FileMaker Pro 17 Advanced | PDF.
This User's Guide contains an introduction to FileMaker Pro features and provides Note If your solution was developed using FileMaker Pro Advanced. And if you're hoping to use one of those other RDBMSes to develop a database FileMaker Pro Advanced includes all of the tools and functionality found in. 16 | Introducing FileMaker Pro You can search for and replace data across multiple fields,. FileMaker Pro overview | 17 Creating scripts to automate tasks.
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Contents Chapter 1 Introducing FileMaker Pro 9 About this guide 9 Using FileMaker Pro documentation 9 Where to find PDF documentation 10 Online Help 10 Templates, examples, and more information 11 Suggested reading 12 FileMaker Pro overview 13 Creating simple or complex databases 13 Using layouts to display, enter, and print data 14 Finding, sorting, and replacing data 15 Protecting databases with accounts and privilege sets 16 Creating scripts to automate tasks 17 Sharing and exchanging data 17 Saving and sending data in other formats 18 Chapter 2 Using databases 19 About database fields and records 19 Opening files 22 Opening multiple windows per file 25 Closing windows and files 26 Saving files 26 When FileMaker Pro saves a file 27 About modes 28 Using the status toolbar 29 Viewing records 29 Viewing records in table format 31 Selecting the active record 32 Moving through records 34 Adding and duplicating records 35 Adding and duplicating related records 36 4.
Contents 7 Chapter 6 Protecting databases with accounts and privilege sets Protecting databases Accounts, privilege sets, and extended privileges About the predefined accounts About the predefined privilege sets Planning security for a file Password-protecting a file Creating accounts and privilege sets Viewing accounts and privilege sets Creating accounts Creating accounts that authenticate via an external server Creating privilege sets About enabling record-level access Viewing extended privileges Chapter 7 Converting databases from FileMaker Pro 6 and earlier Conversion overview Solving basic conversion problems Converting passwords Chapter 8 Security measures Enhancing physical security Enhancing operating system security Establishing network security Backing up databases and other important files Installing, running, and upgrading anti-virus software Index 8.
Powerful features, broad platform support, and an easy-to-use interface make FileMaker Pro indispensable for anyone who needs to track and manage people, projects, and information.
You may need to refer to FileMaker Pro Help for detailed information on more advanced product features. To send your feedback on this guide, see www. Using FileMaker Pro documentation The FileMaker Pro documentation provides a learning path to productivity, installation instructions, online Help, and more.
Windows users need Adobe Reader. If you do not have Adobe Reader, you can download it from the Adobe website at www. For more information about tagged PDF files, see the Adobe website at www. There are three ways to access Help: 1 Browse the Help table of contents to locate topics by subject.
Using FileMaker Pro documentation 11 1 Search for particular topics by entering keywords. Mac OS. Templates, examples, and more information FileMaker Pro includes database template files Starter Solutions that you can use to quickly get started. Starter Solutions take advantage of the best new FileMaker Pro features, to help you create the most effective database solution for your needs. When you start creating databases, check the list of templates to see if one is available that suits your needs.
The English Extras folder contains references and examples to help you with specific features such as XML support. You can find more information, tips, and database ideas on the FileMaker website at www. For an overview of these features, see Help. Creating simple or complex databases With FileMaker Pro you can create simple databases consisting of just one database table, such as an address list, or you can create a complex database with relationships and multiple database tables.
For example, you can create a complex database that relates two tables based on a single common value, such as a serial number or an ID number. An address list database consisting of one table A database consisting of multiple tables, with a portal to display records from a related table You can organize your databases as a single table in a single file, as multiple tables in a single file, or as multiple tables in multiple files.
FileMaker Pro provides database templates Starter Solutions designed for business, education, and personal purposes. The templates can be quickly customized to suit your needs. Layouts do not store your data— they just display it. Database files can have many different layouts, which display data in a variety of ways. Within one database file, you can design separate layouts for entering data, reporting summaries, printing mailing labels, publishing a database on the web, and so on.
When you change the data in a field, the changes are reflected in the same field on all the layouts in the database. In a layout, you choose, arrange, and modify fields and field labels, create reports, add buttons to initiate scripts, add graphics and text, and specify printing options.
Not all information needs to be stored in your FileMaker Pro database. For example, you can add a web viewer to display a web page on a layout. There are some restrictions for displaying web content in FileMaker Pro. Use these different layout types for various purposes, like displaying a data entry screen or printing a totaled sales report or formatting data as mailing labels. You can customize each layout further by using the design tools that are available in Layout mode.
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Finding, sorting, and replacing data Features for finding, sorting, and replacing data allow you to manipulate your data in many ways. You can find records that meet criteria you specify, such as records entered on a certain date or addresses in a particular city. You can open another window in order to perform different searches on the same data.
You can rearrange records in order to view or print them in a different sequence. You can sort fields alphabetically, numerically, by date, or by a custom sort order. Protecting databases with accounts and privilege sets You can restrict what users see and do in a database file by defining accounts and privilege sets.
Accounts authenticate users who are attempting to open a protected file. Each account specifies an account name and usually a password. A privilege set specifies a level of access to a database file. Each account is assigned a privilege set, which determines the level of access when someone opens a file using that account.
Extended privileges determine the data sharing options that are permitted by a privilege set, such as whether a privilege set permits users to open a shared file or view a database in a web browser.
FileMaker Pro overview 17 Creating scripts to automate tasks Scripts can do simple tasks like setting print orientation or complex tasks like preparing a customized mailing to clients. For example, you could define a script that creates a thank you letter to clients in your database who have made a purchase in the last week.
The script composes a letter customized to each client. The script then switches to Preview mode and pauses so that you can see what the letter looks like before it prints.
The whole task is started by clicking a button on a layout. You use the Manage Scripts formerly ScriptMaker feature in FileMaker Pro to build scripts by selecting from a list of FileMaker Pro script steps, specifying options, and arranging the steps in the correct order to perform the task.
FileMaker Pro makes it easy to manage and maintain scripts, even for complex databases. You can simultaneously view, edit, and manage scripts from different databases. Sharing and exchanging data A benefit of storing data in FileMaker Pro is sharing your data with others. You can share your data with other FileMaker Pro users on a network, use the web publishing capabilities to share data over the web, or import or export data from another file.
FileMaker Pro Network Sharing supports the sharing of files with up to nine concurrent users. Note If you need to share files with more than nine concurrent users on a network, FileMaker recommends the use of FileMaker Server.
You can quickly and easily publish FileMaker Pro layouts as web pages, which allows anyone with a web browser on your intranet or the internet to access your FileMaker Pro databases. You can automatically email the files after saving them. Chapter 2 Using databases This chapter explains the basics of how to: 1 open, close, and save files 1 create records in a database 1 add and edit data in fields 1 find records using different criteria 1 omit records from the found set 1 find and replace data 1 sort data 1 print data, scripts, table and field information, and the relationships graph 1 use scripts Note See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro.
About database fields and records A database is a collection of information, or data, that you can organize, update, sort, search through, and print as needed. Unlike an electronic spreadsheet, which is used to tabulate and calculate data stored in the cells of a rectangular table, a database is a collection of knowledge tied together by a schema that describes the organization of database tables, their fields, and the relationships between the fields and tables.
Spreadsheets are best used for tasks such as maintaining a business ledger, where data needs to be recorded and calculated, but not presented or analyzed in multiple formats. Databases are best for tasks such as inventory control, where you need to track consumption and losses and generate reports on inventory status over time. An inventory database can sort and report on inventory information in many ways, allowing you to analyze data by item type, by sales figures, by monthly consumption, and so on.
Your own address book or filing cabinet is an example of a simple database. With the address book and filing cabinet, you store similar pieces of information organized for easy retrieval. With a filing cabinet, you must choose a way to sort your data, for example, alphabetically by last name or by region. By storing contacts and addresses in FileMaker Pro, you can organize your information in many ways. You can sort your information by country, city, last name, or even sort by all three of these fields.
About database fields and records 21 An invoicing system is an example of a more complex database, with multiple related tables, multiple layouts, and calculated fields. You can also view a subset of your data, for example, only invoices for a particular month.
Fields are the basis of a database table. Fields are used to store, calculate, and display the data you enter into a record. Each piece of information in a record—like name, ID number, and telephone number—is stored in a field.
A database table contains one or more records. Each record contains fields that hold similar information about one subject or activity. For example, the fields on a record in the Clients table contain address information for one client.
A database can consist of one file with one table, which might hold the names, addresses, and telephone and fax numbers of all your clients. A database can also consist of several files, each of which can contain one or more tables that, together, contain all the information about related topics sometimes called a database system. Using the relational capabilities of FileMaker Pro, you can join information between files and tables to create a relational database.
Values can be typed into a field, imported from another application, or entered in a number of other ways. For example, if you have access to data stored in a SQL database, you can display information from the external database and work with that data in your FileMaker Pro file. Opening files 23 1 Double-click the FileMaker Pro application icon.
To open a file if FileMaker Pro is already running 1. To open a file that is being shared over a network 1. In the Open Remote File dialog box, select View for a list of hosts. To see the available files from a host, select the host. In the Available Files list, select the file you want to open. Click Open. Depending on how FileMaker Network Sharing is configured on the host, you might be required to enter an account name, password, and domain name Windows only.
If you add or remove filename extensions, you must redefine the FileMaker data sources for related files and for files with external scripts. When you do so, users automatically log in using a specific account and password if specified when they open a database.
For more information, see Help. Opening multiple windows per file 25 Opening multiple windows per file You can open more than one window per file. This allows you to view the same layout in separate windows, or simultaneously view different layouts in the same file. You can perform find or sort operations independently in the different windows. Another window appears. Initially, the window displays the same layout, sort order, and found set as the previously active window.
For more information about opening multiple windows, see Help. To close a window, do one of the following: 1 Windows: Double-click the document icon in the upper left corner of the document window. To close a file, use the procedures above to close all the open windows for a file.
Note Even if you close a file, it may remain open as a hidden file if the window of any other file is displaying data from that file. For example, another window may be displaying related data from the file you attempted to close. FileMaker Pro will close the file when you close all the dependent windows. Saving files By default, FileMaker Pro automatically saves changes to your data as you work, so there is no Save command. If you want more control over when record data is saved, you can clear the Save record changes automatically option individually for each layout.
For more information, see FileMaker Pro Help. You can save a copy of your file as a backup or save a clone of your file with no data. Some minor changes to files are not always saved with the file. Saving files 27 To save a copy of your file: 1.
Navigate to where you want to save the copy on your hard disk. For Save a Windows or Type Mac OS , choose one of the following options: Choose To Copy of current file Duplicate the entire file, including the tables, field definitions, layouts, scripts, page setup options, and data.
Duplicating a file is useful before you make extensive changes to the file. Compacted copy Compact the entire file into less disk space by reclaiming unused smaller space in the file. Saving a compacted copy is useful if you edit many records frequently. Make a clone when you want a template of the file schemas.
Click Save. Adding and duplicating records When you add or duplicate records, FileMaker Pro stores new records at the end of the current table. In Browse mode, you see the new record after the current record, or after the last record in the found set the set of records made active by a find request. You see a blank record with one field selected. Quickly add a record with the same or Select the record to duplicate. If the field is defined to automatically enter field values, you see those values entered in the new record.
Note You can only add related records from the current table if the relationship is defined to allow the creation of related records. Add a record to a related table 1 If the related field is in a portal, type data into the field in the last empty row of the portal, then press Enter.
Portal with related records from Line Items table Type in the last row of the portal to add a related record to the Line Items table For more information about adding and duplicating records, see Help. Deleting records When you delete a record, you permanently discard the data in all the fields in that record. Before you delete records, consider making a backup copy of your file. To delete Do this in Browse mode One record Select the record to delete.
In the status toolbar, click Delete Record, then click Delete. A related record Select a portal row in the current table by clicking inside the row but outside any fields in the row. Note To delete related records, Allow deletion of portal records must be selected in the Portal Setup dialog box.
Chapter 2 Using databases 27 To delete Do this in Browse mode A group of records Make sure the found set contains only the records you want to delete. Move to the next field in the tab order Press Tab. Note To set the Return or Enter key s to move to the next field, in Layout mode, select the fields. Click Inspector in the layout bar, then click Data.
In the Behavior area, for Go to next object using, select the keys you want to use for exiting fields. Buttons and tab controls can be included in the tab order. Fields on tab panels that are not in front are skipped. Move to items in a value list Press the arrow keys. Entering and changing data in fields You can enter or import data up to the character limit for the field type. You can view and print only the data that fits within the field boundaries. Note For information about how FileMaker Pro uses system formats to display and sort dates, times, and numbers, see Help.
To Click in the field in Browse mode, then Enter data in a text field Type the text up to 1 billion characters. Note In a field set up to auto-complete, you see suggestions based on what you type. Enter data in a number field Type the values from to Enter data in a date field Type one date on one line in the field. Note You cannot use a : colon as a date separator.
Important If you enter dates with two-digit years, FileMaker Pro converts them to four- digit year dates using a conversion method described in Help. To avoid misinterpretations during conversion, always enter dates with four-digit years. Separate fractional seconds by a. Type the time of day in or hour format, with or without AM or PM. AM is assumed for a time less than Then type the time of day as: 1 hours and minutes 1 hours, minutes, and seconds 1 hours, minutes, seconds, and fractional seconds 1 Type AM or PM if the time is not in hour format Separate hours, minutes, and seconds by a nonnumeric character like : colon.
Insert a tab character in a field Click where you want to insert the tab. Delete data from a field Select the data, then press Backspace or Delete. Add data to a container field For information, see Help. Insert a file in a container field For information, see Help. Chapter 2 Using databases 29 Working with data in Table View You can work with data in Table View to quickly create and change field definitions; add, modify, and delete records; sort records; and create dynamic reports.
FileMaker Pro displays each record in a separate row, and each field in a separate column. Column headings. Each column displays one field from the current layout. To Do this Reorder columns Click a column heading and drag it to a new location. Resize a column Move the pointer to the edge of the column heading. When the pointer changes to a double arrow , drag it to the desired size.
Set a precise column width Select one or more columns, then right-click and choose Set Column Width from the shortcut menu. In the dialog box, type a width, choose units from the list, then click OK.
Change the color of the Right-click the left or right margin of a record, then choose a color from the Part Color shortcut background menu. The color of the row for adding new records and the column for adding new fields will be slightly darker than the main background color. Display a different background Right-click the left or right margin of a record, then choose a color from the Alternate Color color for alternating records shortcut menu.
Restore the default display Right-click a column heading and choose Reset Table View from the shortcut menu. Each row displays a record, and each column displays a field. Duplicate a record Right-click the left or right margin of the record that you want to duplicate, then choose Duplicate Record from the shortcut menu.
Delete a record Right-click the left or right margin of the record that you want to delete, then choose Delete Record from the shortcut menu.
You can paste the copied, tab-separated data into a field or into Microsoft Excel. Sort records 1 Click a column heading field to change the sort direction. You must have Sort data when selecting column selected in the Table View Properties dialog box. If you select multiple columns, the order of the columns left to right determines the sort order. You can also choose Sort by Value List and select a value list from the submenu. Create a dynamic report For information, see Help.
For example, you can create a quick report to group your data by a field, display subtotals for a field, or create subtotals for each group of data.
For more information about working with data in Table View, see Help. By default, layouts are enabled for quick find and all fields that are supported for quick find including merge fields are set to be included in the search.
Quick find does not search summary, container, or global fields. Note While quick finds are an easy way to search for data, they can work slowly depending on the type of data in the database. For example, unstored calculations or related or remote data can slow progress, compared with data that's local or stored. To perform a quick find 1. In Browse mode, type one or more words in the search text box in the upper-right corner of the status toolbar.
The search includes all the fields that are enabled for quick find on the layout. Your find request returns a found set of records. The light green area of the pie chart in the status toolbar indicates the portion of the total records displayed.
Chapter 2 Using databases 31 Keep the following points in mind: 1 The only operator supported by quick find is the match phrase operator, double quotation marks " ". To view a list of recent quick finds 1.
In Browse mode, click the down arrow in the search box. Do one of the following: 1 Choose a search term from the search history list to perform a quick find for the term. Note The list of recent quick finds is available only until you close the file. A small icon next to each field shows if the field has been enabled for quick find.
If there is no quick find icon next to a field, the field is not searchable either because it is not supported for quick find or because it is not set to be included in the search.
A gray icon indicates that the layout is disabled for quick find. A green icon indicates that the field is searchable. A yellow icon indicates that the field is searchable, but the search might take longer than fields with the green icon. Select one or more fields. In the Behavior area, select Include field for Quick Find.
To enable quick find, click Layout Setup in the layout bar. For more information about quick finds, see Help. Making find requests in Find mode When you perform a find in Find mode, you type criteria the value or values to find into fields in a find request, which looks like a blank record.
FileMaker Pro searches through all the records in a table, comparing the criteria you specify with the data in the table. Records with data matching the criteria become the found set, which is the subset of records being browsed. You can constrain narrow or extend broaden the found set in Find mode. You can work with just the records in the found set. For example, you can view, edit, calculate summaries for, sort, print, delete, export, or replace data in these records.
You can also open a new window in order to perform different find requests on the same data. You can save the found set of records and email it as a snapshot link. You cannot perform a find in summary fields, container fields, or fields defined with the global storage option.
In Find mode, from the Layout pop-up menu, select a layout that includes the fields that contain the data you want to search. If necessary, you can change layouts and enter criteria on more than one layout. In the find request, select a text, number, date, time, timestamp, or calculation field to use for finding, and then type a value in the field. You can use the Insert Operators list in the layout bar to help you enter criteria.
You can click Omit to exclude records matching a specific set of criteria. An icon indicates you Type find criteria in fields can search on the field Choose a layout with fields you Click to see want to search on operators 3. Click Perform Find. Chapter 2 Using databases 33 You can do one or more of the following during or after performing a find request: To Do this Cancel a find operation before it is finished and leave Press Esc Windows or 2-period Mac OS.
FileMaker Pro always searches all records in the tables you specify unless you have narrowed the existing found set. Unless you search for phrases and exact matches, the field can contain other values in addition to the one s you specify, and the values can be in any order.
Invalid characters display as blank characters Note To find the? Case-sensitive text Change the default language for fred finds fred but not Fred indexing the field to Unicode.
Note This procedure will change the order in which records sort. Note To find case-sensitive text for example, fred finds fred but not Fred , change the default language for indexing the field to Unicode. This procedure will change the order in which records sort.
Chapter 2 Using databases 35 Finding numbers, dates, times, and timestamps Numbers, dates, times, and timestamps should be entered in the corresponding field types or calculation fields returning the corresponding field type to ensure correct behavior when finding them.
Important To avoid confusion when working with dates, always use four-digit years. A range is different based on the data.. When you perform a find in a related field, FileMaker Pro displays all the records that have a related record matching the criteria you enter. For example, suppose you have an invoice file that displays line items as related records in a portal. To find all invoices listing a computer, type Computer in the Item field in the portal. To find all duplicate records, in Find mode, type!
Logical AND search To narrow your search, enter criteria in as many fields as needed to make your request specific, then click Perform Find.
Constraining narrowing a found set You can narrow find results incrementally, looking for more specific detail as you search your database. For example, after searching for all of the employees who work in Sales, you can narrow the search to find all of the employees in Sales named Alvarez: 1.
Perform a find to find all of the employees who work in Sales. FileMaker Pro displays the found set in Browse mode. Click Find and type the criteria to narrow the search type Alvarez in the Last Name field.
The found set now consists of employees in Sales named Alvarez. Note To quickly constrain the found set in Browse mode, use the shortcut menu. FileMaker Pro 17 Advanced. Uploaded by Will Weinsoff. Did you find this document useful? Is this content inappropriate? Report this Document. Flag for inappropriate content. Download now. Jump to Page. Search inside document. Grit: The Power of Passion and Perseverance.
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