FileMaker Pro 9 Tutorial

File o 9utorial

Maker® PrT

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All persons and comp us and any resemblance to existing persons and c listed in the Acknowledgements d of third-party products is for informational purpose t nor a recommendation. FileMaker, Inc. assum mance of these products.

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About customizing layouts 25

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your layouts as forms, lists, and tables 13

a copy of the sample file 14

te a file using a Starter Solution 14

more information 14

son 3 ing and sorting records records based on criteria in a single field 15

records based on criteria in separate fields 16

records that match multiple criteria in the same field 16

records that match a range of criteria in the same field 17

ow your search 17

your found set 18

more information 19

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


Contents

son 1 Maker Pro basics to use this tutorial 7

Where to find the sample file 7

base concepts 8

What is a database? 8Why use a database? 8How is a database organized? 8How is field data displayed? 8aker Pro basics 8

About FileMaker Pro modes 9

more information 9

son 2 wsing informationn a database and move between records 11

information in different ways 12

See a different layout 12

Lesson 4 Creating a database and entering recorCreate 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


Lesson 5 Customizing what you seeAbout layouts and tables

4 FileMaker Pro Tutorial

42

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48

ls 48

51

51

53

53

Display data from a related record 54

54

s 54

55

56

Automatically enter a serial number 40

Create a field for serial numbers 40

For more information 40

Lesson 8 Automating tasks with buttons and scriptsPerform a task using a button 41

Create the button 41

Perform a series of tasks using a script 42

About scripts 42

Create a script to preview the Labels layout 42

Display a list of related records

Create a portal to display matching record

Add the fields in the portal


Lesson 6 Creating lists, mailing labels, and form lettersCreate a columnar list 31

Create mailing labels 32

About label layouts 32

Create a label layout 32

Create a form letter 33

About form letter layouts 33

Create a one-page blank layout 33

Customize the letter with the company name 35

Add the closing 35


Lesson 7 Simplifying data entryEnter data using value lists 37

Define a value list 37

Assign a value list to a field and display it as radio buttons 37

Generate values with a calculation field 38

Create a calculation field 38

Test your calculation 39

Assign a script to a button

Rename the button

Test the button

Find records using a script

View the script


Lesson 9 Creating and running reportsGenerate a report with grouped data

About subsummary reports

Create a subsummary report

Generate a report with grouped data and totals

Create a report with grouped data and tota

Save and send a report as a PDF file


Lesson 10Making databases relationalDisplay a related record in a file

Define a relationship to another table

| Contents 5

Lesson 13 Keeping your data safeHow to back up your database 65

When to back up 65


Lesson 11 Sharing and exchanging dataAbout sharing data 57

Enable FileMaker network sharing 57

Opening a remote file 58

About exchanging data 59

Saving and sending data 59

Supported import/export file formats 59

About importing data 59

Import data into the sample file 59


Lesson 12 Protecting data in FileMaker ProCreate an account and password 61

About accounts 61

Create a privilege set 62

About privilege sets 62

Create a custom privilege set 63



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ers of this club save their businesses money on travel costs, lub’s expenses are offset by an annual membership fee. r Pro is used to track the members’ names, addresses, and hip status, as well as to generate labels and form letters to embers.

t complete these lessons sequentially, as concepts introduced ssons are assumed to be understood in later lessons. The

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FileMaker Pro 9\English Extras\Tutorial

or

FileMaker Pro 9 Advanced\English Extras\Tu

You can also download the sample file by choLearning Center. Tutorial files are located withFileMaker Pro documentation.

If you need to start over, replace your existing copy.

Lesson 1FileMaker Pro basics

to the FileMaker® Pro tutorial. This tutorial shows you can manage your information in FileMaker Pro.

learn how to use FileMaker Pro software to:

and sort information

and enter records in a simple database

mailing labels

calculations, buttons, and scripts

and run reports

relationships between FileMaker Pro database tables

ow files can be shared with other users on your network or Internet

information in your database by assigning user accounts lege sets and by backing up your databases

pproximately four hours to complete this tutorial, which can

This tutorial assumes that you are familiar wioperating system. Opening files, locating foldethat require some knowledge of your computepart of completing this tutorial.

Because using FileMaker Pro is the most effeapplication, each lesson features a hands-on aguide you through menus, screens, and conce

The file included with this tutorial is intendedfeatures of FileMaker Pro, and as such, mightas a template for further development.

Where to find the sample file

The sample file contains data for the Corporaprovides a place for you to practice building tthat are described in each lesson. If the samplit is in:


Imagine your address book is a FileMaker Pro database file. Each

yout is based on a .

ddition to the ess Book table will k table. A layout ecords from the

iles created on a ter running

grams, onsequently, it’s making sweeping ords. Once records our database.

p your files on a of unnecessary e lost or damaged,

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—is stored in a separate field.

work and worry in the event that your files becomor records are inadvertently deleted.

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 it. 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, 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 is a collection of fields.

How is field data displayed?

FileMaker Pro displays fields on layouts. Each lasingle table, and displays records from that table

Imagine that your database has a Tasks table in aAddress Book table. A layout based on the Addrdisplay fields and records from the Address Boobased on the Tasks table will display fields and rTasks table.

FileMaker Pro basicsFileMaker Pro is a cross-platform application. FMac can be opened in FileMaker Pro on a compuWindows, and vice versa.

Unlike most word processing or spreadsheet proFileMaker Pro saves your work automatically. Cimportant to carefully consider your actions whenchanges to your files, especially when deleting recare deleted, they are completely removed from y

As you will learn in lesson 13, you should back uregular basis. Backups can save you many hours

Lesson 1 | FileMaker Pro basics 9

oncepts, see chapter 2

about procedures and leMaker Pro Help,

the web,

Fields

Mode pop-up menu

About FileMaker Pro modes

When you work in FileMaker Pro, you work in one of four modes.

1 Use Browse mode to enter data and view records.

1 Use Find mode to locate a record or a group of records quickly.

1 Use Layout mode to specify how information will appear on the screen or when you print it.

1 Use Preview mode to see what the pages will look like when you print them.

Once you have opened a database, you can switch from one mode to another using either the View menu, mode buttons, or the mode pop-up menu at the bottom of the application window.

For more informationFor more information on FileMaker Pro basic cof the FileMaker Pro User’s Guide.

You can also find comprehensive informationconcepts in FileMaker Pro Help. To access Fichoose Help menu > FileMaker Pro Help.

To access the FileMaker Learning Center on choose Help menu > Learning Center.

Name of layout

Number of the current record

Filename

Mode buttons

Current mode (Browse)


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he Tutorial folder on your hard drive. For the tutorial folder see chapter 1, “Where to find the sample file.”

ample.fp7.

that the database is in Browse mode. FileMaker Pro o Browse mode when a database is opened.

tus area, notice that there are 29 records and that the first displayed.

You can also click the current record numbernumber you want, then press Enter (Windows

Tip The Records menu also provides commanrecords. Choose Records menu > Go to RecordNext, Previous, or Specify.

e current mode is entified at the top of the status area

Lesson 2Browsing information

, enter, or change data in Browse mode. This is the simplest teract with your database.

sson you will:

database with data already in it

etween records

formation in different ways by switching layouts

difference between form view, list view, and table view

copy of the database

a new database using a Starter Solution

a database and move en records

the sample database:

4. Click the right page of the book icon to moat a time, and click the left page to move back

5. Drag the slider to the right and release to mof records at one time. Drag the slider to the lebackwards a number of records.

Slider

Book icon

Number of records

Record currently displayed

Status area


st opened.

the book icon. is file.

ayout, your current elds in the table.

The same data can be arranged differently with multiple layouts

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 powerful tool for working with or printing just the information you need to accomplish a particular task.

See a different layout

To see some layouts in action, use the file you ju

1. Click the Layout pop-up menu, located aboveA list appears showing the layouts available in th

2. Notice the check mark next to the Data Entry llayout. The Data Entry layout shows all of the fi

Steve Williams789 Ninth AvenueNew York, NY 10001

Juanita Alvarez 555-1234Michelle Cannon 555-1234Andre Common 555-1234Marie Durand 555-1234Jean Durand 555-1234William Johnson 555-1234John Lee 555-1234Patrick Murphy 555-1234Le Nguyen 555-1234Kentaro Ogawa 555-1234Mary Smith 555-1234John Smith 555-1234Sophie Tang 555-1234Steve Williams 555-1234Betty Wilson 555-1234

Phone List

Dear Sophie,

Thank you for reserving a cruise with us. We value your business and appreciate the opportunity to serve you.

If you have any questions about your reservations, please call us—we want you to be satisfied with your cruise.

Sincerely,John Lee

Layout pop-up menu

Lesson 2 | Browsing information 13

4. Go to the Layout pop-up menu and return to the Data Entry layout. Switch between form view, list view, and table view in the same

ayout. You see many

same layout. Only the

many records at

to the original view of

inally as a table

No data has been lost.

View your layouts as forms, lists, and tablesYou can view your layouts in three different ways: as a form, as a list, and as a table.

1 Form view displays your current layout one record at a time.

1 List view shows your current layout as a list, with one record appearing beneath another.

1 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 is in Browse mode.

layout to see how they are different.

1. In the sample file, switch to the Club List lrecords, displayed as a list.

2. Choose View menu > View as Form.

You now see a single record, displayed in the viewing option has changed.

3. Choose View menu > View as Table.

The View as Table feature allows you to viewonce in a grid.

4. Choose View menu > View as List to return the Club List layout.

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

Form view

List view

Table view

The Club List layout, viewed as a form, then as a list, and f


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he file by choosing

cords, switched ew, list view, and tains data, and ution. For more e chapter 2 of the

Select Business - Finance

Select Purchase Orders

Quick Start Screen, choose Edit menu > Preferences (Windows) or FileMaker Pro menu > Preferences (Mac OS). Under General, select Show Starter Solutions in FileMaker Quick Start Screen, click OK, then repeat step 1.

2. Select Create database using Starter Solution.

3. Select Business - Finance under All Solutions, then select Purchase Orders on the right.

For more informationYou have opened a database, browsed through relayouts, learned the differences between form vitable view, created a copy of a database that concreated a new empty database from a Starter Solabout browsing information in FileMaker Pro, seFileMaker Pro User’s Guide.

Save a copy of the sample fileYou 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 for File Name.

3. Click Save.

4. Close the original sample file by choosing File menu > Close.

Create a file using a Starter SolutionFileMaker Pro Starter Solutions are pre-designed database templates. These files contain fields and are set up for tasks commonly performed in databases, such as creating purchase orders or expense reports. Starter Solutions contain no data and provide a quick way to start using FileMaker Pro right away.

To create a file using a Starter Solution:

1. Choose File menu > New Database.

You see the FileMaker Quick Start Screen. If you do not see the

4. Click OK, then save Purchase Orders.fp7 in th

You see the Purchase Orders database, ready forrecords.

5. Browse the Layout pop-up menu to familiarizlayouts.

You will add data to this file in lesson 8.

6. When you are finished with this lesson, close tFile menu > Close.

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n. See lesson 2 for information on accessing the Tutorial d making a copy of Sample.fp7.

ecords based on criteria in le fieldmbership database, find all of the members that are from k City.

he Tutorial folder on your hard drive.

ample Copy.fp7.

that the database is in Browse mode and that the active Data Entry.

record is for a member from New York City.

Your find request returns records for four meNew York. This is the found set.

6. Click the book icon or slider to view each the found set.

Number of records in the found set

Total in the

Lesson 3Finding and sorting records

base is a collection of records. Sometimes you’ll work with records in the database (to mail out an annual catalog for omer, for example). Often, however, you’ll work with a your database—people who come from a particular city, for or records that fall within a particular range of dates.

aker Pro, this process of searching for records that match r criteria is called finding records. Once you’ve found the ou want to work with, you can change their order by sorting cords can be sorted in ascending or descending order.

sson, you will:

cords matching criteria in a single field and multiple fields

cords matching a range of data

your searches by omitting records

ords in ascending and descending order

rify that you have a copy of Sample.fp7 before beginning

4. Right-click (Windows) or Control-click (M

5. From the shortcut menu, choose Find Match

Chothe


ds for the two new

se Records menu >

rds before s from the entire

e criteria

ore than one need to find all This type of search your found set will criteria.

will need to use

ate field of the first

1 Create a second find request and enter the second search criterion

ill retrieve all of the red.

on:

selected

in the same field.

When you click the Find button, FileMaker Pro wrecords that match any of the criteria you’ve ente

To find all members living in New York or Lond

1. Choose View menu > Find Mode.

2. Type New York in the City field.

3. Choose Requests menu > Add New Request.

Find button

Find records based on criteria in separate fieldsYou 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:


Use Find mode to perform more advanced searches. In Find mode, you create a find request using the fields in the layout you see. Type the criteria you want to search for directly into the fields on the request.

2. Type USA in the Country field.

3. Type New in the Membership Type field.

4. Click the Find button in the status area.

Your find request returns a found set of two recormembers who live in the United States.

5. To find all of the records in your database, chooShow All Records.

Note It is not necessary to choose Show All Recoperforming a Find, as FileMaker Pro finds recorddatabase by default.

Find records that match multiplin the same fieldSometimes you need to find records that match mcriterion in a single field. For example, you maymembers located in either New York or London. is commonly referred to as an OR search, becauseconsist of records that match any one of the find

To perform an OR search in FileMaker Pro, youmultiple find requests.

1 Type the first search criterion into the approprifind request.Find Mode is

currently

Lesson 3 | Finding and sorting records 17

8... in the Date Paid

30/2008.

Your search returns six records, for six members who paid their fees

t match certain criteria xample, finding all of ept for those added in in New York state perform these types of requests and omitting

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, 2008 and June 30, 2008:


2. Type 1/1/2008 in the Date Paid field.

3. In the status area, click the Symbols pop-up menu. Select range from the list, or type an ellipsis (...).

within the first six months of the year 2008.

Narrow your searchSometimes, you might need to find records thawhile at the same time excluding others (for ethe records that were added in a given year excFebruary, or finding all customers who resideexcept for those in New York City). You can finds by using a combination of multiple findcertain records.

Notice that the status area shows that there are two requests.

4. Type London in the City field of this second request.

5. Click Find in the status area.

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 fieldSometimes, 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.

Your find request should now have 1/1/200field.

4. Immediately after the ellipsis (...), type 6/

5. Click Find.

Number of requests

Symbols pop-up menu


th, you might want nt to display the ewest to oldest.

bers’ last names:

Club List layout. of the sorting.

on the right side of

and click Move.

e Last Namefield that when the ascending order

l order by last name.

he file by choosing
10. Click Find.
Your search returns five records for five members who paid their fees within the first six months of 2008, except the month of February.

Notice the sort direction symbol to the right of thincreases in size from left to right. This indicatesdatabase is sorted by this field, the data will be in(from a to z).

5. Click Sort.

The names in the Club List are now in alphabetica

6. Choose Records menu > Show All Records.

7. When you are finished with this lesson, close tFile menu > Close.

Omit checkbox

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 the first six months of 2008, except for those who paid their fees in February:



3. In the status area, click the Symbols pop-up menu. Select range from the list, or type an ellipsis.

4. After the ellipsis, type 6/30/2008.

5. Choose Requests menu > Add New Request. Notice that the status area shows that this is the second request.


7. In the status area, click the Symbols pop-up menu and select range from the list, or type an ellipsis.

8. After the ellipsis, type 2/29/2008 in the Date Paid field.

9. Click Omit in the status area to select it.

Sort your found setOnce you have a found set of records to work wito sort those records. For example, you might warecords in alphabetical order, or sort them from n

To sort records in alphabetical order by the mem

1. Go to the Layout pop-up menu and choose theThis layout will make it easier to see the results

2. Choose Records menu > Sort Records.

3. If any fields appear in the Sort Order column the dialog box, click Clear All.

4. In the list of available fields, select Last Name

Sort direction buttons become active when

a field is selected

Lesson 3 | Finding and sorting records 19

For more informationYou have found records based on a variety of criteria, and narrowed your searches by using Omit. You have sorted the results of your searches. For more information on finding and sorting records in FileMaker Pro, see chapter 2 of the FileMaker Pro User’s Guide.


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te a field for each category of information you want, such ame or City. To find, sort, calculate, and display data

, the field type should match the kind of data it contains ber, date, and so on). For example, you can’t search for s in a field of type Number.

learn about other field types in later lessons.

database

e File menu > New Database.

see the FileMaker Quick Start Screen, choose Create empty , then click OK. If not, go to step 3.

the Tutorial folder and select it as the location for this file.

8. Click Create.

9. Type Last Name in the Field Name box, th

10. Type Fee Paid in the Field Name box, seType list, then click Create.

11. Type Date Paid in the Field Name box, Type list, then click Create.

Specify the fie

a field

Lesson 4Creating a database and entering records

vious lessons, you saw how to use a simple database with ata. Now you will create your own file and add records.

sson you will:

a simple database

fields to hold different types of data

records

ata

data

records

ata in a container field

a simple database and define fields

eld definitions

4. For File name, type MyFile.fp7.

5. Click Save.

The Manage Database dialog box appears. ByPro creates a table for you, with the same nam

You will now create fields to store informatio

6. To create the first field, type First Name

7. Notice that the field type is Text.

Name


or John Smith,

he book icon to see

2. Choose Records menu > New Record and enter a First Name and

.

in record 3 and

ight not be turned , choose

ker Pro menu > llow drag and drop

d 4.

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.

3. Press Tab to move to the next field.

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.

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 release the mouse.

Note If you can’t drag the text, drag and drop mon in FileMaker Pro. To turn on drag and dropEdit menu > Preferences (Windows) or FileMaPreferences (Mac OS). Under General, select Atext selection, click OK, then repeat steps 3 an

5. Repeat steps 3 and 4 for the Date Paid field.

6. Switch back to View as Form.

12. Type Container in the Field Name box, select Container from the Type list, then click Create.

13. Click OK.

You see the empty fields in a new, blank record. Field labels identify the fields. Your file is ready for data entry.

Note FileMaker Pro automatically saves your changes as you work.

Enter data into the databaseNow you can begin to enter members’ data.

The completed record should look like this:

Create another record

1. Choose Records menu > New Record.

2. As you did for Jane Doe’s record, enter data fwho paid 75 dollars on 2/2/2009.

Your database now contains two records. Click teach record.

Copy data with drag and drop

1. Switch to View as List.

Field labels

Enter data here

Lesson 4 | Creating a database and entering records 23

lde files, sounds you

to track in a database.

rial folder.

s the file's icon and content of the file.

se the file by choosing

ed fields, then added, between records. For FileMaker Pro User’s ta in different field r further information,

er’s Guide.

e GIF filename d icon are

splayed in the ntainer field

Delete a record1. Go to the third record you created.

2. Choose Records menu > Delete Record.

3. Click Delete in the confirmation dialog box.

Notice in the status area that only two records remain in the database.

6. When you are finished with this lesson, cloFile menu > Close.

For more informationYou have created a simple database and definmodified, and deleted records and copied datamore information, see chapters 2 and 3 in the Guide. You will learn more about entering datypes and by different methods in lesson 7. Fosee chapters 2 and 5 in the FileMaker Pro Us

Modify data in a recordSuppose you realize that Jane Doe paid 75 dollars, not 25. You can easily correct the entry.

1. Go to the first record.

2. Select the amount in Fee Paid.

3. Type the new amount, 75.

4. Click an empty area outside the field to save the change.

Insert a file in a container fieA container field can store pictures, QuickTimrecord, or any other type of file that you want

1. Go to the first record.

2. Select the container field.

3. Choose Insert menu > File.

4. Choose the logo.gif file located in the Tuto

5. Click Open.

When you insert a file, FileMaker Pro displayname in the container field but not the actual

The text in the Fee Paid field is selected

Thandico


fe

h

e

t

y

e

ra

h

to

your file contains only one table, all layouts in your file will

ou

e ianes

de any combination of change the font and e way data appears in set a Number field to te field to include the r.

the way data appears.

er.

2. Choose View menu > Layout Mode.

menu.

o select it.

f the field to the left isplay the longest first

Click and drag the handle to resize

elect

You canother ef

In this le

1 learn

1 add, r

1 add a

1 displa

1 chang

1 add g

1 see w

AbouEach laytable. Ifbe basedmust chthe layo

The tablbecauseon that ltable caFor mordatabase

on that table. If your file contains more than one table, you ose which table your layout will use at the time you create t, although you can change this later if necessary.

you choose as the basis for your layout is important t determines which fields and records are available for use yout. Fields and records that are not stored in the current still be used, but must be accessed through relationships. information on relationships, see lesson 10, “Making relational.”

3. Choose Data Entry from the Layout pop-up

4. In Layout mode, click the First Name field t

5. Drag the handle at the lower-right corner ountil the field is smaller, yet large enough to dname you expect in your file.

6. Choose View menu > Browse Mode.

Click to s

Lesson 5Customizing what you see

enhance the way your data looks by adding graphics and cts.

sson, you will:

ow layouts determine what you see

size, and move fields

ab panel and change its color

values in a number field as currency

text size, style, and color

phics

ere to find other ways you can customize a layout

layouts and tablesut is based on a single table, and shows records from that

About customizing layoutsDesign layouts in Layout mode. You can inclufields, text, and graphics on a layout. You cancolor of fields and text and you can change thNumber or Date fields. For example, you caninclude currency notation or you can set a Daday of the week with the month, day, and yea

Changes you make in Layout mode affect onlyThe data itself remains as it was entered.

Resize, move, and add a field

Select and resize a field

1. Open Sample Copy.fp7 in the Tutorial fold


lay it on any layout ld is not on this

on your layouts, as

ct info tab.

r Since, select

e so the field is the

ield
4. Choose Arrange menu > Align > Top Edges.
The Last Name field moves until it aligns with the top of the First Name field.

5. Drag the Last Name field label above the Last Name field.

6. Drag the First Name field label above the First Name field.

7. Experiment with the Align commands to align the field labels with each other.

8. Choose View menu > Browse Mode to see your results.

3. In the Specify Field dialog box, select MembeCreate Label, then click OK.

The new field appears on the layout.

4. Resize the new field by dragging a right handlsame size as the Date Paid field.

Drag the new f

7. Click Save to save changes to this layout, if prompted.

FileMaker Pro can save layout changes automatically, or prompt you to save changes before leaving Layout mode. To save layout changes automatically, select the Save layout changes automatically checkbox in the Save changes to this layout dialog box.

8. In Browse mode, flip through the records.

If the field doesn’t display all names completely, return to Layout mode and make the field larger.

9. Repeat this process for Last Name.

Move a field


2. Click inside the Last Name field and drag it beside the First Name field.

In the next steps, you’ll align these fields.

3. Press Shift and click the First Name field to add it to your selection. Both the First Name and Last Name fields are selected.

Add a field

If a field has been defined in a table, you can dispbased on that table. In this database, a defined fielayout. You will add this field now.

Note You can also place fields from other tablesexplained in Lesson 10.


2. Using the Field tool, drag the field to the Conta

Field tool

Lesson 5 | Customizing what you see 27

the new field.

ce field in the new Member Since field in

Membership info

ontact Info tab.

9. Click OK.

10. Select the Selection tool .

11. Select the Member Since field, and drag it to align it with the Date Paid field.

Note You can use the arrow keys on your keyboard to move a selected layout object in small increments.

12. Select the Member Since field label and repeat step 11.

3. Choose Format menu > Tab Control Setup.

4. In the Tab Control Setup dialog box, enter for Tab Name.

5. Click Create, then OK.

You see the new tab panel to the right of the C

Select dark gray for color

5. Select the Text tool.

6. Select the Member Since field label and highlight the text.

7. Choose Format menu > Text.

8. Select 12 for Size, Plain for Style, and dark gray for Color.

13. Choose View menu > Browse Mode to see

14. Choose Records menu > New Record.

You see a year date entered in the Member Sinrecord. The current year will be entered in theeach subsequent new record.

Add a tab panel1. Choose View menu > Layout Mode.

2. Select the Contact info tab panel.

Text tool

Select Plain for Style

Select 12 for Size


gh only the number

. It does not change

ee Paid field.

Format dialog box.

formatted data.

d to see formatted

tab panel to match

nu.

10. With the fields and labels selected, drag to position them near the top of the tab panel.

11. Choose View menu > Browse Mode to see your results.

Add color to a tab panelYou will change the color of the Membership infothe color of the header.


2. Choose Data Entry from the Layout pop-up me

3. Select the Membership info tab panel.

6. In the Contact info tab panel, select the Company, Membership Type, Fee Paid, Date Paid, and Member Since fields and their labels.

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).

Display a number as currency You can display a number as currency, even thouis typed into the field.

Formatting affects only the way data is displayedthe data.


2. In the Membership info tab panel, select the F

3. Choose Format menu > Number.

4. Select options as shown in the following Number

5. Click OK.

6. Choose View menu > Browse Mode to see the

Note You might need to browse to another recordata in the Fee Paid field.

Lesson 5 | Customizing what you see 29

lub text to select the

nd click OK.

e.

avelers Club text, where you want to place the club logo.

elect logo.gif.

ecessary.

he finished layout.


8. Do one of the following:

1 Windows: Click Add to Custom Colors, then OK.

1 Mac OS: Click OK.

The color of the Membership info tab panel now matches the color of the header.

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 s

5. Click Open.

6. Drag the logo or text block to move it, if n

7. Choose View menu > Browse Mode to see t


4. Choose the fill color palette.

5. Choose Other Color from the fill color palette.

6. Mac OS: Select the sliders icon and choose RGB Sliders from the Colors dialog box pop-up menu. (Windows users can skip this step.)

7. Enter these values in the Color dialog box:

Change text size and color1. Select the Text tool .

2. Click the The Corporate Travelers Ctext block.


The Text Format dialog box appears.

4. Choose Custom from the Size list, type 25 a

5. For Style, choose Italic.

6. For Color, choose another color.

7. Click OK.

Add a graphic to the layoutNext you will add a logo beside the club nam

1. Click to the left of the The Corporate Tr

Color Value

Red 238

Green 238

Blue 238

Fill color palette


For more informationYou 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:

1 add effects like embossing or patterns to objects

1 use lines or boxes to highlight or separate information

1 add scroll bars to individual fields

1 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.

rs

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order.

mes, and click Next.

anels to accept the

, First Name, Company, embers layout. The e, which shows items

You candifferen

In this le

1 a list o

1 mailin

1 a form

CreatA columone recoName o

1. Open

2. Open

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5. For L

6. Selec

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8. Doubto appea

1 Las

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These fi

e Layouts menu > New Layout/Report.

yout Name, type List of Members.

Columnar list/report for the new layout type and click Next.

the Columnar list/report layout again, then click Next.

e-click each of the following fields in the order you want it in the list:

Name

Name

pany

bership Type

lds move to the Layout fields list.

10. Click Next again to accept the default sort

11. Select Standard from the list of layout the

12. Click Next on each of the two remaining pdefaults.

13. Click Finish.

The data in all records for the fields Last Nameand Membership Type appears in the List of Mcompleted layout is displayed in Preview modas they will appear when printed.

Lesson 6Creating lists, mailing labels, and form lette

easily create layouts to view and print information in many ways.

sson, you will create:

f your records

labels

letter

a columnar list ar list shows many records simultaneously. Each row is d. Each column holds one category of data, such as Last Phone Number.


ample Copy.fp7.

e View menu > Layout Mode. 9. Click Next.


6. Choose Avery 5160 from the Use label measurements for list.

r Return (Mac OS).

ss Enter (Windows)

ss Enter (Windows)

l contents should

7. Click Next.

Now you’re ready to specify the label contents.

Choose the fields that will appear on the labels1. Double-click First Name in the list.

<<First Name>> 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.” The insertion point flashes.

6. Double-click Home Address 2 in the list, then preor Return (Mac OS).

7. Double-click City in the list.

8. Type a comma, then a space.

9. Double-click Country in the list.

Now you have set up the merge fields. Your labelook like this:

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’t enter data into merge fields.

Create a label layout

In this section, you will use the New Layout/Report assistant to:

1 create a label layout

1 select fields to include on the labels

Create the label1. Choose View menu > Layout Mode.

2. Choose Layouts menu > New Layout/Report.

3. For Layout Name, type Labels.

4. Select Labels for the new layout type.

5. Click Next.

2. After <<First Name>>, type a space.

3. Double-click Last Name in the list.

4. After <<Last Name>>, press Enter (Windows) o

This moves the cursor to the next line.

5. Double-click Home Address 1 in the list, then preor Return (Mac OS).

Lesson 6 | Creating lists, mailing labels, and form letters 33

oter, you will delete

ess Backspace

(Windows) or Delete

.

ee the page boundary. ody tab down farther.

page boundary.

ing the body tab above single page.

een to scroll a few

e. This is the right-side se boundaries.

gin on all sides.

Create a form letter

About form letter layouts

A form letter in FileMaker Pro is 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


2. Choose Layouts menu > New Layout/Report.

3. For Layout Name, type Welcome Letter.

the page boundary limits your form letter to a

10. Use the scroll bar at the bottom of the scrinches to the right.

You see a heavy dotted line along the right sidpage boundary. Your letter will be within the

11. Scroll back all the way to the left.

12. Scroll up to the top of the layout.

Create the text blockYou will create a text block with a 2 inch mar

1. Select the Text tool .

10. Click Next.

11. Select View in Layout mode.

12. Click Finish.

13. When you finish viewing your label layout, choose View menu > 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.

4. Select Blank layout for the new layout type.

5. Click Finish.

Because this letter will not use a header or fothem now.

6. On the layout, click the Header tab, then pr(Windows) or Delete (Mac OS).

7. Click the Footer tab, then press Backspace (Mac OS).

8. Drag the Body tab down to about 11 inches

When you release the mouse button, you will sIf you don’t see the page boundary, drag the B

9. Now drag the Body tab up to just above the

The page boundary line will disappear. Dragg

Body tab Page boundary


3. Type a space.

ice to create two

ce.

eparated by a space.

ample, a title field)

omes you and

with you and with us!

e under it. To turn e menu > the Spelling tab. rline.

s) that a spelling f spelling checking

4. Choose Insert menu > Merge Field.

5. Select Last Name in the list and click OK.

6. Move to the next line (enter a line space):

1 Windows: Press the Enter key above the Shift key on the keyboard.

1 Mac OS: Press Return.

7. Add merge fields for the street address, city, and country, with appropriate spaces, new lines, and punctuation.

If a field is likely to contain words (such as namechecker will mark as misspelled, you can turn ofon specific fields.

Clear this checkbox to turn off underlining

of misspelled words

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 address1. Choose Insert menu > Merge Field.

2. Select First Name in the list and click OK.

Type the letter1. Press Enter (Windows) or Return (Mac OS) twline spaces at the end of the address.

2. Start the salutation line: type Dear and a spa

3. Insert merge fields for the first and last name, s

In your own letters, you can use more fields (for exfor a more elegant salutation.

4. Type a comma and two line spaces.

5. Type the letter:

The Corporate Travelers Club welcyour company to our organization.

We look forward to doing businesshope you have many pleasant trips

If you misspell a word, you’ll see a red dotted linoff this special underlining in this file, choose FilFile Options. In the File Options dialog box, click Clear Indicate questionable words with special unde

The Text tool is selected

Lesson 6 | Creating lists, mailing labels, and form letters 35

form-letter layouts. o organize your

to create other er 3 in the about turing off e FileMaker Pro Help.

See “Add a graphic to the layout” on page 29 to learn how to add a logo to the letterhead.

6. When you are finished with this lesson, close the file by choosing File menu > Close.

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 company name.

4. Type another comma.

Add the closing

1. Click at the end of the text and enter two line spaces.

2. Type With regards, then enter four line spaces.

3. Type John Jones and a comma.

4. Enter a line space, then type President.

5. Choose View menu > Browse Mode to see your personalized letter, ready to print, for every record in the database.

For more informationIn this lesson, you have created list, label, andYou can create as many layouts as you like, tinformation in any way you like. To learn howlayouts, see lesson 9 in this tutorial and chaptFileMaker Pro User’s Guide. For informationspelling checking in specific fields in a file, se


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for this list, New and n line.

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y it as radio buttons

lready displayed.

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EnterValue lipop-up predefinvalues ifrequen

Define1. Open

2. Open

3. Chooselected

4. Choo

5. Click

6. Name

A v

value list he Tutorial folder on your hard drive.

ample Copy.fp7.

e Data Entry from the Layout pop-up menu if it is not already

e File menu > Manage > Value Lists.

ew.

the new value list by typing Membership Types.

8. Click OK to close the Edit Value List dialog

9. Click OK to finish.

Assign a value list to a field and displa


2. Select the Membership info tab, if it is not a

3. Select the Membership Type field.

4. Choose Format menu > Field/Control > Setup

5. For Display as, choose Radio Button Set.

ue list with predefined values, displayed as radio buttons

Lesson 7Simplifying data entry

simplify the way you enter data in FileMaker Pro and accuracy by using value lists, calculation fields, and data y.

sson, you will:

value lists can aid data entry

nd test a calculation formula

ield’s auto-entry options to automatically enter data

data using value liststs let you choose the value you want from a scrolling list, a enu, checkboxes, or radio buttons. These lists can contain d values, or can be constructed dynamically based on the a particular field. They are an efficient way to enter y used values into your database.

7. Click in the large box and enter the values Continuing, by typing each value on its ow


rent record or all field types. You mple, combining a full name field), tainer fields.

annual fee. New mbers pay $100. renewal fee based

, each of which can s an If statement to field with one of the two results.

t forward.

ields tab if it is not

5. For Field Name, type Renewal Fee.

ulation field.

tion

8. In Browse mode, test your value list and buttons by clicking them.

Generate values with a calculation fieldWhen 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.

6. For Type, select Calculation to make this a calc

7. Click Create.

The Specify Calculation dialog box appears.

Membership Type field formatted as radio buttons

Select Calcula

6. For Display values from, choose Membership Types.

7. Click OK. Your radio buttons should be visible in Layout mode.

The calculation formula uses values from the currelated records. The formula can use values from can use calculations to return text values (for exathe contents of first name and last name fields intodates, times, timestamps, and the contents of con

Create a calculation field

Members of the Corporate Travelers Club pay anmembers pay a fee of $200, while continuing meThe following calculation returns a membership on membership type.

There are several ways of formulating a calculationyield the correct result. The following method usecompare the data entered in the Membership Type membership types. The calculation returns one of

1. Switch to Layout mode.

2. Select the Membership info tab panel to bring i

3. Choose File menu > Manage > Database.

4. In the Manage Database dialog box, click the Falready selected.

Select Radio Button Set

Select Membership Types value list

Lesson 7 | Simplifying data entry 39

at all spaces and n above.

ialog box.

f the layout, below the size of your screen,

and drag them under

label does not match ase.


ark gray for color.

hen data is entered in ill compare it to the st is true if it matches first result, 100. If it result is returned.

owse mode and try ield to Continuing. changes as the

calculation

9. Select the placeholder test and type:

Membership Type = “Continuing”

exactly as it appears here.

10. Select the placeholder resultOne, and type 100.

11. Select the placeholder resultTwo, and type 200.

12. Make sure the calculation result is set to Number.

19. Select 12 for Size and Plain for Style, and d

20. Click OK.

Your calculation formula is now complete. Wthe Membership Type field, FileMaker Pro wword we are testing for, “Continuing.” The tethis word, and the calculation will return yourdoesn’t match, the test is false, and the second

Test your calculation

To see if your calculation works, switch to Brchanging the value in the Membership Type fNotice the result in the Renewal Fee field—itmembership type changes.

Verify the type of data to be returned by the calculation

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 this dialog box.

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. 13. Click OK.

If you receive an error message, make sure thpunctuation are identical to the formula show

14. Click OK to close the Manage Database d

The Renewal Fee field appears at the bottom oMembership info tab panel. Depending on theyou may need to scroll down to see it.

15. Select the Renewal Fee field and its labelthe Member Since field.

16. Notice that the format of the Renewal Feethe format of other labels in the sample datab

17. Select the Renewal Fee label.

Field list Function list

Replace these placeholders

with your

The completed calculation


Records menu > the value in the

the file by choosing

defining and -entered serial

elds and field ting value lists, see

9. Click OK, then click OK again to close the dialog box.

The new field appears at the bottom of the layout. (You might need to scroll down to see it.)

10. Switch to Browse mode.

Select Serial number

Automatically enter a serial numberFileMaker 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. Switch to Layout mode.

2. Choose File menu > Manage > Database.

3. In the Manage Database dialog box, click the Fields tab if it is not already selected.

4. For Field Name, type Member Number.

5. Select Number as the field type.

6. Click Create.

7. Click Options.

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.

11. Test your new field entry option by choosingNew Record. Each time you create a new record, Member Number field increments by one.

12. When you are finished with this lesson, close File menu > Close.

For more informationYou have learned how to simplify data entry by formatting value lists, calculation fields, and autonumbers. For more information on calculation fiauto-enter options, as well as defining and formatFileMaker Pro Help.

s

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o to Layout command

t.

10. Click OK.

center of your button. dentify it.

rag it to the desired

ick it. The button takes

Specify the Club List layout

Select Rounded button

FileMakand scriperform

In this le

1 make

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PerfoA buttonFileMakyour dat

Create

1. Open

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he Tutorial folder.

ample Copy.fp7.

e Data Entry from the Layout pop-up menu, if it is not elected.

View menu > Layout Mode to switch to Layout mode.

the Button tool .

the button at the top of the layout.

11. Notice that the insertion point is now in theType Go to Club List in your button to i

12. Click outside the button.

If you need to move the button, select it and dlocation, as with any other layout element.

To test your button, go to Browse mode and clyou to the Club List layout.

Place the button here

Lesson 8Automating tasks with buttons and script

r Pro lets you automate many database tasks with buttons ts. These powerful features can save you a lot of time by ng a series of actions with a single click.

sson you will:

nd use a button to perform a task

and run a simple script to perform a multi-step task

utton to perform a script

cords using a script

m a task using a button is an object on a layout that you can click to perform many r Pro commands. You can use a button to switch layouts in base.

he button

7. In the Button Setup dialog box, select the Gfrom the list.

8. In the Options area, select the Club List layou

9. Select Rounded button for button style.


users, scripts are a many menu a button to run a

you created earlier:

nu.

this lesson.

rm Script script step

ify. Select Preview click OK. Leave the click OK.

5. In the Script Step Options area, select the Labels layout in Specify.

6. From the list on the left, scroll down and select the Enter Preview Mode script step, and move it over to your script.

7. Close the Edit Script dialog box, click Save, then close Manage Scripts dialog box.

8. To run the script you have just created, choose Scripts menu > Preview Labels Layout. FileMaker Pro displays the Labels layout and switches to Preview mode.

5. In the Options area, for Current Script click SpecLabels Layout from the list of available scripts, andrest of the default button settings as they are and

The finished script

Perform a series of tasks using a scriptAs 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 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 > ScriptMakerTM.

2. Click 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.)

Assign a script to a buttonWhile buttons are generally more convenient formore powerful feature, allowing you to combinecommands into a single executable action. Usingscript gives you the best of both features.

To assign the script you just created to the button

1. Choose Data Entry from the Layout pop-up me


3. Double-click the button you created earlier in

4. In the Button Setup dialog box, select the Perfonear the top of the list on the left.

Lesson 8 | Automating tasks with buttons and scripts 43

ibe how the script

rders” dialog box, then s” dialog box.


cripts, and used these n creating buttons and

two records and DEF Ltd. in the Supplier field in two records.

4. Click the Find button under the Purchase Orders heading in the file.

5. Enter ABC in the Supplier field.

FileMaker Pro completes the company name for you.

6. Click Continue in the status area.

The Find script finds all records that match your request and displays them in list view.

View the script

1. Choose Scripts menu > ScriptMaker.

2. Double-click Find in the list of scripts.

3. Close the Edit Script “Find” in “Purchase Oclose the Manage Scripts for “Purchase Order


For more informationIn this lesson, you have created buttons and stwo features together. For more information oscripts, see FileMaker Pro Help.

Rename the button

1. Select the Text tool .

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. In Browse mode, 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 > Close.

Find records using a scriptYou can test a more complex script in the Purchase Orders Starter Solution that you created in lesson 2.

1. Open the Tutorial folder.

2. Open Purchase Orders.fp7.

3. Add four records, entering ABC Company in the Supplier field in

The Find script appears. Comments that descrworks appear in bold text.


cpy

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1 save a

Gene

About

A reporproperly

Subsum

1 a subswant to you.

1 a fieldbreak fi

1 recordparts ap

with grouped data requires a number of elements to work

ary reports include:

mmary part in the report layout for each level of detail you reak out. The New Layout/Report assistant creates these for

or fields to group records by. These fields are referred to as lds.

sorted by these break fields, in the order the subsummary ear on your report layout.

Lesson 9Creating and running reports

ess of retrieving and organizing data from a database is orting. Summary reports present just the totals of your do not break information into smaller groups. ary reports, also referred to as reports with grouped data, e information by a particular field or fields, allowing you to ormation hierarchically. This subsummarized information be subtotaled, averaged, or counted.

sson you will:

te a report with grouped data

te a report with grouped data and totals

eport as an Adobe PDF file and send it as an email attachment

ate a report with grouped data

ubsummary reports

Create a subsummary report

To create the Membership Type Report:

1. Open the Tutorial folder on your hard driv

2. Open Sample Copy.fp7.

3. In Layout mode, choose Layouts menu > N

4. For Layout Name type Membership Type

5. Select Columnar list/report for the new layou


t categories list to

because you are into categories for

.

hip types at the break field p of the Sort order this category.

7. Move the Last Name field to the Sort order list

This sorts the records in each group of membersalphabetically by members’ last names. Notice thMembership Type appears automatically at the tolist to enable FileMaker Pro to group records by

6. Select Report with grouped data, and click Next.

Select the fields used in this report1. 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.

3. Select and move the First Name field.

4. Click Next.

5. Move the Membership Type field to the Repororganize the records by membership type.

Membership Type is referred to as a break field using the contents of this field to break the recordsyour report.

6. Click Next.

Lesson 9 | Creating and running reports 47

3. Go to the Top center list in the Header area and select

ext.

not already selected.

4. Click Finish.

summarized data on embership type, then

membership category.

have done in earlier e the report pictured

Large Custom Text.

4. Type Membership Type 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.

You are in Preview mode so that you can viewthe screen. The members are grouped by their mfurther alphabetized by last name within each

Note Depending on experimentation you maylessons, your finished report may not look likbelow.

8. Click Next.

Select a theme and create the header and footer1. Select the Standard theme to set the text size, color, and style of the finished report.

2. Click Next.

6. Click Next.

Create a script to run this report again1. Click Create a script.

2. Leave Script name as it appears, and click N

3. Click View the report in Preview mode if it is


categories based on common field values. In this exercise, you will

r counts

als

Layout/Report.

eport.

pe and click Next.

nclude subtotals and

embership Type,

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:

1 groups the members by membership type

1 subtotals the fees collected for each membership type

1 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 records by, and a sort of the database by these fields.

5. Click Next.

Select the fields used in this report1. Select the first field to be used in this report, Mand move it to the Layout fields list.

2. Select and move the Last Name field.

3. Select and move the First Name field.

Generate a report with grouped data and totalsIn the previous exercise, you created a report that grouped data in

Two additional elements are also required:

1 a grand summary layout part

1 summary field(s) to display totals, averages, o

Create a report with grouped data and tot

To create the Membership Fee Report:

1. In Layout mode, choose Layouts menu > New

2. For Layout Name, type Membership Fee R

3. Select Columnar list/report for the new layout ty

4. Select Report with grouped data and then select IInclude grand totals.

This report groups data by the Membership Type field,

also referred to asthe break field


embership Revenue .

ip Revenue field in the

p Revenue field as the ileMaker Pro to create

a grand total of membership 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 Membership Revenue field as the subtotal. This tells FileMaker Pro to create a subtotal of the membership fees that are paid beneath each membership category.

8. Click Next.

4. Select and move the Fee Paid field, then Click Next.

5. You want to organize the records by Membership Type, so move this field to the Report categories list, then Click Next.

6. 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.

7. Click Next.

Specify subtotals and grand totalsA 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.

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. Membership Revenue totals the fees

5. Click Next.

6. For Summary field, click Specify and select Mfrom the list of available fields, then click OK

This tells FileMaker Pro to use the Membershgrand total.

7. Click Add Grand Total to add the Membershigrand total at the end of the report. This tells F


fees appears at the bottom of the report.

Subtotals

Grand Total

Note Depending on experimentation you may have done in earlier lessons, your finished report may not look like the following.

Select a theme and create the header and footer1. 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 to run this report again1. Click Create a script.

2. Leave Script Name as it appears. Click Next.

3. Click View the report in Preview mode if it is not already selected.

4. Click Finish.

You are in Preview 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


uped data, and saved a report as a r more information on

2. For Save in, select the Tutorial folder, if it is not already selected.

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.

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.


Save and send a report as a PDF fileAfter you run a report, you can save it as an Adobe PDF file and send it as an email attachment.

1. Choose File menu > Save/Send Records As > PDF.

For more informationIn this lesson, you generated reports with groreports with grouped data and totals. You alsoPDF file and sent it as an email attachment. Focreating reports, see FileMaker Pro Help.


arya

w

y

y

p

m

pm

a

a

t

S

ce

s

t

s

s graph, you are using ch table occurrence in iew into your data. ables, you make the er table, according to

for the relationship.

ield and drag a line to

nship you have created.

the Company field in the Company field in eld in the other table.

Relationdata entrelated t

In this le

1 see ho

1 define

1 displa

1 displa

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1 a MemClub me

1 a ComEach co

Displ

Define

1. Open

2. Open

The filebuild th

3. Choo

4. Click

You seethe table

y a related record in a file

relationship to another table


ample Copy.fp7.

ontains the tables, but not the relational structure. You will structure now.

e File menu > Manage > Database.

he Relationships tab.

the relationships graph. The relationships graph shows all in the current file.

6. Release the mouse button. You see the relatio

The relationship is based on matching data inboth tables. Records are related when data in one table matches the data in the Company fi

7. Click OK.

Lesson 10Making databases relational

l databases let you easily view related data and streamline . You can enter data once, then view and use that data in

bles or files.

sson, you will:

relational databases work

a relationship

data from one related record

a list of related records

le file in this lesson uses two tables:

bers table with records for individual Corporate Travelers bers

anies table for companies where these members work. pany has many members.

When you work with tables in the relationshipthem to organize your view into your data. Eathe relationships graph represents a separate vWhen you create a relationship between two tdata stored in either table accessible to the oththe match fields and the criteria you establish

5. In the Members table, click the Company fthe Company field in the Companies table.

The Company field is the match field.


lds large enough to ld look like this:

ough the records to le in the Corporate

Members table.

s and Companies e Companies table. ay data (member re bidirectional.

ds

from related fields.

pop-up menu.

u can display data onship to the but the relationship cords.

ck the Relationships

tional operator

5. Click ::Company Address.

6. Select Create label (if it’s not already selected), then click OK.

7. Repeat steps 3-6 for ::City and ::Country.

from related records. Now you will use the relatiMembers table you defined earlier in this lesson, must be edited to allow the creation of related re

2. Choose File menu > Manage > Database, and clitab, if it isn’t already selected.

3. In the relationships graph, double-click the relato display the Edit Relationship dialog box.

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. Choose Corporate Account Information from the Layout pop-up menu.


3. Using the Field tool , drag a field onto the layout.

You see the Specify Field dialog box displaying the list of fields in this table.

4. Click Current Table (“Members”) and choose the Companies table from the list.

You 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.

8. Move the fields if necessary, and make the fiedisplay all the data they contain. The fields shou

9. Choose View menu > Browse Mode and flip thrview company addresses from the Companies tabAccount Information layout that is based on the

Display a list of related recordsThe relationship you made between the Membertables displays data (company addresses) from thNext, you will use the same relationship to displnames) from the Members table. Relationships a

Create a portal to display matching recor

You can add a portal on a layout to display data

1. Choose the Companies layout from the Layout

A relationship must always be defined before yo

Choose the table from the table pop-up menu

Lesson 10 | Making databases relational 55

ct the ::First Name field

for the First Name and ields in the portal.

done.

your list of members.

new member at ABC Data Entry layout. (It

nship automatically table. ABC Company ecause the name was rd.


Displays a list of members from the related table

box.

6. Use the Book icon or slider to move to the first company record (ABC Company).


8. Select the Portal tool and draw a box to hold the list of names.

9. In the Portal Setup dialog box, show related records from the Members table.

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.

6. Test your new structure: type the name of aCompany, then look to see if it appears in thewill be the last record.)

When you added the new member, the relatiocreated a record for him or her in the Membersis automatically entered into the match field badded to the portal of the ABC Company reco


Click here to enter a new member

for this company

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.

5. Click OK, then click OK again to close the Manage Database dialog

Add the fields in the portal

1. In the Add Fields to Portal dialog box, seleand move it to the Included fields list.

2. Select and move the ::Last Name field.

3. Click OK.

4. Use the Text tool and create field labelsLast Name field labels above their respective f

The portal should look like this when you are

5. Choose View menu > Browse Mode to viewSelect this checkbox


For more informationYou 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.

e apio

o

o

t

sas uing performance and allows up to 250 users to access a file e

We(

n g

eo s

u and other FileMaker ltaneously.

ement requires that uter on which the

oftware license may t computers. The first er who opens a shared

ave access to the same n each user’s window.

ny user are saved in the here the file resides.

he host opens the file

nnections to the shared file

You canFileMakYou canother apapplicat

In this le

1 how t

1 how t

AbouFileMakdatabaseusers to need to you cannetworksimultan

Instantweb pagintranet

Importibetweenexportindatabasecreate pWhen yfile, not

ously.

eb Publishing You can publish FileMaker Pro layouts as s, which allows anyone with a web browser on your or the Internet) to access your FileMaker Pro databases.

g and exporting data You can exchange information FileMaker Pro and other applications by importing and data. For example, you can import data that is in another or spreadsheet program, or export address data in order to rsonalized form letters with a word processing program. u import or export data, the data is copied to the destination hared between the applications.

Once a shared file is open, the host and clients hinformation, and all changes to the file appear i

Changes to the data, scripts, or layouts made by ashared file. The shared file is saved on the disk w

Clients open co

Lesson 11Sharing and exchanging data

share data over a network using FileMaker Pro, r Server, or via the Internet using Instant Web Publishing. lso share data by importing it into FileMaker Pro files from lications or exporting it from FileMaker Pro files to other ns.

sson you will learn:

enable network sharing of FileMaker Pro files

import data into a FileMaker Pro file

sharing dataer Network Sharing You can share FileMaker Pro on your network, which allows up to nine FileMaker Pro ccess and use the same database file simultaneously. If you hare files with more than 9 concurrent users on a network, se FileMaker Server to share files, which provides greater

Enable FileMaker network sharing

If your computer is connected to a network, yoPro users can use the same database file simu

Important Your FileMaker Pro licensing agreyou purchase a license for each separate compFileMaker Pro application is installed. Each snot be shared or used concurrently on differenperson to open a shared file is the host. Any usfile after the host is a client.

T


networked After a host opens te file as clients.

s.

there are no les are listed in the

ost computer, you and domain name

Select to see a list of hosts

Select the file you want to open

Or, type the network path of the file you want to open

To narrow down the list, type a few letters of the file you are looking for

5. Notice that Sample Copy.fp7 is selected.

6. Select All users for Network access to file.

7. Click OK.

Sample Copy is now hosted on your computer. You must keep this file open to make it available to users on your network.

3. Select the host, then the file.

4. Click Open.

Depending on how file sharing is set up on the hmight have to enter an account name, password, (Windows only) to open the remote file.

Select level of network access for Sample Copy.fp7

Select the computer that is hosting the file you want to open

Sort orders, find requests, import and export field orders, and print settings are specific to each user.

To enable FileMaker network sharing:

1. Open the Tutorial folder on your hard drive.


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.

3. Choose File menu > Sharing > FileMaker Network.

4. 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.

Opening a remote file

A file is considered remote when it is stored on acomputer other than the computer you are using.a shared file, up to nine users can open the remo

To open a remote file:

1. Choose File menu > Open Remote.

2. For View, select Local Hosts to see a list of host

Note If your computer is not on a network or if FileMaker Pro files currently being hosted, no fiOpen Remote File dialog box.

Click to enable network sharing

Lesson 11 | Sharing and exchanging data 59

existing file. You can:

e

te existing records and ata during the import rd your data, always ckup of the file before

e. The file you import

from the

2. Choose File menu > Import Records > File.

S), choose All files ose MyFile.fp7.

This is the source file.

s.

).

e Fields is on the same

list using the slider.

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 files 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.

3. For Files of type (Windows) or Show (Mac O(Windows) or All available (Mac OS), then cho

MyFile.fp7 is the file you created in lesson 4.

4. Click Open.

The Import Field Mapping dialog box appear

5. For Target, select Current Table (“Members”

6. For Import Action, select Add new records.

7. Make sure that the First Name field in Sourcrow as the First Name field in Target Fields.

You can move target fields up and down in the

8. Repeat step 7 for Last Name.

About exchanging dataYou can exchange information between FileMaker Pro and other applications by importing and exporting data. You can:

1 import data into an existing FileMaker Pro file, either into a new table or into an existing table

1 share data with ODBC data sources

1 convert data from other applications to new FileMaker Pro files

1 export data for use in other applications

Saving and sending data

You can save FileMaker Pro data as a Microsoft Excel file or an Adobe 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 emails.

About importing data

There are several ways to import data into an

1 add new records to an existing table

1 create a new table from imported data

1 update existing records in an existing table

1 update matching records in an existing tabl

Important Certain import operations that updaupdate matching records overwrite existing dprocess, which cannot be undone. To safeguachoose File menu > Save a Copy As to make a bayou perform an import that updates records.

The file you import records from is the sourcrecords to is the target.

Import data into the sample file

1. Open Sample Copy.fp7 and select Data EntryLayout pop-up menu.


g FileMaker Pro . To learn more ro, see the Help. For eb, see the

10. Click Import.

11. In the Import Options dialog box, click Import.

12. In the Import Summary dialog box, click OK.

Records in MyFile.fp7 that contain first name and last name data are added to Sample Copy.fp7. The current found set contains the newly imported records. Browse the new records to verify the imported data. Choose Records menu > Show All Records to see all records in the file.


9. 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.

For more informationYou have learned how to enable file sharing usinand how to import data into a FileMaker Pro fileabout sharing and importing data in FileMaker PFileMaker Pro User’s Guide and FileMaker Proinformation about publishing databases on the wFileMaker Instant Web Publishing Guide.

Fields in the source file

Fields in the target file

Arrows show that data will import into the fields at right

Import action

Source file to import from

Target file to import to

hs

Fede

a

to

e

a

s iemc

lu

o ac

d and is assigned the ss to everything in the file without specifying and is assigned

ccounts can be changed.

e.

rivileges.

Maker.

ever appears in words you enter when s to the appropriate

e they’re forgotten and

Althougshould udata. In you protname anused. Th

In this le

1 How protect y

1 How

Creat

About

Accountaccountcan be sshared aShared amaintaindatabasehave mubut acco

When y(Admin(Full Ac

ncludes an account name and usually a password. Accounts t up for individual users or you can create accounts that are ong groups of individuals, such as a “Marketing” account. counts are useful when you want fewer accounts to

and aren’t concerned with tracking individual access to a file. However, it’s safer to create many accounts than to tiple users share one account. Passwords are case-sensitive, nt names are not.

u create a database, two predefined accounts are created nd Guest) and three predefined privilege sets are available ess, Data Entry Only, and Read-Only Access).

To create an account and password:

1. Open the Tutorial folder on your hard driv


3. Choose File menu > Manage > Accounts & P

4. Click New in the Accounts tab.

5. For Account is authenticated via, Choose File

6. For Account Name, type Le Nguyen.

7. For Password, type lnguyen.

Note For security reasons, password text nFileMaker Pro. Always make a note of passsetting up accounts, then provide passwordusers. Store passwords in a safe place in casso they can’t be stolen.

Lesson 12Protecting data in FileMaker Pro

your operating system includes file security features, you e FileMaker Pro accounts and privileges to protect your ileMaker Pro, you restrict which users can access a file when ct files by defining accounts and passwords. The account password that users enter determine which privilege set is se privilege sets limit what users can do in the file.

sson you will learn:

ccounts, passwords, and privilege sets work together to our data

create accounts, passwords, and privilege sets

an account and password

ccounts

authenticate users who attempt to open a protected file. An

The Admin account is not assigned a passworFull Access privilege set, which permits accefile. The Guest account allows users to open a an account name, is not assigned a password,Read-Only privileges.

Passwords and access privileges for predefined a

Predefined accounts

Custom Accounts


You see the new account listed with the default Guest and Admin

se file. In addition, , which determine

ilege sets.

ything in the file

entering of data

anging data

unt with the Full count should have

ed privilege sets e sets, but you can

e copy to use it in a

rovide for common s lets you limit hich layouts can be printing is allowed.

accounts.

13. 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.

14. Click Allow to close the alert.

You see the Confirm Full Access Login dialog box.

15. 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.

Custom privilege setsWhile predefined privilege sets in FileMaker Pro ptypes of data access, creating unique privilege setaccess to specific aspects of a database, such as wviewed, which menus are available, and whether

Predefined privilege

sets

8. 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.

9. For Account Status, select Active.

10. For Privilege Set, choose [Read-Only Access].

11. For Description, type Customer Service Agent.

12. Click OK.

Create a privilege set

About privilege sets

Privilege sets specify a level of access to a databaFileMaker Pro allows for extended privilege setssharing options for files.

Predefined privilege setsEach new database file has three predefined priv

1 Full Access permits accessing and changing an

1 Data Entry Only permits only the viewing and

1 Read-Only Access permits viewing but not ch

In every database, there must be at least one accoAccess privilege set. For security reasons, this aca password. You can’t change or delete predefinexcept to enable or disable their extended privilegduplicate predefined privilege sets and modify thdifferent way.

Specify settings for this account

Lesson 12 | Protecting data in FileMaker Pro 63

ample on a network or es are enabled in the

is privilege set can be

g box.

ssword blank, then

xit or Quit

swords, and assign how to create custom cific business reasons. , and privilege sets can User’s Guide and

7. Clear Allow printing and Allow exporting. To learn more about how accounts, passwordsprotect your databases, see the FileMaker ProFileMaker Pro Help.

Clear Allow printing and Allow exporting

Extended privilege settings appear here

Extended privilege setsExtended 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 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 > Manage > Accounts & Privileges.

2. Click the Privilege Sets tab.

3. Select the [Data Entry Only] privilege set, then click Duplicate.

4. Data Entry Only Copy is selected. Click Edit.

5. For Privilege Set Name, type Temp Staff.

6. For Description, type No printing or exporting for temp staff.

If you’ve set up a database for Sharing, for exvia Instant Web Publishing, extended privilegPrivilege Set dialog box.

8. Click OK.

Temp Staff appears in the privilege set list. Thused by one or more accounts.

9. Click OK.

10. Click Allow to close the alert.

You see the Confirm Full Access Login dialo

Type Admin for Full Access Account., leave Paclick OK.

11. When you are finished with this lesson, EFileMaker Pro to close all open files.

For more informationYou have learned how to create accounts, pasprivilege sets to them. You have also learned privilege sets and how they can be used for spe


Lesson 13Keeping your data safe

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 databaseThere are many ways to back up a file. This is 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 > 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 > Save a Copy As.

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.

When to back upYou should back up:

1 as often as necessary to be sure you can restore all of your data in an emergency.

1 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 informationThis lesson has shown you one way to protect a database. For other ways to prevent and overcome difficulties with your files, see FileMaker Pro Help.

Accept the default filename for your copy, or change

the name

Select the disk and folder where you want to save

your copy

Save a copy of current file

Documents

FileMaker Pro 9 Tutorial