User manual

40 FileMaker Pro User’s Guide
Typically, databases are organized in one of three ways:
1 A single table in a single file. Use a single table if you need to track
data in one category only, such as names and addresses.
1 Multiple tables in a single file. Use multiple tables if your data is
more complex, such as students, classes, and grades.
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.
Note Use relationships to share data between tables in the same file
or with tables in external files. Other database elements, such as
scripts and access privileges, are stored at the file level; therefore,
some complex solutions will benefit from using multiple files.
5. Determine the database tables and the data they will include, and,
in turn, which fields you will need.
Tip To make it easy to search and sort records, create separate fields
for first and last name, titles, (like Mr. or Dr.), and items in addresses
(city, state or province, country, and postal code). Separating your
data into multiple fields at the time of data entry can make it easier to
generate future reports. For example, using separate fields to capture
transaction details such as the date, item number, quantity, and unit
price of each transaction makes it easier to compile summary and
subsummary reports at the end of a week, month, or year.
6. Decide which fields will contain common data among the tables.
For example, a database for a travel agency might include these tables:
a Clients table, which stores client information; a Routes table, which
stores route information; and a Tours table, which stores the tours and
their current prices.
A Clients table might have fields for a client identification number,
and the client’s name, address and phone number. A Routes table
might have fields for a route identification number, the departure city,
and the destination city. A Tours table might have fields for a tour
identification number and tour name.
7. Determine the match fields for each table, and circle each one in
your plan.
For more information, see “About match fields for relationships” on
page 72.
Client ID
Street
Postal Code
Client Name
City
Tour ID
Clients table
Routes table
Tour Name
Tours table
Phone
Route ID
Destination
Origin
Tour ID
Route ID
Destination
Tour Name
Origin