For Windows and Mac FileMaker Pro 5.5 Getting Started Guide ©1995, 1997-2001 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 www.filemaker.com FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and the file folder logo is a trademark of FileMaker, Inc. All other trademarks are the property of their respective owners. This software is based in part on the work of the Independent JPEG group.
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Contents Section 1: Installation and new features Chapter 1 Welcome to FileMaker Pro About this guide Section 1: Installation and new features Section 2: Tutorial Registration and customer support What you need to install FileMaker Pro Installation code Minimum hardware and software requirements Networking requirements Web publishing requirements Requirements for advanced features (Windows) Requirements for advanced features (Mac OS) Before you begin After you install Opening files from previous versions 1
Getting Started Guide Import named ranges of Microsoft Excel data Search only the relative path for FileMaker Pro files Relaxed rules for mapping fields and relationships when importing scripts Dynamic field name matching in data import scripts Import more graphics file formats Increased productivity with FileMaker Server Prevent users from changing passwords Prevent users from creating databases Validation of the number of characters in a field Open a FileMaker Pro database via a URL (Mac OS) Web publi
Contents Lesson 4 Creating a database and entering records Create a simple database and define fields Look at the sample file About field definitions Create a database Enter data into the database Create the first record Create another record Modify data in a record For more information 51 51 51 52 52 52 53 53 53 55 55 56 56 56 56 56 56 57 57 57 58 58 58 Lesson 6 Creating lists, mailing labels, and form letters Create a columnar list Look at the sample list About columnar list layouts 59 60 60 60 60 61
Getting Started Guide Create a script to preview the Labels Layout Assign a script to a button For more information 72 74 74 Lesson 9 Creating and running reports Generate a report with grouped data Look at a sample report About subsummary reports Create a subsummary report Generate a report with grouped data and totals Look at a sample report Create a report with grouped data and totals For more information 75 75 76 76 78 78 79 80 Lesson 10 Making databases relational View data from one related rec
Chapter 1 Welcome to FileMaker Pro Welcome to the FileMaker® Pro 5.5 application. FileMaker Pro is designed to help you manage information easily and effectively. About this guide The first section of this FileMaker Pro Getting Started Guide tells you how to install the application on your Windows or Mac OS computer, and introduces new features in FileMaker Pro. The second section is a tutorial that shows you how to use the major features of FileMaker Pro.
2 Getting Started Guide 1 Tutorial Lesson 9, “Creating and running reports,” explains how to build reports using the New Layout/Report assistant. 1 Tutorial Lesson 10, “Making databases relational,” demonstrates how to use the relational capabilities of FileMaker Pro to improve accuracy and reduce database overhead. 1 Tutorial Lesson 11, “Keeping your data safe,” explains some strategies for backing up your databases.
Welcome to FileMaker Pro 3 Minimum hardware and software requirements Networking requirements To install and use FileMaker Pro, you need the CD-ROM in the FileMaker Pro package and the following minimum equipment and software: We recommend using the TCP/IP protocol for networking the FileMaker Pro application on both Windows and Mac OS networks.
4 Getting Started Guide Requirements for advanced features (Windows) Some of the advanced features of FileMaker Pro require additional software. FileMaker Pro advanced feature Software requirement URL support URL.DLL Open URL script step URL.
Welcome to FileMaker Pro After you install After you install, you might need to turn on any utilities you turned off during installation. You will also need to update the FileMaker Pro 5.5 spelling dictionary with any words you’ve added to your FileMaker, Inc. dictionaries. If you’re upgrading from a version of FileMaker Pro earlier than version 5, you will also need to convert your database files to FileMaker Pro 5. 5 To convert and open a FileMaker Pro 4.x/3.x/2.x/1.x file: 1. Start FileMaker Pro 5.5.
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Chapter 2 Installing FileMaker Pro in Windows Before you begin the installation process, exit other open programs and save your work, and turn off virus protection utilities. To install FileMaker Pro on your hard disk: For instructions on installing FileMaker Pro on a Mac OS–based computer, see chapter 3, “Installing FileMaker Pro in the Mac OS.” 2. Click Install FileMaker Pro 5.5. 1. Insert the CD into your CD or DVD drive.
8 Getting Started Guide 4. In the License Agreement panel, read the Software License Agreement. If you accept the terms of the license agreement, click I accept..., then click Next. 5. In the Customer Information panel, type your name and your organization’s name. If you don’t have an organization name, you can put other information (like your address) in the box or leave it blank. Type your name here Type your company or organization name here 8. Click Next. 9.
Installing FileMaker Pro in Windows 11. If you chose a Complete installation, go to Step 13. If you chose a Custom installation, you see the Custom Setup panel. 9 12. When you have selected the custom installation options for all the features you want to install, click Next. 13. In the Network Protocol panel, choose the network protocol you want to use for sharing databases. The default protocol is TCP/IP. You can change the network protocol later without reinstalling the program.
10 Getting Started Guide 19. Click Install to begin the installation. 16. Click Next. 17. In the Installation Code panel, type the 17-digit installation code that came with the product. Important You must enter the installation code or the software will not install. See “Installation code” on page 2 for more information. During the installation process you see a progress panel. 20. When the installation is complete, click Finish. Type the product installation code here 18.
Installing FileMaker Pro in Windows 11 Uninstalling FileMaker Pro 1. Click the Start button > Settings > Control Panel. 1. Click the Start button > Settings > Control Panel. 2. Double-click Add/Remove Programs. 2. Double-click Add/Remove Programs. 3. Windows 95, Windows 98, Windows Me: Double-click 3. Select FileMaker Pro 5.5 from the list of applications. FileMaker Pro 5.5. 4. Click Remove or Add/Remove. Windows NT, Windows 2000 Professional: Select FileMaker Pro 5.
12 Getting Started Guide FileMaker Pro 5.5 folder Location Contents Description C:\Program Files\FileMaker\ FileMaker Pro 5.5 FILEMAKER PRO.EXE Application file README.DOC Text document about FileMaker Pro CLLNGENU.DLL Spelling engine CLPROOF.DLL C:\Program Files\FileMaker\ FileMaker Pro 5.5 FMENG10.DLL FileMaker application module FMCOMM32.DLL FileMaker application module FMCON10.DLL FileMaker application module FMCOR10.DLL FileMaker application module FMFC10.
Installing FileMaker Pro in Windows 13 Location Contents Description C:\Program Files\FileMaker\ FileMaker Pro 5.5\System UKENGLSH.MPR Spelling dictionary USENGLSH.MPR Spelling dictionary CLADDON.CLR An additional dictionary that contains computer terminology FMIPX32.NET IPX/SPX network plug-in FMTCP32.NET TCP/IP network plug-in DBF.IMP DBF database translation filter EXCEL.IMP Microsoft Excel translation filter ODBC.IMP ODBC database translation filter FMBMP32.
14 Getting Started Guide Location Contents Description C:\Program Files\FileMaker\ FileMaker Pro 5.5\Templates TEMPLATE INFORMATION.FP5 Database containing descriptions of the template folder contents \TEMPLATES Folder containing predesigned templates that help you use FileMaker Pro right away \TIPS FROM TECH SUPPORT Folder containing database of common scripted tasks and calculations C:\Program Files\FileMaker\ FileMaker Pro 5.5\Examples \ODBC EXAMPLE Folder containing database examples that
Installing FileMaker Pro in Windows Location C:\Program Files\FileMaker\ FileMaker Pro 5.5\Labels C:\Program Files\FileMaker\ FileMaker Pro 5.5\FMI C:\Program Files\FileMaker\FileMaker Pro 5.5\Registration 15 Contents Description WHEAT.FTH FileMaker Pro layout theme TEAL.FTH FileMaker Pro layout theme WINDOWS_STANDARD.FTH FileMaker Pro layout theme LABELSUS.FLB FileMaker Pro labels module LABELSAUS.FLB FileMaker Pro labels module LABELSUK.FLB FileMaker Pro labels module LABELSJP.
16 Getting Started Guide Common Files folder Location Contents C:\Program Files\Common Files\ODBC\FileMaker FMBAS50.DLL Description FileMaker ODBC Driver and support files, MERANT Open drivers FMBAS50R.DLL FMFLT50.DLL FMFLT50R.DLL FMFMP50.DLL FMFMP50.GID FMFMP50.HLP FMFMP50R.DLL FMFMP50S.DLL FMUTL50.DLL FMUTL50R.DLL C:\Program Files\Common Files\ODBC\FileMaker FDBAS15.DLL FDBAS15R.DLL FDFLT15.DLL FDFLT15R.DLL FDMSSS15.DLL FDMSSS15.CNT FDMSSS15.GID FDMSSS15.HLP FDMSSS15D.DLL FDMSSS15R.DLL FDMSSS15S.
Installing FileMaker Pro in Windows Location Contents Description FDOR815R.DLL FDOR815S.DLL FDOR8DTC15.DLL FDTXT15.CNT FDTXT15.DLL FDTXT15.GID FDTXT15.HLP FDTXT15R.DLL FDUTL15.DLL FDUTL15R.DLL IVFD.LIC Licensing agreement Windows\System and Winnt\System32 folder Location Contents Description Windows 95, Windows 98, Windows Me C:\Windows\System COMCTL32.DLL Provides user interface elements needed by FileMaker Pro SHFOLDER.
18 Getting Started Guide Application Data folder Location Contents Description Windows 95, Windows 98, Windows ME C:\Windows\Application Data\FileMaker\ FileMaker Pro\5.5 FILEMAKER PRO FONTS.FMF FileMaker Pro font file FMHOSTS.TXT Network host file MyProfile.UserProfile FastReg file Options.VcPref FastReg file \Sessions Sessions folder. Installed empty. Windows NT 4.0 C:\Winnt\Profiles\current user\Application Data\FileMaker\FileMaker Pro\5.5 Windows 2000 Professional C:\Documents and Settin
Installing FileMaker Pro in Windows Changing the cache size 19 To change the cache size that FileMaker Pro uses: For more information about your network configuration, consult your network administrator. 1. In FileMaker Pro, choose Edit menu > Preferences > Application. To change the network protocol: 2. Click the Memory tab. 1. In FileMaker Pro, choose Edit menu > Preferences > Application. 2. In the General tab, choose a network protocol from the Network Protocol drop-down list. 3.
20 Getting Started Guide Changing the frame type Changing the frame type (Windows 2000 Professional) After you select IPX/SPX as the network protocol, you must select a frame type. A frame encapsulates packets of information in a recognizable format; all computers communicating with each other on a network must use the same frame type. For help in deciding which frame type to select, see your network administrator.
Chapter 3 Installing FileMaker Pro in the Mac OS Before you begin the installation process, quit other open programs and save your work, and turn off virus protection utilities. Note For instructions on installing FileMaker Pro on a Windows-based computer, see chapter 2, “Installing FileMaker Pro in Windows.” Easy installation Follow these steps to install the complete FileMaker Pro package on your hard disk. To install FileMaker Pro on your hard disk: 1.
22 Getting Started Guide 1 If you choose a disk or volume that doesn’t have enough free disk space or is locked, the Install button is dimmed and the dialog box tells you why you can’t install onto that disk. Important You must enter the installation code during installation or the software will not install. See “Installation code” on page 2 for more information. 1 Check your typing carefully.
Installing FileMaker Pro in the Mac OS Choose Custom Install Click here for information about the selected component Items you can install Total amount of disk space required for the selected component 3. Select the components you want to install by selecting the checkboxes. 4. Specify the installation location, or use the default location.
24 Getting Started Guide FileMaker Pro 5.5 Folder This table shows the files and folders installed in the FileMaker Pro 5.5 Folder. FileMaker Pro 5.5 Folder FileMaker Extensions FileMaker Help FileMaker and Apple Events FileMaker Templates File or folder Description FileMaker Pro The FileMaker Pro 5.5 application Read Me Late-breaking news about FileMaker Pro FileMaker on the Web An HTML file that points the web browser software to the FileMaker, Inc.
Installing FileMaker Pro in the Mac OS FileMaker Pro 5.5 Folder File or folder Description FileMaker Examples ODBC Example Folder containing database examples that use the ODBC capabilities of FileMaker Pro FileMaker Tutorial Tutorial ReadMe Text document containing information about the tutorial Sample Files Folder containing sample files to use with the FileMaker Pro tutorial Working Files Folder containing lesson files to use with the FileMaker Pro tutorial Web default.
26 Getting Started Guide System Folder This table shows the files and folders placed in your System Folder. System Folder File or folder Description Control Panels ODBC 3.
Installing FileMaker Pro in the Mac OS System Folder File or folder Description Text Encodings Arabic Encodings Text encoding file Central European Encodings Text encoding file Chinese Encodings Text encoding file Cyrillic Encodings Text encoding file Greek Encodings Text encoding file Hebrew Encodings Text encoding file Indic Encodings Text encoding file Japanese Encodings Text encoding file Korean Encodings Text encoding file Symbol Encodings Text encoding file Thai Encodings Tex
28 Getting Started Guide 2. In the Finder software, open the FileMaker Pro 5.5 folder. Select the FileMaker Pro application icon by clicking it once. Note If you click the application icon twice, you will start FileMaker Pro. If that happens, choose File menu > Quit and try again. Important The network protocol setting in FileMaker Pro must be the same on the host and all guest computers. To choose a network protocol: 1. Choose Edit menu > Preferences > Application. 3.
Chapter 4 New features in FileMaker Pro This chapter provides you with an overview of the new features in FileMaker Pro 5.5. See page 34 for the new features in the previous version, FileMaker Pro 5. Windows 2000 Professional Important See FileMaker Pro Help for complete details on new features in FileMaker Pro 5.5. layout themes and keyboard access to the layout tools New features in FileMaker Pro 5.
30 Getting Started Guide 1 An option to change the pointer to a hand when it’s over a button in Browse and Find modes. Scripting improvements Scripting improvements include: 1 Comments in script steps now print in italics for increased visibility. 1 The Allow Toolbars script step lets you hide toolbars and disable the related menu items.
New features in FileMaker Pro 1 1 1 1 Status (CurrentRecordAccess) Import named ranges of Microsoft Excel data Status (CurrentStatusArea) The ability to import named ranges of Microsoft Excel data is especially useful when you have: Status (CurrentView) Status (CurrentWebSharing) See FileMaker Pro Help for details about these functions. Extended ODBC and SQL functionality FileMaker Pro 5.5 gives you more control over how you interact with ODBC data sources.
32 Getting Started Guide Import more graphics file formats FileMaker Pro 5.5 now supports more graphics file formats across platforms. Increased productivity with FileMaker Server 1 If you have full access privileges and are the sole guest of a Save relative path only checkbox database hosted from FileMaker Server, you now have access to the Define Fields dialog box directly from the guest machine. You don’t have to close the database in FileMaker Server and reopen it locally in FileMaker Pro.
New features in FileMaker Pro Prevent users from creating databases Web publishing enhancements FileMaker Pro 5.5 now lets network administrators set an option during installation that prevents users from creating FileMaker Pro databases. If you set the option during installation, FileMaker Pro displays an alert message when users try to create a new database. For more information, see www.filemaker.com, click the Support button, and search the TechInfo Knowledge Base for personalization file.
34 Getting Started Guide Suppressing the Instant Web Publishing interface controls FileMaker Pro 5.5 now allows you to suppress the automatically generated Instant Web Publishing interface controls, enhancing your ability to serve flexible, custom solutions through Instant Web Publishing.
New features in FileMaker Pro 35 Important Some menu commands and key equivalents have changed from their previous location. (See appendixes C and D in the FileMaker Pro User’s Guide.) Resizable dialog boxes, item list sort Longtime users will appreciate subtle but much-anticipated improvements, such as resizable dialog boxes for Define Fields, Script Definition, Define Relationships, and Define Value Lists.
36 Getting Started Guide ODBC support in FileMaker Pro FileMaker Pro 5 also brings some hefty improvements to its ODBC support.
New features in FileMaker Pro 37 Note The browser viewing the FileMaker Pro application via the FileMaker Pro Web Companion must support cascading style sheets for this feature to function properly. Columns can easily be resized by dragging an edge of a column’s heading, sorted by clicking on a column’s heading (if enabled), and reordered by dragging a column to a new position. New Web Companion options Improvements to value lists A new security option is available to limit access to your databases.
38 Getting Started Guide Multi-User (Hidden) Value list based on key field value “Accessory” You now have the ability to easily “hide” databases being shared on a network by choosing the Multi-User (Hidden) option. This feature is especially useful for preventing network users from accidentally opening the “wrong” file, for example opening a related Line Items file when it’s your intention that they open a Data Entry file.
Lesson 1 FileMaker Pro basics Welcome to the FileMaker® Pro tutorial. This tutorial shows you how you can manage your information in FileMaker Pro.
40 Getting Started Guide The sample files illustrate the concepts explained in the lessons, and let you see how features work before you build them. Refer back to the sample file associated with each lesson if you need to. The tutorial sample files for lessons 2 through 9 are installed in FileMaker Pro\Tutorial\Sample Files. The sample files for lesson 10, which explains relational databases, are installed in FileMaker Pro\Tutorial\Sample Files\Sample10.
FileMaker Pro basics FileMaker Pro basics Unlike most word processing or spreadsheet programs, FileMaker Pro saves your work automatically. Consequently, it’s important to carefully consider your actions when making sweeping changes to your files, especially when deleting records. Once records are deleted, they are completely removed from your database. Filename Name of layout Number of the current record As you will learn in lesson 11, you should back up your files on a regular basis.
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Lesson 2 Browsing information You view, enter, or change data in Browse mode. This is the simplest way to interact with your database. In the status area, notice that there are 30 records and that the first record is displayed. In this lesson you will: 1 1 1 1 Bookmark Book icon open a database with data already in it move between records view information in different ways by switching layouts see the difference between form view, list view, and table view.
44 Getting Started Guide Steve Williams 789 Ninth Avenue New York, NY 10001 Dear Sophie, Thank you for reserving a cruise with us. We value your business and appreciate the opportunity to serve you.
Browsing information 45 The List of Members layout displays only four of the fields present on Layout #1 4. Go to the layout pop-up menu and return to Layout #1. No data has been lost. View your layouts as forms, lists, and tables You can view your layouts in three different ways: as a form, as a list, and as a table. 1 1 Form View displays your current layout one record at a time. List View shows your current layout as a list, with one record appearing beneath another.
46 Getting Started Guide 5. When you are finished with this lesson, close the file by choosing File menu > Close. For more information You have opened a database, browsed through records, switched layouts, and learned the differences between form view, list view, and table view. For more about browsing information in FileMaker Pro, see chapter 2 of the FileMaker Pro User’s Guide.
Lesson 3 Finding and sorting records Your database is a collection of records. Sometimes you’ll work with all of the records in the database (to mail out an annual catalog for each customer record in the database, for example). Often, however, you’ll work with a subset of your database—people who come from a particular city, for example, or records that fall within a particular range of dates. In FileMaker Pro, this process of searching for records that match particular criteria is called finding records.
48 Getting Started Guide Find records based on criteria in separate fields Find records that match multiple criteria in the same field You can find records that match multiple criteria, for example members who are both from the United States and are new members. This type of search is commonly referred to as an AND search. To perform an AND search in FileMaker Pro, type each search criterion directly into the appropriate field in Find mode.
Finding and sorting records 49 Find records that match a range of criteria in the same field Sometimes, you might want to find records that match a range of criteria within a single field. For example, you might want to find all of the records that fall within a one-month period, or locate all of the sales invoices numbered between 500 and 1000. To perform this type of search in FileMaker Pro, you use a special range symbol in your find request to specify the lower and upper limits of your find criteria.
50 Getting Started Guide 7. In the status area, click the Symbols pop-up menu and select range from the list. 8. After the ellipsis, type 2/29/2000 in the Date Paid field. 9. Click Omit in the status area to select it. Sort direction buttons become active when a field is selected Omit checkbox 10. Click Find. Your search returns five records for five members who paid their fees within the first six months of 2000, except the month of February.
Lesson 4 Creating a database and entering records In the previous lessons, you saw how to use a simple database with existing data. Now you will create your own file and add records. You see the Define Fields dialog box showing all of the fields in the database.
52 Getting Started Guide Create a database 12. Type Date Paid in the Field Name box, select Date in the Type 1. Choose File menu > New Database. area, then click Create. 2. If you see the New Database dialog box, choose Create a new Your defined fields should match those in the sample file. empty file, then click OK. If not, go to step 3. 13. Click Done. 3. Go to the Working Files folder and select it as the location for this file. You see the empty fields in a new, blank record.
Creating a database and entering records Create another record 1. Choose Records menu > New Record. 2. As you did for Jane Doe’s record, enter data for John Smith, who paid 75 dollars on 2/2/2000. Your database now contains two records. Click the book icon to see each record. Modify data in a record Suppose you realize that Jane Doe paid 75 dollars, not 25. You can easily correct the entry. 1. Go to Jane Doe’s record. 2. Select the amount in Fee Paid. 3. Type the new amount, 75. 4.
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Lesson 5 Customizing what you see You can enhance the way your data looks by adding graphics and other effects. Layout pop-up menu In this lesson, you will: 1 1 1 1 1 1 learn how layouts determine what you see add, resize, and move fields display values in a number field as currency add text to a layout, and change its size and color add graphics see where to find other ways you can customize a layout Note You can install a fresh copy of the tutorial files at any time.
56 Getting Started Guide About customizing layouts Design layouts in Layout mode. You can include any combination of fields, text, and graphics on a layout. You can change the font and color of fields and text. You can also change the formatting of Number or Date fields. Changes you make in Layout mode affect only the way data appears. The data itself remains as it was entered. Leave the sample file open to refer to as you build these features in the working file. 2.
Customizing what you see Field tool 57 Drag the new field 3. In the Specify Field dialog box, select the City field. 4. Click OK. 5. Choose View menu > Browse Mode to see your field. You see a city entered in each record. City data was entered previously, and the field holds the data. Display a number as currency You can display a number as currency, even though only the number is typed into the field. 1. Choose Window menu > Sample05.fp5. 2. Choose View menu > Browse Mode. 3.
58 Getting Started Guide 4. Choose View menu > Layout Mode. 5. Click beside the Corporate Travelers Club text, where you want to place the club logo. You will see no change onscreen yet. Text tool 6. Choose Insert menu > Picture. 7. Open the Working Files folder. 8. Make sure all file types are showing, and select logo.gif. 9. Click Open. 10. Drag the logo to move it if necessary. 6. Click the top of the layout where you want to begin the line of text. 7. Type The Corporate Travelers Club. 8.
Lesson 6 Creating lists, mailing labels, and form letters You can easily create layouts to view and print information in many different ways. Layout pop-up menu In this lesson, you will create: 1 1 1 a list of your records You see a columnar list showing some of your fields. mailing labels a form letter Note You can install a fresh copy of the tutorial files at any time. For Windows-based systems, see the Custom setup instructions in “Installing FileMaker Pro” on page 7.
60 Getting Started Guide 5. Choose Layouts menu > New Layout/Report. 6. For Layout Name, type List of Members. 7. Select Columnar list/report for the new layout type and click Next. 8. Select the Columnar list/report layout again, then click Next. 9. Double-click each of the following fields in the order you want it to appear in the list: 1 1 1 1 Last Name First Name Company Membership Type These fields move to the Layout fields list. Create mailing labels Look at the sample labels 1.
Creating lists, mailing labels, and form letters Create the label 5. Double-click Home Address 1 in the list, then press Enter 1. Choose Window menu > MyFile06.fp5. (Windows) or Return (Mac OS). 2. Choose View menu > Layout Mode. 6. Double-click Home Address 2 in the list, then press Enter 3. Choose Layouts menu > New Layout/Report. 4. For Layout Name, type Labels. 5. Select Labels for the new layout type. 6. Click Next. 7. Choose Avery 5160 from the Use label measurements for list. 8. Click Next.
62 Getting Started Guide 6. Also notice that the wording in each letter is the same, except that the company name for each record appears in the first paragraph. The text flows around the company name, regardless of its length. 6. Click Finish. This letter is ready to print, for every record in the database. 8. Click the Footer tab, then press Backspace (Windows) or Delete About form letter layouts The letter is simply a layout containing text, merge fields, and a graphic. 1.
Creating lists, mailing labels, and form letters When you release the mouse, the insertion point flashes in the top left of the text box. You will type the letter inside this box. 63 3. Insert merge fields for the first and last name, separated by a space. In your own letters, you can use more fields (for example, a title field) for a more elegant salutation. 4. Type a comma and two line spaces. 5. Type the letter: The Corporate Travelers Club welcomes you and your company to our organization.
64 Getting Started Guide For more information In this lesson, you have created list, label, and form-letter layouts. You can create as many layouts as you like, to organize your information in any way you like. To learn how to create other layouts, see lesson 9 in this tutorial and chapter 6 in the FileMaker Pro User’s Guide.
Lesson 7 Simplifying data entry You can simplify the way you enter data in FileMaker Pro and improve accuracy by using value lists, calculation fields, and data auto-entry. In this lesson, you will: 1 1 1 see how value lists can aid data entry 4. Choose Layout #1 from the layout pop-up menu if it is not already selected. 5. Locate the Membership Type field on the current record. You see two radio buttons, one for New and one for Continuing.
66 Getting Started Guide 8. Click into the large box and enter the values for this list, New and Continuing, by typing each value on its own line. Select Radio buttons Select the Membership Types value list 6. Click OK. Your radio buttons should be visible in Layout mode. 9. Click OK. 10. Click Done. Assign a value list to a field and display it as radio buttons 1. Choose View menu > Layout Mode. 2. Select the Membership Type field. Membership Type field formatted as radio buttons 3.
Simplifying data entry Generate values with a calculation field When you want FileMaker Pro to perform a calculation for you, for example to determine the amount of tax owed or the proper fee to be paid, you use a calculation field. Calculation fields are one of the FileMaker Pro field types. FileMaker Pro can perform simple and complex calculations. 67 Create a calculation field There are several different ways of formulating a calculation, each of which can yield the correct result.
68 Getting Started Guide This formula has three parts: a test, a result if the test evaluates as true (result one), and a result if the test evaluates as false (result two). You will replace the placeholders test, result one, and result two with the actual components of the calculation. The completed calculation Formula list Field list Replace these placeholders with your calculation Verify the type of data to be returned by the calculation 11. Click OK.
Simplifying data entry 69 Automatically enter a serial number FileMaker Pro lets you automatically enter certain types of data—for example, incremental numbers—when you create a new record. Select Serial number Look at a serial number example 1. Choose Window menu > Sample07.fp5. 8. Click OK. 2. Go to the last record in the database. 9. Click Done. 3. Locate the Member Number field, and note the current number of The new field appears at the bottom of the layout.
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Lesson 8 Automating tasks with buttons and scripts FileMaker Pro lets you automate many database tasks with buttons and scripts. These powerful features can save you a lot of time by performing a series of actions with a single click. Create the button In this lesson you will: You should be here: FileMaker Pro\Tutorial\Working Files. 1 1 1 1. Open the Tutorial folder in the FileMaker Pro folder. 2. Open the Working Files folder. make and use a button to perform a task 3. Open MyFile08.fp5.
72 Getting Started Guide About scripts Specify the List of Members layout A script lets you construct a series of instructions for FileMaker Pro to perform. Like buttons, scripts allow you to automate most of the FileMaker Pro menu commands, as well as activate some commands not found in the FileMaker Pro menu structure (such as Send Mail and Dial Phone).
Automating tasks with buttons and scripts 73 6. Select the Go to Layout script step and click the Move button. (You can also select and move script steps by double-clicking them.) The finished script 7. In the Options area, select the Labels layout from the list of available layouts. Specify the layout you want the script to go to 8. From the list on the left, scroll down and select the Enter Preview Mode script step, and move it over to your script. 9.
74 Getting Started Guide Assign a script to a button Rename the button 1. Click the text tool . While buttons are generally more convenient for users, scripts are a more powerful feature, allowing you to combine many menu commands into a single executable action. Using a button to run a script gives you the best of both features. 2. Click the button once. The text insertion point appears in the button. To assign the script you just created to a button: Test the button 1. In MyFile.08.
Lesson 9 Creating and running reports The process of retrieving and organizing data from a database is called reporting. Summary reports present just the totals of your data; they do not break information into smaller groups. Subsummary reports, also referred to as reports with grouped data, categorize information by a particular field or fields, allowing you to group information hierarchically. This subsummarized information can then be subtotaled, averaged, or counted.
76 Getting Started Guide About subsummary reports A report with grouped data requires a number of elements to work properly. Subsummary reports include: 1 a subsummary part in the report layout for each level of detail you want to break out. The New Layout/Report assistant creates these for you. 1 a field or fields to group records by. These fields are referred to as break fields. 1 records sorted by these break fields, in the order the subsummary parts appear on your report layout.
Creating and running reports 77 This sorts the records in each group of membership types alphabetically by members’ last names. Notice that the break field Membership Type appears automatically at the top of the Sort order list to enable FileMaker Pro to group records by this category. 4. Click Next. 5. Move the Membership Type field to the Report categories list to organize the records by membership type. 8. Click Next. Select a theme and create the header and footer 1.
78 Getting Started Guide 3. Examine the resulting report. As in the previous example, the members are grouped by membership type. Additionally, the fees collected for each membership type are subtotaled beneath those members’ names, and a grand total of all fees appears at the bottom of the report. 6. Click Next. Subtotals Create a script to run this report again 1. Click Create a script. 2. Leave Script Name as it appears. Click Next. 3.
Creating and running reports Two additional elements are also required: 1 1 79 4. Select and move the Fee Paid field. a grand summary layout part 5. Click Next. summary field(s) to display totals, averages, or counts 6. You want to organize the records by Membership Type. Move this field to the Report categories list. Create a report with grouped data and totals To create the Membership Fee Report: 7. Click Next. 2. In Layout mode, choose Layouts menu > New Layout/Report. 8.
80 Getting Started Guide 3. Go to the Top center list and select Large Custom Text. 4. Type Membership Fee Report for the header of the report and click OK. 5. Go to the Bottom center list and select Page Number to number the pages in the report’s footer. 6. Click Next. Create a script to run this report again 1. Click Create a script. 2. Leave Script Name as it appears. Click Next. 3. Click View the report in Preview mode if it is not already selected. 3.
Lesson 10 Making databases relational 4. Open Companies10.fp5 and browse through the records. Relational databases let you easily view relationships between files and streamline data entry. You can enter data once, then view and use that data in related files. You see one record for each of the three companies that has members in the Corporate Travelers Club. In this lesson, you will: 5. Open Members10.fp5 and browse through the records. 1 1 1 1 see how relational databases work 6. In Members10.
82 Getting Started Guide How does this happen? The Members file has a relationship to the Companies file that is based on matching data in the Company field in both files. The Company field is the match field. The Members file displays the company address using related fields based on this relationship. You will learn both parts of this process: how to define the relationship and how to display data using the relationship. Exit or Quit FileMaker Pro to close both files before continuing.
Making databases relational 83 View data from a list of related records Choose the relationship to display fields from the related file Suppose you want to show all club members for each company. You also want to add new members to the Members file without entering the company name for each. Work with related records in the sample files View a list of related records 1. Open the Tutorial folder in the FileMaker Pro folder. 2. Open the Sample Files folder. 4. Click ::Company Address, then click OK. 3.
84 Getting Started Guide View the new record in the related file Display a list of related records 1. Open Members10.fp5. Create a portal to display matching records 2. In Members10.fp5, go to the last record. 1. Open the Tutorial folder in the FileMaker Pro folder. You see Joe Williams’ record, with the company information filled in. You automatically created this record when you typed Joe Williams into the list in the Companies file. 2. Open the Working Files folder. 3. Open the MyFiles10 folder.
Making databases relational Arrange the fields in the portal 1. Make the first portal row (the white part at the top of the portal) tall enough to hold a field. 2. Using the Field tool row. , drag a field into the first portal 3. Select the ::First Name field and click OK. 4. Drag another field beside ::First Name and specify ::Last Name. 5. Move the First Name and Last Name field labels above the portal, above their respective fields. The portal should look like this when you are done. 6.
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Lesson 11 Keeping your data safe Power failures, disk problems, and other unexpected computer problems can happen to anyone at any time. To help prevent data loss, regularly back up all important documents on your computer, including your databases. 5. Click Save. Important Next time, back up to a different disk or volume. Never back up over the only or most recent copy of your file. You should have several different backups at all times.
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