User manual

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