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Filemaker Pro 10

1. Choose range j today s date invalid date or time anyone character anyone digit zero or more characters escape next character match phrase from word start match phrase from anywhere relaxed search Japanese only Date Paid 1 1 2009 Tip Alternatively you can type any operator from the menu directly into a search field Your find request should now have 1 1 2009 inthe Date Paid field 4 Immediately after the ellipsis type 6 30 2009 Date Paid 1 1 2009 6 30 2009 5 Click Perform Find or press Enter or Return Your search returns six records for six members who paid their fees within the first six months of the year 2009 Narrow your search Sometimes you might need to find records that match certain criteria while at the same time excluding others for example finding all of the records that were added in a given year except for those added in a particular month or finding all customers who reside in the United States except for those in New York City You can perform these types of finds by using a combination of multiple find requests and omitting certain records Because FileMaker Pro processes multiple find requests in the order they are created it is possible to create very specific layered searches in this manner Omitting records in a search does not delete them from the database To find the records of members who paid their fees in 2009 except for the m
2. JAccess via Instant Web Publishing fmiwp Access via ODBC JDBC fmxdbc _ Minimum password length Access via FileMaker Network fmapp Access via FileMaker Mobile fmmobile Available menu commands All Access via XML Web Publishing FMS only fmxml v To add edit or delete Extended Privileges use the tools in the Extended Privileges tab Extended privilege settings appear here Note Because you set up the Sample file for Sharing on a network in lesson 11 FileMaker Network extended privileges are enabled in the Privilege Set dialog box 8 Click OK Temporary Staff appears in the privilege set list This privilege set can be used by one or more accounts 9 Click OK 10 Click Allow to close the alert You see the Confirm Full Access Login dialog box Type Admin for Full Access Account leave the Password blank then click OK 11 When you are finished with this lesson Exit or Quit FileMaker Pro to close all open files For more information You have learned how to create accounts passwords and assign privilege sets to them You have also learned how to create custom privilege sets and how they can be used for specific business reasons To learn more about how accounts passwords and privilege sets can protect your databases see the FileMaker Pro User s Guide and FileMaker Pro Help Lesson 13 Keeping your data safe Power failures disk problems and other unexpected computer problems can happ
3. Font Size Style E Insert Sort Ascending Sort Descending Sort By Value List Find Matching Records Choose this item from the shortcut menu Constrain Found Set Extend Found Set Export Field Contents Your find request returns records for four members who live in New York This is the found set The pie chart in the status toolbar shows the found set as a portion of all the records in the database Number of records in the found set PSI 429 Total number of records in the database Found Records 6 Click the book icon or slider to view each of the four records in the found set Find records based on criteria in separate fields You can find records that match multiple criteria for example members who are both from the United States and are new members This type of search is commonly referred to as an AND search To perform an AND search in FileMaker Pro type each search criterion directly into the appropriate field in Find mode To find all members who live in the United States and are new members 1 Click Find in the status toolbar FileMaker Pro switches to Find mode In Find mode you create a find request using the fields marked with a Type the criteria you want to search for directly into the fields on the request 2 Type USA inthe Country field 3 Type New in the Membership Type field 4 Click Perform Find in the status toolbar Your find request returns a found set of two
4. locate and sort information create and enter records in a simple database create mailing labels create calculations buttons and scripts Create and run reports create relationships between FileMaker Pro database tables learnhow files can be shared with other users on your network or over the internet protect information in your database by assigning user accounts and privilege sets and by backing up your databases It takes approximately four hours to complete this tutorial which can be done in one session or several shorter sessions How to use this tutorial These lessons are based on the membership database of a fictitious travel firm The Corporate Travelers Club Corporate travelers who are members of this club save their businesses money on travel costs and the club s expenses are offset by an annual membership fee FileMaker Pro is used to track the members names addresses and membership status as well as to generate labels and form letters to contact members You must complete these lessons sequentially as concepts introduced in early lessons are assumed to be understood in later lessons The sample file that you work in progresses through the lessons This tutorial assumes that you are familiar with your computer s operating system Opening files locating folders and other activities that require some knowledge of your computer s OS are a necessary part of completing this tutorial Because usin
5. Draw the button at the top of the layout Place the button here di a lt 33 The Corporate Travelers Club Header A A A A A AR in LI Contact info Membership info In the Button Setup dialog box select the Go to Layout command from the list In the Options area select the Club List layout 54 FileMaker Pro Tutorial 8 Select Rounded button for button style In Browse or Find mode clicking on the selected set of objects will Go to Layout Club List Members Specify Club List Specify the Club List layout Button Style O Rectangular button 2 Rounded button Select M Change to hand cursor over button Ro unded button Indicate web compatibility Learn More Cancel Ea 9 Click OK 10 Notice that the insertion point is now in the center of your button Type Go to Club List in your button to identify it 11 Click outside the button If you need to move the button select it and drag it to the desired location as with any other layout element To test your button click Save Layout then Exit Layout to switch to Browse mode and click the button The button takes you to the Club List layout Perform a series of tasks using a script As you have just seen you can use a button to perform a single command To make FileMaker Pro perform a sequence of commands use a script About scripts A script lets you construct a series of instructions for FileMaker
6. The Club List layout displays only four of the fields present on the Data Entry layout 4 Go to the Layout pop up menu and return to the Data Entry layout No data has been lost 14 FileMaker Pro Tutorial View your layouts as forms lists and tables You can view your layouts in three different ways as a form as a list and as a table Form View displays your current layout one record at a time List View shows your current layout as a list with one record appearing beneath another Table View shows you many records at one time in a grid Generally layouts can be toggled between Form View List View and Table View while the database 1s in Browse mode The Corporate Travelers Club First Name Last Name Company Membership Type Mary Smith Continuing Smith Andre Steve Common Williams Ogawa Kentaro Marie Durand Michelle Cannon Andre Common ABC Company John Smith Steve Williams ABC Company Patrick Kentaro Ogawa ABC Company Jean Durand XYZ Inc Marie Durand DEF Ltd Continuing Michelle Cannon XYZ Inc John New John Smith XYZ Inc Sophie Tang DEF Ltd New Patrick Murphy XYZ Inc Juanita Alvarez DEF Ltd pan posa purer Da ne lew john nc
7. Betty Wilson XYZ Inc continuing Sophie Tang DEF Ltd William Continuing Juanita Alvarez DEF Ltd Julia New Betty Wilson XYZ Inc Ahmet Continuing William Johnson DEF Ltd f Continuing Julia Vargas XYZ Inc Annelies Continuing Ahmet Mehmet XYZ Inc Fo rm vi ew Jens Jensen Continuing Annelies Verhaag DEF Ltd i Continuing Jens Jensen XYZ Inc nee parca New Juan Garcia DEF Ltd Gerard LeFranc Continuing Gerard LeFranc XYZ Inc Jutta Schmidt New Jutta Schmidt XYZ Inc Sven Svensson New Sven Svensson DEF Ltd i Matti Virtanen XYZ Inc Matti Virtanen Continuing I Noronha XYZ Inc ER Noronha Jacques Dupont DEF Ltd Continuing A N Other DEF Ltd 100 and ES Browse New Vassilis Papanicolaou XYZ Inc New Costanza Ferrini XYZ Inc Bengt Larsen DEF Ltd List view Table view The Club List layout viewed as a form then as a list and then as a table Switch between Form View List View and Table View in the same layout to see how they are different 1 In the sample file switch to the Club List layout You see many records displayed as a list Lesson 2 Browsing information 15 Explore the status toolbar and layout bar The status toolbar at the top of the FileMaker Pro window gives you quick access to FileMaker Pro menu commands you use everyday The default buttons on the toolbar vary depending on which mode you are in You can add and remove buttons to customize the status toolbar in any mode The layout bar below the stat
8. Select and move the Fee Paid field then click Next You want to organize the records by Membership Type so move this field to the Report categories list then click Next Move the Last Name field to the Sort order list to sort the records in each group of membership types alphabetically by members last names Click Next Specify subtotals and grand totals A summary field is a type of field you can specify when you define fields Summary fields allow calculations across all of the records in your found set In general when you need to total data across a number of records you must use a summary field Lesson 9 Creating and running reports 63 In the Membership Fee Report you want to see subtotals for fees paid by each type of member New and Continuing and to see a grand total of both groups fees at the end of the report To accomplish this you need to specify subtotal and grand total summary fields in the New Layout Report assistant The summary field you will use is Membership Revenue which has already been defined for you in the Sample file Membership Revenue totals the fees entered in the Fee Paid field 1 For Summary field click Specify and select Membership Revenue from the list of available fields then click OK 2 For Category to summarize by use the default value of Membership Type 3 For Subtotal placement use the default value of Below record group 4 Click Add Subtotal to add the Membersh
9. Now drag the Body tab up to just above the page boundary The page boundary line will disappear Dragging the body tab above the page boundary limits your form letter to a single page 9 Use the scroll bar at the bottom of the screen to scroll to the right until you see a heavy dotted line along the right side This is the right side page boundary Your letter will be within these boundaries 10 Scroll back all the way to the left 11 Scroll up to the top of the layout Create the text block You will create a text block with a 2 inch margin on all sides 1 Select the Text tool T in the status toolbar 2 Drag a rectangle starting about 2 inches from the top left side of the layout and ending about 2 inches from the bottom right side as indicated by the page boundary lines When you release the mouse the insertion point flashes in the top left of the text box You will type the letter inside this box Add the address 1 Choose Insert menu gt Merge Field Select First Name in the list and click OK Type a space Choose Insert menu gt Merge Field Select Last Name in the list and click OK Press the Enter Windows or Return Mac OS OO OF Bb W N Add merge fields for the street address city and country with appropriate spaces new lines and punctuation lt lt First Name gt gt Last Name lt lt Home Address 1 gt gt lt lt Home Address 2 gt gt lt lt City gt gt lt Coun
10. Copy fp7 is selected Lesson 11 Sharing and exchanging data 73 B Select All users for Network access to file 6 Click OK Note Windows You might receive a security warning from the operating system when you enable network sharing in FileMaker Pro Sample Copy is now hosted on your computer You must keep this file open to make it available to users on your network Opening a remote file A file is considered remote when it is stored on a networked computer other than the computer you are using After a host opens a shared file in FileMaker Pro up to nine users can open the remote file as clients To open a remote file 1 Choose File menu gt Open Remote 2 For View select Local Hosts to see a list of hosts Note If your computer is not on a network or if there are no FileMaker Pro files currently being hosted no files are listed in the Open Remote File dialog box Open Remote File E Select to see a list of hosts View Local Hosts To narrow down the list type a few letters ofthe file you are looking for osts MySampleServer 100 100 100 100 Available Files Fiter Q Sample Copy Select the file you want to open Add to Favorite Hosts Network File Path fmnet 100 100 100 100 Sample Copy Example fmnet hostIPAddress filename Add to Favorites Cancel Or type the network Select the computer that is ah the file you hosting the file you want to open
11. Country Company Fee Paid Date Paid MembershipType Membership Revenue Number Member Since A radio button set displays values as radio option buttons Users typically select only one value Repetitions C Create label Select Membership Types value list 7 Click OK Your radio buttons should be visible in Layout mode Company Company Membership Type New Continuing fee Fed EPs aaa sussu seua Date Paid Date a Membership Type field formatted as radio buttons 8 Click Save Layout then Exit Layout to switch to Browse mode then test your value list and buttons by clicking them Lesson 7 Simplifying data entry 49 Generate values with a calculation field When you want FileMaker Pro to perform a calculation for you for example to determine the amount of tax owed or the proper fee to be paid you use a calculation field Calculation fields are one of the FileMaker Pro field types FileMaker Pro can perform simple and complex calculations The calculation formula uses values from the current record or related records The formula can use values from all field types You can use calculations to return text values for example combining the contents of first name and last name fields into a full name field dates times timestamps and the contents of container fields Create a calculation field Members of the Corporate Travelers Club pay an annual fee New members pay a fee of 200 while cont
12. Name Fee Paid Continuing Alvarez Juanita 100 Cannon Michelle 100 Common Andre 100 Jensen Jens 100 Johnson William 100 LeFranc Gerard 100 Mehmet Ahmet 100 Noronha J 100 Other A N 100 Smith Mary 100 Tang Sophie 100 Vargas Julia 100 Verhaag Annelies 100 Continuing 1300 New Dupont Jacques 200 Durand Marie 200 Durand Jean 200 Ferrini Costanza 200 Garcia Juan 200 Larsen Bengt 200 Lee John 200 Murphy Patrick 200 Subtotals Ogawa Kentaro 200 Papanicolaou Vassilis 200 Schmidt Jutta 200 Smith John 200 Svensson Sven 200 Virtanen Matti 200 Williams Steve 200 Wilson Betty 200 3200 asso Grand Total 100 and T Browse Lesson 9 Creating and running reports 65 Delete a record to see updated summary values When you work in List View or Table View in Browse mode FileMaker Pro automatically updates summary values when data values are added or changed To delete a record and see summary values update dynamically 1 Select the record for Gerard LeFranc lembership Fee Repo Last Name First Mame Fee Paid Continuing Other A N 100 Mehmet Ahmet 100 Common Andre 100 Verhaag Annelies 100 LeFranc Gerard 100 Noronha J 100 Tm mm e Tom m An Selectthe record for Gerard LeFranc 2 Click Delete Record then Delete The subtotal for new members and the grand total show updated values Save and send a report as a PDF file After you run a report you can save it as a PDF file and send it as an ema
13. Next 7 Select Report with grouped data New Layout Report Choose Report Layout O Columnar list report Sets up a simple columnar report The fields you specify appear left to right across the body of the layout with field labels as column headings If there are many fields they will extend beyond the right page margin _ Constrain to page width Report with grouped data Sets up a complex report in an extended columnar layout Grouping records lets you summarize your data by any field such as region or month Select either or both of the checkboxes if you want to total group data Include subtotals Include grand totals Cancel 8 Click Next Select the fields used in this report 1 Select the first field to be used in this report Membership Type and move it to the Layout fields list 2 Select and move the Last Name field Lesson 9 Creating and running reports 59 3 Select and move the First Name field Specify Fields Specify the fields you want on your layout Make sure the fields are in the order you want them to appear on your layout Available fields Current Table Members v Layout fields First Name Membership Type Last Name Last Name Home Address 1 Home Address 2 City Country Company Move All Fee Paid Date Paid Clear All Membership Type Membership Revenue Number Member Since 4 Click Next 5 Move the Membership
14. Preview mode Assign a script to a button While buttons are generally more convenient for users scripts are a more powerful feature allowing you to combine many menu commands into a single executable action Using a button to run a script gives you the best of both features To assign the script you just created to the button you created earlier 1 Choose Data Entry from the Layout pop up menu in the layout bar 2 Click Exit Preview then Edit Layout in the layout bar 3 Double click the button you created earlier in this lesson 4 In the Button Setup dialog box select the Perform Script script step near the top of the list on the left In Browse or Find mode clicking on the selected set of objects will Perform Script lt unknown gt Options Do Nothing Control Select Perform Script Resume Script Perform Exit Script Halt Script Current Script S C Fl pt Set Variable Install OnTimer Script Pause E Specify Navigation Go to Layout Go to Record Request Page Button Style Go to Related Record Go to Portal Row 2 Rectangular button Go to Object O Go to Field Rounded button Go to Next Field Go to Previous Field Enter Browse Mode MI Change to hand cursor over button Enter Find Mode Enter Preview Mode Indicate web compatibility Learn More Cancel fox 5 In the Options area for Current Script click Specify Select Preview Labels Layout from the list of available scr
15. Specify Options for the Saved Find dialog box Specify Options for the Saved Find Provide a name that represents this find request criteria You can also modify the criteria that will be saved 1 2009 OMIT 3 1 2009 3 31 The current find EROS request appears Advanced Cancel GR 2 For Name type 2009 Fees Paid Except March and click Save Find records using a Saved Find To run your saved find request 1 In Browse mode click Show All in the status toolbar The pie chart in the status toolbar once again shows the total number of records in the sample file ip F tu Total Unsorted Records 22 FileMaker Pro Tutorial 2 Do one of the following Windows Click the down arrow to the right of the Find button and under Saved Finds choose 2009 fees paid except March Mac OS Click and hold the Find button and under Saved Finds choose 2009 Fees Paid except March Once again only the 11 records meeting the criteria you specified in your Saved Find appear Sort your found set After you have a found set of records to work with you might want to sort those records For example you might want to display the records in alphabetical order or sort them from newest to oldest To sort records in alphabetical order by the members last names 1 In the layout bar click the Layout pop up menu and choose Club List La 2 Sr ARIA El Fi Records Show Al
16. databases allow you to group information for reports sort information for mailing labels count your inventory or find a particular invoice Computerized databases offer many additional advantages over their paper based counterparts speed reliability precision and the ability to automate many repetitive tasks How is a database organized A database file is organized into one or more tables Tables store records Each record 1s a collection of fields Imagine your address book 1s a FileMaker Pro database file Each listing in your address book is one record in an Address Book table Each record has information such as name address city and so on Each of these pieces of information name address and city 1s stored in a separate field How is field data displayed FileMaker Pro displays fields on layouts Each layout 1s based on a single table and displays records from that table Imagine that your database has a Tasks table in addition to the Address Book table A layout based on the Address Book table will display fields and records from the Address Book table A layout based on the Tasks table will display fields and records from the Tasks table Lesson 1 FileMaker Pro basics 9 FileMaker Pro basics FileMaker Pro is a cross platform application Files created on a Mac can be opened in FileMaker Pro on a computer running Windows and vice versa Unlike most word processing or spreadsheet programs FileMaker Pro saves your
17. in the status toolbar to see your results in Browse mode Display a number as currency You can display a number as currency even though only the number is typed into the field Formatting affects only the way data is displayed It does not change the data 1 Click Edit Layout 2 In the Membership info tab panel select the Fee Paid field 3 Choose Format menu gt Number 4 Select options as shown in the following Number Format dialog box i Fixed number of decimal digits z W Use notation Currency Leadina Inside Currency symbol 4 Do not display number if zero Mumeral type Hall width Default 5 Click OK 6 Click Save Layout then Exit Layout to see the formatted data Note You might need to click the Membership info tab or move to another record to see formatted data in the Fee Paid field Add color to a tab panel You will change the color of the Membership info tab panel to match the color of the header in this layout 1 Click Edit Layout 2 Select the Membership info tab to select this panel 3 Right click Windows or Control click Mac OS the Membership info tab choose Fill Color then Other Color Lesson 5 Customizing what you see 37 4 In the Color dialog box enter the value 238 for Red Green and Blue then click OK Note In the Mac OS you might have to click the sliders icon and choose RGB Sliders from the list to enter the values The color of the Membership info tab
18. new records you add in the appropriate place in the sort order when you commit save each record in the database To add a record and see that it is sorted automatically 1 Click New Record in the status toolbar You see a blank record in the Club List layout Note Depending on the size of your FileMaker Pro window you might have to scroll down to see the blank record 2 For First Name type Conne1 for Last Name type Jordan for Company type DEF Ltd for Membership Type type New 3 Click outside the Membership Type field to commit the new record in the database The new current record 1s sorted alphabetically by last name in the list 4 Choose Records menu gt Unsort Notice the records return to the order they were before you sorted the found set and the new record appears at the bottom of the list This 1s the order in which the records are stored in the database 5 Select the record for Connel Jordan if it is not already selected 6 Click Delete Record in the status toolbar then click Delete to remove this record from the sample file 7 When you are finished with this lesson close the file by choosing File menu gt Close For more information You have found records based on a variety of criteria narrowed your searches by omitting specific records and learned how to save find requests In addition you have sorted the result of your final found set and added a new record in sorted order For more informati
19. receive an error message make sure that all spaces and punctuation are identical to the formula shown above 14 Click OK to close the Manage Database dialog box The Renewal Fee field appears at the bottom of the layout below the Membership info tab panel Depending on the size of your screen you may need to scroll down to see 1t 15 Select the Renewal Fee field and its label and drag them under the Member Since field Lesson 7 Simplifving data entry 51 16 Notice that the format of the Renewal Fee label does not match the format of other labels in the sample database 17 Select the Renewal Fee label 18 Choose Format menu gt Text 19 Select 12 for Size Plain for Style and dark gray for color 20 Click OK Tip You can also use the Format Painter tool in the status toolbar to quickly copy and paste the format of layout objects Your calculation formula is now complete When data is entered in the Membership Type field FileMaker Pro will compare it to the word we are testing for Continuing The test is true if it matches this word and the calculation will return your first result 100 If it doesn t match the test is false and the second result is returned Test your calculation To see 1f your calculation works save and exit the layout and switch to the Membership info tab then try switching the value in the Membership Type field from New to Continuing Notice the result in the Renewal Fee field 1t
20. records for the two new members who live in the United States 5 To see all of the records in your database click Show All in the status toolbar Note It is not necessary to click Show All before performing another Find as FileMaker Pro finds records from the entire database by default Lesson 3 Finding and sorting records 19 Find records that match multiple criteria in the same field Sometimes you need to find records that match more than one criterion in a single field For example you may need to find all members located in either New York or London This type of search is commonly referred to as an OR search because your found set will consist of records that match any one of the find criteria To perform an OR search in FileMaker Pro you will need to use multiple find requests Type the first search criterion into the appropriate field of the first find request Create a second find request and enter the second search criterion in the same field When you click the Find button FileMaker Pro will retrieve all of the records that match any of the criteria you ve entered To find all members living in New York or London 1 Click Find in the status toolbar 2 Type New York in the City field 3 Click New Request in the status toolbar Notice that the status toolbar shows that there are currently two find requests Number of find requests Pr ln o a 5 a Total Find Reguests 4 Type London in the City fie
21. the entry 1 Go to the first record 2 Select the amount in Fee Paid First Name Jane Last Name Fee Paid Date Paid 11 11 2009 Container The text in the Fee Paid field is selected 3 Type the new amount 75 4 Click an empty area outside the field to save the change Delete a record 1 Go to the third record you created 2 Click Delete Record 3 Click Delete in the confirmation dialog box Notice in the status toolbar that only two records remain in the database Insert a file in a container field A container field can store pictures QuickTime files sounds you record or any other type of file that you want to keep in a database 1 Go to the first record 2 Select the container field 3 Choose Insert menu gt File 4 Choose the logo gif file located in the Tutorial folder Lesson 4 Creating a database and entering records 29 5 Click Open The GIF filename and icon are displayed in the container field 100 and ES Browse When you insert a file FileMaker Pro displays the file s icon and name in the container field but not the actual content of the file 6 When you are finished with this lesson close the file by choosing File menu gt Close For more information You have created a simple database and defined fields then added modified and deleted records and copied data between records For more information see chapters 2 and 3 in the FileMaker Pro User s
22. the year This staff needs to have access to your data but you want to prevent temporary employees from printing or exporting information in your database You can create a specific privilege set for temporary staff that does not allow access to printing or exporting data 1 Choose File menu gt Manage gt Accounts amp Privileges 2 Click the Privilege Sets tab 3 Select the Data Entry Only privilege set then click Duplicate Data Entry Only Copy is selected 4 Click Edit 5 For Privilege Set Name type Temporary Staff 6 For Description type No printing or exporting for temporary staff 80 FileMaker Pro Tutorial 7 Clear Allow printing and Allow exporting Edit Privilege Set Choose privileges and save them as a Privilege Set which can be used by one or more accounts If you edit a set all accounts that use it will be affected Privilege Set Name Description Temporary Staff No printing or exporting for temporary staff Data Access and Design Other Privileges Allow printing Allow exporting Clea rAllow Manage extended privileges p rl nti n g Allow user to override data validation warnings Disconnect user from FileMaker Server when idle a n d Al ow Allow user to modify their own password exp 0 rti n g C Must be changed every Records Create edit and delete in all tables v Layouts All view only v v v Value Lists All view only Scripts All executable only Extended Privileges
23. there must be at least one account with the Full Access privilege set For security reasons this account should have a password You can t change or delete predefined privilege sets except to enable or disable their extended privilege sets but you can duplicate predefined privilege sets and modify the copy to use it in a different way Manage Accounts amp Privileges Accoun ts Privilege Sets Extended Privileges Use this panel to manage privilege sets Each privilege set contains a set of permissions which can be used by one or more accounts Active accounts Description Privilege Set al Full Access Admin access to everything Predefined Data Entry Onl rite access to all records no read access to all records no Read Only Access Guest privilege sets Custom privilege sets While predefined privilege sets in FileMaker Pro provide for common types of data access creating unique privilege sets lets you limit access to specific aspects of a database such as which layouts can be viewed which menus are available and whether printing 1s allowed Extended privilege sets Extended privilege sets determine the data sharing options that are permitted by a privilege set such as whether a privilege set permits users to open a shared file or view a database in a web browser Create a custom privilege set Suppose your business relies on temporary staff at certain times of
24. total placement Specify Membership Revenue End of report RR Grand Totals Members Membership Revenue Add Grand Total Remove Grand Total End of report 8 Click Next Cancel lt Back Next gt 64 FileMaker Pro Tutorial Select a theme and create the header and footer 1 Select the Standard theme to set the text size color and style of the finished report 2 Click Next 3 Go to the Top center list and select Large Custom Text 4 Type Membership Fee Report for the header of the report and click OK 5 Go to the Bottom center list and select Page Number to number the pages in the report s footer 6 Click Next Create a script so you can run this report again 1 Click Create a script 2 Leave Script Name as it appears then click Next 3 Click View the report in Browse mode to display and edit records if it is not already selected 4 Click Finish You are in List View in Browse mode so that you can view summarized data on the screen The fees collected for each membership type are subtotaled beneath those members names and a grand total of all fees appears at the bottom of the report Note Depending on experimentation you may have done in earlier lessons your finished report may not look like the following 600 Sample Copy 10 29 lt a Total Sorted Layout Membership fee Repor vewas ENEE Creve 2a tanmen Last Name First
25. work automatically Consequently it s important to carefully consider your actions when making sweeping changes to your files especially when deleting records Once records are deleted they are completely removed from your database As you will learn in lesson 13 you should back up your files on a regular basis Backups can save you many hours of unnecessary work and worry in the event that your files become lost or damaged or records are inadvertently deleted About FileMaker Pro modes When you work in FileMaker Pro you work in one of four modes Use Browse mode to enter data and view records Use Find mode to locate a record or a group of records quickly Use Layout mode to specify how information will appear on the screen or when you print it Use Preview mode to see what the pages will look like when you print them After you have opened a database you can switch from one mode to another using either the View menu buttons in the status toolbar and layout bar or the mode pop up menu at the bottom of the application window al Sample N 29 Nay Total Sorted m Records na Delete Re Find Sort Layout Data Entry View As E E Preview Aa Edit Layout The Corporate Travelers Club Use buttons in the status toolbar and layout bar to switch modes Contact info First Name Mary Last Name Smith Home Address 1 123 Elm St Home Address 2 City New York Country USA Company
26. DEF Ltd Membership Type Continuing Fee Paid 100 Date Paid 12 12 2009 100 ad S Browse Use the mode pop up menu to switch modes 10 FileMaker Pro Tutorial For more information For more information on FileMaker Pro basic concepts see chapters 1 and 2 in the FileMaker Pro User s Guide You can also find comprehensive information about procedures and concepts in FileMaker Pro Help To access FileMaker Pro Help choose Help menu gt FileMaker Pro Help To access the FileMaker Resource Center on the web choose Help menu gt Resource Center Lesson 2 Browsing information You view enter or change data in Browse mode This 1s the simplest way to interact with your database In this lesson you will Open a database with data already in it move between records view information in different ways by switching layouts see the difference between form view list view and table view explore the status toolbar save a copy of the database Open a database and move between records To open the sample database 1 Open the Tutorial folder on your hard drive For the tutorial folder location see chapter 1 Where to find the sample file 2 Open Sample fp7 3 Notice The database is in Browse mode FileMaker Pro defaults to Browse mode when a database is opened The status toolbar shows there are 29 records in the sample database The first record 1s displayed Record currently dis
27. Evaluate this calculation from the context of Members E Current Table Members 9 Operators View all functions by name TA First Name 6 89 E If test resultOne resultTwo Last Name SY NA Int number Home Address 1 pq fe IsEmpty field Home Address 2 IsValid field 43 G Co IsValidExpression expression KanaHankaku text KanaZenkaku text KanjiNumeral text Date Paid Membership Type r a Katakana text 7 Last repeatingField Renewal Fee If test resultOne resultTwo Replace these placeholders with your calculation Calculation result is Number Y Do not evaluate if all referenced fields are empty Number of repetitions 1 Storage Options Learn More Verify the type of data to be returned by the calculation 9 Select the placeholder text test and type the following exactly as it appears here Membership Type Continuing 10 Select the placeholder text resultOne and type 100 11 Select the placeholder text resultTwo and type 200 12 Make sure the calculation result is set to Number Renewal Fee If Membership Type Continuing 100 200 The completed calculation Calculation result is Number rs Number of repetitions 1 Storage Options Y Do not evaluate if all referenced fields are empty Learn More Cancel e 13 Click OK If you
28. FileMaker Pro 10 Tutorial O 2007 2009 FileMaker Inc All rights reserved FileMaker Inc 5201 Patrick Henry Drive Santa Clara California 95054 FileMaker the file folder logo Bento and the Bento logo are trademarks of FileMaker Inc in the U S and other countries Mac and the Mac logo are the property of Apple Inc registered in the U S and other countries All other trademarks are the property of their respective owners FileMaker documentation is copyrighted You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker You may use this documentation solely with a valid licensed copy of FileMaker software All persons companies email addresses and URLs listed in the examples are purely fictitious and any resemblance to existing persons companies email addresses or URLs is purely coincidental Credits are listed in the Acknowledgements documents provided with this software Mention of third party products and URLs are for informational purposes only and constitutes neither an endorsement nor a recommendation FileMaker Inc assumes no responsibility with regard to the performance of these products For more information visit our website at www filemaker com Edition 01 Contents Lesson 1 FileMaker Pro basics How to use this tutorial Where to find the sample file Database concepts What 1s a database Why use a database How 1s a databas
29. Guide You will learn more about entering data in different field types and by different methods in lesson 7 For further information see chapters 2 and 5 in the FileMaker Pro User s Guide 30 FileMaker Pro Tutorial Lesson 5 Customizing what you see You can enhance the way your data looks by adding graphics and other effects In this lesson you will learn how layouts determine what you see add resize and move fields add a tab panel and change its color display values in a number field as currency Change text size style and color add graphics see where to find other ways you can customize a layout About layouts and tables Each layout is based on a single table and shows records from that table If your file contains only one table all layouts in your file will be based on that table If your file contains more than one table you must choose which table your layout will use at the time you create the layout although you can change this later if necessary The table you choose as the basis for your layout is important because it determines which fields and records are available for use on that layout Fields and records that are not stored in the current table can still be used but must be accessed through relationships You ll learn more about relationships in lesson 10 Making databases relational About customizing layouts Design layouts in Layout mode You can include any combination of fields
30. Pro to perform Like buttons scripts allow you to automate most of the FileMaker Pro menu commands as well as activate some commands not found in the FileMaker Pro menu structure Simple scripts can perform a single task while complex scripts might combine elements such as user feedback and control with programming techniques such as branching and looping to make powerful dynamic instruction sets Create a script to preview the Labels layout 1 Choose Scripts menu gt Manage Scripts 2 Click New to create a new script 3 In the Script Name text box type Preview Labels Layout 4 Select the Go to Layout script step and click the Move button You can also select and move script steps by double clicking them 5 In the Script Step Options area select the Labels layout next to Specify Lesson 8 Automating tasks with buttons and scripts 55 6 From the list on the left scroll down and select the Enter Preview Mode script step and move it over to your script Ty Edit Script New Script in Sample Copy Jeg View all by category v Script Name Preview Labels Layout Go to Layout Labels Members ie Enter Preview Mode Dm script 7 Close the Edit Script dialog box click Save then close the Manage Scripts dialog box 8 To run the script you have just created In Browse mode choose Scripts menu gt Preview Labels Layout FileMaker Pro displays the Labels layout and switches to
31. Type field to the Report categories list to organize the records by membership type New Layout Report Organize Records by Category Grouping records lets you summarize your data by any field such as region or month Your selection order determines the hierarchy of the categories in the report Report fields Report categories Membership Type Last Name First Name Membership Type Move Clear All Cancel lt Back Next gt Membership Type 1s referred to as a break field because you are using the contents of this field to break the records into categories for your report 6 Click Next 60 FileMaker Pro Tutorial 7 Move the Last Name field to the Sort order list This sorts the records in each group of membership types alphabetically by members last names Notice that the break field Membership Type appears automatically at the top of the Sort order list to enable FileMaker Pro to group records by this category before sorting data 8 Click Next New Layout Report Sort Records Your report will be sorted first by the categories you may already have chosen Specify any additional fields you wish to add to the sort order Report fields Sort order Membership Type Last Name amp Membership Type Last Name First Name Move Clear All Select a theme and create the header and footer 1 Select the Standard theme to set the text size color and style of th
32. ain to close the Manage Database dialog box 6 Use the book or slider in the status toolbar to move to the first company record ABC Company 7 Click Edit layout 8 Select the Portal tool H in the status toolbar and draw a box on the layout to hold the list of names 9 In the Portal Setup dialog box choose the Members table in Show related records from 10 Select Show vertical scroll bar 11 Leave the Initial row value at 1 Change the Number of rows value to 7 12 Click OK Making databases relational 70 FileMaker Pro Tutorial Add the fields in the portal 1 In the Add Fields to Portal dialog box select the First Name field and move it to the Included fields list 2 Select and move the Last Name field 3 Click OK 4 Use the Text tool T in the status toolbar and create field labels for the First Name and Last Name field labels above their respective fields in the portal The portal should look like this when you are done First Name Last Mame 5 Click Save Layout then click Exit Layout to view the list of members in each company ci A Company Address City a Country Click here to enter a new member for Displays a list of members from the related table 6 Test your new structure type the name of a new member at ABC Company then switch to the Data Entry layout and look to see if it appears as last record When you added the new member the relationship automatical
33. al folder MyFile fp7 is the file you created in lesson 4 This is the source file Click Open The Import Field Mapping dialog box appears For Target select Current Table Members For Import Action select Add new records Make sure that the First Name field under Source Fields is on the same row as the First Name field under Target Fields You can move target fields up and down in the list using the slider Place the pointer over the double arrow to activate the slider Repeat step 7 for Last Name Make sure that an appears between both the First Name fields and the Last Name fields If you don t see an between matching fields click to change the setting The remaining fields should have a between them The data in these fields will not be imported to the target file Arrows show that data will import into the fields at right Source file to import from Import Field Mapping Source MyFile fp7 Tafget Current Table Members x Targetfile to Source Fields Target Fields a IM po rt to First Name First Name Last Name Last Name 1 I Fee Paid Fee Paid Fields n the Date Paid Home Address 1 Fields In the source fl e Container Home Address 2 ta rg et file City Country Company i Nate Pai id Ms m po rt Update matching records in found set gt Target cannot receive data action a Manage Datab
34. and enter the values for this list New and Continuing typing each value on its own line Edit Value List value List Mame Membership Types Values C Use values from field C Use value list from another file Each value must be separated by a carriage return Use custom values Add a divider by entering a yphen on a line by itself conca 48 FileMaker Pro Tutorial 7 Click OK to close the Edit Value List dialog box 8 Click OK to finish Assign a value list to a field and display it as radio buttons 1 Click Edit Layout in the layout bar 2 Select the Membership info tab if it is not already displayed 3 Select the Membership Type field Membership Tres Membership Type a 4 Choose Format menu gt Field Control gt Setup 5 For Display as choose Radio Button Set 6 For Display values from choose Membership Types This 1s the value list you defined in the previous section Select Radio Button Set Field Control Setup Choose a control style and associated options for the selected field or field control or change the field that is the source of the data Some control styles and options are not available for some field types Control Style Display data from Display as Radio Button Set v Current Table Members Display values from MENTE v First Name Last Name Jindude Other item to allow entry of other values Home Address 1 Home Address 2 City
35. and form letter layouts You can use FileMaker Pro to create as many layouts as you like to organize information in any way you like You ll learn more about creating layouts in lesson 9 and in chapter 3 of the FileMaker Pro User s Guide For information about turning off spelling checking in specific fields in a file see FileMaker Pro Help 46 FileMaker Pro Tutorial Lesson 7 Simplifying data entry You can simplify the way you enter data in FileMaker Pro and improve accuracy by using value lists calculation fields and data auto entry In this lesson you will see how value lists can aid data entry write and test a calculation formula use a field s auto entry options to automatically enter data Enter data using value lists Value lists let you choose the value you want from a scrolling list a pop up menu checkboxes or radio buttons These lists can contain predefined values or can be constructed dynamically based on the values in a particular field They are an efficient way to enter frequently used values into your database Membership Type O New O Continuing A value list with predefined values displayed as radio buttons Define a value list 1 Open Sample Copy fp7 Choose Data Entry from the Layout pop up menu if it is not already selected Choose File menu gt Manage gt Value Lists 2 3 4 Click New 5 Name the new value list by typing Membership Types 6 Click in the Use custom values text box
36. ase r 10 Click Import gt gt Field Names Import Action Add new records o E Update existing records in found set Arrange by last order v Field Mapping gt Import this field Don t import this field 11 In the Import Options dialog box click Import 12 Review the information in the Import Summary dialog box then click OK Records in MyFile fp7 that contain first name and last name data have been added to Sample Copy fp7 The current found set contains the newly imported records Browse the new records to verify the imported data Click Show All in the status toolbar to see all records in the file 13 When you are finished with this lesson close the sample file by choosing File menu gt Close 76 FileMaker Pro Tutorial For more information You have learned how to enable file sharing using FileMaker Pro and how to import data into a FileMaker Pro file To learn more about sharing and importing data in FileMaker Pro see chapter 5 in the FileMaker Pro User s Guide and FileMaker Pro Help For information about publishing databases on the web see the FileMaker Instant Web Publishing Guide Lesson 12 Protecting data in FileMaker Pro Although your operating system includes file security features you should use FileMaker Pro accounts and privileges to protect your data In FileMaker Pro you restrict which users can access a file when you protect files by defining accounts an
37. can log in and access this database Account is authenticated via FileMaker y Account Name Le Nguyen Passwor co ee V User must change password on next login S p e C ify Account Status Active C Inactive setti n gs for Privilege Set Read Only Access Edit th S a C C 0 u nt Description Customer Service Agent Cancel A 11 Click OK You see the new account listed with the default Guest and Admin accounts 12 Click OK An alert appears informing you that the Admin account in the sample file is not password protected You must acknowledge this setting before FileMaker Pro allows you to continue 13 Click Allow to close the alert You see the Confirm Full Access Login dialog box 14 Type Admin for Full Access Account leave Password blank then click OK Note For security purposes always password protect the Admin account in files you create Create a privilege set About privilege sets Privilege sets specify a level of access to a database file In addition FileMaker Pro allows for extended privilege sets which determine sharing options for files Lesson 12 Protecting data in FileMaker Pro 79 Predefined privilege sets Each new database file has three predefined privilege sets Full Access permits accessing and changing anything in the file Data Entry Only permits only the viewing and entering of data Read Only Access permits viewing but not changing data In every database
38. changes as the membership type changes Automatically enter a serial number FileMaker Pro lets you automatically enter certain types of data for example incremental numbers when you create a new record Create a field for serial numbers 1 Click Edit Layout Choose File menu gt Manage gt Database In the Manage Database dialog box click the Fields tab if it is not already selected Select Number as the field type 2 3 4 For Field Name type Member Number 5 6 Click Create 7 Click Options 52 FileMaker Pro Tutorial 8 Select Serial number on the Auto Enter tab You don t need to change the Generate choice or the amounts for next value or increment by for this exercise Options for Field Member Number Auto Enter Validation Storage Furigana Automatically enter the following data into this Field Creation Date Modification Date Select Serial fw Serial number number Generate Opn creation C On commit next value E increment by 1 9 Click OK then click OK again to close the dialog box The new field appears at the bottom of the layout Again you might need to scroll down to see 1t 10 Drag the field and field label onto the Membership info tab then use the Format Painter tool to reformat the label so 1t matches the other labels on this layout 11 Click Save Layout then Exit Layout to switch to Browse mode Select the Membership info tab pane
39. cords by and a sort of the database by these fields Two additional elements are also required agrand summary layout part summary field s to display totals averages or counts 6 2 FileMaker Pro Tutorial Create a report with grouped data and totals To create the Membership Fee Report 1 2 3 Click Edit Layout Click New Layout Report For Layout Name type Membership Fee Report 4 Select List Report for the new layout type and click Next 5 6 Select Report with grouped data and then select Include subtotals and Include grand totals New Layout Report Choose Report Layout Columnar list report Sets up a simple columnar report The fields you specify appear left to right across the body of the layout with field labels as column headings If there are many fields they will extend beyond the right page margin Report with grouped data Sets up a complex report in an extended columnar layout Grouping records lets you summarize your data by any field such as region or month Select either or both of the checkboxes if you want to total group data v Include subtotals Y Include grand totals _ Cancel lt Back Click Next Select the fields used in this report 1 2 3 4 5 Select the first field to be used in this report Membership Type and move it to the Layout fields list Select and move the Last Name field Select and move the First Name field
40. ct then drag the Member Since field label to position it to the left of the Member Since field Notice that the format of the Member Since field label does not match the other field labels on the layout You can use the Format Painter tool to copy the format of one label and apply to another label 5 Select the Date Paid field label 6 Choose the Format Painter tool in the status toolbar A paintbrush appears next to the pointer Es Indicating you can copy and paste formats on the layout 7 Click the Member Since field label The format changes to match the format of the Date Paid field label 8 Resize the Member Since field label if necessary so the entire label can be seen 9 Select the Member Since field and drag it use the arrow keys or use the alignment tools or Align palette to align it with the Date Paid field 10 Select the Member Since field label and repeat step 9 11 Click Save Layout then Exit Layout to check the new field and label in Browse mode 12 Click New Record in the status toolbar You see today s date entered in the Member Since field in the new record The current date will be entered in the Member Since field in each subsequent new record 13 Click Delete Record then click Delete to remove the empty record from the file Lesson 5 Customizing what you see 35 Add a tab panel 1 Click Edit Layout 2 Select the Contact info tab to select the tab panel First Name Last Name Fir
41. d passwords The account name and password that users enter determine which privilege set 1s used These privilege sets limit what users can do in the file In this lesson you will learn How accounts passwords and privilege sets work together to protect your data How to create accounts passwords and privilege sets Create an account and password About accounts Accounts authenticate users who attempt to open a protected file An account includes an account name and usually a password Accounts can be set up for individual users or you can create accounts that are shared among groups of individuals such as a Marketing account Shared accounts are useful when you want fewer accounts to maintain and aren t concerned with tracking individual access to a database file However it s safer to create many accounts than to have multiple users share one account Passwords are case sensitive but account names are not When you create a database two predefined accounts are created Admin and Guest and three predefined privilege sets are available Full Access Data Entry Only and Read Only Access The Admin account is not assigned a password and is assigned the Full Access privilege set which permits access to everything in the file The Guest account allows users to open a file without specifying an account name 1s not assigned a password and is assigned Read Only privileges Manage Accounts amp Privileges Accounts Priv
42. e Double click Last Name in the list After lt lt Last Name gt gt press Enter Windows or Return Mac OS This moves the insertion point to the next line Double click Home Address 1 in the list then press Enter Windows or Return Mac OS Double click Home Address 2 in the list then press Enter Windows or Return Mac OS Double click City in the list Type a comma then a space Double click Country in the list Your label contents should look like this Label contents lt lt First Name gt gt lt lt Last Name gt gt lt lt Home Address 1 gt gt lt lt Home Address 2 gt gt lt lt City gt gt lt lt Country gt gt 10 Click Next 11 Select View in Layout mode 12 Click Finish 42 FileMaker Pro Tutorial 13 When you finish viewing your label layout choose View menu gt Preview Mode You see a page of labels as it will print Notice that not all records have the same number of lines of text Records with four line addresses display all lines In records needing only three lines the extra line is automatically omitted so there is no blank line in the labels Juanita Alvarez Bengt Larsen Mary Smith 147 Houston Avenue Vogts gate 33 123 Elm St New York USA Oslo Norway New York USA Michelle Gannon John Lee John Smith 123 4th St SW 123 St Johns Circle 41 Mary St Edmonton Canada London UK Sydney Australia Gerard LeFrano Andre Common ci Sven Svensson 147 W
43. e with the same name as your file You will now create fields in the table that will store information 5 To create the first field type First Name in the Field Name box Notice that the field type is Text 26 FileMaker Pro Tutorial Manage Database for MyFile Tables Fields Relationships Table MyFile 4 0 fields View by creation order E Field Name Type Options Comments Click to toggle Specify the field type Comment Cancel OK 6 Click Create 7 Type Last Name in the Field Name box then click Create 8 Type Fee Paid in the Field Name box select Number from the Type list then click Create 9 Type Date Paid in the Field Name box select Date from the Type list then click Create 10 Type Container in the Field Name box select Container from the Type list then click Create 11 Click OK You see empty fields in a new blank record Field labels identify the fields Your file 1s ready for data entry na will enter data here First Name Last Name Field rera labels sera sd Container Enter data into the database Now you can begin to enter data in MyFile Create the first record 1 If you don t see field boxes press Tab to begin data entry 2 Type Jane in the First Name field Lesson 4 Creating a database and entering records 27 3 Press Tab to move to the next field Note FileMaker Pro automaticall
44. e finished report then click Next 2 Go to the Top center list in the Header area and select Large Custom Text 3 Type Membership Type Report for the header of the report and click OK 4 Go to the Bottom center list and select Page Number to number the pages in the report s footer B Click Next New Layout Report Header and Footer Information You can show the page number current date a logo the layout name or custom text in the header or footer areas of your report Header Select the information you would like to appear at the top of every page None ES Large Custom Text 8 None HJ Top left Top center Top right Footer _ _ Select the information you would like to appear at the bottom of every page None Page Number HJ None ES Bottom left Bottom center Bottom right Cancel lt Back Next gt gt Create a script so you can run this report again 1 Click Create a script 2 Leave Script name as it appears and click Next Lesson 9 Creating and running reports 61 3 Click View the report in Browse mode to display and edit records if it is not already selected 4 Click Finish You are in List View in Browse mode so that you can view summarized data on the screen The members are grouped by their membership type then further alphabetized by last name within each membership category Note Depending on experimentation you may have done in ear
45. e organized How is field data displayed FileMaker Pro basics About FileMaker Pro modes For more information Lesson 2 Browsing information Open a database and move between records View information in different ways See a different layout View your layouts as forms lists and tables Explore the status toolbar and layout bar Find out what status toolbar buttons do Customize the status toolbar Save a copy of the sample file For more information Lesson 3 Finding and sorting records Find records based on criteria in a single field Find records based on criteria in separate fields Find records that match multiple criteria in the same field Find records that match a range of criteria in the same field Narrow your search Save a find request for later use Find records using a Saved Find Sort your found set Add a new record in List View For more information NO ND OO 00 00 00 00 00 N pa 11 12 12 14 15 15 15 16 16 17 18 19 19 20 21 21 22 23 23 4 FileMaker Pro Tutorial Lesson 4 Creating a database and entering records Create a simple database and define fields About field definitions Create a database Enter data into the database Create the first record Create another record Copy data with drag and drop Modify data in a record Delete a record Insert a file in a container field For more information Lesson 5 Customizing what you see About layouts and tables About customizing lay
46. embers who paid their fees in March 1 Click Find 2 Type 2009 in the Date Paid field 3 Click New Request Notice that the status toolbar shows that this is the second find request in this database search Lesson 3 Finding and sorting records 21 4 Click Omit in the layout bar to have FileMaker Pro not include any records in the found set that fit the criteria of this second find request 6006 Sample Copy Do mem TE o G El Find Requests New Request Delete Request Perform Find Cancel Find Saved Finds Layout Data Entry at View As E Em Matching Records E Insert Operators 2 Click Omit Type 3 1 2009 in the Date Paid field Click Operators then select range from the list After the ellipsis type 3 31 2009 in the Date Paid field Click Perform Find Your search returns 11 records for 11 members who paid their fees in 2009 except the members who paid during the month of March O nN O dI Save a find request for later use If you create a complex find request that you plan to use repeatedly you can save it as a Saved Find You can then quickly and easily perform the find request from either Browse mode or Find Mode To save your last find request 1 Do one of the following Windows Click the down arrow to the right of the Find button and choose Save Current Find Mac OS Click and hold the Find button then choose Save Current Find Your last find request appears in the
47. en to anyone at any time To help prevent data loss regularly back up all important documents on your computer including your databases In this lesson you will learn how and when to back up your database where to learn about other ways to protect your files How to back up your database There are many ways to back up a file This 1s one way 1 Determine the size of the database Windows Right click the icon for the file then choose Properties Mac OS Click the icon for the file then choose File menu gt Get Info 2 Identify a disk or volume that has enough available space for a copy of the database 3 Open the database you want to back up 4 Choose File menu gt Save a Copy As Acceptthe default filename for your copy or change the name save As MyFile Copy fp7 a Create a copy named Where Backup files H4 Select the disk and folder where you want to save your copy Type copy of current file 8 After saving Automatically open file Create email with file as attachment Save a copy of Cancel Saves current file 5 Click Save Important Next time back up to a different disk or volume Never back up over the only or most recent copy of your file You should have several different backups at all times 82 FileMaker Pro Tutorial When to back up You should back up as often as necessary to be sure you can restore all of your data in an e
48. erate a report with grouped data generate a report with grouped data and totals and see summary values update dynamically when you add a record save a report as a PDF file and send it as an email attachment Create a report with grouped data About subsummary reports A report with grouped data requires a number of elements to work properly Subsummary reports include a subsummary part in the report layout for each level of detail you want to break out The New Layout Report assistant creates these for you a field or fields to group records by These fields are referred to as break fields records sorted by these break fields in the order the subsummary parts appear on your report layout Create a subsummary report To create the Membership Type Report 1 Open Sample Copy fp7 2 Click Edit Layout in the layout bar 3 Click New Layout Report in the status toolbar 4 For Layout Name type Membership Type Report 58 FileMaker Pro Tutorial 5 Select List Report for the new layout type New Layout Report Create a Layout Report Show records from Members Layout Name Membership Type Report Indude in layout menus Select a layout type Standard form sr som AS Table view Labels Vertical labels Envelope Blank layout Sets up a simple columnar report or a complex report with grouped data and totals or subtotals Shows records in rows and fields in columns 6 Click
49. g FileMaker Pro is the most effective way to learn the application each lesson features a hands on activity designed to guide you through menus screens and concepts step by step The file included with this tutorial 1s intended to illustrate the features of FileMaker Pro and as such might be unsuitable for use as a template for further development To send your feedback on this guide see www filemaker com company documentation_feedback html 8 FileMaker Pro Tutorial Where to find the sample file The sample file contains data for the Corporate Travelers Club and provides a place for you to practice building the database elements that are described in each lesson If you need to start over replace your existing sample file with a new copy If the sample file was installed it is in FileMaker Pro 10 English Extras Tutorial or FileMaker Pro 10 Advanced English Extras Tutorial You can also download the sample file from the FileMaker website by visiting www filemaker com documentation Database concepts What is a database A database is a method of organizing and analyzing information You ve probably used several databases recently without realizing 1t A date book a parts list and even your own address book are databases Why use a database Storing information in a database file has many benefits A database doesn t just hold information it helps you organize and analyze the information in different ways For example
50. h grouped data and totals Create a report with grouped data and totals Save and send a report as a PDF file For more information Lesson 10 Making databases relational Display a related record in a file Define a relationship to another table Display data from a related record Contents 5 47 47 48 49 49 51 51 51 52 53 53 54 54 54 55 55 56 56 57 57 57 61 62 65 66 67 67 68 6 FileMaker Pro Tutorial Display a list of related records Create a portal to display matching records Add the fields in the portal For more information Lesson 11 Sharing and exchanging data About sharing data Enable FileMaker network sharing Opening a remote file About exchanging data Saving and sending data Supported import export file formats About importing data Import data into the sample file For more information Lesson 12 Protecting data in FileMaker Pro Create an account and password About accounts Create a privilege set About privilege sets Create a custom privilege set For more information Lesson 13 Keeping your data safe How to back up your database When to back up For more information 69 69 70 70 71 71 73 74 74 74 74 74 76 1 T1 78 78 79 80 81 82 82 Lesson 1 FileMaker Pro basics Welcome to the FileMaker Pro tutorial This tutorial shows you how you can manage your information in FileMaker Pro You will learn how to use FileMaker Pro software to
51. handle at the lower right corner of the field to the left until the field 1s smaller yet large enough to display the longest first name you expect in your file Click Save Layout then click Exit Layout to see your results in Browse mode In Browse mode use the book in the status toolbar to flip through the records If the field doesn t display all names completely return to Layout mode and make the field larger Repeat steps 3 through 8 for Last Name Move a field 1 2 Click Edit Layout Click inside the Last Name field and drag it beside the First Name field In the next steps you Il align these fields Tip If you accidentally move the wrong field or the tab panel choose Edit menu gt Undo Move to reverse the change While the Last Name field is still selected press Shift and click the First Name field to add it to your selection Both the First Name and Last Name fields are now selected First Mame FirstName LastName Last Harne Country Fee Paid Lesson 5 Customizing what you see 33 Choose Arrange menu gt Align gt Top Edges The Last Name field moves until it aligns with the top of the First Name field Tip You can click EB in the layout bar to display the Align palette which gives you quick access to alignment commands Drag the Last Name field label above the Last Name field Drag the First Name field label above the First Name field Experiment with the Align co
52. he Company field in the Companies table The Company field is the match field a Members DI aCompanies DI Last Name Company h First Name Company Address es Home Address 1 City City Country Country Company i Fee Paid Date Paid Membership Type Membership Revenue Renewal Fee Home Address 2 68 FileMaker Pro Tutorial 5 6 Release the mouse button You see the relationship you have created a Members Bl aCompanies Bl Company a gt HA o Company Last Name Company First Name Company Address Home Address 1 City City Country Country Company Fee Paid Date Paid Membership Type Memb 1 Revenu Renewal Fee Home Address 2 The relationship 1s based on matching data in the Company field in both tables Records are related when data in the Company field in one table matches the data in the Company field in the other table Click OK to save this relationship Display data from a related record Once you ve defined the relationship you can modify a layout to display data using that relationship Here you want to display the company address 1 2 O nN O vi Choose Corporate Account Information from the Layout pop up menu Click Edit Layout in the layout bar Using the Field tool in the status toolbar drag a field onto the layout You see the Specify Field dialog box displaying the list of fields in this table Click Current Table Members and choose the Companies table from the
53. hite A eda Klammerdammsgatan 4 T Whi venue 458 Rue Eiffel Klammerdammsgatan Los Angeles USA Stockholm Sweden Paris France 14 When you are finished looking at your label layout click Exit Preview in the layout bar to return to Layout mode Create a form letter About form letter layouts A form letter in FileMaker Pro 1s simply a layout containing text For this letter you will include merge fields so the appropriate company information appears for the address and salutation and for the company name in the body of the letter A graphic is included that depicts the travel club s logo Create a one page blank layout You should still be in Layout mode 1 Click New Layout Report 2 For Layout Name type Welcome Letter 3 Select Blank layout for the new layout type 4 Click Finish Because this letter will not use a header or footer you will delete them now dl On the layout click the Header tab then press Backspace Windows or Delete Mac OS 6 Click the Footer tab then press Backspace Windows or Delete Mac OS 7 Drag the Body tab down to about 11 inches When you release the mouse button you should see the page boundary If you don t see the page boundary drag the Body tab down farther EEREEEEEEEEREREEEEEEERERELYLEEEREREEEEEEEEEEEEEEEEREEEEEEEEEEEEEEEEEEEEEEEEEEEEEELEELEEEEEEEELEEEEEEEEELERELELEELEEEE Body tab Page boundary Lesson 6 Creating lists mailing labels and form letters 43 8
54. ields to appear in the list LastName First Name Company Membership Type These fields move to the Layout fields list New Layout Report Specify Fields Specify the fields you want on your layout Make sure the fields are in the order you want them to appear on your layout Available fields Current Table Members Layout fields First Name First Name Last Name Last Name Home Address 1 Company Home Address 2 City clear Membership Type Membership Type Country Company Move All Fee Paid Date Paid Membership Type Membership Revenue Number Member Since 40 FileMaker Pro Tutorial 8 Click Next 9 Click Last Name then Move to have FileMaker Pro order the records alphabetically by last name 10 Click Next 11 Select Standard from the list of layout themes and click Next 12 Click Next on each of the two remaining panels to accept the default settings 13 Click Finish The data in all records for the fields Last Name First Name Company and Membership Type appears in the List of Members layout The completed layout is displayed in List View in Browse mode Notice that the layout you just created appears in the Layout pop up menu in the layout bar Create mailing labels About label layouts Label layouts use merge fields Merge fields expand or contract to fit the data in the field and take no space if the field is empty Merge fields are for display and printing only You can
55. il attachment 1 Choose File menu gt Save Send Records As gt PDF Save Records As PDF Save in tts al Ex EH a My Recent Documents 3 Desktop My Documents Pi My Computer My Network File name Membership Fee Report E Places Save as type PDF Files pdf y Cancel Save Records being browsed v Options Appearance Show fields as formatted y After saving Automatically open file Create email with file as attachment L 2 Select the Tutorial folder as the location for the file 3 For File Name Windows or Save As Mac OS type Membership Fee Report 4 For Save choose Records being browsed 5 Select Create email with file as attachment 66 FileMaker Pro Tutorial 6 Click Save FileMaker Pro creates the PDF file and passes it to your email program The PDF file appears as an attachment in an email message that you can then address and send Tip You can double click the file attachment in your email window to see the report as a PDF file 7 When you are finished with this lesson close the sample file by choosing File menu gt Close For more information In this lesson you generated reports with grouped data and reports with grouped data and totals You also added a record to the database to see subtotal values update automatically and you saved a report as a PDF file so you can send it as an email attachment For more information on creating reports see FileMa
56. ilege Sets Extended Privileges Accounts New Edit Duplicate Delete View by authentication order wy Passwords and access privileges for predefined accounts can be changed To create an account and password 1 Open Sample Copy fp7 2 Choose File menu gt Manage gt Accounts amp Privileges 3 Click New in the Accounts tab 4 For Account is authenticated via Choose FileMaker 78 FileMaker Pro Tutorial 5 For Account Name type Le Nguyen 6 For Password type 1nguyen Note For security reasons password text never appears in FileMaker Pro Always make a note of passwords you enter when setting up accounts then provide passwords to the appropriate users Store passwords in a safe place in case they re forgotten and so they can t be stolen 7 Select User must change password on next login In most cases an account that is shared by multiple users should not force a password change upon first login Instead you should specify a password and provide it to the users that need it Also the privilege set for a shared account should not permit password changes because one user could change the password and lock out all other users who share the account 8 For Account Status select Active 9 For Privilege Set choose Read Only Access 10 For Description type Customer Service Agent Edit Account JE Specify account settings so a user or group of users
57. iles in Microsoft Excel tab separated text tab comma separated values csv and XML as well as other formats If you want to exchange data with another program check the documentation that came with that program to determine a common intermediary file format that both FileMaker Pro and the other program support Note Most file formats do not import or export formatting such as font size style and color About importing data There are several ways to import data into an existing file You can add new records to an existing table create a new table from imported data update existing records in an existing table update matching records in an existing table Important Certain import operations that update existing records and update matching records overwrite existing data during the import process which cannot be undone To safeguard your data always choose File menu gt Save a Copy As to make a backup of the file before you perform an import that updates records The file you import records from is the source The file you import records to is the target Import data into the sample file 1 In Sample Copy fp7 select Data Entry from the Layout pop up menu if it is not already displayed 2 Choose File menu gt Import Records gt File Lesson 11 Sharing and exchanging data 75 For Files of type Windows or Show Mac OS choose All files Windows or All available Mac OS then choose MyFile fp7 in the Tutori
58. inuing members pay 100 The following calculation returns a membership renewal fee based on membership type There are several ways of formulating a calculation each of which can yield the correct result The following method uses an If statement to compare the data entered in the Membership Type field with one of the membership types The calculation returns one of two results 1 Click Edit Layout 2 Select the Membership info tab panel to bring 1t forward 3 Click Manage in the status toolbar then select Database 4 In the Manage Database dialog box click the Fields tab if it is not already selected 5 For Field Name type Renewal Fee 6 For Type select Calculation to make this a calculation field Field Name Renewal Fee Type Calculation v Comment Select Calculation 7 Click Create The Specify Calculation dialog box appears 50 FileMaker Pro Tutorial 8 Scroll through the list of functions in the upper right corner of the Specify Calculation dialog box until you locate If test resultOne resultTwo Double click this function so that it appears in the large text box below This function has three parts a test a result 1f the test evaluates as true result one and a result 1f the test evaluates as false result two You will replace the placeholders test resultOne and resultTwo with the actual components of the calculation Field list Function list Specify Calculation
59. ip Revenue field as the subtotal This tells FileMaker Pro to create a subtotal of the membership fees that are paid beneath each membership category New Layout Report Specify Subtotals Select or create summary fields for each field you want to summarize You can display subtotals above and or below the groups of summarized records After you make each set of choices click Add Subtotal You can add more than one subtotal Summary field Specify Membership Subtotals Category to summarize by Subtotal placement Membership Type HJ Below record group 9 Add Subtotal Remove Subtotal Members Membership Members Membership Below record group yl B Click Next Cancel lt Back Next gt 6 For Summary field click Specify and select Membership Revenue from the list of available fields then click OK This tells FileMaker Pro to use the Membership Revenue field in the grand total 7 Click Add Grand Total to add the Membership Revenue field as the grand total at the end of the report This tells FileMaker Pro to create a grand total of membership fees Specify Grand Totals New Layout Report Select or create summary fields to calculate grand totals for each field You can display grand totals at the beginning and or end of your report After you make each set of choices click Add Grand Total You can add more than one grand total Summary field Grand
60. ipts and click OK 6 Leave the rest of the default button settings as they are and click OK Rename the button 1 Select the Text tool T in the status toolbar 56 FileMaker Pro Tutorial 2 Click the button once The text insertion point appears in the button 3 Type Preview Labels Layout to rename this button It may be necessary to resize this button after renaming it Test the button 1 Click Save Layout then Exit Layout to switch to Browse mode then test the button by clicking it Clicking this button performs the script which displays the Labels layout and switches to Preview mode 2 Close Sample Copy fp7 by choosing File menu gt Close 3 When you are finished with this lesson close the file by choosing File menu gt Close For more information In this lesson you have created buttons and scripts and used these two features together For more information on creating buttons and scripts see FileMaker Pro Help Lesson 9 Creating and running reports The process of retrieving and organizing data from a database 1s called reporting Summary reports present just the totals of your data they do not break information into smaller groups Subsummary reports also referred to as reports with grouped data categorize information by a particular field or fields allowing you to group information hierarchically This subsummarized information can then be subtotaled averaged or counted In this lesson you will gen
61. ker Pro Help Lesson 10 Making databases relational Relational databases let you easily view related data and streamline data entry You can enter data once then view and use that data in related tables or files In this lesson you will see how relational databases work define a relationship display data from one related record display a list of related records The sample file in this lesson uses two tables a Members table with records for individual Corporate Travelers Club members a Companies table for companies where these members work Each company has many members Display a related record in a file Define a relationship to another table 1 Open Sample Copy fp7 The file contains the tables but not the relational structure You will build the structure now 2 Choose File menu gt Manage gt Database 3 Click the Relationships tab You see the relationships graph The relationships graph shows all the tables in the current file 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 create a relationship between two tables you make the data stored in either table accessible to the other table according to the match fields and the criteria you establish for the relationship 4 In the Members table click the Company field and drag a line to t
62. l 12 Test your new field entry option by clicking New Record in the status toolbar several times Each time you create a new record the value in the Member Number field increments by one 13 Delete any records you created from the database 14 When you are finished with this lesson close the file by choosing File menu gt Close For more information You have learned how to simplify data entry by defining and formatting value lists calculation fields and auto entered serial numbers For more information on calculation fields and field auto enter options as well as defining and formatting value lists see FileMaker Pro Help Lesson 8 Automating tasks with buttons and scripts FileMaker Pro lets you automate many database tasks with buttons and scripts These powerful features can save you a lot of time by performing a series of actions with a single click In this lesson you will make and use a button to perform a task create and run a simple script to perform a multi step task use a button to perform a script Perform a task using a button A button is an object on a layout that you can click to perform many FileMaker Pro commands You can use a button to switch layouts in your database Create the button 1 2 3 4 5 Open Sample Copy fp7 Choose Data Entry from the Layout pop up menu in the layout bar if it is not already selected Click Edit Layout in the layout bar Select the Button tool 53
63. l Mew Record Layout Data Entry View As E E Preview w Data Entry Choose Club List t Ses ravelers Club Corporate Account Information Companies The Club List layout appears 2 This layout will make it easier to see the results of the sorting The black bar to the left of the record for Mary Smith indicates it is the current record in the found set 3 Click Sort in the status toolbar The Sort Records dialog box appears 4 If any fields appear in the Sort Order column on the right side of the dialog box click Clear All 5 In the list of available fields on the left select Last Name and click Move Sort Records Current Layout Club List Sort Order Company Last Name First Name Clear All Last Name Dn Membership Type Sort direction buttons become active when a field is selected Unsort Cancel Notice the sort direction symbol to the right of the Last Name field increases in size from left to right This indicates that when the database is sorted by this field the data will be in ascending order from a to Z Lesson 3 Finding and sorting records 23 6 Click Sort The names in the Club List are now displayed in alphabetical order by last name Notice that the current record 1s still Mary Smith and this record has moved to its sorted location in the list Add a new record in List View After you have sorted a found set FileMaker Pro displays
64. l tool for working with or printing just the information you need to accomplish a particular task Steve Williams sE 789 Ninth Avenue e 59 New York NY 10001 Dear Sophie Thank you for reserving a cruise with us We value your business and appreciate the a 2 J 29 Phone List opportunity to serve you If you have any questions about your Juanita Alvarez 555 1234 reservations please call us we want you to Michelle Cannon 555 1234 Andre Common 555 1234 Marie Durand 555 1234 Jean Durand 555 1234 William Johnson 555 1234 John Lee 555 1234 Patrick Murphy 555 1234 Le Nguyen 555 1234 Kentaro Ogawa 555 1234 be satisfied with your cruise Sincerely John Lee Mary Smith 555 1234 John Smith 555 1234 Sophie Tang 555 1234 Steve Williams 555 1234 Betty Wilson 555 1234 The same data can be arranged differently with multiple layouts See a different layout To see some layouts in action use the file you just opened 1 Click the Layout pop up menu located in the layout bar A list appears showing the layouts available in this file 800 Sam 1 7 N29 lt i gt gt Total Sorted O Records Show All N Layout vout fr IZ Greed v Data Entry pop up menu Club List lers Club Corporate Account Information Companies 2 Notice the check mark next to the Data Entry layout your current layout The Data Entr
65. ld of this second request 5 Click Perform Find in the status toolbar Your find request returns a found set of six records for six members who live in either New York or London Find records that match a range of criteria in the same field Sometimes you might want to find records that match a range of criteria within a single field For example you might want to find all of the records that fall within a one month period or locate all of the sales invoices numbered between 500 and 1000 To perform this type of search in FileMaker Pro you use a special range symbol in your find request to specify the lower and upper limits of your find criteria To find the members who paid their membership fees between January 1 2009 and June 30 2009 1 Click Find 2 Type 1 1 2009 in the Date Paid field Note FileMaker Pro uses the date format specified in your system settings so the date format you see and enter might differ from the format shown in this tutorial 20 FileMaker Pro Tutorial 3 In the layout bar click Operators and choose range from the list al Sample Copy DOOR TPE 1 E a KE Ea a E Q o EE iti ratte i RENE Dates OS it Cora saved ind Layout Data Entry v ViewAs m Matching records RANAS Omit Insert Operators match whole word or match empty match entire field find duplicate values lt less than less than or equal gt greater than greater than or equal ae
66. lier lessons your finished report may not look like the report pictured below Bi Sample Copy 10 an 2 gt a IER 3 oz Total Sorted Ed ER e a EM A New Record Delete Record Find Sort Records Layout Membership Type Report View As ER E Em Preview Aa Edit Layout Membership Type Repo A Last Name First Name Continuing Alvarez Juanita Cannon Michelle Common Andre Jensen Jens This report groups data Johnson William by the Membership Type ine qua venme Ahme field also referred to as SA 4 the break field other AN Smith Mary Tang Sophie Vargas Julia Verhaag Annelies New Placeholder for page ns oe number The actual page Durand Jean number will appear in duna Coetaiza Preview mode and when ia ss Larsen Benat the report is printed Create a report with grouped data and totals In the previous exercise you created a report that grouped data in categories based on common field values In this exercise you will create a similar report that also includes subtotals for each category and a grand total for the entire report The subsummary report you will create groups the members by membership type subtotals the fees collected for each membership type provides a grand total of these fees A report with grouped data and totals requires the same elements as a report with grouped data a subsummary part in the report layout for each category a field or fields to group re
67. list Y ou now see a list of the fields in the related table Companies The colons before each field name show that these are related fields not fields defined in the Members table you are currently working in These related fields will display data from the related table Click Company Address Select Create label if it s not already selected then click OK Repeat steps 3 6 for City and Country Move the fields if necessary and resize the fields to display all the data they contain The fields should look like this country Country Click Save Layout then Exit Layout in the layout bar to return to Browse mode and click the book in the status toolbar to flip through the records to view company addresses from the Companies table in the Corporate Account Information layout that is based on the Members table Lesson 10 Display a list of related records Relationships are bidirectional The relationship you made between the Members and Companies tables displays data company addresses from the Companies table Next you will use the same relationship to display data member names from the Members table Create a portal to display matching records You can add a portal on a layout to display data from related fields 1 Choose the Companies layout from the Layout pop up menu A relationship must always be defined before you can display data from related records Now you will use the relationship
68. lled you can turn off spelling checking on specific fields Customize the letter with the company name 1 Click after the word company in the first paragraph 2 Type a comma and a space 3 Insert a merge field for the member s company name 4 Type another comma Add the closing 1 Click at the end of the text and enter two line spaces Type With regards then enter four line spaces Type John Jones and a comma 2 3 4 Enter a line space then type President 5 Click Save Layout then Exit Layout in the layout bar to see your personalized letter ready to print for every record in the database Note The record that appears in your window may differ from the one shown below due to experimenting you may have done in the sample file Lesson 6 Creating lists mailing labels and form letters 45 Marie Durand 1 rue de la Poste Paris France Dear Marie Durand The Corporate Travelers Club welcomes you and your company DEF Ltd to our organization We look forward to doing business with you and hope that you have many pleasant trips vith us With regards John Jones President 6 Browse through a few records to see the merge fields update See Add a graphic to the layout on page 37 to learn how to add a logo to the letterhead 7 When you are finished with this lesson close the file by choosing File menu gt Close For more information In this lesson you have created list label
69. ly created a record for him or her in the Members table ABC Company is automatically entered into the match field because the name was added to the portal of the ABC Company record 7 When you are finished with this lesson close the file by choosing File menu gt Close For more information You have seen how to use and create simple relationships This tutorial covers just the basics there are many important points to consider when building a relational database system Be sure to read chapter 4 in the FileMaker Pro User s Guide and the relational information in FileMaker Pro Help before using relationships in your own files Lesson 11 Sharing and exchanging data You can share data over a network using FileMaker Pro FileMaker Server or via the internet using Instant Web Publishing You can also share data by importing 1t into FileMaker Pro files from other applications or exporting 1t from FileMaker Pro files to other applications In this lesson you will learn howto enable network sharing of FileMaker Pro files how to import data into a FileMaker Pro file About sharing data FileMaker Network Sharing You can share FileMaker Pro databases on your network which allows up to nine FileMaker Pro users to access and use the same database file simultaneously If you need to share files with more than 9 concurrent users on a network you can use FileMaker Server to share files which provides greater networking performance and allow
70. mergency before you make a major or irreversible change like deleting records deleting a field or replacing data using the Import or Replace features Remember it takes far less time to back up a file than it does to recreate a lost or damaged file For more information This lesson has shown you one way to protect a database For other ways to prevent and overcome difficulties with your files or recover damaged files see FileMaker Pro Help
71. mmands and arrow keys on your keyboard to align the field labels with each other and their respective fields Tip If you make mistakes while designing layouts you can click Revert in the layout bar to discard any unsaved changes then start again Your layout should look similar to the following when you are finished First Name Last Name First Name Last Name eee Home Address A ROMANCES O Home Address Zi A NN A co EE e a Fee Paid Fee PAM Date Paid Date Pal 8 Click Save Layout then Exit Layout in the layout bar to see your results in Browse mode Add a field After a field has been defined in a table you can display 1t on any layout based on that table In the sample database there are defined fields that are not on this layout You will add one of these fields now Note You can also place fields from other tables on your layouts as explained in lesson 10 1 Click Edit Layout 2 Click the Field tool in the status toolbar and drag the new field under the Date Paid field 600 Sample Copy O FS mmm E air alle Gnana 5 E Layouts New Layout Report Layout Tools Manage Field tool 34 FileMaker Pro Tutorial 3 In the Specify Field dialog box select Member Since select Create Label then click OK The Member Since field appears on the layout Resize the new field by dragging a right handle so the field is the same size as the Date Paid field 4 Sele
72. o the same information and all changes to the file appear in each user s window Changes to the data scripts or layouts made by any user are saved in the shared file The shared file is saved on the disk where the file resides Sort orders find requests import and export field orders and print settings are specific to each user To enable FileMaker network sharing 1 Open Sample Copy fp7 Note To enable or change a file s sharing status in your own files you must open them with an account that has Manage extended privilege set access privileges You will learn about accounts passwords and privilege sets in lesson 12 2 Choose File menu gt Sharing gt FileMaker Network 3 In the FileMaker Network Settings dialog box for Network Sharing click On In the TCP IP Address box you see the TCP IP address of your system FileMaker Network Settings FileMaker Network Settings Turn on Network Sharing to share your open files using TCP IP Network Sharing Off 0n _ Click to enable network TCP IP Address 100 100 100 100 sharing File access via FileMaker Network _ Currently open files Sample Copy fp7 Network access to file File Sample Copy fp7 All users gt Specify users by privilege set Specify No users Don t display in Open Remote File dialog Send Message Cancel fox Select level of network access for Sample Copy fp7 4 Notice that Sample
73. on on finding and sorting records in FileMaker Pro see chapter 2 of the FileMaker Pro User s Guide 24 FileMaker Pro Tutorial Lesson 4 Creating a database and entering records In the previous lessons you saw how to use a simple database with existing data Now you will create your own file and add records In this lesson you will create a simple database define fields to hold different types of data create records enter data modify data delete records insert data in a container field Create a simple database and define fields About field definitions You create a field for each category of information you want such as First Name or City To find sort calculate and display data correctly the field type should match the kind of data 1t contains text number date and so on For example you can t search for text values in a field of type Number You will learn about other field types in later lessons Create a database 1 Choose File menu gt New Database 2 If you don t see the FileMaker Quick Start Screen go to step 3 If you see the FileMaker Quick Start Screen click Create Database if it isn t already selected then select Create an empty database and click OK 3 Go to the Tutorial folder and select it as the location for this file 4 For File name type MyFile fp7 and click Save The Manage Database dialog box appears FileMaker Pro creates a table for you in the empty databas
74. outs Resize move and add a field Select and resize a field Move a field Add a field Add a tab panel Display a number as currency Add color to a tab panel Change text size and color Add a graphic to the layout For more information Lesson 6 Creating lists mailing labels and form letters Create a columnar list Create mailing labels About label layouts Create a label layout Create a form letter About form letter layouts Create a one page blank layout Customize the letter with the company name Add the closing For more information 25 25 25 26 26 21 21 28 28 28 29 31 31 31 31 32 33 35 36 36 37 37 38 39 40 40 40 42 42 42 44 44 45 Lesson 7 Simplifying data entry Enter data using value lists Define a value list Assign a value list to a field and display it as radio buttons Generate values with a calculation field Create a calculation field Test your calculation Automatically enter a serial number Create a field for serial numbers For more information Lesson 8 Automating tasks with buttons and scripts Perform a task using a button Create the button Perform a series of tasks using a script About scripts Create a script to preview the Labels layout Assign a script to a button Rename the button Test the button For more information Lesson 9 Creating and running reports Create a report with grouped data About subsummary reports Create a subsummary report Create a report wit
75. panel now matches the color of the header Change text size and color 1 In Layout mode select the Selection tool A in the status toolbar 2 Clickthe The Corporate Travelers Club heading to select the text block The Corporate Travelers Club 3 Choose Format menu gt Text The Text Format dialog box appears 4 Choose Custom from the Size list type 25 and click OK 5 For Color choose blue and for Style choose Italic Select Italic for Style Text Format for selected objects Style _ Plain _ Bold Superscript Italic _ Subscript E a a m mi na miro Condense sample DENNIS Small Caps Extend JEEE EE k EE Underline A ui BEN NENE Word Underline DESSE Bw E Double underline SOLO MM MCB O A cs uppercase w ao al y Other Color Type 25 for Size Select blue 6 Click OK Add a graphic to the layout Next you will add a logo beside the club name 1 Click to the left of the The Corporate Travelers Club text where you want to place the club logo You will see no change onscreen yet 2 Choose Insert menu gt Picture 3 Open the Tutorial folder 4 Make sure all file types are showing and select logo gif 38 FileMaker Pro Tutorial 5 Click Open 6 Drag the logo or text block to move it if necessary 7 Click Save Layout then click Exit Layout to see the finished layout 8 When you are finished with this lesson close the file by choosing File menu gt Clo
76. played Number of total records Book icon El Sample DER ica p gt is Way E ted A gt Et Slider i Records a E Show A Record Delete Rec Find Sort di Layout Data Entry y View As E Preview Aa Edit Layout The Corporate Travelers Club Contact info First Name Mary Last Name Smith Home Address 1 123 Elm St Home Address 2 City New York Country USA Company DEF Ltd Membership Type Continuing Fee Paid 100 Mode pop up menu Date Paid 12 12 2009 displays current mode 100 ad ES Browse 12 FileMaker Pro Tutorial 4 Click the right page of the book icon to move forward one record at a time and click the left page to move back one record at a time 5 Drag the slider to the right and release to move forward a number of records at one time Drag the slider to the left and release to move backwards a number of records You can also click the current record number type the record number you want then press Enter Windows or Return Mac OS to go to a specific record in the database Tip The Records menu also provides commands to move between records Choose Records menu gt Go to Record and choose either Next Previous or Go To View information in different ways Even though you enter information only once in FileMaker Pro you can use that information in many ways Layouts let you view some or all of your fields Because it is not necessary to see all of your fields in each layout layouts are a powerfu
77. riteria 1s called finding records Once you ve found the records you want to work with you can change their order by sorting them Records can be sorted in ascending or descending order In this lesson you will find records matching criteria in a single field and multiple fields find records matching a range of data narrow your searches by omitting records save a find request modify it and use the new request to locate different records sort records in ascending order a to z and add a new record in sorted order Note Verify that you have Sample Copy fp7 before beginning this lesson See lesson 2 for information on accessing the Tutorial folder and making a copy of Sample fp7 Find records based on criteria in a single field In the membership database find all of the members that are from New York City 1 Open the Tutorial folder on your hard drive 2 Open Sample Copy fp7 Tip You can choose File menu gt Open Recent then select a filename from the list to quickly open the sample file during this tutorial 3 Notice that the database is in Browse mode and that the active layout is Data Entry The first record 1s for a member from New York City 4 Right click Windows or Control click Mac OS the City field 18 FileMaker Pro Tutorial 5 From the shortcut menu choose Find Matching Records Last Name Smith Home Address 1 Home Address 2 Pe Membership Type T Fee Paid m Text Color a
78. s up to 250 users to access a file simultaneously Instant Web Publishing You can publish FileMaker Pro layouts as web pages which allows anyone with a web browser on your intranet or the internet to access your FileMaker Pro databases Importing and exporting data You can exchange information between FileMaker Pro and other applications by importing and exporting data For example you can import data that is in another database or spreadsheet program or export address data in order to create personalized form letters with a word processing program When you import or export data the data 1s copied to the destination file not shared between the applications Enable FileMaker network sharing If your computer is connected to a network you and other FileMaker Pro users can use the same database file simultaneously Important Your FileMaker Pro licensing agreement requires that you purchase a license for each separate computer on which the FileMaker Pro application is installed Each software license may not be shared or used concurrently on different computers The first person to open a shared file is the host Any user who opens a shared file after the host is a client 72 FileMaker Pro Tutorial The host opens the file AAA t vaa atuba aat anar ETRE AAA O k e l ERE A 5 e 1 A Clients open connections to the shared file Once a shared file 1s open the host and clients have access t
79. se For more information You have learned how to enhance the appearance of your data by using tab panels graphics custom text field formatting and creative positioning of objects on layouts There are many other ways to customize the appearance of fields and layouts For example after you ve created a layout you can add effects like embossing or patterns to objects use lines or boxes to highlight or separate information add scroll bars to individual fields Change background or field color When you create a new layout you can apply color and style using a theme For more information on such enhancements see FileMaker Pro Help Lesson 6 Creating lists mailing labels and form letters You can easily create layouts to view and print information in many different ways In this lesson you will create alist of your records mailing labels a form letter Create a columnar list A columnar list shows many records simultaneously Each row is one record Each column holds one category of data such as Last Name or Phone Number 1 Open Sample Copy fp7 Click Edit Layout in the layout bar Click New Layout Report in the status toolbar For Layout Name type List of Members Select List Report for the new layout type and click Next Select Columnar List Report if it is not already selected then click Next O di Bb QU N Double click each of the following fields in the order you want the f
80. st Name Last Name Home Address 1 Home Address eee Home Address 2 HOME Address 2 E ss Ea T i RA Company O A eee Fee Paid Fee A I cines Date Paid Date PAID mmm Member Since Member SINGE Handles appear around the entire panel 3 Choose Format menu gt Tab Control Setup 4 In the Tab Control Setup dialog box enter Membership info for Tab Name 5 Click Create then OK You see the new tab panel to the right of the Contact Info tab 6 In the Contact info tab panel starting outside the tab panel drag around the Company Membership Type Fee Paid Date Paid and Member Since fields and their labels to select them all Contact info First Name Last Name First Name RASTA EL nee Home Address 2 HOME Address cnn Cc WI County A nnn E Company Company An T Membership Type Membership Type eressesesereesesesesseseseresseseseseeseseseese E Fee Paid Fee PAI ny y Date Paid SS es Member Since Member Since ARPA 1 7 Choose Edit menu gt Cut 8 Select the Membership info tab panel Contact info info 9 Choose Edit menu gt Paste Layout Object s Windows or Paste Mac OS 36 FileMaker Pro Tutorial 10 With the fields and labels selected drag to position them near the top of the tab panel E Company Company AA E Fee Paid Fee Paid bocce Date Paid Date Paid Member Since Member Since iI FW I 11 Click Save Layout then Exit Layout
81. t enter data into merge fields Create a label layout In this section you will use the New Layout Report assistant to create a label layout select fields to include on the labels Create the label layout Click Edit Layout Click New Layout Report For Layout Name type Labels Click Next 2 3 4 Select Labels for the new layout type 5 6 Choose Avery 5160 from the Use label measurements for list if it is not already selected 7 Click Next Lesson 6 Creating lists mailing labels and form letters 41 Choose the fields that will appear on the labels 1 PB O 0O N OQO Vi Double click First Name in the list lt lt First Name gt gt appears in the Label Contents area Angle brackets around the field name indicate this is a merge field and data in this case the first name in the record will appear on labels rather than the placeholder text First Name Notice that the insertion point in the Label Contents text box flashes New Layout Report Specify Label Contents Build a label by selecting fields and adding them to the label contents box To add text spaces punctuation or line returns type them directly into the label contents box Available fields Current Table Members v First Name A Last Name Home Address 1 Home Address 2 City Country d Clear All Label Contents lt lt First Name gt gt nm After lt lt First Name gt gt type a spac
82. text and graphics on a layout You can change the font and color of fields and text and you can change the way data appears in Number or Date fields For example you can set a Number field to include currency notation or you can set a Date field to include the day of the week with the month day and year Changes you make in Layout mode affect only the way data appears The data itself remains as it was entered in the file Resize move and add a field Select and resize a field 1 Open Sample Copy fp7 in the Tutorial folder 2 Choose Data Entry from the Layout pop up menu in the layout bar 32 FileMaker Pro Tutorial 3 Click Edit Layout in the layout bar The status toolbar displays tools you use to design layouts If you don t see the layout tools resize the FileMaker Pro window to make 1t wider Number of layouts in this file Layout tools Bi Sample Copy CC STE p gt L la i SE Gr Layouts New Layout Report Manage Es Layout Data Entry Table Members Mm 1 O Aa Revert Save Layout Exit Layout et CT BB AAA The Corporate Travelers Club A Show or hide the Arrange Align and Object Info palettes and formatting bar Move the pointer over the status toolbar and layout bar to familiarize yourself with the layout tools Click the First Name field to select it Click to select the field First Name Click and drag the handle to resize Drag the
83. to the Members table you defined earlier in this lesson but the relationship must be edited to allow the creation of related records 2 Choose File menu gt Manage gt Database and click the Relationships tab if it isn t already selected 3 In the relationships graph double click the relational operator to display the Edit Relationship dialog box 4 At the bottom of the dialog box under Members select Allow creation of records in this table via this relationship This lets you add a name to the Members list Select this checkbox Edit Relationship RJ A relationship defines the set of matching related records in one table for each record in another table Select the pair of fields to be used to find matching records To create complex relationship criteria use additional pairs of fields we table Tampere FI First Name A Company Last Name Company Address Home Address 1 City Home Address 2 Country I Country Company Fee Paid Date Paid Membership Type Add Members Companies Company Company Duplicate Delete Members Companies V Allow creation of records in this table Allow creation of records in this table via this relationship via this relationship Delete related records in this table when Delete related records in this table when a record is deleted in the other table a record is deleted in the other table Sort records Sort records 5 Click OK then click OK ag
84. try gt gt Type the letter 1 Press Enter Windows or Return Mac OS twice to create two line spaces at the end of the address 2 Start the salutation line type Dear anda space 3 Insert merge fields for the first and last name separated by a space In your own letters you can use more fields for example a title field for a more elegant salutation 4 Type a comma and two line spaces 44 FileMaker Pro 5 Type the letter Tutorial The Corporate Travelers Club welcomes you and your company to our organization We look forward to doing business with you and hope you have many pleasant trips with us If you misspell a word you ll see a red dotted line under it To turn off the real time spelling checker in this file choose File menu gt File Options In the File Options dialog box click the Spelling tab Clear Indicate questionable words with special underline File Options for Sample Open Close Spelling Text Graphics Clear this indicate questionable words with special underline checkbox to tu rn To display suggested spellings right click or Control click the Li underlined word Visual spell checking can be disabled on each off underlining of field object via the Field Behavior dialog misspelled words Check spelling as you type Off Beep on questionable spellings If a field is likely to contain words such as names that a spelling checker will mark as misspe
85. tton is removed and the Sort button is restored 2 When you are finished click Close Windows or Done Mac OS in the dialog box 16 FileMaker Pro Tutorial Save a copy of the sample file You will use a copy of the sample file in the lessons ahead To save a copy of the sample file 1 Choose File menu gt Save a Copy As 2 Select the Tutorial folder as the location for the copy Sample Copy fp7 is automatically entered as the filename 3 Click Save 4 Close the original sample file by choosing File menu gt Close 5 When you are finished with this lesson close the file by choosing File menu gt Close For more information You have opened a database browsed through records switched layouts learned the differences between Form View List View and Table View and explored the status toolbar and layout bar You have also created a copy of a database that contains data For more about browsing information in FileMaker Pro see chapter 2 of the FileMaker Pro User s Guide Lesson 3 Finding and sorting records Your database is a collection of records Sometimes you ll work with all of the records in the database to mail out an annual catalog for each customer for example Often however you ll work with a subset of your database people who come from a particular city for example or records that fall within a particular range of dates In FileMaker Pro this process of searching for records that match particular c
86. us toolbar helps you quickly switch between layouts and views Other controls on the layout bar vary according to the mode you re in Bi Sample DO E gt 29 i E Y Total Sorted L Status toolbar Records t Find Sort Layout Club List View As m E m Preview Aa EditLayout Layout bar lt The Corporate Travelers Club First Name Last Name Company Membership Type Mary Smith DEF Ltd Continuing Andre Common ABC Company Continuing Steve Williams ABC Company New Status toolbar and layout bar in Browse mode Find out what status toolbar buttons do Move the pointer over buttons on the status toolbar A tooltip appears for each button and describes 1ts use Customize the status toolbar You can use the status toolbar as 1s or you can add and remove buttons To add a button to the status toolbar 1 Click View menu gt Customize Status Toolbar 2 Mac OS Skip to step 3 Windows In the dialog box select the Commands tab 3 Drag Print from the Commands list Windows or dialog box Mac OS to the status toolbar To remove a button from the status toolbar Drag the Sort button from the status toolbar to the dialog box To reset the toolbar so 1t displays only the default buttons 1 Do one of the following Windows In the Toolbars tab select Status Toolbar click Reset then OK Mac OS Drag the default button set from the dialog box to the status toolbar The Print bu
87. want to open 3 Select the host then the file 4 Click Open Depending on how file sharing is set up on the host computer you might have to enter an account name password and domain name Windows only to open the remote file 5 Close any remote files you have opened 74 FileMaker Pro Tutorial About exchanging data You can exchange information between FileMaker Pro and other applications by importing and exporting data You can import data into an existing FileMaker Pro file either into a new table or into an existing table share data with and import data from ODBC data sources convert data from other applications to new FileMaker Pro files export data for use in other applications Saving and sending data You can save FileMaker Pro data as a Microsoft Excel file or a PDF file allowing you to give data to users who don t have FileMaker Pro FileMaker Pro lets you email the Excel file or PDF file when you save it You can also create scripts to save send records as Excel or PDF FileMaker Pro can send email messages to one or more recipients You can manually enter recipients the message subject and so on or you can use values from fields or calculations You can also create scripts to send email Supported import export file formats Most applications store data in their own file format but most can also exchange information using intermediary formats For example FileMaker Pro can import and or export f
88. y layout shows all of the fields in the table Lesson 2 Browsing information 13 First Name Mary Last Name Smith Home Address 1 123 Elm St Home Address 2 City New York Country USA Fields Company DEF Ltd Membership Type Continuing Fee Paid 100 Date Paid 12 12 2009 3 Choose the Club List layout from the Layout pop up menu This layout shows each record as one row in a columnar list Notice that the Club List layout contains only four of the fields that were present in the Data Entry layout Because fewer fields are present on this layout some data is simply not displayed However no data has been removed from the database CD The Corporate Travelers Club First Name Last Name Company Membership Type Mary Smith DEF Ltd Continuing Andre Common ABC Company Continuing Steve Williams ABC Company New Kentaro Ogawa ABC Company New Marie Durand DEF Ltd New Michelle Cannon XYZ Inc Continuing John Smith XYZ Inc New Patrick Murphy XYZ Inc New Jean Durand XYZ Inc New John Lee XYZ Inc New Sophie Tang DEF Ltd Continuing Juanita Alvarez DEF Ltd Continuing Betty wilson XYZ Inc New William Johnson DEF Ltd Continuing Julia Vargas XYZ Inc Continuing Ahmet Mehmet XYZ Inc Continuing Annelies Verhaag DEF Ltd Continuing Jens Jensen XYZ Inc Continuing Juan Garcia DEF Ltd New Gerard LeFranc XYZ Inc Continuing Jutta Schmidt XYZ Inc New Sven Svensson DEF Ltd New Virtanen XYZ Inc New Noronha XYZ Inc Continuing
89. y saves your changes as you work 4 Type Doe in the Last Name field 5 Type 25 in Fee Paid You will learn how to format number fields to display as currency in the next lesson 6 Type 11 11 2009 in Date Paid Leave the Container field empty for the time being 7 The completed record should look like this Last Name Doe Fee Paid Date Paid 11 11 2009 Container Create another record 1 Click New Record 2 As you did for Jane Doe s record enter data for John Smith who paid 75 dollars on 2 2 2009 Your database now contains two records Click the book icon in the Status toolbar to switch between each record Copy data with drag and drop 1 Click List View in the layout bar 2 Choose New Record and enter a First Name and Last Name of your choice 3 Select the text in the Fee Paid field in record 2 4 Drag the highlighted text to the Fee Paid field in record 3 and release the mouse Note If you can t drag the text drag and drop might not be turned on in FileMaker Pro To turn on drag and drop choose Edit menu gt Preferences Windows or FileMaker Pro menu gt Preferences Mac OS Under General select Allow drag and drop text selection click OK then repeat steps 3 and 4 5 Repeat steps 3 and 4 for the Date Paid field 6 Click Form View Mire 28 FileMaker Pro Tutorial Modify data in a record Suppose you realize that Jane Doe paid 75 dollars not 25 You can easily correct

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