FileMaker Pro 7 User’s Guide TM
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Contents Preface Introducing FileMaker Pro Using this manual Using FileMaker Pro documentation Where to find PDF documentation Online Help Templates, examples, and more information Suggested reading FileMaker Pro overview Creating simple or complex databases Using layouts to display, enter, and print data Finding, sorting, and replacing data Protecting databases with accounts and privilege sets Creating scripts to automate tasks Sharing and exchanging data 7 7 7 8 8 8 9 9 9 10 10 10 11 Chapter 1 Using dat
FileMaker Pro User’s Guide Chapter 2 Creating databases Planning a database Creating a FileMaker Pro file Defining database fields About naming fields About choosing a field type Defining text, number, date, time, timestamp, or container fields Defining calculation fields Defining summary fields Setting options for fields Defining automatic data entry Defining field validation About storage and indexing options Defining database tables Creating layouts and reports About layout types Setting up a layout
Contents Chapter 5 Protecting databases with accounts and privilege sets Protecting databases Accounts, privilege sets, and extended privileges About the predefined accounts About the predefined privilege sets Planning security for a file Password-protecting a file Creating accounts and privilege sets Viewing accounts and privilege sets Creating accounts Creating accounts that authenticate via an external server Creating privilege sets Viewing extended privileges 81 82 83 83 84 85 85 86 86 87 88 89 Chapt
FileMaker Pro User’s Guide
Preface Introducing FileMaker Pro FileMaker® Pro is the leading workgroup database software for quickly creating and sharing solutions adapted to your business needs. Powerful features, broad platform support, and an easy-to-use interface make FileMaker Pro indispensable for anyone who needs to track and manage people, projects, and information.
FileMaker Pro User’s Guide All of the PDF files use the tagged Adobe Portable Document format (PDF). Tagged PDF files work with assistive technology such as the screen readers JAWS for Windows and Window-Eyes. For more information about tagged PDF files, see the Adobe web site at www.adobe.com.
Introducing FileMaker Pro 9 FileMaker Pro overview Using layouts to display, enter, and print data Here is an overview of the capabilities of FileMaker Pro. 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.
FileMaker Pro User’s Guide For more information about creating layouts, see “Creating layouts and reports” on page 48. Finding, sorting, and replacing data Features for finding, sorting, and replacing data allow you to manipulate your data in many ways. You can find records that meet criteria you specify, such as records entered on a certain date or addresses in a particular city. You can open another window in order to perform different searches on the same data.
Introducing FileMaker Pro Sharing and exchanging data A benefit of storing data in FileMaker Pro is sharing your data with others. You can share your data with other FileMaker Pro users on a network, use the web publishing capabilities to share data over the web, or use ODBC (Open Database Connectivity) and JDBC (Java Database Connectivity) to share FileMaker Pro files with ODBCand JDBC-compliant applications.
FileMaker Pro User’s Guide
Chapter 1 Using databases This chapter explains the basics of how to: 1 1 1 1 1 1 1 1 open, close, and save files create records in a database add and edit data in fields find records using different criteria An invoicing system is an example of a more complex database, with multiple related tables, multiple layouts, and calculated fields. You can also view a subset of your data, for example, only invoices for a particular month.
FileMaker Pro User’s Guide A database can consist of one file with one table, which might hold the names, addresses, and telephone and fax numbers of all your clients. A database can also consist of several files, each of which can contain one or more tables that, together, contain all the information about related topics (sometimes called a database system). Using the relational capabilities of FileMaker Pro, you can join information between files and tables to create a relational database.
Using databases You might be required to enter an account name, password, and domain name (Windows only), depending on how FileMaker Network Sharing is configured on the host. 15 The original database window, in which you can search the records To open a file as the host, see “Enabling file sharing and hosting files” on page 74. Note You can open a FileMaker Pro for Windows file on the Mac OS, and vice versa. If you intend to move files across platforms, it’s best to include the .
FileMaker Pro User’s Guide 1 Windows: Click the close box in the upper right corner of the document window. 5. For Save a (Windows) or Type (Mac OS), choose one of the following options: 1 Choose To Copy of current file Duplicate the entire file, including the tables, field definitions, layouts, scripts, page setup options, and data. Duplicating a file is useful before you make extensive changes.
Using databases If you perform any of the above actions without also performing an action that does cause a save (such as modifying data), the change won’t be saved when you close the file. FileMaker Pro considers the above actions to be minor changes, and they are not saved with the file unless the file is also modified in a more significant way. For example, if you open a file, perform a find, then close the file, FileMaker Pro does not save the found set with the file.
FileMaker Pro User’s Guide The following illustration shows the same layout in three views. View as Form Field labels To Do this Set a precise column width Select one or more columns, then right-click (Windows) or Control-click (Mac OS). Choose Set Column Width from the shortcut menu. In the dialog box, type a width, choose units from the list, then click OK. Sort records 1 1 One record View as List One record Click a column heading.
Using databases 19 Selecting the active record In Browse mode, a table has one active (selected) record at a time for each window. For more information about working with multiple windows, see “Opening multiple windows per file” on page 15. In this view The active record is View as Form The record that you’re displaying. View as List or View as Table The record that’s marked with a solid bar along the left side. To work with another record, click in the record to make it active.
FileMaker Pro User’s Guide To move Do this Quickly through records Drag the slider right or left 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 See “Finding records” on page 23. Note If a file is locked or write-protected, or if you don’t have access privileges to create records, FileMaker Pro will not add or duplicate records.
Using databases 21 To delete Do this in Browse mode A related record Select a portal row in the current table by clicking inside the row but outside any fields in the row. Choose Records menu > Delete Record, then click Delete. Note To delete related records, Allow deletion of portal records must be selected in the Portal Setup dialog box.
FileMaker Pro User’s Guide Entering and changing data in fields You can enter or import data up to the character limit for the field type. You can view and print only the data that fits within the field boundaries. To Click in the field in Browse mode, then Enter data in a text field Type the text (up to 1 billion characters). Enter data in a number field Type the values (from 10400 to 10-400). Enter data in a date field Type one date on one line in the field.
Using databases 23 Finding records To find records, work in Find mode. You type criteria (the value or values to find) into fields in a find request, which looks like a blank record. When you perform a find, FileMaker Pro searches through all the records in a table, comparing the critieria you specify with the data in the table. Records with data matching the criteria become the found set, which is the subset of records being browsed. Records that don’t match are omitted.
FileMaker Pro User’s Guide To Do this To find Show all records again In Browse mode, choose Records menu > Show All Records. In Find mode, choose Requests menu > Show All Records. You don’t need to choose Show All Records before performing finds. FileMaker Pro always searches all records in the tables you specify unless you have narrowed the existing found set. Type this in the field Words that contain specific The characters.
Using databases To find Type this in the field Examples To find *"son & Phillips" finds Johnson & Phillips and Paulson & Phillips Exact matches of the text you specify == (two equal signs) ==John finds John but not John Smith ==John Smith finds John Smith but not Smith, John or John Smithers Exact matches of whole words you specify = =Market finds Market, Market Services, and Ongoing Market Research but not Marketing or Supermarket Partial phrases (a sequence of words or characters) Characters,
FileMaker Pro User’s Guide To find Type this in the field Examples To find Type this in the field A Boolean number in a number field or in a calculation field that produces a Boolean result 1 to find True values 1 finds 1 0 finds 0 Invalid data (fields containing no numbers) in a number field or calculation field that produces a numeric result ? 0 to find False values Ranges of information See the next section.
Using databases Finding data in related fields Finding empty or non-empty fields You can enter find criteria in related fields that are displayed in a portal or directly on a layout. To find fields that are Type this in the field Not empty (i.e., fields that have data) * Empty = When you perform a find in a related field, FileMaker Pro displays all the records that have a related record matching the criteria you enter.
FileMaker Pro User’s Guide Records that match at least one of the sets of criteria, but not necessarily all (logical OR search) To widen your search, enter criteria in the first request. Choose Requests menu > Add New Request. Enter the second (set of) criteria. Continue adding requests for each (set of) criteria, then click Find.
Using databases 3. Type criteria for the records to exclude (type New York in the City field.) 4. Select Omit. 5. Click Find. 29 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.
FileMaker Pro User’s Guide Finding and replacing data Select To As in a word processing application, you can find and replace data across multiple fields (including related fields) in a record or in a find request, across a found set of records or find requests, or across text objects in a layout. You can search for data in any type of field except container fields and fields that are not modifiable.
Using databases The records remain sorted until you perform a find, add new records, or sort the records again. 31 You can print data based on the current layout or you can print information about the structure of the database To sort the records in the current found set: 1. In Browse mode, choose Records menu > Sort. 2. In the Sort Records dialog box, choose fields for sorting, in the order you want them sorted by, and sort options. For information about sort options, see Help. Current layout 3.
FileMaker Pro User’s Guide 1 variable information supplied by FileMaker Pro, like page numbers, the current date, and so on 1 the page margins you define 1 how fields set with sliding options close up blank space 1 records arranged in columns if the Layout Setup is defined to print in columns 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 wan
Using databases 33 Printing table and field information Choose FileMaker from the list To print table or field information: 1. Choose File menu > Define > Database, then click the Tables or Fields tab. 2. Select the table(s) or field(s) you want to print. To select more than one contiguous table or field in the list, Shiftclick the tables or fields. To select more than one non-contiguous table or field, Ctrl+click (Windows) or 2-click (Mac OS) the tables or fields. 3. Click Print. 4.
FileMaker Pro User’s Guide Automating tasks with scripts Setting preferences Scripts can do simple tasks like setting print orientation or complex tasks like preparing a customized mailing to clients. Scripts can incorporate conditional decisions (if-else statements) and perform repetitive tasks (loop statements). You can customize the appearance and behavior of FileMaker Pro to suit the way you work by changing standard settings called preferences.
Chapter 2 Creating databases This chapter explains the basics of how to: 1 1 1 1 1 plan a database define and modify fields define tables create layouts work with fields, objects, and parts on a layout Note See Help for detailed, comprehensive information and step-bystep procedures about using FileMaker Pro. To learn how to create, use, and customize a database, see Lessons 4-7 in the FileMaker Pro Tutorial.
FileMaker Pro User’s Guide 1 Multiple tables in multiple files. Use multiple files if you need to share the same data among several different database solutions. For example, you can store your tax rates or shipping information in a separate file if you plan to use that information in more than one solution. Client ID Client Name Street Use relationships to share data between tables in the same file or with tables in external files.
Creating databases For example, in the Clients table you might want to assign each client a unique, identifying number. You wouldn’t enter a client identification number into the table unless you had a new client to add, so the existence of a client number determines the existence of a record. Client ID Client Name Route ID Street Origin 8. For each table, decide which fields will store data, and which ones City will be used from other (related) tables.
FileMaker Pro User’s Guide For example, create separate layouts for printing labels or envelopes. 2. In the New Database dialog box, do the following: For more information about creating layouts, see “Creating layouts and reports” on page 48. To Do this 13. Create a form such as the one shown below to list the files and Create a file using a template Click Create a new file using a template, then double-click the name of a template. tables you need and the fields for each table.
Creating databases The Define Database dialog box appears. Choose the way fields are listed in the dialog box FileMaker Pro automatically creates the first table and the first layout. The table and the layout are given the same name as the file. Click to sort by field name or type To define fields, see the next section. Field names and definitions For more information about creating FileMaker Pro files, see Help.
FileMaker Pro User’s Guide 1 If you’re exchanging data with another application, check the field naming restrictions in the file formats supported by the other application. Select this field type If the field data will be Container 1 If you’re using ODBC or JDBC to share FileMaker Pro data, avoid 1 using SQL keywords in field names. 1 1 About choosing a field type When you define a field, you select a field type based on the kind of information the field will contain.
Creating databases 41 Keep these points in mind: For more information about field options, see Help. 1 Any field type except summary can store a global value. For more information, see “About storage and indexing options” on page 47. To Do this in the Options for Field dialog box Automatically enter values into the field Click the Auto-Enter tab, select the options, then click OK. See “Defining automatic data entry” on page 45.
FileMaker Pro User’s Guide 4. For Field Name, type a name for the field. To add a Do this See “About naming fields” on page 39. Constant value Type the value. A constant can be text, number, date, or time. Use date constants with the functions Date and GetAsDate, time constants with the functions Time and GetAsTime, and timestamp constants with the functions Timestamp and GetAsTimestamp, 5. For Type, select Calculation. You can enter a description of the field in the Comment box. 6.
Creating databases To Do this Set the field type of the Choose a data type for Calculation result is . result Choose the correct type for the result you want. See “About choosing a field type” on page 40. 43 The value in a summary field can change depending on where you place the field on a layout, how many records are in the found set, whether the records are sorted, and which mode you’re using.
FileMaker Pro User’s Guide Select this type of summary To summarize values in a field in the found set of records by For this summary type Fraction of Total of Calculating the ratio of the value in the field to the total of all the values in that field. For example, find what fraction of total sales can be attributed to each salesperson.
Creating databases 1 1 45 storing a global value 5. In the Options for Field dialog box, click the Auto-Enter tab and Furigana fields (Japanese language fields only) select options. (The available options depend on the field type.) Some field options help ensure the accuracy and consistency of your data. For example, if you type Frnc instead of France into the Country field, you won’t find that record when you later search for all customers from France.
FileMaker Pro User’s Guide 7. Select validation options for the field. Click Auto-Enter To require that the entered value Contains only numbers Select options for entering default data in the field 6. Click OK to close the Options for Field dialog box, or click another tab to set additional field options. Defining field validation You can select field validation options to ensure that data is entered into the field correctly. FileMaker Pro displays a message if you enter data incorrectly.
Creating databases To require that the entered value 47 1 Select Does not exceed the specified number Maximum number of characters, then of characters type the maximum number of characters allowed Click Validation Store the result of a calculation field in your database, or you can tell FileMaker Pro to perform the calculation only when needed (unstored). Storing the result is faster but takes up more space on the disk.
FileMaker Pro User’s Guide When you create a new file, FileMaker Pro automatically creates the first table and the first layout. The table and the layout are given the same name as the file. You create additional tables in the Define Database dialog box. 1. With the database open, choose File menu > Define > Database. 2. In the Define Database dialog box, click the Tables tab.
Creating databases 49 Important FileMaker Pro considers the selected printer, and print or page setup information when it calculates margins and other measurements on the layout. Printer and print settings depend on the printer and system software you’re using. Refer to your printer and system documentation for more information. About layout types Note You must create the fields to include on a layout before you begin the New Layout/Report assistant. See “Defining database fields” on page 39.
FileMaker Pro User’s Guide Simple columnar report layout Table view is one of three views available for any layout in FileMaker Pro. For more information, see “Viewing records” on page 17. As with a Columnar list/report layout, a Table view contains the fields you select, in the order you specify from left to right, with field names as column headings. Note Table view is similar to a simple Columnar list/report layout, but there are differences.
Creating databases 51 Setting up a layout to print records in columns You can set up a layout to print (or preview) records in columns, for example, for a directory of names and addresses. This is in contrast to a Columnar list/report layout, which arranges fields in columns.
FileMaker Pro User’s Guide It’s easiest to start with a Blank layout or a layout with no objects in the body part. To change the width of columns: 4. In the Layout Setup dialog box, click the Printing tab, select Print in The initial width of each column is calculated based on the paper size, orientation, and any margins you have set. To change the width of columns, do one of the following: columns, select options for the columns, then click OK.
Creating databases 53 Note If an object’s selection handles are gray instead of black, the object is locked. Toolbars To select In Layout mode, do this One object With the arrow pointer, click the object. (If the object is transparent, click its border.) Several objects at once Drag the arrow pointer to make a selection box that completely surrounds the objects. (If you press Ctrl (Windows) or 2 (Mac OS) while dragging, the selection box does not have to completely surround the objects.
FileMaker Pro User’s Guide Working with fields on a layout Placing and removing fields on a layout After you create a layout, you can place new fields on it, remove fields you don’t want displayed, and determine the format in which you want data displayed. You can place a field anywhere on any layout, as many times as you want. (You can place only fields that you’ve defined. See “Defining database fields” on page 39). Fields on a layout are objects, which you can select, move, resize, and reshape.
Creating databases 3. In the Specify Field dialog box, select the field to place. 55 Deciding where to place related fields You can place related fields directly on layouts or in portals. 1 To place a field from another table, choose the table Select the field to add Select to use the field name as the field label To choose a field in another table, choose the table from the table list above the list of fields. Then select a field from the fields list.
FileMaker Pro User’s Guide Formatting field data on a layout Use FileMaker Pro field formats to control how data appears on a layout. The formats you specify don’t change the data as it’s stored in the database, and you can specify different formats each time you place a field on a layout (whether it’s on the same layout or a different layout). For example, if you enter –5123 into a number field, you can format it in one place to display as –$5,123.00 and in another place as <5123>.
Creating databases 57 Specifying formats for date fields Specifying formats for time fields You can control how FileMaker Pro displays the values in date fields, and calculation fields with date results. You can control how FileMaker Pro displays time values in fields. Note To avoid confusion when using dates in fields, FileMaker recommends that you always format date fields to display four-digit years. fields with a time result. 1.
FileMaker Pro User’s Guide Specifying formats for timestamp fields You can control how FileMaker Pro displays timestamp values in fields. You format a timestamp field by separately formatting its three components: date, time (excluding the seconds portion), and seconds (including fractional seconds). 1. In Layout mode, select one or more timestamp fields, or calculation fields with a timestamp result. You see examples of the options you choose in the Sample area. File icons do not scale.
Creating databases 59 Allowing or preventing entry into fields 4. Click OK. You can allow or prevent entry into a field. For example, you can restrict entry into a field containing a serialized number, so the field can’t be modified. You can set separate Browse mode and Find mode data entry options, which would allow you to permit finding serialized numbers even though they can’t be entered. For more information about working with fields on a layout, see Help.
FileMaker Pro User’s Guide Header Body Layout part Description Footer Appears at the bottom of every screen or page (unless you add a title footer). You can have only one footer in a layout. Title footer Appears only once at the bottom of the first screen or page and replaces the normal footer (if one is specified). You can have only one title footer in a layout.
Chapter 3 Working with related tables and files This chapter explains the basics of how to: Use lookups to: 1 1 1 1 plan a relational database create and edit relationships create and edit lookups FileMaker Pro uses related tables as the basis for relational databases and lookups. Relational databases allow you to work with data from other tables dynamically, so that you can change data in one place and your changes are reflected in all places where the related data appears.
FileMaker Pro User’s Guide 1 Define a lookup to copy data from a related table into a field in the target table. The copied data is now stored in two places, just as if it were copied and pasted into a target field. Looked up data is current at the time it is copied, but once copied it remains static unless it is re-looked up or the lookup is triggered again.
Working with related tables and files Relational database terminology Before you begin working with relational databases and lookups, you should understand the following terms. These terms are explained in the sections that follow. Term Description Current table For relational databases, the table that you are currently working in. For lookups, the table that the data is copied to. External table A table outside of the current file, in another file.
FileMaker Pro User’s Guide About the relationships graph When you work with tables in the relationships graph, you are using them to organize your view into your data. Each table occurrence in the relationships graph represents a separate view into your data. When you join two tables, you are leveraging the two existing views to create a third view.
Working with related tables and files Use a single-criteria relationship when you want to relate two tables based on a single common value, such as a serial number or an ID number. For example, a clients database has two tables: Clients, which stores names and addresses, and Phone Numbers, which stores phone numbers and types of phone numbers, such as work, home, fax, and so on. The data is split between two tables because a single client can have multiple phone numbers.
FileMaker Pro User’s Guide Table Match fields Match fields In this relationship, both Client ID and Rental Date are match fields to the Rental Line Items table. A record in the Clients table with a Client ID value of 1000 and a Rental Date value of 10/10/2004 will only match those records in the Rental Line Items table where both fields Client ID and Rental Date have values of 1000 and 10/10/2004, respectively.
Working with related tables and files Relational operator Matches these records x All records in the left table are matched to all records in the right table, regardless of the values in the match fields Match field Match field Match fields 67 Match field Indicates that several different relational operators are used in this relationship Greater than relational operator In this example, the Tour Date fields in the Tours table and the Clients table are match fields.
FileMaker Pro User’s Guide For example: If fields Contain values Starting Date E 11/01/2005 Ending Date E 12/01/2005 These related records are returned from Table F 11/14/2005 11/27/2005 For more information about the types of relationships, see Help. Planning a relational database For information about planning a relational database, see “Planning a database” on page 35.
Working with related tables and files 5. Repeat step 4 for each match field you intend to use in this 69 6. Click OK to save your changes and close the relationships graph. relationship. For more information about match fields, see “About match fields for relationships” on page 64. Move the pointer over the table header to display the names of the source table and source file Click once to collapse all but the match fields. Click again to collapse all but the table name.
FileMaker Pro User’s Guide 5. Select options for the relationship. Select the relational operator Select options for the tables in the relationship To Select Add a related record (to the related table) whenever you enter data into a related field in a record of the current table. (See “Adding and duplicating records” on page 20.) Allow creation of related records in this table via this relationship.
Working with related tables and files 2. For the calculation field, define a formula that includes an aggregate function for the type of summary calculation you want to perform. For example, if you are in the Invoices table and want to define a calculation to total the related values in the Price field of the LineItems table, use the formula 71 . Records in related table Current table Relationship Client ID C200 Name Smith 3.
FileMaker Pro User’s Guide 10. Select options for the lookup. Editing lookups To To edit a lookup: Do this Specify an action when values in For If no exact match, then, select an option to the match fields do not match copy no value, copy the next lower or next exactly higher value that’s in the lookup source field, or enter a fixed value to be used instead Prevent null (empty) data in the lookup source field from being copied to the lookup target field Select Don’t copy contents if empty.
Chapter 4 Sharing and exchanging data This chapter explains the basics of how you can share FileMaker Pro databases: 1 FileMaker Network Sharing: You can share FileMaker Pro databases on your network, which allows multiple FileMaker Pro users to access and use the same database file simultaneously. 1 Importing and exporting data: You can exchange information between FileMaker Pro and other applications by importing and exporting data.
FileMaker Pro User’s Guide Enabling file sharing and hosting files 4. Select the file(s) to be hosted from the list of Currently open files. Because many FileMaker Pro commands are processed on the host machine, you will see better performance if you host your shared files from the fastest available computer. The file you’re hosting must be on the hard disk of your computer.
Sharing and exchanging data 3. To see the available files from a host, select the host. In the 75 Database change Limitation Or, for Network File Path, type the network path (for example, fmnet://). Tables, fields, relationships (database schema) Two people can’t modify any of these elements at one time. 4. Click Open. File references Two people can’t modify or define file references at the same time. Available Files list, select the file you want to open.
FileMaker Pro User’s Guide If FileMaker Pro Clients do nothing Attempts to close the file after 30 seconds, if it can be closed safely For more information about sharing files over a network, see Help. Importing and exporting data You can exchange information between FileMaker Pro and other applications by importing and exporting data.
Sharing and exchanging data You can choose whether to replace or not replace data on a field-byfield basis. Records in the target file are replaced with the same number of records from the source file. If there are more importable records in the source file, data from the extra records in the source file will not be imported unless you also choose Add remaining data as new records. If there are more records in the target file, data in the extra records in the target file will not be replaced.
FileMaker Pro User’s Guide Fields in the source file For FileMaker Pro files containing multiple tables, select a table to import from 4. If you see the First Row Option dialog box, choose whether the = indicates match fields Arrows show that data will import into the fields at right first row of data contains field names or the first record of data, then click OK. 5.
Sharing and exchanging data To export related fields, select the related table from the list FileMaker Pro exports these fields 79 1 the Internet Protocol (IP) address of the computer that hosts your database files You can publish your databases as web pages within a local network or intranet, or to users on the web. You don’t have to change your database or use additional software.
FileMaker Pro User’s Guide
Chapter 5 Protecting databases with accounts and privilege sets This chapter describes the basics of how to use accounts and privilege sets to restrict what users can see and do in a FileMaker Pro file.
FileMaker Pro User’s Guide Accounts, privilege sets, and extended privileges Accounts authenticate users who are attempting to open a protected file. Each account specifies an account name and usually a password. Any user that cannot specify valid account information won’t be able to open a protected file. Each database file contains two predefined accounts: Admin and Guest. For more information, see “About the predefined accounts” on page 83.
Protecting databases with accounts and privilege sets 83 Enabling extended privileges only makes it allowable for certain privilege sets to access shared data. To actually access the shared data, you must also set up sharing for the type of access that you want. For more information on sharing data, see chapter 4, “Sharing and exchanging data.” For more information on extended privileges, see “Viewing extended privileges” on page 89.
FileMaker Pro User’s Guide Planning security for a file Privilege Sets Privilege Full Access Data Entry Only Read-Only Access Override data validation warnings on off off Disconnect user from FileMaker Server when idle off on on Allow password modification on on on Password change number of days off off off Minimum password length off off off Available menu commands all all all A new FileMaker Pro file is initially unprotected.
Protecting databases with accounts and privilege sets 7. Open the file using different accounts and test each privilege set that you created. Make sure the restrictions work the way you want, and make any needed corrections to your privilege sets. If you publish FileMaker Pro databases on the web, be sure to review and implement the security guidelines described in the online manual, FileMaker Security Guide, available in the Electronic Documentation folder (inside the English Extras folder).
FileMaker Pro User’s Guide Viewing accounts and privilege sets The Define Accounts & Privileges dialog box displays a list of all the accounts and privilege sets for a file. To view the accounts and privilege sets for a file: 1. Open the database file. 2. Choose File menu > Define > Accounts & Privileges. You see the accounts defined for this file.
Protecting databases with accounts and privilege sets 87 For example, you may want to keep the account inactive until you finish setting up its privilege set. Users cannot open a database using an inactive account name and password. 7. For Privilege Set, choose the privilege set you want to use with this account. You can choose an existing privilege set, or choose New Privilege Set and create a new one. For more information, see “Creating privilege sets” on page 88. 8.
FileMaker Pro User’s Guide Important When a database file contains one or more External Server accounts, make sure you use operating system security settings to limit direct access to the file. Otherwise, it might be possible for an unauthorized user to move the file to another system that replicates your authentication server environment and gain access to the file. For more information, see the FileMaker Server documentation. 2. Click New. The Edit Privilege Set dialog box appears.
Protecting databases with accounts and privilege sets Viewing extended privileges Extended privileges determine the data sharing options that are permitted by a privilege set for a file. For example, if the file is shared, the Access via FileMaker Network extended privilege determines if the privilege set allows opening the shared file as a client. The Access via Instant Web Publishing extended privilege determines whether the privilege set allows accessing the database from a web browser.
FileMaker Pro User’s Guide
Chapter 6 Converting FileMaker databases from previous versions Because FileMaker Pro 7 uses a new file format, you must convert FileMaker Pro files created in earlier versions to the new file format. The conversion process makes it possible for you to use your previous files with FileMaker Pro 7, but it’s important to note that: 1 information on how to view the Conversion.
FileMaker Pro User’s Guide When you convert files, FileMaker Pro 7 preserves your original files and creates new, converted files in FileMaker Pro 7 format. The original files are not modified, and you can open them in the previous version of FileMaker Pro that created them. The converted files can be opened only in FileMaker Pro 7. The Conversion dialog box appears, where you can choose to rename the existing file prior to conversion.
Converting FileMaker databases from previous versions 93 In most cases, FileMaker Pro converts the file and opens it. If conversion doesn’t work or error messages appear, see “Solving basic conversion problems” on page 95. To convert multiple files at once: 8. Using a text editor such as Notepad (Windows) or TextEdit If you attempt to convert files that are currently open, an alert message will appear indicating that the files are already in use, and they won’t convert. (Mac OS), open the Conversion.
FileMaker Pro User’s Guide Important Do not choose a folder that contains any of your original files. If you do, then converted files may be renamed (by appending a number to the filename) to prevent the converted files from replacing the original files. This renaming of files could cause file references to convert improperly, which affects relationships and other features that rely on file references. 6. Click Open in the Open Multiple files dialog box to start the conversion.
Converting FileMaker databases from previous versions Note If you later need to convert the same files again, make sure you convert the files into an empty folder; move or delete any files from the previous conversion attempt, or create a new folder for the next conversion. This prevents converted files from being renamed during the next conversion which could cause file references to convert improperly. Reading the Conversion.log file You should open and read the Conversion.
FileMaker Pro User’s Guide database administrator, consult your database administrator for password information. For more information, see “Passwords” in the next section. Converting FileMaker Pro 1.x and 2.x databases FileMaker Pro 7 cannot convert databases created with FileMaker Pro 1.x or 2.x. To use these files with FileMaker Pro 7, you must convert them using FileMaker Pro 3.x, 4.x, 5.x, or 6.x, and then convert them again using FileMaker Pro 7.
Converting FileMaker databases from previous versions 1 Custom user dictionary: When you convert a database file that references a custom dictionary file, the converted file continues to look for the dictionary in its previous location. If you move or delete the dictionary from that location, the converted file will no longer have access to information in the custom dictionary.
FileMaker Pro User’s Guide Find requests for Boolean information are also more restrictive. For example, in a previous release of FileMaker Pro, a find request in a number field for True would find the values 1, True, Yes, Y, y, T, or t. In FileMaker Pro 7, this find request would only find the value True. You can modify your find request to make the found set match what was returned in previous releases. You can also use the Find/ Replace command to make your data consistent.
Index Symbols A B ! 27 – 39 " 39, 42 " " 24 # 24 & 39 ( 39, 42 ) 39, 42 * 24, 27, 39 + 39 , 39 ... 26 / 39 // 26 : 39 :: 39 ; 39 < 26, 39 <= 26 = 25, 27, 39 == 25 > 26, 39 >= 26 ? 26 @ 24 [ 39 ] 39 ^ 39 _ 39 ~ 25 ≠ 39 ≤ 26, 39 ≥ 26, 39 Access privileges.
FileMaker Pro User’s Guide Changing data in fields 22 find requests 29 lookups 72 preferences 34 relationships 69 Characters maximum in fields 22 not allowed in field names 39 Clients described 73 limits, on the web 79 performing tasks 75 saving files 73 Clones 16 Closing windows and files 15 Columnar list/report layout See also Layouts described 49 Columns changing width 52 in tables 18 printing records in 51 Comma-Separated Text format 76 Committing data 16 Compacted copies of files 16 Comparison op
Index Empty or non-empty fields 27 Encryption. See Accounts; Privilege sets Entering data automatically 45 Furigana 41 typing in fields 22 Envelope layout See also Layouts described 51 Excel format 76 Exchanging files exporting 76, 78 importing 76 relational databases 61 with other applications 76 Exporting See also Exchanging files described 76 file formats 76 formatting 78 Extended columnar layout.
FileMaker Pro User’s Guide mixing find and omit 28 multiple 28 narrowing criteria 27 operators in 23, 26 order of 29 repeating 29 reverting 29 Finding and replacing field values 30 Finding records See also Find requests adding new request 28 all records 24 Boolean numbers 26, 97 described 23 duplicate records 27 empty or non-empty fields 27 exact values 25 excluding records 28 invalid values 26 logical AND searches 27 logical OR searches 28 multiple criteria 27 omitting records 28 order of requests 29
Index described 60 field labels 55 footer 60 grand summary 60 header 60 subsummary 60 title header and footer 60 Layout pop-up menu 15, 48 Layouts adding fields 54 Blank 51 Columnar list/report 49 columns changing width 52 setup 51 creating 48 described 9, 48 Envelope 51 fields displaying 9, 48 dragging onto layout 54 merge 52 placing 54 removing 55 selecting 53 form layout 49 form view 17 Labels 50 placing related fields 55 printing 32 related fields, placing 55 Standard form 49 tools 52 types 49 vertical
FileMaker Pro User’s Guide P Page breaks, viewing in Preview mode 31 Page margins, displaying in Preview mode 32 Page numbers 50 viewing in Preview mode 32 Page orientation for printing 32 Parts. See Layout parts Passwords defining 85 protecting files with 85 related files, planning 37 troubleshooting 95, 96 Picture fields. See Container fields Placing fields on a layout 54 merge fields 55 related records 55 Planning databases 35 file security 84 relational databases 35 Pointer tool.
Index match fields 63 planning 64 planning 35, 68 portals 63 related tables described 63 planning 35 terminology 63 Relational operators 63, 66, 70 Relationships See also Relational databases changing 69 comparative 66 creating 68 described 63 multi-criteria 65 planning 37 returning range of records 67 self-joining 68 single-criteria 64 types 64 Relationships graph 63, 64, 69 described 69 Repeating find requests 29 Reports See also Layouts; Subsummaries Columnar list/report creating 48 previewing 31 record
FileMaker Pro User’s Guide T Table view, described 50 Tables defining 47 described 13 naming 48 viewing records as 17, 18 Tabs, inserting in fields 22 Tab-Separated Text format 76 Tagged PDF files 8 Templates creating files 38 described 38 suppress New Database dialog box 38 Text See also Fields attributes 56 fields 40 finding 25 formatting 56 rotating Asian text 58 selecting 53 Text fields described 40 entering and editing values in 22 Time fields described 40 entering and editing values in 22 Times
