aligning objects Rotating objects You can rotate fields, text objects, and graphic objects in 90-degree increments.
Laying out and arranging information 3-49 To resize Do this A circle or square Select the object. Hold down Alt and drag a handle until the object is the size you want. Several objects at once Select the objects and drag a handle of one object until all objects are resized.
3-50 FileMaker Pro User’s Guide Note If the AutoGrid is on, you reshape objects in increments defined by the grid settings. To reshape objects in finer increments, choose AutoGrid from the Arrange menu to turn the grid off. See “Positioning and sizing objects” on page 3-39.
Laying out and arranging information 3-51 Protecting objects from change Lock objects so you can’t move them, change their size, or remove them from the layout. To lock objects, in Layout mode, select the objects, and then choose Lock from the Arrange menu. To unlock objects, select the objects, and then choose Unlock from the Arrange menu. When you copy or duplicate a locked object, the copy isn’t locked. When you group objects that include a locked object, the entire group is locked.
3-52 FileMaker Pro User’s Guide No tools visible? If you don’t see the status area with the tool panel on the Status area control left of the window, choose Layout from the Mode menu, and then click the status area control at the bottom of the screen. To draw a Do this Line, or straight Select the line tool, and then position the center of the crosshair horizontal, vertical, or pointer at the line’s starting point. Drag the pointer until the line is diagonal line the length you want.
Laying out and arranging information 3-53 Keep these points in mind: 1 You can import a graphic by choosing Import/Export from the File menu, and then choosing Import Picture. See “Working with container fields” on page 4-6. 1 You can also use OLE to link or embed an object from a different application in a FileMaker Pro layout. See appendix D, “Linking and embedding objects.” 1 To display a different graphic, sound, movie, or OLE object in each record, add a container field.
3-54 FileMaker Pro User’s Guide Field baseline Fields display field names Field tool 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.
Laying out and arranging information 3-55 Choose from the relationship drop-down list, if necessary Select the field to add Select to use the field name as the field label 3. Click OK. 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.
3-56 FileMaker Pro User’s Guide Keep these points in mind: 1 To define a new field for the database file, which you can then add to a layout, see “Defining database fields” on page 2-3. 1 When you copy fields (and field types) from a layout in one file to a layout in another, be sure the field names match. When you move fields from one layout to a layout in another file, you copy the field characteristics for that layout (including dimensions and text styles) but not the definition.
Laying out and arranging information 3-57 Keep these points in mind: 1 You can also add a merge field by typing the field name surrounded by angle brackets (<< >>) on the layout. (Be sure that the field name exists in the database and that you type it correctly.) 1 If you use a text field as a merge field, the merge field picks up the text attributes (like style, color, and size) set for the data in Browse mode. 1 Add symbols, like commas, and spaces where needed among merge fields on the layout.
3-58 FileMaker Pro User’s Guide Defining display formats for fields Display formats make data in fields look consistent when the data is displayed or printed. The formats don’t change the data as stored in the file. For example, a number field can be formatted to display three decimal places. You can do the following: 1 Set no formats in FileMaker Pro.
Laying out and arranging information 3-59 1. Drag a new field to a layout. Before deselecting that field, choose Text, Number, Date, Time, or Graphic from the Format menu. 2. In the Format dialog box, select options, and then click OK. See the following sections for information on data formatting options for each field type. You can also set display formats for individually selected fields, which replace the current default settings. See the following sections.
3-60 FileMaker Pro User’s Guide 1 To set text attributes individually, choose Font, Size, Style, Align Text, Line Spacing, or Text Color from the Format menu, and then choose a formatting command. 1 To specify a custom size or line spacing, choose Size or Line Spacing from the Format menu, and then choose Custom. 1 You can change the font, size, or style of text fields in a record by selecting data and setting these attributes in Browse mode.
Laying out and arranging information 3-61 Choose options for Boolean or decimal numbers Set options for negative values Define the symbols for thousands and decimal separators Specify font, style, size, line spacing, alignment, and color 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.
3-62 FileMaker Pro User’s Guide Changing options for numerical data You can change the default symbols used as the thousands separator and decimal separator. Unless you changed them previously, the default settings are taken from the Regional Settings control panel. You can also change the default format for negative numbers. 1. In Layout mode, select a number field, and then choose Number from the Format menu. 2.
Laying out and arranging information 3-63 1. In Layout mode, select a date field, and then choose Date from the Format menu. To format more than one date field at a time, Shift-click each field to format, and then choose Date from the Format menu. 2. In the Date Format dialog box, select options, and then click OK. To display dates 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.
3-64 FileMaker Pro User’s Guide 1 You can also set the format for the system date symbol (//). Select the symbol first. See “Displaying special information” on page 3-81. 1 When you work with a file created with different system formats and you want to use the formats set on your computer, choose Use System Formats from the Format menu. See appendix B, “Working with international files.
Laying out and arranging information 3-65 Choose a time format Set font, style, size, color, line spacing, and alignment Keep these points in mind: 1 You can also set the format for the system time symbol (::) on the layout. Select the symbol first. See “Displaying special information” on page 3-81. 1 When you work with a file created with different system formats and you want to use the formats set on your computer, choose Use System Formats from the Format menu.
3-66 FileMaker Pro User’s Guide 1. In Layout mode, select a container field, and then choose Graphic from the Format menu. To format more than one container field at a time, Shift-click each field to format, and then choose Graphic from the Format menu. 2. In the Graphic Format dialog box, select options, and then click OK. To Do this Determine how to fit the graphic For image to fit frame, choose an option. in the frame Keep the graphic’s original Select Maintain original proportions.
Laying out and arranging information 3-67 Display the same graphic once on each page of a report Enter a graphic in a container field to display a different graphic in each record ? Choose FileMaker Help Index from the Help menu, and then type: E fields, formatting Determining data entry in fields You can have the entire contents of a field selected when you select the field in Browse mode (otherwise, FileMaker Pro places the insertion point after the last character in the field).
3-68 FileMaker Pro User’s Guide 1 To prevent entry into a field, deselect Allow entry into field. (To allow entry into the field, select this option.) ? Choose FileMaker Help Index from the Help menu, and then type: E fields, customizing Setting the tab order for data entry When you press Tab in Browse mode, fields are normally selected from left to right, top to bottom.
Laying out and arranging information 3-69 To Do this Remove numbers from all In the Set Tab Order dialog box, click Create new tab arrows and set a new tab order order. In the layout, click the arrows in the order you want. Omit fields from the tab order As you set a new tab order, don’t click arrows for fields to omit. For fields that already display a number, select the number, and then press Backspace. Set a tab order for values in repeating fields See the information following these steps.
3-70 FileMaker Pro User’s Guide Vertical tab order for repeating fields (top to bottom) First double-click ? Second double-click Third double-click Choose FileMaker Help Index from the Help menu, and then type: E fields, entering data Adding scroll bars to fields Add a vertical scroll bar to any field on your layout (except a container, summary, or repeating field), to see more data than fits in the field. Layout mode Browse mode 1.
Laying out and arranging information 3-71 Formatting repeating fields To fine-tune a repeating field, you can choose the number of repetitions visible in the current layout, and the orientation of the repetitions. Note Before you begin, you need to define a repeating field. See “Defining database fields” on page 2-3 and “Defining repeating fields” on page 2-10. 1. In Layout mode, select the repeating field to format, and then choose Field Format from the Format menu. 2.
3-72 FileMaker Pro User’s Guide 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.
Laying out and arranging information 3-73 Choose which portion of the field to assign attributes to Choose a color, pattern, and width 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 3-50. 1 You can also use the fill controls in the status area to fill a field with a color and pattern.
3-74 FileMaker Pro User’s Guide 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 (drop-down list), or as checkboxes or radio buttons (option 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.
Laying out and arranging information 3-75 To Do this Choose from existing values in a second field In the Specify Field for Value List dialog box, select Also display values from, click a field name, and then click OK. Select this option to display the values from a corresponding field next to the values in your value list. For example, to help with data entry, you could display part names next to part numbers.
3-76 FileMaker Pro User’s Guide Select 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 (option buttons), a pop-up menu, or a pop-up list (drop-down list) in Layout mode. See the next section.
Laying out and arranging information 3-77 1 Add an Edit item to checkboxes, radio buttons (option buttons), pop-up menus, and pop-up lists (drop-down 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 3-74. 1. In Layout mode, select the field to format, and then choose Field Format from the Format menu. 2.
3-78 FileMaker Pro User’s Guide 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.
Laying out and arranging information 3-79 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. 1 To use the attributes of an existing field or text object to set the preset attributes for text, hold down Ctrl and click the field or text object. 1 To change text attributes, see “Changing the appearance of text” on page 3-86.
3-80 FileMaker Pro User’s Guide 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 3-86. 1 To set an option to keep layout tools selected until you select another tool, see “Setting layout preferences” on page 9-3. 1 FileMaker Pro adds text to a layout in different places, depending on what you select.
Laying out and arranging information 3-81 Editing text You can make changes to text after you type it on the layout. To Do this Replace text Select the text, and then type the new text. Paste a copy of text elsewhere Select the text, and then choose Copy from the Edit menu. Click where you want the text to appear, and then choose Paste from the Edit menu. Remove text and paste it elsewhere Select the text, and then choose Cut from the Edit menu.
3-82 FileMaker Pro User’s Guide 1. In Layout mode, click where you want the variable information to display. 2. Choose Paste Special from the Edit menu, and then choose a command.
Laying out and arranging information 3-83 1. To display the text ruler in Layout mode, choose Text Ruler from the Show menu. In Browse mode, choose Text Ruler from the Format menu. 2. In Layout mode, select the objects to format. In Browse mode, select the text to format. To set tabs, indents, or margins, select text first. If you click a text object without selecting text, you can only set font, size, style, alignment, and ruler units. 3. Select options.
3-84 FileMaker Pro User’s Guide Setting tabs using the Tab dialog box 1. Display the text ruler, as explained in “Using the text ruler” on page 3-82. 2. To display the Tabs dialog box, with text selected, double-click a tab marker in the text ruler. You can also choose Text from the Format menu, click Paragraph in the Text Format dialog box, and then click Tabs. 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.
Laying out and arranging information 3-85 Current tab settings Set alignment for a tab Specify the tab’s position Specify a fill character ? Choose FileMaker Help Index from the Help menu, and then type: E text, formatting Formatting paragraphs all at once 1. Display the text ruler, as explained in “Using the text ruler” on page 3-82. 2. To display the Paragraph dialog box, with text selected, double-click a blank area of the text ruler.
3-86 FileMaker Pro User’s Guide Indent text Align text Set line spacing and change the units of measure Set tabs ? Choose FileMaker Help Index from the Help menu, and then type: E paragraph attributes 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.
Laying out and arranging information 3-87 You can display text in various alignments, as shown in the following examples. For example, this alignment Left 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. Center Mountaineering, Inc. sunglasses provide good looks and the maximum protection against the sun’s damaging ultraviolet rays. Mountaineering, Inc.
3-88 FileMaker Pro User’s Guide Keep these points in mind: 1 Changes to preset options affect the text format of text objects and fields you add later. See “Formatting text attributes in individual fields” on page 3-59. 1 You can set default paragraph styles for text and fields before typing text or creating new fields. To format text in paragraphs and fields, see “Formatting text paragraphs” on page 3-82.
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 Adding data to a file Add data to a file by typing, pasting, or copying data into blank fields of a record. FileMaker Pro saves the file as you work. The following sections describe how to add data to a file. 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.
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, a QuickTime movie, or an Object Linking and Embedding (OLE) object. (To enter an OLE object in a field, see appendix D, “Linking and embedding objects.”) Note Sounds, QuickTime movies, and OLE objects are not supported in FileMaker Pro Web Companion Instant Web Publishing. Importing graphics 1. Select the container field to import into. 2.
Working with information in records 4-7 For file types .CGM, .PCX, .DRW, or .PIC, you see another dialog box. Select the applicable options, and then click OK. For this file type Select To .CGM Ignore Background Discard the graphic’s background Default Color Table Convert Harvard Graphics .CGM colors correctly Maintain Dotted Lines Keep dotted lines instead of converting them to solid lines Force Vector Fonts Convert raster fonts to scalable vector fonts .
4-8 FileMaker Pro User’s Guide Playing QuickTime movies To control a QuickTime movie, click the field containing the movie, and then use the movie controls. Click the Play button to start or stop the movie Drag the scroll bar to go to a specific frame of the movie Click the Backward or Forward button to step through the frames 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.
Working with information in records 4-9 Recording and playing sounds With the proper software and hardware (described in FileMaker Pro Help), you can play and record sound. ? To Do this Record a sound Double-click a blank container field. In the Sound Record dialog box, click Record. Play a sound Double-click the field where the sound is stored. Stop or pause recording In the Sound Record dialog box, click Stop or Pause. Play back a recording In the Sound Record dialog box, click Play.
4-10 FileMaker Pro User’s Guide To Do this Deselect a radio button Select a different value. Deselect several radio buttons or pop-up menu items Press Shift and select the values. Deselect an Other item Click Other, and then delete the associated value (and its carriage returns) in the dialog box. Edit a value list Click Edit, and then make any changes to the values in the Display Values for dialog box.
Working with information in records 4-11 Working with the index When you have field values indexed (by selecting storage options in the Entry Options dialog box), FileMaker Pro indexes the values in each text, number, date, time, and calculation field. You can view the values in a field’s index, and insert them into the field to prevent typing duplicate values incorrectly. (To index fields, see “Indexing fields” on page 2-11.) Note Inserting values from the index is useful in Find mode.
4-12 FileMaker Pro User’s Guide Inserting the current date, time, or user name You can insert the current date, time, or user name into a field in Browse mode or into fields in a find request. Insert the current date into a date, number, or text field. Insert the current time into a time, number, or text field. Insert the current user name into a text or number field. 1. Select the field to insert information into. 2.
Working with information in records 4-13 To Do this Copy the found set of records See “Copying the found set” on page 4-28. Duplicate data from another See “Adding and duplicating records” on page 4-3. record in the current record 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.
4-14 FileMaker Pro User’s Guide 2. Use the techniques described in the following table. To Do this Move an object from one application to another Select the object, drag it (you see the Move pointer), and then drop it onto the other application. Move an object to an area not Continue dragging the object in the other application’s visible in the other application window in the direction you want the window to scroll (you see the Move scroll pointer).
Working with information in records 4-15 Replacing field values You can replace the contents of a field in all or some records with a different value (for example, replace the value Production Artist with Production Specialist), a new series of serial numbers (when, for example, records have become disordered), or an expression. You can also modify a field’s existing values by using an expression that includes the field (for example, change the value Gross Pay to the expression Gross Pay + 1000).
4-16 FileMaker Pro User’s Guide 6. In the Replace dialog box, choose how to replace field values. To replace each field with Select The value in the currently selected field Replace with . FileMaker Pro replaces the contents of the field for the entire found set. A serial number Replace with serial numbers. Then type the starting value for the serial numbers and how much to increment each number by. (FileMaker Pro enters serial numbers starting with the first record in the found set).
Working with information in records 4-17 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. When you’re browsing individual records, the current record is the one you’re viewing. When you’re browsing records in a list, you see as many records as fit on one screen. In a list, the current record is marked with a solid bar along the left side.
4-18 FileMaker Pro User’s Guide Opening a URL If you have a valid URL (Web address) in a field, you can click on the address to open the URL in the appropriate application. To open a URL from a field: 1. Select any portion of the URL. 2. Right-click the highlighted portion of the URL. 3. Choose Open from the context menu. Note This feature requires the URL.DLL file. For information on installing this file, see your Windows 95 or Windows NT 4.0 documentation.
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 Click a page of the book to see another find request Number of the current request Total number of 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 Esc.
4-22 FileMaker Pro User’s Guide You can perform finds on related fields. See “Finding and omitting related records” on page 10-34.
Working with information in records 4-23 To find this in a text field Type this in the field Example Whole words of literal text (text exactly as it appears, but regardless of uppercase or lowercase) Choose Literal text from the Symbols list. Type the text, including spaces and punctuation, surrounded by double quotation marks (").
4-24 FileMaker Pro User’s Guide To find Type this in the field Today’s date in a date field or // calculation field that produces a date result Example // finds April 4, 1998 (when the current date is 4/4/98) A time in a time field or The time as digits, separated by 12:53:09 finds 12:53:09 calculation field that produces colons, in the format used when a time result the file was created (unless Use System Formats is chosen) Note For information about system formats, see appendix B, “Working with int
Working with information in records 4-25 Repeating, editing, and deleting find requests You can repeat the most recent find request to find records that match the same criteria. If you add or delete records after defining the first request, the result is a different set of found records. You may also edit your requests before finding records again. You can delete requests as long as you keep at least one. To Do this Repeat a request Switch to the layout you want.
4-26 FileMaker Pro User’s Guide In addition, you can find records that don’t match the request. For example, to work with all the sales records except those for the city of London, you can specify London in the find request and then omit those records. It’s often easier to omit the records you don’t want than to search for all the records you do want. To Do this Omit a specific record Display or select the record to omit, and then choose Omit from the Select menu.
Working with information in records 4-27 The first request finds all records where Department is Marketing, that is, all employees in Marketing 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
4-28 FileMaker Pro User’s Guide The found set ? Choose FileMaker Help Index from the Help menu, and then type: E omitting records 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 Ctrl-Shift-C.
Working with information in records 4-29 Important You can’t retrieve deleted data, and you can’t undo deleting records. Before you delete records, it’s a good idea to make a backup copy of your file. ? To delete Do this One record Select the record to delete and choose Delete Record from the Mode menu. In the alert message, click Delete. A group of records Use Find or Omit Multiple to select a subset of records to delete, and then choose Delete All from the Mode menu.
4-30 FileMaker Pro User’s Guide 3. In the Sort Records dialog box, choose fields for sorting, in the order you want them sorted. To Do this Choose a sort field and sort it In the fields list, double-click a field. according to the selected order Assign different sort orders to fields as you add them to the Sort Order list For each sort field, in the fields list, select a field, select a sort order, and then click Move.
Working with information in records 4-31 Select fields to sort Select the sorting order 4. Click Sort. To cancel before sorting is finished, press Esc. Keep these points in mind: 1 To sort records that have container fields that you want in order, create a text or number field that describes or identifies the contents of the container field. Then sort by the text or number field.
4-32 FileMaker Pro User’s Guide 1 When you add a record to sorted records, FileMaker Pro tries to maintain the sort order. It adds new records to the end of the group the current record is in. For example, if you sort records by month and add a record where the month is June, FileMaker Pro adds the record to the end of the group of June records. The message in the status area changes to Semi-sorted to indicate the approximate order. When you finish adding records, resort them.
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 Buttons on a layout When you click the Letter button, FileMaker Pro performs the Print Letter script Click to continue the script—FileMaker Pro prints the letter, and then returns to the Client Entry layout in Browse mode 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.
Using ScriptMaker and buttons 5-3 With FileMaker Pro, you can: 1 define a script that pauses to let you do unscripted tasks, like entering data. When you resume the script, FileMaker Pro performs the remaining script commands. 1 save settings, like find requests and sort orders, in a script. 1 print the commands and settings that make up a script. (See chapter 6, “Previewing and printing information.”) 1 define passwords that prevent other users from defining or changing scripts.
5-4 FileMaker Pro User’s Guide 1 You can use status functions in steps to monitor the state of your database. For example, a script can check whether a file is sorted. Or it can display a customized message that tells users what to do when a found set is empty. For a list of status functions, see “Status functions” on page C-16. For examples using status functions, see “Displaying customized layouts” on page 5-25 and FileMaker Pro Help.
Using ScriptMaker and buttons 5-5 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
5-6 FileMaker Pro User’s Guide 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 Help menu, and then type: E editing
Using ScriptMaker and buttons 5-7 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.
5-8 FileMaker Pro User’s Guide 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 Vie
Using ScriptMaker and buttons 5-9 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.
5-10 FileMaker Pro User’s Guide Miscellaneous steps ? Use this step To Show Message Display an alert message Beep Play the system beep sound 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 DDE Execute Send a Dynamic Data Exchange (DDE) command to another application Send Message Start an application, or open or print a document in another application Comment Add notes to a script
Using ScriptMaker and buttons 5-11 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.
5-12 FileMaker Pro User’s Guide Defining scripts Define scripts in ScriptMaker by choosing steps and arranging them in the order you want FileMaker Pro to perform them. If you’re using a subscript, define it first, and then define the script that calls (uses) it. 1. If you’re defining a script to print, import, export, find, or sort, first store the settings for the script. See “Storing settings for a script” on page 5-14. 2. Choose ScriptMaker from the Script menu. 3.
Using ScriptMaker and buttons 5-13 To Do this Change step options Select a step in the script, and then change the options. Change the order of a step Drag the double arrow to move the step. Add a subscript Select Perform Script in the Available Steps list, and then click Move. Select the Perform sub-scripts option, and then choose the subscript from the drop-down list. Choose External Script if the subscript is in a different file.
5-14 FileMaker Pro User’s Guide Storing settings for a script When you define a script, FileMaker Pro saves the current settings for print setup, importing, finding, sorting, and exporting. FileMaker Pro can restore the settings when you perform the script. To store settings for a script, specify them before adding Print Setup, Print, Import Records, Perform Find, Sort, or Export Records steps to a script. To specify Do this Print setup options Choose Print Setup from the File menu.
Using ScriptMaker and buttons 5-15 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. If you select Restore sort order and deselect Perform without dialog, the dialog box displays default settings that the user can perform or modify. ? Choose FileMaker Help Index from the Help menu, and then type: E scripts, managing Changing and duplicating scripts 1.
5-16 FileMaker Pro User’s Guide Note If you’re changing a script that was created with FileMaker Pro for the Mac OS, steps that work only on a Mac OS–based computer are displayed in italics. You can’t change the options for these steps. If you see the Script Settings dialog box, specify whether to keep or replace the settings you previously stored with the script, and then click OK.
Using ScriptMaker and buttons 5-17 4. Click Done. ? Choose FileMaker Help Index from the Help menu, and then type: E scripts, managing Deleting scripts 1. Choose ScriptMaker from the Script menu. 2. In the Define Scripts dialog box, select the name of the script, and then click Delete. 3. Click Delete again, and then click Done. Important When you delete a script, change scripts and buttons that refer to the deleted script.
5-18 FileMaker Pro User’s Guide To Do this Stop a script (except when it is paused) Press Esc, hide or close the active window, or exit FileMaker Pro. If the script contains a Close or Toggle Window step that hides the active window, FileMaker Pro stops the current script and returns to the script that called it (if there is one). Note You can’t stop a script that contains the Allow User Abort [Off] step.
Using ScriptMaker and buttons 5-19 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. 1 To set buttons so they don’t print, see “Keeping objects from printing” on page 6-9. 1 FileMaker Pro doesn’t store settings (like find requests) with a button, but you can define a script that stores the settings and then define a button to perform it.
5-20 FileMaker Pro User’s Guide 3. Drag the crosshair pointer on the layout to draw the button. 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 5-3. Select a step Set options for the step 5. At the insertion point, type a label for the button, and then press Enter on the numeric keypad. 6. Switch to Browse or Find mode to use the button.
Using ScriptMaker and buttons 5-21 Copying, changing, or deleting buttons To Do this in Layout mode Select a button Use the pointer tool. See “Selecting objects” on page 3-38. Move a button Using the pointer tool, drag the button. See “Moving objects” on page 3-43. Change the appearance See “Changing the appearance of objects” on page 3-48. of a button ? Change a button label See “Typing text” on page 3-79 and “Changing the appearance of text” on page 3-86.
5-22 FileMaker Pro User’s Guide 1 print the current record by clicking the Print button on the layout. FileMaker Pro performs the Print Record script, and then returns to the paused New Entry script. 1 stop the script by clicking Cancel. . 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.
Using ScriptMaker and buttons 5-23 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 Print 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.
5-24 FileMaker Pro User’s Guide Example step 1: Perform the Find you want scripted Choose Find from the Mode menu. Type the data you want to find, then click the Find button. (For more information on performing finds, see “Finding information” on page 4-19.) Example step 2: Create the new script Choose ScriptMaker from the Script menu. In the Script Name box, type Find Information. Click Create.
Using ScriptMaker and buttons 5-25 Displaying customized layouts In this example, a travel agency has a database that stores information about its clients. One agent likes to view the information in a simple layout that shows only the agent’s name, and the client’s name and telephone number. Another agent prefers a more complex layout that displays the agent’s name, and the client’s name, address, phone number, and travel preferences.
5-26 FileMaker Pro User’s Guide Choose the Custom Layout script 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 5-27 Example step 2: Add two fields Define these fields in the Seminar file: 1 A text field, called Mark. When the script finds a duplicate record, it places an x in this field to mark the record. 1 A global field, called Global, to store the unique identification while comparing records. Global should be the same data type as the Client ID field. Example step 3: Display the Mark field Create a layout that displays the Mark field, or add the field to an existing layout.
5-28 FileMaker Pro User’s Guide When you perform the Find Duplicates script: 1. It finds all records, and then sorts them by the ClientID field so that records with the same ClientID are grouped together. 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 5-29 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.
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 Company Name Name Contact Title Phone Blank record Contact List Company Name Smith's More Corp. Current record Name Jeremy Smith Contact Title President Phone 503-555-4655 Contact List Company Name ACME Accessories Norris Corporation PrinTCo. The Framery West End Corp. Smith's More Corp.
Previewing and printing information 6-3 Layout showing margins Margins—objects in this area won’t print Page break Layout not showing margins The selected printer can’t print objects outside this line Page break ? Choose FileMaker Help Index from the Help menu, and then type: E page margins Setting margins You can set different margins for each layout. 1. Choose Print Setup from the File menu, confirm the printer and paper settings, and then click OK.
6-4 FileMaker Pro User’s Guide 2. In Layout mode, choose a layout, and then choose Layout Setup from the Mode menu. 3. In the Layout Setup dialog box, select Fixed page margins, type values for the margins, and then click OK. Select to specify sizes Type margin sizes Select to alternate margins—the inside margin prints on the left side for the first page, on the right for the second page, and so on 4. Switch to Preview mode to check the margins.
Previewing and printing information 6-5 Removing spaces at the end of fields and parts FileMaker Pro can move information vertically or horizontally to close gaps at the end of fields and parts when you print. This movement is called sliding. For example, you can create a letter layout so the comma in the greeting prints right after the last name, even though some names are longer than others. When objects slide: 1 fields shrink to eliminate empty space within the field boundaries.
6-6 FileMaker Pro User’s Guide These fields slide left Arrows show how objects are set to slide The body, Notes field, and horizontal line slide up 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.
Previewing and printing information 6-7 1 For information about sliding related fields and portals, see “Changing the appearance of related fields and portals” on page 10-27. ? Choose FileMaker Help Index from the Help menu, and then type: E sliding objects Sliding objects and parts 1. To slide objects left, align their top edges and align data in text fields to the left. See “Aligning objects to each other” on page 3-46 and “Formatting text paragraphs” on page 3-82. 2.
6-8 FileMaker Pro User’s Guide 4. Switch to Preview mode to see objects and parts slide. See “Previewing before printing” on page 6-10. ? Choose FileMaker Help Index from the Help menu, and then type: E sliding objects Sliding repeating fields If you set sliding options for repeating fields, be sure not to change the way the information is aligned.
Previewing and printing information 6-9 Keeping objects from printing To keep objects, like buttons, from appearing when you print records: 1. In Layout mode, select the objects you don’t want to print. 2. Choose Sliding/Printing from the Format menu. 3. In the Set Sliding/Printing dialog box, select Do not print the selected objects, and then click OK. Keep these points in mind: 1 You can slide nonprinting objects to close up blank space. See “Sliding objects and parts” on page 6-7.
6-10 FileMaker Pro User’s Guide Tip If you can’t print all columns on one horizontal page (or you want to print a vertical page), create several layouts that show fewer columns, and then print all the layouts. ? Choose FileMaker Help Index from the Help menu, and then type: E Extended columnar layout Printing layouts with subsummaries Before printing a layout with subsummary parts, sort the records by the break field (the field that groups the records).
Previewing and printing information 6-11 Choose a different layout Move to view a different page Margin Click a page of the book to see the next or previous page Current page number Number of pages to preview Click zoom controls to see objects in detail, or to get an overview Click to hide or show the status area ? Choose FileMaker Help Index from the Help menu, and then type: E preview mode Printing You can print all or part of a database. See “Preparing to print” on page 6-1. 1.
6-12 FileMaker Pro User’s Guide Choose To print Blank record, showing fields, and then choose an option from the drop-down list A blank record using the current layout. Use this option to create a form that represents your database. Choose as formatted to print the fields as specified in the Field Borders dialog box. (See “Adding borders, fill, and baselines to fields” on page 3-72.
Previewing and printing information 6-13 Specifying a printer When you start FileMaker Pro for the first time, it uses the Windows default printer (selected in the Start menu under Settings, Printers) as its default printer. If you specify a different printer in the Print Setup dialog box, it becomes the default printer for FileMaker Pro. You specify the default printer for Windows and FileMaker Pro independently. If you change one default, it doesn’t affect the other.
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 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. For example, you can host a file on a Windows computer, and then guests on Windows computers or Mac OS–based computers can connect to the same file.
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. 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. To check the network for a longer period of time, click Cancel to return to the Open File dialog box. Hold down the Ctrl key as you click Hosts. If you select a FileMaker Pro Server host (instead of a shared file), you see the remote administer dialog box. See the FileMaker Pro Server documentation for information.
7-6 FileMaker Pro User’s Guide This user Host or one guest (only one user at a time) Host only (all guests must close their connections to the file) Can perform these tasks 1 1 1 1 1 1 1 1 1 1 1 Open the ScriptMaker dialog box Define or change relationships Define or change passwords Define or change value lists Edit a record or layout. Others can view the record, but no one can modify it until the current user moves to another record or presses Enter in Browse mode.
Networking and access privileges 7-7 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 Exit from the File menu. If you turn off your computer without exiting the program, you can damage open files and lose your changes. 1. Choose Close or Exit from the File menu. To Do this Close a shared file Choose Close. Exit FileMaker Pro Choose Exit. 2.
7-8 FileMaker Pro User’s Guide If a guest clicks Cancel, FileMaker Pro doesn’t close the connection to the file ? Choose FileMaker Help Index from the 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. Passwords limit what users can do and groups limit the layouts and fields they can see.
Networking and access privileges 7-9 When you open a file with a password, FileMaker Pro knows: 1 activities you’re authorized to do with the file 1 groups associated with your password 1 layouts and fields you can see Important FileMaker Pro passwords work independently of operating system access privileges. Shared FileMaker Pro files are available on your network even if you haven’t shared them with your operating system’s file sharing features.
7-10 FileMaker Pro User’s Guide 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.
Networking and access privileges 7-11 1 You can define a blank password that gives all users limited access to a file. When users open the file, they can press Enter 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 9-8 to set the option.
7-12 FileMaker Pro User’s Guide 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.
Networking and access privileges 7-13 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.
7-14 FileMaker Pro User’s Guide 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. Change a password if you know a master password Choose Access Privileges from the File menu, and then choose Define Passwords.
Networking and access privileges 7-15 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.
7-16 FileMaker Pro User’s Guide To define groups: 1. Open the file. You must use the master password. If the file is shared, you must be the host. (See “Opening files as the host” on page 7-3.) 2. Choose Access Privileges from the File menu, and then choose Define Groups. If the file is shared and guests are connected, ask them to close the file. (See step 2 in “Closing shared files” on page 7-7.) 3. In the Define Groups dialog box, type the group name, click Create, and then click Access.
Networking and access privileges 7-17 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. Click Save to save the current settings, or click Revert to return the settings to the way they were last saved. 8.
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 Files (.FP3 or .FM extensions) Import data from a FileMaker Pro 2.0, 2.1, 3.0 or 4.0 file, or export to a FileMaker Pro 3.0 or 4.0 file. (If you import from 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 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 Importing data into an existing file You can import data into an existing FileMaker Pro file from another FileMaker Pro file, or from another application. You choose whether FileMaker Pro adds or replaces records in the file you’re importing into: 1 The Add new records option copies all records to the end of the file you’re importing into. 1 The Replace data in current found set option replaces records in the file you’re importing into.
8-6 FileMaker Pro User’s Guide 5. In the Open File dialog box, select the name of the file to import, and then click Open. For Files of type, choose a file type to narrow the choices, or choose All Available to see all the files you can import. 6. In the Import Field Mapping dialog box, match the fields you want to import. 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 drop-down list.
Importing and exporting data 8-7 Arrows show how FileMaker Pro imports data from one file into the other Data in fields in the source file Fields in the destination file Dotted lines show data that won’t be imported If the data you’re importing uses a different character set, choose an option 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.
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 Open File dialog box, select from the drop-down list 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 5. In the Specify Field Order for Export dialog box, change the field order as needed. To Do this Export fields Double-click a field to move it to the Field Order list. To export all fields, click Move All. Export fields from a related file Choose a relationship from the Relationship drop-down list, and then move fields to the Field Order list. (See “Understanding relationships” on page 10-9.
8-12 FileMaker Pro User’s Guide To export Select this option Unformatted values (for example, 3.7) Don’t format output Values with the number, date, and time Format output using current layout. Symbols and formats from the current layout (for other non-numeric values are exported as text. example, $3.70) You can’t select this option for SYLK, DBF, or DIF formats.
Importing and exporting data 8-13 8. In the Summarize By dialog box, choose one or more fields to summarize by. Move the pointer to the left of the field name, and then click to choose it. 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.
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 displaying keyboard shortcuts, dragging and dropping text, displaying template files, showing the status bar, 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 Note When using FileMaker Pro on a computer running Windows 3.1, choose the following from the Network Protocol drop-down list: 1 For IPX/SPX, choose FMIPX32.NET 1 For TCP/IP, choose FMTCP32.NET If these options are not available, check the FileMaker Pro Installation and New Features Guide to confirm that network files have been correctly installed on your computer.
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. You can also set the size of the cache. 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 Setting preferences for dialing phone numbers In Windows 95 and Windows NT 4.0, modem and dialing settings are controlled through the Modems control panel provided within these operating systems. For information on changing these settings, see the documentation that came with your Windows 95 or Windows NT 4.0 operating system software. If you are using Windows 3.1, Windows for Workgroups, or Windows NT 3.5.1, modem and dialing preferences are controlled by FileMaker Pro 4.
9-6 FileMaker Pro User’s Guide Setting modem preferences For information about the settings you should use, see the documentation that came with your modem. Options are preset to standard Hayes-compatible settings AT is an attention command for Hayes-compatible modems—for example, +++ ATH instructs the modem to hang up Click to restore preset modem preferences ? For Do this Setup Type the command (all uppercase or all lowercase) to initialize your modem.
Customizing FileMaker Pro 9-7 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. And when dialing a number outside the office, you might need to dial a prefix for a local area code, or several prefixes for a longdistance call. FileMaker Pro matches the text in the left column of the Dialing Preferences dialog box with the phone number in your database.
9-8 FileMaker Pro User’s Guide 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. If the checkbox is already selected, click the plug-in name to highlight it, then click Configure.
Customizing FileMaker Pro 9-9 Choose a preference type Changes to document preferences only affect this file Choose a script to run when the file is opened Choose a script to run when the file is closed Select To Use smart quotes Use curly apostrophes (’) and quotation marks (“ ”). If you use a font that doesn’t have smart quotes, FileMaker Pro substitutes plain marks (' "). When you change this option, FileMaker Pro uses the new setting when you type in the file (existing marks do not change).
9-10 FileMaker Pro User’s Guide Setting document spelling preferences You can choose to have FileMaker Pro check your spelling as you type. You can also define where the Spelling dialog box appears onscreen. For more information on setting spelling preferences, see “Checking your spelling as you type” on page 1-14. Setting Web Companion preferences In Web Companion preferences, you set options for FileMaker Pro records that are published on the Web.
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 Client ID R20 Client ID R20 Client ID R42 Client ID R42 Route Oak-Bos Route Oak-Bos Route Oak-Lon Route Oak-Lon In a relational database, data from another file is displayed in the current file, in a field that belongs only to the other file A lookup copies data from another file into the current file, in a field that belongs to the current file ? Choose FileMaker Help Index from the Help menu, and then type: E relationships, understanding Understanding
Using data from related files 10-3 This term Means Lookup destination field A field in the master file that you want to contain the copied data. (for lookups only) It’s the field the data is copied to. Relationship An expression you define that contains requirements which, when met, establish a relationship between values in the match fields. (A relationship is sometimes called a link or a join expression.
10-4 FileMaker Pro User’s Guide Lookup source field Match fields for the relationship Lookup destination field Client ID C235 Name Durand Client ID C100 Phone 42.83.91.04 Name Burke City Paris Client ID C200 Client ID C200 Phone 408-555-3456 Name Turkoglu Name Turkoglu City San Jose Phone 123-45-67 City Istanbul Master file Related file After a value is copied into the lookup destination field, you can edit, replace, or delete it like any other value.
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 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 need to
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 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 in a master inventory file 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 the lookup source field Select an option for lookups with unequal data in match fields 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 File 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 10-28.
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 3. Determine the match field or fields for each file. Client file Route file Trip file Each database file has at least one field that can be used to determine whether or not a new record should be added to the file. This field is a match field. Often this field contains a value unique to each record. For example, in a Client file you might want to assign each client a unique, identifying number.
Using data from related files 10-17 4. For each file, decide which fields will store data and which ones will use data from other files. Client file Route file Trip file The fields in each database file all store a single occurrence of the subject of the database file. For example, the fields in the Client file (client identification number, name, address, and phone number) together store all the information about one client. Other data can be combined as needed from other database files.
10-18 FileMaker Pro User’s Guide 5. Determine the relationships between the files. Client file Route file Trip file Each database file is related in some way to all the other database files. What defines a relationship between files is that their fields contain common data. Between match fields that have common data, draw a line from one file to another. Determining relationships between database files lets you see where you can use data stored in one file in another file.
Using data from related files 10-19 Client file Route file Trip file 6. Consider who will use the database and whether you want to restrict access to some files or fields. For information about setting up passwords and access privileges, see “Protecting your files” on page 7-8.
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 Layout mode Related fields in a layout 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 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 3. In the Open File 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 Keep these points in mind: 1 A match can be defined only on fields that can have an index. 1 You can define a relationship when you add a related field or create a portal in a layout. See the following sections. 1 To change a relationship, see “Changing relationships” on page 10-28.
10-24 FileMaker Pro User’s Guide Select the relationship to use, or define a new one Select options for the portal 4. Select options for the portal, and then click OK.
Using data from related files 10-25 Keep these points in mind: 1 You can display objects other than fields in a portal. An object is in a portal if its upper-left corner is inside the portal. An object placed in the first row of a portal is displayed once for each related record. 1 A portal can’t contain another portal. If you place a portal in a portal, they overlap. 1 You can place a portal in any layout part. See “Working with layout parts” on page 3-24.
10-26 FileMaker Pro User’s Guide 2. In the Specify Field dialog box, choose a relationship from the relationship drop-down list. You can define a relationship by choosing Define Relationships from the drop-down list. See “Defining relationships for a relational database” on page 10-21. 3. Double-click the name of a related field.
Using data from related files 10-27 Selecting, moving, or deleting related fields and portals To Do this in Layout mode Select a related field Click the field. Select a portal Click the portal area outside any fields. Change the tab order of related fields See “Setting the tab order for data entry” on page 3-68. Move or delete the field label of a related field Select the label, and then move or delete it. Move related fields or portals See “Moving objects” on page 3-43.
10-28 FileMaker Pro User’s Guide Copying and pasting related fields and portals To Do this in Layout mode Cut, copy, and paste related fields See “Cutting, copying, and pasting objects” on page 3-44. If you paste a related field into another file, FileMaker Pro looks for a matching related field name in the new file. If the matching name exists, FileMaker Pro pastes the field in the layout with that same name.
Using data from related files 10-29 2. In the Define Relationships dialog box, select a relationship, and then select an option. To Click Delete the relationship Delete, and then click Delete in the confirmation message. Be sure to delete all references to the relationship in the master file. Quickly create a similar relationship Duplicate. To make changes, with the duplicate selected, click Edit. Then see the next step. Change the relationship Edit, and then see the next step. 3.
10-30 FileMaker Pro User’s Guide Working with related files and fields The following sections explain how to work with data in related files and fields. Working with related files To do this with related files ? Keep these points in mind Work with passwords and access privileges You must have the appropriate access privileges to a related file or field. For example, to add data to a related field, you must have the privilege to edit records for the related file.
Using data from related files 10-31 To do this with related fields Keep these points in mind Set the order for related fields (for columnar reports, exporting, and so on) You can place a related field anywhere in the field order—before, after, or between fields in the master file. Insert a merge field from a related file In the Specify Field dialog box, choose a relationship from the relationship drop-down list. Then select a related field. (See “Adding merge fields” on page 3-56.
10-32 FileMaker Pro User’s Guide To do this with related records Preview and print related records Keep these points in mind 1 1 1 Work with records in shared files FileMaker Pro limits access to some commands and records to keep users from interfering with each other. (See “Working with shared files” on page 7-5.) 1 1 1 ? FileMaker Pro prints related records and portals you see in Preview mode. (See chapter 6, “Previewing and printing information.
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 4-28.
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 ? Choose FileMaker Help Index from the Help menu, and then type: E related
10-36 FileMaker Pro User’s Guide 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 3. Define these fields in the Line Items file: Field name Field type Invoice ID Number Product ID Text Qty Number 4. Define these fields in the Invoices file: Field name Field type Customer ID Number Agent Name Text Select this Auto Enter entry option Invoice ID Number Serial number Order Date Date Creation Date Example step 3: Define relationships After you define the fields, define the relationships from the master files.
10-42 FileMaker Pro User’s Guide 2. Define the Total field in the Invoices file. The Total field is an unstored calculation that adds the extended price of all line items. Use the Line Items relationship to define Total as: Sum(Line Items::Extended Price) Example step 5: Create layouts Create layouts in the master files for data entry and reports. (See chapter 3, “Laying out and arranging information.”) File Layout names Description Invoices Order Entry Standard layout with a portal.
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 Publishing a database on the Web Custom Web Publishing allows you to customize the appearance of your FileMaker Pro data on the Web. You need to create format files, which are Hypertext Markup Language (HTML) pages that contain Claris Dynamic Markup Language (CDML) tags, or commands. The CDML tags enable HTML pages to interact with FileMaker Pro. For an overview, see “Custom Web Publishing” on page 11-24.
Publishing files on the Web 11-3 The Web Companion also acts as a Common Gateway Interface (CGI) application, by handling the interaction between FileMaker Pro and Web browser software. Note You can also publish databases using other common gateway interface (CGI) applications, which you must purchase from third-party vendors.
11-4 FileMaker Pro User’s Guide 8. (Optional) Choose the layouts that specify which fields will appear in Table View, Form View, and Search View, and select sort options. 9. Give your users information about accessing your database. These steps are described in detail in the rest of this chapter. Custom Web Publishing 1. Create a database, or select an existing database to publish. 2. Create format files, which contain HTML and CDML tags.
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 an Intel-compatible 486/33 or higher personal computer, or a Mac OS-based computer, with access to the Internet (or an intranet) 1 FileMaker Pro 4.0 (for Windows or Mac OS), with the Web Companion installed. (The Web Companion is automatically installed when you do a Typical 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. Click the Plug-Ins tab. 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 Select Web Companion For information on setting up views, see “Setting up Instant Web Publishing” on page 11-12. 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.
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 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. If the layout you select has special date or number formats, or repeating fields, these do appear over the Web. Related fields do not appear if you have chosen All Fields (no layout) in the drop-down list. Instead, choose a layout which contains the related field or fields you want to publish on the Web.
11-14 FileMaker Pro User’s Guide 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. User defines sorting If you want to let the user define how data is sorted, select User defines sorting by specified fields in the browser.
Publishing files on the Web 11-15 Table View Table View is the view the user sees when the database opens. It lists multiple records in tabular form. Each record appears as a row, while each field appears in a column.
11-16 FileMaker Pro User’s Guide 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 Note The Database Password overrides the Web Security database. Web access privileges are never greater than the privileges provided by the Database Password, regardless of the settings in the Web Security database. The Security folder contains HTML files that enable you to remotely administer the Web Security database. See the following sections for more information.
Publishing files on the Web 11-21 Field restrictions To place field restrictions on all users specified in this record, in Field Name type the name of the field in the database you want to restrict. Then select the Field Restrictions for that field.
11-22 FileMaker Pro User’s Guide Web Security database remote password administration To remotely administer the Web Security database: 1. In the Web Companion Configuration dialog box, be sure to select Web Security Database and to enable Remote Administration. See “Configuring FileMaker Pro Web Companion” on page 11-8 for more information. 2. Open the Web Security database, located in the Databases folder in the Web Security folder. 3.
Publishing files on the Web 11-23 Example The IP address of the machine that hosts your database file is 12.34.56.78. To see your data, the user launches Web browser software and types this IP address. Type IP address in browser window If you have specified a port number other than 80, that port number must be appended, using a colon, to your IP address: 12.34.56.78:591 For more information see “Specifying a port number” on page 11-11.
11-24 FileMaker Pro User’s Guide Note You can publish a file on the Web, but keep it from displaying on the Built-in home page, by typing an underscore character at the end of the filename, before the filename extension. Example: “Orders_.fp3” ? Choose FileMaker Help Index from the Help menu, and then type: E Web, publishing databases on Custom Web Publishing Custom Web Publishing allows you to customize the appearance of your FileMaker Pro data on the Web.
Publishing files on the Web 11-25 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.
11-26 FileMaker Pro User’s Guide The CDML Tool links open FileMaker Pro databases with HTML editing applications. Follow these general steps to create a format file using the CDML Tool: 1. Open and share your FileMaker Pro database using Web Companion sharing. 2. From the Web Tools folder, open the CDML Tool. 3. Click the Templates tab and choose the database and layout names. 4. Open an HTML editing application. 5.
Publishing files on the Web 11-27 Sample Web solutions Three sample Web solutions are provided for you to use as a model for database Custom Web Publishing. The sample Web solutions include helpful comments to assist you in creating format files. The following sample Web solutions are located in the Web folder in the FileMaker Pro 4.0 Folder: 1 The Guest Book solution allows Web users to add records in the Guest Book.fp3 database.
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.
Appendix B: Working with international files When you create or clone a database file, FileMaker Pro uses the current settings in the Regional Settings control panel 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 1 As you work with a file with different internal default formats, you can use the current system formats by choosing Use System Formats from the Format menu. You see this command only when the current file was saved with internal default formats different from the current system formats. Keep these points in mind: 1 You see the alert message only if the setting of Use System Formats when the file is closed is different from the setting when the file was open.
Working with international files B-3 Defining scripts for system formats You can have FileMaker Pro open a file using the current system formats by including the Set Use System Formats script step in a startup script. In the Script Definition dialog box, choose the Set Use System Formats script step, and then select On to use the current system formats. (To use the formats saved with the file, select Off.) For more information about defining scripts, see chapter 5, “Using ScriptMaker and buttons.
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 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, as in this example: Left(Name,Position(Name," ",1, 1)) The result of a function can be used as a constant. The following example shows how FileMaker Pro evaluates a complex formula by simplifying each function into a constant.
Summary of functions C-3 Text functions The parameter text can be a text expression (in quotes) or a field name. Syntax Definition Exact (original text, comparison text) Compares original text and comparison text for exact match, including case when comparing text. Returns "1" for a match, "0" for no match. Exact (original container, comparison container) Compares original container and comparison container for exact match. Returns "1" for a match, "0" for no match.
C-4 FileMaker Pro User’s Guide ? Syntax Definition Trim (text) Returns text without leading and trailing spaces Upper (text) Converts text to uppercase WordCount (text) Returns the number of words in text Choose FileMaker Help Index from the Help menu, and then type: E text functions Number functions ? Syntax Definition Abs (number) Returns the absolute value of number Exp (number) Returns the value of e raised to the power of number Int (number) Returns the integer (whole) portion of n
Summary of functions C-5 Date functions ? Syntax Definition Date (month, day, year) Returns the calendar date of month, day, year (in digits), from January 1, 0001, in the date field format you’ve set in your computer system software. Year must be four digits.
C-6 FileMaker Pro User’s Guide Time functions ? Syntax Definition Hour (time) Returns the hour portion of time Minute (time) Returns the minutes portion of time Seconds (time) Returns the seconds portion of time Time (hours, minutes, seconds) Returns hours, minutes, seconds (as digits) as a time, in the current time field format TimeToText (time) Converts time to text Choose FileMaker Help Index from the Help menu, and then type: E time functions Aggregate functions Syntax Definition Aver
Summary of functions C-7 Syntax Definition StDev (field) StDev (relationship::field) Returns the standard deviation of the sample represented by a series of nonblank values in a repeating field (field) or (relationship::field) StDev (field1, field2,...) StDev (relationship::field1, relationship::field2...
C-8 FileMaker Pro User’s Guide 1 If you specify a single parameter (field) or (relationship::field), the result includes all nonblank values in all repetitions. When the calculation is also repeating, the result is returned in the first repetition. 1 When field1, field2,... are repeating and the calculation result is not repeating, only the values from the first repetition of the repeating fields are used to calculate the result.
Summary of functions C-9 Summary functions Use a summary function with summary fields. Syntax Definition GetSummary (summary field, break field) Returns the value of summary field for the current range of records when records are sorted by break field; otherwise, returns an empty result. This is equivalent to calculating a subsummary. GetSummary (summary field, summary field) Returns the value of summary field for the current found set of records. This is equivalent to calculating a grand summary.
C-10 FileMaker Pro User’s Guide Use GetSummary to: 1 create subsummary or grand summary values without using subsummary or grand summary parts on a layout—you can see the resulting values in the body part 1 perform mathematical calculations on a summary field The following examples show the result of the GetSummary function. In the first example, the file is sorted by the Department field first, and then by the Last Name field.
Summary of functions C-11 This column displays the Employee Subtotal field Total number of employees named Chen Total number of employees named Danon ? Choose FileMaker Help Index from the Help menu, and then type: E summary functions 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.
C-12 FileMaker Pro User’s Guide Without Extend, a calculation includes a nonrepeating value in the result for only the first repetition of the calculated field Using Extend, a calculation includes a nonrepeating value in the result for all repetitions of the calculated field ? Choose FileMaker Help Index from the Help menu, and then type: E repeating functions Financial functions Syntax Definition FV (payment, interest rate, periods) Returns the future value of an investment based on interest rate
Summary of functions C-13 Trigonometric functions ? Syntax Definition Atan (number) Returns the trigonometric arc (inverse) tangent of number. The arc tangent is the angle, in radians, whose tangent equals number.
C-14 FileMaker Pro User’s Guide Logical functions Syntax Definition Case (test1, result1 [, test2, result2, default result]...) Evaluates test1 to produce a result. When test1 is true (a nonzero value), returns result1; when test2 is true, returns result 2, and so on. When no test is true, returns an empty (null) value, or the default result you supply. Choose (test, result0 [, result1, result2]...) Evaluates test to produce an index number used to choose a result.
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 drop-down list 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 5-25 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 (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.claris.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.
Appendix D: Linking and embedding objects This appendix explains how to work with Object Linking and Embedding (OLE) to combine information from other applications with information in FileMaker Pro files. Important Before you read this appendix, be sure you know how to work with FileMaker Pro, as explained in the rest of this guide. You should also know how to use FileMaker Pro Help, as explained in the preface, “Getting help.
D-2 FileMaker Pro User’s Guide Graphics application (source file) Embedded OLE objects Linked OLE objects FileMaker Pro file OLE object and source file aren’t connected, so changing one doesn’t affect the other OLE object and source file are connected, so changing one affects the other When you’re including an OLE object in your database, use the following table to help you decide whether to link or embed it.
Linking and embedding objects D-3 1 You can import OLE objects from container fields in another FileMaker Pro file, or export OLE objects in container fields to FileMaker Pro format. See chapter 8, “Importing and exporting data.” 1 You can define a ScriptMaker script that works with OLE objects. See chapter 5, “Using ScriptMaker and buttons.” FileMaker Pro ignores these script steps if you perform the script on a Mac OS-based computer.
D-4 FileMaker Pro User’s Guide OLE object displayed as a graphic (this object is a bitmap) OLE object displayed as an icon To insert an object into a container field, or place an object on a layout: 1. Choose a location for the OLE object. To Do this Insert an OLE object in a container field In Browse mode, select the field Place an OLE object on a layout In Layout mode, select a layout and click where you want to place the object 2. Choose Objects from the Edit menu, and then choose Insert Object.
Linking and embedding objects D-5 Select to display the object as an icon Icon that displays in place of the object 4. Click OK. If you’re creating an embedded object, the other application opens a separate window or replaces some menu commands in the current window. See “Activating and deactivating OLE objects” on page D-7. If the application Create the object, and then Opens a separate window Update the object.
D-6 FileMaker Pro User’s Guide Working with OLE objects You can show, copy and paste, activate or deactivate, edit, and convert OLE objects. You can also change and update links. Note When you work with an OLE object, many features and commands you use depend on the application that created the object. See the documentation that came with the application for more information.
Linking and embedding objects D-7 Copying and pasting OLE objects ? To Do this Copy an OLE object Select the object, and then choose Copy from the Edit menu Paste an embedded object Copy the object, click the new location, and then choose Paste object type or Paste As from the Edit menu. (Paste As provides more options) Paste a linked object Copy the object, click the new location, and then choose Paste Linked object or Paste As from the Edit menu.
D-8 FileMaker Pro User’s Guide When you activate the object, it opens in a separate application window Embedded objects that open in a separate window display a crosshatch pattern Other applications merge, or replace, FileMaker Pro menu commands with their commands. When you deactivate the object, the FileMaker Pro menu commands reappear.
Linking and embedding objects D-9 Keep these points in mind: 1 In Browse mode, you can’t activate an OLE object placed on a layout. 1 When you activate an object, the application that created it performs a command, like Play. To access a different command (for example, Open instead of Play), choose Objects from the Edit menu, and then choose the command. 1 To choose OLE object commands from a pop-up menu, hold down the right, or secondary, mouse button on the object.
D-10 FileMaker Pro User’s Guide Links in a FileMaker Pro file are set to update automatically, but you can change them to update manually. To update this type of link Do this Automatic Automatic or manual 1 1 1 1 1 Activate the object Select the object, choose Objects from the Edit menu, and then choose a command (like Open) Click Update Now in the Links dialog box. (See the following instructions) Perform a script with the Update Link step. See chapter 5, “Using ScriptMaker and buttons.
Linking and embedding objects D-11 All links in the current record (in Browse mode) or layout (in Layout mode) ? Choose FileMaker Help Index from the Help menu, and then type: E OLE objects, changing E OLE objects, updating Converting OLE objects to a different format You can choose a different application for an OLE object. For example, suppose someone gives you a FileMaker Pro file containing an OLE object that was created in a word processing application.
D-12 FileMaker Pro User’s Guide Applications on your computer that support OLE, and can read and write the object’s file format ? Choose FileMaker Help Index from the Help menu, and then type: E OLE objects, editing Working with OLE on a network You can share FileMaker Pro files that include OLE objects. Some restrictions apply to Mac OS-based computer users.
Linking and embedding objects D-13 With this configuration You can do this A Mac OS-based computer is the host On a computer running Windows, you can embed, and a computer running Windows is link, and edit objects. On a Mac OS-based computer, the guest. you view the objects as graphics Mac OS-based computers are host and guest.
I-1 Index Symbols ! 4-20 – 2-3, 2-16 " 2-3 " " 2-18, C-2 "" 2-18, 4-20, 4-23, C-2 ## 3-82 & 2-3, 2-18 ( 2-3 ) 2-3 * 2-3, 2-16, 4-20, 4-22 + 2-3, 2-16 , 2-3 ... 4-20 / 2-3, 2-16 // 3-64, 3-82, 4-20, 4-24 : 2-3 :: 2-3, 3-65, 3-82 < 2-3, 2-17, 4-20 <= 2-17, 4-20 <> 2-17 = 2-3, 2-17, 4-20, 4-22 == 4-20 > 2-3, 2-17, 4-20 >= 2-17, 4-20 ? 4-20 @ 4-20, 4-22 @@ 3-82 ^ 2-3, 2-16 _ 7-3, 11-24 || 3-82 ¶ 2-19 A Accelerator keys.
I-2 FileMaker Pro User’s Guide text 3-43 Break fields 3-31 Breaking OLE links D-10 Browse mode 1-7 Browser, Web home page 11-23 opening URL 4-18, 5-10, 11-22 protecting files 11-6 setting up views for 11-12 to 11-18 starting 5-10 viewing databases in 11-14 to 11-18 Browsing records access privileges 7-12 described 4-1 groups of 4-1 in a list 4-17 individually 4-17 on Web 11-14 to 11-18 sorted 4-29 Built-in home page 11-6, 11-9, 11-23 hiding databases on 11-24 Buttons borders 3-43 changing 5-21 copying 5-21
Index I-3 sorting by 4-31 Context menus 3-42 OLE D-9 Converting file formats D-11 files 1-11 OLE objects D-11 Copying buttons 5-21 field definitions 8-2 fields between fields 4-12, 8-4 between files 3-56, 8-2 from previous record 4-12 files 1-11 found set 4-28 graphics and sounds 4-13 layouts 3-23, 8-2 non-standard fields 4-13 objects 3-44 OLE objects D-7 records 4-4, 4-12 related records 10-31 scripts 5-15 text attributes 8-4 text using drag and drop 9-2 value lists 3-75 values 4-12 versus importing or exp
I-4 FileMaker Pro User’s Guide related fields 10-27 related records 10-22, 10-34 Script menu items 5-15 script steps 5-15 scripts 5-17 sounds 4-8 text 3-81 value lists 3-75 Delimiters. See File formats Design functions C-18 Designing databases planning 2-1 relational 10-15 Detail databases. See Related files Detail tables.
Index I-5 printing 6-9 setting number of columns 3-20 External files. See Exchanging files; Exporting External functions C-19 External scripts 5-2 F False. See also Boolean expressions 3-60 Field definitions changing 2-25 described 1-4 duplicating 2-25 importing 8-2 printing 6-1, 6-11 related fields 10-30 reordering 2-25 Field labels, layout 3-55 Field references in formulas 2-15 Field rights.
I-6 FileMaker Pro User’s Guide international B-1 linking D-1 lookup 10-3 multiuser 7-3 opening as host 7-3 overview 1-10 planning 2-1 protecting 7-8 recovering A-1 related 1-6, 10-1 saving 1-11 security 7-8 shared access privileges 7-8 closing 7-7 cross-platform D-12 described 7-1 guests 7-1, 7-4 host 7-1, 7-3 OLE objects D-12 on remote volumes on Web 7-3, 11-1, 11-6, 11-7 preferences 9-8 requirements 7-1 saving 7-5, 7-7 system formats B-1 templates creating files 1-9 described 1-9 displaying 9-2 updating t
Index I-7 Web Companion C-19 G Getting help.
I-8 FileMaker Pro User’s Guide showing value lists 3-77 using Scripts with 5-1 viewing browser pages 11-14 to 11-18 International files. See System formats Internet See also Web access 11-2, 11-5 described 11-1 service provider 11-5 Intranet 11-1 IP address 11-1, 11-11, 11-22 J Join expressions. See Relationships Join fields. See Match fields Joins. See Relationships Justification. See Text, alignment K Key fields. See Match fields Keyboard shortcuts scripts 5-16 showing 9-2 Keywords.
Index I-9 manual updating D-10 pasting D-7 playing D-7 showing D-6 updating D-9 versus embedded objects D-1 viewing D-7 working with D-7 Links. See Linked objects; Relationships List separators C-1 Lists, pop-up.
I-10 FileMaker Pro User’s Guide O Object frames. See Container fields Object Linking and Embedding.
Index I-11 related files master file 10-10 planning 10-19 working with 10-30 versus groups 7-8 Web administration 11-6, 11-10, 11-18 Pasting current date, time, or user name 4-12 from the index 4-10 graphics 4-8 into non-standard fields 4-13 movies 4-8 objects 3-44 OLE objects D-7 sounds 4-8 symbols 3-82 text 3-81 Patterns field 3-72 fill 3-72 pen 3-50 selecting 3-50 Pausing scripts.
I-12 FileMaker Pro User’s Guide reports 6-1, 6-11 script definitions 6-1, 6-11 setup 6-12, 6-13 stopping 6-12 subsummaries 3-22, 6-10 Privileges. See Access privileges Procedures. See Scripts Protecting files. See Access privileges Publishing, databases on the Web 11-1 overview 11-3 Pushbuttons. See Buttons Q QuickTime movies.
Index I-13 described 10-3 planning 10-18 to and from same file 10-10 Relookups automating 10-14 described 10-14 Remarks, in scripts 5-10 Remote files, sharing local network 7-3 on Web 11-10, 11-18 to 11-22 Removing.
I-14 FileMaker Pro User’s Guide modifying 5-15 naming 5-12 OLE objects D-3 passwords 7-12 pausing adding to scripts 5-13 described 5-3 example 5-1 resuming 5-17 stopping 5-17 performing 5-1, 5-17 planning 5-10 playing 5-17 printing 6-1, 6-11 reordering in Script menu 5-16 resuming 5-17 running 5-17 setting preferences 9-9 settings changing 5-15 examples 5-21, 5-23 keeping 5-16 replacing 5-16 restoring 5-14 storing 5-14 shutdown 5-3, 9-9 sort order 4-32 startup 5-3, 9-9 stopping 5-17 subscripts adding to scr
Index I-15 copying 4-13 deleting 4-8 playing 4-9 recording 4-9 Space, removing blank 6-5 Spelling See also Dictionaries checking as you type 1-14 automatically 1-14 options 1-13 setting preferences 9-10 Splitting repeating fields 8-14 Spreadsheets See also Exporting; Importing file formats 8-3 Stacking objects 3-45 Standard Deviation for summary fields 2-23 Standard layout 3-7 Startup options 5-3 scripts described 5-3 examples 5-25 performing 9-9 Statistical functions.
I-16 FileMaker Pro User’s Guide rotating 3-48 selecting 3-80 sizes 3-86 styles 3-86 tool 3-79 typing values in fields 4-4 using drag and drop 9-2 Text fields.
Index I-17 setting up layouts 11-5 Web security databases 11-11, 11-18 to 11-22 Wildcards in searches 4-22 Windows changes in D-7 setting size 9-9 Windows Help application XIV WKS format 8-3, 8-14 World Wide Web. See Web X XOR operator 2-18 Y Yes.
Quick Reference Formatting text (Layout and Browse) Next point size up Keyboard and mouse shortcuts Working with layout objects Align objects using the current settings Ctrl+.
Editing Controlling windows Paste the current date Ctrl+- (hyphen) Cascade windows Shift+F5 Paste the current time Ctrl+; Maximize/Restore window Ctrl+Shift+Z Paste the current user name Ctrl+Shift+N Next window Ctrl+F6 Paste without style Ctrl+Shift+V Previous window Ctrl+Shift+F6 Previous field (Browse and Find) Shift+Tab Scroll the document window up or down Previous record, layout, or request Ctrl+C, Shift+Page Up Page Up or Page Down Scroll left in the document window Ctrl+Page
