For Windows and Mac FileMaker Pro 5 Getting Started Guide ©1995, 1997-1999 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.
Contents Chapter 1 Welcome to FileMaker Pro About this guide 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 Updating your User Dictionary Opening files from previous versions 1 2 2 2 3 3 3 3 4 4 4 4 5 Chapter 2 Installing FileMaker Pro in Windows
iv Getting Started Guide QuickTime Web publishing Web styles New Web Companion options View as Table Improvements to value lists Import script Import Update Multi-User (Hidden) Hands-on, task-oriented tutorial 29 29 29 29 30 30 31 31 31 31 33 33 33 33 33 34 34 34 34 34 35 35 35 Lesson 2 Browsing information Open a database and move between records View information in different ways See a different layout View your layouts as forms, lists, and tables For more information Find records based on criteria
Contents Add text Change text size and color Add a graphic to the layout For more information 51 52 52 52 Lesson 6 Creating lists, mailing labels, and form letters Create a columnar list Look at the sample list About columnar list layouts Create a columnar list Create mailing labels Look at the sample labels About label layouts Create a label layout Create a form letter Look at the sample letter About form letter layouts Create a form letter For more information 53 53 53 53 54 54 54 54 55 55 56 56 58 L
vi Getting Started Guide Lesson 11 Keeping your data safe How to back up your database When to back up For more information 81 81 81
Chapter 1 Welcome to FileMaker Pro Welcome to the FileMaker® Pro 5 application. FileMaker Pro is designed to help you manage information easily and effectively. About this guide The first section of the FileMaker Pro Getting Started Guide tells you how to install the application on your Windows or Mac OS computer. The second section identifies the new features in this version of the FileMaker Pro software. The third section is a tutorial intended to show you how to use the major features of FileMaker Pro.
2 Getting Started Guide Registration and customer support Please take the time to complete and mail the registration card for your product, or register online at www.filemaker.com/register or by choosing Help menu > FileMaker on the Web in FileMaker Pro. For information about technical support and customer service, see: If you’re on a network You need to know which type of network you’re using.
Welcome to FileMaker Pro Minimum hardware and software requirements To install and use FileMaker Pro, you need the CD-ROM in the FileMaker Pro package and the following minimum equipment and software: Windows: 1 1 1 Mac OS: 1 To share files among users on a network, you can use TCP/IP or AppleTalk networking software. 1 You must use the TCP/IP protocol to share files on a mixed Windows and Mac OS network.
4 Getting Started Guide Requirements for advanced features (Mac OS) FileMaker Pro advanced feature Software requirement URL support Internet Config 1.1 or later Open URL script step Internet Config 1.1 or later Send Mail script step Internet Config 1.1 or later and email client software Send Apple event script AppleScript system software step AppleScript is installed with a normal Mac OS software installation.
Welcome to FileMaker Pro Opening files from previous versions 5. Click Save to start the conversion. FileMaker Pro 5 can open files created in FileMaker Pro 1.x or later. By default, this converted file will have the original file’s name. Preserving this name is important if you have existing lookups or scripts, which might not function correctly if it is changed. Important There may be date considerations when converting a database from an earlier version of FileMaker Pro.
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. Note For instructions on installing FileMaker Pro on a Mac OS–based computer, see chapter 3, “Installing FileMaker Pro in the Mac OS.” 2. For late-breaking information about FileMaker Pro, view the Read Me file or visit www.filemaker.com. You can also browse the contents of the CD, if you wish. 3.
8 1 1 1 1 Getting Started Guide Tutorial Example files Templates ODBC files With a Custom installation, you can install just the files you want. Typical installation Follow these steps to install the complete FileMaker Pro package on your Windows 98, Windows 95, or Windows NT 4.0 system. To install all the FileMaker Pro files on your hard disk: 1. If you have not already done so, insert the CD-ROM. Follow the instructions on the previous page. 2.
Installing FileMaker Pro in Windows 9 7. In the Installation Code box, type your FileMaker Pro installation code. The installation code is a seventeen-digit number located on a multi-part sticker on a separate paper sheet within the box. Important You must enter the installation code during installation or the software will not install. See “Installation code” on page 2 for more information. 8. Click Next. 9. Click Yes if the registration information is correct. 10.
10 Getting Started Guide 3. For a Custom installation, click to the left of an item to select the files you want to install. After the selected files are installed, a final dialog box tells you the installation on your hard drive was successful. Any component with a checkmark will be installed. If you’ve installed the FileMaker Pro application, the installation program creates a menu item for FileMaker Pro in the Start menu. Restart your computer to use your new copy of FileMaker Pro.
Installing FileMaker Pro in Windows Folder location File or folder Description C:\Program Files\FileMaker\ FileMaker Pro 5 FILEMAKER PRO.EXE Application file README.DOC Text document about FileMaker Pro CLLNGENU.DLL Spelling engine CLPROOF.DLL FMENG10.DLL FileMaker application module FMCOMM32.DLL FileMaker application module FMCON10.DLL FileMaker application module FMCOR10.DLL FileMaker application module FMFC10.DLL FileMaker application module FMGFX10.
12 Getting Started Guide Folder location File or folder Description C:\Program Files\FileMaker\ FileMaker Pro 5\System UKENGLSH.MPR Spelling dictionary USENGLSH.MPR Spelling dictionary CLADDON.CLR An additional dictionary that contains computer terminology LANGUAGE MODULES Language module folder for Web Companion DELSL1.ISU A log file, used by the uninstaller FMIPX32.NET IPX/SPX network plug-in FMTCP32.NET TCP/IP network plug-in CWORKS.IMP ClarisWorks database translation filter DBF.
Installing FileMaker Pro in Windows Folder location File or folder Description C:\Program Files\FileMaker\ FileMaker Pro 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\Examples ODBC EXAMPLE Folder containing databa
14 Getting Started Guide Folder location File or folder C:\Program Files\FileMaker\ FileMaker Pro 5\FMI GO_FILEMAKER.HTML Description HTML file points Web browser to the FileMaker, Inc. web site (Internet connection and Web browser software required) FMI LOGO.GIF FileMaker, Inc. logo File or folder Description MSDADC.DLL OLE DB for ODBC drivers MSDAENUM.DLL OLE DB for ODBC drivers MSDAER.DLL OLE DB for ODBC drivers MSDAERR.DLL OLE DB for ODBC drivers MSDAPS.
Installing FileMaker Pro in Windows Folder location in Windows 98, Windows 95, Windows NT 4.0 File or folder Description ODBC32.DLL ODBC Control Panel and support files ODBC32GT.DLL ODBC Control Panel and support files ODBCCP32.CPL ODBC Control Panel and support files ODBCCP32.DLL ODBC Control Panel and support files ODBCCR32.DLL ODBC Control Panel and support files ODBCCU32.DLL ODBC Control Panel and support files ODBCINT.DLL ODBC Control Panel and support files ODBCTRAC.
16 Getting Started Guide Folder location in Windows 98, Windows 95, Windows NT 4.0 C:\Windows\Application Data\FileMaker\ FileMaker Pro\5.0 (Windows 98, Windows 95) C:\Winnt\Profiles\Administrator\Application Data\FileMaker\FileMaker Pro\5.0 (Windows NT 4.0) File or folder Description FDFLT14.DLL Support file for branded ODBC drivers FDFLT14R.DLL Support file for branded ODBC drivers FDUTL14.DLL Support file for branded ODBC drivers FDUTL14R.DLL Support file for branded ODBC drivers IVFD.
Installing FileMaker Pro in Windows Adjusting the FileMaker Pro cache FileMaker Pro maintains an internal cache of portions of your database. Depending on your computer’s memory configuration, you may want to adjust the cache size to improve performance. 17 2. Click the Memory tab. 3. Type a number in the Attempt cache size of box. 4. Click OK. The next time you start FileMaker Pro, the new cache size is used.
18 Getting Started Guide 3. Click OK. Changing the frame type in Windows NT Changes to this setting don’t take effect until you restart FileMaker Pro. To change the frame type with IPX/SPX networking: IPX/SPX considerations Windows 98, Windows 95 or Windows NT To allow the maximum recommended number of guests (10), your IPX/SPX connections must be set to 90 or greater. Consider increasing the SPX connections to 90 in the Network control panel if you cannot connect the desired number of guests.
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 Windowsbased computer, see chapter 2, “Installing FileMaker Pro in Windows.” Installing FileMaker Pro 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.
20 Getting Started Guide 1 If you wish to install FileMaker Pro in a folder other than the default root folder, choose Select Folder from the bottom of the popup menu and select the desired folder. 6. Type your FileMaker Pro installation code. The installation code is a seventeen-digit number located on a multipart sticker on a separate paper sheet within the box. Important You must enter the installation code during installation or the software will not install.
Installing FileMaker Pro in the Mac OS 21 7. Type your company name, if applicable, and press Tab. Choose Custom Install Items you can install Click here for information about the selected component Total amount of disk space required for the selected component 3. Select the components you want to install by selecting the checkboxes. Note You can’t use custom installation to install the ODBC component of FileMaker Pro. To install the required ODBC files, you must choose the Easy installation option.
22 Getting Started Guide FileMaker Pro 5 Folder This table shows the files and folders installed in the FileMaker Pro Folder. FileMaker Pro 5 Folder FileMaker Extensions FileMaker Help FileMaker and Apple Events File or folder Description FileMaker Pro The FileMaker Pro 5 application Read Me Late breaking news about FileMaker Pro FileMaker on the Web An HTML file that points the Web browser to the FileMaker, Inc. web site (Internet connection and web browser software required).
Installing FileMaker Pro in the Mac OS 23 FileMaker Pro 5 Folder File or folder Description FileMaker 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.
24 Getting Started Guide System Folder This table shows the files and folders placed in your System Folder.
Installing FileMaker Pro in the Mac OS System Folder File or folder Description 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 Text encoding file Turkish Encodings Text encoding file
26 Getting Started Guide 2. In the Finder software, open the FileMaker Pro 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. 3. Choose File menu > Get Info > Memory. For Mac OS versions prior to 8.5, choose File menu > Get Info. Important The network protocol setting in FileMaker Pro must be the same on the host and all guest computers.
Chapter 4 New features in FileMaker Pro FileMaker Pro 5 brings a wide range of new features and improvements to the application. Responding to feedback from users and developers, much attention has been paid to the ways that users interact with the software. Menus, dialog boxes, and toolbars have all received attention in an effort to make the experience of using FileMaker Pro more productive and enjoyable, while FileMaker Pro software’s ODBC and Microsoft Office compatibility have also been enhanced.
28 Getting Started Guide New Layout/Report assistant FileMaker Pro 5 now has an assistant to help you with the creation of layouts. (You use layouts to display and print the data in your database.) The New Layout/Report assistant guides you through creating a layout according to options you choose in a series of panels. You can choose to create layouts that are appropriate for viewing your data onscreen, or for printing reports.
New features in FileMaker Pro 29 Microsoft Excel import and file conversion Web publishing Converting many versions of Microsoft Excel spreadsheets is now easier than ever. FileMaker Pro can interpret column names as field names and assign an appropriate data type (text, number, date, or time) to fields, based on the data in the column. You can import and convert recent versions on both platforms through Excel 98.
30 Getting Started Guide View as Table Improvements to value lists FileMaker Pro has always offered two ways to view your layouts: View as Form, which displays one record on the screen at a time, and View as List, which displays more than one record at a time. FileMaker Pro 5 now adds a third method of viewing your data onscreen: View as Table.
New features in FileMaker Pro 31 Import script Hands-on, task-oriented tutorial You can now import scripts from other FileMaker Pro 5 databases into the current database. When you import a script, FileMaker Pro uses a strict protocol to map fields, layouts, scripts, value lists, files, relationships, and script references. Objects that do not map are still imported but are marked as unknown, allowing you to map script steps from the source file to the appropriate references in the destination 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.
34 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.
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.
38 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 39 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. Switch between form view, list view, and table view in the same layout to see how they are different. 1. In Sample02.fp5, switch to the List of Members layout. You see 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.
40 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. 4. Choose View menu > Find Mode.
42 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 43 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. 5. Click Find.
44 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.
46 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.
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.
50 Getting Started Guide About customizing layouts 2. Drag the handle at the lower-right corner of the field to the left 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. until the field is smaller, yet large enough to display the longest first name you expect in your file.
Customizing what you see Field tool 51 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.
52 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 “Compact installation or Custom installation” on page 9.
54 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 1. Choose Window menu > MyFile06.fp5. 5. Double-click Home Address 1 in the list, then press Enter (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.
56 Getting Started Guide 6. Also notice that the wording in each letter is the same, except that 6. Click Finish. the company name for each record appears in the first paragraph. The text flows around the company name, regardless of its length. 7. On the layout, click the Header tab, then press Backspace (Windows) or Delete (Mac OS). This letter is ready to print, for every record in the database. 8.
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. 57 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.
58 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.
60 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. 61 Create a calculation field There are several different ways of formulating a calculation, each of which can yield the correct result.
62 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 63 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 this record. The new field appears at the bottom of the layout.
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.
66 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 67 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.
68 Getting Started Guide Assign a script to a button 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. Rename the button 1. Click the text tool . 2. Click the button once. The text insertion point appears in the button. 3. Type Preview Labels Layout to rename this button.
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.
70 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 71 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.
72 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 73 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 7. Click Next. To create the Membership Fee Report: 8. Move the Last Name field to the Sort order list to sort the records 1.
74 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 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. 4. Open Companies10.fp5 and browse through the records. 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.fp5, create a new record for Jane Doe. define a relationship 7. For Company, choose ABC Company.
76 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 77 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.
78 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.
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 , drag a field into the first portal row. 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.
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.
