FileMaker Pro 11 ® Tutorial
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Contents Lesson 1 FileMaker Pro basics How to use this tutorial Where to find the sample file Database concepts What is a database? Why use a database? How is a database organized? How is field data displayed? FileMaker Pro basics About FileMaker Pro modes For more information 9 10 10 10 10 10 10 11 11 11 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 a
FileMaker Pro Tutorial Lesson 4 Creating a database and entering records Create a simple database About fields 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 Enter data in Form View Delete a record Insert a file in a container field For more information 29 29 29 31 31 31 31 32 32 32 33 33 Lesson 5 Customizing what you see About layouts and tables About customizing layouts Resize, move, and add a field Se
| Contents 5 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 51 51 52 53 53 55 55 55 56 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 Abo
FileMaker Pro Tutorial Lesson 10 Charting data Create a line chart Create a simple database Add text fields to the Monthly Stock Results table Add records to the database Create a line chart Change the chart format to Poly-line View the chart in Browse mode For more information 75 75 75 75 76 76 77 77 Lesson 11 Making databases relational Display a related record in a file Define a relationship to another table Display data from a related record Display a list of related records Create a portal to dis
| Contents 7 Lesson 14 Backing up your databases How to back up your database When to back up For more information 93 93 94
FileMaker Pro Tutorial
Lesson 1 FileMaker Pro basics Welcome to the FileMaker® Pro tutorial. This tutorial shows you how you can manage your information in FileMaker Pro.
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.
Lesson 1 | FileMaker Pro basics 11 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 work automatically. Consequently, it’s important to carefully consider your actions when making sweeping changes to your files, especially when deleting records.
FileMaker Pro Tutorial
Lesson 2 Browsing information You view, enter, or change data in Browse mode. This is the simplest way to interact with your database. In this lesson you will: 1 1 1 1 1 1 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.
FileMaker Pro Tutorial Record currently displayed Number of total records Book icon Slider Mode pop-up menu displays current mode 4. Click the right page of the book icon to move forward one record at a time, and click the left page to move backward 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 backward a number of records.
Lesson 2 | Browsing information 15 Steve Williams 789 Ninth Avenue New York, NY 10001 Dear Sophie, Phone List Juanita Alvarez Michelle Cannon Andre Common Marie Durand Jean Durand William Johnson John Lee Patrick Murphy Le Nguyen Kentaro Ogawa Mary Smith John Smith Sophie Tang Steve Williams Betty Wilson 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 Thank you for reserving a cruise with us.
FileMaker Pro Tutorial 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. The Club List layout displays only four of the fields present on the Data Entry layout 4.
Lesson 2 | Browsing information 17 Form View 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. 2. Click Form View in the layout bar. You now see a single record, displayed in the same layout. Only the viewing option has changed. 3.
FileMaker Pro Tutorial 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 often. 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 status toolbar helps you quickly switch between layouts and views. Other controls on the layout bar vary according to the mode you’re in.
Lesson 2 | Browsing information 19 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 > 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. When you are finished with this lesson, close the original sample file by choosing File menu > Close.
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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 criteria is called finding records.
FileMaker Pro Tutorial 4. Press Enter (Windows) or Return (Mac OS). The result of your quick find search 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. Pie chart Number of records in the found set Total number of records in the database 5. Click the book icon or slider to view the two records in the found set.
Lesson 3 | Finding and sorting records 23 Your find request returns records for the four members who live in New York. The pie chart shows the found set has changed to 4 records. Number of records in this found set 5. Click the book icon or slider to view each of the four records in the found set. Find records based on criteria in specific separate fields You can find records that match multiple criteria, for example members who are both from the United States and are new members.
FileMaker Pro Tutorial 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 4. Type London in the City field 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.
Lesson 3 | Finding and sorting records 25 4. Immediately after the ellipsis (...), type 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.
FileMaker Pro Tutorial Save a find request to use later 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: 1 Windows: Click the down arrow to the right of the Find button and choose Save Current Find. 1 Mac OS: Click and hold the Find button, then choose Save Current Find.
Lesson 3 | Finding and sorting records 27 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. Choose Club List The Club List layout appears.
FileMaker Pro Tutorial Add a new record in List View After you have sorted a found set, FileMaker Pro displays 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.
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: 1 1 1 1 1 create a simple database define fields to hold different types of data create records enter data modify data 1 delete records 1 insert data in a container field Create a simple database About fields You create a field for each category of information you want, such as First Name or City.
FileMaker Pro Tutorial 6. Click + to the right of the First Name field. Click to create another field 7. Type Last Name. 8. Click + and type Fee Paid. 9. Click + and type Date Paid. 10. Click + and type Container. You have created five fields in your database. Field labels appear as column headings in Table View Fields created in Table View are the text field type by default. Now you will change the field type of some of the fields you created. 11.
Lesson 4 | Creating a database and entering records 31 Enter data into the database Now you can enter data in MyFile.fp7. Create the first record 1. Click below the First Name column heading. A new row appears in the table. This is a new, empty record in the database. This arrow indicates the current record in Table View Enter data here 2. Type Jane. 3. Press Tab to move to the Last Name field. Note FileMaker Pro automatically saves your changes as you work. 4. Type Doe in the Last Name field. 5.
FileMaker Pro Tutorial Modify data in a record Suppose you realize that Jane Doe paid 75 dollars, not 25. You can easily correct the entry. 1. In the record for Jane Doe, select the amount in the Fee Paid field. The text in the Fee Paid field is selected 2. Type the new amount, 75. 3. Click outside the field to commit (save) this change in the database. Enter data in Form View You can enter data in Form View and List View too. 1. Click Form View . 2.
Lesson 4 | Creating a database and entering records 33 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. Select the container field in the first record. 2. Choose Insert menu > File. 3. Choose the logo.gif file located in the Tutorial folder. 4. Click Open.
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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: 1 1 1 1 1 1 1 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.
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 it wider. Number of layouts in this file Layout tools Show or hide the Inspector and formatting bar 4. Move the pointer over the status toolbar and layout bar to familiarize yourself with the layout tools. Notice that each field contains an icon , which indicates that the field is enabled for quick find.
Lesson 5 | Customizing what you see 37 4. Click the First Name field, then press Shift and click the Last Name field. Both fields are selected. 5. Click Position and under Arrange & Align, click Align top edges . Click Position Align top edges The Last Name field moves until its top edge is aligned with the top edge of the First Name field. 6. Drag the Last Name field label above the Last Name field. 7. Drag the First Name field label above the First Name field. 8.
FileMaker Pro Tutorial Your layout should look similar to the following when you are finished. 9. 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 it 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.
Lesson 5 | Customizing what you see 8. Select the Member Since field label and repeat step 7 to right-align it with the Date Paid field label. Note You might need to use the arrow keys to adjust the alignment of label text. 9. Click Save Layout, then Exit Layout to check the new field and label in Browse mode. 10. Click New Record in the status toolbar. You see today’s date entered in the Member Since field in the new record.
FileMaker Pro Tutorial 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. 7. Choose Edit menu > Cut. 8. Select the Membership info tab panel. 9. Choose Edit menu > Paste Layout Object(s) (Windows) or Paste (Mac OS). 10. With the fields and labels selected, drag to position them near the top of the tab panel. 11.
Lesson 5 4. Near the bottom of the Inspector under Data Formatting, click Number | Customizing what you see 41 and for Format, choose Currency. 5. 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 Change the color of the Membership info tab panel to match the color of the header in this layout. 1. Click Edit Layout. 2.
FileMaker Pro Tutorial 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 > Picture. 3. Open the Tutorial folder. 4. Make sure all file types are showing, and select logo.gif. 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.
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: 1 a list of your records 1 mailing labels 1 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. 2. Click Edit Layout in the layout bar. 3.
FileMaker Pro Tutorial 8. Click Last Name, then Move to have FileMaker Pro order the records alphabetically by last name. 9. Click Next. 10. Select Standard from the list of layout themes, and click Next. 11. Click Next on each of the two remaining panels to accept the default settings. 12. 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.
Lesson 6 | Creating lists, mailing labels, and form letters 45 Choose the fields that will appear on the labels 1. Double-click First Name in the list. <> 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. 2. After <>, type a space. 3.
FileMaker Pro Tutorial 11. Select View in Preview mode, then click Finish. You see a page of labels as it will print in Preview mode. 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. 12. When you are finished looking at your labels layout, click Exit Preview in the layout bar to return to Layout mode.
Lesson 6 | Creating lists, mailing labels, and form letters 47 8. 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.
FileMaker Pro Tutorial 5. Type the letter: 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 > File Options. In the File Options dialog box, click the Spelling tab. Clear Indicate questionable words with special underline.
Lesson 6 | Creating lists, mailing labels, and form letters 49 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 here due to experimenting you may have done in the sample file. 6. Browse through a few records to see the merge fields update. See “Add a graphic to the layout” on page 42 to learn how to add a logo to the letterhead. 7.
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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: 1 see how value lists can simplify data entry 1 write and test a calculation formula 1 use a field’s auto-entry options to automatically enter data Enter data using value lists Value lists let you choose the data value you want from a scrolling list, a pop-up menu, checkboxes, or radio buttons.
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. 4. Click Inspector to open the Inspector, if it’s not already displayed. 5. Select Data and under Field, for Control Style choose Radio Button Set. 6. For Values from, choose Membership Types.
Lesson 7 | Simplifying data entry 53 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.
FileMaker Pro Tutorial 8. Scroll through the list of functions on the right in 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 if the test evaluates as true (result one), and a result if the test evaluates as false (result two). You will replace the placeholders test, resultOne, and resultTwo with the actual components of the calculation.
Lesson 7 | Simplifying data entry 55 16. Notice that the format of the Renewal Fee label does not match the format of other labels in the sample database. Use the Format Painter tool to reformat it. 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.
FileMaker Pro Tutorial 11. Click Save Layout, then Exit Layout to switch to Browse mode. Select the Membership info tab panel. 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 in the database. 14. When you are finished with this lesson, close the file by choosing File menu > Close.
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.
FileMaker Pro Tutorial 9. For button style, select Rounded button. Specify the Club List layout Select Rounded button 10. Click OK. 11. Notice that the insertion point is now in the center of your button. Type Go to Club List in your button to identify it. 12. 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, then click the button.
Lesson 8 | Automating tasks with buttons and scripts 59 6. From the list on the left, scroll down, select the Enter Preview Mode script step, and move it over to your script. The finished 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: Switch to Browse mode, and choose Scripts menu > Preview Labels Layout. FileMaker Pro displays the Labels layout and switches to Preview mode.
FileMaker Pro Tutorial 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. When you are finished with this lesson, close the file by choosing File menu > Close. For more information In this lesson, you have created buttons and scripts, and used these two features together.
Lesson 9 Creating and running reports The process of retrieving and organizing data from a database is called reporting. Reports help you organize and view data in groups.
FileMaker Pro Tutorial 2. In the Modify Table View dialog box, clear the checkboxes for all fields except Company, First Name, Last Name, and Fee Paid. Clear the checkboxes of fields you want to hide in Table View Columns are hidden in Table View as you clear checkboxes. 3. Click OK. Group and sort data and define a summary field 1. Right-click the Company column heading and choose Add Trailing Group by Company in the shortcut menu. Notice that records are reordered and grouped by company.
Lesson 9 | Creating and running reports 63 Label and format grouped data 1. Right-click the gray trailing summary row and select Add Group Field (Company) from the shortcut menu to display the company name for each grouping. Right-click the summary row Choose Add Group Field (Company) 2. Right-click the Company column heading and choose Hide Field to hide the repeated company data in the Company column. The label you created on the Company field remains in Table View to identify the group field. 3.
FileMaker Pro Tutorial 4. Scroll to the bottom of the report, right-click the grand total row, choose Part Color, then choose a different color to emphasize the grand total in your report. Your finished report lists the membership fee paid by each member, a subtotal of membership revenue by company, and a grand total of membership revenue from all three companies. Subtotals are based on company groupings Grand total For this report to display properly in Table View, data must be sorted by Company.
Lesson 9 | Creating and running reports 65 Create a subsummary report To create the Membership Type Report: 1. Click Form View in the layout bar, then click Edit Layout in the layout bar. 2. Click New Layout/Report in the status toolbar. 3. For Layout Name type Membership Type Report. 4. Select Report for the new layout type. 5. Clear Include Subtotals and Include Grand Totals.
FileMaker Pro Tutorial 3. Select and move the First Name field. 4. Click Next. 5. Move the Membership Type field to the Report categories list to organize the records by membership type. 6. Clear the Membership Type checkbox. Membership Type will appear only once in each grouping, as shown in the report preview image in the assistant. Clear Membership Type to hide repeated values in the report 7. Click Next.
Lesson 9 | Creating and running reports 67 8. 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. FileMaker Pro will group records by this category before sorting data. 9. Click Next. Select a theme and create the header and footer 1.
FileMaker Pro Tutorial 3. Click View in Browse mode to display and edit records if it is not already selected. 4. Click Finish. You see the completed report in Browse mode in List View. 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 earlier lessons, your finished report may not look like the following illustration.
Lesson 9 | Creating and running reports 69 Create a subsummary report with totals To create the Membership Fee Report: 1. Click Edit Layout. 2. Click New Layout/Report. 3. For Layout Name, type Membership Fee Report. 4. Select Report for the new layout type. 5. Select Include Subtotals and Include Grand Totals. Select Include Subtotals and Include Grand Totals 6. Click Next. Select the fields used in this report 1.
FileMaker Pro Tutorial Specify subtotals and grand totals 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.
Lesson 9 | Creating and running reports 71 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.
FileMaker Pro Tutorial 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. Select the record for Gerard LeFranc 2. Click Delete Record, then Delete. The subtotal for new members and the grand total show updated values.
Lesson 9 | Creating and running reports 73 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 address and send.You can double-click the file attachment in your email window to see the report as a PDF file. Note If you use a web-based email client, click Cancel. Repeat the steps above without selecting Create email with file as attachment in step 5. Then choose File menu > Send > Mail.
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Lesson 10 Charting data You can create bar, line, area, and pie charts in FileMaker Pro to compare and contrast data. In this lesson you will create a line chart showing a trend in the stock value of ABC Company over six months. Create a line chart Line charts are good for showing data that changes continuously over time, such as historical financial data. Create a simple database 1. In FileMaker Pro, do one of the following: 1 If you see the FileMaker Quick Start Screen, click Create a New Database.
FileMaker Pro Tutorial Create a line chart 1. Click Form View in the layout bar to switch to Form View. 2. Click Edit Layout in the status toolbar to switch to Layout mode. 3. Select Body on the layout, then drag the body layout part down to make room for the chart. 4. Click the Chart tool in the status toolbar, then drag a large rectangle in the body layout part. The Chart Setup dialog box appears. 5. For Chart Type, choose Line.
Lesson 10 | Charting data 77 2. For Chart Appearance, choose Poly-line. Choose Poly-line The chart preview updates to show the format you chose 3. Click OK, then OK to return to Layout mode. You see placeholder data in the chart in Layout mode. You must switch to Browse mode to see data from your database. View the chart in Browse mode 1. Click Save Layout, then Exit Layout in the layout bar. You see the finished chart.
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Lesson 11 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: 1 1 1 1 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: 1 the Members table containing records for individual Corporate Travelers Club members.
FileMaker Pro Tutorial 5. Release the mouse button. You see the relationship you have created. The relationship is based on matching data in the Company field in both tables. Records are related when data in the Company field in one table matches data in the Company field in the other table. 6. 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.
Lesson 11 | Making databases relational 81 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.
FileMaker Pro Tutorial Add the fields and format 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. Click Inspector in the layout bar to open the Inspector, if it’s not already displayed. 5. Select Appearance and under Object, for Line choose the color Black. 6. Use the Text tool in the portal.
Lesson 12 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 it into FileMaker Pro files from other applications or exporting it from FileMaker Pro files to other applications.
FileMaker Pro Tutorial The first person to open a shared file is the host. Any user who opens a shared file after the host is a client. The host opens the file Clients open connections to the shared file Once a shared file is open, the host and clients have access to 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.
Lesson 12 | Sharing and exchanging data 85 4. Notice that Sample Copy.fp7 is selected in the list. 5. For Network access to file, select All users. 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.
FileMaker Pro Tutorial About exchanging data You can exchange information between FileMaker Pro and other applications by importing and exporting data.
Lesson 12 | Sharing and exchanging data 87 3. For Files of type (Windows) or Show (Mac OS), choose All files (Windows) or All Available (Mac OS), then choose MyFile.fp7 in the Tutorial folder. MyFile.fp7 is the file you created in lesson 4 and the source file for this importing example. 4. Click Open. The Import Field Mapping dialog box appears. 5. For Target, select Current Table (“Members”). 6. For Import Action, select Add new records. 7.
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 13 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 and passwords. The account name and password that users enter determine which privilege set is used. These privilege sets limit what users can do in the file.
FileMaker Pro Tutorial 3. In the Accounts tab, click New. 4. For Account is authenticated via, Choose FileMaker. 5. For Account Name, type Le Nguyen. 6. For Password, type lnguyen. 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.
Lesson 13 | Protecting data in FileMaker Pro 91 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.
FileMaker Pro Tutorial 1. Choose File menu > Manage > Security. 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. 7. Clear Allow printing and Allow exporting.
Lesson 14 Backing up your databases Power failures, disk problems, and other unexpected computer problems can happen 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: 1 how and when to back up your database 1 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 is one way. 1.
FileMaker Pro Tutorial 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.
