User manual

ManualsBrandsClaris FileMaker ManualsApplicationsFileMaker Pro 5

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Table Of Contents

Preface Learning how to use FileMakerPro
- Registration and customer support
- Using the FileMakerPro documentation
  - How this guide is organized
  - A note about the illustrations
- Using FileMakerPro Help
Chapter 1 FileMaker Pro basics
- About databases
- About FileMaker Pro files
- Performing menu commands
  - Using toolbars
  - Using context menus
- Managing files
Chapter 2 Adding and viewing data
- About working with records in Browse mode
- Viewing records
- Adding and duplicating records
  - Adding and duplicating related records
- Deleting records
- About entering data in records
- About working with graphics, sounds,andmovies
- About working with text
- Working with OLE objects
Chapter 3 Finding and sorting information
- Finding records
- Sorting records
Chapter 4 Previewing and printing information
- About printing information in a database
- Preparing to print
- Previewing data on a layout
- Printing
Chapter 5 Creating a database
- Planning a database file
- Creating a FileMaker Pro file
- About defining database fields
- Setting options for fields
- Changing field definitions
- Deleting field definitions and data
Chapter 6 Creating and managing layouts and reports
- About layouts and reports
- Creating layouts and reports
- Working with, duplicating, deleting, orrenaming layouts
  - Setting up to print records in columns
  - Setting up View as Form, View as List, and View as Table
- About working with objects on a layout
- About working with fields on a layout
- About layout parts
Chapter 7 Customizing layouts
- Customizing fields on a layout
- Customizing the appearance of a layout
- Arranging objects
- Using tools to precisely position objects
- Controlling how things print
Chapter 8 Working with related files
- Displaying data from related files
- Working with relational databases
- Changing relationships
  - Choosing a different relationship for a portal
  - Summarizing data in portals
- Defining lookups between files
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
Chapter 10 Creating scripts to automate tasks
- About scripts
- Creating scripts: an overview
  - Planning scripts
  - Storing settings before creating a script
  - Defining scripts
- About ScriptMaker steps
- Control script steps
- Navigation script steps
- Sort, find, and print script steps
- Editing script steps
- Fields script steps
- Records script steps
- Windows script steps
- Files script steps
- Spelling script steps
- Open Menu Item script steps
- Miscellaneous script steps
- Changing scripts
- Duplicating, renaming, or deleting scripts
  - Deleting scripts
- Importing scripts
  - To import a script
- Listing scripts in the Scripts menu
- Using buttons with scripts
  - Defining buttons
  - Copying, changing, or deleting buttons
- Example of a ScriptMaker script
  - Finding duplicate records
Chapter 11 Using formulas and functions
- About formulas
- About functions
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 FileMakerPro file
- Exporting data from FileMaker Pro
  - Exporting subsummary data
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
Chapter 14 Publishing databases on the Web
- About publishing databases on the Web
- How users work with databases on the Web
- What you need to publish databasesontheWeb
- Publishing databases on the Web: an overview
- Enabling FileMaker Pro Web Companion
- Configuring FileMaker Pro WebCompanion
- Enabling Web Companion sharing
- Setting up browser views
- Testing your published database
- About browser views for web publishing
Chapter 15 Using ODBC with FileMakerPro
- About ODBC
  - ODBC terminology
  - ODBC support in FileMakerPro
- Sharing FileMakerPro data via ODBC
- Accessing FileMakerPro data from an ODBC client application
  - Configuring the ODBC control panel
- Importing data from other data sources
- An ODBC import example
- Importing ODBC data with a join
  - Specifying a SQL join
- Automating ODBC connections
Appendix A Customizing FileMaker Pro
- Setting application preferences
- Setting document preferences
  - Setting general document preferences
  - Setting document spelling preferences
Appendix B Backing up and recovering files
- Backing up files
  - Using a backup script
- Maintaining files
  - Saving a compressed copy
  - Understanding file damage
- Recovering damaged files
  - When to recover
Appendix C FileMaker Pro Quick Reference (Windows)
- Keyboard and mouse shortcuts
Appendix D FileMaker Pro Quick Reference (Mac OS)
- Keyboard and mouse shortcuts
Index

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.

This chapter explains how to:

1 create relational databases and lookups

1 define and change relationships between database files

1 set up advanced relational database structures, such as many-to-

many relationships

Displaying data from related files

When you have data in another file that you want to use in the current

file, you can access, display, and work with that data in two ways:

1 A relational database allows data from another file (or the same

file) to be displayed, edited, and used in the current file, without

having it copied to the current file. The data is always part of the

other file only. Data displayed in the current file changes whenever

the data in the other file changes.

1 A lookup copies data from another file into a field in the current

file. After the data is copied, it becomes part of the current file (and

remains in the file it was copied from). Data copied to the current file

doesn’t automatically change when the data in the other file changes.

To establish a connection between files for relational databases and

lookups, you first define a relationship, an expression that tells

FileMaker Pro how to match records in one file with records in

another file. Then you choose the fields that contain the data you

want to work with.

Note All files involved with relational databases and lookups must

be FileMaker Pro 5 files. (Files created with earlier versions of

FileMaker Pro may be used, but the files must be converted to

version 5 first.)

Lookups copy data from another file into the current

file, in fields that belong to the current file

R20Client ID

NY-ParisRoute

R20Client ID

NY-ParisRoute

In relational databases, data from another file is displayed

in the current file, in fields that belong only to the other file

R20Client ID

NY-ParisRoute

R20Client ID

NY-ParisRoute