FileMaker® Pro 13

Tim Dietrich

800 East 96th Street, Indianapolis, Indiana 46240

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Editor-in-ChiefGreg Wiegand

Executive EditorRick Kughen

Development EditorGinny Munroe

Managing EditorSandra Schroeder

Project EditorMandie Frank

Copy EditorGeneil Breeze

IndexerErika Millen

ProofreaderPaula Lowell

Technical EditorJoe Fino

Editorial AssistantKristen Watterson

Interior DesignerMark Shirar

Cover DesignerMatt Coleman

CompositorTrina Wurst

FileMaker® Pro 13 Absolute Beginner’s GuideCopyright © 2015 by Pearson Education, Inc.All rights reserved. No part of this book shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photocopying, recording, or otherwise, without written permission from the publisher. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the preparation of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein.

ISBN-13: 978-0-7897-4884-3ISBN-10: 0-7897-4884-3

Library of Congress Control Number: 2014953706

Printed in the United States of America

First Printing: December 2014

TrademarksAll terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. Que Publishing cannot attest to the accuracy of this information. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate as possible, but no warranty or fitness is implied. The information provided is on an “as is” basis. The author and the publisher shall have neither liability nor responsibility to any person or entity with respect to any loss or damages arising from the information contained in this book.

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For questions about sales outside the U.S., please contact international@pearsoned.com.

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Contents at a Glance

Introduction ................................................................................................ 1

Part 1: Getting to Know FileMaker Pro

1 Welcome to FileMaker Pro ....................................................................... 5

2 Creating Your First Database ..................................................................17

3 Exploring FileMaker Pro ..........................................................................25

4 Working with Records ..............................................................................43

5 Importing Records ...................................................................................51

6 Finding Records .......................................................................................61

7 Sorting Records ........................................................................................75

8 Exporting Records ....................................................................................79

Part 2: Beyond the Basics

9 Working with Fields .................................................................................85

10 Working with Calculations .....................................................................109

11 Working with Layouts ............................................................................131

12 Creating Reports and Charts ................................................................177

13 Automating Tasks with Scripts ..............................................................207

Part 3: Caring For and Sharing a Database

14 Protecting a Database ...........................................................................267

15 Backing Up a Database .........................................................................291

16 Sharing a Database ................................................................................301

17 Taking Data with You ............................................................................313

Part 4: Building Your Own Database

18 Planning Your Database ........................................................................325

19 Creating Your Database ........................................................................331

20 Expanding the Database .......................................................................339

Index ........................................................................................................359

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iv FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

Table of ContentsINTRODUCTION ...............................................................................................................1

About This Book ........................................................................................................ 2

Part 1: Getting to Know FileMaker Pro

1 Welcome to FileMaker Pro.....................................................................................5What Is a Database? ................................................................................................. 6Differences Between Databases and Spreadsheets .............................................. 7The Power of Databases .........................................................................................11Why FileMaker? .......................................................................................................12Understanding the FileMaker Platform .................................................................13What Can FileMaker Do for You? ..........................................................................14

2 Creating Your First Database...............................................................................17Getting Started Tour ...............................................................................................18FileMaker Quick Start ..............................................................................................19Creating a Database Using a Starter Solution......................................................20Saving and Closing a Database .............................................................................22Quitting FileMaker ..................................................................................................22

3 Exploring FileMaker Pro .......................................................................................25Opening a FileMaker Pro Database ......................................................................26

Opening a Recently Used Database ................................................................26Opening Other Databases ................................................................................26

Menu Commands ....................................................................................................27The File Menu .....................................................................................................28The Edit Menu ....................................................................................................29The View Menu ...................................................................................................29The Insert Menu .................................................................................................33The Format Menu ...............................................................................................33The Records Menu .............................................................................................34The Scripts Menu ...............................................................................................35The Window Menu .............................................................................................36The Help Menu ...................................................................................................37

The Status Toolbar...................................................................................................39Moving Between Records .................................................................................39Information About the Found Set ....................................................................40The Status Toolbar Buttons ...............................................................................40Quick Find ...........................................................................................................41Additional Tools ..................................................................................................41The Content Area ...............................................................................................42

4 Working with Records ...........................................................................................43Changing an Existing Record .................................................................................44Adding a New Record ............................................................................................44

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Duplicating a Record...............................................................................................44Canceling Changes to a Record ............................................................................45Moving Between Fields ..........................................................................................45Moving Between Records .......................................................................................46Deleting a Record....................................................................................................46Deleting Multiple Records ......................................................................................47Moving Between Layouts .......................................................................................48Changing Layout Views ..........................................................................................49

5 Importing Records .................................................................................................51Preparing for the Import .........................................................................................52Selecting the Source File ........................................................................................52File Types Supported ..............................................................................................52Field Mapping..........................................................................................................53Selecting an Import Action .....................................................................................55Importing the Sample Data ....................................................................................57Import Options Dialog Window ............................................................................57Import Summary Window .......................................................................................59

6 Finding Records ......................................................................................................61Using Quick Find .....................................................................................................62Entering Find Mode ................................................................................................63Performing Basic Finds ...........................................................................................65Performing “and” Finds ..........................................................................................67Performing “or” Finds .............................................................................................67Performing Finds That Omit Records ....................................................................68Finds That Return No Records ...............................................................................68Modifying the Last Find ..........................................................................................69Using Saved Finds ...................................................................................................69Using Fast Match .....................................................................................................71Showing Omitted Records .....................................................................................72Finding All Records .................................................................................................72Updating Multiple Records at One Time ..............................................................72

7 Sorting Records ......................................................................................................75The Sort Records Command ..................................................................................76The Sort Records Window ......................................................................................76Impact of the Sort Order ........................................................................................77

8 Exporting Records .................................................................................................79Preparing to Export .................................................................................................80Performing the Export ............................................................................................80Supported File Types ..............................................................................................81Excel Options Window ...........................................................................................81

Specify the Field Order for the Export Window .............................................82Additional Export Options .....................................................................................83The Export Progress Window.................................................................................83

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vi FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

Part 2: Beyond the Basics

9 Working with Fields ...............................................................................................85Understanding Field Types .....................................................................................86Adding Fields ...........................................................................................................88Changing the Field Order ......................................................................................89Field Options ...........................................................................................................90

Auto-Enter Options ............................................................................................90Validation Options ..............................................................................................95

Naming Fields and Tables ....................................................................................100Changing Fields .....................................................................................................101Deleting Fields .......................................................................................................102Field Storage Options ...........................................................................................103

Global Fields .....................................................................................................103Repeating Fields ...............................................................................................104Indexing Options ..............................................................................................105Indexing Calculated Fields ..............................................................................107

10 Working with Calculations ................................................................................. 109What Are Calculations? .........................................................................................110Why Calculations Are Important ..........................................................................110The Specify Calculation Dialog ............................................................................111Adding a Calculation Field ...................................................................................113Types of Calculation Functions ............................................................................119

Aggregate Functions .......................................................................................121Container Functions .........................................................................................121Date Functions ..................................................................................................122Design Functions ..............................................................................................123Financial Functions ...........................................................................................123Get Functions ...................................................................................................123Logical Functions ..............................................................................................124Mobile Functions ..............................................................................................125Number Functions ............................................................................................125Text Functions ...................................................................................................126Text Formatting Functions ...............................................................................127Time Functions .................................................................................................128TimeStamp Function ........................................................................................129Trigonometric Functions ..................................................................................129

Custom Functions ..................................................................................................129FileMaker Plug-Ins .................................................................................................130

11 Working with Layouts ........................................................................................ 131What Are Layouts? ................................................................................................132Exploring Layout Mode ........................................................................................132Adding Layouts ......................................................................................................133

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Understanding Layout Parts .................................................................................136Resizing Layout Parts ............................................................................................138Setting Layout Widths ...........................................................................................138Adding Objects to Layouts ..................................................................................139

Adding Fields ....................................................................................................139Specifying the Tab Order......................................................................................143Selecting and Modifying Objects ........................................................................144Using the Layout Inspector...................................................................................145

The Position Tab ...............................................................................................147The Styles Tab ...................................................................................................150The Appearance Tab ........................................................................................152The Data Tab.....................................................................................................154Understanding Value Lists ...............................................................................160

Adding Basic Objects ...........................................................................................163Adding Graphics ....................................................................................................164Adding Advanced Objects ...................................................................................165

Buttons ..............................................................................................................165Tab Controls ......................................................................................................166Slide Controls ...................................................................................................168Popovers ............................................................................................................169Web Viewers .....................................................................................................171

Changing Layout Options ....................................................................................173Managing Layouts .................................................................................................175Layout Tips and Tricks ...........................................................................................175

Undoing Layout Changes ................................................................................175Icons on Layout Objects ..................................................................................175Duplicating Layouts ..........................................................................................176

12 Creating Reports and Charts ............................................................................ 177Planning Your Report ............................................................................................178Understanding Sub-Summary Reports ................................................................178Creating Report Layouts .......................................................................................178Improving Report Layouts ....................................................................................188Changing Found Sets ...........................................................................................193Adding Multiple Sub-summary Parts ...................................................................194Importance of the Sort Order ..............................................................................196Removing Body Parts ............................................................................................196Previewing and Printing Reports ..........................................................................197Printing Labels and Envelopes .............................................................................200Creating Charts ......................................................................................................202

13 Automating Tasks with Scripts ......................................................................... 207What Is a Script? ....................................................................................................208The Manage Scripts Window ...............................................................................208Creating Scripts .....................................................................................................213

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viii FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

Script Steps ............................................................................................................222Control Script Steps .........................................................................................223Navigation Script Steps ...................................................................................228Editing Script Steps ..........................................................................................229Field Script Steps .............................................................................................230Record Script Steps ..........................................................................................232Found Set Script Steps ....................................................................................233Window Script Steps ........................................................................................233File Script Steps ................................................................................................234Account Script Steps ........................................................................................236Spelling Script Steps ........................................................................................236Open Menu Item Script Steps ........................................................................236Miscellaneous Script Steps ..............................................................................237

Interacting with Users............................................................................................241Managing Scripts ...................................................................................................249

Grouping Scripts into Folders .........................................................................250Creating a Default Script .................................................................................250Adding a Field Separator ................................................................................250Duplicating Scripts ...........................................................................................250Importing Scripts ..............................................................................................251Deleting Scripts ................................................................................................251Printing Scripts ..................................................................................................251

Performing Scripts .................................................................................................251Subscripts ..........................................................................................................252Buttons ..............................................................................................................252Script Triggers ...................................................................................................253Install OnTimer Script ......................................................................................258

Script Parameters and Results ..............................................................................259Handling Script Errors ...........................................................................................262Running Scripts with Full Access .........................................................................265

Part 3: Caring For and Sharing a Database

14 Protecting a Database ....................................................................................... 267The Importance of Security ..................................................................................268The FileMaker Security Model .............................................................................268FileMaker’s Default Security Settings ..................................................................269The Manage Security Window .............................................................................270Creating Privilege Sets ..........................................................................................273Privilege Sets and Scripts .....................................................................................280Creating Accounts .................................................................................................281Resetting an Account’s Password ........................................................................286Securing New Databases ......................................................................................286Additional Security Features ................................................................................287

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Custom Extended Privileges ...........................................................................287File Access Control...........................................................................................287Encryption at Rest ............................................................................................288FileMaker Server Security Options .................................................................288

15 Backing Up a Database ...................................................................................... 291The Importance of Backing Up ............................................................................292Challenges of Backing Up Databases .................................................................292Performing Backups ..............................................................................................293Backing Up with FileMaker Server .......................................................................295Creating Backup Strategies ..................................................................................295Restoring from Backups ........................................................................................296Recovering Damaged Databases ........................................................................297Performing Consistency Checks ..........................................................................299

16 Sharing a Database ............................................................................................. 301Hosting with FileMaker Pro ..................................................................................302Connecting with FileMaker Pro ............................................................................305Closing Hosted Databases ...................................................................................306Sharing Via ODBC .................................................................................................308Hosting with FileMaker Server .............................................................................308

Increased Support for Concurrent Users .......................................................308Support for FileMaker WebDirect ..................................................................308Custom Web Publishing ..................................................................................310ODBC/JDBC Connections ..............................................................................310

17 Taking Data with You ......................................................................................... 313The Role of FileMaker Go ....................................................................................314Designing for FileMaker Go .................................................................................314Deployment Options.............................................................................................316

Accessing Hosted Databases ..........................................................................317Using Local Databases .....................................................................................322

Security Considerations ........................................................................................322Other Considerations ............................................................................................323

Part 4: Building Your Own Database

18 Planning Your Database ..................................................................................... 325Defining Your Goals ..............................................................................................326Identifying Tables ..................................................................................................326Identifying Fields ...................................................................................................327Identifying Relationships .......................................................................................329

19 Creating Your Database ..................................................................................... 331Creating Databases from Scratch ........................................................................332Adding Fields Using the Field Picker ..................................................................334Changing a Table’s Name .....................................................................................335Naming Tables and Fields ....................................................................................336

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x FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

20 Expanding the Database ................................................................................... 339Adding Additional Tables .....................................................................................340Understanding the Relationship Graph...............................................................341Setting Up Relationships ......................................................................................345The Importance of Context ..................................................................................351Working with Related Records Via Portals ..........................................................353Understanding External Data Sources ................................................................356

Index ...................................................................................................................... 359

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ACKNOWLEDGMENTS   xi

About the AuthorTim Dietrich is an independent database professional who specializes in FileMaker Pro. He designs custom database solutions that help organizations solve problems and achieve goals. He also offers FileMaker training and coaching to groups and individuals, with courses designed for users at all skill levels. His clients range from small businesses to government agencies to Fortune 50 organizations.

Tim has been developing with FileMaker Pro since 1992, and he is a FileMaker 9, 10, 11, 12, and 13 Certified Developer. He holds a Bachelor of Science degree from Towson University, where he studied Computer Science with a concentration in Information Systems.

Tim lives in Richmond, Virginia, with his wife, Kelly, and their son, Alex. To learn more about the author, visit his website at: http://timdietrich.me.

DedicationI want to dedicate this book to my wife, Kelly, and my son, Alex. I could not have written this book without your inspiration, support, and patience. I love you both.

AcknowledgmentsA great big thank you to Joe Fino, who served as the Technical Editor on this book. Thanks, Joe, for your help with the book and for your friendship over these many years.

I would also like to thank the team at Target Marketing—especially Ellen von Reiser, Jay Nathanson, and Jim Nathanson. Thank you for giving me the opportunity to get back into the world of FileMaker when I needed it the most. I will never forget your kindness and generosity.

Thanks to Carole Jelen, my literary agent at Waterside Productions, for approaching me about this book. You presented me with a rare opportunity, and I can’t thank you enough.

Thank you to the team at Pearson Education—especially Rick Kughen and Mandie Frank. I truly appreciate your guidance and patience as I learned the ins and outs of the publishing world.

And last but certainly not least, thanks to the talented team at FileMaker Inc. You never cease to amaze me with your innovative solutions and your ability to move the platform forward.

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xii FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

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INTRODUCTION

Welcome to the Absolute Beginner’s Guide to FileMaker Pro 13. If you

want to learn as much about FileMaker Pro as possible and as quickly as

possible, this book is for you.

One of the nice things about FileMaker Pro is that it can provide you with

a lot of power without overwhelming you with complexity. If you have

even the most basic computer skills, but no prior experience in developing

databases, you can quickly learn how to use FileMaker Pro to create data-

bases that meet your specific needs. Best of all, you don’t need to learn a

programming language to do so.

But don’t let FileMaker’s ease-of-use fool you into thinking that it is a

“lightweight” database. That couldn’t be further from the truth. Many

businesses, organizations, and educational institutions use FileMaker to

manage complex and large databases, from inventory and sales contacts

to historic records, and everything in between. FileMaker powers Web

sites and provides mobile users with the information they need anytime,

anywhere.

• About This Book

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2 FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

If you’re new to FileMaker Pro, this combination of ease-of-use and power is good news, because it means that FileMaker Pro can handle your database needs now and as they evolve, and the time that you use to learn about FileMaker will be well spent.

About This BookThe approach for writing this book and presenting what you need to know is a little different from what you might see in some of the other database books avail-able and different from the other FileMaker books and training materials available. The challenge in presenting the material in this book was determining where to start and the best order in which to present it.

The best way to learn about FileMaker Pro is to first make you the most knowl-edgeable FileMaker Pro user possible. When you have a good handle on how FileMaker Pro databases work, you can go to the next level to create your own databases and share them with other users.

The material is presented in four parts:

In Part I, “Getting to Know FileMaker Pro,” you learn what databases are, what they can be used for, and why FileMaker Pro is the ideal database program to use to create and work with them. You learn about the FileMaker Pro application envi-ronment and discover the main functions and the various ways to perform them. You also create your first database and learn to work with data and navigate around your database.

Part II, “Beyond the Basics,” introduces advanced techniques that you can use to make changes to FileMaker databases. For example, you will learn how to add new fields (including fields based on calculation formulas and special “container” fields that you can use to store many different types of digital files), make changes to the database’s interface, create reports and charts, and more.

Part III, “Caring for and Sharing a Database,” details the ways you can protect your database and share it with other users (including those on mobile devices). You will also learn techniques for backing up your databases, and how to tell when you’re at a point where you should consider hosting your database with FileMaker Server.

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INTRODUCTION 3

In Part IV, “Building Your Own Database,” you will learn how to design a data-base that meets your specific needs. You’ll first learn how to identify the tables, fields, and relationships that you will need in the database. And then, using the knowledge that you will have gained from the first three parts of the book, you will create your database from scratch.

Throughout the book, you find tips and tricks that I’ve discovered throughout 20+ years of using FileMaker Pro.

We have a lot to cover, so let’s get started!

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I N T H I S C H A P T E R

4

WORKING WITH RECORDSIn Chapter 3, “Exploring FileMaker Pro,” you became familiar with the

FileMaker Pro application environment. You learned about the commands

that FileMaker Pro provides and the various ways that you can access

them.

In this chapter, you use what you learned to explore and work with the

database you created. You change, add, and delete records; navigate

through records and layouts; and much more. This chapter provides you

a more thorough understanding of how to use a FileMaker Pro database.

• Changing an Existing Record

• Adding a New Record

• Duplicating a Record

• Canceling Changes to a Record

• Moving Between Fields

• Moving Between Records

• Deleting a Record

• Deleting Multiple Records

• Moving Between Layouts

• Changing Layout Views

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44 FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

Changing an Existing RecordWhen you created the Contacts database, FileMaker Pro automatically added the first record for you. With the exception of the First Name field, the record is empty. Let’s change that record by entering data in the fields.

1. Click the Title field. A drop-down menu displays. Here, you can select a title. Select a value from the list. Notice that the field has a thin highlight around it. That’s how you can tell which field you are in.

2. Click the First Name field. Enter your first name in the field.

3. Click the Last Name field and enter your last name.

4. Save the changes that you made to the record. In database terms, we refer to the act of saving changes to a record as committing the changes. To commit your changes, click anywhere in the content area of the window where a field or button isn’t present.

Adding a New RecordLet’s add a new record to the database. As you might have guessed, FileMaker Pro provides several ways to add records, including

• Click the New Record button in the Status Toolbar.

• Select the New Record command from the Records menu.

• Use a keyboard shortcut. On a Mac, the shortcut is Command+N, and in Windows, it is Ctrl+N.

After you choose one of the previous methods, a new record is created. Again, with the exception of the First Name field, the fields are blank. Click the fields to enter some values.

Duplicating a RecordIn some cases, you might want to create a new record based on values from an existing record. This is called duplicating a record.

There are a couple of ways to duplicate a record:

• Select the Duplicate Record command from the Records menu.

• Use the keyboard shortcut. On a Mac, the shortcut is Command+D, and in Windows, it is Ctrl+D.

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CHAPTER 4  WORKING WITH RECORDS 45

When duplicating a record, a new record is created with values from the original record. Of course, you can make changes to the duplicate record if you need to do so.

Canceling Changes to a RecordSuppose that you start to make changes to a record, and then realize that you don’t want to make those changes after all. As long as you haven’t committed the changes (by clicking outside a field in the content area of the screen), you can can-cel (or undo) your changes.

To do so, select the Revert Record command from the Records menu. A dialog box displays (see Figure 4.1) and asks whether you really want to revert all changes to this record since it was last entered.

FIGURE 4.1

The dialog box that displays when you attempt to revert changes to a record.

Click the Revert button, and the record is set back to the values that it had when you started making changes to it.

If the Revert Record command is grayed out, this is an indication that the changes you made to the record have already been committed. Unfortunately, at that point there is no easy way to revert the record to its initial values.

TIP The Revert Record command also comes in handy when you start to create a new record and then change your mind. Instead of saving the new record, you can cancel it by selecting the Revert Record command.

Moving Between FieldsSo far, when adding or changing values in fields, you have moved between the fields by clicking them. That works, but can be tedious. Fortunately, there is a much easier way to move between fields. In FileMaker Pro, the Tab key can be used to move from one field to the next. Similarly, you can use Shift+Tab to move to the previous field.

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46 FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

As you tab between fields on a layout, FileMaker usually determines which field to place you in based on the field to the right of the current field, or, if there is no field to the right, to the field below the current field. However, as you see in Chapter 11, “Working with Layouts,” you can specify the order in which fields are entered as you tab through them .

Moving Between RecordsIf you haven’t already done so, create a few additional test records. We need them to demonstrate how to move between records.

TIP Remember that you can easily see the number of records in the table by looking at the Status Toolbar. The number that appears to the right of the pie chart indicates the number of records in the table.

In Chapter 3, “Exploring FileMaker Pro,” we discussed several components of the Status Toolbar that can be used to move between records. Let’s use those to move between the test records you created.

First, let’s use the book (the navigation control in the leftmost area of the Status Toolbar) to move between records. Simply click the left-hand page of the book to move to the previous record, and click the right-hand page to move to the next record.

Notice that as you move between records, the number of the record displayed changes in the Status Toolbar. As discussed in Chapter 3, that number is the cur-rent record’s position within the set of records that you are working with. If you want to go directly to another record, simply enter a number into the current record field. For example, to go to the fourth record, enter the number 4 and press the Enter or Return key.

You can also navigate between records by using the slider control that appears below the current record number field. Click on it and drag it to move from one record to another. This can be helpful when browsing through a large set of records and trying to familiarize yourself with them.

Deleting a RecordSo far, we added new records and made changes to existing records. Now let’s delete a record.

To do so, first navigate to the record that you want to delete.

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CHAPTER 4  WORKING WITH RECORDS 47

CAUTION Before deleting a record, always confirm that you really are on the record that you want to delete. Once a record has been deleted, there is no way to restore it.

Next, use the Delete Record command to start the process of deleting the record. To do so, use one of these methods:

• Click the Delete Record button in the Status Toolbar.

• Select the Delete Record command from the Records menu.

• Use a keyboard shortcut. On a Mac, the shortcut is Command+E. On Windows, it is Ctrl+E.

Before deleting a record, FileMaker Pro wants to be sure that you really do want to delete it. When you choose the Delete Record command, a dialog box dis-plays (see Figure 4.2) and asks whether you want to permanently delete this entire record.

FIGURE 4.2

The dialog box that displays when you choose to delete a record.

If you are certain that you want to delete the record, click the Delete button. Otherwise, click Cancel, and no harm is done.

Deleting Multiple RecordsFileMaker Pro also provides a command for deleting multiple records at one time. The command, located under the Records menu, displays differently depending on the current set of records that you are viewing.

If you are viewing all the records in the table, the command is listed as Delete All Records . Otherwise, it is listed as Delete Found Records.

If you select either of those commands, a dialog box displays and asks whether you really want to delete the records. The message in the dialog box also dif-fers depending on the set of records being viewed. If you are about to delete all records in the table, the message reads, “Permanently delete ALL N records?”

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48 FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

(where N is the total number of records in the table; see Figure 4.3). Otherwise, it reads “Permanently delete ALL N records in the current found set?” (where N is the number of records in the found set).

FIGURE 4.3

The dialog box that displays when you choose to delete multiple records at the same time.

If you are certain that you want to delete the records, click the Delete All button. Otherwise, click Cancel.

CAUTION Deleting multiple records is a potentially danger-ous thing to do. That is why there are no shortcuts for these com-mands. Always check to see that your current found set contains only the records that you want to delete, because there is no “undo” for this type of operation.

Moving Between LayoutsSo far, all the changes made to the database have been done using the same lay-out. However, when you work with a FileMaker Pro database, you typically end up using multiple layouts so that you can view your data in alternative ways and work with data in other tables.

In FileMaker Pro, there are several ways to move between layouts.

• Click the Layout field in the Status Toolbar. A menu of available layouts dis-plays from which you can select the layout that you want to move to.

• Use the Go to Layout command, located in the View menu.

• Click on a button that has been set up in the content area for moving to another layout. For example, in the Contacts database that we are working with, clicking the Contact List button (located in the top-left corner of the screen) takes you to the Desktop > Contacts layout.

Use one of the preceding methods to change to the Desktop > Contacts layout. This layout is designed to display the contact records in a list.

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CHAPTER 4  WORKING WITH RECORDS 49

Changing Layout ViewsIn Chapter 3, I mentioned three different ways to view records on a layout: Form view, List view, and Table view. To change the view, click on one of the three view buttons in the Status Toolbar or select a command from the View menu.

The layout we are working with now displays multiple records at the same time. Therefore, this layout displays records in List view. The layout we were previously working with displayed only one record at a time. It was displaying records in Form view.

Experiment with the different view options, and notice how the appearance of the layout changes. On the current layout, displaying the records in Form view isn’t much help to us. However, click the button to change to Table view, and you see that the records are now displayed as a spreadsheet-like table.

To experiment with views further, change back to the layout we were originally using (Desktop > Contact Details ).

TIP The view that you want to use depends on the layout you are working with and what you want to do with the records. In cases where you need to make changes to a large number of records, it might be helpful to view the records as a table.

When you view a layout in Table view, some additional functions are available that you might not realize. For example, notice that the field names are used as the column headers. You can click on a column name to easily sort the records based on the values in that column. You can also hover over a column header, and an arrow appears to the right of the column name. Click on that arrow, and a menu of additional options is displayed.

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50 FILEMAKER PRO 13 ABSOLUTE BEGINNER’S GUIDE

THE ABSOLUTE MINIMUMIn this chapter, we continued to explore FileMaker Pro by working with records and navigating between layouts. Here are the key points to remember:

• There are several different ways to open a FileMaker database. You can choose it from a list of recent databases that you worked with. You can locate the database on your computer’s hard drive. And you can choose from a list of your favorite databases.

• FileMaker Pro provides commands that make it easy to add new records and duplicate existing records.

• In FileMaker Pro, you move between fields either by clicking in them directly or by using the Tab key.

• Changes that you make to records are automatically saved when you click anywhere in the content area of the window (where a field or button isn’t pres-ent).

• You can cancel any changes made to a record by using the Revert Record command under the Records menu. However, you can only do so if the changes that you want to undo have not already been committed.

• You can delete a single record or multiple records at one time. Regardless, you need be careful when deleting records, as there is no way to undo the deletion of records.

• You can view a database in many different ways either by changing the layout that you are working in or by changing the manner in which records appear in a layout.

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AAbs function, 125accessing

hosted databases, 317-321local databases, 322

Account script steps, 236accounts

creating, 281-285passwords, resetting, 286sharing, 286

Acos function, 129Add New Records option, 55Add Remaining Data as New

Records option, 56Admin accounts, 269advanced graphic options (Layout

Inspector), 154Advanced Recover Options dialog

box, 299aggregate functions, 121All Modifiable option (privilege

sets), 278All No Access option (privilege

sets), 275, 278all records, finding, 72All View Only/All Executable Only

option (privilege sets), 278Allow Creation of Records in

This Table Via This Relationship option, 350

Allow Deletion of Portal Records option, 355

Allow Exporting option (privilege sets), 279

Allow Formatting Bar script step, 237

Allow Printing option (privilege sets), 279

Allow User Abort script step, 227Allow User to Modify Their

Password option (privilege sets), 280

Allow User to Override Data Validation Warnings option (privilege sets), 279

“and” finds, 67Appearance tab (Inspector),

152-154Apply Current Layout’s Data

Formatting to Exported Data option (Specify Field Order for Export window), 83

Arrange & Align options (Layout Inspector), 148-149

artificial primary keys, 346ascending sort order, 77Asin function, 129Atan function, 129authentication, 268Auto-Enter options (fields), 90-95automation, 11Autosizing options (Layout

Inspector), 147-148Available Menu Commands option

(privilege sets), 280Average function, 121

Bbackups, 291

challenges, 292-293consistency checks, 299-300FileMaker Server, 295importance of, 292recovering damaged databases

from, 297-299restoring from, 296-297Save A Copy As command,

293-295strategies, 295-296

Base64Decode function, 121Base64Encode function, 121basic finds, 65-66Beep script step, 237behavior options (Layout

Inspector), 157-158body parts, removing from reports,

196-197

Bring All To Front command, 37Browse button, 27Browse mode, 30Button tool, 165buttons

adding to layouts, 165Browse, 27Delete Record, 47Edit Layout, 42New Record, 44Omit, 68-69performing scripts with, 252Preview, 42Revert, 45Sort, 76Status Toolbar buttons, 40-41tooltips, 41View As buttons, 42

Ccalculated fields, indexing, 107Calculated Value option

(Auto-Enter), 91calculation fields, 87, 113-119calculations, 109

aggregate functions, 121calculation fields, 87, 113-119calculation formulas, 110container functions, 121-122custom functions, 129date functions, 122definition of, 110design functions, 123FileMaker plug-ins, 130financial functions, 123Get functions, 123-124importance of, 110logical functions, 124mobile functions, 125number functions, 125Specify Calculation dialog,

111-113text formatting functions,

127-128

Index

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360 CALCULATIONS

container functions, 121-122containers, 33content area (Status Toolbar), 42context, 351-353Control script steps, 223-228control styles (fields), 155-157Convert an Existing File option

(Quick Start screen), 19Convert File script step, 234Copy All Records/Requests script

step, 233Copy Record/Request script

step, 232Cos function, 129cost of FileMaker Go, 323Count function, 121Create a Copy Named dialog box,

293-294Create and Edit in All Tables option

(privilege sets), 275Create a New Database option

(Quick Start screen), 19, 332-333Create a Script for this Report dia-

log, 186-187Create, Edit, and Delete in All

Tables option (privilege sets), 275creating

accounts, 281-285calculation fields, 113-119charts, 202-205comments, 125databases

Create a New Database option, 332-333

fields, 334-335names, 335-336with Starter Solutions, 20-21

fields, 88-89layout objects, 163-164

buttons, 165fields, 139-143popovers, 169-170slide controls, 168-169tab controls, 166-168Web Viewers, 171-173

layouts, 133-136fields, 139-143tab order, 143-144

privilege sets, 273-280

Help menu, 37-38FileMaker Pro Help, 119Keyboard Shortcuts, 27

Insert menu, 33Field, 140From Index, 67Picture, 164

Layouts menu, 42Duplicate Layout, 176Layout Setup, 173Set Tab Order, 143

Records menu, 34-35Delete All Records, 47Delete Record, 47Duplicate Record, 44Modify Last Find, 69New Record, 44Replace Field Contents, 73-74Revert Record, 45Saved Finds, 69Show All Records, 72, 194Show Omitted Only, 72Sort Records, 76

Scripts menu, 35-36View menu, 29-30

Customize Status Toolbar, 41Go to Layout, 48Go To Layout, 31

Window menu, 36-37Comment script step, 239comments, adding, 125committing changes, 44concurrent users, 308configuring hosted databases

with FileMaker Pro, 302-305with FileMaker Server, 308-311

Confirm Close window, 258Confirm Full Access Login

window, 283connecting

to hosted databases, 317-321to local databases, 322to shared databases, 305-306

consistency checks, 299-300Constrain Found Set option (Fast

Match), 71Contacts command (Desktop

menu), 178container fields, 87

text functions, 126-127time functions, 128trigonometric functions, 129

canceling changes to records, 45Cascade Windows command, 37Case function, 124Ceiling function, 125Change button, 335Change Password dialog box,

284-285changes, undoing, 175changing

field order, 89fields, 101found sets, 193last find, 69layout options, 173-174layout views, 49modes, 31records, 44table names, 335

charts, creating, 202-205Chart Setup window, 202-205check box sets, 156Check Consistency button, 300Check for Updates command, 38checking

consistency, 299-300for updates, 38

clients, 302Close command (File menu),

22, 306Close File script step, 234Close Now button, 307closing

databases, 22FileMaker, 22hosted databases, 306-307

columns, 6commands. See also functions

Desktop menu, Contacts, 178Edit menu, 29File menu, 28

Export Records, 80Import Records, 52Manage Layouts, 173Open Favorite, 27

Format menu, 33-34

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DATABASES 361

definition of, 6expanding, 339

additional tables, 340context, 351-353external data sources, 356portals, 353-355Relationship Graph, 341-345relationships, 345-351

fields, 85adding, 88-89, 334-335Auto-Enter options, 90-95calculation fields, 87changing, 101container fields, 87date fields, 87deleting, 102global fields, 103-104identifying, 327-329indexing options, 105-107mapping, 53-55moving between, 45-46naming, 100-101, 336, 348number fields, 86order of, 89repeating fields, 104-105summary fields, 87text fields, 86time fields, 87timestamp fields, 87validation options, 95-99

hosted databasesclosing, 306-307configuring with FileMaker Pro,

302-305configuring with FileMaker

Server, 308-311connecting with FileMaker Pro,

305-306layouts

layout views, 49moving between, 48

opening, 26favorite databases, 27other databases, 26recently used databases, 26

planning, 325fields, 327-329goals, 326relationships, 329tables, 326-327

power of, 11-12

custom web publishing, 310FileMaker WebDirect, 308-310ODBC/JDBC connections,

310-311ODBC, 308shared databases, hosting, 303

DatabaseNames function, 123databases

accountscreating, 281-285passwords, resetting, 286sharing, 286

backups, 291challenges of, 292-293FileMaker Server, 295importance of, 292Save A Copy As command,

293-295strategies, 295-296

calculations, 109aggregate functions, 121calculation fields, 87, 113-119calculation formulas, 110container functions, 121-122custom functions, 129date functions, 122definition of, 110design functions, 123FileMaker plug-ins, 130financial functions, 123Get functions, 123-124importance of, 110logical functions, 124mobile functions, 125number functions, 125Specify Calculation dialog,

111-113text formatting functions,

127-128text functions, 126-127time functions, 128trigonometric functions, 129

closing, 22compared to spreadsheets, 7-10consistency checks, 299-300creating from scratch

Create a New Database option, 332-333

fields, 334-335names, 335-336with Starter Solutions, 20-21

records, 44report layouts, 178-188scripts, 213-222

Creation Account Name option (Auto-Enter), 90

Creation Date option (Auto-Enter), 90

Creation Name option (Auto-Enter), 90

Creation Time option (Auto-Enter), 90

Creation Timestamp option (Auto-Enter), 90

Custom Field Privileges window, 276

custom functions, 129Custom Privileges option (privilege

sets), 275, 278Custom Record Privileges

window, 275custom web publishing, 310customizing Status Toolbar, 41Customize Status Toolbar

command, 41

Ddamaged databases, recovering,

297-299data access, 12Data Entry Only, 269data formatting options (Layout

Inspector), 159data modeling, 329Data option (Auto-Enter), 91Data tab (Inspector), 154-159

behavior options, 157-158data formatting options, 159field options, 155-157

Data URLs, 173database sharing

FileMaker database hosting companies, 311

FileMaker Proclosing hosted databases,

306-307hosting databases, 302-306

FileMaker Server, 308-311concurrent users, 308

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362 DATABASES

Sort Records, 182Specify Calculation, 111-114Specify Fields, 180-181Specify Grand Totals, 184-185Specify Subtotals, 183-184Storage Options, 114-115View Index, 67Web Viewer Setup, 172

Disconnect User from Server When Idle option (privilege sets), 279

displayingomitted records, 72toolbars, 32

documentation, Getting Started Tour, 18

Don’t Import First Record option, 57

drop-down calendars, 157drop-down lists, 156Dunning, Brian, 129Duplicate Layout command, 176Duplicate Record command, 44duplicating

layouts, 176records, 44-45scripts, 250-251

EEAR (Encryption at Rest), 288,

296, 323Edit Account window, 281-283Edit box, 156editing relationships, 349-351Edit Layout button, 42Edit menu, 29Edit Privilege Set window, 274Edit Relationship window, 349-350Edit Script window, 215, 219-221,

243-244, 256Edit User Dictionary script

step, 236Edit Value List window, 161-163Editing script steps, 229Else If script step, 243enabling formatting bar, 34Encryption at Rest (EAR), 288,

296, 323

Delete All Records command, 47Delete Portal Row script step, 232Delete Record command, 47Delete Related Records in This

Table When a Record Is Deleted in the Other Table option, 350

deletingfields, 102records, 46-48scripts, 251

deployment options (FileMaker Go), 316hosted databases, 317-321local databases, 322

descending sort order, 77design functions, 123designing for FileMaker Go,

314-316Desktop menu commands,

Contacts, 178Dial Phone script step, 237dialogs. See also windows

Advanced Recover Options, 299Change Password, 284-285Create a Copy Named, 293-294Create a Script for this Report,

186-187Export Records to File, 80-81FileMaker Network Settings,

302-304Header and Footer

Information, 186Import Field Mapping, 53Import Options, 57Manage Database, 88Name New Recovered File, 299Open, 284, 305Open File, 52Open Remote File, 305Organize Records by Category,

180-181Part Setup, 195Portal Setup, 354Preferences, 38Print, 198-199Print Contact List, 244Saved Find, 70Send Message to Guests,

303-304Set Tab Order, 143

records. See recordsrecovering, 297-299relationships

editing, 349-351identifying, 329Relationship Graph, 341-345setting up, 345-351

restoring from backups, 296-297saving, 22security

accounts, 281-285authentication, 268custom extended

privileges, 287default security settings,

269-270EAR (Encryption at Rest), 288file access control, 287-288FileMaker security model,

268-269FileMaker Server security

options, 288importance of, 268Manage Security window,

270-272new databases, 286-287passwords, resetting, 286privilege sets, 268, 273-281

sharingFileMaker database hosting

companies, 311FileMaker Pro, 302-307FileMaker Server, 308-311ODBC, 308shared databases, hosting, 303

tables, 6adding, 340identifying, 326-327names, 100-101, 335-336table occurrence groups

(TOGs), 344table occurrences, 344

date fields, 87Date function, 122Day function, 122DayName function, 122default scripts, creating, 250default security settings, 269-270defining goals, 326Degrees function, 129

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FINDING RECORDS 363

File script steps, 234-236FileMaker Go, 13, 313

cost, 323deployment options, 316

hosted databases, 317-321local databases, 322

designing for, 314-316role of, 314security, 322-323

FileMaker Network Settings dialog box, 302-304

FileMaker Pro, 13FileMaker Pro Advanced, 13, 259FileMaker Pro Custom Functions

library, 129FileMaker product line, 13FileMaker Pro Help command, 119FileMaker Server, 13

backing up databases with, 295hosting databases with, 308-311

concurrent users, 308custom web publishing, 310FileMaker WebDirect, 308-310ODBC/JDBC connections,

310-311security options, 288

FileMaker versions, 14FileMaker WebDirect, 308-310files

access control, 287-288file types supported, 52-53fmp12 file extension, 332source files, selecting, 52supported file types, 81

Filter Portal Records option, 354financial functions, 123Find mode, 30

basic finds, 65-67entering, 63-64

finding records, 61“and” finds, 67basic finds, 65-66entering Find mode, 63-64Fast Match, 71-72finding all records, 72finds that omit records, 68finds that return no records,

68-69modifying last find, 69

FFast Match, 71-72favorite databases, opening, 27Field command (Insert menu), 140field options (Layout Inspector),

155-157Field Picker, 140-143, 334-335Field script steps, 230-232field separators, adding to

scripts, 250Field tool, 140FieldNames function, 123fields, 6, 85

adding, 88-89to layouts, 139-143to tables, 334-335

Auto-Enter options, 90-95calculation fields, 87, 113-119changing, 101container fields, 87control styles, 155-157date fields, 87deleting, 102field order, 89global fields, 103-104indexing options, 105-107mapping, 53-55moving between, 45-46naming, 100-101, 336, 348number fields, 86planning, 327-329repeating fields, 104-105summary fields, 87text fields, 86time fields, 87timestamp fields, 87validation options, 95-99

file access control, 287-288file extensions, fmp12, 332File menu commands, 28

Close, 22, 306Export Records, 80Import Records, 52Manage Layouts, 173Open Favorite, 27Open Remote, 305Recover, 297-299Save A Copy As, 293-295

File Options window, 257

End Loop script step, 227entities, 326Envelope layout, 136envelopes, printing, 200-202error handling (scripts), 262-265ESS (External SQL Sources), 356Exact function, 126Excel Options windows, 81Excel spreadsheets, 7-10Execute SQL script step, 239ExecuteSQL function, 124Existing Value validation option, 97Exit Application script step, 240Exit Loop If script step, 227expanding databases, 339

additional tables, 340context, 351-353external data sources, 356portals, 353-355Relationship Graph, 341-345relationships, 345-351

Export Field Contents script step, 231

Export Progress windows, 83Export Records command, 80Export Records to File dialog,

80-81exporting records, 79

Excel Options window, 81Export Progress window, 83Export Records to File dialog,

80-81preparing to export, 80Specify Field Order for Export

window, 82-83supported file types, 81

extended privileges, 269-270custom extended privileges, 287fmapp, 270fmphp, 270fmreauthenticate10, 270fmwebdirect, 270fmxdbc, 270fmxml, 270

external data sources, 356External SQL Sources (ESS), 356

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364 FINDING RECORDS

RightValues, 126RightWords, 126Round, 125Seconds, 128Sin, 129Sqrt, 125Substitute, 127Sum, 121Tan, 129TextColor, 128TextColorRemove, 128TextFont, 128TextFontRemove, 128text formatting functions,

127-128text functions, 126-127TextSize, 128TextSizeRemove, 128TextStyleAdd, 128TextStyleRemove, 128Time, 128time functions, 128TimeStamp, 129trigonometric functions, 129Trim, 127Upper, 127ValueCount, 127WeekOfYear, 122WordCount, 127Year, 122

GGeneral tab (Layout Setup win-

dow), 174Get functions, 123-124, 280GetAsDate function, 126GetAsNumber function, 126GetAsTime function, 126GetContainerAttribute

function, 121GetHeight function, 122GetThumbnail function, 122Getting Started Tour, 18GetValue function, 126GetWidth function, 122global fields, 103-104global variables, 228goals, defining, 326Go To Layout command, 31, 48

Day, 122DayName, 122Degrees, 129design functions, 123Exact, 126ExecuteSQL, 124FieldNames, 123financial functions, 123Floor, 125Get, 280GetAsDate, 126GetAsNumber, 126GetAsTime, 126GetContainerAttribute, 121Get functions, 123-124GetHeight, 122GetThumbnail, 122GetValue, 126GetWidth, 122Hour, 128If, 124IsEmpty, 124Left, 126LeftValues, 126LeftWords, 126Length, 127Let, 124List, 121Location, 125LocationValues, 125logical functions, 124Lower, 127Max, 121Middle, 126MiddleValues, 126MiddleWords, 126Min, 121Minute, 128mobile functions, 125Mod, 125Month, 122MonthName, 122number functions, 125PatternCount, 127Position, 127Proper, 127Radians, 129Random, 125Replace, 127RGB, 128Right, 126

“or” finds, 67Quick Find, 62-63saved finds, 69-71showing omitted records, 72

Floor function, 125Flush Cache to Disk script

step, 240fmapp, 270fmp12 file extension, 332fmphp, 270fmreauthenticate10, 270, 323fmwebdirect, 270fmxdbc, 270fmxml, 270folders, grouping scripts into, 250foreign keys, 347Format menu, 33-34formatting bar, 34Form layout, 135Form view, 32forms, 11formulas, 110found sets

changing, 193definition of, 30-31information about, 40

Found Set script steps, 233Freeze Window script step, 234From Index command, 67Full Access, 265, 269functions

Abs, 125Acos, 129aggregate functions, 121Asin, 129Atan, 129Average, 121Base64Decode, 121Base64Encode, 121Case, 124Ceiling, 125container functions, 121-122Cos, 129Count, 121custom functions, 129DatabaseNames, 123Date, 122date functions, 122

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LAYOUTS 365

Install OnTimer Script script step, 228, 258-259

Install Plug-In File script step, 237interacting with users, 241-249IsEmpty function, 124

J-KJDBC database connections,

310-311

Keep Records in Sorted Order check box, 78

keyboard shortcutsadding records, 44closing databases, 22deleting records, 47duplicating records, 44explained, 27finding all records, 72modifying last find, 69quitting FileMaker, 22

Keyboard Shortcuts command, 27keys

foreign keys, 347primary keys, 345-347

Llabels, printing, 200-202Labels layout, 135last find, modifying, 69Layout menu, 42Layout mode, 31, 132-133Layout Setup command (Layouts

menu), 173Layout Setup window, 173-174layouts, 30-31

creating, 133-136definition of, 132duplicating, 176Envelope, 136fields, 139-143Form, 135Inspector, 145-147

Appearance tab, 152-154Data tab, 154-159Position tab, 147-149Styles tab, 150-152

Labels, 135

If function, 124Import Action field, 55-56Import Field Mapping dialog, 53Import Options dialog, 57-58Import Records command, 52Import Summary window, 59importing

recordsfield mapping, 53-55file types supported, 52-53Import Options dialog window,

57-58Import Summary window, 59preparing for import, 52sample data, 57selecting an import action,

55-57selecting source file, 52

scripts, 251improving report layouts, 188-192indexing options (fields), 105-107infinite loops, 227information about found set,

viewing, 40In Range validation option, 97Insert Calculated Result script

step, 231Insert from Device script step, 231Insert from URL script step, 231Insert menu commands, 33

Field, 140From Index, 67Picture, 164

Insert Text script step, 230Inspector, 145-147

Appearance tab, 152-154Data tab, 154-159

behavior options, 157-158data formatting options, 159field options, 155-157

Position tab, 147-149Arrange & Align options,

148-149Autosizing options, 147-148Grid options, 149Position options, 147Sliding & Visibility options, 149

Styles tab, 150-152Install Menu Set script step, 238

Go to Object script step, 229Go to Record/Request/Page script

step, 228Go to Related Record script

step, 229graphic options (Layout

Inspector), 154graphics, adding to layouts, 164grayed-out commands, 27, 41Grid options (Layout

Inspector), 149Group By area (Specify Field Order

for Export window), 83grouping scripts, 250Guest accounts, 269

Hhandling script errors, 262-265Header and Footer Information

dialog, 186Help menu, 37-38

FileMaker Pro Help command, 119

Keyboard Shortcuts command, 27

Hide Object When layout object option, 280

Hide Window command, 37hiding toolbars, 32hosted databases

accessing, 317-321closing, 306-307configuring

with database hosting compa-nies, 311

with FileMaker Pro, 302-305with FileMaker Server, 308-311

connecting, 305-306hosts, 302Hour function, 128

Iicons on layout objects, 175identifying

fields, 327-329relationships, 329tables, 326-327

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366 LAYOUTS

Layouts, 42Duplicate Layout

command, 176Layout Setup command, 173Set Tab Order command, 143

Records, 34-35Delete All Records

command, 47Delete Record command, 47Duplicate Record

command, 44Modify Last Find command, 69New Record command, 44Replace Field Contents com-

mand, 73-74Revert Record command, 45Saved Finds command, 69Show All Records command,

72, 194Show Omitted Only

command, 72Sort Records command, 76

Scripts, 35-36View, 29-30

Customize Status Toolbar command, 41

Go to Layout command, 48Go To Layout command, 31hiding/displaying toolbars, 32modes and layouts, 30-31views, 32zooming in/out, 32

Window, 36-37Middle function, 126MiddleValues function, 126MiddleWords function, 126Min function, 121Minute function, 128Miscellaneous script steps, 237-240mobile devices, FileMaker Go, 313

cost, 323deployment options, 316-322designing for, 314-316role of, 314security, 322-323

mobile functions, 125Mod function, 125modes, 30-31

Find mode“and” finds, 67

local variables, 228Location function, 125LocationValues function, 125logical functions, 124Looked-Up Value option (Auto-

Enter), 91Loop script step, 227loops, 227Lower function, 127

MMade for FileMaker page, 130Manage Database function, 334Manage Database window, 88, 340Manage Extended Privileges

option (privilege sets), 279Manage Layouts command (File

menu), 173Manage Security window, 270-272Manage Value Lists window,

160-162Managed Scripts window, 208-213managing

layouts, 175scripts, 250-251

mapping fields, 53-55Max function, 121Member of Value List validation

option, 97menus, 27

Desktop, Contacts command, 178

Edit, 29File, 28

Export Records command, 80Import Records command, 52Manage Layouts

command, 173Open Favorite command, 27

Format, 33-34Help, 37-38

FileMaker Pro Help command, 119

Keyboard Shortcuts command, 27

Insert, 33Field command, 140From Index command, 67Picture command, 164

Layout mode, 132-133layout setup, 173-174layout views, 49List, 135managing, 175moving between, 48objects

adding, 163-164buttons, 165fields, 139-143graphics, 164icons, 175modifying, 144-145popovers, 169-170selecting, 144-145slide controls, 168-169tab controls, 166-168Web Viewers, 171-173

options, 173-174parts, 136-138privilege set options, 278-279Report, 135report layouts

creating, 178-188improving, 188-192

Table, 135tab order, 143-144types of, 135-136undoing changes, 175value lists, 160-163Vertical Labels, 136widths, 138

Layouts menu commandsDuplicate Layout, 176Layout Setup, 173Set Tab Order, 143

Left function, 126LeftValues function, 126LeftWords function, 126Length function, 127Let function, 124libraries, FileMaker Pro Custom

Functions library, 129List function, 121List layout, 135List view, 32lists (value), 160-163local databases, accessing with

FileMaker Go, 322

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PERFORMING SCRIPTS 367

Open Menu Itemscript steps, 236Open Record/Request script

step, 232Open Remote command (File

menu), 305Open Remote File dialog box, 305Open URL script step, 238opening databases, 26

favorite databases, 27other databases, 26recently used databases, 26

Options for Summary Field win-dow, 183

order of fields, changing, 89“or” finds, 67Organize Records by Category

dialog, 180-181Output File Character Set option

(Specify Field Order for Export window), 83

PPage Setup button, 197paragraph options (Layout

Inspector), 154parameters (script), 259-262Part Definition window, 137Part Setup dialog, 195parts (layout), 136-138passwords, resetting, 286PatternCount function, 127Pause/Resume Script script

step, 226peer-to-peer sharing, 302Perform AppleScript script

step, 239Perform Find/Replace script

step, 229Perform Script on Server script

step, 226Perform Script script step, 226performing a find. See finding

recordsperforming calculations. See

calculationsperforming scripts, 251

buttons, 252

New Field button, 334New File script step, 234New Layout/Report button,

178, 200New Layout/Report window,

178-179Create a Script for this Report

dialog, 186-187Header and Footer Information

dialog, 186Options for Summary Field win-

dow, 183Organize Records by Category

dialog, 180-181Sort Records dialog, 182Specify Fields dialog, 180-181Specify Grand Totals dialog,

184-185Specify Subtotals dialog, 183-184

New Record command, 44New Window script step, 233Not Empty validation option, 97number fields, 86number functions, 125

Oobjects (layout)

buttons, 165creating, 163-164fields, 139-143graphics, 164icons, 175modifying, 144-145popovers, 169-170selecting, 144-145slide controls, 168-169tab controls, 166-168Web Viewers, 171-173

ODBC database connections, 308-311

Omit button, 68-69omitted records, showing, 72omitting records in finds, 68OnObjectEnter, 258Open dialog box, 284, 305Open Favorite command, 27Open File dialog window, 52Open File script step, 234

basic finds, 65-66entering, 63-64Fast Match, 71-72finding all records, 72finds that omit records, 68finds that return no records,

68-69modifying last find, 69“or” finds, 67saved finds, 69-71showing omitted records, 72

Layout mode, 132-133Preview mode, 198

Modification Account Name option (Auto-Enter), 90

Modification Date option (Auto-Enter), 90

Modification Name option (Auto-Enter), 90

Modification Time option (Auto-Enter), 90

Modification Timestamp option (Auto-Enter), 90

Modify Last Find command, 69modifying

last find, 69layout objects, 144-145

Month function, 122MonthName function, 122moving between

fields, 45-46layouts, 48records, 39-40, 46

multiple recordsdeleting, 47-48updating, 72-74

NName New Recovered File dialog

box, 299names

field names, 100-101, 336, 348suggested naming

conventions, 337table names, 100-101

changing, 335choosing, 336

Navigation script steps, 228-229new databases, securing, 286-287

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368 PERFORMING SCRIPTS

Read Only Access, 269-270testing, 277

publishing, 12

QQuick Find, 41, 62-63Quick Start screen, 19-20, 332Quit FileMaker Pro command, 22quitting FileMaker, 22

RRadians function, 129radio button sets, 156Random function, 125RDBMS (relational database man-

agement system), 12Read Only Access, 269-270recently used databases,

opening, 26Record script steps, 232-233records, 6, 11

adding, 44canceling changes to, 45changing, 44deleting, 46-48duplicating, 44-45exporting, 79

Excel Options window, 81Export Progress window, 83Export Records to File dialog,

80-81preparing to export, 80Specify Field Order for Export

window, 82-83supported file types, 81

fields. See fieldsfinding, 61

“and” finds, 67basic finds, 65-66entering Find mode, 63-64Fast Match, 71-72finding all records, 72finds that omit records, 68finds that return no records,

68-69found sets, 30-31modifying last find, 69“or” finds, 67

fmapp, 270fmphp, 270fmreauthenticate10, 270fmwebdirect, 270fmxdbc, 270fmxml, 270

fmreauthenticate10, 323privilege sets

additional options, 279-280creating, 273-280Data Entry Only, 269explained, 268Full Access, 269options for layouts, value lists,

and scripts, 278-279options for records, 275Read Only Access, 269-270with scripts, 280-281

product line (FileMaker), 13Prohibit Modification of Value

During Data Entry check box (Auto-Enter), 94

Proper function, 127protecting databases

accountscreating, 281-285passwords, resetting, 286sharing, 286

authentication, 268custom extended privileges, 287default security settings, 269-270EAR (Encryption at Rest), 288file access control, 287-288FileMaker security model,

268-269FileMaker Server security

options, 288importance of, 268Manage Security window,

270-272new databases, 286-287privilege sets

additional options, 279-280and scripts, 280-281creating, 273-280Data Entry Only, 269explained, 268Full Access, 269options for layouts, value lists,

and scripts, 278-279options for records, 275

Install OnTimer Script, 258-259script triggers, 253-258subscripts, 252

Picture command (Insert menu), 164

planning databases, 325fields, 327-329goals, 326relationships, 329reports, 178tables, 326-327

plug-ins, 130popovers, 169-170pop-up menus, 156portals, 353-355Portal Setup dialog box, 354Position function, 127Position tab (Inspector), 147-149

Arrange & Align options, 148-149Autosizing options, 147-148Grid options, 149Position options, 147Sliding & Visibility options, 149

power of databases, 11-12Preferences dialog, 38preparing records

for export, 80for import, 52

Preview button, 42Preview mode, 31, 198previewing reports, 197-199primary keys, 345-347Print button, 198Print Contact List dialog box, 244Print dialog box, 198-199Print script step, 235Print Setup script step, 235printing

envelopes, 200-202labels, 200-202reports, 197-199scripts, 251

Printing tab (Layout Setup window), 174

privilegesextended privileges

custom extended privileges, 287

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SCRIPTS 369

Ssample data, importing, 57Save A Copy As command (File

menu), 293-295Save a Copy as script step, 235Saved Find dialog, 70saved finds, 69-71Saved Finds command, 69saving databases, 22scheduling backups, 295screen stencils, 138script steps, 222

Account script steps, 236Control script steps, 223-228Editing script steps, 229Field script steps, 230-232File script steps, 234-236Found Set script steps, 233Miscellaneous script steps,

237-240Navigation script steps, 228-229Open Menu Itemscript steps, 236Record script steps, 232-233reordering, 222Spelling script steps, 236Window script steps, 233-234

Script Triggers tab (Layout Setup window), 174

scriptscreating, 213-222default scripts, 250definition of, 208deleting, 251duplicating, 250-251error handling, 262-265field separators, 250grouping into folders, 250importing, 251interacting with users, 241-249Managed Scripts window,

208-213parameters, 259-262performing

buttons, 252Install OnTimer Script, 258-259script triggers, 253-258subscripts, 252

printing, 251privilege sets, 278-281

editing, 349-351identifying, 329Relationship Graph, 341-345setting up, 345-351

Relookup Field Contents script step, 231

removing body parts from reports, 196-197

renaming scripts, 251reordering script steps, 222repeating fields, 104-105Replace Field Contents command,

73-74Replace Field Contents script

step, 231Replace function, 127Report layout, 135reports

body parts, removing, 196-197found sets, changing, 193layouts

creating, 178-188improving, 188-192

planning, 178previewing, 197-199printing, 197-199sort order, 196sub-summary reports, 178,

194-196Reset Scroll Bar When Exiting

Recordoption, 355resetting passwords, 286resizing layout parts, 138restoring databases from backups,

296-297retaining backups, 295Revert button, 45Revert Record command, 45RGB function, 128Right function, 126RightValues function, 126RightWords function, 126rotating external hard drives, 296Round function, 125rows, 6rules, 11

Quick Find, 62-63saved finds, 69-71showing omitted records, 72

importingfield mapping, 53-55file types supported, 52-53Import Options dialog window,

57-58Import Summary window, 59preparing for import, 52sample data, 57selecting an import action,

55-57selecting source file, 52

information about found set, 40layouts

layout views, 49moving between, 48

moving between, 39-40, 46privilege set options, 275sorting, 75

sort order, 77-78Sort Records command, 76Sort Records window, 76-77

updating multiple, 72-74Records menu, 34-35

Delete All Records command, 47Delete Record command, 47Duplicate Record command, 44Modify Last Find command, 69New Record command, 44Replace Field Contents com-

mand, 73-74Revert Record command, 45Saved Finds command, 69Show All Records command,

72, 194Show Omitted Only

command, 72Sort Records command, 76

Recover command (File menu), 297-299

Recover File script step, 235recovering damaged databases,

297-299Refresh Object script step, 237relational database management

system (RDBMS), 12Relationship Graph, 341-345relationships, 11

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370 SCRIPTS

Set Use System Formats script step, 235

Set Variable script step, 227Set Web Viewer script step, 238Share with FileMaker Clients com-

mand (Sharing menu), 302sharing databases, 11

with FileMaker database hosting companies, 311

with FileMaker Proclosing hosted databases,

306-307connecting to databases,

305-306hosting databases, 302-305

with FileMaker Server, 308-311concurrent users, 308custom web publishing, 310FileMaker WebDirect, 308-310ODBC/JDBC connections,

310-311with ODBC, 308

Sharing menu commands, Share with FileMaker Clients, 302

Show All Records command (Records menu), 72, 194

Show Custom Dialog Options window, 241-242

Show Custom Dialog script step, 237

Show Omitted Only command, 72Show Records From field, 353Show Vertical Scroll Bar option, 355showing. See displayingSin function, 129slide controls, 168-169Sliding & Visibility options (Layout

Inspector), 149Sort button, 76Sort Portal Records option, 354Sort Records command, 76, 351Sort Records window, 76-77,

182, 218sorting records, 75

sort order, 77-78, 196Sort Records command, 76Sort Records window, 76-77

source files, selecting, 52

FileMaker Server security options, 288

importance of, 268Manage Security window,

270-272new databases, 286-287privilege sets

additional options, 279-280creating, 273-280Data Entry Only, 269explained, 268Full Access, 269options for layouts, value lists,

and scripts, 278-279options for records, 275Read Only Access, 269-270with scripts, 280-281testing, 277

Select Dictionaries script step, 236Select Window script step, 234selecting

import action, 55-57layout objects, 144-145

Send DDE Execute script step, 239Send Event script step, 239Send Mail script step, 238Send Message to Guests dialog

box, 303-304Serial Number option

(Auto-Enter), 90Set Error Capture script step, 227Set Field by Name script step, 230Set Field script step, 230Set Multi-User script step, 235Set Next Serial Value script

step, 230Set Script Animation script

step, 228Set Script Triggers dialog

window, 258Set Selection script step, 229Set Tab Order command (Layouts

menu), 143Set Tab Order dialog, 143setting layout widths, 138setting up

layouts, 173-174relationships, 345-351

running with full access, 265script steps, 222

Account script steps, 236Control script steps, 223-228Editing script steps, 229Field script steps, 230-232File script steps, 234-236Found Set script steps, 233Miscellaneous script steps,

237-240Navigation script steps,

228-229Open Menu Itemscript

steps, 236Record script steps, 232-233reordering, 222Spelling script steps, 236Window script steps, 233-234

Scripts menu, 35-36Scroll Window script step, 234searching records, 61

“and” finds, 67basic finds, 65-66entering Find mode, 63-64Fast Match, 71-72finding all records, 72finds that omit records, 68finds that return no records,

68-69modifying last find, 69“or” finds, 67Quick Find, 62-63saved finds, 69-71showing omitted records, 72

Seconds function, 128Secure Sockets Layer (SSL), 288security

accountscreating, 281-285passwords, resetting, 286sharing, 286

authentication, 268backups, 296custom extended privileges, 287default security settings, 269-270EAR (Encryption at Rest),

288, 323file access control, 287-288FileMaker Go, 322-323FileMaker security model,

268-269

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USERS 371

time functions, 128timestamp fields, 87TimeStamp function, 129TOGs (table occurrence

groups), 344toolbars

displaying, 32hiding, 32Status Toolbar, 39

buttons, 40-41content area, 42customizing, 41Edit Layout button, 42information about found

set, 40Layout menu, 42moving between records,

39-40Preview button, 42Quick Find, 41, 62-63View As buttons, 42

tooltips, 41triggers (script), 253-258trigonometric functions, 129Trim function, 127

Uundoing changes, 175Unique Value validation option, 97Update Existing Records in Found

Set option, 55Update Matching Records in

Found Set option, 56updates, checking for, 38updating multiple records, 72-74Upper function, 127URLs, Data URLs, 173Use a Starter Solution option

(Quick Start screen), 19user accounts

creating, 281-285passwords, resetting, 286sharing, 286

usersconcurrent users, 308interacting with, 241-249

summary fields, 87supported file types, 81surrogate primary keys, 346

Ttab controls, 166-168tab options (Layout Inspector), 154tab order, specifying, 143-144Table layout, 135table occurrence groups

(TOGs), 344table occurrences, 344Table view, 32tables, 6

adding, 340fields. See fieldsidentifying, 326-327names, 100-101

changing, 335choosing, 336

planning, 326-327table occurrence groups

(TOGs), 344table occurrences, 344

Tan function, 129task automation, 11templates. See Starter Solutionstesting

backups, 296privilege sets, 277

TextColor function, 128TextColorRemove function, 128text fields, 86TextFont function, 128TextFontRemove function, 128text formatting functions, 127-128text functions, 126-127text options (Layout Inspector), 154TextSize function, 128TextSizeRemove function, 128TextStyleAdd function, 128TextStyleRemove function, 128Tile Horizontally command, 37Tile Vertically command, 37time fields, 87Time function, 128

Speak script step, 237Specify button, 172Specify Calculation dialog,

111-114, 172, 242-243, 353Specify Field Order for Export win-

dows, 82-83Specify Fields dialog, 140, 180-181Specify Grand Totals dialog,

184-185Specify Layout window, 215-216Specify Subtotals dialog, 183-184Spelling Options script step, 236Spelling script steps, 236spreadsheets, compared to data-

bases, 7-10Sqrt function, 125SSL (Secure Sockets Layer), 288Starter Solutions, creating data-

bases with, 20-21Status Toolbar, 39

buttons, 40-41content area, 42customizing, 41Edit Layout button, 42information about found set, 40Layout menu, 42moving between records, 39-40Preview button, 42Quick Find, 41, 62-63View As buttons, 42

stencils, 138steps, script. See script stepsstorage options, fields

global fields, 103-104indexing options, 105-107repeating fields, 104-105

Storage Options dialog, 114-115storing backups, 296Strict Data Type validation

option, 97Styles tab (Inspector), 150-152subscripts, 252Substitute function, 127sub-summary reports, 178, 194-196suggested naming

conventions, 337Sum function, 121

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372 USERS

Specify Field, 140Specify Field Order for Export,

82-83Specify Layout, 215-216

WordCount function, 127

Year function, 122

zooming in/out, 32

windows. See also dialogsChart Setup, 202-205Confirm Close, 258Confirm Full Access Login, 283Custom Field Privileges, 276Custom Record Privileges, 275Edit Account, 281-283Edit Privilege Set, 274Edit Relationship, 349-350Edit Script, 215, 219-221,

243-244, 256Edit Value List, 161-163Excel Options, 81Export Progress, 83Field Picker, 140-143File Options, 257Inspector, 145-147

Appearance tab, 152-154Data tab, 154-159Position tab, 147-149Styles tab, 150-152

Layout Setup, 173-174Manage Database, 340Managed Scripts, 208-213Manage Security, 270-272Manage Value Lists, 160-162New Layout/Report, 178-179

Create a Script for this Report dialog, 186-187

Header and Footer Information dialog, 186

Options for Summary Field window, 183

Organize Records by Category dialog, 180-181

Sort Records dialog, 182Specify Fields dialog,

180-181Specify Grand Totals dialog,

184-185Specify Subtotals dialog,

183-184Options for Summary Field, 183Part Definition, 137Set Script Triggers, 258Show Custom Dialog Options,

241-242Sort Records, 76-77, 218Specify Calculation, 172,

242-243, 353

user accountscreating, 281-285passwords, resetting, 286sharing, 286

Vvalidation options (fields), 95-99ValueCount function, 127Valued By Calculation validation

option, 98Value from Last Visited Record

option (Auto-Enter), 91value lists, 160-163, 278-279variables, 228versions of FileMaker, 14Vertical Labels layout, 136View As buttons, 42View Index dialog, 67View menu, 29-30

Customize Status Toolbar command, 41

Go to Layout command, 48Go To Layout command, 31hiding/displaying toolbars, 32modes and layouts, 30-31views, 32zooming in/out, 32

View Only in All Tables option (privilege sets), 275

views, 32, 49Views tab (Layout Setup

window), 174

W-X-Y-ZWeb Viewers, 171-173Web Viewer Setup dialog, 172websites

FileMaker Pro Custom Functions library, 129

Made for FileMaker page, 130WeekOfYear function, 122widths of layouts, 138Window menu, 36-37Window script steps, 233-234

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