For Windows and Mac FileMaker Pro 5 User’s Guide ©1995, 1997-1999 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 www.filemaker.com FileMaker and ScriptMaker are trademarks of FileMaker, Inc., registered in the U.S. and other countries, and the file folder logo is a trademark of FileMaker, Inc. Java, 100% Pure Java, and all Java-based trademarks and logos are trademarks or registered trademarks of Sun Microsystems, Inc., in the U.S.
Contents Preface Learning how to use FileMaker Pro Registration and customer support xi Using the FileMaker Pro documentation xi How this guide is organized xii A note about the illustrations xii Using FileMaker Pro Help xiii Starting FileMaker Pro Help xiii About the Help topic window xiii Finding a topic using the Help Contents xiii Finding a topic using the Help Index xiv Finding a topic using specific words xv Finding information on specific items in FileMaker Pro xvi Getting additional Help xvi Using o
iv FileMaker Pro User’s Guide About working with text Selecting text Editing text Formatting text in Browse mode Checking spelling Checking spelling as you type Working with OLE objects 2-13 2-13 2-14 2-14 2-14 2-15 2-15 Chapter 3 Finding and sorting information Finding records Finding text and characters Finding exact matches in text fields Finding numbers, dates, and times Finding ranges of information Finding data in related fields Finding records that match multiple criteria Finding empty or non-emp
Contents About working with objects on a layout Working with the layout tools Selecting objects Copying, duplicating, and deleting objects Moving objects on a layout Changing an object’s shape and size Protecting objects from change About working with fields on a layout Placing and removing fields on a layout Deciding where to place related fields Formatting field data on a layout About layout parts About layout part types Adding or changing layout parts Defining page breaks and numbering Reordering layout
vi FileMaker Pro User’s Guide Summarizing data in portals Defining lookups between files Defining lookups Accessing related data from a third file Creating many-to-many relationships 8-12 8-13 8-13 8-14 8-15 Chapter 9 Protecting databases with passwords and groups Defining passwords Deleting or changing passwords Defining groups Deleting or changing groups Passwords and groups: a comparison 9-1 9-3 9-3 9-5 9-6 Chapter 10 Creating scripts to automate tasks About scripts Creating scripts: an overview Pl
Contents Chapter 12 Importing and exporting data About import and export About file formats Importing data into FileMaker Pro Importing data into an existing file Converting a data file into a new FileMaker Pro file Exporting data from FileMaker Pro Exporting subsummary data 12-1 12-1 12-2 12-2 12-6 12-6 12-8 Chapter 13 Sharing databases on a network About sharing files on a network Working with shared files About hosting files Opening files as the host Closing shared files Opening files as a guest 13-1
viii FileMaker Pro User’s Guide Importing data from an ODBC data source: an overview Configuring the ODBC control panel Connecting to an ODBC data source from FileMaker Pro Building a SQL query in FileMaker Pro Importing the results of the query into FileMaker Pro An ODBC import example Configuring the ODBC control panel for the Text driver Connecting to the ODBC Demo data source Specifying the SQL query in FileMaker Pro Importing ODBC data with a join Specifying a SQL join Automating ODBC connections 15
Preface Learning how to use FileMaker Pro The documentation for the FileMaker® Pro software provides information, illustrations, and step-by-step instructions to help you learn the most about FileMaker Pro. This preface explains how to: questions, and access to extensive software libraries used by technical support staff. If you do not have access to the Web, please refer to the Technical Support and Customer Service sheet included in the software box.
xii FileMaker Pro User’s Guide How this guide is organized A note about the illustrations The FileMaker Pro User’s Guide is divided into three parts. This user’s guide is a cross-platform book for users of either FileMaker Pro for Windows or FileMaker Pro for the Mac OS. Illustrations throughout the book are mixed, depicting situations for both platforms. Windows 98 and Mac OS 8.5 systems are used for the illustrations.
Learning how to use FileMaker Pro Using FileMaker Pro Help FileMaker Pro onscreen Help is available whenever FileMaker Pro is running. It contains some information not in the printed documentation, such as troubleshooting tips or alternative ways of performing an action.
xiv FileMaker Pro User’s Guide To use the Help Index: 1. In FileMaker Pro, choose Help menu > Contents and Index, then click the Index tab. Or click the Help Topics button in any Help topic window, then click the Index tab. 2. In the Index window, type all or part of an index entry that you want to find. Help Contents in FileMaker Pro Help for Windows The Help Index displays a list of entries beginning with the characters you typed. Under some index entries is a list of more than one Help topic.
Learning how to use FileMaker Pro Finding a topic using specific words If you can’t find the information you’re looking for in the Help Contents or in the Index, you can specify your own significant word or combination of words to search for within all of the Help topics. FileMaker Pro Help displays a list of all topics containing the word(s) you specify and the total number of topics found. To narrow the search, you can specify a combination of words.
xvi FileMaker Pro User’s Guide Finding information on specific items in FileMaker Pro As you’re working in your database, you can find information about a dialog box that’s open or certain items your mouse is pointing to, depending on the platform you’re using. If you’re using FileMaker Pro for Windows, you can do any of the following: 1 Choose Help menu > Show Balloons, then point to a control in the database window or select a command from a menu to find out about it.
Learning how to use FileMaker Pro Using other tools Use the following additional tools to help you with FileMaker Pro. Use To FileMaker Pro Install FileMaker Pro on your hard disk. Also, use the Getting Started Guide tutorial to get an overview of how to use and design a FileMaker Pro database. If you’ve used previous versions of FileMaker Pro, you can read about features new to this version. FileMaker Pro template files See and work with database files created with FileMaker Pro.
Part 1 Using a database
Chapter 1 FileMaker Pro basics This chapter presents basic information about databases and using FileMaker Pro. You’ll learn about: 1 1 1 1 M N Records working with fields and records using FileMaker Pro modes performing menu commands managing files If you’re new to FileMaker Pro, start by reviewing the tutorial, included in the FileMaker Pro Getting Started Guide.
1-2 FileMaker Pro User’s Guide Products file Clients file Client ID 002 Prod ID ET3 Name Andre Common Product Travel bag Phone 818-555-1234 Price $29.00 Stock 34 Invoice file Client ID 002 Client Name Andre Common Phone 818-555-1234 Invoice ID 12345 Prod ID Product ET3 Travel bag ET4 Travel book A record in the Clients database Price $29 $32 FileMaker Pro includes template files that you can use to get started right away.
FileMaker Pro basics 1 1 1 1 1 date 1-3 In a layout, you: time graphic, sound, movie, or, for Windows only, OLE the result of a formula that calculates the field’s value a summary of the values in the field for a group of records About layouts FileMaker Pro layouts determine how information is organized for viewing, printing, reporting, finding, and entering data. Layouts do not store your data—they just display it.
1-4 FileMaker Pro User’s Guide 1 In this mode You do this Preview See how data in forms or reports will look before you print. Preview mode is especially useful for layouts with multiple columns (like mailing labels) and grouped reports with summaries. If you’re sharing data using FileMaker Pro networking on a network and have more than ten guests, you must host the files using FileMaker Server. For information, see chapter 13, “Sharing databases on a network.
FileMaker Pro basics Using toolbars Choose this In this toolbar mode 1-5 To access these types of commands Toolbars provide quick access to many FileMaker Pro menu commands. Arrange Layout Move or rearrange objects (group, lock, move from front to back, rotate, and align) Hold the cursor over a button to see its description.
1-6 FileMaker Pro User’s Guide 1 1 Drag a FileMaker Pro file on top of the FileMaker Pro icon Windows: click the Start button, Programs > FileMaker Pro 5 > FileMaker Pro. Opening files To open a file if FileMaker Pro is already running: Context menu in Browse mode 1. Choose File menu > Open. 2. Double-click the name of the file to open. Context menu in Layout mode To display a context menu in Windows, hold down the right mouse button while the pointer is over an object or data.
FileMaker Pro basics Keep these points in mind: 1 When you open a file created with an earlier version of FileMaker Pro (version 4.1 and earlier), you must convert it to the FileMaker Pro 5 format. Upon conversion, date fields that were previously storing and displaying two-digit years (for example, 92) will now display four-digit years (for example, 1992). You might have to resize the date fields to display four digits or format the date field to display two digits.
1-8 FileMaker Pro User’s Guide Choose this option Clone (no records) Quitting FileMaker Pro To do this Make a copy that contains all the field definitions, layouts, scripts, and page setup options, but no data. Make a clone when you want a template of the file. 3. Type a new name to rename the file. Name of the new file Filename extension Options for saving a copy Save a Copy As dialog box (Windows) Name of the new file Options for saving a copy Save a Copy As dialog box (Mac OS) 4. Click Save.
Chapter 2 Adding and viewing data There are many ways to view and work with data in a FileMaker Pro database. This chapter explains how to: 1 1 1 1 1 Products file in Browse mode Status area view records in a database add, duplicate, and delete records add and edit data in fields work with text in fields check the spelling of your data For an introduction to fields and records, see “About fields and records” on page 1-2.
2-2 FileMaker Pro User’s Guide Viewing records Keep these points in mind: FileMaker Pro provides three views of each layout: form, list and table. When you change views, you temporarily change the way records display or print. 1 If you have layout design privileges, you can specify the views that are available for each layout. See “Setting up View as Form, View as List, and View as Table” on page 6-10.
Adding and viewing data 2. If FileMaker Pro prompts you to save your changes to the layout, you can choose how the layout is displayed the next time you open the file. To Click See your layout changes Yes See the layout as it looked before your changes No 2-3 1 For more information about View as Table, choose Help menu > Contents and Index, click the Index tab, and type View as Table command. Selecting the current record In Browse mode, a database has one current (selected) record at a time.
2-4 FileMaker Pro User’s Guide To move Do this Quickly through records Drag the bookmark down or up to move forward or backward. Through records in Use the scroll bar on the right side of the window. View as List or View as Table To a record with a unique value that you know Portal See “Finding records” on page 3-1. Adding and duplicating records Click inside the portal row to select a related record Moving through records To move from one record to another, use the book icon in the status area.
Adding and viewing data If the field is defined to enter field values automatically, you see those values entered in the new record. See “Defining automatic data entry” on page 5-8. 2-5 Master file To enter or change values in the new record, see “About entering data in records” on page 2-6. Adding and duplicating related records If you’re working with related files, you can add records to the related file as you enter data in a record in the master file.
2-6 FileMaker Pro User’s Guide If you’re working in a relational database and the option to delete related records is selected in the Edit Relationship dialog box, FileMaker Pro deletes related records when you delete a master record. For more information, see “Defining relationships for relational databases and lookups” on page 8-10. To delete Do this One record In Browse mode, select the record to delete.
Adding and viewing data 2-7 Entering and changing data in fields To You can enter data up to the character limit for the field type (for example, 255 characters in a number field). You can view and print only the data that fits within the field boundaries. Add data to fields formatted as See “Entering preset data from a value list” on radio or option buttons, page 2-8. checkboxes, lists, or menus Do this in Browse mode Delete data from a field Select the data, then press Backspace or Delete.
2-8 FileMaker Pro User’s Guide 1 There are other ways to enter data in a field besides typing, like importing or copying it from another source, using a related file, or having FileMaker Pro automatically enter the data when you create a record. See “About import and export” on page 12-1,“Displaying data from related files” on page 8-1, and “Defining automatic data entry” on page 5-8. 1 For more information about entering and changing data, see FileMaker Pro Help.
Adding and viewing data Pop-up menu Pop-up list Choose to edit values in the list Radio buttons 2-9 Note If you have layout design privileges, you can set field format options to determine how fields appear on a layout. For example, the format determines whether the Other or Edit items appear in radio buttons, checkboxes, and pop-up lists or menus. See “Formatting fields to use a pop-up list, pop-up menu, checkboxes, or radio buttons to display a value list” on page 7-6.
2-10 FileMaker Pro User’s Guide Inserting the current date or other variable into fields To insert the current date, time, or user name into a field in Browse mode or Find mode: 1. Click the field. 2. Choose Insert menu > Current Date, Current Time, or Current User Name.
Adding and viewing data To replace each field with A serial number Select Replace with serial numbers. Type the starting value for the serial numbers in Initial value, and the incremental value in Increment by. (FileMaker Pro enters serial numbers starting with the first record in the found set). If the field is defined to automatically enter a serial number, you can: About working with graphics, sounds, and movies You can use container fields to store multimedia, like graphics, sounds, or movies.
2-12 FileMaker Pro User’s Guide To reduce the database file size, select Store only a reference to the file (Windows) or Store file reference (Mac OS). However, if the file is moved or deleted, FileMaker Pro can’t display the graphic. To store the graphic in the file, clear the option. 6. Windows: For file types .CGM, .PCX, .DRW, or .PIC, you see another dialog box. Select the applicable options, then click OK. The options for inserting graphics into fields are documented in Help.
Adding and viewing data QuickTime VR 3.0 movie controls Click and drag across the movie to change the view Click to return to the previous view after clicking a hot spot Zoom in or out Zoom in or out, then click and drag an object to move it Click to show hot spots. Click a hot spot to trigger an action 2-13 About working with text In Browse mode and Find mode, you can work with text data in fields. In Layout mode, you can work with the text that displays on a layout.
2-14 FileMaker Pro User’s Guide Tip In Layout mode, use the selection tool to manipulate a block of text as if it were an object (for example, to change fonts). When a text block is selected with the selection tool, typing replaces the text in the text block. For more information, see “Selecting objects” on page 6-12. Editing text 1. Select the text you want to edit. (See the previous section.) 2. Type new text or make changes. Important You can change text attributes for data in Browse mode.
Adding and viewing data To check the spelling of Choose Text on the current layout (in Layout mode) Check Layout Text in the found set of records Check All 2-15 For more information about adding or removing words from a dictionary, see FileMaker Pro Help. Choose Help menu > Contents and Index, click the Index tab, and type dictionaries. Checking spelling as you type 3. In the Spelling dialog box, choose an option if a questionable word appears in the Word box.
Chapter 3 Finding and sorting information This chapter shows you how to: 1 1 1 To define a find request: find records in your database using many different criteria 1. Go to a layout that has fields you want to enter criteria in. omit records from the found set You can change layouts and enter criteria on more than one layout. sort records 2. Choose View menu > Find Mode. 3. In the find request, select a text, number, date, time, or calculation Finding records To find records, work in Find mode.
3-2 FileMaker Pro User’s Guide Choose a layout with fields you want to search on Type Find criteria in fields 1 Finds on unindexed fields (for example, calculation fields referencing related fields) can take longer than finds on indexed fields. 1 If a field’s values are indexed, you can use the index to enter values Click the down arrow to see the operators Click to begin searching 4. Click Find in the status area, or choose Requests menu > Perform Find. in find requests.
Finding and sorting information To find Type this in the field Example Symbols or other nonalphanumeric characters, such as punctuation or spaces The characters, including spaces and punctuation, between the double quotation marks ("). "@" finds @ (or an email address, for example) "," finds records containing a comma Finding exact matches in text fields To find values that are Use Example Exactly as you specify, in the order you specify. The field contains no other values.
3-4 FileMaker Pro User’s Guide To find Type this in the field Example Finding ranges of information A Boolean number in a number field or in a calculation field that produces a Boolean result True, Yes, Y, y, T, t, or 1 to find True values T finds True, Yes, Y, y, T, t, and 1 Use this operator Example To find values that are Less than a specified value.
Finding and sorting information 3-5 For information about omitting related records, see “Finding all records except those matching criteria” on page 3-6. Example: to find all people named Smith who work in Sales, type Smith in the LastName field and Sales in the Department field. Find request Records that match at least one of the sets of criteria, but not necessarily all (logical OR search) Invoice ID To widen your search, enter criteria in the first request. Choose Requests menu > Add New Request.
FileMaker Pro User’s Guide 3-6 To restore a request to the way it was when you last committed it, choose Requests menu > Revert Request. Requests are committed, for example, when you click out of all fields, go to a different layout or request, or perform a Find. Click a page of the book to see another find request You determine the field on which uniqueness is based.
Finding and sorting information 3-7 Finding some records while omitting others Hiding records from a found set and viewing hidden records For example, to find vendors in the state of New York, except those in New York City: All records that are not in the found set are omitted, or hidden. You can omit additional records from the found set without doing a new find. 1. In Find mode, type the criteria for the records to find (type New York in the State field.) 2. Choose Requests menu > Add New Request.
3-8 FileMaker Pro User’s Guide Sorting records To cancel before sorting is finished, press Esc (Windows) or Command+period (Mac OS.) FileMaker Pro stores records in the order they were added to the file. Sorting temporarily rearranges records, so you can view, update, or print them in a different sequence. To You choose the fields whose contents you want to sort by. The first sort field arranges the records based on the field’s contents.
Finding and sorting information To Do this Include related fields anywhere Choose a relationship from the relationship in the sort order list, then double-click a related field in the list. 3-9 Keep these points in mind: 1 Data sorts differently in different field types: This field type Sorts records in this order Text Alphabetically. Numbers sort by character position. (Example of an ascending sort: 1, 11, 2.) Numbers sort before letters.
3-10 FileMaker Pro User’s Guide Sorting records by subsummary values If you have a subsummary report (a report with grouped data and totals), the report is sorted by the category that produced the totals. For example, if you have a report that subtotals sales by region, the report is sorted by region (Example 1). You can also sort records by subsummary values. For example, you can sort the sales regions by their sales totals (Example 2).
Chapter 4 Previewing and printing information This chapter describes how to: 1 set up a printer and print options 1 preview before you print 1 print one or more records, a blank record, field definitions, or script You can print data based on the current layout or information about the structure of the database steps The procedures in the chapter assume that you already have a layout to print. If you don’t, see chapter 6, “Creating and managing layouts and reports,” and chapter 7, “Customizing layouts.
4-2 FileMaker Pro User’s Guide Preparing to print Note Printer and print setup options depend on the printer and system software you're using. Refer to your printer and system documentation for more information. Specifying a printer (Windows) You can specify a default printer to be used when you print in FileMaker Pro. You can also specify a different printer each time you print.
Previewing and printing information 4-3 Preparing to print layouts with subsummaries When you’re using individual sheets of labels: If you’re printing a layout with one or more subsummary parts, sort the records by the break field (the field that groups the records) associated with each subsummary part. See “Viewing or printing subsummary or grand summary data” on page 6-28 and “Sorting records” on page 3-8. Then switch to Preview mode.
4-4 FileMaker Pro User’s Guide 1 records arranged in columns if the Layout Setup is defined to print in columns (see “Setting up to print records in columns” on page 6-8) To preview data on a layout, you follow the same preliminary steps that you perform when you print, including specifying a printer and printing options and verifying that the found set contains the records you want to preview (see steps 1 through 4 in the next section, “Printing”). Then, choose View menu > Preview Mode.
Previewing and printing information Mac OS: Depending on the version of the printing software you are using, you may need to choose FileMaker Pro from the pop-up menu to see these options.
4-6 FileMaker Pro User’s Guide 1 When you print a field or a portal with a scroll bar, FileMaker Pro prints only the data visible without scrolling. To print all the data, duplicate the layout and enlarge the field or portal, then specify sliding options to remove the extra blank space when you print. See “About removing blank space from printed data” on page 7-22. 1 To keep any object on a layout from printing, select it in Layout mode, and choose Format menu > Sliding/Printing.
Part 2 Designing and creating a database
Chapter 5 Creating a database This chapter explains how to: 1 1 1 plan a database create a FileMaker Pro database file define, modify, or delete fields in your database Planning a database file Plan a database before you create it to save time and effort later on. Although you can change the design later, the more you plan ahead, the fewer changes you’ll need to make. Start with a simple design, use it for a while, then change it as needed. Follow these general steps to plan a database: 1.
5-2 FileMaker Pro User’s Guide 2. In the New Database dialog box, do the following: Sample Database Design Form Project Name Purpose of this database File name for this database Fields Name Type Comments To Do this Create a file using a template Select Create a new file using a template, then doubleclick the name of a template. Create a file without using a template Select Create a new empty file, then click OK. Open an existing file See “Opening files” on page 1-6.
Creating a database About defining database fields To define a new field, you give it a name. Then you select options that determine how the field interprets, enters, calculates, stores, and displays data. These characteristics make up the field definition. Product ID ET14 Product Name Jacket These fields store text 5-3 Keep these points in mind: 1 You can duplicate a field definition to define a new field that’s similar to an existing field. See “Changing field definitions” on page 5-11.
5-4 FileMaker Pro User’s Guide About choosing a field type When you define a field, you must select the appropriate field type. FileMaker Pro uses the field type to interpret the data for tasks like sorting and performing calculations. Sales Report Select this field type Text Number If the field data will be Up to approximately 64,000 letters, symbols, or numbers used as text. Dates only. Time Times only. Container A picture, or a multimedia file (like a movie or sound).
Creating a database 1 For information about working with data in fields, see “About entering data in records” on page 2-6. For more information about field types, choose Help menu > Contents and Index, click the Index tab, and type field types. 5-5 For more information about defining fields, choose Help menu > Contents and Index, click the Index tab, and type defining fields. Defining calculation fields 1. Choose File menu > Define Fields. Defining text, number, date, time, or container fields 2.
5-6 FileMaker Pro User’s Guide 6. To select indexing and storage options for the field, click Storage Options, select options, then click OK. Select comparison and logical operators Select mathematical and text operators Choose the way functions are listed in the dialog box Choose a relationship from the list 7. Click OK to close the Specify Calculation dialog box. 8. Continue defining fields, or click Done.
Creating a database 4. In the Options for Summary Field dialog box, select a summary 5. Select an option, if applicable, for the summary type. type, then select the name of the field you want to group by. Options change according to the summary type you select in the previous step.
5-8 FileMaker Pro User’s Guide Defining global fields 5. Click OK. A global field contains one value that’s used for all records in a file. (You can’t use a global field for finding data.) Use the value of a global field: 6. Continue defining fields, or click Done. 1 1 as a fixed value to be used in calculations in all records in a file to declare variables in If, Else, End If, Loop, End Loop, and Exit Loop If script steps 1 for fields that rarely need to be updated.
Creating a database 5-9 3. In the Options for Field dialog box, click the Auto-Enter tab and select options. (The available options depend on the field type.) Click Auto-Enter Important To avoid confusion when using dates in FileMaker Pro, set field validation options to make sure dates are always entered with four-digit years. (See the next section.) To Do this Enter the date, time, or Select the first checkbox (the), then choose an user name when the record option from the list.
5-10 FileMaker Pro User’s Guide 3. In the Options for Field dialog box, click the Validation tab and Click Validation select options. To verify that the entered value Do this Contains only numbers Select Strict data type, then choose Numeric Only from the list. Select validation options for the field Is a date containing numeric values Select Strict data type, then choose for the month and day, and four digits 4-Digit Year Date from the list.
Creating a database 5-11 About repeating fields Changing field definitions A repeating field holds more than one value (up to 1000), each in a separate repetition of a field. Any field type, except summary, can be a repeating field. Important When you change the definition of a field that contains data, the data in that field could be affected. For more information about the effects of changing fields, choose Help menu > Contents and Index, click the Index tab, and type field definitions.
5-12 FileMaker Pro User’s Guide To Do this Change a summary In the field list, double-click the summary field, then field make your changes in the Options for Summary Field dialog box. Click OK. See “Defining summary fields” on page 5-6. Reorder field names in dialog boxes that list fields See FileMaker Pro Help. Choose Help menu > Contents and Index, click the Index tab, and type reordering. 3. Click Done.
Chapter 6 Creating and managing layouts and reports This chapter describes how to manage layouts to present data for onscreen display or printing. You’ll learn about: About layouts and reports 1 1 1 1 A FileMaker Pro layout displays the data in a database. The data you see depends on the fields on the layout. Layouts are sometimes called reports, especially when printed. Layouts determine the appearance of data. They also organize your information for viewing or data entry, reporting, or finding.
6-2 FileMaker Pro User’s Guide For more information about setting up layouts for web publishing, see “Setting up browser views” on page 14-10. You see the New Layout/Report assistant, a series of dialog boxes, or panels, that assist you with creating the type of layout you choose in the first panel. Creating layouts and reports 3.
Creating and managing layouts and reports 6-3 4. When you have completed the series of panels, click Finish to Columnar list/report create the layout. Use a Columnar list/report layout when you want to view or print multiple records in rows (a list of records). You can define many variations of a Columnar list/report with the New Layout/Report assistant.
6-4 FileMaker Pro User’s Guide 1 Add header and footer parts with static text (like your company’s name), dynamic text (like the page number or current date), or a graphic (like your company logo). 1 Save information in a script to re-run the report (for example, switch to the report layout, sort the data, and pause to let you preview the report). You can modify any of these options after you complete the assistant.
Creating and managing layouts and reports 6-5 Envelope 1 If your layout doesn’t turn out the way you expect it to, you can go Use an Envelope layout to print the fields you select, arranged to print on a standard “Number 10” business envelope. through the assistant again. Remember to delete the layout that you no longer need (see “Working with, duplicating, deleting, or renaming layouts” on page 6-8).
6-6 FileMaker Pro User’s Guide 1 A Columnar list/report layout arranges fields in columns. (For information on arranging records in columns, for example, to print a directory of names and addresses, see “Setting up to print records in columns” on page 6-8.) 1 If you plan on printing a Columnar list/report and the columns extend beyond the width of a page, try one or more of the following: 1 Reduce the field size or the font size for data in fields.
Creating and managing layouts and reports 1 For continuous-feed label paper, create a custom paper size equal to the height of one label. (Use a custom paper size to minimize the back-and-forth movement of the printer platen and to save label paper.) Specific instructions vary depending on the type of printer: Windows: Click Properties. If your printer supports creating a custom paper size, you see in the Properties dialog box Paper tab, a Custom icon for Paper size.
6-8 FileMaker Pro User’s Guide Note FileMaker Pro uses merge fields when you create an Envelope layout. You can’t enter or edit data using merge fields. Switch to Table view (in Browse mode, choose View menu > View as Table) or use another layout for that purpose. For more information about working with merge fields, see “Placing merge fields” on page 6-17. For more information about different views, see “Viewing records” on page 2-2.
Creating and managing layouts and reports When you set up records to print in columns, all the field values (and labels, if specified) for one record are printed together in a block (much like on a label), then all the values for the next record are printed together, and so on. You see multiple columns only in Layout and Preview modes and when you print (not in Browse mode or Find mode). You can choose to arrange columns across the page or down the page. 6-9 4.
6-10 FileMaker Pro User’s Guide Note Use merge fields or fields or objects with sliding enabled to fit more data into the width of a column. With either of these two features, fields can extend into the gray area of the second column, and blank space in fields is eliminated when you view or print data. See “Placing merge fields” on page 6-17 and “About removing blank space from printed data” on page 7-22.
Creating and managing layouts and reports Keep these points in mind: 1 FileMaker Pro doesn’t display subsummary layout parts when you 6-11 In Browse mode, objects look the same from record to record, while field data changes to show the data in your database. specify View as List in Browse mode or Find mode. You see subsummary parts and subsummary data calculated correctly only in Preview mode or in a printed report (see “Viewing or printing subsummary or grand summary data” on page 6-28).
6-12 FileMaker Pro User’s Guide Note If you don’t see the tool panel at the left side of the document window, the status area might be hidden. Make sure you’re in Layout mode (choose View menu > Layout Mode), then click the status area control at the bottom-left corner of the document window.
Creating and managing layouts and reports 1 If multiple objects are grouped, you can’t move an individual object within the group until you ungroup the objects. Select the grouped object, then choose Arrange menu > Ungroup (see “Grouping and ungrouping objects” on page 7-17). 6-13 Keep these points in mind: 1 You can layer objects on a layout. If you can’t see an object on a layout, you might need to send other objects backwards in the stacking order.
6-14 FileMaker Pro User’s Guide 1 Use the Duplicate command to create a series of equally spaced identical objects. After choosing Edit menu > Duplicate, immediately drag the new object to the position you want (without deselecting it). Choose Duplicate again: the new copy appears in the same position relative to the first copy as the first copy is to the original object. 1 For information about selecting, editing, and working with text, see “About working with text” on page 2-13.
Creating and managing layouts and reports Keep these points in mind: 1 Resizing the first repetition of a repeating field resizes all repetitions. 1 Resizing a grouped object resizes all the objects in the group. See “Grouping and ungrouping objects” on page 7-17. Fields on a layout are objects, which you can select, move, resize, and reshape (see the previous sections).
6-16 FileMaker Pro User’s Guide You get different results by placing the same field in different locations on the layout. For example: Field tool 1 Add the same summary field to a subsummary part to calculate totals for each group of sorted records, and to a grand summary part to get totals for all the records in the database. The field’s border and baselines appear as you drag the fields onto the layout 3. In the Specify Field dialog box, select the field to place.
Creating and managing layouts and reports To remove a field from a layout, in Layout mode, click the field to select it, then press Backspace or Delete, or choose Edit menu > Clear. Removing a field from a layout does not delete the field or its data from your database. (To delete a field and its data, see “Deleting field definitions and data” on page 5-12.
6-18 FileMaker Pro User’s Guide To place a merge field on a layout: 1. In Layout mode, click with the arrow pointer where you want FileMaker Pro to place the merge field. To insert the merge field into a line of text, click the text tool (in the tool panel), then click where you want to set the insertion point in the text. 2. Choose Insert menu > Merge Field. 3. In the Specify Field dialog box, select the field to insert.
Creating and managing layouts and reports 6-19 For example, you might do the following on an Invoice layout in an Invoices database: 1 Place related fields on the invoice that displays data from the Clients database, such as the client’s identification number and contact information. (The match field is Client ID.) There is only one record in the Clients database for each Client ID, so each related field on the invoice displays the data for that client.
6-20 FileMaker Pro User’s Guide 2. Position the crosshair pointer on the layout where you want the portal to begin, then drag the pointer diagonally until the portal is the size you want. 3. In the Portal Setup dialog box, for Show records from, choose the relationship to use. Or choose Define Relationships to create a relationship (see “Defining relationships for relational databases and lookups” on page 8-10).
Creating and managing layouts and reports 1 To change the number of rows, the color or pattern of alternating rows, or whether a scroll bar appears in a portal, double-click the portal. In the Portal Setup dialog box, change formatting options, then click OK. 1 For information about working with portals in databases published on the Web using the FileMaker Pro Web Companion, choose Help menu > Contents and Index, click the Index tab, and type layouts,on Web.
6-22 FileMaker Pro User’s Guide 1 In Layout mode, to set default field attributes from the attributes of an existing field (for example, to specify that all new text fields you place have text attributes that match an existing field or all new number fields you place have number formats that match an existing field), Ctrl-click (Window) or 2-click (Mac OS) the existing field. Specifying text formats for fields Keep these points in mind: 1 You can also format text (not in a field) on a layout.
Creating and managing layouts and reports For more complete information about specifying number formats, see the FileMaker Pro onscreen Help. Choose Help menu > Contents and Index, click the Index tab, and type number fields. 4. Click OK.
6-24 FileMaker Pro User’s Guide 1 If you specify Leave date formatted as entered but a year is entered with only two digits, FileMaker Pro stores, displays, and prints the year with four digits to include the century. 1 Be sure to size the date field on the layout according to the format you choose. For example, the date Wednesday, May 5, 2002 needs more room than 5/5/02. 1 Use any of the date formatting options to format the date symbol, “//” (two slashes), which displays the current date.
Creating and managing layouts and reports About layout parts About layout part types FileMaker Pro layouts are divided into layout parts, sections of the layout that determine how data in a field is treated and displayed.
6-26 FileMaker Pro User’s Guide To include summary data on a layout (for example, subtotals, grand totals, averages, counts, and so on), you place summary fields in summary layout parts (see “Defining summary fields” on page 5-6). Summary parts include grand summary and subsummary parts. 1 A grand summary part usually contains one or more summary fields that display summary information (like totals) about all records being browsed.
Creating and managing layouts and reports 6-27 3. In the Part Definition dialog box, make your changes. Select the type of part to create Select options for page numbering and breaks Part types that are already on the layout are dimmed (only subsummary parts can exist more than once on a layout). 4. If you’re adding a subsummary part, after you click Sub-summary when sorted by, select the name of the field that you want to group the records by (the break field).
6-28 FileMaker Pro User’s Guide 1 For more information about setting up layouts for web publishing, see “Setting up browser views” on page 14-10. 1 To apply a color or pattern to a layout part, click the part label, then, in the status area, choose from the fill color palette, fill pattern palette, or both. (The color you specify for the body part also affects the background of the table in View as Table.
Creating and managing layouts and reports Defining page breaks and numbering You can set options for page breaks and page numbering when you add a layout part or change a part definition. (When you add a part, you automatically see the Part Definition dialog box.) To change options for an existing part: 1. In Layout mode, choose Layouts menu > Part Setup. 2. In the Part Setup dialog box, select the part, then click Change. You can also double-click the part label on the layout. 3.
6-30 FileMaker Pro User’s Guide 3. Click Done. FileMaker Pro moves all the fields and objects in the part and maintains its proportions. Note To quickly move a part directly on the layout, Shift-drag the part label (or the dotted line that marks the bottom of the part). Resizing layout parts In Layout mode, use the arrow pointer to drag the part label (or the dotted line that marks the bottom of the part) until the part is the height you want.
Chapter 7 Customizing layouts After creating a layout, you can change its appearance or the way the layout works.
7-2 FileMaker Pro User’s Guide To Do this Add borders to fields and set their attributes Select any combination of Top, Bottom, Left, or Right. From the format list, choose Borders and choose a color, pattern, and line width from the pop-up palettes. Add text baselines and Select Text baselines. From the format list, choose set their attributes Baselines, then choose a color, pattern, and line width from the pop-up palettes.
Customizing layouts 2. In the Define Value Lists dialog box, click New. Keep these points in mind: 1 Scroll bars are always displayed if you set the field borders option for the right side of the field. Otherwise, they display only when you tab into the field. See “Adding borders, fill, and baselines to fields” on page 7-1. 1 When you print a field or a portal with a scroll bar, FileMaker Pro prints only the data visible without scrolling.
7-4 FileMaker Pro User’s Guide 4. Define the value list: To Do this Define static values for the value list Select Use custom values, then type each value on a separate line, in the order you want them to appear. Press Enter (Windows) or Return (Mac OS) to separate each value. Create values dynamically from all the values in another field in the current file or in another file Select Use values from field.
Customizing layouts To change, duplicate, or delete a value list: 1. Choose File menu > Define Value Lists. 2. In the Define Value Lists dialog box: To Do this Change the values in a value list In the list of value list names, select the value or how the values in a dynamic list, then click Edit. In the Edit Value List value list are generated dialog box, make changes.Then, click OK. Duplicate a value list In the list of names, select the value list, then click Duplicate.
7-6 FileMaker Pro User’s Guide In the above example, you would perform the following basic steps: Name of field selected on a layout 1. Define a value list for Product Name with the Use values from field and Only related values options. 2. Define a relationship to the same database file (a self-join) and Select or define a value list Choose how to display the value list specify Category as the match field. (See “Defining relationships for relational databases and lookups” on page 8-10.) 3.
Customizing layouts 7-7 Formatting repeating fields Checkboxes Radio buttons If you define a field as a repeating field, you can format the field to display only a certain number of the repetitions, even though the information for all the repetitions is stored in the database. See “About repeating fields” on page 5-11. Pop-up menu 1. In Layout mode, select one or more repeating fields, then choose Pop-up list 4.
7-8 FileMaker Pro User’s Guide Allowing or preventing entry into fields You can allow or prevent entry into a field in Browse and Find modes. For example, you can restrict entry into a field containing a serialized number, like an invoice number, so the field can’t be modified.
Customizing layouts 2. In the Set Tab Order dialog box, specify the options you want to First click Second click 7-9 Third click use: To Do this Reorder the tab order for individual fields Select Edit tab order. Click the field whose order you want to change and type a new number for the arrow. The number you replace is swapped with the number you type.
7-10 FileMaker Pro User’s Guide Customizing the appearance of a layout You can enhance the design of a layout in a number of ways, including: 1 1 1 adding text outside of fields using the drawing tools to add lines, rectangles, or other shapes adding a graphic or QuickTime movie See “Working with the layout tools” on page 6-11 for more information about layout tools.
Customizing layouts 1 Depending on what layout part the text is in, it appears in different places on your layout in Browse mode or Preview mode (for example, once for each record, only at the top of the report, and so on). See “About layout parts” on page 6-25. 1 To eliminate blank spaces when printing, see “About removing blank space from printed data” on page 7-22.
7-12 FileMaker Pro User’s Guide Formatting text Making text bold, italic, or setting other styles You can specify how text (both in and outside of fields) appears on your layout. You control: There are several ways to format text. Select the text you want to format, then: 1 the character attributes of the text, including font, font size, style, and color 1 Choose text formatting (like a Font or Style) from a submenu on the Format menu.
Customizing layouts Indent text 7-13 Set line spacing and change the units of measure Choose text attributes Select one or more styles Align text Set tabs Specify paragraph and tab settings (see the next section) 3. Click OK. For more information about setting up layouts for web publishing, see “Setting up browser views” on page 14-10. 5. To specify tab settings for the paragraph, click Tabs. 6. In the Tabs dialog box, specify tab settings.
7-14 FileMaker Pro User’s Guide Drawing lines and shapes Use the drawing tools in the tool panel or Tools toolbar (choose View menu > Toolbars > Tools) to draw lines and shapes to emphasize parts of your layout. 1. In Layout mode, select the tool you want to use in the tool panel or Tools toolbar. FileMaker Pro draws the object with the default line width, pen color, and pattern, and it fills the object with the current fill color and pattern (for all objects except lines).
Customizing layouts 7-15 Or, to specify attributes for objects you add later, start with no objects selected. 1 For fields, palette settings replace Field Border dialog box settings. See “Adding borders, fill, and baselines to fields” on page 7-1. 2. Choose colors, patterns, line or border widths, and object effects 1 from the palettes in the status area.
7-16 FileMaker Pro User’s Guide 1 If you want to use an object effect on a field, try selecting the effect before placing the field on the layout. Otherwise, the effect might clip part of the text in the field. 1 The width of the effect depends on the width of the object’s border as specified by the pen width (unless the object has no border, in which case the object effect is drawn with a 1 point line). The effect’s color and pattern depend on the fill color and pattern of the selected object or field.
Customizing layouts Formatting graphics on a layout In Layout mode, you can format graphics you've pasted or imported onto a layout in the same way you format graphic data in a container field. For more information, see “Specifying formats for fields containing graphics” on page 6-24. Showing text, field, or button boundaries You can show boundaries on a layout for text, fields, and buttons to help you easily identify, position, and align these objects.
7-18 FileMaker Pro User’s Guide Keep these points in mind: To move the object Choose 1 Behind all other objects Send to Back One layer back Send Backward When you ungroup a group that contains other groups, the subgroups stay grouped until you ungroup them. 1 If you include a locked object in the group, the resulting grouped object is also locked. 1 You can edit text that's part of a group by double-clicking the text.
Customizing layouts 7-19 Using tools to precisely position objects Use the Size palette, graphic rulers, ruler grid lines, T-squares, and object grids to precisely size, reshape, position, and align objects. (For more information about moving objects on a layout, see “Moving objects on a layout” on page 6-14.) Objects before distributing space Objects after distributing space vertically and aligning left sides 1.
7-20 FileMaker Pro User’s Guide If you can't type a value, that field doesn't make sense for the selection (for example, a line doesn't have a height), or the selection is locked. Click to change the unit of measure 4. Press Enter, or to move to another field in the Size palette, press Tab or Return (Mac OS). Ruler lines The Size palette floats above the window, so you can leave it open as you work.
Customizing layouts 7-21 Using the object grids Specifying page margins Use object grids to precisely control the placement of objects on the layout. When object grids are on, each object on the layout “snapsto” its own invisible grid (which may be different from another object’s grid). When you move or resize an object, it snaps-to the nearest grid coordinate. New objects are created aligning to the “master” grid. You can specify different margins for each layout.
7-22 FileMaker Pro User’s Guide 5. Click OK. 6. Choose View menu > Preview Mode to check the margins. Keep these points in mind: 1 In Layout mode, choose Layouts menu > Set Rulers to change the unit of measure for margins. See “Using graphic rulers and ruler gridlines” on page 7-20. 1 If you select Print in columns for a layout and then specify page margins, the columns resize to fit within the new margins. See “Setting up to print records in columns” on page 6-8.
Customizing layouts 1 Objects—including fields—slide left (or up) corresponding to the amount of space that the fields to the left of (or above) the objects shrink. Printing without sliding objects Tour Catalog Ship/Destination Tour length Wholesale price Season Notes Grand Monarch Alaska 7 nights $795 Spring Summer Autumn Winter All year Glacier route between Vancouver and Anchorage. Includes Columbia Glacier, College Fjord, Ketchikan, Juneau, Skagway, Sitka, and Valdez. Optional tour to Denali Park.
7-24 FileMaker Pro User’s Guide 1 When you slide objects or parts, FileMaker Pro prints the objects relative to each other, not precisely as you placed them on your layout. 3. In the Set Sliding/Printing dialog box, select the sliding options 1 Select this option If you leave blank space on a layout, FileMaker Pro keeps that space. For example, if you create a body with one inch of space below the lowest object, FileMaker Pro leaves one inch below the lowest object when it shrinks the body.
Customizing layouts Keeping objects from printing You can keep objects on a layout from printing. For example: 1 Create a button on a report layout that doesn't print when you print the report. 1 Place instructions on a layout to be read during data entry, but not printed when that layout is printed. To keep objects from printing: 1. In Layout mode, select the object or objects that you don’t want to print. 2. Choose Format menu > Sliding/Printing. 3.
Chapter 8 Working with 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. You can access data from other database files by using relational databases and lookups.
8-2 FileMaker Pro User’s Guide Relational database terminology Before you begin, you should understand the following terms for relational databases and lookups. These terms are illustrated in the sections that follow. This term Means Master file For relational databases, the file that accesses and displays data from another file. This term Means Related field A field in the related file that contains data you want to access and work with in the master file.
Working with related files For example, a travel agency might store trip information in a Trip file, then use it with client information that’s in a Client file and with billing information that’s in an Invoice file.
8-4 FileMaker Pro User’s Guide When the related file contains one matching record for each record in the master file, place related fields directly on the layout and not in a portal. Also place related fields directly on the layout when you want to work with only the first matching record that’s accessed (in sorted or unsorted order).
Working with related files 1 Define a lookup, to copy data from one related record for each record in the master file (a one-to-one correspondence). For example, use a lookup to copy the current price of a product into a Line Items file. (Data copied to the master file doesn’t automatically change when the data in the related file changes.
8-6 FileMaker Pro User’s Guide 1 You can increase the number of possible matching records in either the master file or related file by entering all possible matching values in the match field (sometimes called a multi-key field or complex key field). Suppose you want to display all the sales contracts obtained by each employee, including those obtained by teams of employees, in a portal in the master file.
Working with related files 1 To copy data into a second field that uses the same match fields— for example, to copy a name and telephone number based on a matching client identification number—define a lookup for the second field, and use the same relationship as for the first field. Related file Client ID C235 Client ID C200 Name Smith Name Client ID C100 Phone 42.83.91.
8-8 FileMaker Pro User’s Guide 3. Determine the match field or fields for each file, and circle each one. - Information to hold? - Database files? - Fields? - Common data? Each relationship uses one match field in the master file and one match field in the related file. Match fields are also used to determine whether a new record should be added to the file. In an efficient database system, this field often (but not always) contains a value unique to each record.
Working with related files 8-9 Determining relationships between database files shows you where you can use data that’s stored in one file in another file. Client ID Client Name Street Route ID Trip ID Origin Trip Name Destination City Route ID Postal Code Origin Phone Destination Trip ID Trip Name Client file Route file Trip file 5. Determine the relationships between the files. Draw a line from each match field in the master file to the corresponding match field in the related file.
8-10 FileMaker Pro User’s Guide Important After you create the files for a relational database or a lookup, be sure there are no other files with the same filenames on your computer or network. To duplicate the files or create similar filenames, duplicate each file separately (which creates a unique name for each copy). Store backup files on a removable disk, and remove the disk. Use a compression or archiving utility to make the files unavailable as FileMaker Pro files.
Working with related files Type a relationship name To 8-11 Select Add records to the related file by entering data Allow creation of related records into related fields in the master file. (See “Adding and duplicating records” on page 2-4.) Select a match field in the master file Select a match field in the related file If the related file is locked or write-protected, or users don’t have access privileges to create records, records are not added to the related file.
8-12 FileMaker Pro User’s Guide Changing relationships 3. To edit the relationship, make your changes in the Edit When you change a relationship, your changes affect which records are accessed in the related file and displayed in records of the master file. To Do this Rename a relationship For Relationship Name, type a new name. When you delete or change a relationship, all records involved in that relationship (in the master file and related file) are affected by your changes.
Working with related files 2. Define a formula for the field that includes an aggregate function for the type of summary calculation you want to perform. (See “Aggregate functions” on page 11-7.) For example, for a Total field, which calculates the total of values in the related field Price (which is in a portal and uses the relationship Line Items), define the following formula: To Do this Prevent null (empty) data in the Select Don’t copy contents if empty.
8-14 FileMaker Pro User’s Guide Accessing related data from a third file There may be times when you need to access values from a field whose values are accessed from another file. You can’t directly access a field in a file several relationships away that’s already used as a related field in another file. However, you can define intermediate calculation fields to access those fields that are more than one relationship away.
Working with related files Creating many-to-many relationships In a one-to-one relationship, one record in the master file is related to one record in the related file. In a one-to-many relationship, one record in the master file is related to more than one record in the related file.
Chapter 9 Protecting databases with passwords and groups When you store confidential information in your database files or want to restrict users from modifying layouts or other database elements, you need a security system to protect your file. This helps ensure that records, fields, layouts, or scripts aren’t inadvertently deleted or changed. 3.
9-2 FileMaker Pro User’s Guide Select To let users with this password Choose To Create records Create records and enter data in them. This also enables users to modify value lists in Browse mode if the Include Edit item... option is enabled. None Disable all menu commands for the current file (except common system commands and executing scripts). Edit records Change the information in (all) records. This also enables users to modify value lists in Browse mode if the Include Edit item...
Protecting databases with passwords and groups 1 You can define a blank password that gives all users limited access to a file. When the file is opened, anyone can press Enter or Return to access the file. This option can be used to allow limited access to the file without needing to know or enter a password. When accessing a file with a blank password on the Web, the blank password is automatically used. This means all web users have access to the privileges assigned to the Blank password.
9-4 FileMaker Pro User’s Guide Click to associate passwords with a group Groups defined in the file Click to define or change passwords Type a new group name 5. In the Access Privileges dialog box, select the group to set 7. Set the access privileges for specific layouts and fields by clicking the bullets next to them. To make a field or layout Do this Accessible (available for editing) Click the bullet next to the field or layout until it is black ( ).
Protecting databases with passwords and groups 1 In the previous example (the Access privileges overview for the Marketing group), users who enter the Car password can view and edit the records using the Product List, Price List, and Advertising Cost layouts. They can view, but not edit data on the Current Inventory layout and cannot view or edit records using the Margin Report layout. Additionally, they can’t view or edit the Cost and No.
9-6 FileMaker Pro User’s Guide Passwords and groups: a comparison Passwords and groups are related. Passwords limit what users can do and groups limit the layouts and fields they can see. You specify access privileges for both passwords and groups. 1 For passwords, specify access privileges that limit a user’s activities with the entire file (all the records, fields, layouts, etc.). For example, one password might let users create and edit records, but another might only let them browse records.
Chapter 10 Creating scripts to automate tasks FileMaker Pro includes the ScriptMaker® feature, which you can use to automate many tasks, including switching to another layout, switching to another mode, and finding, sorting, and printing records. For example, when you click the Letter button on the Client Entry layout, a script displays the Letter layout. Then the script switches to Preview mode and pauses so you can see what the letter looks like when it prints.
10-2 1 1 FileMaker Pro User’s Guide importing data from the same source dialing phone numbers You can perform additional scripts, called subscripts, within a script. Subscripts make it easy to break a complex task into small tasks. For example, you can find customers with a balance due with one script, and then print form letters requesting payment with another script. The first script contains a command that performs the second script (the subscript).
Creating scripts to automate tasks Creating scripts: an overview Whether your FileMaker Pro scripts are simple or complex, you will find that it is easier to create them if you: 1 1 plan the script before you define it. perform certain operations, like Find requests and Sort order, before you open ScriptMaker, thus making it easier to store the parameters for these requests. See “Storing settings before creating a script” on page 10-4 for more information.
10-4 FileMaker Pro User’s Guide Tip Save a clone (or copy) of your database, and then define and test your script in it to preserve the original data. After testing the script, import data from the original file into the clone, or use the Import Script feature to import this script into your database. See “Importing scripts” on page 10-11, for more information on this feature.
Creating scripts to automate tasks The options in this dialog box are described in more detail in the following sections. To Do this 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 pop-up menu. Choose External Script if the subscript is in a different file. Add a pause in the script Select Pause/Resume Script in the Available Steps list, click Move, and then specify the options.
10-6 FileMaker Pro User’s Guide About ScriptMaker steps A step is a FileMaker Pro command that you use in a script. Steps are similar to the commands you access through FileMaker Pro menus. For example, you can create a record by choosing New Record from the Records menu, or you can perform a script that contains the New Record/Request step.
Creating scripts to automate tasks 10-7 Use this step To Use this step To Go to Previous Field Move to the previous field on the current layout Paste Paste the contents of the Clipboard into a field Enter Browse Mode Switch to Browse mode Clear Enter Find Mode Switch to Find mode Delete the contents of a field without copying the contents to the Clipboard Enter Preview Mode Switch to Preview mode Select All Select the entire contents of a field Sort, find, and print script steps Fields
10-8 FileMaker Pro User’s Guide Use this step To Windows script steps Insert Object Insert an embedded or linked object into a container field 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 (Mac OS) or change the size of the window Toggle Status Area Show, hide, or lock the status area Toggle Te
Creating scripts to automate tasks 10-9 Spelling script steps Miscellaneous script steps Use this step To Use this step To Check Selection Check the spelling of the current text selection Show Message Display an alert message Check Record Check the spelling of text in the current record Beep Play the system beep sound Check Found Set Check the spelling of all fields in all records in the found set Speak Speak a text string of field contents.
10-10 FileMaker Pro User’s Guide Changing scripts 1. Choose Scripts menu > ScriptMaker. 2. In the Define Scripts dialog box, select a script name. 3. In the Script Definition dialog box, change the script steps, and then click OK. To Do this Add steps Select the steps in the Available Steps list, and then click Move. Select options for the step, if they’re available.
Creating scripts to automate tasks Importing scripts 1 When importing a script that references a relationship, FileMaker Pro assumes that FileMaker Pro allows you to import scripts from other FileMaker Pro databases. Many scripts reference fields (local and related), layouts, records, and other scripts (local and in external files). In addition, some script steps, such as Set Field, Insert Calculated Result, Replace, etc., may have field references embedded in calculations.
10-12 FileMaker Pro User’s Guide 3. To add or delete a script from the menu, select the script, then Defining buttons select or deselect Include in menu. Use the following steps to create a button labeled with text. Scripts with checkmarks will appear in the Scripts menu. 4. Click Done. Note To create another type of button (for example, a circle with a graphic), see FileMaker Pro Help. Using buttons with scripts 1.
Creating scripts to automate tasks 10-13 To Do this in Layout mode Change the appearance of a button See “Setting color, pattern, line width, and object effects,” on page 7-14. Change a button label See “Formatting text,” on page 7-12. Copy a button When you copy a button, you copy the object and the button definition. If you copy a button from another file, change the button definition if fields, layouts, or scripts don’t match. See “Copying, duplicating, and deleting objects,” on page 6-13.
10-14 FileMaker Pro User’s Guide The Seminar file contains records of clients who register for a seminar. Each client has a unique identification code, the Client ID field, which is a concatenation of the clients’ last name and phone number. Some records contain the same identification number— these are the duplicate records you want to find. 5. Define the script. In ScriptMaker, define the Find Duplicates script.
Creating scripts to automate tasks Record 5 Record 4 Record 3 Record 1 Client ID aaa Record 2 Mark Client ID aaa Global aaa Client ID aaa Mark X Global aaa Client ID aaa Mark Global aaa Client ID aaa Mark Global aaa Mark Global aaa 1 If the values don’t match, FileMaker Pro copies the ClientID value into Global. It doesn’t change the Mark field. 4. The script repeats step 3 until it reaches the last record in the file.
Chapter 11 Using formulas and functions This chapter: 1 1 1 1 1 introduces formulas and functions lists the places you can use formulas and functions shows the components of formulas describes operators you can use in formulas gives a brief description of all functions To use formulas See also When defining calculation fields “Defining calculation fields” on page 5-5 In certain script steps Help topics for the If, Exit Loop If, Set Field, Insert Calculated Result, and Replace script steps.
11-2 FileMaker Pro User’s Guide Expressions A formula contains one or more expressions. An expression is a value or any computation that produces a value. Expressions can be combined to produce other expressions. Type of expression Example Text constant "London" Number constant 2.15 Field reference TaxRate Function Length(ShipToAddress) Combination of expressions ((Total–Discount)*TaxRate)/100 A constant is a fixed value that’s part of the formula and doesn’t change from record to record.
Using formulas and functions 11-3 Operators Comparison operators You combine expressions using operators, symbols that determine which operation to perform on the expressions. You place operators between the expressions you want to perform the operation on. Comparison operators compare two expressions and return either true or false. (True and False are Boolean results.) Arithmetically, a result of true equals 1 and a result of false equals 0.
11-4 FileMaker Pro User’s Guide Logical operators Text operators Use logical operators to include conditions in a calculation. Use the following text operators with text expressions. (Double quotation marks enclose text constants.) Operator Definition Example AND True only when both of two values are true. ApplicationReceived= ”Y” AND FeePaid>0 OR True when either of two values is CurrentBalance <= 0 OR true.
Using formulas and functions About functions A function is a predefined, named formula that performs a specific calculation and returns a single, specific value. You type the function, and FileMaker Pro performs the calculation it represents.
11-6 FileMaker Pro User’s Guide Syntax Definition Syntax Definition Length (text) Returns the number of characters in text. Trim (text) Lower (text) Returns text as lowercase. Returns text without leading and trailing spaces. Middle (text, start, size) Returns characters in text, counting from the position of start, through the number of characters in size. Upper (text) Returns text as uppercase. WordCount (text) Returns the number of words in text.
Using formulas and functions Date functions Use these functions when date is a date field holding a date, or a calculation or expression with a date result. Example: Year (Date Of Birth) returns 1962 when the Date of Birth field holds 1/1/1962. 11-7 Note System formats affect the way dates are displayed. For information, choose Help menu > Contents and Index, click the Index tab, and type System formats.
FileMaker Pro User’s Guide 11-8 See below for examples of each of these situations. Example 3 This function Does this Average (field...) Averages the numbers, dates, or times in the (field...) parameter(s) you specify Count (field...) Returns the number of items [the (field...) parameter(s) you specify], which are not empty Max (field...) Returns the largest number or time or the latest date in the (field...) parameter(s) you specify Min (field...
Using formulas and functions Important To generate subsummary values, you must sort the database by the break field. Syntax Item Total Tax Rate 5.00 17.00 82.79 Definition Item Tax .07 .
11-10 FileMaker Pro User’s Guide Trigonometric functions Syntax Definition Syntax Atan (number) Returns the trigonometric arc (inverse) tangent of number. The arc tangent is the angle, in radians, whose tangent equals number. Cos (number) Returns the cosine of the angle (in radians) of number. Case (test1, result1 [, test2, Evaluates test(s) to produce a result. When test1 is result2, default result]...) true (a nonzero value), returns result1; when test1 is false, evaluates test2.
Using formulas and functions If you use status functions in defined calculation fields, the calculation results must be unstored. Otherwise, the calculation does not update when the status changes. See chapter 5, “About storage and indexing options.” The functions below appear in the list of functions in the Specify Calculation dialog box when you choose View status functions or View all by type. When you view all functions by name, you see Status (status flag), which is a temporary placeholder.
11-12 FileMaker Pro User’s Guide Syntax Definition Syntax Definition Status (CurrentPrinterName) Returns the identification of the current default printer, the driver name, and the name of the printer port (Windows) or printer (Mac OS.) Status (CurrentScreenWidth) Returns the number of pixels displayed horizontally on the screen on which the current file is open. Status (CurrentRecordCount) Returns the number of records in a file.
Using formulas and functions For example, LayoutNames (“Clients”) always returns the names of the layouts in the Clients file. If you have a field named File, LayoutNames (File) returns the names of the layouts in the Clients file when you type Clients in the File field. Syntax Definition DatabaseNames Returns the names of the currently opened databases. (Uses no parameters.) FieldBounds (database name, layout name, field name) Returns the location and size of a specified field.
11-14 FileMaker Pro User’s Guide Syntax Definition External ("Web-ClientIP", 0) Returns the IP (Internet protocol) address of the Web user whose HTTP request is currently being processed by FileMaker Pro Web Companion External ("WebClientName", 0) Returns the value that the Web user types for user name in the Web browser password dialog box External ("WebClientType", 0) Returns the name and version of the Web browser being used by the Web user External ("Web-ToHTML", field name) External ("Web-ToHTM
Part 3 Sharing and exchanging data
Chapter 12 Importing and exporting data You can exchange information with FileMaker Pro files or with files created in other applications. This chapter shows you how to: 1 1 1 1 1 import data into a file replace records in a file with records in another file update records in a file with records in another file convert documents from other applications to FileMaker Pro files export data for use with other applications Keep these points in mind: 1 You can exchange data with shared FileMaker Pro files.
12-2 FileMaker Pro User’s Guide Importing data into FileMaker Pro You can import data into an existing FileMaker Pro file from another FileMaker Pro file, or from documents created in another application (See “Importing data into an existing file” on page 12-2.) You can also convert documents from another application into a new FileMaker Pro file. (See page 12-6.) The file or document you import records from is the source file. The file you import records to is the destination file.
Importing and exporting data Match fields must uniquely identify each entity in your database. For example, in a database of people, you could use Social Security Number, or Last Name, First Name, and Phone Number. Last Name alone might identify more than one person, so it isn’t a good match field. 12-3 Keep these points in mind: 1 Match fields in the destination file cannot be container, summary, unstored calculation, or global fields.
12-4 FileMaker Pro User’s Guide 1 If you’re updating records, make sure the found set contains only the records you want to update. Records outside the found set will not be updated, even if match field data matches. 5. In Browse mode, choose File menu > Import Records. 6. In the Open File dialog box, to see all the files in the current folder that you can import: for Files of type (Windows) or Show (Mac OS), choose All Files. To narrow the choices, choose a file type from the list. 7.
Importing and exporting data Data on the left that is not aligned with a field on the right will not import. If a field name on the right is dimmed, it's a calculation, summary, or global field that can’t accept imported data. To Do this Re-order all fields Choose an option from the View By list. To list the fields by: in the Fields in list at 1 names that match, choose matching names.
12-6 FileMaker Pro User’s Guide 1 If you replace or update records, be sure your records are correct before discarding the backup copy of the file. 1 FileMaker Pro doesn’t validate imported data. Converting a data file into a new FileMaker Pro file You can convert data from another application into a new FileMaker Pro file. The data must be in one of the importable file types listed in “About file formats” on page 12-1. 6.
Importing and exporting data 12-7 Relationship list FileMaker Pro exports these fields Select fields from this list Type a name for the exported file Choose a file type that the target application supports 5. Choose a file type from the Save as type list (Windows) or Type list (Mac OS), then click Save. 6. In the Specify Field Order For Export dialog box, set the field order as needed. Choose a character set Choose a formatting option 7.
12-8 1 1 FileMaker Pro User’s Guide You can export data in container fields to FileMaker Pro format. 3. In the Export Records to File dialog box, type a name, then choose a location for the file you’re exporting to. Exporting repeating field values to SYLK, WKS, or DBF formats is documented in Help. Choose Help menu > Contents and Index, click the Index tab, and type exporting,data. 4. Choose a file type from the Save as type list (Windows) or Type list Exporting subsummary data 5.
Chapter 13 Sharing databases on a network FileMaker Pro 5 contains built-in support to allow you to share files over 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. FileMaker Pro supports sharing of up to 10 files with up to 10 concurrent users. In certain instances, you can share a single FileMaker Pro file with up to 25 other concurrent users, with this number dropping as you share more files.
13-2 FileMaker Pro User’s Guide When you share files between platforms, you may see differences in font mapping, alignment of layout objects, and character set mapping. 1 (Mac OS) You don’t have to turn on File Sharing (in the Sharing Setup control panel) to share FileMaker Pro files from a Mac OS-based computer.
Sharing databases on a network 1 FileMaker Pro saves the host’s sort order, find requests, and print setup (Windows) or page setup (Mac OS). If you’re a guest, you can save your settings by defining a script. See “Creating scripts to automate tasks” on page 10-1. 1 When you share a file with system formats that are different from the settings on your computer, you can choose which formats to use. See FileMaker Pro Help.
13-4 FileMaker Pro User’s Guide 4. In the File Sharing dialog box, select either Multi-User or Multi-User (Hidden). Note If Multi-User and Multi-User (Hidden) are dimmed in the File Sharing dialog box, FileMaker Pro is unable to access the network. An explanation appears below the Multi-User button. You can also get an explanation by choosing Open from the File menu, then clicking Hosts. Use the Multi-User option to host a file and make its name display in the Hosts dialog box on guests’ computers.
Sharing databases on a network Guests see a message asking them to close the file. If guests click Close Now, FileMaker Pro closes the file. If the guests don’t respond to the message and the file can be closed safely, FileMaker Pro closes it in 30 seconds.
13-6 FileMaker Pro User’s Guide If you select a FileMaker Server host (instead of a shared file), you will be able to remotely administer the Server. See the FileMaker Server documentation for information. Keep these points in mind: 1 Close your connection to a shared file if the host asks, or if you aren’t using the file. 1 If some menu commands, layouts, or fields are dimmed, you may have limited access to the file. See “Protecting databases with passwords and groups” on page 9-1.
Chapter 14 Publishing databases on the Web With FileMaker Pro, you can make your data available on the Web. For example, you can publish an events calendar, so that customers can access the information using a web browser. This chapter explains: 1 how web users can access and work with your data on the Internet or an intranet 1 1 1 Web terminology Before publishing your database, you should understand the following concepts.
14-2 FileMaker Pro User’s Guide This term Means Host computer In FileMaker Pro web publishing, a web server running FileMaker Pro with the Web Companion enabled. Your published databases must be open on the host computer. Internet Protocol (IP) address A unique address for each computer connecting to the Internet or an intranet. Web pages are sent from one IP address to another—first a web browser requests specific pages, then the server application delivers the requested page to the browser.
Publishing databases on the Web There are two additional ways to publish your data using FileMaker Pro: Type the IP address in the browser window 1 For more control over the appearance and functionality of your published database, use the features available in the FileMaker Developer software. For example, you can create custom web pages that interactively enter web users’ names into a database field. For information about FileMaker Developer, choose Help menu > FileMaker on the Web.
14-4 FileMaker Pro User’s Guide What you need to publish databases on the Web To publish databases using Instant Web Publishing you need: 1 a Windows– or Mac OS–based computer running FileMaker Pro 5 1 FileMaker Pro Web Companion must be installed.
Publishing databases on the Web The host computer should have a static (permanent) IP address. However, if you connect to the Internet using a modem connection to an Internet service provider (ISP), your IP address could be dynamically allocated (it is different each time you connect). A dynamic IP address makes it more difficult for users to locate your databases. 1 To publish your database within a company or workgroup, the host computer should have a full-time connection to an intranet using TCP/IP.
14-6 FileMaker Pro User’s Guide 1 To prevent a published database from displaying on the built-in home page, do one of the following: 1 Rename the database to include an underscore character at the end of the filename, before any filename extension (for example, Orders_ or Orders_.fp5). If you change the filename, you may need to change references to the file in relationships and scripts. 1 In the File Sharing dialog box, select Multi-User (Hidden).
Publishing databases on the Web Repeat the following steps for each database you publish: 1. Enable Web Companion Sharing. (See “Enabling Web Companion sharing” on page 14-10.) 2. Choose a web style, and configure the Table View, Form View, Search and Sort pages. (See “Setting up browser views” on page 14-10.) 3. Test your database on the Internet or intranet. (See “Testing your published database” on page 14-13.) 4. Tell web users how to access your database.
14-8 FileMaker Pro User’s Guide Enabling Instant Web Publishing To Do this Publish databases Be sure Enable Instant Web Publishing is selected in the Web Companion Configuration dialog box. Stop publishing all databases Clear Enable Instant Web Publishing. Stop publishing one database Disable Web Companion Sharing in that database. See “Enabling Web Companion sharing” on page 14-10.
Publishing databases on the Web 1 14-9 use HTTP Put and Get commands to upload or download database files to and from the Web folder (inside the FileMaker Pro 5 folder). In addition, you can upload any file to the Web folder. For information about HTTP commands, see your web browser documentation or an HTML reference. To specify the computers that can access your databases, select Restrict access to IP address(es), then type one or more IP addresses. For example, you can specify that only address 12.34.
14-10 FileMaker Pro User’s Guide Enabling Web Companion sharing Setting up browser views For each database you want to publish on the Web: In a web browser, users can see different pages, or views, of your database: 1. Open the database. 2. Choose File menu > Sharing. You must have the Export records access privilege to open the File Sharing dialog box. If you can’t open the dialog box, reopen the database with a password that provides the Export records privilege.
Publishing databases on the Web Choosing a web style FileMaker Pro Instant Web Publishing includes web styles that determine the appearance of your database in a browser. For example, you can choose the Lavender style to display titles and buttons in a purple color scheme. You can also choose styles specifically designed for searching for records, or for creating records. Web style Renders layouts Comments Blue and Gold 1 Yes Similar to the style used in FileMaker Pro 4.
14-12 FileMaker Pro User’s Guide About layout rendering Fern Green style in a browser window Most web styles render layouts—they display your layouts in a web browser almost as they appear in a FileMaker Pro window. Web styles can render layouts in Form View, New Record, and Edit Record pages. (See “About browser views for web publishing” on page 14-14.) This style doesn’t render the layout. For example, the logo doesn’t appear, and the field names and fields display vertically.
Publishing databases on the Web Keep these points in mind: 1 The layout you choose for Form View is also used for New Record and Edit Record pages. See “About browser views for web publishing” on page 14-14. To Select Let users define how data is sorted User defines sorting by specified fields in the browser. Click Specify to choose the fields, then click OK in the Specify Sort dialog box.
14-14 FileMaker Pro User’s Guide 1 Test your published database in different operating systems and browsers. About browser views for web publishing 1 The following sections describe the pages that are available in FileMaker Pro Instant Web Publishing. Tip You can test web publishing features in FileMaker Pro without connecting to the Internet or an intranet. For more information, see FileMaker Pro Help.
Publishing databases on the Web Browsing records in Table View The Table View page lists multiple records. Each row displays a record, and each column displays a field. Click to display the first record in Form View Type the range of records you want to view (like 1-5), then click the arrow Click a record number to display the record in Form View Table View in a browser Searching for records The Search page provides options for finding information in your database.
14-16 FileMaker Pro User’s Guide Sorting records The Sort page provides options for changing the record order. Sorting records in a browser Click to sort records Click to reset the sort order Click to return to Table View or Form View without sorting records Select field names for the first, second, third, and fourth sorts Creating records The New Record page displays a form for entering data. Note There isn’t a separate web page for deleting a record.
Publishing databases on the Web Editing records The Edit Record page displays a form for changing existing data in a record.
Chapter 15 Using ODBC with FileMaker Pro This chapter explains how to: ODBC terminology 1 1 Before working with ODBC, it’s useful to understand the following terms. set up a FileMaker Pro database to share data via ODBC import data into an existing FileMaker Pro database using ODBC About ODBC Open Database Connectivity (ODBC) is an application programming interface (API) that enables applications to access data from many different database management systems.
15-2 FileMaker Pro User’s Guide ODBC support in FileMaker Pro You can use the ODBC support in FileMaker Pro to: 1 work with FileMaker Pro data from ODBC-compliant applications to create charts, construct ad-hoc queries, and analyze your data with a variety of software applications 1 construct SQL queries in FileMaker Pro to import data from other ODBC data sources like Microsoft Access or Oracle databases For a list of SQL commands that FileMaker Pro supports, choose Help menu > Contents and Index, clic
Using ODBC with FileMaker Pro 1 Enable Remote Data Access Companion to share this FileMaker Pro database with ODBC-compliant applications remotely across a TCP/ IP network. 5. Verify that the file was opened using a password that allows you to export records. Important Each file must remain open for client applications to access the data. The FileMaker Pro data is ready to be accessed by an ODBCcompliant client application through the FileMaker Pro ODBC driver.
15-4 FileMaker Pro User’s Guide To configure the ODBC control panel to access FileMaker Pro data via ODBC: 1. Open the ODBC control panel (named ODBC Data Sources (32bit) in Windows and ODBC Setup PPC in the Mac OS). 2. In the User DSN tab, click Add to configure a new data source.
Using ODBC with FileMaker Pro Importing data from other data sources Using ODBC, you can import records into an existing database or a new FileMaker Pro file by opening an ODBC data source (like Oracle or Microsoft Access databases) directly. The FileMaker Pro SQL query builder makes it easy to construct queries that can search a data source or DBMS, fetch specific records, and import the resulting records into a FileMaker Pro database.
15-6 FileMaker Pro User’s Guide Connecting to an ODBC data source from FileMaker Pro Specify advanced settings After you’ve specified and configured the data source, you can open your FileMaker Pro database and import ODBC data. Specify the data source name and description To select the ODBC data source: 1. Open the FileMaker Pro database file you’ll import data into. Select to import column names 2. In Browse mode, choose File menu > Import Records. 3. Choose the file import format.
Using ODBC with FileMaker Pro 15-7 Specify the columns from each table to insert into the SQL query Click to add choices into the SQL query below As you make choices in each tab, the SQL query is automatically generated Select an ODBC data source 5. If appropriate, enter the user name and password for the data Click to execute the SQL query source you selected, and click OK.
15-8 FileMaker Pro User’s Guide Select Matching Names if column names match FileMaker Pro field names Creating a SQL join Align columns with field names Choose a mapping option Specify how records are imported Using the WHERE SQL statement 5. To sort records before importing, click the ORDER BY tab, then specify the name of the column to sort by and whether the sort should be ascending or descending. 6.
Using ODBC with FileMaker Pro Configuring the ODBC control panel for the Text driver 15-9 Choose Guess Definition to retrieve column names 1. In the User DSN tab of the ODBC control panel (named ODBC Data Sources (32bit) in Windows and ODBC Setup PPC in the Mac OS), click Add. 2. Select the ODBC driver for the data source you are importing from, and click Finish. Click Define to specify ODBC tables Windows: Choose FileMaker Text Driver. Mac OS: Choose FileMaker 3.11 Text PPC. 3.
15-10 FileMaker Pro User’s Guide Click Guess to insert column names 3. For column information, click the Guess button. The ODBC driver retrieves the column names from the specified table. Click Guess to insert column names Select to retrieve column names from the ODBC table Select to retrieve column names from the ODBC table 6. Select the Date_Sold column and verify that the Type and Mask values are correct. 4. Specify the information for the Salespeople table.
Using ODBC with FileMaker Pro 15-11 3. Select the Salesperson ID column, then click Insert into SQL Query. 4. Insert the following columns by double-clicking the column name: Salesperson, Sales_Manager, and Sales_Region. 5. Click Execute. The Import Mapping dialog box appears. For more Select the ODBC data source you previously configured information on importing records, see “Importing data into FileMaker Pro” on page 12-2.
15-12 FileMaker Pro User’s Guide Creating a SQL join Using the WHERE SQL clause The SQL query has joined information from the Sales_Data table and the Salespeople table 12. Click the ORDER BY tab to sort the records before importing them To import data using a SQL join: 13. Select the name of the column to sort by, Sales_Data.Amount. 1. In the Specify ODBC SQL Query dialog box, click Clear Query to 14.
Using ODBC with FileMaker Pro 15-13 1 The Perform without dialog option hides all dialog boxes encountered during an ODBC import. If you haven’t specified a data source to import from, you must manually select ODBC in the Open File dialog box while performing the import script. 1 The Restore import order ScriptMaker option stores the field order in the Import Field Mapping dialog box, similar to other scripted imports.
Appendix A Customizing FileMaker Pro This appendix shows you how to customize FileMaker Pro by setting application and document preferences for options like: 3. Click OK. 1 1 1 1 1 1 1 Setting general application preferences network protocol and user name color palette Mac OS memory and saving plug-in activation graphics storage actions to perform automatically when opening and closing a file spelling Setting application preferences Application preferences apply to any file you open.
A-2 FileMaker Pro User’s Guide Do this To Select To Windows: Type a name for User name Set the name that identifies the user. This value is used, for example, when you choose Insert Mac OS: Select System in the menu > Current User Name, or as the host name when you host files on a network. User Name area Always lock layout tools Keep a layout tool selected until you select a different one or press Enter.
Customizing FileMaker Pro Do this To Select during idle time Save changes when the file is idle or when the file cache is full. Select every or when necessary, then choose an interval from the list Save changes at a specified time interval or when the file cache is full. Saving less often on battery-powered portable computers conserves power. Saving more often reduces the chance of data loss in a system crash.
A-4 FileMaker Pro User’s Guide FileMaker Pro matches the text in the left column of the Dialing Preferences dialog box with the phone number in your database. When it finds the longest matching entry in the left column, it dials the corresponding entry in the right column. In this example, if the number in your database is 408 555-3930, FileMaker Pro dials 3930.
Customizing FileMaker Pro A-5 Setting document preferences Document preferences affect the current database file. You can set different document preferences for different files. Note A shared file has the same document preferences for every user. You can change the document preferences if you have the master password or if there isn’t password protection in the file. See chapter 9, “Protecting databases with passwords and groups.” To set document preferences: 1. Open a FileMaker Pro file. 2.
A-6 FileMaker Pro User’s Guide Setting document spelling preferences FileMaker Pro can check your spelling as you type. You can also have the Spelling dialog box always appear where you place it onscreen. Select how you want to be alerted as you type Choose where you want the Spelling dialog box to appear To use the spelling checker, see chapter 2, “Adding and viewing data.
Appendix B Backing up and recovering files Power failures, hardware problems, and other factors can damage a FileMaker Pro file. While the recover feature of FileMaker Pro may be able to salvage your damaged file, it is strongly recommended that you back up your important FileMaker Pro files on a regular basis. Consistent and properly executed backups are the best protection against damaged or corrupted databases.
B-2 FileMaker Pro User’s Guide 4.
Backing up and recovering files quit will occur when the file is between hard-drive updates. In this situation, the next time the database is opened, FileMaker Pro runs a consistency check on the file and the file typically opens without problems. However, if the unexpected quit occurs during a hard drive update, the file is likely to require recovery.
B-4 FileMaker Pro User’s Guide 3. Choose File menu > Recover. 4. In the Open Damaged File dialog box, select the file you wish to recover. 5. Click Open. 6. Name the recovered file, and make sure that it is being saved to the desired location. FileMaker Pro inserts Recovered as the default name. 7. Click Save. FileMaker Pro will attempt to recover the file. For large files, this may take some time, as each record, field, layout, and script must be tested and copied to the new file.
Appendix C FileMaker Pro Quick Reference (Windows) Keyboard and mouse shortcuts Working with layout objects Show/Hide T-squares Ctrl+T Align objects using the current settings Ctrl+K Square the object being resized Ctrl+resize Align to grid off while resizing/moving an object Alt+resize / Alt+drag Toggle the current tool with the selection tool Enter (numeric keypad) Bring an object forward Ctrl+Shift+F Toggle the object grids Ctrl+Y Bring an object to the front Ctrl+Shift+Alt+F Ungroup obj
C-2 FileMaker Pro User’s Guide Move insertion point to end of the word Ctrl+B Move insertion point to the beginning of the word Ctrl+A Move insertion point to start of line Home Move insertion point to start of text Ctrl+Home Select a word Double-click Select a line Triple-click Select a paragraph Four clicks Select entire contents of a text area Five clicks or Ctrl+A Editing Bold selected text or object Ctrl+Shift+B Remove all style from selected word or object (return to Plain) Ctrl+S
FileMaker Pro Quick Reference (Windows) Miscellaneous actions C-3 Move object in list in dialog box Ctrl+C or Ctrl+D Esc Omit Record (Browse) Ctrl+M Cancel a paused script Alt+N Omit Multiple (Browse) Ctrl+Shift+M Check/Uncheck the Omit checkbox in Find Alt+O Play or record sound in a sound field Space bar Define Fields dialog box Ctrl+Shift+D Select all Ctrl+A Execute script (first 10 scripts) Ctrl+1 — Ctrl+0 (by number) Sort Ctrl+S Use the layout pop-up menu F2, then C or D, then
Appendix D FileMaker Pro Quick Reference (Mac OS) Keyboard and mouse shortcuts Working with layout objects Set Alignment dialog box Shift-2-K Show/Hide T-Squares 2-T Sliding/Printing dialog box Option-2-T Align objects using the current settings 2-K Square the object being resized Option-resize Align to grid off while resizing/moving an object 2-resize/ 2-drag Toggle the current tool with the selection tool Enter Shift-2-F Toggle the object grids 2-Y Bring an object to the front Shift-Opt
D-2 FileMaker Pro User’s Guide Move insertion point to the end of the word Option-B Move insertion point to the beginning of the word Option-A Move insertion point to start of line 2-A Move insertion point to start of text 2-C Select a word Double-click Select a line Triple-click Select a paragraph Four clicks Select entire contents of a text area Five clicks or 2-A Bold selected object or text Shift-2-B Copy the found set (Browse) if no field is active Option-2-C 2-E Delete selection/
FileMaker Pro Quick Reference (Mac OS) Miscellaneous actions Help 2-? Cancel a dialog box Esc Modify the last find 2-R Cancel an operation 2-.
Index Symbols A ! 3-6 – 5-3, 11-3 " 5-3 " " 3-2, 3-3, 11-2, 11-4, 11-12 ## 7-11 & 5-3, 11-4 ( 5-3 ) 5-3 * 3-2, 3-6, 5-3, 11-3 + 5-3, 11-3 , 5-3 ...
I-2 FileMaker Pro User’s Guide viewing databases in 14-3, 14-6, 14-14 views for 14-14 Browsing records access privileges 9-1 described 2-1 groups of 2-1 in a list 2-2 individually 2-2 on Web 14-14 sorted 3-8 Built-in home page 14-3, 14-6, 14-8 hiding databases on 14-6 Buttons borders 7-17 changing appearance 7-14 copying or deleting 10-13 defining 10-12 described 10-12 non-printing 7-25, 10-13 performing scripts 10-2, 10-12 showing 10-13 C Cache, setting size A-3 Calculation fields changing 5-12 defining
Index exporting 12-1 file sharing 1-6, 13-1 importing 12-1 Crystal Reports 15-2 Currency exporting formats 12-7 formatting 6-22 Current date formatting 6-24 in calculations 11-7, 11-11 inserting on layout 7-11 pasting into fields 2-10 field 2-6 record 2-3 time formatting 6-24 in calculations 11-12 inserting on layout 7-11 pasting into fields 2-10 user name inserting on layout 7-11 pasting into fields 2-10 setting A-2 Current file.
I-4 FileMaker Pro User’s Guide Dictionaries adding words 2-15 described 2-14 main 2-14 user adding words 2-15 described 2-14 DIF format 12-1 Display formats 6-22 Document preferences A-5 Double arrow icon 13-2 Drag and drop described 2-9 disabling 2-9 enabling for text A-2 fields onto layout 6-16 objects 6-13 Drivers, ODBC 15-1 Drop shadow effect, objects 7-15 DRW format 2-12 Duplicate database files 8-10 Duplicate records finding 3-6 finding with scripts 10-13 Duplicating.
Index defining 5-3 deleting 5-12, 9-5 from a layout 6-17 described 1-2 displaying 1-3, 6-1 duplicating definitions 5-11 Edit items 2-9 editing 5-11 empty, finding 3-6 entry options 5-8 formatting 6-21, 7-1 scroll bars 7-2 identifying records 10-14 indexing 5-11 lookups defining 8-6 updating 8-13 maximum text entry 2-7 merge 6-17 moving between files 6-13 naming 5-5 opening URL from 2-8 options 5-5 Other items 2-9 pasting into 2-10 patterns 7-2 placing on a layout 6-15 planning 5-1 positioning 6-14, 7-19 re
I-6 FileMaker Pro User’s Guide Form View, Web setting up 14-10 viewing in browser 14-14 Formats default 6-22 display 6-22 international 1-7 Formatting calculations 6-22 custom line spacing 7-13 dates 6-23 export data 12-7 fields defaults 6-22 text 7-12 graphics 6-24 import data 12-1 merge fields 6-18 paragraphs 7-12 repeating fields 7-7 scroll bars 7-2 tables 6-10 text 6-22, 7-12, 7-13 times 6-24 Forms See also Layouts Standard form layout 6-3 viewing records as 2-2 Formulas calculation fields 5-5 changin
Index I Identification fields 10-14 Importing See also Exchanging files, Exporting, Inserting appending new records 12-2, 12-3 canceling 12-5 cross-platform considerations 12-1 data order 12-2 described 12-1 destination file 12-2 dictionaries 2-14 Excel spreadsheets 12-4 exception fields 12-2 field order 12-4 field types 12-6 file formats supported 12-1 found set 12-5 into existing files 12-3 layouts 6-8 ODBC data 15-5–15-13 from more than one table 15-8, 15-11 options 12-2 record order 12-2 related record
I-8 FileMaker Pro User’s Guide duplicating 6-8 Envelope 6-5 field boundaries 7-17 fields displaying 1-3, 6-1 dragging onto layout 6-16 placing 6-15 removing 6-17 selecting 6-12 form layout 6-3 form view 2-2 graphic objects 7-14, 7-16 importing 6-8 Labels 6-4 margins 7-22 modifying 6-8 naming 6-8 objects adding 6-12, 7-14, 7-16 deleting 6-13 enhancing 7-15 locking 6-15 non-printing 7-25 on Web 14-12 placing related records 6-16 print area 7-22 printing overview 7-22 procedures 4-4 subsummary reports 4-3 wi
Index Movies deleting 2-13 inserting into fields 2-12 script step 10-7 moving 2-12 on the Web 14-4 pasting 2-13 playing 2-12 Moving fields between files 6-13 movies 2-12 objects between applications 6-13 between layouts 6-13 on layouts 6-14, 7-19 part labels 6-28 record to record 2-4 to calculation fields 2-7 to summary fields 2-7 Multi-key fields 8-6 Multimedia 2-12 Multiple platforms. See Cross-platform Multi-table databases.
I-10 FileMaker Pro User’s Guide Palettes color 7-15, A-2 pen 7-15 Size 6-14, 7-19 tools 7-14 Paragraphs attributes 7-13 formatting 7-12 Parameters separating 11-5 Parameters, function described 11-5 Part labels, displaying 6-28 Parts.
Index Preview mode 1-3, 4-3 Previewing See also Printing columns 6-9 layouts 4-3 records 4-3 subsummary reports 6-28 Primary keys. See Match fields Print area objects outside 7-22 viewing 4-3, 7-22 Print preview.
I-12 FileMaker Pro User’s Guide importing 12-2 sorting 8-11 summarizing data 8-12 Relational databases See also Portals; Related fields; Related files; Related records; Relationships copying related records 2-5 defining 8-9 defining portals 6-19 deleting related records 2-5 described 8-2 duplicate filenames for 8-10 finding and omitting related records 3-4 many-to-many relationships between data 8-15 master file described 8-2 planning 8-8 match fields described 8-2 planning 8-5 one-to-many relationships b
Index automating relookups 10-8 backup script B-1 buttons 10-12 changing 10-10 commands 10-6 copying 1-7, 10-10 DDE 10-9 defining 10-4 deleting 10-10 deleting menu items 10-10 described 10-2 designing 10-3 dialing phone numbers 10-9, A-3 displaying error messages 10-6 duplicating 10-10 examples 10-13 external 10-2 for ODBC import 15-13 importing 10-11 keyboard shortcuts 10-11 looping 10-6 modifying 10-10 naming 10-4 passwords 9-1 pausing 10-2 adding to scripts 10-5 described 10-2 example 10-1 performing 10
I-14 FileMaker Pro User’s Guide records on Web 14-13 related fields 3-9 related records 8-11 relationships in dialog box 8-11 repeating fields 3-9 summary fields 3-10 Sounds copying 2-8 deleting 2-13 inserting into fields 2-12 on the Web 14-4 playing 2-13 recording 2-13 Source file, import 12-2 Space, removing blank 7-22 Spelling See also Dictionaries checking 2-14 options 2-14 setting preferences A-6 Splitting repeating fields 12-8 Spreadsheets converting 12-6 importing 12-4 SQL 15-1 building queries 15-
Index copying 2-14, 6-13 cutting 2-14, 6-13 deleting 2-14, 6-13 editing 2-14 fields 5-4 finding 3-3 formatting 6-22, 7-12 line spacing 7-13 operators 11-4 paragraphs 7-12 pasting 2-14, 6-13 removing 2-14 replacing 2-14 rotating 7-18 selecting 2-13, 6-12 styles 7-12 tool 7-10 typing values in fields 2-7 using drag and drop A-2 Text fields.
I-16 FileMaker Pro User’s Guide home page 14-3, 14-6, 14-8 Instant Web Publishing browser pages 14-3, 14-6, 14-14 remote administration 14-8 requirements 14-3, 14-4 setting up 14-7 setting up layouts 14-12 styles 14-11 testing databases 14-13 tracking user activity 11-13, 14-8 Web Security Database 14-5, 14-9 Web styles 14-11 Wide layouts printing 4-2 Wildcards in searches 3-2 Windows setting size A-5 WKS format 12-8 WK1 format 12-1 Workgroups, sharing files 14-2, 14-7 World Wide Web.
