Index Electronic Forms User Guide
Index Electronic Forms User Guide Welcome to Electronic Forms User Guide Welcome to WSDOT Forms Application. The form files included in this application are the same fillable (Fill and Print Online) used by WSDOT personnel. The package includes a FileMaker Runtime engine that will allow use of the files without any additional software. Some forms are “print only” (Adobe Acrobat) files. If you do not have Acrobat Reader, you need to install it to open those “PDF” files. Go to http://www.adobe.
Index of Topics Electronic Forms User Guide Basic Instructions for Windows Users 1-1 Form Buttons 2-1 Entering Information 3-1 Text Formatting 4-1 Browsing Records 5-1 Finding Records 6-1 Sorting Records 7-1 Menus 8-1 Printing 9-1 Layouts 10-1 Importing and Exporting Records 11-1 Supported Systems and Printers 12-1 Notes and Warnings Appendix A Glossary of Terms Appendix B Powered By Page ii
Index WSDOT Forms Electronic Forms User Guide Windows Runtime Forms These forms are the same electronic versions that are used at the Washington State Department of Transportation. They are Filemaker Pro Version 5.0 databases and are designed to be used by one person at a time. For your convenience we have supplied a runtime application so you do not need your own copy of Filemaker Pro to use them. However, if you do have your own copy of Filemaker Pro 5.
Index Buttons Electronic Forms User Guide Within each form you will find the following buttons which have different uses and functions. Form Buttons Print New Form Duplicate List View Find All Sort List View Buttons Find Print List To Form Optional Buttons Supplement Instructions Instructions Main Menu Exit These ‘Forms Buttons’ will be found on all forms: Print Print New New Form Duplicate Duplicate List List View View The ‘Print’ button will call up the Print Dialog Box.
Index Buttons Electronic Forms User Guide These ‘Forms Buttons’ will be found on all List Views: Print List Find Find All Sort Sort To Form The Print button will call up the Print Dialog Box. Click on ‘Records Being Browsed’ to print the List View. See section 10 of the User Guide for more information. The keyboard shortcut is “Ctrl+P”. The ‘Find’ button will put you into the Find mode. In the Find mode you may find records that meet criteria defined within a field or fields.
Index Entering Information Electronic Forms User Guide Filling in information or entering data is perhaps the easiest and most used function of electronic forms. This section describes the various options available in filling in forms using FileMaker Pro. A New Form Three options are available to fill in a new form (or record): New Form 1. Click on the button called ‘New Record’. This will create a new record and put the cursor on the first ‘Field’ or fill in blank on the form.
Index Entering Information Electronic Forms User Guide Check Boxes, Pop-up Menus, and Radio Buttons Most forms include boxes that require a check or ‘X’ in the box to define information. These features are also found in FileMaker Pro. Three different options of limited information may be included on the form.
Index Text Formatting Electronic Forms User Guide Users of FileMaker Pro must keep in mind that this program is a database program and not a text processing program. There is some text processing capabilities available in FileMaker Pro, but you won’t find all of the capabilities available that are found in “Word”. Features that are available: 1. Tabbing: Tabbing is now available.
Index Text Formatting Electronic Forms User Guide Let’s say you have data or text in a ‘Word’ document and you want to paste the data into a form in FileMaker Pro. If your computer has sufficient memory simply; (a) open both applications and (b) cut and paste from one to the other.
Index Browsing Records Electronic Forms User Guide In ‘Browse’ you can create new records and edit, sort, print, and export them to another file. The records appear in the current layout. FileMaker Pro selects ‘Browse’ after you define fields or open a new file.
Index Browsing Records Electronic Forms User Guide Another option in viewing or browsing records is the ‘List View’ layout. The List View allows viewing of all records in the file in a generic list view. The list view does not include all fields in the database but enough information is included to identify specific records. After a specific record(s) is located you may then switch back to the ‘Form Layout’ to view or print that record on the form.
Index Finding Records Electronic Forms User Guide Using Find Mode In ‘Find Mode’ you make ‘Find’ requests to locate records based on selected criteria. The located records become the ‘Found Set’ for browsing, sorting, previewing, and printing. FileMaker Pro switches to Browse after completing a find request. Use ‘Find Mode’ to work with find requests, blank records into which you type or paste search criteria. FileMaker Pro maintains a field-by-field index of the values in a file.
Index Finding Records Electronic Forms User Guide Omit Choose this option when you want to include all records except those meeting the selected criteria. Example: “Mary” as the selected criteria with ‘Omit’ checked will find all records except those with “Mary” in that field. Symbols Definitions < less than <= less than or equal > greater than => greater than or equal = exact match ...
Index Finding Records Electronic Forms User Guide If you ‘Find’ a record and then duplicate the record the duplicated record also becomes part of the ‘Found Set’ even if the selection criteria is changed in the record. Likewise, if you create a ‘New Record’ after a ‘Find’, that record also becomes a part of the ‘Found Set’. If you do not want these records as part of the ‘Found Set’ you must do another ‘Find’.
Index Sorting Records Sort Electronic Forms User Guide Sort is selected by clicking on the ‘Sort’ button or choosing ‘Sort’ from the ‘Select’ menu. The keyboard shortcut is ‘Ctrl+S’. Sorting rearranges records according to the entries in a field or a set of fields. FileMaker Pro stores records in the order you add them. You can sort all records or a group of ‘Found Records’ and then browse, update, or print those records in the new sequence.
Index FileMaker and Form Menus Electronic Forms User Guide FileMaker Pro has nine pull-down menus on the menu bar. File Edit View Insert Format Records Scripts Window Help The menu groups, definitions and commands available within each group are as follows. The explanations are also available within FileMaker Pro Help. File Use File menu commands to manage, print, copy, and recover files, set preferences, work with files on a network, and exit FileMaker Pro. New Database... Open...
Index FileMaker and Form Menus Format Electronic Forms User Guide Use Format menu commands to change the appearance of text and field entries. Commands are available based on the current mode and selection. In Browse, formatting changes apply to the current selection only and you can mix fonts, font sizes, and styles in a single field entry. Records Use Records menu commands to work with records in the file.
Index Printing Forms Electronic Forms User Guide There are several ways that electronic forms may be printed. One way is to use the ‘Print’ buttons provided that use a ‘Script’ to perform a function of FileMaker Pro. Print Print The ‘Print’ button will print all pages of the current Layout. Of course you may also use the ‘Menus’ located at the top of the screen. To do this you would click on ‘File’ ‘Print’ in the menu and that would bring up the Print Dialog Box.
Index Printing Forms Electronic Forms User Guide Selecting Print Options In FileMaker Pro, you can print specific pages, control the print quality, print to a file, add page numbers, choose to print specific records, print field and script definitions, print a specific number of copies, and collate pages. To select print options, choose ‘Print’ from the ‘File’ menu and select an option or click on the “Print’ button. - To print all pages in a form, click ‘All’.
Index Printing Forms Electronic Forms User Guide Troubleshooting Printer Problems The majority of problems and user frustrations using FileMaker Pro are usually traced to printer problems. FileMaker Pro uses the printer driver (for Windows) or printer definition (for Macintosh) to define how the screen looks like and where the print margins are located. These margins are defined by the maximum printable area for the printer selected and is not definable by the user.
Index Printing Forms Electronic Forms User Guide Special Printing Requirements Some forms are required to be printed on other than standard white paper. If a form requires special paper, a Warning box will notify you when the file is opened. This ‘Warning Box’ will tell you what paper is required: Warning The Property Disposal Request (Form SF 267-A EF) MUST be printed on 4-Part Carbonless Paper. It will NOT be accepted on plain paper. OK The most common paper required is 4-part carbonless paper.
Index Layouts Electronic Forms User Guide FileMaker Pro can display the database information in different formats or displays. These displays are called ‘Layouts’. These ‘Layouts’ may be accessed in several different ways: Layout Buttons Layout buttons are included in form layouts depending on layouts available.
Index Importing and Exporting Records Electronic Forms User Guide Importing Records into FileMaker Pro You can import records from other FileMaker Pro files or from files created in other applications. To import records from a FileMaker Pro file or files from other applications: 1. Open the destination file. This is the file that will receive the imported records. 2. Choose ‘Import/Export’ in the ‘File’ menu and ‘Import Records’ from the submenu. You will see the ‘Open File’ dialog box.
Index Importing and Exporting Records Electronic Forms User Guide Import Field Mapping View By: Matching Names Data in “134_146.FP3” Fields in “134_146 Copy.FP3” Contractor Street Address City State Zip Code Date Contractor Street Address City State Zip Code Date << Scan Data Field Names >> Define Fields... Add new records Replace data in current found set Import Cancel 4. The fields in the source file will map to the fields in the destination file as shown in the list.
Index Importing and Exporting Records Electronic Forms User Guide 2. Choose ‘Import/Export’ in the ‘File’ menu and ‘Export Records’ from the submenu. You will see the ‘Export Records To File’ dialog box. 3. Select the ‘File Type’ format desired. 4. Type an eight digit name for the file. You may type the three letter extension or, if omitted, FileMaker Pro will automatically add the correct extension according to the file type selected. 5. Click ‘OK’.
Index Supported Systems and Printers Electronic Forms User Guide System Support Since you are using the tutorial it is assumed that your computer has at least the minimum requirements to run FileMaker Pro and WSDOT electronic forms. The following are the minimum requirements to use electronic forms (FileMaker Pro 5.
Index Supported Systems and Printers Electronic Forms User Guide Printer / System Troubleshooting FileMaker reads the printer driver and the printer you are using and that defines the page setup of the form on your system. Some printers will not print the forms correctly simply because their printable area is different than the supported printers. This margin limitation comes into play when you are using a printer that has a smaller printable area than the listed printers.
Index Supported Systems and Printers Electronic Forms User Guide 6. Multi-User File - A FileMaker Pro file being utilized by several users can cause slow processing and print times. Also, a user with a slow system in a Multi-User file can cause very slow times (A Multi-User file operates at the speed of the host machine). The more users connected to a Multi-User file - the slower the response times and print times.
Index Notes and Warnings Electronic Forms User Guide FMPRO NOTE: If a FileMaker Pro file is terminated without properly closing, the next time the file is open you may get a message that the file was not closed properly. FileMaker Pro will then make a file check and repair any damage that might have been done. On occasion the file will become damaged and FileMaker Pro will give you a warning that the file is damaged and cannot be opened.
Index Glossary of Terms Electronic Forms User Guide Browse In Browse you can create new records and edit, sort, print, and export them to another file. Button An object, graphic or icon to which a script is attached so wneh the button is ‘pushed’ the attached script or mini-program will start. Click Clicking means to point the pointer or I-bar on an item in the layout and pressing the mouse or pointer button once.
Index Glossary of Terms Electronic Forms User Guide Find Activates Find mode. In Find you make find requests to locate records based on selected criteria. The located records become the found set for browsing, sorting, previewing, and printing. Folder Macintosh computer file directory in which computer files or programs are kept. The PC equivelant is directory or subdirectory. Font A style of text type used by a computer to display text on the screen and for printing.
Index Glossary of Terms Electronic Forms User Guide Preview Preview usually refers to a screen mode to see how records will look like when printed. Read-Only A Read-Only file cannot be saved, updated or written to. Electronic forms files are located in a Read-Only directory. They must be copied to a directory where the user has read and write priveleges. Record A record contains the information you keep about one product, person, or transaction.
