Filemaker Pro User’s Guide File Maker 11 Fmp11 Ug En

User Manual: filemaker FileMaker Pro 11 - User’s Guide Free User Guide for FileMaker Software, Manual

Open the PDF directly: View PDF .
Page Count: 154 [warning: Documents this large are best viewed by clicking the View PDF Link!]

Chapter 1 Introducing FileMaker Pro
Chapter 2 Using databases
Chapter 3 Creating databases
Chapter 4 Working with related tables and files
Chapter 5 Sharing and exchanging data
Chapter 6 Protecting databases
Chapter 7 Converting databases from FileMaker Pro 6 and earlier
Index

FileMaker® Pro 11

User’s Guide

FileMaker, Inc.

5201 Patrick Henry Drive

Santa Clara, California 95054

FileMaker and Bento are trademarks of FileMaker, Inc. registered in the U.S. and other countries. The file folder logo and the Bento logo

are trademarks of FileMaker, Inc.

FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without

written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software.

All persons, companies, email addresses, and URLs listed in the examples are purely fictitious and any resemblance to existing persons,

companies, email addresses, or URLs is purely coincidental. Credits are listed in the Acknowledgements documents provided with this

software. Mention of third-party products and URLs is for informational purposes only and constitutes neither an endorsement nor a

recommendation. FileMaker, Inc. assumes no responsibility with regard to the performance of these products.

For more information, visit our website at www.filemaker.com.

Edition: 01

Contents

Chapter 1

Introducing FileMaker Pro 9

About this guide 9

Using FileMaker Pro documentation 9

Where to find PDF documentation 9

Online Help 10

Templates, examples, and more information 10

Suggested reading

Here are some suggestions for using the documentation to help you learn how to do specific tasks in

FileMaker Pro.

Note If your database was developed using FileMaker Pro Advanced, you may see customized menus or

tooltips for layout objects. For an overview of these features, see Help.

Type of user Suggested reading

Data entry person Chapter 2, “Using databases,” in this guide

Small business owner or educator who

creates a basic database to start, then

improves it over time

Chapter 3, “Creating databases,” in this guide. As features are added to the database, refer

to Help

Database administrator 1All chapters in this guide

1Help, for information on advanced topics

1FileMaker Instant Web Publishing Guide

1FileMaker ODBC and JDBC Guide

New FileMaker Pro user 1Installation and New Features Guide for FileMaker Pro and FileMaker Pro Advanced

1FileMaker Pro Tutorial

1All chapters in this guide

User upgrading from a previous

version

1Installation and New Features Guide for FileMaker Pro and FileMaker Pro Advanced

1Chapter 7, “Converting databases from FileMaker Pro 6 and earlier,” in this guide

Chapter 1 | Introducing FileMaker Pro 11

FileMaker Pro overview

Here is an overview of the capabilities of FileMaker Pro.

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.

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.

For more information about creating databases, see chapter 3, “Creating databases.”

Using layouts to display, enter, and print data

FileMaker Pro layouts determine how information is organized for viewing, printing, reporting, finding, and

entering data. 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. You can change a layout’s design without affecting the data or

other layouts in the file. 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.

Choose different layout types in the New Layout/Report assistant. 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.

An address list database

consisting of one table

A database consisting of multiple tables, with a

portal to display records from a related table

12 FileMaker Pro User’s Guide

For more information about creating layouts, see “Creating layouts and reports” on page 70.

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. For example, you can sort

fields alphabetically, numerically, by date, or by a custom sort order.

You can search for and replace data across multiple fields, similar to the way you find and replace data in

word processing applications. You can also save a found set of records as a snapshot link and send the link

to another person.

For more information about finding, sorting, and replacing data, see “Finding records” on page 30, “Sorting

records” on page 42, and “Finding and replacing data” on page 41.

Protecting databases

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. Any user that cannot specify valid account information won’t be able to open a

protected file. 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.

Steve Williams

789 Ninth Avenue

New York, NY 10001

The same data can be arranged differently with multiple layouts

Juanita Alvarez 555-1234

Michelle Cannon 555-1234

Andre Common 555-1234

Marie Durand 555-1234

Jean Durand 555-1234

William Johnson 555-1234

John Lee 555-1234

Patrick Murphy 555-1234

Le Nguyen 555-1234

Kentaro Ogawa 555-1234

Mary Smith 555-1234

John Smith 555-1234

Sophie Tang 555-1234

Steve Williams 555-1234

Betty Wilson 555-1234

Phone List

Dear Sophie,

Thank you for reserving a cruise with us.

We value your business and appreciate the

opportunity to serve you.

If you have any questions about your

reservations, please call us—we want you

to be satisfied with your cruise.

Sincerely,

John Lee

Chapter 1 | Introducing FileMaker Pro 13

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.

You can further protect a file by authorizing other FileMaker Pro files to create references to the schema

(tables, layouts, scripts, and value lists) in that file, and by preventing versions of FileMaker Pro earlier than

version 11 from opening the file.

For more information about FileMaker Pro database security, see chapter 6, “Protecting databases.”

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 can 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. For more information about scripts, see “Automating tasks with scripts” on page 48.

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. In addition, you can use ODBC (Open Database Connectivity) and

JDBC (Java Database Connectivity) to share FileMaker Pro files with ODBC- and JDBC-compliant

applications, or you can access data from external data sources.

If your computer is connected to a network, you and other Windows and Mac OS FileMaker Pro users can

use the same FileMaker Pro database file simultaneously. 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 set up a FileMaker Pro file to automatically update data imported from another application such as

Microsoft Excel. Recurring import occurs automatically the first time you view the layout containing the

data from the external file. For more information about recurring import, see “Setting up recurring imports”

on page 114.

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. With FileMaker Pro

accounts and privilege sets and other security features, you can make your web databases secure.

For more information about sharing and exchanging data, see chapter 5, “Sharing and exchanging data.”

Saving and sending data in other formats

FileMaker Pro lets you save data in different file formats, such as Microsoft Excel worksheets and Adobe PDF

files, so you can give the files to users who do not have FileMaker Pro. You can automatically email the files

after saving them. For more information, see “Saving and sending data in other formats” on page 114.

14 FileMaker Pro User’s Guide

Chapter 2

Using databases

This chapter explains the basics of how to:

1open, close, and save files

1create records in a database

1add and edit data in fields

1find records using different criteria

1omit records from the found set

1find and replace data

1sort data

1print data, scripts, table and field information, and the relationships graph

1use scripts

See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro.

Note Some procedures refer to using a shortcut menu. To display a shortcut (or context) menu, right-click

an object or area to see a list of commands. If the mouse for your Mac computer doesn’t have multiple

buttons, Control-click to display the shortcut menu. (On the Mac, you can change your mouse configuration

in System Preferences.)

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.

Certain tasks are better suited to each of these important business productivity tools. 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.

16 FileMaker Pro User’s Guide

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, view only invoices for a particular month. A database

doesn’t just hold information—you use a database to organize and analyze information so that you

understand its significance.

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.

For example, one table can show you which clients bought a particular item and a related table can show

how much they paid.

Michelle Cannon

123 4th St. SW

Edmonton

(717) 555-0011

CAN N4V 1LN

Records

Fields

Your address book is like a database

Invoices table

002Client ID

Andre CommonClient Name

818-555-1234Phone

Prod

ID Product

ET3

Price

Travel bag $29

ET4 Travel book $32

12345Invoice ID

ET3Prod ID

Travel bagProduct

$29.00Price

002Client ID

Andre CommonName

818-555-1234Phone

Products table

Clients table

34Stock

Chapter 2 | Using databases 17

To enter data in a database table, you make a new record and enter values into the fields that belong to that record.

Values can be typed into a field, imported from another application, or entered in a number of other ways.

FileMaker Pro also allows you to access and view data that is stored in non-FileMaker Pro files. 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

To open a file if FileMaker Pro isn’t running

Choose one of the following methods:

1Double-click the FileMaker Pro file.

1Drag the file onto the FileMaker Pro application icon.

1Double-click the FileMaker Pro application icon and choose the file you want to open. If you see the

Quick Start Screen, see “To open a file using FileMaker Quick Start,” below, for more information.

To open a file if FileMaker Pro is already running

1. Choose File menu > Open.

Tip You can also choose File menu > Open Recent or File menu > Open Favorite.

2. In the Open File dialog box, select the filename and click Open.

3. If you’re asked for an account name and password, type them in the Password dialog box, then click OK.

To open a file using FileMaker Quick Start

1. To have the Quick Start Screen appear, do one of the following:

1Start FileMaker Pro.

1If FileMaker Pro is running or if you start FileMaker Pro and you don’t see the FileMaker Quick Start

Screen, choose Help menu > Quick Start Screen.

FileMaker Quick Start Screen (Mac OS)

18 FileMaker Pro User’s Guide

2. When the FileMaker Quick Start Screen appears, do one of the following:

3. Double-click a file to open it.

The FileMaker Quick Start Screen provides a central place where you can do several tasks in a variety of

ways. In addition to opening files, you can:

1Create and design a new empty FileMaker Pro file. See “Creating a FileMaker Pro file” on page 55.

1Convert a file of a different format (such as Microsoft Excel) that already contains data. See “Converting

a data file to a new FileMaker Pro file” on page 118.

1Create files using empty pre-designed Starter Solutions provided by FileMaker, Inc. See “Creating a

FileMaker Pro file” on page 55.

For more information about using FileMaker Quick Start, see Help.

To open a file that is being shared over a network

1. Choose File menu > Open Remote.

2. In the Open Remote File dialog box, select View for a list of hosts.

3. To see the available files from a host, select the host. In the Available Files list, select the file you want

to open.

Or, for Network File Path, type the network path (for example, fmnet:/hostIPaddress/fileName).

4. 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).

Do this To

Click Recent Files in the box at the

center of the Quick Start Screen

Display a list of FileMaker Pro files that you have recently opened. If no recent files are

listed, choose

Edit

menu >

Preferences

(Windows) or

FileMaker Pro

menu >

Preferences

(Mac OS), select

Show recently opened files

, enter a value from 1 to 30 indicating the

number of recent files you want to display in the list, then click

. (To remove the list of

recently opened files, choose

File

menu >

Open Recent

Clear Recent Files

Click Favorite Files in the box at the

center of the Quick Start Screen

Display a list of FileMaker Pro files that you have marked as favorite.

Click the host name or IP address of

a remote computer

Display a list of FileMaker Pro files stored on a remote computer.

Click Browse Locate the local or remote files that you want to open.

Choose To display

Favorite Hosts Hosts you previously added as favorites

Local Hosts FileMaker Pro hosts on your TCP/IP subnet

Hosts Listed by LDAP

FileMaker Pro hosts available through the specified LDAP server

Chapter 2 | Using databases 19

Keep these points in mind:

1If you have Show recently opened files selected in the General preferences, files you have recently

accessed appear in the File menu’s Open Recent list and in the Recent Files list in the FileMaker Quick

Start Screen. See Help for information about adding local or remote files to the Favorite Files list in the

FileMaker Quick Start Screen.

1To open and share a file, see “Enabling file sharing and hosting files” on page 110.

1You can open FileMaker Pro files created in Windows on a computer running the Mac OS, and vice versa.

If you intend to move files across platforms, it’s best to include the .fp7 extension in the filename. If you

add or remove filename extensions, you must redefine the FileMaker data sources for related files and for

files with external scripts.

1You can set a default account name and password for a file in the Open/Close tab of the File Options

dialog box. 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

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.

To open an additional window, choose Window menu > New Window. Another window appears. Initially,

the window displays the same layout, sort order, and found set as the previously active window.

To view a different layout in the new window, choose a layout from the Layout pop-up menu in the layout

bar, or choose View menu > Go to Layout. For information on finding records, see “Finding records” on

page 30. For information on sorting records, see “Sorting records” on page 42. For more information about

opening multiple windows, see Help.

The original database

window, in which you

can search the records

A second window, in

which you can perform

a different search on

the same found set

20 FileMaker Pro User’s Guide

Closing windows and files

You can close FileMaker Pro windows and files as you would in most Windows and Mac OS applications.

To close a window, do one of the following:

1Windows: Double-click the document icon in the upper-left corner of the document window.

1Windows: Click the close box in the upper-right corner of the document window.

1Mac OS: Click the red close button in the upper-left corner of the document window.

1Choose File menu > Close.

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. To save a copy of your

file in a non-FileMaker format, see “Saving and sending data in other formats” on page 114.

Some minor changes to files are not always saved with the file. For details, see the next section, “When

FileMaker Pro saves a file.”

Important Always save a copy of a file before you make extensive changes. You can’t restore data after you delete

a field from the Manage Database dialog box or remove records using the Delete Record or Delete All commands.

To save a copy of your file:

1. Make the file you want to save the active file, and choose File menu > Save a Copy As.

2. Navigate to where you want to save the copy on your hard disk.

3. For File name (Windows) or Save As (Mac OS), type a filename.

4. For Save as type, choose FileMaker Files (Windows only).

5. For Save a (Windows) or Type (Mac OS), choose one of the following options:

6. Click Save.

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 (smaller) Compact the entire file into less disk space by reclaiming unused space in the file. Saving a

compacted copy is useful if you edit many records frequently.

Clone (no records) Save a file’s tables, field definitions, layouts, scripts, and page setup options, without the

data. Make a clone when you want a template of the file schemas.

Chapter 2 | Using databases 21

When FileMaker Pro saves a file

FileMaker Pro saves a file whenever you perform an action such as modifying data. The following actions

do not cause the file to be saved:

1Displaying a different record or layout (unless that record or layout has been modified)

1Sorting records or modifying a sort order

1Performing find operations such as Find, Show All Records, Omit Record, or modifying a find request

1Changing the position and size of windows or hiding/showing the status toolbar

1Changing layout object default settings

1Changing ruler display settings

If you perform any of the above actions without also performing an action that does cause a save (such as

modifying data), the change won’t be saved when you close the file. FileMaker Pro considers the above

actions to be minor changes, and they are not saved with the file unless the file is also modified in a more

significant way.

For example, if you open a file and perform a find, then close the file, FileMaker Pro does not save the found

set with the file. However, if you open a file, add a new record, perform a find, then close the file,

FileMaker Pro saves the found set as well as the new record with the file.

For more information about saving files, see Help.

About modes

You work with data in FileMaker Pro in Browse, Find, Layout, or Preview mode. You can choose a mode

from the View menu or from the mode pop-up menu at the bottom of the document window.

Use this mode To

Browse mode Work with the data in a file. You can add, view, change, sort, omit (hide), and delete records. Browse

mode is where you’ll do most of your work, such as data entry.

Find mode Search for particular records that match a set of criteria. You can then work with this subset of your

records, called the found set. After you find a group of records, FileMaker Pro returns to Browse mode

so you can begin working with them.

Layout mode Determine how information is presented on your screen or in printed reports, labels, and forms. Design

layouts for specific tasks, like data entry or printing invoices or envelopes. Select and arrange fields and

other objects to modify an existing layout or create new layouts.

Preview mode See how data in forms or reports will look before you print. Preview mode is especially useful for viewing

layouts with multiple columns (like mailing labels) and reports with summaries.

Mode pop-up menu

22 FileMaker Pro User’s Guide

Using the status toolbar

The status toolbar provides quick access to many FileMaker Pro menu commands. In all modes, it includes

navigation tools, customizable buttons, and a layout bar for working with layouts. In Layout mode, it includes

layout tools. Move the pointer over a button to see its description. You can also switch modes by clicking

buttons in the status toolbar. The buttons in the status toolbar vary depending on which mode you’re in.

In Layout mode, you can also use the Inspector when you format and edit objects on a layout. For more

information, see “Using the Inspector to format objects” on page 78.

For more information about using the status toolbar, see Help.

Viewing records

FileMaker Pro provides three views of each layout: form, list, and table. When you change views, you

temporarily change the way records display or print.

To view records Do this in Browse mode or Find mode

Individually Choose View menu > View as Form, or click Form View in the layout bar.

In a list Choose View menu > View as List, or click List View in the layout bar.

In a spreadsheet-like table Choose View menu > View as Table, or click Table View in the layout bar. For

information about working with data in a spreadsheet-like table, see “Working with data

in Table View” on page 29.

Status toolbar Layout bar

Formatting bar

Chapter 2 | Using databases 23

The following illustration shows the same layout in three views.

Selecting the active record

In Browse mode, a table has one active (selected) record at a time for each window. For more information

about working with multiple windows, see “Opening multiple windows per file” on page 19.

In this view The active record is

Form View The record that you’re displaying.

List View The record that’s marked with a solid bar along the left side. To work with another record, click

in the record to make it active.

Table View The record that’s marked with an arrow at the left side.

Form View

One record

List View

Table View

One record

A row is

one record

Field labels

24 FileMaker Pro User’s Guide

To select a related record in a portal, select the portal row (click inside the row but outside any fields in the row).

For information about related records and portals, see chapter 4, “Working with related tables and files.”

Moving through records

To move from one record to another, use the book in the status toolbar.

To m o ve Do this

To the next record in the current table Click the right page of the book or choose Records menu > Go to Record > Next.

To the previous record in the current

table

Click the left page of the book or choose Records menu > Go to Record > Previous.

Quickly to a specific record 1Click the current record number, type the record number you want, then press Enter

(Windows) or Return (Mac OS).

1Press Esc, type the record number, then press Enter or Return.

1Choose Records menu > Go to Record > Go To..., then type the number of the record.

Quickly through records Drag the slider right or left to move forward or backward.

Current record

in List View

Click inside the portal row to

select a related record

Portal

Slider

Current record

number Number of records in the table

Book

Type search words for

quick finds

Chapter 2 | Using databases 25

You can also use a mouse scroll wheel to move through records. For more information about viewing

records, see Help.

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).

1If records are sorted, the new record appears in the correct position in the sort order when you commit

the record. In Table View, a new row is added to the last row of the current record’s sort category. For

more information about working in Table View, see “Working with records in Table View” on page 29.

1If records are unsorted, the new record appears after the last record in the found set. For more

information, see “Sorting records” on page 42.

Note If a file is locked or write-protected, or if you don’t have access privileges to create records,

FileMaker Pro will not add or duplicate records.

If the field is defined to automatically enter field values, you see those values entered in the new record. See

“Defining automatic data entry” on page 65.

To enter or change values in the new record, see “Entering and changing data in fields” on page 27.

Through records in List View or

Table View

Use the scroll bar on the right side of the window.

To a record with a unique value that

you know

See “Finding records” on page 30.

To Do this in Browse mode

Add a new blank record In Browse mode, click New Record in the status toolbar. You see a blank record with

one field selected.

Quickly add a record with the same or

similar data as an existing record

Select the record to duplicate. Then, choose Records menu > Duplicate Record.

Add or duplicate related records See “Adding and duplicating related records” on page 26.

To move Do this

26 FileMaker Pro User’s Guide

Adding and duplicating related records

If you’re working with records in related tables, you can add records to a related table when you enter data

in a record in the current table.

Note You can only add related records from the current table if the relationship is defined to allow the

creation of related records. If a related table is in a write-protected file, or if you don’t have access privileges

to create records, FileMaker Pro will not add or duplicate records. For more information, see “Creating

relationships” on page 103.

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.

Important You can’t retrieve deleted data, and you can’t undo the action of deleting records. Before you

delete records, consider making a backup copy of your file.

If you’re working in a relational database and the option to delete related records is selected in the Edit

Relationship dialog box, FileMaker Pro deletes related records when you delete a record.

To Do this in Browse mode

Create a record in the current table Click New Record in the status toolbar.

Add a record to a related table 1If the related field is in a portal, type data into the field in the last (empty) row of the portal,

then press Enter.

1If the related field isn’t in a portal, type data into the field, then press Enter.

Duplicate a record that is displaying

related data

Be sure no records in a portal are selected, then choose Records menu > Duplicate Record.

Duplicate a related record in a portal Select the record in the portal, then choose Records menu > Duplicate Record.

To d e l e t e 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.

In the status toolbar, click Delete Record, then click Delete.

Note To delete related records, Allow deletion of portal records must be selected in the Portal Setup

dialog box.

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

Chapter 2 | Using databases 27

Entering data

Note If a file is locked or write-protected, or if you don’t have privileges to edit certain records or fields,

you may not be able to modify data.

Selecting a field

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.

A group of records Make sure the found set contains only the records you want to delete. (See “Finding records” on

page 30.) Choose Records menu > Delete Found Records, then click Delete.

All records in a database Click Show All in the status toolbar, or choose Records menu > Show All Records. Then choose

Records menu > Delete All Records.

To Do this in Browse or Find mode

Select a field Click in the field.

Select the contents of a field Select the field, then choose Edit menu > Select All.

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 the previous field in the tab order

Press Shift-Tab (or Shift-Return or Shift-Enter, if enabled).

Move to items in a value list Press the arrow keys.

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 10400 to 10-400).

Enter data in a date field Type one date on one line in the field. Type the day, month, and year as numbers (for

example, 3/3/2010), separated by a nonnumeric character like – (minus) or / (forward slash).

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.

Enter the current date in a date,

number, or text field

Choose Insert menu > Current Date.

Select the date using the drop-down calendar, if available.

To delete Do this in Browse mode

28 FileMaker Pro User’s Guide

Enter data in a time field Type the time of day (or time duration) as:

1hours

1hours and minutes

1hours, minutes, and seconds

1hours, minutes, seconds, and fractional seconds

Separate hours, minutes, and seconds by a nonnumeric character like : (colon).

Separate fractional seconds by a . (period).

Type the time of day in 24- or 12-hour format, with or without AM or PM. (AM is

assumed for a time less than 12:00.)

Enter the current time in a time,

number, or text field

Choose Insert menu > Current Time.

Enter data in a timestamp field Type the date and time (for example, 10/15/2010 3:15:05 PM). Type the day, month, and

four-digit year as numbers, separated by a nonnumeric character like – (minus) or /

(forward slash).

Note You cannot use a : (colon) as a date separator.

Then type the time of day as:

1hours and minutes

1hours, minutes, and seconds

1hours, minutes, seconds, and fractional seconds

1Type AM or PM if the time is not in 24-hour format

Separate hours, minutes, and seconds by a nonnumeric character like : (colon).

Enter the current date and time in a

timestamp field

Choose Insert menu > Current Time.

Select the date using the drop-down calendar, if available.

Insert a tab character in a field Click where you want to insert the tab. Press Ctrl+Tab (Windows) or Option-Tab (Mac OS).

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.

Add data to value lists (fields

formatted as radio or option buttons,

checkboxes, lists, or menus)

For information, see “Setting up checkbox sets and other controls on a layout” on page 83.

Edit, format, or check the spelling of

text in a field or edit dictionaries

For information, see Help.

To Click in the field in Browse mode, then

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.

To work with data in Table View, click Table View in the layout bar when you’re working in Browse

mode. You can also work in Table View when you create a new database (see “Creating a FileMaker Pro

file” on page 55).

Displaying data in Table View

You can change the display settings in Table View.

Working with records in Table View

When you view records in a table, FileMaker Pro displays data in rows and columns. Each row displays a

record, and each column displays a field.

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

background

Right-click the left or right margin of a record, then choose a color from the Part Color shortcut

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

color for alternating records

Right-click the left or right margin of a record, then choose a color from the Alternate Color

shortcut menu.

Restore the default display

settings

Right-click a column heading and choose Reset Table View from the shortcut menu.

Note Resetting Table View doesn’t delete the fields and records.

To Do this in Browse mode

Add a new record Click + in the left margin of the table.

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.

Column headings. Each

column displays one field

from the current layout.

Active

record

30 FileMaker Pro User’s Guide

For more information about working with data in Table View, see Help.

Finding records

To find particular records in your database, you can:

1perform a quick find in Browse mode (see “Performing quick finds in Browse mode” on page 30)

1make a find request in Find mode (see “Making find requests in Find mode” on page 31)

Performing quick finds in Browse mode

If a layout is enabled for quick find in Browse mode, you can use the search box in Browse mode to search

for data across multiple fields on the layout. Quick find is helpful if the data you are looking for might be in

multiple fields or if you don’t know which field contains the data.

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

In Browse mode, type one or more words in the search text box in the upper-right corner of the status toolbar.

2. Press Enter (Windows) or Return (Mac OS).

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.

Copy the data in a record Right-click the left or right margin of the record that you want to copy, then choose

Copy Record from the shortcut menu. You can paste the copied, tab-separated data

into a field or into Microsoft Excel.

Sort records 1Click 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.)

1Select one or more columns (fields), then right-click and choose a sort order from

the shortcut menu. 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.)

1Right-click the left or right margin of a column, then choose Sort Records. For

more information, see “Sorting records” on page 42.

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.

Save data as a Microsoft Excel file or Adobe

PDF file, or save the current found set of

records as a snapshot link

Right-click the left or right margin, then choose an option from the Save/Send

Records As shortcut menu.

Send email messages based on record data Right-click the left or right margin of the record, then choose Send Mail from the

shortcut menu.

To Do this in Browse mode

Chapter 2 | Using databases 31

Keep the following points in mind:

1The only operator supported by quick find is the match phrase operator, double quotation marks (" ").

1If you type more than one word in the search box, FileMaker Pro searches for records that have all of the

words you typed.

To view a list of recent quick finds

1. In Browse mode, click the down arrow in the search box.

2. Do one of the following:

1Choose a search term from the search history list to perform a quick find for the term.

1Choose Clear Recent Searches to remove the search history.

Note The list of recent quick finds is available only until you close the file.

To configure and enable quick find

In Layout mode, if the selected layout doesn’t show the quick find icons for supported fields, use the

following steps.

1. In Layout mode, choose View menu > Show > Quick Find.

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.

2. Select one or more fields.

3. Click Inspector in the layout bar, then click Data.

4. In the Behavior area, select Include field for Quick Find.

5. To enable quick find, click Layout Setup in the layout bar. In the Layout Setup dialog box, select

Enable Quick Find, then click OK.

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.

Records that don’t match are omitted. 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. (For more information, see Help.)

You cannot perform a find in summary fields, container fields, or fields defined with the global storage option.

32 FileMaker Pro User’s Guide

To make a find request

1. 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.

2. 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.

3. Click Perform Find.

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.

Choose a layout

with fields you

want to search on

Type find criteria in fields

Click to see

operators

An icon indicates you

can search on the field

Chapter 2 | Using databases 33

You can do one or more of the following during or after performing a find request:

Finding text and characters

Search for text in text fields, or in calculation fields that return a text result.

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. For example, typing hotel in a field named

Accommodation finds records for Hotel, Discount Hotel, and Hotel, Luxury.

To Do this

Cancel a find operation before it is finished and leave

the previous found set unchanged

Press Esc (Windows) or 2-period (Mac OS).

Change or refine criteria after performing a find request

See “Viewing, repeating, or changing the last find” on page 40.

Narrow an existing found set See “Constraining (narrowing) a found set” on page 38.

Broaden an existing found set See “Extending (broadening) a found set” on page 39.

Show all records again In Browse mode, choose Records menu > Show All Records.

In Find mode, choose Requests menu > Show All Records.

You don’t need to choose Show All Records before performing finds.

FileMaker Pro always searches all records in the tables you specify unless

you have narrowed the existing found set.

Open another window in order to perform different

find requests on the same data

Choose Window menu > New Window.

To f i n d Type this in the field Examples

Words that start with specific Roman

characters (works with fields that use any

language except Japanese)

The characters Chris Smith finds Chris Smith, Smith

Chris, Chris Smithson, and Smith

Christenson

Words that start with Japanese Hiragana,

Katakana, or Kanji characters

The characters between = and * =小田 * finds 小田 , 小田山 , and 小田川

A phrase or sequence of characters that

match when they are the first characters in a

word (match phrase from word start)

The literal text (characters), including

spaces and punctuation, between

double quotation marks (")

"Marten and Jones Interiors" finds

Marten and Jones Interiors but not Jones

and Marten Interiors

", Ltd." finds all companies with ", Ltd."

in the name, but not those without the

comma

“Spring” finds Springville but not

ColdSpring Harbor or HotSpring

Words with one or more unknown or

variable characters (any one character)

One wildcard character (@) for each

unknown character

Gr@y finds Gray and Grey

@on finds Don and Ron but not Bron

Invalid characters in a text field ?Invalid characters display as blank

characters

Note To find the ? character, search for “?”

Digits in a text field (any one digit) A # character for each digit # finds 3 but not 30

## finds 30 but not 3 or 300

#3 finds 53 and 43 but not 3

Words with zero or more unknown or

variable text characters in a row (zero or

more characters)

* for all unknown characters Jo*n finds Jon and John

J*r finds Jr. and Junior

*phan* finds Phan and Stephanie

34 FileMaker Pro User’s Guide

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. For more

information, see Help.

Operators or other non-alphanumeric

characters, such as punctuation or spaces

The literal text (characters), including

spaces and punctuation, between

double quotation marks (")

"@" finds @ (or an email address, for

example)

"," finds records containing a comma

" " finds three spaces in a row

A character with special meaning, such as

the find operators recognized by

FileMaker Pro: @, *, #, ?, !, =, <, >, "

(escape next character)

\ followed by the special character \"Joey\" finds "Joey"

joey\@abc.net finds the email address

joey@abc.net

Words with accented characters The literal text (characters), including

spaces and punctuation, between

double quotation marks (")

"òpera" finds òpera but not opera

(òpera without quotes finds both òpera and

opera)

Partial phrases, a sequence of words or

characters (match phrase from anywhere)

Characters, punctuation, and spaces

between double quotation marks (");

use * to find this text in the middle of a

longer text string

*"son & Phillips" finds Johnson &

Phillips and Paulson & Phillips

Exact matches of the text you specify

(match entire field)

== (two equal signs) for a field content

match

==John finds John but not John Smith

==John Smith finds John Smith but not

Smith, John or John Smithers

Exact matches of whole words you specify

(match whole word)

==Market finds Market, Market Services,

and Ongoing Market Research but not

Marketing or Supermarket

=Chris =Smith finds Chris Smith or

Smith Chris but not Chris or Christopher

Smithson

Words that contain Japanese Hiragana,

Katakana, and Kanji characters (Japanese-

indexed fields only)

The characters 京都 finds 京都 ,東京都 , and 京都府

Kana characters in a Japanese-indexed field

without differentiating between Hiragana/

Katakana, Voiced/Semi-Voiced/Unvoiced

Kana, Small/Regular Kana, and Kana

Voiced/Unvoiced Iteration Marks

~ (tilde) and the character, to do a

relaxed search

~は finds は , ば , ぱ , ハ , バ, and パ

Ranges of information See “Finding ranges of information”

on page 36.

Case-sensitive text Change the default language for

indexing the field to Unicode.

Note This procedure will change the

order in which records sort. For more

information, see Help.

fred finds fred but not Fred

To find Type this in the field Examples

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. See “About

choosing a field type” on page 58.

Important To avoid confusion when working with dates, always use four-digit years. For more information,

see the Help topic “Conversion of dates with two-digit years.”

To f i n d Type this in the field Examples

A number in a number field or in a

calculation field that produces a numeric

result

The number .50 finds .5, .50, and $.50

A Boolean number in a number field or in a

calculation field that produces a Boolean

result

1 to find True values

0 to find False values

1 finds 1

0 finds 0

A date in a date field or in a calculation field

that produces a date result

The date as digits, separated by a valid

date separator character (such as a

slash or hyphen)

3/3/2010 finds 3/3/2010, March 3, 2010,

and 3-3-2010

Today’s date in a date field or in a

calculation field that produces a date result

// // finds April 4, 2010 (when the current date

is 4/4/2010)

A time in a time field or in a calculation

field that produces a time result

The time as digits, separated by colons 12:53:09 finds 12:53:09

A timestamp in a timestamp field or in a

calculation field that produces a timestamp

result

The date as digits, separated by a valid

date separator character, then the time

as digits, separated by colons

3/3/2010 12:53:09 PM finds 3/3/2010

12:53:09 PM

Invalid dates, times, timestamps, or

calculated date or time results

? ? finds:

Next Tuesday or 2/33/2010 in a date field, or

midnight in a time field

Invalid data (fields containing no numbers)

in a number field or calculation field that

produces a numeric result

?? finds:

twelve but not 12 or twelve30

Dates on a day of the week in a date or

timestamp field

The day of the week

Note Full or short day names (for

example, Friday or Fri) are

acceptable in day of week searches.

Tuesday finds all dates that occur on a

Tuesday

=Thu finds all dates that occur on a

Thursday

Any valid value for a date or time

component in a date, time, or timestamp

field

* or leave component unspecified,

while specifying the other components

you want to find

3/3/* finds the 3rd day of March in any

year

*:15 finds times that are 15 minutes after

any hour

1/1/* 7 PM finds timestamps in the

7 o’clock hour on January 1st in any year

Note When the year is unspecified, the

current year is assumed. 3/3 finds the 3rd

day of March in the current year

Ranges of information See the next section, “Finding ranges

of information.”

36 FileMaker Pro User’s Guide

Finding ranges of information

To find values that are Use this operator Examples

Less than a specified value <<40

<9/7/2010

Less than or equal to a specified value <=

or ≤ (Mac OS)

<=95129

≤05:00:00

<=M

Greater than a specified value >>95129

>9/7/2010

Greater than or equal to a specified value >=

or ≥ (Mac OS)

>=100

>=9/7/2010

≥8:00

≥M

Within the range you specify. A range is different based on the data

type:

1Numbers: least to greatest

1Dates and times: earliest to latest

1Text: first to last word, based on the index order of words (not the

sort order)

.. or ... (two or three periods) 12:30...17:30

1/1/2010..6/6/2010

A...M

To f i n d d a t e s Type this in the field

In June 2010 6/2010

From July 2010 through October 2011 7/2010...10/2011

That occur on a Friday =Friday

From the 10th through the 16th of October or November 2010

(if the date format is MM/DD/YYYY)

{10..11}/{10..16}/2010

That occur on March 1st between 1868 and 1912 in the Japanese

Emperor Year era of Meiji

m*/3/1

That occur on December 31st between 1930 and 1940 in the Japanese

Emperor Year era of Showa

S{5..15}+12+31

To f i n d t i m e s Type this in the field

In the 3 o’clock hour, not including 4:00 PM 3 PM

Between 8:00 AM and 8:59:59 PM 8 AM..8 PM

In the morning AM

Any of the times 4:30, 5:30, 6:30 PM {4..6}:30 PM

To find timestamps Type this in the field

In the 3 o’clock hour today // 3 PM

In the 7 o’clock hour in May 2010 5/2010 7 PM

Chapter 2 | Using databases 37

Finding data in related fields

You can enter find criteria in related fields that are displayed in a portal or directly on a layout.

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. For information about related fields, see chapter 4, “Working with related tables and files.”

For information about omitting related records, see “Finding records except those matching criteria” on page 39.

Finding empty or non-empty fields

Finding duplicate values

You can find all records for which one or more fields contain duplicate values. For example, you might want

to find all records that aren’t unique, then examine them to decide which records to use or delete.

To find all duplicate records, in Find mode, type ! in the field.

That occur on a Monday in 2010 =Mon 2010

From the 10th through the 16th of November 2010 and from 3:00 PM

to less than 6:00 PM (if the date format is MM/DD/YYYY)

11/{10..16}/2010 {3..5} PM

To find fields that are Type this in the field

Not empty (fields that have data) *

Empty =

To find timestamps Type this in the field

E154Invoice ID

AlvarezName

Item ID Item

I100 Computer

I202 Desk

I153 Lamp

I229 Bookcase

I448 Chair

Find request

E153Invoice ID

TangName

Item ID Item

I202 Desk

I443 Long table

I153 Lamp

I288 Round table

I100 Computer

Invoice ID

Name

Item ID Item

Computer

E152Invoice ID

DurandName

Item ID Item

I384 Swivel chair

I554 Panels

I288 Round table

I100 Computer

I448 Chair

Records in table

38 FileMaker Pro User’s Guide

Finding records that match multiple criteria

You can narrow or broaden your search by using more than one criterion.

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.

2. Click Find and type the criteria to narrow the search (type Alvarez in the Last Name field).

3. Choose Requests menu > Constrain Found Set.

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. Click in the field (or select

a partial value in the field), then right-click, and choose Constrain Found Set.

Logical OR search

To widen your search, enter criteria in the first request. Click New Request. Enter the second (set of) criteria.

Continue adding requests for each (set of) criteria, then click Perform Find.

You can navigate among multiple requests using Go to Request on the Requests menu or clicking the book

in Find mode.

Examples:

1To include customers in New York and customers in Paris in the found set, type New York in the City

field in the first request, then type Paris in the City field in the second request.

1To include companies with more than 100 employees and companies with more than $100 million in

assets, type >100 in Number of Employees in the first request, then type >100,000,000 in Capitalization

in the second request.

1To include 6th grade students who are in Algebra and 7th grade students who are in Geometry, type 6

in Level and Algebra in Course in the first request, then type 7 in Level and Geometry in Course in

the second request.

Chapter 2 | Using databases 39

Extending (broadening) a found set

You can broaden a found set to expand your search to include additional applicable records without starting over.

For example, after searching for customers in New York, you can broaden the search to also find customers

in Hong Kong:

1. Perform a find to find customers in New York.

FileMaker Pro displays the found set in Browse mode.

2. Click Find and type the criteria to broaden the search (type Hong Kong in the City field).

3. Choose Requests menu > Extend Found Set.

The found set now consists of customers in New York and Hong Kong.

Note To quickly extend the found set in Browse mode, use the shortcut menu. Click in the field (or select

a partial value in the field), then right-click, and choose Extend Found Set.

Records that match one set of criteria but not another

To narrow your search by excluding records that meet specified criteria (for example, to find vendors in New

York state that are not in New York City), see “Finding some records while omitting others” on page 39.

Finding records except those matching criteria

You can exclude (omit) records while performing a find. In other words, you can find information in your

database that “does not equal” your specified criteria. For example, you can find all invoices except those

created in the past 30 days.

Finding records that don’t match criteria

1. In Find mode, type criteria for the records to omit.

2. Click Omit in the layout bar.

3. Click Perform Find.

Finding some records while omitting others

For example, to find vendors in the state of New York except those in New York City:

1. In Find mode, type the criteria for the records to find (type New York in the State field).

2. Click New Request.

3. Type criteria for the records to exclude (type New York in the City field).

Click Omit to exclude records

that match the request

40 FileMaker Pro User’s Guide

4. Click Omit.

5. Click Perform Find.

Keep these points in mind:

1You can have omit criteria in more than one request.

1FileMaker Pro works through the requests in the order you create them. For example, in a Clients

database with clients in the US and France:

1If the first request finds all clients in Paris and the second request omits all clients in the US, the found

set contains all clients in Paris, France but none in Paris, Texas, or anywhere else in the US.

1If the order of the requests is reversed (the first request omits all clients in the US and the second

request finds all clients in Paris), the found set includes all clients in Paris, France, and in Paris, Texas,

but no records for clients elsewhere in the US.

1To omit a related record from a portal row (or set of related records), you must change the relationship

or the value in at least one of the match fields so that the record is no longer related. For information about

related fields, see chapter 4, “Working with related tables and files.”

1You can open another window in order to perform different find requests on the same data. See “Opening

multiple windows per file” on page 19.

1To omit records from a found set after performing a find, see “Hiding records from a found set and

viewing hidden records” on page 41.

Viewing, repeating, or changing the last find

To view the most recent find criteria, choose Records menu > Modify Last Find. Then, to return to the found

set, switch to Browse mode. To repeat the find, click Find. Or you can modify the find criteria, then click

Perform Find.

Saving find requests

When you have a complex find request that you want to use regularly, you can save the request and retrieve

it when you need it later. You can save and retrieve find requests without having to go to Find mode.

FileMaker Pro automatically saves the last five finds you have performed so you can access them again.

Once a find is saved, the saved find is also available to any network clients that share the account. For more

information about saving find requests. see Help.

Deleting and reverting requests

To delete a request, go to the request you want to delete, then click Delete Request.

To restore a request to the way it was when you last committed it, choose Requests menu > Revert Request.

Requests are committed, for example, when you click out of all fields, go to a different layout or request, or

perform a find.

Chapter 2 | Using databases 41

Hiding records from a found set and viewing hidden records

All records that are not in the found set are omitted, or hidden. You can omit additional records from the

found set without doing a new find.

Important Omitted records are temporarily excluded from the found set. They still exist in the database.

Finding and replacing data

As in a word processing application, you can find and replace data across multiple fields (including related

fields) in a record or in a find request, across a found set of records or find requests, or across text objects in

a layout. You can search for data in any type of field except container fields and fields that are not modifiable.

If you have added a tab control to a layout, when you find and replace data in Browse and Find modes,

FileMaker Pro only finds and replaces data in the tab panel that is in front. In Layout mode, FileMaker Pro

finds and replaces data in all tab panels.

1. In Browse, Find, or Layout mode, choose Edit menu > Find/Replace > Find/Replace.

In the

Find what

box, type the data you want to search for. In the

Replace with

box, type the replacement data.

You can’t replace data in fields that are formatted as pop-up menus, radio buttons, or checkboxes. These

fields will be counted and reported as skipped at the end of a Replace all operation.

3. Set the search options you want to use.

To Do this

Omit a specific record Display or select the record to omit, then click Omit in the layout bar.

Omit a series of records Display or select the first record in a number of consecutive records to omit, then choose

Records menu > Omit Multiple. In the Omit Multiple dialog box, type the number of records

to omit, then click Omit.

View the omitted set Click Show All in the status toolbar.

Bring back all the records in the file Choose Records menu (Browse mode) or Requests menu (Find mode) > Show All Records.

Select To

An option from the Direction list Choose the search direction: Forward, Backward, or All.

Match case Search for only those occurrences in which the capitalization matches the data you specified

in the Find what box.

Note In files that contain Japanese data, a find with the Match case option cleared does not

simultaneously find both the half-width and full-width version of the same character. To

comprehensively find and replace both characters, make sure you perform separate finds for

both the half-width and full-width character.

Match whole words only Search for only those occurrences that are whole words or are bounded by spaces and/or

punctuation characters.

An option in Search across In Browse mode, search across all records in the current layout or just in the current record.

In Find mode, search across all find requests in the current layout or just in the current find request.

Note In Layout mode, FileMaker Pro searches just in the current layout.

An option in Search within

In Browse and Find modes, search within all fields in the current layout or just in the current field.

42 FileMaker Pro User’s Guide

4. Click one of the buttons to perform the type of find/replace operation you want.

For more information about finding and replacing data, see Help.

Sorting records

FileMaker Pro stores records in the order they were added to the file. Sorting temporarily rearranges records,

so you can view, update, or print them in a different sequence.

You choose the fields whose contents you want to sort by. The first sort field arranges the records based on the

field’s contents. The second sort field arranges records when two or more records have the same value in the first

sort field, and so on. You can sort records in ascending order, descending order, or in a custom order.

The records remain sorted until you perform a find, add new records, or sort the records again. When you

add a new record to a sorted found set, the new record appears in the correct position in the sort order when

you commit the record.

To sort the records in the current found set:

1. In Browse mode, click Sort in the status toolbar.

Note

To sort records in Table View in Browse mode, see “Working with records in Table View” on page 29.

2. In the Sort Records dialog box, choose fields for sorting, in the order you want them sorted by, and sort

options.

To choose a sort field visible on the current layout, no matter what table it is in, choose Current Layout

(LayoutName) from the table list, then double-click a field in the list.

To choose a sort field that is in the current layout’s table, whether or not it is on the current layout, choose

Current Table (TableName) from the table list, then double-click a field in the list.

For information about sort options, see Help.

3. Click Sort.

To cancel before sorting is finished, press Esc (Windows) or 2-period (Mac OS).

Note You can sort records on one field without opening the Sort dialog box by using the field’s shortcut menu.

For information about how FileMaker Pro uses system formats to sort and display dates, times, and

numbers, see Help.

Click To

Find Next Search for and select the next occurrence of the Find what data.

Replace & Find If there is selected data that matches the Find what data: Replace the Find what data with the

Replace with data, search for and select the next occurrence.

If there is no selected data that matches the Find what data: Search for and select the first

occurrence of the Find what data.

Replace Replace the Find what data with the Replace with data.

Replace All Replace all occurrences of the Find what data with the Replace with data.

At the end of the Replace All operation, you see a summary of the number of occurrences found

and replaced.

Chapter 2 | Using databases 43

Previewing and printing databases

With FileMaker Pro, you can print:

1all the records in the database, a subset of the records, or only the current record

1a blank record to create a paper form

1definitions of scripts, fields, tables, and relationships to see the structure of your database

1data saved as a PDF file

FileMaker Pro prints records using the current layout. You can create layouts to print the same data in

different ways. For example, you can print records one by one, in a columnar list, or in a complex sorted

report with totals, headers, and footers. You can also create layouts for mailing labels or envelopes.

The New Layout/Report assistant (in Layout mode) makes it easy to create such layouts and reports. See

“Creating layouts and reports” on page 70.

You can control page margins, remove blank space, and keep specified objects from printing.

Previewing data on a layout

When you switch to Preview mode, you see the layout as it appears on the printed page. You can’t enter or

edit information in fields in Preview mode.

In Preview mode, you see:

1how many records fit on a printed page

1how the pagination settings you choose affect page breaks

1subsummary parts with calculated summary fields

1variable information supplied by FileMaker Pro, like page numbers, the current date, and so on

1the page margins you define

1how fields set with sliding options close up blank space

Print Phone List

Go to Layout [Phone List]

Sort [Sort Order: Last name (Ascending) ]

[Restore sort order, No Dialog]

Enter Preview Mode

[Pause]

[no dialog]

Enter Browse Mode

Name Phone

Juanita Alvarez 408-555-1234

Michelle Cannon 213-555-2345

Andre Common 714-555-3456

Marie Durand 619-555-4567

Jean Durand 408-555-5678

William Johnson 408-555-6789

Phone List

Records being

browsed

Field Name Field Type Formula/Entry Options

First Name Text

Last Name Text

Address1 Text

Address 2 Text

City Text

State Text

Postal Code Number

Phone Text

Name Phone

Juanita Alvarez 408-555-1234

Phone List

Current record

Script

Table and field

definitions

Blank record

You can print data based on the current layout or print information about

the structure of the database

Relationships graph

Name Phone

Phone List

44 FileMaker Pro User’s Guide

1records arranged in columns if the Layout Setup is defined to print in columns

1the tab panel in the front if the page contains tab controls

To preview data on a layout, you follow the same preliminary steps that you perform when you print, including

specifying a printer and printing options and verifying that the found set contains the records you want to

preview (see steps 1 through 4 in the next section, “Printing records”). Then, switch to Preview mode.

Printing records

You can print information from your database, or you can print a blank record in order to print a blank “form.”

To print records:

1. If you have more than one printer, specify which one you want to use.

2. Confirm printing options by choosing File menu > Print Setup (Windows) or File menu > Page Setup

(Mac OS), then click OK.

If you’re in Preview mode, you can also click Print Setup (Windows) or Page Setup (Mac OS) in the

status toolbar.

For information about printer options, refer to your printer and system documentation.

3. Switch to the layout you want to use.

4. Make sure the found set is the way you want it by:

1using Find mode and commands on the Records menu to change the found set

1sorting the records

5. Switch to Preview mode to see exactly how your paper copy will look.

Some items, like sliding objects, records arranged in columns, and variable information like page

numbers, appear correctly only in Preview mode. If a record contains tab controls, only the tab panel that

is in the front is printed.

6. Choose File menu > Print.

7. In the Print dialog box, for Print, choose an option (Windows) or choose FileMaker Pro from the pop-up

menu (Mac OS).

To p ri n t Choose

All records (or only records in the found set) Records being browsed

Only the record currently selected in Browse mode Current record

A blank record using the current layout (use this

option to print a blank “form”)

Blank record, showing fields, then choose a formatting option

Chapter 2 | Using databases 45

Select the print range, number of copies and other printing settings, then click

(Windows)

(Mac OS).

Printing labels and envelopes

You can create layouts for formatting and printing data onto mailing labels and envelopes. The process for

printing envelopes is similar to that for printing labels.

You use the New Layout/Report assistant to create a Labels layout that includes data from the fields you

choose, arranged to print on many types of label stock (for example, Avery 4014). FileMaker Pro provides

the dimensions of numerous standard label types and their codes. If the label type you want isn't available,

you can specify custom label dimensions.

Labels layouts use merge fields, which are placeholder fields for displaying and printing only; you can’t

enter data into merge fields. Merge fields expand and contract to fit the data in the field as needed, closing

up space if the field is empty.

Select to update

linked OLE objects

before printing

Choose the

data to print

Click to change the page orientation (vertical or

horizontal), scaling, and other printing options

Print dialog box (Windows)

Choose the data to print

Print dialog box (Mac OS)

Choose FileMaker Pro from the list

46 FileMaker Pro User’s Guide

There are three general steps for creating and printing labels:

1. Create a Labels layout.

2. Set up the merge fields.

3. Print the labels.

Tip If you need help as you use the New Layout/Report assistant, click the Help button in each panel.

Creating a Labels layout

1. Open the file that contains the data you want to print on labels.

2. Find the records containing the data you want to print on labels.

3. Choose File menu > Manage > Layouts.

4. In the New Layout/Report assistant, for Layout Name, type a name for the layout.

To have the layout name appear in menus used for choosing layouts, select Include in layout menus.

5. For Select a layout type, click Labels (for data that reads top to bottom horizontally). Or click Vertical

Labels (for data that reads right to left vertically). Then click Next.

For an Envelope layout, click Envelope, and skip to “Choosing and formatting the merge fields.”

6. Specify the measurements of your mailing labels.

To choose a predefined measurement based on common label types, for the

Use label measurements for

list, choose the code that matches your labels. (You see this information on the package your labels came

in.) FileMaker Pro creates a Labels layout that uses the exact dimensions of label stock code you choose.

1To specify a custom measurement, choose Use custom measurements, and enter values for Labels

across the page, Width, and Height. Measure the unused margins on the label stock. Then select Fixed

page margins and enter values for Top, Bottom, Left, and Right.

7. Click Next.

Choosing and formatting the merge fields

1. In the next panel, for the Available fields list, double-click the first field whose data you want on the labels.

<<field name>> appears in the Label Contents area. Angle brackets indicate this is a merge field, and field

data will display in and print on the labels.

To include fields from related tables, choose the table from Available fields.

2. Continue selecting the fields you want on the labels.

Include all punctuation, blank spaces, and line breaks (to place a merge field on the next line) that you

want to print on the labels.

3. Click Next.

Chapter 2 | Using databases 47

Previewing and printing labels

1. In the next panel:

1To see how the data will appear on the labels before printing them, select View in Preview mode, and

click Finish.

1To edit the labels, select View in Layout mode, and click Finish.

2. To print labels from Browse, Layout, or Preview modes, load the labels into your printer according to the

instructions that came with your labels and your printer. Then choose File menu > Print, choose the

printer and any additional options, and click Print.

Keep these points in mind:

1To choose options for how you want labels printed on the page, choose Layouts menu > Layout Setup,

and click the Printing tab. Then choose the number of columns (labels) across and the direction in which

you want the labels printed, and set custom page margins, if needed.

1You may need to adjust your printer settings to print the labels correctly. Choose File menu > Print Setup

(Windows) or Page Setup (Mac OS).

1Some labels might not have the same number of printed lines as others. This happens because if there is

no data in a field, FileMaker Pro closes up the blank space.

For more information about creating a layout for labels or envelopes, choosing printing and layout setup

options, and additional considerations when you create a Labels or Envelope layout, see FileMaker Pro Help.

Printing scripts

You can print a list of all script steps for one or more scripts in a file.

1. Choose Scripts menu > Manage Scripts, or choose File menu > Manage > Scripts.

2. In the Manage Scripts dialog box, select the script or scripts you want to print.

To select more than one contiguous script in the list, Shift-click the scripts. To select more than one

noncontiguous script, Ctrl+click (Windows) or 2-click (Mac OS) the scripts.

3. Click at the bottom of the dialog box.

4. Click OK (Windows) or Print (Mac OS).

The selected script steps and options are printed.

48 FileMaker Pro User’s Guide

Printing table and field information

You can print table or field information.

1. Choose File menu > Manage > Database, then click the Tables or Fields tab.

2. Select the table(s) or field(s) you want to print.

To select more than one contiguous table or field in the list, Shift-click the tables or fields. To select more

than one noncontiguous table or field, Ctrl+click (Windows) or 2-click (Mac OS) the tables or fields.

3. Click Print.

4. Click OK (Windows) or Print (Mac OS).

The field names, field types, and formulas or data entry options are printed for each selected table.

Printing the relationships graph

You can print a graphical representation of your database by printing the relationships graph.

1. Choose File menu > Manage > Database, then click the Relationships tab.

2. Click to display page breaks in the relationships graph.

3. Click to display the Print Setup (Windows) or Page Setup (Mac OS) dialog boxes.

4. Click Print.

5. In the Printing Options dialog box, choose an option.

1Choose Print graph on multiple pages to print the graph on more than one page.

1Choose Print graph on one page to resize the graph to fit on one page.

6. Click Continue.

7. Click OK (Windows) or Print (Mac OS).

For more information about previewing and printing databases, see Help.

Automating tasks with scripts

Scripts can do simple tasks like setting print orientation or complex tasks like preparing a customized

mailing to clients. Scripts can incorporate conditional decisions (if-else statements) and perform repetitive

tasks (loop statements).

You can build scripts in the Edit Script dialog box by selecting from a list of FileMaker Pro script steps,

specifying options, and arranging the steps in the correct order to perform the task.

Use scripts to combine and automate tasks like:

1switching to another layout or mode

1finding, sorting, and printing records

1importing data from the same source

Chapter 2 | Using databases 49

FileMaker Pro makes it easy for you to manage scripts. You can display a default script to use as a template

when writing your own scripts. You can open several scripts at once to compare them. You can copy and

paste entire scripts between files. You can copy and paste script steps from one script to another script in the

same file or to a script in a different file. You can assign scripts to groups to make it easy to find scripts of a

specific type (for example, copy an entire group of scripts to another file or delete an entire group of scripts).

And you can design scripts to run when a particular event occurs (such as when users enter a field, press a

key, or add a new record to the database).

Procedures for creating and managing scripts and a reference to all FileMaker Pro script steps (organized

alphabetically or by category) are available in Help.

Backing up database files

Routine backups are imperative for any document stored on a computer. It is easier to restore a backed up

database than it is to recreate it. How often you should back up depends on the amount of data you are adding

to your databases, and how difficult it would be to recreate your files if they become corrupt.

For very important files, it’s a good idea to routinely store backups at an offsite location.

For file backup recommendations, see “Backing up databases and other important files” on page 136. For

an example of a backup script, see Help.

Setting preferences

You can customize the appearance and behavior of FileMaker Pro to suit the way you work by changing

standard settings called preferences. Preferences affect the behavior of the application and are not specific

to any file.

Settings in the File Options dialog box affect the current file’s default layout, opening and closing scripts,

To set application preferences:

1. Windows: Choose Edit menu > Preferences.

Mac OS: Choose FileMaker Pro menu > Preferences.

2. In the Preferences dialog box, click a tab, then set the options you want to use.

To set file preferences:

1. Choose File menu > File Options.

2. In the File Options dialog box, click a tab, then set the options you want to use.

For more information about setting application and file preferences, see Help.

50 FileMaker Pro User’s Guide

Chapter 3

Creating databases

This chapter explains the basics of how to:

1plan a database

1define and modify fields

1define tables

1create layouts

1work with fields, objects, and parts on a layout

Note See Help for detailed, comprehensive information and step-by-step procedures about using

FileMaker Pro.

Planning a database

A well-designed database promotes consistent data entry and retrieval, and reduces the existence of duplicate data

among the database tables. Relational database tables work together to ensure that the correct data is available

when you need it. It’s a good idea to plan a database on paper first.

Follow these general steps to plan a database:

1. Determine the purpose for your database, or the problem you want to solve. For example, “to keep a list

of my customers,” “to manage my inventory,” or “to grade my students.”

If other people will use the database, be sure to talk with them about the data they will need.

2. Consider the information you will store in your database. Typically, information falls into broad categories.

Accurately identifying these categories is critical to designing an efficient database, because you will store

different types and amounts of data in each category. For example, a database intended to track sales has

categories such as “products,” “invoices,” and “customers.” A database that records student grades has

categories such as “students,” “classes,” and “assignments.”

3. Once you’ve determined the broad categories, consider how these categories are related. This can be done

by writing simple sentences that describe how the categories interact, such as, “teachers teach classes,”

“students are assigned to classes,” and “students complete assignments.” Each of these pairs suggests a

relationship between the data in one category and the data in the other category.

4. Once you’ve identified your categories of information, you are ready to organize your database.

In database terminology, these categories of information are referred to as tables. Tables are used to

group data containing a common element or purpose. For example, you might use one table to store

names and addresses, while you use another table to store transaction details, such as date of sale, item

number, unit price, and so on.

52 FileMaker Pro User’s Guide

Typically, databases are organized in one of three ways:

1A single table in a single file. Use a single table if you need to track data in one category only, such

as names and addresses.

1Multiple tables in a single file. Use multiple tables if your data is more complex, such as students,

classes, and grades.

1Multiple tables in multiple files. Use multiple files if you need to share the same data among several

different database solutions. For example, you can store your tax rates or shipping information in a

separate file if you plan to use that information in more than one solution.

Note Use relationships to share data between tables in the same file or with tables in external files. Other

database elements, such as scripts and access privileges, are stored at the file level; therefore, some

complex solutions will benefit from using multiple files.

5. Determine the database tables and the data they will include, and, in turn, which fields you will need.

Tip To make it easy to search and sort records, create separate fields for first and last name, titles, (like

Mr. or Dr.), and items in addresses (city, state or province, country, and postal code). Separating your

data into multiple fields at the time of data entry can make it easier to generate future reports. For

example, using separate fields to capture transaction details such as the date, item number, quantity, and

unit price of each transaction makes it easier to compile summary and subsummary reports at the end of

a week, month, or year.

6. Decide which fields will contain common data among the tables.

For example, a database for a travel agency might include these tables: a Clients table, which stores client

information; a Routes table, which stores route information; and a Tours table, which stores the tours and

their current prices.

A Clients table might have fields for a client identification number, and the client’s name, address and

phone number. A Routes table might have fields for a route identification number, the departure city, and

the destination city. A Tours table might have fields for a tour identification number and tour name.

Client ID

Street

Postal Code

Client Name

City

Tour ID

Clients table Routes table

Tour Name

Tours table

Phone

Route ID

Destination

Origin

Tour ID

Route ID

Destination

Tour Name

Origin

Chapter 3 | Creating databases 53

7. Determine the match fields for each table, and circle each one in your plan.

For more information, see “About match fields for relationships” on page 98.

For example, in the Clients table you might want to assign each client a unique, identifying number. You

wouldn’t enter a client identification number into the table unless you had a new client to add, so the

existence of a client number determines the existence of a record.

8. For each table, decide which fields will store data, and which ones will be used from other (related)

tables.

Each table has only one subject, and all fields in a table describe only that subject.

For example, the fields in one record of the Clients table together store all the information about one client.

Based on a table’s subject, you can see where it makes sense to store the data and where to use data from

a related table. Other than match fields, all fields should appear only once in your database. Cross out

occurrences of fields that don’t pertain to the table’s subject.

Client ID

Street

Postal Code

Client Name

City

Tour ID

Clients table Routes table

Tour Name

Tours table

Phone

Route ID

Destination

Origin

Tour ID

Route ID

Destination

Tour Name

Origin

Client ID

Street

Postal Code

Client Name

City

Tour ID

Clients table Routes table

Tour Name

Tours table

Phone

Route ID

Destination

Origin

Tour ID

Route ID

Destination

Tour Name

Origin

54 FileMaker Pro User’s Guide

9. Determine the relationships between the tables. In your plan, draw a line from each match field in a table

to the corresponding match field in the related table.

What establishes a relationship between tables is that their match fields contain matching data.

Relationships also make it possible to group your data to resolve complex queries. For example,

relationships can be used to determine current inventory levels, sales projections, and other tasks where

it is necessary to query data across multiple tables. For more information about relationships, see

chapter 4, “Working with related tables and files.”

10. Determine whether you need to share your database with other users, and how they will access the file.

For more information about sharing databases, see “Sharing databases on a network” on page 109.

11. If you’re designing the database for other people to use, show them your paper plan and ask them to

review it and suggest any changes.

12. Consider who will use the database and whether you want to restrict access to it. When you create the

database, assign access privileges as needed.

For more information about accounts and privilege sets, see chapter 6, “Protecting databases.”

13. Decide what layouts you need, and plan a separate layout for each task.

For example, create separate layouts for printing labels or envelopes.

For more information about creating layouts, see “Creating layouts and reports” on page 70.

14. Create a form such as the one shown below to list the files and tables you need and the fields for each

table. Also list the forms and reports you will generate from each table.

Client ID

Street

Postal Code

Client Name

City

Tour ID

Clients table

Routes table

Tour Name

Tours table

Phone

Route ID

Destination

Origin

Tour ID

Route ID

Destination

Tour Name

Origin

Chapter 3 | Creating databases 55

15. Create your database.

16. If you’ve designed the database for others to use, ask a few people to test it. Then, fix any problems they

found before you make the database available for everyone to use.

Creating a FileMaker Pro file

You can create a file from a FileMaker Pro Starter Solution, or template—a predefined database file that you

can modify to suit your needs. Or, you can create a file without using a template.

You can also create a file by making a copy of an existing FileMaker Pro file. See “Saving files” on page 20.

Creating a file using a Starter Solution

1. Choose File menu > New From Starter Solution.

You can also use the FileMaker Quick Start Screen to create files. Choose Help menu > Quick Start

Screen, then click Use a Starter Solution.

2. Select All Solutions to view a list of all available solution files, or choose a solution category to narrow

the list of choices.

If the FileMaker Quick Start Screen appears but there are no FileMaker Pro Starter Solutions displayed

in it, the Starter Solutions weren’t installed. For more information, see Help.

3. Select a solution from the list (Windows) or the group of thumbnails (Mac OS), then click Choose.

4. Type a name for the file (choose a different folder, if needed), then click Save.

Windows: For Save as type, select FileMaker Files.

FileMaker Pro creates the file on your disk and opens the file. You can modify fields and layouts in

Starter Solutions. For more information, see the remaining sections in this chapter.

Sample Database Design Form

Project Name

Purpose of this database

Filename for this database

Table name

Field name Field type Comments

Layouts

Table name

Field name Field type Comments

Name Purpose Screen Print Web

56 FileMaker Pro User’s Guide

Creating a blank, empty file

1. In FileMaker Pro, choose File menu > New Database.

You can also use the FileMaker Quick Start Screen to create a blank, empty file. Choose Help menu >

Quick Start Screen, then click Create a New Database.

2. Type a name for the file (choose a different folder, if needed), then click Save.

Windows: For Save as type, select FileMaker Files.

FileMaker Pro creates the file in Table View, displaying an empty database in a spreadsheet-like table.

3. To define the first field, click Create Field in the first column heading.

By default, FileMaker Pro creates a text field. If you want to change the field type, right-click the column

heading (or click the arrow at the right of the column heading) and choose a different field type. See

“About choosing a field type” on page 58.

If you cannot select column headings to create fields in Table View, confirm that the Include column

headers option is selected in the Table View Properties dialog box. For more information, see Help.

4. Type a name for the field.

For more information on naming fields, see “About naming fields” on page 57.

5. To create additional fields, click + in the column heading or click in the right margin.

A new column is added to the last column of the table.

6. To add the first record, click under the first column heading or click + in the left margin of the table.

7. Type the data for your record.

For information on tasks such as deleting, duplicating, and sorting records, see “Working with records

in Table View” on p. 28.

8. Continue adding fields and records to your database.

FileMaker Pro saves changes to your data as you work. To see how your data looks in other views, click

Form View or List View in the layout bar.

9. You can set field options such as validation or indexing when you define a field, or at a later time. For

more information, see “Setting options for fields” on page 65.

Create field names by typing in

column headings

Add data to records

by typing in rows

Chapter 3 | Creating databases 57

The previous steps create a simple, one-table file. In Table View, you can only create and make changes to

fields in local files. However, you can create simple and complex files by choosing File menu > Manage >

Database and working in the Manage Database dialog box. For more information, see “Creating and

changing fields in the Manage Database dialog box” on page 59.

Keep these points in mind:

1By default, choosing File menu > New Database displays an empty database in Table View. To change

the default setting and open the Manage Database dialog box whenever you create a new database,

choose Edit menu > Preferences (Windows) or FileMaker Pro menu > Preferences (Mac OS). In the

Preferences dialog box, click the General tab, then select Use Manage Database dialog to create files.

(Note that this option does not apply when you create a database using the Quick Start Screen. When you

create a database using the Quick Start Screen, Table View is the default.)

1To prevent records from being sorted by a field when you click the column heading in Table View,

deselect Sort data when selecting column in the Table View Properties dialog box. For more information,

see Help.

1You can prevent new fields that you create from being automatically placed on the current layout by

deselecting Add newly defined fields to current layout in the Preferences dialog box. For more

information, see Help.

About naming fields

Follow these guidelines when naming fields:

1Field names must be unique. They can contain up to 100 characters.

1Use descriptive names that clearly identify the contents of the field. Avoid abbreviations, acronyms, or

other terms that may cause confusion.

1Don’t use any of the following symbols or words in the field name:

1, (comma) + – * / ^ & = ≠ > < ≥ ≤ ( ) [ ] } " ; (semicolon) : (colon) :: (relational indicator) $ (variable

indicator)

1AND, OR, XOR, NOT, or the name of any FileMaker Pro function

1Don’t begin a field name to be used in a calculation formula with a space, period (.), or number.

1Use _ (underscore) in place of a space to avoid restrictions in ODBC (Open Database Connectivity) or

JDBC (Java Database Connectivity), exporting, web publishing, and other operations.

1If you’re exchanging data with another application, check the field naming restrictions in the file formats

supported by the other application.

1If you’re using ODBC or JDBC to share FileMaker Pro data, avoid using SQL keywords in field names.

58 FileMaker Pro User’s Guide

About choosing a field type

When you define a field, you select a field type based on the kind of information the field will contain. The

field type determines what kind of data can be entered and what kinds of operations FileMaker Pro can

perform with the data. FileMaker Pro uses the field type to interpret the data for tasks like sorting records

and performing calculations.

Select this

field type

If the field data will be

Text Up to approximately 1 billion letters, symbols, and/or numbers used as text per field repetition, limited

by available RAM and disk space. Indexes nominally based on the first 100 characters of each word or

value. Text fields may contain carriage returns.

Number Values up to 800 digits or other characters, and the negative values of the same range. Number fields can

also contain Boolean values (0 or 1), to indicate, for example, true, false, yes, and no. Number fields can’t

contain carriage returns.

Date Dates only. Uses the Gregorian calendar with a range of 1/1/0001...12/31/4000. Month, day, and year

order is based on system settings when the file is created.

Time Times only. A time field can contain the hours, minutes, and seconds portion of a time. A time field can

contain a negative time duration, for example,-08:40:00.

Timestamp Dates and times to reference a fixed point in calendar time. For example, 10/25/2010 2:39:46 AM

Container 1Graphics, movies, photos, bitmaps, sounds of up to 4 GB per field

1Documents, including Microsoft Word or Excel files, PDF files, and so on

1Multimedia file types supported by QuickTime 7.5

1Software

Calculation The result of a calculation formula that uses field values from the current record or related records. The

formula can use values of all field types. The result can be one of these types of data: text, number, date,

time, timestamp, or container.

Summary A value that’s produced by summarizing field values from more than one record in the same table.

Summary fields produce

results from values in

multiple records

Agent Item Qty Amount

David Michaels ET3 1 $29.95

David Michaels ET4 1 $32.25

David Michaels ET1 2 $73.90

David Michaels ET5 3 $98.85

Total $234.95

Sophie Tang ET6 2 $64.50

Sophie Tang ET7 5 $12.50

Sophie Tang ET2 2 $25.00

Sophie Tang

Total $102.00

Grand Total $336.95

Sales Report

Calculation fields produce results from values

in the current record or related records

Chapter 3 | Creating databases 59

Keep these points in mind:

1Any field type except summary can store a global value. For more information, see “About storage and

indexing options” on page 68.

1Be sure to use a date field (instead of a text or number field) to store dates. To avoid confusion when using

dates, always use four-digit years.

1Use text fields instead of number fields to store postal codes, phone numbers, and other values with

leading zeroes or characters like hyphens or parentheses.

1Although you can’t find or sort records based on a container field, you can define a text field to describe or

identify the contents of the container. Then, you can find or sort records based on the data in that text field.

1To change the way data is displayed in text, number, date, time, and timestamp fields, see “Formatting

field data on a layout” on page 85.

Creating and changing fields

To define a new field, you give it a name and select a field type. Then you select options that determine how the field

interprets, enters, calculates, stores, and displays data. These characteristics make up the field definition.

See “Formatting field data on a layout” on page 85 for information about setting options for field formats,

which control how data appears on a layout.

Creating and changing fields in the Manage Database dialog box

Important Changing the field type can permanently and irretrievably erase data.

1. With the database open, choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Fields tab.

This field stores only numbers

This field calculates a value based on

another value in the record

(“Discount” is 10% of “Unit Price”)

This field stores multiple values

ET14Product ID

Jacket

Product Name

ClothingCategory

BlueColors

$52.50Unit Price

$5.25Discount

Black

These fields store text

Field names

and definitions

Type a name for

a new field

Select a

field type

Click after you type a field

name and select a field type

Choose the way

fields are listed in

the dialog box

Click to sort by

field name or type

60 FileMaker Pro User’s Guide

3. If your file contains more than one table, select the appropriate table from the Table list.

You see tables from the current file and any related external files.

4. For the Field Name box, type a name for the field.

Or, to change a field’s name, select the field in the list, then type a new name in the Field Name box.

See “About naming fields” on page 57.

5. For Type, select a field type.

See “About choosing a field type” on page 58.

You can enter a description of the field in the Comment box.

For more information about creating calculation fields, see “Creating calculation fields” on page 61. For

more information about creating summary fields, see “Creating summary fields” on page 63.

6. Click Create if you’re creating a new field. If you’re changing the field, click Change.

7. To delete a field, select one or more fields that you want to delete, click Delete, then click Delete again.

Important Before you delete a field, confirm that you don’t need any of the data it contains.

8. To define options for the field, click Options.

For more information, see “Setting options for fields” on page 65.

9. Continue to define or change fields, or click OK.

To Do this in the Options for Field dialog box

Automatically enter values into the

field

Click the Auto-Enter tab, select the options, then click OK. For more information, see

“Defining automatic data entry” on page 65.

Make sure data is entered into the

field correctly

Click the Validation tab, select the options, then click OK. See “Defining field

validation” on page 66.

Important To avoid confusion when using dates in FileMaker Pro, set field validation

options to make sure dates are always entered with four-digit years.

Make the field repeating Click the Storage tab, then select Maximum number of repetitions. Type the number of

repetitions (up to 1000), then click OK. For more information, see Help.

Select options for indexing the field Click the Storage tab, select the options, then click OK.

Make the field use one value for all

records in the file

Click the Storage tab, select Use global storage, then click OK.

Create a link between the “parent”

data field and the Furigana “child”

field, so that when you input Kanji

characters into the “parent” field, the

corresponding Kana reading appears

in the Furigana “child” field.

Click the Furigana tab, select Use Furigana Field, the Furigana field, and the Kana

reading input format, then click OK.

Note This option is available for text fields only, and if your operating system is

configured to support Japanese text entry.

Chapter 3 | Creating databases 61

Creating and changing fields in Table View

Important Changing the field type can permanently and irretrievably erase data.

1. With the database open, in Browse mode, click Table View in the layout bar.

2. Create new fields or change existing fields.

For information on working with records in Table View (for example, adding, deleting, and sorting records),

see “Working with records in Table View” on page 29. For information about displaying data in Table View

(for example, reordering columns and setting column widths), see “Displaying data in Table View” on page 29.

Creating calculation fields

1. To create a calculation field, follow steps 1–5 in “Creating and changing fields in the Manage Database

dialog box” on page 59.

2. Choose Calculation as the field’s type, then click Create.

3. In the Specify Calculation dialog box, if necessary, for Evaluate this calculation from the context of,

choose a table from the list.

Setting the context for a calculation is only necessary when you’re creating a calculation field in a source

table that has two or more occurrences in the relationships graph. The source table is the table defined in

the Tables tab of the Manage Database dialog box. The choice you make may affect the calculation

results, particularly if your calculation will include fields in related tables.

To Do this in Table View

Create a field To create the first field, click Create Field in the first column heading. To create

additional fields, click + in the column heading, or click in the right margin.

Change a field name Double-click the column heading for the field you want to rename, then type the new

name. For more information, see “About naming fields” on page 57.

Choose a field type Right-click the column heading, then choose an option for Field Type. For more

information about field types, see “About choosing a field type” on page 58.

Set field options Right-click the column heading, then choose Field Options. For more information, see

“Setting options for fields” on page 65.

Delete a field Right-click the column heading, then choose Delete Field.

Important

Before you delete a field, confirm that you don’t need any of the data it contains.

Display more fields or hide fields Click Modify in the layout bar and use the options in the Modify Table View dialog box.

Or, right-click a column heading, then choose Hide Field to hide the selected field.

To display an existing field in Table View, right-click the + column heading, then

choose a field from the list of existing fields.

62 FileMaker Pro User’s Guide

4. Build a formula for your calculation.

Click where you want the item to appear in the formula box, then do the following. You can also type

the formula into the box.

Procedures for working with formulas and a reference to all FileMaker Pro functions (organized

alphabetically or by category) are available in Help.

5. Select calculation options for the field.

To a d d a Do this

Reference to a field In the field list, double-click a field name.

To display field names from another table, choose a table from the table list.

Mathematical or text operator In the keypad in the dialog box, click an operator. (Quotation marks and parentheses

are copied to the formula as a pair, with the insertion point blinking in the middle).

Comparison or logical operator, or an

exponent

For Operators, choose an operator from the list.

Constant value Type the value. A constant can be text, number, date, or time. Use date constants with the

functions Date and GetAsDate, time constants with the functions Time and GetAsTime,

and timestamp constants with the functions Timestamp and GetAsTimestamp.

Text constants can be up to 29998 characters long.

Function In the functions list, double-click a function (a predefined, named formula that

performs a specific calculation and returns a single, specific value). In the formula box,

replace the placeholder parameter with a value or expression.

Choose field

references

Formula box

Select comparison and logical operators

Select

functions

Choose a formula

result type Choose indexing

and storage options

Make the calculated

field repeating

Choose a table

from the list

Calculate only if at least

one field in the formula has

a value

Select mathematical

and text operators

Choose the way

functions are listed

in the dialog box

Choose the table from which the

calculation will be evaluated

Click to display online

Help on defining

calculations

Chapter 3 | Creating databases 63

6. To select indexing and global storage options for the field, click Storage Options, select options in the

Storage Options dialog box, then click OK.

7. Click OK to close the Specify Calculation dialog box.

8. Continue to define fields, or click OK.

Note

If your FileMaker Pro file accesses data from external ODBC data sources, you can add supplemental fields

to specify calculations using external data. For more information, see “Using supplemental fields” on page 65.

For more information about creating or changing calculation fields or the use of context in calculations, see Help.

Creating summary fields

Use summary fields to calculate values such as subtotals, averages, and grand totals across multiple records.

For example, a summary field can display in a report the grand total of all sales in the month of May.

Use the New Layout/Report assistant to create a report with grouped data (data in a summary field). See

“Creating layouts and reports” on page 70.

Tip You can use Table View in Browse mode to quickly create a dynamic report that groups your data by a

field, displays subtotals for a field, or creates subtotals for each group of data. For more information, see Help.

The value in a summary field can change depending on where you place the field on a layout, how many

records are in the found set, whether the records are sorted, and which mode you’re using.

If you’re modifying a layout that contains a summary field, you must know about layout parts to get the

results you want (see “Working with parts on a layout” on page 90).

1. To create a summary field, follow steps 1–5 in “Creating and changing fields in the Manage Database

dialog box” on page 59.

2. Choose Summary as the field’s type, then click Create.

3. In the Options for Summary Field dialog box, select a summary type, then select the name of the field

you want to group by.

To Do this

Set the field type of the result Choose a data type for Calculation result is <value>. Choose the correct type for the

result you want. See “About choosing a field type” on page 58.

Make a calculated field repeating Select Number of repetitions, then type the number of repetitions.

Prevent calculation if all referenced

fields are empty

Select Do not evaluate if all referenced fields are empty.

When enabled, FileMaker Pro does not evaluate a calculation if all fields used by the

calculation are empty.

Select this type of

summary To summarize values in a field in the found set of records by

Total of Calculating the total of values in the field

Average of Calculating the average of values in the field

Count of Counting the number of records that contain a value for the field. For example, if a field

contains 100 values (one value for each record), the result of the count is 100.

64 FileMaker Pro User’s Guide

4. Select an option, if applicable, for the summary type.

Options change according to the summary type you select in the previous step.

5. Select an option, if applicable, for summarizing a repeating field.

Minimum Finding the lowest number, or the earliest date, time, or timestamp for a field

Maximum Finding the highest number, or the latest date, time, or timestamp for a field

Standard Deviation of Finding how widely the values in a field differ from each other. This option calculates the

standard deviation from the mean of the values in a field. (The formula is n-1 weighted,

following the normal standard deviation.)

Fraction of Total of Calculating the ratio of the value in the field to the total of all the values in that field. For

example, find what fraction of total sales can be attributed to each salesperson.

For this summary type Select To

Total of Running total Show the cumulative total for the current and all

previous records. To restart the running total for each

sorted group, also select Restart summary for each

sorted group. Then, from the fields list, select the

field that the sort will be restarted from.

Average of Weighted average. In the list of fields that

appears, select the field that contains the

weight factor

Determine the average in one field based on a value

in another field that’s used as a weight factor

Count of Running count Show the cumulative count of the current and all

previous records. To restart the running count for

each sorted group, also select Restart summary for

each sorted group. Then, from the fields list, select

the field that the sort will be restarted from.

Standard Deviation of by population Calculate population standard deviation, where the

formula is n-weighted

Fraction of Total of Subtotaled. In the list of fields that

appears, select a field to group by. (When

you return to Browse mode, sort by this

field to calculate the value correctly.)

Calculate a fraction of the total based only on a

group of records

Select To

All together Calculate a single summary value for all repetitions in the field

Individually Calculate a summary value for each repetition

Select this type of

summary To summarize values in a field in the found set of records by

Choose a

summary type Choose the field

you want to

group by

Select an

option for the

summary type

Select an option for summarizing repetitionsRestart the

total or count

Chapter 3 | Creating databases 65

6. Click OK.

7. Continue to define fields, or click OK.

Note If your FileMaker Pro file accesses data from external ODBC data sources, you can add supplemental

fields to specify summary fields for external data. For more information, see the next section.

Using supplemental fields

If your FileMaker Pro file accesses data from external ODBC data sources, you can use supplemental fields

to display unstored calculation and summary results using ODBC data. Because you can’t use

FileMaker Pro to change the schema of an external ODBC database, supplemental fields are the only fields

you can add to external tables.

For information about how to access and work with SQL data interactively, see “Working with external data

sources” on page 120. For more information about using supplemental fields, see Help.

Setting options for fields

You can set field options when you define a field, or at a later time. You can set options for:

1entering default data into a field

1checking data against validation requirements

1making a repeating field

1creating an index

1storing a global value

1Furigana fields (Japanese language fields only)

Some field options help ensure the accuracy and consistency of your data. For example, if you type Frnc

instead of France into the Country field, you won’t find that record when you later search for all customers

from France. To be sure that all country names are entered correctly, you can define a value list containing

the names, then select the Member of value list validation option for the Country field. When you enter data

into the field, the data must match a value in the list.

You can set field options while you’re working in Table View, Form View, or List View.

For more information on value lists, see “Setting up checkbox sets and other controls on a layout” on

page 83. To set options for summary fields, see “Creating summary fields” on page 63.

Defining automatic data entry

To automatically enter a default value into a field for each record:

1. With the database open, do one of these:

If you’re working in Table View, right-click the field name, then choose

Field Options

. Then skip to step 5.

1Choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Fields tab.

3. If your file contains more than one table, select the appropriate table from the Table list.

66 FileMaker Pro User’s Guide

4. In the fields list, double-click a field that you want to define.

5. In the Options for Field dialog box, click the Auto-Enter tab and select options. (The available options

depend on the field type.)

6. Click OK to close the Options for Field dialog box, or click another tab to set additional field options.

Defining field validation

You can select field validation options to ensure that data is entered into the field correctly. FileMaker Pro displays a

message if you enter data incorrectly.

Important To avoid confusion when using dates in FileMaker Pro, set date field validation options to make

sure dates are always entered with four-digit years.

To Do this

Enter a date, time, timestamp, user name, or account

name when the record is created or modified

Select Creation or Modification, then choose an option from the list.

Assign a sequential number to the field in each

record

Select Serial number. Select On creation to assign the number when a

record is created. Select On commit to assign the number when the

record is committed. For next value, type a starting value (for example,

1001), then type the number to increment by.

Enter the value from the previously accessed record Select Value from last visited record.

Enter data you specify Select Data, then type up to 255 characters.

Enter the result of a calculation in the field Select Calculated value, define the formula in the Specify Calculation

dialog box, then click OK. For more information about the Specify

Calculation dialog box, see “Creating calculation fields” on page 61.

Select Do not replace existing value of field (if any) to prevent

overwriting data already present.

Enter a value that’s copied from a field in the same

or a different table or file

Select Looked-up value, define the lookup, then click OK. See “Creating

lookups” on page 106.

Prevent users from changing an automatically

entered value

Select Prohibit modification of value during data entry.

Turn off automatically entered data Clear all selected checkboxes.

Select options for

entering default

data in the field

Click Auto-Enter

Chapter 3 | Creating databases 67

1. With the database open, do one of these:

If you’re working in Table View, right-click the field name, then choose

Field Options

. Then skip to step 5.

1Choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Fields tab.

3. If your file contains more than one table, select the appropriate table from the Table list.

4. In the fields list, double-click a field you want to define.

5. In the Options for Field dialog box, click the Validation tab.

6. Specify how FileMaker Pro handles an invalid entry.

For Validation options for this field, select Always for ongoing field validation, or Only during data entry

to limit validation to instances when data is being entered. Deselect Allow user to override during data

entry if you want to prevent users from entering invalid data.

7. Select validation options for the field.

To require that the entered value Select

Contains only numbers Strict data type, then choose Numeric Only from the list

Is a date containing numeric values for the month and day, and

four digits for the year (for example, 5/12/2010)

Strict data type, then choose 4-Digit Year Date from the list

Is a time containing numeric values for hours and minutes

between 00:00 and 23:59 (seconds are optional)

Strict data type, then choose Time of Day from the list

Is not blank Not empty

Does not duplicate a value found in this field in other records Unique value

Matches another value in the same field in any other record Existing value

Matches a value in a specified value list Member of value list, then choose an existing value list or

define a new one

Is within a specific range of letters, numbers, dates, or times In range, then type the beginning and ending values

Matches the result of a calculation Validated by calculation, then enter a calculation in the

Specify Calculation dialog box. Select or clear Validate only if

field has been modified. Then click OK.

The result must be Boolean—true or false. The result is true

when the result is any number except zero; any other result

(zero, no data, or non-numeric data) is false.

For more information about the Specify Calculation dialog

box, see “Creating calculation fields” on page 61.

Does not exceed the specified number of characters Maximum number of characters, then type the maximum

number of characters allowed

68 FileMaker Pro User’s Guide

8. To display a custom message when the data doesn’t meet the validation requirements, select Display custom

message if validation fails, then type up to 255 characters.

9. Click OK to close the Options for Field dialog box, or click another tab to set additional field options.

For more information, see Help.

About storage and indexing options

FileMaker Pro provides options for indexing fields and for storing the results of calculations. You can:

1Create an index, which is a list of the values stored in a field. An index greatly speeds searches, but takes up space on

your disk. You can index text, number, date, time, and timestamp fields. You can also index calculation fields if the

results are text, numbers, dates, times, or timestamps.

1Store the result of a calculation field in your database, or you can tell FileMaker Pro to perform the

calculation only when needed (unstored). Storing the result is faster but takes up more space on the disk.

You can specify storage options for text, number, date, time, timestamp, and calculation fields.

1Set any field (except summary fields) to share one value across all records in a file if you select Use global

storage in the Storage tab of the Options for Field dialog box. Fields defined with global storage are also

referred to as global fields.

Select validation

options for the field

Click Validation

Chapter 3 | Creating databases 69

For more information about setting field options, see Help.

Creating database tables

Use database tables to organize and group your data by a common characteristic or principle. Your database

can contain as many tables as you need to organize your data.

In addition to storing data, FileMaker Pro uses tables to describe relationships in the relationships graph, and

establish the context for layouts and some calculations. In FileMaker Pro, context is the starting point from

which calculations and scripts are begun and from which a relationship is evaluated in the relationships graph.

When you create a new file, FileMaker Pro automatically creates the first table and the first layout. The table

and the layout are given the same name as the file.

You create additional tables in the Manage Database dialog box.

1. With the database open, choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Tables tab.

Click Storage

Select the

storage option

for the field

Type a name

for the table

70 FileMaker Pro User’s Guide

3. In the Table Name box, type a name for the table, then click Create.

The table can be renamed or deleted. Tables you add to a file are automatically displayed in the

relationships graph.

4. Continue to define tables, or click the Fields tab to define fields.

For information about relationships, tables, and the relationships graph, see chapter 4, “Working with

related tables and files.”

Creating layouts and reports

FileMaker Pro layouts determine how information is organized for viewing, printing, reporting, finding, and

entering data. Layouts don’t store your data—they just display it. Layouts are sometimes called reports,

especially when printed.

You can create as many layouts as you need for a file (for example, layouts for entering data, reporting

summaries, or printing mailing labels). You can change a layout’s design without affecting the data or other

layouts for the file. Layouts can include certain fields and exclude others.When you change the data in a field

(in Browse mode), the changes are reflected in the same field for the same record on all the layouts in the file.

When you create a database file (without using one of the database template files shipped with

FileMaker Pro), FileMaker Pro automatically creates a layout for the initial table in the file, and for each

newly added table that contains fields.

Fields: use for entering

and displaying data

Layout pop-up menu

Mode pop-up menu

Buttons: use to automate frequent tasks

Layout text: use for

titles, column headings,

field labels, instructions,

and form letters

Parts: use headers,

footers, the body, and

summaries to divide a

layout into special

purpose areas

Chapter 3 | Creating databases 71

Tab controls are a useful way of organizing data. For example, in a personnel database, you could create tab

panels for the employee’s photo, job description, and financial information. To create a tab control, in Layout

mode, choose Insert menu > Tab Control or click the Tab Control tool. For more information, see Help.

You create additional layouts by switching to Layout mode and using the New Layout/Report assistant, a

wizard that guides you through creating a layout according to options you choose. Use the different layout

types for various purposes, like displaying a data entry screen or printing a totaled sales report or mailing

labels. You can customize each layout by using the design tools that are available in Layout mode.

Important FileMaker Pro considers the selected printer, and print or page setup information when it

calculates margins and other measurements on the layout. Printer and print settings depend on the printer

and system software you’re using. Refer to your printer and system documentation for more information.

Keep the following points in mind:

1It is usually easier to create the fields you want to include on a layout before you begin the New Layout/

Report assistant (see “Creating and changing fields” on page 59). However, you can also create fields

within the New Layout/Report assistant.

1Before you begin, if you intend to print the new layout in landscape orientation or on a special paper size,

in Browse or Layout mode, choose File menu > Print Setup (Windows) or File menu > Page Setup

(Mac OS), confirm the orientation and paper settings, then click OK. Modified Print Setup and Page Setup

settings affect all other layouts in the current file, so you may need to change these settings later to print

other layouts properly.

1You can easily manage the layouts and layout folders in your database using the Manage Layouts dialog

box. For example, add, delete, and duplicate layouts and folders, open multiple layouts, and change the

order in which layouts and folders appear in the Layout pop-up menu. For more information, see Help.

Tab Control tool

Click to move to another tab panel

Tab control

72 FileMaker Pro User’s Guide

To create a layout:

1. In Browse mode, choose File menu > Manage > Layouts, and click New. In Layout mode, click New

Layout/Report in the status toolbar.

You see the New Layout/Report assistant, a series of panels that assist you with creating the type of

layout you choose in the first panel.

2. If the file has multiple tables, select the table from which you want records displayed in this layout and

give the layout a name.

3. Follow the onscreen instructions to create the type of layout you chose in the first panel.

For a description of each of the layout types you can create with the assistant, see the next section, “About

layout types.”

4. When you have completed the series of panels, click Finish.

You can use the new layout right away, or further customize it using the tools and commands in Layout

mode. For more information, see “Working with objects on a layout” on page 77 and “Working with fields

on a layout” on page 81.

About layout types

The following sections describe each of the layouts that you can create with the New Layout/Report assistant.

Standard form

A Standard Form layout is a good choice for data entry or onscreen browsing. It contains the fields you

select, each on a separate line, in the order you specify, with field labels to the left of the fields. In Browse

mode, you see one record, or form, at a time (unless you switched from Form View).

Field

labels

Fields you defined, in the

order they appear in the

Clients table in the Manage

Database dialog box

Chapter 3 | Creating databases 73

Table view

A Table view layout contains the fields you select displayed in a grid in the order you specify from left to

right. Field names are the column headings.

If you choose the Table view layout type, the layout is automatically created with Table View as the default

view for displaying the layout in Browse mode. Table View is one of three views available for any layout in

FileMaker Pro; the other views are Form View and List View. Table View provides a view of your data in a

spreadsheet-like format that allows you to quickly rearrange fields, add or delete records, or define fields in

Browse mode. For example, you can quickly reorder, resize, or sort columns (fields) with just a mouse click

(if those options are set). For more information about Table View, see “Working with data in Table View”

on page 29.

You can also view summary data in Table View, which lets you group your data by one or more columns

(fields) and check subtotals for each group of grand totals for the table. The summary results recalculate and

update in real-time when you change data values in Table View. For more information on creating dynamic

reports, see Help.

List view

A List view layout contains the fields you select, in the order you specify from left to right across the page,

with field names as column headings. This layout is good for viewing or printing multiple records in rows

(a list of records). If there are many fields, columns will extend beyond the right page margin of the layout.

To prevent this, you can constrain columns to the page width.

In the assistant, you can choose to:

1add header and footer parts with static text (like your company's name), dynamic text (like the page

number or current date), or a graphic (like your company logo)

1group records by sorting

1save information in a script to rerun the report (for example, switch to the report layout, sort the data, and

pause to let you preview the report)

You can modify any of these options after you complete the assistant.

74 FileMaker Pro User’s Guide

Report

A Report layout lets you set up a report with grouped data and optional totals and subtotals. For example,

you can group sales data by region, then subtotal—or subsummarize—sales for each region, and add a grand

total. As with a List view layout, you can add header or footer parts and save information in a script.

For more information about Report layouts, see Help.

Blank layout

Use a Blank layout as the starting point for a layout that you create entirely from scratch, for example, a

complex data entry screen. You add the fields and other objects you want on the layout in Layout mode.

For more information about creating layouts and reports, see Help.

Labels

Use a Labels layout to arrange fields you select to print on one of the predefined standard label sizes.

(FileMaker Pro includes the dimensions of a large number of standard label types.) If the label type you want

isn’t available, you can specify custom label dimensions.

With the Vertical Labels layout, Asian and full-width characters are rotated so that labels can be used vertically.

For information about vertical writing, see “Formatting fields and text for vertical writing” on page 89.

For more information about creating a Labels layout and printing labels, see “Printing labels and envelopes”

on page 45.

Vertical labels

A Vertical labels layout is like the Labels layout, except that Asian and full-width characters are rotated so

that labels may be used vertically. For more information on vertical writing format, see “Formatting fields

and text for vertical writing” on page 89.

Chapter 3 | Creating databases 75

Envelope

Use an Envelope layout to print the fields you select, arranged to print on a standard “Number 10” business envelope.

For more information about creating an Envelope layout and printing on envelopes, see “Printing labels and

envelopes” on page 45.

Setting up a layout to print records in columns

You can set up a layout to print (or preview) records in columns, for example, for a directory of names and

addresses. This is in contrast to a List view layout, which arranges fields in columns.

When you set up records to print in columns, all the field values (and labels, if specified) for one record are

printed together in a block (much like on a label), then all the values for the next record are printed together,

and so on. You only see multiple columns in Layout and Preview modes and when you print (not in Browse

mode or Find mode).

You can choose to arrange columns across the page or down the page.

Setting up columns in a layout

1. Choose a printer, and print or page setup options.

FileMaker Pro considers the selected printer, and print or page setup information when it calculates

margins and other measurements on the layout.

2. In Layout mode, create a layout or choose a layout from the Layout pop-up menu.

It’s easiest to start with a Blank layout or a layout with no objects in the body part.

3. Choose Layouts menu > Layout Setup.

Down first

Across first

76 FileMaker Pro User’s Guide

4. In the Layout Setup dialog box, click the Printing tab, select Print in <value> columns, select options for

the columns, then click OK.

5. On the layout, you see vertical lines indicating columns.

Place or arrange fields and other layout objects so they are contained within the sample column on the left.

Use merge fields or fields or objects with sliding enabled to fit more data into the width of a column.

With either of these two features, fields can extend into the gray area of the second column, and blank

space in fields is eliminated when you view or print data.

Changing the width of columns

The initial width of each column is calculated based on the paper size, orientation, and any margins you have

set. To change the width of columns, do one of the following:

If you change the number of columns, FileMaker Pro adjusts the width of the columns to fit within the width

of the paper size you have defined, not including fixed margins. You may need to readjust fields to fit within

the sample column.

For more information about setting up a layout to print records, see Help.

To Do this

Specify the number of columns For Print in <value> columns, type a number between 1 and 99.

Arrange records to flow across the page first (left to right,

a row at a time)

Select Across first.

Use this option for reports like labels, to use the fewest number of

rows and preserve label stock.

Arrange records to flow down the page first (top to

bottom, a column at a time)

Select Down first.

Use this option for reports like directories, where you read from top

to bottom, column by column.

To Do this

Interactively adjust the width of the

columns

Drag the right column boundary (the vertical dashed line at the right edge of the sample

column). If you widen the column, you see a medium-gray area that indicates a “gutter”

area that won’t print.

Precisely measure and adjust the width

of the columns

Click Inspector in the layout bar. Click Position. Position the pointer over the right

column boundary, hold down the mouse button (be careful not to drag the column width),

and read the column Width value in the Size area.

Manually resize column

widths by dragging

Sample column

Chapter 3 | Creating databases 77

Working with objects on a layout

An object is a discrete element—a field, text, a graphic object (such as an oval or imported picture), a button,

a portal (for displaying rows of related records), a tab control, a chart, or a web viewer—that you can select,

move, resize, delete, copy, format, or otherwise change. Place objects on a layout to enhance its design.

For each type of object you work with, you use specific tools from the status toolbar.

Note If you don’t see the status toolbar at the top of the document window, the status toolbar might be

hidden. Make sure you’re in Layout mode, then click the status toolbar control button at the bottom-left

corner of the document window (or choose View menu > Status Toolbar).

Status toolbar in Layout mode (Windows)

Status toolbar in Layout mode (Mac OS)

78 FileMaker Pro User’s Guide

Using the Inspector to format objects

In Layout mode, you can use the Inspector to view and modify the settings for objects. Each tab focuses on a

different aspect of formatting. Hold your pointer over options in each tab to see a description of what they do.

To open the Inspector:

1Click Inspector in the layout bar.

1Choose View menu > Inspector.

You can open multiple Inspector windows to make it easier to work on a layout. For example, display the

Data tab of an Inspector window and the Appearance tab of another Inspector window to have access to the

options on each tab. To open another Inspector window, choose View menu > New Inspector.

For more information about using the Inspector, see Help.

Using the Inspector to position objects

Use the Inspector to precisely position or size objects on a layout. Or you can set objects to automatically resize

or move horizontally or vertically when the FileMaker Pro window is resized. Horizontal settings also apply

to Preview mode and printing when the page size is wider than the size of the layout being viewed or printed.

When layout objects are set to resize, they maintain a constant distance from the object to which they are

anchored. This allows objects to move, expand, or contract when the FileMaker Pro window is resized.

Anchor points are either the layout margin or the container margin in which an object resides. By default,

objects are anchored on both the top and left side of the layout or page.

Click the tabs to format

different aspects of an object

Enter settings for an object’s

position on the layout

Anchor the object to the top,

bottom, left, or right side of the

window (in Browse or Find

mode) or the left or right (in

Preview mode or when printing)

Select settings for an object’s

relative position, and for

resizing an object

Select settings for

printing and

previewing objects

Chapter 3 | Creating databases 79

Precisely positioning or sizing objects

1. In Layout mode, select one or more objects.

For more information, see “Selecting objects” on page 80.

2. Click Inspector in the layout bar, then click Position.

3. In the Position area, type a new value into one of the fields.

Note To change the unit of measure, choose Layouts menu > Set Rulers. In the Set Rulers dialog box,

for Units, choose a unit of measure, then click OK.

4. Type a new value in one of the following fields.

If you can't type a value, that field doesn't make sense for the selected object (for example, a horizontal

line doesn't have a height), or the selection is locked.

5. Press Enter or Tab, or click outside the Inspector to apply the changes.

Allowing objects to resize or move on the layout

When layout objects are set to resize, they maintain a constant distance from the object to which they are

anchored. This allows objects to move, expand, or contract when the FileMaker Pro window is resized.

Anchor points are either the layout margin or the container margin in which an object resides. By default,

objects are anchored on both the top and left sides of the layout or page.

To allow objects to resize or move when the FileMaker Pro window is resized:

1. In Layout mode, select one or more objects on the layout.

For more information, see “Selecting objects” on page 80.

2. Click Inspector in the layout bar, then click Position.

Field Indicates

Name The name of the selected object (optional). You can assign names to objects and grouped objects.

Some script steps and functions use these names to specify which object to act upon. For more

information, see Help.

Left The distance from the left edge of the selection to the left edge of the layout.

Top The distance from the top of the selection to the top of the layout.

Right The distance from the right edge of the selection to the left edge of the layout.

Bottom The distance from the bottom of the selection to the top of the layout.

Width The object's width.

Height The object's height.

80 FileMaker Pro User’s Guide

3. In the Autosizing area, select the line that indicates the side of the object that you want anchored to the

layout or container.

Note Objects located in containers on layouts (such as fields located in tab panels or portals) do not inherit

resize settings from their container.

Important Multiple objects positioned side-by-side or stacked vertically and anchored to both left and right

margins or both top and bottom margins move or resize relative to the window or container margin, not each

other. Therefore, adjacent objects will not maintain a relative distance from one another and may overlap

when the window is resized.

For more information about setting objects to resize, see Help.

Selecting objects

To work with an object on a layout, select it in Layout mode. You see small black squares, or handles, at the

corners of the selected object.

Note If an object’s selection handles are gray instead of black, the object is locked.

To select an object, click the selection tool in the status toolbar. The pointer becomes an arrow pointer.

Then do one of the following.

For more information about working with objects on a layout, see Help.

To select In Layout mode, do this

One object With the arrow pointer, click the object. (If the object is transparent, click its border.)

Several objects at once Drag the arrow pointer to make a selection box that completely surrounds the objects. (If you press

Ctrl (Windows) or 2 (Mac OS) while dragging, the selection box does not have to completely

surround the objects.)

Or, press Shift as you click each object individually.

All objects on the layout Choose Edit menu > Select All.

All objects of the same type

(for example, all text objects

or all rectangles)

Click the tool for the type of object to select, then choose Edit menu > Select All. This method does

not select buttons.

Or, with the arrow pointer, click a field, press Shift (Windows) or Option (Mac OS), and choose Edit

menu > Select All (Windows) or Select Same (Mac OS).

All fields With the arrow pointer, click a field, press Shift (Windows) or Option (Mac OS), and choose Edit

menu > Select All (Windows) or Select Same (Mac OS).

A portal With the arrow pointer, click the border of the portal, or any other area within the portal that doesn’t

contain a field or object.

Tab controls, tab panels,

and objects in tab panels

See Help for information on creating and working with tab controls.

Deselect selected objects

Click a blank area of the layout or any tool in the status toolbar. Or, press Shift and click selected objects.

Select the line for the

side of the object you

want anchored

Handles appear at the corners

of a selected object

Chapter 3 | Creating databases 81

Working with fields on a layout

After you create a layout, you can place fields on it, remove fields you don’t want displayed, determine

control settings for data entered in fields, and determine the format in which you want data displayed.

Fields on a layout are objects, which you can select, move, resize, and reshape. In Layout mode, each field

displays its field name, formatted with its attributes for font, size, style, alignment, line spacing, and color.

All fields except container fields display text baselines to indicate where the data appears in Browse mode

and to help you align fields with each other.

Keep these points in mind:

1A field that doesn’t appear on a layout still exists in the database, and its data can be used in calculations

and summaries.

1To set the default formatting, appearance, and behavior of a field, choose options with no fields selected.

FileMaker Pro applies these defaults to all fields added later. See “Formatting field data on a layout” on

page 85, “Allowing or preventing entry into fields” on page 90, and Help. You can also specify options

individually for each field.

Placing and removing fields on a layout

You can place a field anywhere on any layout, as many times as you want. (You can place only fields that

you’ve defined. See “Creating and changing fields” on page 59.)

You get different results by placing the same field in different locations on the layout. For example:

1Add the same summary field to a subsummary part to calculate totals for each group of sorted records,

and to a grand summary part to get totals for all the records in a table.

1Add a field to the header or footer part to repeat data from the first record or the last record on the page

as a header or footer. (For example, add a Last Name field to the header in a directory.)

1Add the same related field directly on a layout to see the field’s value in the first related record, or inside

a portal to see values from more than one related record. (A portal is a layout object that displays records

from related tables.)

Fields display

field names

Text baseline

Field label

82 FileMaker Pro User’s Guide

Placing a field on a layout

1. In Layout mode, choose the layout you want to work with from the Layout pop-up menu.

2. Do one of the following:

1Drag a field from the Field tool in the status toolbar to the position you want it on the layout. As

you drag the field onto the layout, you see a border and text baselines to help you align the field with

other objects on the layout. Release the mouse button when the field is where you want it.

1To add and resize a field, click the Field/Control tool in the status toolbar. Drag the crosshair to

draw the field.

1To display field data in a drop-down list, pop-up menu, checkbox set, radio button set, or drop-down

calendar, click the arrow next to the Field/Control tool (Windows) or click and hold the Field/Control

tool (Mac OS), then select the type of field or control to add to the layout. Drag the crosshair to draw

the field. To format and choose a value list for the field, see “Setting up checkbox sets and other controls

on a layout” on page 83.

Note If you're placing a related field in a portal, position it in the first row of the portal. Make sure each

field in the portal is from the same related table from which the portal is set up to display records. For

more information, see Help.

3. In the Specify Field dialog box, select the field to place.

To choose a field in another table, choose the table from the table list above the list of fields. Then select

a field from the fields list. Or choose Manage Database in the table list to create a relationship or table

(see “Creating relationships” on page 103).

4. To include the field name as text on the layout, select Create label.

5. Click OK.

You see the field name in the field on the layout unless you have chosen to display sample data from the

current record (by choosing View menu > Show > Sample Data). Fields from related tables appear as

::Field Name (preceded by two colons).

Field tool The field’s border and baselines appear

as you drag the fields onto the layout.

Select the

field to add

Select to use the field

name as the field label

To place a field from

another table, choose

the table

Chapter 3 | Creating databases 83

Replacing a field with another field

In Layout mode, double-click the field, then select another field name in the Specify Field dialog box and click

Removing a field from a layout

In Layout mode, click the field to select it, then press Backspace or Delete, or choose Edit menu > Clear.

Removing a field from a layout does not delete the field or its data from your database.

Setting up checkbox sets and other controls on a layout

You can format fields to display as drop-down lists, pop-up menus, checkboxes, radio buttons, and drop-

down calendars. You can also format fields to auto-complete by suggesting possible matches as the user

types data in the field. All of these options aid in data entry.

To set up a field to display a pop-up menu, checkbox set, or other control:

1. In Layout mode, select the field.

1If the field isn’t already on the layout, see “Placing and removing fields on a layout” on page 81.

1If the field hasn’t been defined yet, choose File menu > Manage > Database to define a new field.

2. Click Inspector in the layout bar, then click Data.

3. In the Field area, choose the Control style you want:

1Edit box

1Drop-down list

1Pop-up menu

1Checkbox set

1Radio button set

1Drop-down calendar

For example, use a radio button set to display a value list of frequently used text, number, date, or time

values. During data entry, users can choose from the defined values rather than type the values.

When you choose different control styles, you see different options in the Inspector.

4. Choose the value list you want from the Values from list.

To create a value list, see Help.

5. If you selected Drop-down list for the Control style, you can format the appearance of the list by selecting

Include arrow to show and hide list.

An arrow control appears in the edit box. Users click the arrow or press Esc to show or hide the drop-

down list.

Value list attached to Country field

Choose from a list of

values during data entry

Country

84 FileMaker Pro User’s Guide

6. To allow users to enter values other than those defined by the value list, select Allow editing of value list.

This option is not available if you selected Checkbox set or Radio button set or if the value list you

selected in step 4 uses values from a field.

7. To choose the field to display data from, click the icon next to Display data from.

8. In the Specify Field dialog box, select the field to display data from.

To include the field name as text on the layout, select Create label.

9. Press Enter or Tab, or click outside the Inspector to apply the changes.

10. To set up fields to suggest possible matches as the user types data in the field, select Auto-complete

using value list. or Auto-complete using previously entered values.

Note Auto-complete only works with text fields.

11. Click OK.

For more information on defining value lists and using auto-complete, see Help.

Deciding where to place related fields

You can place related fields directly on layouts or in portals.

1Directly on layouts: Place related fields directly on a layout to display data from the first related record,

even when there are more than one related records that matches the criteria of the relationship. (The first

related record that’s displayed is determined by whether the relationship specifies a sort order. For more

information, see “Creating relationships” on page 103.)

1In portals: Place related fields within a portal on a layout to display data from all related records that

match the criteria of the relationship. For examples of when to place related fields in portals, see Help.

Note Before placing related fields on a layout, you should understand the concepts presented in chapter 4,

“Working with related tables and files.”

About merge fields

Use merge fields to combine field data and text in documents like form letters, labels, envelopes, or

contracts. You create merge fields in text blocks, which allows you to use static text and field data together.

Merge fields shrink or expand to fit the amount of text in the field for each record. For example:

1When the merge field <<First Name>> is between the text Dear and a colon, (as in Dear <<First

Name>>:), FileMaker Pro displays Dear Charles: in Browse mode or Preview mode if the First Name

field contains Charles.

1When a merge field is on a line by itself (such as an empty Address Line 2 field in a mailing label),

FileMaker Pro removes the blank line from the text block.

FileMaker Pro uses merge fields to create Labels and Envelope layouts.

Note You can also use a merge variable to display data. For more information, see Help.

Chapter 3 | Creating databases 85

Formatting field data on a layout

Use FileMaker Pro field formats to control how data appears on a layout. The formats you specify don’t

change the data as it’s stored in the database, and you can specify different formats each time you place a

field on a layout (whether it’s on the same layout or a different layout). For example, if you enter –5123

into a number field, you can format it in one place to display as –$5,123.00 and in another place as <5123>.

FileMaker Pro applies field formatting in the following precedence:

1If you don’t specify formats, FileMaker Pro displays numbers, dates, and times based on the system

formats set in the Regional and Language Options control panel (Windows) or the International pane in

the System Preferences (Mac OS) when the file was created.

1In FileMaker Pro, you can specify display formats for text, number, date, time, timestamp, or container

fields with no objects selected. FileMaker Pro applies these default formats to fields you place on layouts

later. For number, date, time, and timestamp fields, these display formats override the system formats.

Specifying text formats for fields

In Layout mode, you can specify a set of text character attributes for each field. All the characters in that

instance of the field (including all repetitions of repeating fields) share the same font, size, style, color, line

spacing, tab, and paragraph settings.

Note You can also format characters in text fields in Browse mode (for example, italicize or underline a

word for emphasis). Unlike text formatting specified in Layout mode, this formatting is stored with the data,

and you see it in any layout that displays that field.

1. In Layout mode, select one or more fields.

Or, to set text formats for fields you place later, start with no fields selected.

2. Click Inspector in the layout bar, then click Appearance.

3. Select the formats you want to use.

Use the Text area to format the style, size, font, or color of the text or make text highlighted, bold, italic,

or underlined. Use the Paragraph area to set paragraph alignment, indenting, and line spacing for fields.

Use the Tabs section to position and align tab stops, and create a leader character to fill the width of the

tab indention.

86 FileMaker Pro User’s Guide

4. Press Enter or Tab, or click outside the Inspector to apply the changes.

For more information about specifying text formats for fields, see Help.

Specifying formats for fields containing numbers

You can control how FileMaker Pro displays the values in number fields, calculation fields with numeric

results, and summary fields.

1. In Layout mode, select one or more fields that display numeric values.

2. Click Inspector in the layout bar, then click Data.

3. In the Data Formatting area, click Number .

4. Select the number format you want to use from the Format list, then select additional formats for the

number field.

The options that appear depend on the format you choose.

Specify font, style, size,

and color

Highlight text

Set vertical and

horizontal alignment,

line spacing, and

paragraph indents

Set tab position

and alignment

Type a character to

fill across to the tab

Chapter 3 | Creating databases 87

5. Press Enter or Tab, or click outside the Inspector to apply the changes.

For more information about specifying formats for fields containing numbers, see Help.

Specifying formats for date fields

You can control how FileMaker Pro displays the values in date fields, and calculation fields with date results.

Important No matter how you format a date field in Layout mode, whenever you click or tab into the field

in Browse mode, FileMaker Pro displays the date with a four-digit year. FileMaker recommends that you

always enter dates with four-digit years. If you enter dates with two-digit years, they are converted to four-

digit year dates. For more information, see “Conversion of dates with two-digit years” in Help.

1. In Layout mode, select one or more date fields or calculation fields with a date result.

2. Click Inspector in the layout bar, then click Data.

3. In the Data Formatting area, click Date .

4. Select the date format you want to use from the Format list, then select additional formats for the date field.

5. Press Enter or Tab, or click outside the Inspector to apply the changes.

For more information about specifying formats for date fields, see Help.

Set options for

currency and

negative values

Choose options for

Boolean or decimal

numbers, currency,

and percent

Set options for displaying different

Japanese numeral types

Choose options for

day, month, date,

year, and separator

characters

Choose options

for displaying

Japanese dates

88 FileMaker Pro User’s Guide

Specifying formats for time fields

You can control how FileMaker Pro displays time values in fields.

1. In Layout mode, select one or more time fields, or calculation fields with a time result.

2. Click Inspector in the layout bar, then click Data.

3. In the Data Formatting area, click Time .

4. Select the time format you want to use from the Format list, then select additional formats for the time field.

If you want to format the seconds component to display fractional seconds, continue with the next step.

If you don’t want to format the seconds component, skip to step 6.

5. Click Number in the Data Formatting area, then select the formatting options you want.

Only two options affect the display of the seconds component: Fixed number of decimal digits and

Decimal (to the right of Separators). The remaining options have no effect.

6. Press Enter or Tab, or click outside the Inspector to apply the changes.

For more information about specifying formats for time fields, see Help.

Specifying formats for timestamp fields

You can control how FileMaker Pro displays timestamp values in fields. You format a timestamp field by

separately formatting its three components: date, time (excluding the seconds portion), and seconds

(including fractional seconds).

1. In Layout mode, select one or more timestamp fields, or calculation fields with a timestamp result.

2. Click Inspector in the layout bar, then click Data.

3. To format the date component, in the Data Formatting area, click Date , then select the formatting

options you want.

Choose options for

displaying

Japanese times

Choose to display times

as entered, in a

predetermined format, or

in a format you specify

Chapter 3 | Creating databases 89

4. To format the time component (except the seconds portion), in the Data Formatting area, click Time ,

then select the formatting options you want.

5. To format the seconds and fractional seconds component, in the Data Formatting area, click Number ,

then select the formatting options you want.

Only two options affect the display of the seconds component: Fixed number of decimal digits and

Decimal (to the right of Separators). The remaining options have no effect.

6. Press Enter or Tab, or click outside the Inspector to apply the changes.

Note You must specify formats for both date and time components before any formatting will be applied. If

you select As entered for either Date or Time, then the data in the timestamp field appears the way it is entered.

For more information about specifying formats for timestamp fields, see Help.

Specifying formats for container fields

You can control how FileMaker Pro displays images and file icons in container fields.

Note The following instructions also apply to formatting graphic objects that you insert onto a layout.

1. In Layout mode, select one or more container fields or inserted graphics.

2. Click Inspector in the layout bar, then click Data.

3. In the Data Formatting area, click Graphic , then select the formats you want to use.

For more information about specifying formats for container fields, see Help.

Formatting fields and text for vertical writing

If your operating system is configured to support Japanese text entry, you can format field objects and text

objects that display Japanese text in vertical writing format. In vertical writing, characters are displayed and

read from top to bottom, with successive columns displayed vertically from right to left. This is useful when

printing addresses on labels.

When you select one or more fields, then choose Format menu > Orientation > Sideways (Asian text only),

the characters are rotated 90 degrees counter-clockwise within the field. The field itself is not rotated. To

rotate the selected fields, choose Arrange menu > Rotate.

Depending on how you want the text to print, you may want to change the page orientation of the layout. To

do so, choose File menu > Print Setup (Windows) or Page Setup (Mac OS), and change the page orientation

to Landscape or Portrait.

For more information about formatting fields and text for vertical writing, see Help.

Choose how to align the graphic

horizontally within the field

Choose how to fit the

graphic in the frame

Choose how to align the graphic

vertically within the field

90 FileMaker Pro User’s Guide

Allowing or preventing entry into fields

You can allow or prevent entry into a field. For example, you can restrict entry into a field containing a

serialized number, so the field can’t be modified. You can set separate Browse mode and Find mode data entry

options, which would allow you to permit finding serialized numbers even though they can’t be entered.

If you allow entry into a field, you can also control whether the entire contents of the field is selected when

you click or tab into the field in Browse mode or Find mode. Otherwise, FileMaker Pro places the insertion

point after the last character in the field.

1. In Layout mode, select one or more fields.

2. Click Inspector in the layout bar, then click Data.

3. In the Behavior area, for Field entry, select the following options:

For more information about working with fields on a layout, see Help.

Working with parts on a layout

FileMaker Pro layouts are divided into layout parts, sections of the layout that determine how data in a field

is treated and displayed. By using parts, you can control how FileMaker Pro prints data, for example:

1once for each record

1only at the top of each page

1only before or after groups of sorted records (for example, to include a subtotal for each group of records)

Each layout must have at least one part. Layout parts can contain fields, portals, buttons, text, and other

objects. In Layout mode, dotted horizontal lines mark the division between layout parts, and the part label

appears at the left end of the bottom dividing line.

To Do this

Prevent entry into a field in Browse mode Clear Browse mode.

Prevent entry into a field in Find mode Clear Find mode.

Select the entire field's contents when the field is entered Choose Select entire contents on entry.

Chapter 3 | Creating databases 91

The New Layout/Report assistant automatically creates the appropriate layout parts depending on the

choices you make. You can add, change, or delete layout parts after you finish the assistant as needed. (See

“Creating layouts and reports” on page 70.)

About layout part types

The following table describes layout part types.

Layout part Description

Title header Appears only once at the top of the first screen or page and replaces the normal header (if one is specified). In

reports, can be used to print a separate title page. You can have only one title header in a layout.

Header Appears at the top of every screen or page (unless you add a title header, which supersedes the header on the

first page). Use for titles or column headings (in columnar reports). You can have only one header in a layout.

Body Each object you put in the body, including fields, text objects, and graphics, appears once for each record in the

found set. You can have only one body in a layout.

Footer Appears at the bottom of every screen or page (unless you add a title footer). You can have only one footer in a layout.

Title footer Appears only once at the bottom of the first screen or page and replaces the normal footer (if one is specified).

You can have only one title footer in a layout.

Body

Header

Subsummary

Trailing Grand

Summary

Footer

Sales Report

A subsummary below the body

summarizes data for each

group of records sorted on the

break field (Agent Name)

Trailing grand summary

Footer

Agent Name Product ID Qty Amount

David Michaels ET3 1 $29.95

David Michaels ET4 1 $32.25

David Michaels ET1 2 $73.90

David Michaels ET5 3 $98.85

Total $234.95

Sophie Tang ET6 2 $64.50

Sophie Tang ET7 5 $12.50

Sophie Tang ET2 2 $25.00

Total $102.00

Grand Total $336.95

EveryWhere Travel Confidential June 2009

92 FileMaker Pro User’s Guide

To include summary data on a layout (for example, subtotals, grand totals, averages, counts, and so on), you

place summary fields in summary layout parts (see “Creating summary fields” on page 63). Summary parts

include grand summary and subsummary parts.

1A grand summary part usually contains one or more summary fields that display summary information

(like totals) about all records being browsed.

1A subsummary part usually contains one or more summary fields that display “subsummary”

information (like subtotals) for a subset of records. The records are grouped (sorted) by values in another

field, the break field. Whenever the value of the break field changes, the report “breaks” and

FileMaker Pro inserts the subsummary part. Subsummary parts appear in Table View and List View

when sorted by break fields, and update dynamically whenever data in the file is changed.

For more information about working with layout parts, see Help.

Displaying data in charts

You can create bar, line, area, and pie charts to compare data graphically in FileMaker Pro.

Before you create a chart, think about the data comparison you want to emphasize, then choose the chart

type that will show the comparison clearly.

1Bar charts are good for comparing increases to decreases, highest with lowest, how many, or how often.

You can create vertical or horizontal bar charts.

1Line charts are most useful for showing data that changes continuously over time, such as historical

financial data.

1Area charts are often used to compare summary data, such as sales totals or averages over time.

1Pie charts are good for showing market share and proportion of difference, but are rarely used for

statistical analysis when comparisons must be precise.

Creating a chart

1. Open the layout in which you want to add the chart.

2. In Layout mode, click the Chart tool in the layout bar.

Example of a pie chart

Chapter 3 | Creating databases 93

3. Click in the layout and drag a rectangle where you want your chart to appear.

Important You can create a chart in any layout part, but the data in the chart is evaluated based on the

layout part in which the chart is located.

4. In the Chart Setup dialog box, for Chart Type, choose the type of chart you want to create: Bar, Horizontal

Bar, Line, Area, or Pie.

5. For Chart Title, type a title for the chart (for example, Stock Value of ABC Company). Or, click

to specify a title.

After you type a title, it appears enclosed in quotation marks. When you specify a field or calculation,

you see the fully qualified field name in the Chart Title text box, and data from this field in your database

appears in the chart preview on the right.

6. Do one of the following:

1Bar, line, or area charts: For Horizontal (X) Axis, type the fully qualified name of the field representing

the data series you want to chart (for example, Table 1::Month), or click to specify a data

series for the X-axis.

Note For horizontal bar charts, the horizontal axis is the Y-axis and the vertical axis is the X-axis.

1Pie charts: For Label Data, type the fully qualified name of the field representing the data series you want

to chart (for example, Table 1::Company). Or, click to specify a data series for the label data.

7. Do one of the following:

1Bar, line, or area charts: For Vertical (Y) Axis, type the fully qualified name of the field representing the

data series you want to chart (for example, Table 1::Price). Or, click to specify a data series.

1Pie charts: For Value Data, type the fully qualified name of the field representing the data set you want

to chart (for example, Table 1::Company Count). Or, click to specify a data series.

Note For pie charts, if you enter more than one data series for Value Data, only the first entry is

evaluated, and all others are ignored.

Choose a chart type

Enter the field

names for the

data series you

want to chart

Specify the

source of data

for the chart

See your

changes

here

Click to

format the

chart

Type a title

94 FileMaker Pro User’s Guide

8. For Use Data From, specify the source of data for this chart: Current Found Set, Current Record (delimited

data), or Related Records.

To see an example for charting summary data, see Help.

9. To change the display characteristics of your chart, click Format Chart.

10. In the Format Chart dialog box, make your changes, then click OK.

11. Click Save Layout, then click Exit Layout to switch to Browse mode and view your chart.

Note FileMaker Pro displays only a placeholder image of your chart in Layout mode. You must switch to

Browse or Preview mode to see the actual chart. The chart will also display accurately in Find mode.

For more information about displaying data in charts, see Help.

Select an

aspect of the

chart to format See your

changes here

Choose

formatting

options

Vertical (Y) axis data

Horizontal (X) axis data

Chart title

Example of a line chart

Chapter 4

Working with related tables and files

This chapter explains the basics of how to:

1plan a relational database

1create and edit relationships

1create and edit lookups

FileMaker Pro uses related tables as the basis for relational databases and lookups. Relational databases

allow you to work with data from other tables dynamically, so that you can change data in one place and

your changes are reflected in all places where the related data appears. Lookups let you copy and paste data

from one table to another; once looked-up data has been inserted, it does not change unless you edit it or tell

FileMaker Pro to look it up again.

Use relational databases to:

1See and work with data from another (or the current) table in its most up-to-date state. For example,

display data in related fields when you need current data from a related table, such as the current price of

an item. As data changes in the related records, you see those changes in the current table.

1Set up and manage data efficiently and with flexibility. Instead of creating many database tables or files

with duplicate values, you store single occurrences of values and use relationships to make those values

available. You can then make changes to data in only one place, which eliminates data duplication and

promotes data accuracy.

1Save disk space, because data is stored in only one place.

Use lookups to copy data from a related table and keep it as copied, even when the related data changes. For

example, use a lookup to copy the price of an item at the time of purchase into an Invoices table. Even if the

price in the related table changes, the price in the Invoices table stays the same.

FileMaker Pro can also access data stored in other FileMaker Pro files and external ODBC data sources,

which allows you to combine data stored in your FileMaker Pro file with data from these external sources.

You can work with data in SQL databases that share information through ODBC. You can also use

supplemental fields in FileMaker Pro to perform calculation and summary operations on data stored in

ODBC data sources. For more information about using FileMaker Pro with external data sources, see

“Working with external data sources” on page 120.

Note

See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro.

About relationships

A relationship is a powerful method for organizing your data. Using a relationship, you can join data in one or

more tables based on common field values, different field values, or a comparison of values in two or more fields.

96 FileMaker Pro User’s Guide

After you create a relationship, you can do either of the following to display the data from the related table:

1Design a relational database, which is one or more tables that, when used together, contain all the data

you need for your work. Each occurrence of data is stored in only one table at a time, but can be accessed

and displayed from any related table. You can change any occurrence of your related data, and the

changes appear in all places where that related data is used.

1Define a lookup to copy data from a related table into a field in the target table. The copied data is now stored

in two places, just as if it were copied and pasted into a target field. Looked up data is current at the time it

is copied, but once copied it remains static unless it is re-looked up or the lookup is triggered again.

For example, a database for a travel agency might have these tables: a Tours table, which stores the products

(tours) and their current prices; a Clients table, which stores client information; an Invoices table, which keeps

a record of each invoice; and a LineItems table, which stores sales data for each line of the invoice, including

the tour being sold and the price at which it is sold. Because invoices are a mix of dynamic and static data, you

use both relational databases and lookups to display your data. Records from the LineItems table are displayed

dynamically, in a portal on the Invoices layout, but the actual sales price of each line item is entered using a

lookup, so the invoice totals remain historically accurate, even if prices change at some future date.

Lookups copy data from the related table into the current table

R20Client ID

NY-ParisRoute

R20Client ID

NY-ParisRoute

In relational databases, data from the related table is

only displayed in the current table, not copied

R20Client ID

NY-ParisRoute

R20Client ID

NY-ParisRoute

Current table Related table

Invoices table

A-200-61

Invoice No

16-Oct-2010

Date

C100

Client ID

Tour

ID Tour Name

T10

Cost $

NY-Roma 550.00

T20 Roma-Istan 700.00

Williams

Name

1,250.00Total

Clients table

C100

Client ID

Williams

Client Name

408-555-3456

Phone

Tour ID Tour Name

T10 NY-Roma

T20 Roma-Istan

Tours table

T10Tour ID

NY-RomaTour Name

Route

ID Origin

R200

Destination

NY Paris

R42 Paris Roma

Records from the

LineItems table

displayed in a portal

Chapter 4 | Working with related tables and files 97

You create a relational database by defining a relationship between two fields, called match fields. These fields

can be in different tables or they can be in the same table (a self-join). You are able to access related data when

the value in the match field(s) on one side of the relationship compares successfully with a value in the match

field(s) on the other side of the relationship, according to the criteria you establish in the relationship.

After you have created a relationship, you can use fields from the related table just as you would use any

fields in the current table: to display data on a layout, as part of a calculation formula, in a script, as a match

field for another relationship, and so on. You can work with the data in the related fields in all modes (if you

have access privileges) when you work with records in the current table.

When you display related data in a portal, values from all related records are displayed. When the related

field isn’t in a portal, the value from the first related record is displayed.

For more information about relationships, see Help.

Relational database terminology

Before you begin working with relational databases and lookups, you should understand the following

terms. These terms are explained in the sections that follow.

Te rm Description

Current table For relational databases, the table that you are currently working in.

For lookups, the table that the data is copied to.

External table A table outside of the current file, in another file.

Lookup target field (for

lookups only)

The field in a table that you want data copied to during a lookup.

Lookup source field

(for lookups only)

The field in the related table that contains the data you want copied during a lookup.

Match field A field in the current table and a field in a related table that each contains values used to access matching

records. (A match field is sometimes called a key field.) For each relationship, you select one or more

match fields in each table.

For relational databases, values in match fields must match each other in some way for a relationship to

be established between the files. See “About match fields for relationships” on page 98.

For lookups, values in match fields do not have to be equal to match.

Portal A layout object that displays records from related tables. Portals display data from related fields in rows,

one record in each row.

Related field A field in one table that is related to a field in another table (or to a different field within the same table).

If a relationship has been created between two tables (even through another table), data in fields in one

table can be accessed from the other table.

Related record A record in the related table whose match field (according to the relationship used) contains a value that

matches the value in the match field of another table.

Related table For relational databases, the table that contains the data you want to access and work with in the current table.

For lookups, the table that contains the data to copy.

A table can be related to itself. This is called a self-join.

Relational operators In the relationships graph, the symbols that define the match criteria between one or more pairs of fields

in two tables. These include: equal (=), not equal (≠), greater than (>), greater than or equal to (≥), less

than (<), less than or equal to (≤), and all rows, or cartesian product (X).

Relationship Relationships provide access to data from one table to another. Relationships can join one record in one table

to one record in another table, one record to many other records, or all records in one table to all records in

another table, depending on the criteria you specify when you create the relationship in the relationships graph.

(A relationship is sometimes called a link or a join expression.)

98 FileMaker Pro User’s Guide

About the relationships graph

When you work with tables in the relationships graph, you organize your view of your data. Tables shown

in the relationships graph can be located in the current FileMaker Pro file, in an external FileMaker Pro file,

or in an external ODBC data source.

Each table occurrence in the relationships graph represents a separate view into your data. When you join

two tables, you are leveraging the two existing views to create a third view. As you add tables to your

relationships, each successive table represents an additional set of criteria that must be met before related

data can be accessed in that relationship.

You can create a relationship between any two tables in the relationships graph, but the relationship must

not create a cycle, or closed loop between tables. That is, each series of relationships must have a starting

table and an ending table, and those tables must be different tables.

Because each relationship represents an additional set of criteria, you must be aware of your context within

the relationships graph. Context is the point in the graph from which a relationship is evaluated. Because the

graph is never a cycle, each point along the graph offers a different perspective into your data.

Because FileMaker Pro does not permit you to create cycles within the relationships graph, any attempt to

create a cycle causes FileMaker Pro to generate a new, uniquely named table occurrence. A new occurrence

functions like any other occurrence in the graph and allows you to continue with your new relationship.

For more information about the relationships graph, see Help.

About match fields for relationships

When you create a relationship between tables, you choose one or more fields in each table as match fields.

Match fields usually have common values. In a typical relationship, a record in one table will be related to

records in another table that share a common match field value.

For example, a Customers table and an Invoices table can each use the field Client ID to uniquely identify

each customer and purchase. If the two tables are related using Client ID as the match field, a record in the

Customers table can display a portal showing each invoice with a matching Client ID, and in the Invoices

table, each invoice with the same Client ID can display consistent customer data.

The match fields used in a relationship can have different names. Match fields can be any field type except

container or summary.

Relationships graph In the Relationships tab of the Manage Database dialog box, you can see the occurrences of tables both

in the current file and from any external, related database files. In this relationships graph, you join tables

and change relationships between fields in different tables.

When you create a new table, a visual representation, or occurrence, of the table appears in the

relationships graph. You can specify multiple occurrences (with unique names) of the same table in order

to work with complex relationships in the graph.

Source file The file from which you add a table to the relationships graph.

Source table The table upon which one or more tables in the relationships graph are based. The source table is the table

defined in the Tables tab of the Manage Database dialog box.

Term Description

Chapter 4 | Working with related tables and files 99

Types of relationships

When you join two tables using a relationship, you establish criteria that FileMaker Pro uses to display or

access related records.

Your criteria can be simple, such as matching a field in Table A with a field in Table B, or more complex. A

more complex relationship definition will usually return a narrower set of related records. Examples of

complex relationships include using multiple match fields on one or both sides of the relationship,

comparing match fields using non-equal relational operators, or using calculated match fields.

Single-criteria relationships

In a single-criteria relationship, data in one field is matched to data in another field.

For example, a record in either table is related to any record in the other table when the values in the Client

ID field in the Clients table and the Client ID field in the Phone Numbers table are the same.

Use a single-criteria relationship when you want to relate two tables based on a single common value, such as a

serial number or an ID number. For example, a clients database has two tables: Clients, which stores names and

addresses, and Phone Numbers, which stores phone numbers and types of phone numbers, such as work, home,

fax, and so on. The data is split between two tables because a single client can have multiple phone numbers.

The tables have the following fields:

The Client ID field is the match field in the relationship between the two tables. In the Clients table, the

Client ID field is set to automatically enter a serial number, giving each record in the Clients table a unique

ID number. In the Phone Numbers table, the Client ID is just a simple number field.

Because the relationship is defined to allow the creation of related records in the Phone Numbers table, the

Client ID number from a Clients record will be automatically inserted in the Client ID field in the Phone

Numbers table in each new related record. This allows many records in the Phone Numbers table to be

related to a single record in the Clients table.

Users will be able to enter a phone number in an empty portal row, and FileMaker Pro will automatically

create a related record for that phone number.

Ta b l e Field name Comment

Clients Client ID Number field, auto-enter serial number. Match field for the Clients table

First Name Text field

Last Name Text field

Address1 Text field

Address2 Text field

City Text field

State Text field

Phone Numbers Phone Number Text field

Phone Number Type Text field

Client ID Number field. Match field for the Phone Numbers table

Match field Match field

100 FileMaker Pro User’s Guide

Multi-criteria relationships

In a multi-criteria relationship, you increase the number of match fields, which increases the criteria that

FileMaker Pro evaluates before successfully joining related records. In a multi-criteria relationship,

FileMaker Pro compares the values from each match field on each side of the relationship in the order in

which the fields appear. This is known as an AND comparison; to match successfully, every match field must

find a corresponding value in the other table.

Use a multi-criteria relationship when you want to relate two tables based on more than one common value,

such as a client ID and a date.

In this relationship, both Client ID and Rental Date are match fields to the Rental Line Items table. A record

in the Clients table with a Client ID value of 1000 and a Rental Date value of 10/10/2010 will only match

those records in the Rental Line Items table where both fields Client ID and Rental Date have values of 1000

and 10/10/2010, respectively. If Client ID fields in both tables have matching values, but Rental Date fields

in both tables do not, no related records are returned by the relationship.

For example, a travel equipment rental database has three tables: Equipment, a static table that stores equipment

rental inventory; Clients, which stores client names and addresses; and Rental Line Items, which stores a record

of each equipment rental, including the equipment ID, the client ID, and the rental date. The purpose of this

database is to track equipment rentals and display all rentals by a selected client on a selected date.

Although the database uses three tables, the multi-criteria relationship is between the Clients and Rental

Line Items tables. These tables have the following fields:

Because the relationship is defined to allow the creation of related records in the Rental Line Items table,

users will be able to enter rental information in an empty portal row, and FileMaker Pro will automatically

create a related record for that rental.

Ta b l e Field name Comment

Clients Client ID Number field, auto-enter serial number. One of the match fields to the Rental

Line Items table

Rental Date Date field. The other match field to the Rental Line Items table

Rental Line Items Client ID Number field. One of the match fields to the Clients table

Rental Date Date field. The other match field to the Clients table

Equipment ID Number field

Match

fields

Match

fields

Select to allow creation of related

records in Rental Line Items table

Chapter 4 | Working with related tables and files 101

Relationships using comparative operators

In a comparative relationship, you use one or more of the following operators to compare match field values

in the two related tables. The relationship returns related records when the comparison evaluates

successfully, according to the criteria you establish.

In this example, the Tour Date fields in the Tours table and the Clients table are match fields. If a record in

the Tours table has a Tour Date value of 12/11/2010, all the records in the Clients table with a Tour Date

value of 12/10/2010 or earlier are related to it. In the Clients table, if a record has a Tour Date value of

12/11/2010, all records in the Tours table with Tour Date values of 12/12/2010 or later are related to it.

Relationships that return a range of records

A relationship that returns a range of records is similar to a multi-criteria relationship, except that you use

comparative operators to find records that are greater than one of your criteria and less than your other criteria.

This type of relationship is commonly used to return records that fall between a range of dates or serial numbers.

For example, from within Table E you want to view all the records in Table F that have Date Field F values

that are greater than Starting Date E values and less than Ending Date E.

This relationship returns those records from Table F that have a Date Field F value that is later than Starting Date E

and earlier than Ending Date E.

Relational operator Matches these records

=Values in match fields are equal

≠Values in match fields are unequal

<Values in the left match field are less than values in the right match field

≤Values in the left match field are less than or equal to values in the right match field

>Values in the left match field are greater than values in the right match field

≥Values in the left match field are greater than or equal to values in the right match field

All records in the left table are matched to all records in the right table, regardless of the values in the match fields

Greater than relational operator

Match field Match field

Indicates that several different

relational operators are used in

this relationship

Match fields Match field

This relationship uses the

greater than and less than

relational operators

102 FileMaker Pro User’s Guide

For example:

Another example:

Self-joining relationships

A self-join is a relationship in which both match fields are defined in the same table. Define a self-join to create

relationships between records in the same table. Use a self-join in a portal on a layout of the current table to

display a subset of data that is in the current table, such as all the employees of each manager.

When you define a self-joining relationship in the relationships graph, FileMaker Pro generates a second

occurrence of the table upon which you are basing the self-join. FileMaker Pro does this to prevent the

relationships graph from forming a cycle, which would make it impossible to evaluate the relationship.

This relationship returns related records in Table G when the value in Text Field G1 is the same as the value

in Text Field G2.

For more information about the types of relationships, see Help.

Planning a relational database

For information about planning a relational database, see “Planning a database” on page 51.

Working with the relationships graph

Use the relationships graph to create, change, and view the relationships in your database file. The relationships

graph lets you duplicate tables and relationships, resize and align tables, and add text notes. You can highlight

tables that are connected to the selected table via a 1-away relationship, and you can highlight tables that have

the same source table as the currently selected table. For more information, see Help.

If fields Contain values These related records are returned from Table F

Starting Date E 11/01/2010 11/14/2010

11/27/2010

Ending Date E 12/01/2010

If fields Contain values These related records are returned from Table F

Starting Date E 12/01/2010 12/02/2010

12/15/2010

12/17/2010

12/26/2010

Ending Date E 01/01/2011

Self-joining relationship

Match field Match field

Chapter 4 | Working with related tables and files 103

By default, the relationships graph displays all of the tables in your current database file. You can add tables

from other FileMaker Pro files or external ODBC data sources, add more than one occurrence of the same

table to the graph, or remove tables from the graph using the buttons at the bottom of the graph.

Note When the table is from an external ODBC data source, the name of the table is typeset in italics in the

relationships graph. To display information about the external data source, move the pointer over the arrow

to the left of the table name.

Creating relationships

To create a relationship:

1. With the database open, choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Relationships tab.

3. In the relationships graph, locate the two tables you will be using for this relationship.

They can appear anywhere on the graph but they must be present on the graph in order to create the

relationship. For self-joining relationships, locate the single table; FileMaker Pro will create the second

table occurrence for you.

4. Click a field in one of the tables and drag to the corresponding match field in the other table.

Or, you can click to open the Edit Relationship dialog box and create a relationship.

5. Repeat step 4 for each match field you intend to use in this relationship.

For more information about match fields, see “About match fields for relationships” on page 98.

6. Click OK to save your changes and close the relationships graph.

Add a table

Create a relationship

Edit a selected object

Delete selected objects

Enlarge or reduce the

view of the graph

Change the alignment

of selected objects

Move the pointer to

the arrow icon to

display the names of

the source table and

source file

Click once to collapse all but

the match fields. Click again to

collapse all but the table name.

Click again to return the table to

its original size

Show page breaks

Display the Print Setup

(Windows) or Page Setup

(Mac OS) dialog box

Change the color of selected

objects

Add a text note to the graph

Duplicate selected objects

Show 1-away tables or tables

with the same source

Click to display or

collapse a text note

Match fields are shown in

italics in their tables

The relationships graph

104 FileMaker Pro User’s Guide

Changing relationships

After you have created a relationship, you can add or change match fields, change relational operators, and

set options for creating, deleting, and sorting related records.

To change a relationship:

1. With the database open, choose File menu > Manage > Database.

2. In the Manage Database dialog box, click the Relationships tab.

3. In the relationships graph, locate the relationship to edit, and double-click the indicator line between the

related tables to open the Edit Relationship dialog box.

Or, you can select the relationship in the graph and click to open the Edit Relationship dialog box.

4. Edit tables and match fields for the relationship.

To Do this

Change a match field Select the new match field and click Change.

Add a match field Select the new match field and click Add.

Change the relational operator Select a new relational operator from the list and click Change.

See “Relationships using comparative operators” on page 101.

Duplicate a pair of relationship

criteria

Select the paired criteria from the list in the lower part of the dialog box and click Duplicate.

Delete a pair of relationship

criteria

Select the paired criteria from the list in the lower part of the dialog box and click Delete.

Select options for the

tables in the relationship

Select the

relational operator

Chapter 4 | Working with related tables and files 105

5. Select options for the relationship.

6. Click OK.

For more information about creating and editing relationships, see Help.

Summarizing data in portals

You can summarize data that’s in a related field displayed in a portal. The portal can contain records from a

related table or from the same table (a self-join).

To summarize data in portals:

1. Create a calculation field in the table in which you want the total to be displayed.

2. For the calculation field, define a formula that includes an aggregate function for the type of summary

calculation you want to perform.

For example, if you are in the Invoices table and want to define a calculation to total the related values

in the Price field of the LineItems table, use the formula Sum(Line Items::Price).

3. Place the calculation field on a layout of the table in which it is defined.

See “Placing and removing fields on a layout” on page 81.

Filtering records in portals

By filtering portal records, you can display different sets of records in a portal.

1. Double-click the portal.

2. In the Portal Setup dialog box, select Filter portal records.

To Select

Add a related record (to the related table) whenever

you enter data into a related field in a record of the

current table. (See “Adding and duplicating records”

on page 25.)

Allow creation of related records in this table via this relationship.

When this option is selected, entering data in a related field that has no

corresponding related record creates a related record based on the match

field in the current table.

Delete matching records (in the related table)

whenever you delete a matching record in the current

table. (See “Deleting records” on page 26.)

Delete related records in this table when a record is deleted in the other

table.

This option deletes related records even when you’re browsing a layout

that doesn’t display the related records.

Sort related records. Sort records. Then, in the left list in the Sort Records dialog box, double-

click the fields to sort. To change the order in which fields are sorted,

drag fields in the right list into the order you want. Select other options,

then click OK.

Selecting this option does not affect the sort order in the related file.

106 FileMaker Pro User’s Guide

In the Specify Calculation dialog box, define a calculation that determines which portal records will be displayed.

For example, if you are working in an Invoices layout, in a portal that shows product records from a

LineItems table, and want to display just the products with quantities greater than 1, use the formula

If(LineItems::Quantity < 1; 0; 1).

4. Click OK.

Important The results of summary fields, calculations, and find requests are based on the full set of related

records, not just the records in a portal that are filtered. For example, if a portal is displaying a filtered subset

of records, and a Total of summary field outside the portal summarizes these records, the summary field will

total all related records, not just the displayed records.

For more information about filtering records in portals, see Help.

About lookups

A lookup copies data from another table into a field in the current table. After data is copied, it becomes part

of the current table (and remains in the table from which it was copied). Data copied to the current table does

not change automatically when the data in the other table changes, unless the data in the match field of the

current table changes.

To establish a connection between tables for a lookup, you create a relationship. Then you define a lookup

to copy data from a field in the related table into a field in the current table.

When you type a value in the match field of the current table, FileMaker Pro uses the relationship to access

the first record in the related table whose match field contains a matching value. Next, it copies the value

from the lookup source field into the lookup target field, where the value is stored.

After a value is copied into the lookup target field, you can edit, replace, or delete it like any other value

(because the lookup value belongs to the current table). You can also update data in the current table to

match data that changes in the related table.

Creating lookups

To create a lookup:

1. Create a relationship for the lookup between the match field of the current table and the match field of

the related table. See “Creating relationships” on page 103.

2. With the database open, choose File menu > Manage > Database.

3. In the Manage Database dialog box, click the Fields tab.

C235Client ID

Name

42.83.91.04Phone

ParisCity

C100Client ID

Name

555-3849Phone

VancouverCity

Current table

C200Client ID

SmithName

Records in related table

Relationship

Lookup target field Lookup source field

C200Client ID

SmithName

555-1234Phone

New YorkCity

Chapter 4 | Working with related tables and files 107

4. If your database contains more than one table, select the appropriate table from the Table list.

5. Select a text, number, date, time, timestamp, or container field from the list of existing fields, or define a

new one.

6. Click Options (or double-click the field name).

7. In the Options for Field dialog box, click the Auto-Enter tab, then select Looked-up value.

8. In the Lookup for Field dialog box, choose the table the lookup will start with, and the table from which

the value will be copied.

9. Select the field from which the lookup value will be copied.

10. Select options for the lookup.

11. Click OK.

12. Repeat steps 5–11 for each additional field for which you want to define a lookup.

Editing lookups

To edit a lookup:

1. With the database open, choose File menu > Manage > Database.

2. Click the Fields tab.

3. If your database contains more than one table, select the appropriate table from the Table list.

Select To specify

Starting with table The table the lookup will use as its starting point in the relationships graph

Lookup from related table The related table from which the related data will be looked up

To Do this

Specify an action when values in the match fields

do not match exactly

For If no exact match, then, select an option to copy no value, copy the next

lower or next higher value that’s in the lookup source field, or enter a fixed

value to be used instead

Prevent null (empty) data in the lookup source field

from being copied to the lookup target field

Select Don’t copy contents if empty. (Clear this option to allow empty data

to be copied.)

Select an option

for non-equal data

in match fields

Select the lookup

source field

Select the lookup’s

starting point

When selected, prevents null data

from being copied

Choose the related

table for the lookup

108 FileMaker Pro User’s Guide

4. Double-click the lookup target field.

5. In the Options for Field dialog box, click the Auto-Enter tab.

6. Be sure Looked-up value is selected and click Specify.

To stop or suspend using a lookup, clear Looked-up value.

7. Make your changes.

8. Click OK.

For more information about creating and editing lookups, see Help.

Chapter 5

Sharing and exchanging data

This chapter explains the basics of how you can share FileMaker Pro databases:

1FileMaker Network Sharing: You can share FileMaker Pro databases on your network, which allows

multiple FileMaker Pro users to access and use the same database file simultaneously.

1Importing and exporting data: You can exchange information between FileMaker Pro and other

applications by importing and exporting data. For example, you can import data that is in another

database or spreadsheet program, or export address data in order to create personalized form letters with

a word processing program.

1Recurring import: You can set up a FileMaker Pro file to automatically update data imported from

another application, such as Microsoft Excel.

1Accessing data from external data sources: You can access information stored in other FileMaker Pro

files and external SQL databases that use ODBC technology to share data. This allows you to work with

information stored in external databases and combine external data with information stored in your file.

When you access data from an ODBC database, you can use supplemental fields in your FileMaker Pro file

to perform calculations and summary operations on the data without changing the schema of the external file.

1Instant Web Publishing: 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.

Note See Help for detailed, comprehensive information and step-by-step procedures about using

FileMaker Pro. See the FileMaker Instant Web Publishing Guide for information about publishing

databases on the web.

Sharing databases on a network

If your computer is connected to a network, you and other Windows and Mac OS FileMaker Pro users can

use the same database file simultaneously.

FileMaker Pro Network Sharing supports the sharing of files with up to 9 concurrent users (not including

the host and Instant Web Publishing connections). If you need to share files with more than 9 concurrent

users on a network, FileMaker recommends the use of FileMaker Server, which provides greater networking

performance in addition to its increased capacity.

Important Your FileMaker Pro licensing agreement requires that you pay for a license for each separate

computer on which the FileMaker Pro application is installed or run. The software license may not be shared or

used concurrently on different computers. Please read the software license for complete terms and conditions.

The first person to open a shared file is the host. Any user who opens a shared file after the host is a client.

110 FileMaker Pro User’s Guide

Once a shared file is open, the host and clients have access to the same information, and all changes to the

file appear in each user’s window.

Modifications to the data made by any user are saved in the shared file. The shared file is saved on the disk

where the file resides.

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

Enabling file sharing and hosting files

Because many FileMaker Pro commands are processed on the host machine, you will see better

performance if you host your shared files from the fastest available computer. The file you’re hosting must

be on the hard disk of your computer. Remotely hosting a file stored on another computer or server is not

supported, as it might compromise data integrity and will result in poor performance.

To turn on network file sharing for all open files:

1. Open the FileMaker Pro file(s) you want to share.

Note To enable or change a file’s sharing status, you must open it with an account that has the

appropriate access privilege set. For more information, see “Accounts, privilege sets, and extended

privileges” on page 124.

2. Choose File menu > Sharing > FileMaker Network.

3. In the FileMaker Network Settings dialog box, for Network Sharing, click On.

In the TCP/IP Address box, you see the TCP/IP address of your system.

The host opens the file

Clients open connections to the shared file

Chapter 5 | Sharing and exchanging data 111

4. Select the file(s) to be hosted from the list of Currently open files.

5. Set the level of network access for the file(s).

6. Click OK.

The open files are now hosted.

Important You must keep your shared file(s) open to make them available to clients.

Note In order for files to be shared on read-only CDs, you must enable sharing before copying the file to the CD.

Opening shared files as a client

FileMaker Pro databases shared via TCP/IP can be opened remotely using the list of local hosts, the IP

address of the host machine, or the DNS name of the host machine (if one has been defined).

To open a shared file as a client:

1. Choose File menu > Open Remote.

2. In the Open Remote File dialog box, select View for a list of hosts.

To Select

Provide access to all FileMaker Pro users on your

network

All users.

Limit network access to users based on their privilege set Specify users by privilege set, then click Specify.

In the Specify users by privilege set dialog box, select the privilege

sets you want to have network access.

Prevent any access via FileMaker networking No users.

Choose To display

Favorite Hosts Hosts you previously added as favorites

Local Hosts FileMaker Pro hosts on your TCP/IP subnet

Hosts Listed by LDAP FileMaker Pro hosts available through the specified LDAP server

Click to enable network sharing

Select level of network

access for the selected file(s)

112 FileMaker Pro User’s Guide

3. To see the available files from a host, select the host. In the Available Files list, select the file you want to open.

Tip To narrow the list of available files, type a few characters in the Filter text box. Only filenames

containing the characters you type are displayed in the list.

Or, for Network File Path, type the network path; for example:

For IPv4: fmnet:/<host IP address>/<filename>

For IPv6: fmnet:/[<host IPv6 address>]/<filename>

4. Click Open.

You might be required to enter an account name, password, and domain name (Windows only),

depending on how file sharing is configured on the host.

If the network is very busy, the file might not be listed. To check the network for a longer period of time,

hold down the Ctrl key (Windows) or Option key (Mac OS) as you click an item.

For information about marking remote files as favorites and accessing favorite files, see Help.

Limitations on changes to shared files

Although it is possible for multiple users to make changes in the same shared file at the same time, there are

limits to the types of simultaneous changes that are permitted. The following table describes the types of

changes you can and cannot make to shared files.

Opening shared databases remotely using a URL

The FileMaker Pro installer registers FMP7 as an internet protocol. This enables you to open a shared

database using a URL.

Clients can use a browser to access shared databases by entering the URL of the shared file on the host

machine in a browser’s address area.

Database change Limitation

Data in layouts and records Two people can’t edit the same record at the same time.

Data in records from external

ODBC data sources

Two people can edit the same record at the same time.

If two users edit the same record simultaneously, FileMaker Pro posts an alert when either user attempts to

commit changes. The alert provides a user with a choice, allowing changes to be committed (overwriting

any changes the other user might have made), returning to the record without committing changes, or

reverting the record to the state it was when the editing session began.

Layouts and layout elements Two people can’t modify the same layout at the same time.

Value lists Two people can’t modify or define the same value list at the same time.

One person can edit a value list while another person is using it in Browse mode or Find mode.

Scripts Two people can’t modify or define the same script at the same time.

One person can edit a script while another person is using it.

Tables, fields, relationships

(database schema)

Two people can’t modify any of these elements at one time.

Data sources Two people can’t modify or define the same data source at the same time.

One person can edit a data source reference while another person is using the external file.

Accounts and privileges Two people can’t modify or define accounts and privileges at the same time.

One person can create or modify an account and privileges while another person is using it.

Chapter 5 | Sharing and exchanging data 113

To identify the URL for the shared database on the host machine and send it to a client user:

1. In the shared file on the host machine, choose File menu > Send > Link to Database.

FileMaker Pro opens an email message in your default email application that contains the URL for the

current database, plus client connection requirements.

2. Address the email message to the client user, then send the message.

To open a shared database on a client machine using a URL, do one of the following:

1If you received an email message containing the URL of the host machine, click the link indicating the

location of the hosted database. If your email application does not support active links, launch a web

browser on the intended client machine, copy the URL from the email message into your browser’s

address area, then press Enter (Windows) or Return (Mac OS).

1If you received the URL of the shared database by some other means, launch a web browser on the

intended client machine, enter the URL of the host machine into the browser’s address area using the

following format, then press Enter (Windows) or Return (Mac OS).

[<][URL:]FMP7://[[account:password@]netaddress]/databasename[>]

Optional parameters are indicated by square brackets ([ ]). Because URLs can’t contain spaces, any

spaces in database names are encoded as plus signs (+).

Examples

FMP7://My+Addresses.fp7

FMP7://192.168.10.0/My+Addresses.fp7

FMP7://User1:Password1@12.345.678.900/Filename.fp7

Closing a hosted file

Before a shared file can be closed by a host, all clients must close the file. FileMaker Pro allows you to

prompt networked clients to close the shared file when you do one of the following: close the file, change

the sharing conditions for the file, exit FileMaker Pro, or perform a task that requires all clients to close the

file. If a client does not respond to your request to close a shared file within 30 seconds, FileMaker Pro will

attempt to close the shared file on the client’s machine.

To close a hosted file:

1. On the computer hosting the file, choose File menu > Close.

2. If any clients have the shared file open, you see a dialog box listing those clients. Click Ask to send a

message to these clients requesting that they close the file.

3. Clients see a dialog box requesting that they close the file.

For more information about sharing files over a network, see Help.

If FileMaker Pro

Clients click Cancel Waits for those clients to close the file

Clients click Close Now Closes the shared file on the client’s computer

Clients do nothing Attempts to close the file after 30 seconds, if it can be closed safely

114 FileMaker Pro User’s Guide

Importing and exporting data

You can exchange information between FileMaker Pro and other applications by importing and exporting

data. You can:

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

1convert data from other applications to new FileMaker Pro files

1export data for use in other applications

Saving and sending data in other formats

You can save FileMaker Pro data as a Microsoft Excel or Excel 2007/2008 worksheet or a PDF file, allowing

you to give your record data to users who don’t have FileMaker Pro.

FileMaker Pro lets you email the Excel worksheet or PDF file when you save it. You can also create scripts

to save records as Excel or PDF.

In order to save files as Excel, you need the Allow Exporting Access privilege. To save files as PDF, you need

the Allow Printing Access privilege.

Note The saved file will only include fields that are on the layout when you perform the save. If you want to

include other fields (for example, fields on tab panels that are not in front), use the Export Records command

instead of Save/Send Records As.

Sending email messages based on record data

You can use FileMaker Pro to send one message, or multiple, messages, to one or more recipients.

Generated email is sent using your default email application or directly through SMTP (Simple Mail

Transfer Protocol, a set of criteria for sending and receiving email). You can enter values, or use values from

fields or calculations. You can also create scripts to send email.

For more information, see Help.

Supported import/export file formats

Every application stores its data files in its own file type or file format. Most applications can also exchange

information in certain other formats.

FileMaker Pro can import and/or export files in these formats, followed by their filename extensions:

Microsoft Excel (.xls, .xlsx), tab-separated text (.tab, .txt), comma-separated values (.csv, .txt),

FileMaker Pro 7 (.fp7), Merge (.mer), HTML table (.htm), and XML (.xml). If you’re exchanging data with

another program, check the documentation that came with that program to determine a common

intermediary file format that both FileMaker Pro and the other program support.

Most file formats support data conversion only and do not import or export formatting such as font, size,

style, and color.

For information about file formats and the versions FileMaker Pro can import and/or export, or about

importing from sources such as XML, a digital camera (Mac OS), or Bento (Mac OS), see Help.

Setting up recurring imports

You can set up a FileMaker Pro file to automatically update data imported from another application, such as

Microsoft Excel. A recurring import occurs automatically the first time you view the layout containing the

data from the external file. Later, you can run a script to update data.

Chapter 5 | Sharing and exchanging data 115

Keep the following points in mind:

1Data imported via recurring import is read-only in FileMaker Pro.

1When you set up recurring imports, FileMaker Pro creates a new table for the imported data and a new

layout to display the data. You can customize the layout in Layout mode later, if you wish.

1To set up recurring imports, you must open a file with an account that is assigned the Full Access

privilege set. For information about privilege sets, see “Creating accounts” on page 130.

To set up recurring imports:

1. Create a new file, or open the file in which you want to set up recurring imports. See “Creating a

FileMaker Pro file” on page 55 or “Opening files” on page 17.

2. In Browse mode, choose File menu > Import Records > File.

3. For Files of type (Windows) or Show (Mac OS), select the type of file you want to import, then locate and

select the file containing data to import.

4. Select Set up as automatic recurring import, then click Open.

The path of the file you selected appears in the Recurring Import Setup dialog box.

5. To skip importing column headings, select Don’t import first record (Contains field names).

6. Accept the default layout name or type a new name for the layout that FileMaker Pro will create to

display the imported data.

7. Accept the default script name or type a new name for the script you can use for updating data manually.

8. Click OK.

9. If you are importing data from an Excel file, you can import data by worksheet or by named range.

10. The new layout appears in Browse mode in Table View. You can update data, add an empty record to

the file, or add a new field to the layout.

For more information about setting up recurring imports, see Help.

To Do this

Import data by worksheet Select Display worksheets, select the worksheet you want to import,

then click Continue.

Import data by named range, one worksheet or named

range per layout

Select Display named ranges, select the named range you want to

import, then click Continue.

To Do this

Update data Click the script button at the top of the new layout.

Add an empty record to the file (appears as a blank row

at the bottom of the table)

Click + at the bottom of the table.

Add a new field to the layout (appears as a blank column

on the right in the table)

Click + in the table heading.

116 FileMaker Pro User’s Guide

ODBC and JDBC

You can exchange FileMaker Pro data with ODBC- and JDBC-compliant applications. For example, you

can chart FileMaker Pro data in Microsoft Excel.

Methods of importing data into an existing file

When you import data into an existing file, you can:

1add new records to an existing table

1create a new table from imported data

1update existing records in an existing table

1update matching records in an existing table

Important The import options that update existing records and update matching records both overwrite

existing data during the import process and cannot be undone. To safeguard your data, choose File menu >

Save a Copy As to make a backup of the file before you perform an import that updates records.

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

About adding records

When you add records, you import all records from the source file to the target file or table. A new record

is created in the target file for each importable record in the source file.

About updating existing records

With this option, you replace data in your file with data from the source file. For each field you import into,

data from the first importable record (or row of data) in the source file overwrites fields in the first record in

the target file. Data from the second importable record (or row of data) in the source file overwrites fields in

the second record in the target file, and so on. When you replace data, FileMaker Pro doesn’t examine or

compare the data in the files.

You can choose whether to replace or not replace data on a field-by-field basis.

Records in the target file are replaced with the same number of records from the source file. If there are more

importable records in the source file, data from the extra records in the source file will not be imported unless

you also choose Add remaining data as new records. If there are more records in the target file, data in the

extra records in the target file will not be replaced.

What do you want to do? How do you do it? See

Use FileMaker Pro as a data source/

share FileMaker Pro data

1SQL queries

1JDBC

FileMaker ODBC and JDBC Guide

Use FileMaker Pro as an ODBC client/

access ODBC data

Interactively via the relationships graph “Working with external data sources”

on page 120 and FileMaker Pro Help

1One-time, static via ODBC import (or File

menu > Open)

1Import Records script step

1Execute SQL script step

FileMaker Pro Help

Chapter 5 | Sharing and exchanging data 117

About updating matching records

You can update matching records and fields in your target file with data from another file. For example, you

might have a copy of a database on your desktop computer and another copy on your laptop computer. You

can update the file in your office with the changes you make on the road.

You determine which records in the source file update which records in the target file by choosing one or more

match fields in each file. If data in the match field(s) of a record in the target file matches data in the match field(s)

of a record in the source file, the record in the target file will be updated with data from the source file.

Match fields must uniquely identify each entity in your database. For example, in a database of people, you

could use one match field such as Employee Number, or multiple match fields such as Last Name, First

Name, and Phone Number. Using Last Name alone might identify more than one person, so it isn’t a good

match field to use by itself.

You also specify the fields you want to import. The contents of all fields you select to import, in all matching

records, will overwrite data in the target file, even if the field in the source file is blank.

When the target file contains a found set, only the found records are updated. (If the source file is another

FileMaker Pro file, you can also import only from a found set.)

The following example shows how a record in a target file appears before and after being updated by a

matching record in a source file.

About the importing process

The basic steps for importing records are:

1. Make a backup copy of the target file you’re importing into.

2. If the source file is a FileMaker Pro file, perform a find so that the found set in the current window

contains only the records you want to import.

3. Open the target file, and if it has multiple tables, select a layout that shows records from the table you

want to import data into.

4. If you’re updating existing or matching records, make sure the found set in the target file contains only

the records you want to change or update.

5. Choose File menu > Import Records > File, and choose the name of the file that contains the data you want

to import (the source file).

6. In the Import Field Mapping dialog box, if necessary, select a table from the Source list.

–>

–

–>

–

–>

–

= indicates a match field

–> indicates to import the field

– indicates to not import the field

123-456-7890

Source file

John

Smith

456 New Rd.

Newtown

USA

123-456-7890

Target file

John

Smith

123 Main St.

Anytown

USA

3/3/1960

408-555-6789

123-456-7890

After updating

John

Smith

456 New Rd.

Newtown

USA

3/3/1960

Before updating matching records

Target file

118 FileMaker Pro User’s Guide

7. Accept the table shown in the Target drop-down list, or select New Table to create a table with the same

schema as the source table.

8. Select the type of import to perform. See “Methods of importing data into an existing file” on page 116.

9. Map the fields in the source file to the fields in the target file.

Converting a data file to a new FileMaker Pro file

You can convert a data file from another application into a new FileMaker Pro file. The converted file will contain:

1The data from the file or source you convert

1Two layouts for displaying the data

1Converted field names if they are available in the file or source you convert. Otherwise, field names are

generic: f1, f2, f3, and so on.

Converted field types if they are available in the file or source you convert. Otherwise, all fields are text fields.

To import data into a new file:

1. In the source application, save the data you want to import in a file type that FileMaker Pro supports. See

“Supported import/export file formats” on page 114.

2. Choose File menu > Open.

3. In the Open File dialog box, for Files of type (Windows) or Show (Mac OS), specify the type of file,

choose the file to convert, then click Open.

4. If you see the First Row Option dialog box, choose whether the first row of data contains field names or the

first record of data, then click OK.

5. If you’re converting a Microsoft Excel spreadsheet and the Specify Excel Data dialog box appears,

choose a worksheet or named range from the workbook file, then click OK.

6. In the Create a New File Named dialog box, type a name for the new file, choose a location, then click Save.

FileMaker Pro converts the data to a FileMaker Pro file and displays the file.

For more information about importing data, see Help.

Fields in the

source file Fields in the

target file

Arrows show that data will

import into the fields at right

Select an import action

Select a table to

import from

= indicates match fields

Import to Current Table

or New Table

Chapter 5 | Sharing and exchanging data 119

About the exporting process

You can export FileMaker Pro data to a new file, then open it in another application.

The basic steps for exporting records are:

1. Open the FileMaker Pro file and display a layout that shows the records you want to export.

2. Find and sort the records to export. See “Finding records” on page 30 and “Sorting records” on page 42.

3. Choose File menu > Export Records.

4. In the Export Records to File dialog box, type a name and choose a location for the exported file, and

choose a file type.

5. In the Specify Field Order for Export dialog box, select how you want FileMaker Pro to export the data.

6. If necessary, choose the character set you want the exported file to use.

7. Select whether or not to apply the current layout’s formatting to the exported data.

For more information about exporting data, see Help.

To e x p o r t Choose

A field on the current layout Current Layout (LayoutName) from the table list, then double-click a field in the list

A field in the current layout’s table Current Table (TableName) from the table list, then double-click a field in the list

Select fields

from this list

Select whether or not to

apply formatting

FileMaker Pro

exports these fields

To export related fields, select

the related table from the list

120 FileMaker Pro User’s Guide

Working with external data sources

You can define data sources in a FileMaker Pro file to access data from:

1other FileMaker Pro files

1SQL databases that use ODBC technology for sharing information

When you define data sources in FileMaker Pro files, current data from external databases is displayed in

your files. You can use FileMaker Pro to add, edit, delete, search, and sort data in the external files.

The following procedures provide an overview of how to access data in external FileMaker Pro files or

external ODBC data sources. For detailed information on accessing external data sources, see Help.

Working with external FileMaker Pro files

To set up a file to access data from another FileMaker Pro file:

1Add tables from other FileMaker Pro data sources to the relationships graph in the current FileMaker Pro file.

1Add fields to layouts to display data from the other FileMaker Pro file.

Working with ODBC data sources

To set up a file to access data in supported ODBC data sources:

1Install and configure an ODBC driver for the external data sources you want to access.

1On the computer that hosts the current FileMaker Pro file, define a system Data Source Name (DSN) for

each ODBC data source you want to access.

1Set options for the ODBC data sources you want to access (for example, whether users are prompted for

a user name and password).

1Add one or more tables from the ODBC data source to the relationships graph in the current

FileMaker Pro file.

1Add fields to layouts in the FileMaker Pro file to display external data.

1Optionally, add supplemental fields to external tables and layouts to display calculation and summary

results based on data stored in external ODBC data sources.

Chapter 5 | Sharing and exchanging data 121

Publishing databases on the web

With FileMaker Pro, you can use Instant Web Publishing to publish your databases in a web browser,

allowing users to find, browse, and modify data in the database.

Using Instant Web Publishing with FileMaker Pro accounts and privilege sets, you can make your web

databases secure.

Note FileMaker Pro Instant Web Publishing supports the sharing of files with up to 5 concurrent users. Use

FileMaker Server Advanced if you need to share files with more than 5 concurrent web users.

To work with a published FileMaker Pro database, users need:

1Web browser software

1Access to the internet or an intranet. Access to the internet requires an internet service provider (ISP);

FileMaker does not provide an account for you.

1A host computer with continuous access to the internet or intranet via TCP/IP

1The Internet Protocol (IP) address of the computer that hosts your database files

You can publish your databases as web pages within a local network or intranet, or to users on the web. You

don’t have to change your database or use additional software.

Note Web viewers, which calculate a URL based on field data and display a web page directly in a

FileMaker Pro layout, work in files shared via Instant Web Publishing. However, there are some design

issues you should consider before including web viewers in published files. For more information, see the

FileMaker Instant Web Publishing Guide. Choose Help menu > Product Documentation > FileMaker Instant

Web Publishing Guide.

Shared FileMaker Pro database in a web browser

122 FileMaker Pro User’s Guide

Chapter 6

Protecting databases

This chapter describes the basics of how to restrict what users can see and do in a FileMaker Pro file. You’ll

learn about:

1planning security for a file

1viewing and creating user accounts and passwords

1viewing and creating privilege sets

1viewing extended privileges

1preventing versions of FileMaker Pro earlier than version 11 from opening a file

1authorizing other files to access your files

1taking measures to secure your database solution, and your operating system, network, and hardware

1backing up databases and other files

1installing, running, and upgrading antivirus software

Note See Help for detailed, comprehensive information and step-by-step procedures about using

FileMaker Pro.

Although your operating system includes file security features, you should use FileMaker Pro access

privileges as the fundamental way to control access to and protect the security of your database files.

For information about how security settings in older databases convert to the current version of

FileMaker Pro, see “Converting databases from FileMaker Pro 6 and earlier” on page 139 and see

FileMaker Pro Help.

Protecting databases with accounts and privilege sets

You can limit what users can see and do in a database file. You can restrict:

1Data access. Make particular records or fields from individual tables view-only, or hide them completely.

1Layout access. Prevent users from modifying layouts in Layout mode.

1Access to value lists and scripts. Prevent users from accessing and modifying value lists and scripts, and

from running scripts.

1Access to file sharing. Individually enable file sharing via the FileMaker Network, Web Publishing, and

ODBC and JDBC.

1Outputting data. Prevent users from printing or exporting data.

1Menu access. Make only a limited set of menu commands available.

You restrict what users do in a file by requiring them to enter an account name and password when they

attempt to open a file. The account name and password they enter determines which privilege set will be

used and the privilege set limits what they can do in a file. For more information about accounts and privilege

sets, see the following section.

124 FileMaker Pro User’s Guide

You can define privileges in a shared file while clients are using it. Any privilege changes that affect a current

client do not take effect until the client closes and reopens the file.

The privileges that you set up apply to a single file only and all database tables within that file. If your

database solution consists of multiple files that you want to protect, you may want to combine all of these

files into one multi-table file. Then you can define privileges in only a single file to manage access to the

entire database solution. If you don’t want to combine the files into one file, then you should define

privileges in each file that contains items you want to protect.

Important If you create a relationship in one file that references a table in another file, you cannot manage

access privileges for the related table in the first file. The privileges defined in the other file control access

to that table.

Accounts, privilege sets, and extended privileges

This section describes FileMaker Pro accounts, privilege sets, and extended privileges.

For more information on sharing data, see chapter 5, “Sharing and exchanging data.”

Accounts

Accounts authenticate users who are attempting to open a protected file. Each account specifies an account

name and usually a password. Any user that cannot specify valid account information won’t be able to open

a protected file.

Each database file contains two predefined accounts: Admin and Guest. For more information, see “About

the predefined accounts” on page 125.

You may want to create an account for every individual who accesses a file, or you may want to create a

small number of accounts that are shared among many individuals, such as a “Marketing” account and a

“Sales” account.

1Create accounts for individuals when it is necessary to verify the identities of particular users and you

want to manage access at an individual level.

1Create shared accounts when you want fewer accounts to maintain and you are less concerned about

managing individual access to the database file.

If you host files on FileMaker Server, you can create External Server accounts that obtain authentication

information from an authentication server such as an Apple OpenDirectory or Windows Domain. For more

information, see “Creating accounts that authenticate via an external server” on page 131.

Privilege sets

A privilege set specifies a level of access to a database file. Each database file contains three predefined

privilege sets for common types of access levels: Full Access, Data Entry Only, and Read-Only Access.

When you create a privilege set, there are many options available that you can use to limit database access,

such as which layouts are viewable, which menus are available, and whether printing is permitted. Privilege

sets can also restrict access to records or fields from particular tables within a file. Each account is assigned

a privilege set, which determines the level of access when someone opens a file using that account.

You can create as many privilege sets as you need to define the types of access you want to permit to a file.

For more information about privilege sets, see “About the predefined privilege sets” on page 126.

Chapter 6 | Protecting databases 125

Extended privileges

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.

The following table lists the default extended privileges that are available. (FileMaker as well as third-party

developers may define additional extended privileges to manage access for other software products designed

to work with FileMaker Pro or FileMaker Server.)

When a user attempts to open or access a protected file using one of the above methods, the user will be

prompted to provide account information. If the privilege set for the account does not permit the type of extended

privilege access the user is requesting, the user will get an error indicating that they cannot access the file.

All extended privileges for a file are disabled by default, even in the Full Access privilege set.

Enabling extended privileges only makes it allowable for certain privilege sets to access shared data. To actually

access the shared data, you must also set up sharing for the type of access that you want. For more information on

extended privileges, see “Viewing extended privileges” on page 133.

About the predefined accounts

Each database file contains two predefined accounts: Admin and Guest.

Admin account

The Admin account is assigned the Full Access privilege set, which permits access to everything in a file.

The Admin account is not assigned a password. In files for which privileges are not set up, the file options

are set up to automatically log in to the file using the Admin account.

The Admin account is fully editable. You can rename it, assign it a password, or make the account inactive.

You can even delete the Admin account; however, you must assign the Full Access privilege set to at least

one other active account.

Important Don’t forget the account name and password that is assigned to the Full Access privilege set. If

necessary, write it down and store it in a secure place. If you lose or forget this account name and password,

you may not be able to access the file.

Extended privilege Determines if a privilege permits

Access via FileMaker Network Opening a networked shared file (either a file hosted by FileMaker Pro or

FileMaker Server)

Access via ODBC/JDBC Accessing a database file from another application via ODBC or JDBC

Access via Instant Web Publishing Accessing a database file from a web browser via Instant Web Publishing

Access via FileMaker Mobile Accessing a database file with FileMaker Mobile software

Access via XML Web Publishing Accessing a database file from a web browser or other application via XML web

publishing (FileMaker Server only)

Access via XSLT Web Publishing Accessing a database file from a web browser or other application via XSLT web

publishing (FileMaker Server only)

Access via PHP Web Publishing Accessing a database file from a web browser or other application via PHP web

publishing (FileMaker Server only)

126 FileMaker Pro User’s Guide

Guest account

The Guest account permits users to open a file without specifying any account information. The Guest

account is not assigned a password. By default, the Guest account is assigned the Read-Only Access

privilege set, but you can assign any privilege set you want to the Guest account.

Initially, the Guest account is inactive, which disables the guest option in the password dialog box and

prohibits users from opening files as a guest. You can enable the Guest account to permit guest access.

The Guest account is not fully editable. You cannot delete the Guest account, change the Guest account

name, or assign it a password.

About the predefined privilege sets

Every new database file contains three predefined privilege sets.

1Full Access: permits accessing and changing everything in the file

1Data Entry Only: permits viewing and entering of data only

1Read-Only Access: permits viewing but not changing data

You cannot change or delete these predefined privilege sets, except to enable or disable extended privileges

for them. You can either use them as is, or duplicate them and then modify the duplicate copies.

The following table summarizes the properties of these privilege sets.

Privilege Sets

Privilege Full Access Data Entry Only Read-Only Access

Records (in all tables) create, edit, delete create, edit, delete view only

Layouts all modifiable view only view only

Value lists all modifiable view only view only

Scripts all modifiable and executable all executable only all executable only

Extended Privileges all off all off all off

Allow printing on on on

Allow exporting on on on

Manage extended privileges on off off

Override data validation warnings on off off

Disconnect user from FileMaker Server when idle off on on

Allow password modification on on on

Password change number of days off off off

Minimum password length off off off

Available menu commands All All All

Chapter 6 | Protecting databases 127

You must have Allow Printing privileges to save records as a PDF file. You must have Allow Exporting

privileges to export records as a Microsoft Excel or Excel 2007/2008 worksheet. For more information about

saving records as PDF or Excel files, see “Saving and sending data in other formats” on page 114.

Note The Full Access privilege set is the only one that permits access to the Manage Database and Manage

External Data Sources dialog boxes in order to modify fields, tables, relationships, and data sources. It is

also the only privilege set that permits changing accounts and privileges. Because you cannot enable these

privileges in any other privilege set, any user that wants to make database definition changes or privileges

changes must open the file with an account that is assigned the Full Access privilege set.

At least one active, FileMaker authenticated account in each file must be assigned the Full Access privilege

set. An error message will appear if you edit accounts so that no active account is assigned the Full Access

privilege set.

Planning security for a file

A new FileMaker Pro file is initially unprotected. Whenever the file opens, it automatically logs in the user

with the Admin account, which is assigned the Full Access privilege set.

1If you simply want to keep someone else from opening a database file on your computer, you can

password-protect the file. For more information, see “Password-protecting a file” on page 128.

1If you need to share a database file with others and provide varying levels of file access to different users,

you need to plan the security for the file. Consider listing the types of users and their privileges:

* You can provide limited access to some features, for example deleting records, by using record-by-record

privileges. For more information on record-by-record privileges, see FileMaker Pro Help.

You can additionally protect a file by requiring authorization of any file that attempts to access its tables,

layouts, value lists, and scripts. For more information, see “Authorizing access to files” on page 134.

To plan the security for a shared file:

1. Determine the privilege sets that you need for the file.

Make a list of the areas of the file that you want to protect, such as particular tables, fields, records,

layouts, value lists, and scripts. Plan the number of privilege sets you need to enforce the varying levels

of file access that you require.

2. Determine whether you need individual accounts for each user, or group accounts that multiple users can share.

Managers Marketing Sales HR Legal Guests

View records Ye s Yes Ye s Yes Yes Yes

Create records Yes Yes Ye s Ye s No No

Edit records Yes Ye s Ye s Yes No No

Delete records Ye s Limited* Limited* Yes No No

Modify scripts Yes Limited* No Yes No No

Execute scripts Yes Yes Yes Ye s Yes No

Modify value lists Yes No No No No No

Menus All Editing only Editing only All Minimum Minimum

128 FileMaker Pro User’s Guide

3. Decide if you want to enable the Guest account, which permits users to open the file without specifying

account information.

4. Create the privilege sets that you need in the file.

5. Determine if you need to enable any extended privileges for certain privilege sets.

Don’t enable extended privileges unless they’re needed.

6. Create the accounts you need in the file, and assign the appropriate privilege set to each account.

For more information, see the next section. If you’re using the Guest account, assign a privilege set to it

as well. Otherwise, disable the Guest account.

7. Open the file using different accounts and test each privilege set that you created. Make sure the

restrictions work the way you want, and make any needed corrections to your privilege sets.

8. Optionally limit other files from accessing the schema of your file by using the File Access tab. For more

information, see “Authorizing access to files” on page 134.

Password-protecting a file

If you have a non-shared database file on your computer and you want to prevent others from opening it,

you can password-protect the file.

After password-protecting a file, you will be prompted to enter an account name and password every time

you open the file. Anyone who does not know this account information will not be able to open the file.

To password-protect a file:

1. Make the following changes to the accounts in the file:

1Edit the Admin account so that it has a different account name, a password, and uses the Full Access

privilege set.

1Make sure the Guest account is inactive.

1Delete any other accounts in the file or make them inactive.

2. If necessary, edit the Full Access privilege set to allow yourself any extended privileges you may want

for yourself.

Don’t enable extended privileges unless they’re needed.

Suggestions for creating secure passwords

1Secure passwords are typically eight or more characters in length, and include at least one numeric character.

1If the file is shared via web publishing, account names and passwords can only use characters included in

the ISO Latin-1 character set (except colons). To avoid characters that may be interpreted incorrectly over

the web, you may want to limit account names and passwords to alphabetic and numeric characters only.

For more information about protecting FileMaker Pro databases, see Help.

Chapter 6 | Protecting databases 129

Creating accounts and privilege sets

Accounts specify account names and (usually) passwords for a file. When a user opens a file that contains

accounts, a dialog box prompts the user to enter account information. When a user opens a file with a correct

account name and password, the privilege set assigned to that account determines what the user can do in that file.

Privilege sets specify levels of access to a database, such as which layouts are viewable, which menus are

available, and whether printing is permitted.

To create and manage accounts and privilege sets for a file, you need to open the file with an account that is

assigned the Full Access privilege set.

You can create and modify accounts and privilege sets in a shared file while clients are using it. (In

FileMaker Pro 6 and earlier, all clients had to close the shared file before you could change passwords and

groups.) The account changes you make take effect immediately. However, the changes do not disrupt any

current clients. For example, if you change the password for an account that is in use by one or more clients,

their FileMaker Pro usage is not interrupted. However, they will need to enter the new password the next

time they open the file.

You can create as many accounts as you need. You can create individual accounts for each user, or a smaller

number of accounts that users can share.

Viewing accounts and privilege sets

The Manage Security dialog box displays a list of all the accounts and privilege sets for a file.

To view the accounts and privilege sets for a file:

1. Open the database file.

2. Choose File menu > Manage > Security.

You see the accounts defined for this file.

3. In the Manage Security dialog box, click the Privilege Sets tab.

You see the privilege sets defined for this file.

130 FileMaker Pro User’s Guide

Creating accounts

You can create accounts for every individual who accesses a file, or create fewer accounts that are shared

among many individuals, such as a “Marketing” account and a “Sales” account. You must assign a privilege

set to each new account.

To create an account:

1. Choose File menu > Manage > Security.

2. In the Accounts tab, click New.

3. In the Edit Account dialog box, for Account is authenticated via, choose FileMaker.

For information about accounts managed by an external server, see “Creating accounts that authenticate

via an external server” on page 131.

4. Enter an account name and password for the account.

Tip If you plan to create accounts for individual users, you may want to base each account name on the

User Name defined in the Preferences dialog box. This User Name is the default account name that

appears in the dialog box that prompts a user for an account name and password. The user won’t have to

re-type the account name if it matches the User Name.

Chapter 6 | Protecting databases 131

5. To force the account users to choose a new password the first time they log in, choose User must change

password on next login.

In most cases, an account that is shared by multiple users should not force a password change upon first

set for a shared account should not permit password changes because one user could change the password

and lock out all other users who share the account.

6. For Account Status, choose whether you want the account to be active or inactive.

For example, you may want to keep the account inactive until you finish setting up its privilege set. Users

cannot open a database using an inactive account name and password.

7. For Privilege Set, choose the privilege set you want to use with this account.

You can choose an existing privilege set, or choose New Privilege Set and create a new one. For more

information, see “Creating privilege sets” on page 132.

8. For Description, enter a description of the account (optional).

9. Click OK.

10. In the Manage Security dialog box, click OK.

11. In the dialog box that appears, enter an account name and password that is assigned the Full Access

privilege set, and click OK.

Creating accounts that authenticate via an external server

If you’re hosting FileMaker Pro database files with FileMaker Server and your organization uses centrally

managed authentication for users and groups such as Apple OpenDirectory or a Windows Domain, you can

set up accounts that authenticate users based on your authentication server. This allows you to use your

existing authentication server to control access to databases without having to manage an independent list

of accounts in each FileMaker Pro database file.

Note Only database files hosted by FileMaker Server can authenticate users against an authentication

server. Database files shared by FileMaker Pro won’t authenticate against an authentication server.

Important When a database file contains one or more External Server accounts, make sure you use operating

system security settings to limit direct access to the file. Otherwise, it might be possible for an unauthorized

user to move the file to another system that replicates your authentication server environment and gain

access to the file. For more information, see the FileMaker Server documentation.

To create an account that authenticates via an external server:

1. Choose File menu > Manage > Security.

2. In the Accounts tab, click New.

3. In the Edit Account dialog box, for Account is authenticated via, choose External Server.

4. For Group Name, enter the name of a group that is defined on an external authentication server.

5. For Account Status, choose whether you want the account to be active or inactive.

132 FileMaker Pro User’s Guide

6. For Privilege Set, choose the privilege set you want to use with this account.

The privilege set assigned to the account determines what the externally authenticated group members

can do in the database file. You can choose an existing privilege set, or choose New Privilege Set and

create a new one. For more information, see the next section.

7. For Description, enter a description of the account (optional).

8. Click OK.

9. In the Manage Security dialog box, click OK.

10. In the dialog box that appears, enter an account name and password that is assigned the Full Access

privilege set, and click OK.

Creating privilege sets

You can assign each privilege set to one or more accounts.

To create a privilege set:

1. Follow the steps above to display the privilege sets for a file.

2. Click New.

The Edit Privilege Set dialog box appears. By default, each privilege set option is set to its most

restrictive setting.

3. Enter a name and optional description for the privilege set.

4. Define the privileges for the privilege set.

5. Click OK.

After you create the privilege sets that you want, you need to create or edit accounts so that they use the

appropriate privilege sets. For more information, see “Creating accounts” on page 130.

For more information about creating accounts and privilege sets, see Help.

Chapter 6 | Protecting databases 133

About enabling record-level access

You can set individual record access for each table. For example, the privilege set can limit the ability to:

1View, edit, create, or delete all or certain records within each table.

1Access or modify certain fields within each table.

You can only set record access privileges for tables defined in the current file. If the file contains

relationships to tables in other files that you want to protect, you need to create accounts and privilege sets

in the other files to protect those tables.

For more information about using the Edit Privilege Set dialog box, see Help.

Viewing extended privileges

Extended privileges determine the data sharing options that are permitted by a privilege set for a file. For

example, if the file is shared, the Access via FileMaker Network extended privilege determines if the

privilege set allows opening the shared file as a client. The Access via Instant Web Publishing extended

privilege determines whether the privilege set allows accessing the database from a web browser.

There are six default extended privileges. For more information about them, see “Accounts, privilege sets,

and extended privileges” on page 124.

You can view extended privileges in the Manage Security dialog box, as well as enable each extended

privilege for selected privilege sets. All of the extended privileges are disabled by default, even in the Full

Access privilege set.

It may be necessary to delete an extended privilege that is no longer required.

To view the extended privileges:

1. Open the database file.

2. Choose File menu > Manage > Security.

3. In the Manage Security dialog box, click the Extended Privileges tab.

For more information about extended privileges, see Help.

134 FileMaker Pro User’s Guide

Authorizing access to files

As part of your overall security plan, you can control whether other FileMaker Pro files are permitted to

access the schema in a file (including its tables, layouts, scripts, and value lists) in your secured solution.

When protection is enabled, any use of the protected file through a FileMaker data source will require

authorization. Therefore, in a multi-file solution, you will need to authorize the other files.

This protection requires a file format change that prevents versions of FileMaker Pro earlier than version 11

from opening the file, although it is reversible when this option is disabled. You can turn on the option even

if you do not require authorization.

For example, enabling protection prevents someone with an account in your file from creating another file

that uses tables in your file but does not implement the same business logic (such as the same script triggers).

The use of this alternative file can bypass your intended business logic (although record-level access would

still be enforced). Turning on this option also prevents files that are not authorized from opening a protected

file using the Open File script step.

Note You must have the Full Access privilege set for any file that you want to protect and any file that you

want to authorize.

To authorize access to a file:

1. Open the file that you want to protect.

2. Choose File menu > Manage > Security, then click the File Access tab.

3. Select Prevent opening with earlier versions (pre-FileMaker 11), then click Yes in the confirmation message.

If other users have this file open, they will see an alert telling them to close the file immediately.

4. To protect this file against unwanted access from other files, select Require full access privileges to

create references to this file.

5. If any files that reference the protected file are currently open, you see an alert for each file, asking if you

want to authorize the file. Click Yes.

6. If you want to authorize additional files that are not currently open, click Authorize. In the Open File

dialog box, choose a local or remote file to authorize, and click Open.

You may be asked to enter the name and password of an account with Full Access privileges.

7. Click OK.

For more information about authorizing access to files, see Help.

Chapter 6 | Protecting databases 135

Security measures

Be sure that your database files, host computers, workstations, and the networks that access them are safe

from theft and corruption. To protect your data and equipment, you should implement the following five

important security measures:

1Enhance physical security

1Enhance operating system security

1Establish network security

1Back up databases and other important files

1Install, run, and upgrade antivirus software

For more information about securing FileMaker Pro files, see www.filemaker.com/support/security.

Enhancing physical security

Evaluate your computers to make sure they are physically secure:

1The host computer should be a dedicated machine, anchored to a desk or immovable object with a lock.

Secure the computer so that its hard drive cannot be removed. Restrict access to the computer by storing

it in a locked room.

1Secure the client workstations that access a database. Lock the computers down and restrict access by

using a screensaver that requires a password.

1Ensure the physical security of backup copies of files stored on portable media, such as tapes and CDs.

Enhancing operating system security

Use the security features of your operating system to restrict access to important data. The network

administrator should provide access only to individuals authorized to administer and maintain the system or

the FileMaker databases. In addition, they should:

1Track system user IDs and passwords.

1Restrict access to the FileMaker Pro application and file directories, servers, and web pages.

1Review remote access settings for file sharing and FTP.

1Restrict file upload or download access.

1Make sure all users have the latest, most secure versions of operating system software.

1To streamline processes, you can enable external authentication, which uses accounts that have been

configured in the Windows Domain Authentication or in Apple Open Directory. For more information,

see FileMaker Pro Help.

1Do not put FileMaker Pro files on file servers to share them. Use the built-in networking feature in

FileMaker Pro and FileMaker Server. This prevents the files from being inappropriately copied or from

introducing record locking and potential corruption issues when files are shared with inappropriate methods.

136 FileMaker Pro User’s Guide

Establishing network security

Databases shared on an intranet or the internet use the TCP/IP protocol. You may also use the TCP/IP

protocol when you share databases peer-to-peer, or with FileMaker Server. Though TCP/IP is good for

moving data and allowing clients to connect to your data, it was not designed with security as a primary

objective. Unless you take precautions, it can provide uninvited access to your host computer, server

software, databases, and perhaps to other client machines on your internal network. TCP/IP doesn't provide

very much protection for data, so it is important to place barricades such as firewalls and SSL data

encryption in the path of uninvited visitors.

1The most common barricade method used is the firewall, which separates your network into two distinct

environments: a public environment that is “outside the firewall,” and a private environment that is

“behind the firewall.” Users outside of the firewall will only have access to those TCP/IP or hardware

addresses that you expose. You can concentrate your security on those server machines that are exposed,

while allowing machines behind the firewall to operate with fewer safeguards.

1Using wireless networking devices, like the Apple AirPort and other 802.11b networking cards and base

stations, can pose security challenges. These devices can broadcast your network traffic beyond the walls

of your building, so it is extremely important to encrypt your wireless networking signals. Always use

the maximum level of signal encryption available.

Backing up databases and other important files

Develop plans for restoring data, including alternate sites and systems to run business-critical information

services. A current backup can help you recover from a situation where someone loses the administrator

account information for a file, or from a situation where user error (and sometimes bad database design)

causes data to be deleted or modified inappropriately.

Keep these points in mind:

1Host databases with FileMaker Server and create regularly-scheduled, automated backups.

Don’t use third-party backup software on hosted FileMaker Pro databases. First, use FileMaker Server

to make a backup copy of your database, then run your third-party backup software on the copy. Backup

software can damage open, hosted databases.

For example, make local backups of files at 6:00 am, 9:00 am, 12:00 noon, 3:00 pm, 6:00 pm, and 11:30

pm weekdays. At midnight, make an incremental backup of the entire system to the enterprise backup

system. Finally, Friday night at midnight, perform a full system backup. Copy and store the backup tapes

at a remote location. This way, if the server goes down for some reason other than catastrophic failure of

multiple drives, the more recent backup of the data files can be used, meaning a maximum of 3 hours of

lost data. If there is a catastrophic drive failure, then the previous evening’s tape can be used, minimizing

the loss to one day’s data. Of course, these procedures can be tailored to your situation and data value.

1Make sure backup copies aren’t damaged or inaccessible. Verify that they are functioning properly before

you need them. Run diagnostic tools on your hard drive and your backup files regularly.

1Ensure that you can restore an entire set of files from backup copies.

1Regularly export the data to protect against file corruption.

1Protect the backup media itself. Store backups in a separate and fire-proof location.

1Assign backup administrators who can retrieve files, in case the network administrator is unavailable.

Chapter 6 | Protecting databases 137

1Plan for redundancy. If the power goes off, a universal power supply (UPS) should sustain power for at

least 15 minutes, enabling you to safely close all files. If the power can’t be restored in a timely fashion,

consider using a generator to supply power to servers. Also consider power sources for routers and

firewalls. Will communication be a problem if your internet access is interrupted for 48 hours or longer?

1Consider how you will continue to provide services if an intruder takes down your database server and

that server can’t be restored to its previous condition.

1Evaluate additional scenarios that could occur, and create a plan to respond to each one.

Also, network administrators should assess risks to data systems and business-critical functions. For

example, consider:

1Theft of data or theft of proprietary intellectual property.

1Disruption, theft, or damage to network infrastructure such as servers, networks, data storage, or data

backup storage. Damage can be caused by password crackers or by other types of malicious sabotage and

destruction. Most incidents originate from within the organization.

1Disruption or damage to the organization infrastructure such as building fires, environmental or

biological hazards, floods, and so on.

1Disruption or damage to the public infrastructure, including electrical power, telecommunications (voice

and data), transportation grids (roadways, buses, trains) caused by environmental conditions, or severe

weather such as tornadoes or floods.

FileMaker Pro provides two mechanisms for handling databases that might be damaged: consistency checks and

file recovery. Consistency checks occur automatically, if needed, when the file is opened. You can also choose

to verify the consistency of a file that you suspect is damaged. You can also have FileMaker Pro attempt to

recover a damaged file. For more information about checking consistency and recovering files, see Help.

Important In the event of a server failure, such as an unexpected loss of power, hard drive failure, or

software failure, use the backup files. Any system failure causing FileMaker Server to shut down

inappropriately can result in corrupted files if cached data was not written to disk and the files were not

closed properly. Even if the files re-open and go through a consistency check or recovery (initiated by either

FileMaker Pro or you), corruption might be buried in the file. File recovery cannot guarantee that problems

have been fixed.

Installing, running, and upgrading antivirus software

Because most computers have internet access, they are vulnerable to viruses being transmitted through email

attachments. Make sure all employees run antivirus checking software regularly, and that they are aware of

typical virus warning signs. Employees should scan all files before copying or downloading them to their

computer, and they should never open unsolicited attachments, even if they’re from someone they know.

While antivirus software is essential in protecting your systems and data, some caution should be observed

in how they are used on computers that host FileMaker Pro databases.

Antivirus programs sometimes lock bytes within a file when they scan for viruses. These locks can cause

the operating system to return an error when FileMaker Pro or FileMaker Server try to write data to the file,

which sometimes causes the file to be flagged as damaged and closed.

138 FileMaker Pro User’s Guide

This situation also applies to files that FileMaker Server uses as backup targets. If the backup file is being

scanned by antivirus software when a scheduled backup occurs, the destination file might be locked. This

causes the backup process to fail, which may result in data loss. This same data loss issue applies when an

open, non-shared FileMaker Pro database file is scanned by antivirus software.

When running antivirus software on computers that host FileMaker Pro databases, follow these

recommendations:

1Do not run virus protection software on open or hosted databases. First, close the databases, then run the

virus protection software.

1When you scan your computer for viruses, do not scan the Databases folder and subfolders or any folder

that contains files that actively hosts files through FileMaker Server or FileMaker Pro. Instead, set your

antivirus software to scan your database backup destination folder and make sure your antivirus scan

schedule does not coincide with your FileMaker Server backup schedule. Wait until databases are

completely backed up before scanning them.

Chapter 7

Converting databases from FileMaker Pro 6

and earlier

Because FileMaker Pro versions 7, 8.x, 9, 10, and 11 all share the same file format, FileMaker Pro 11 can

open FileMaker Pro versions 7, 8.x, 9, and 10 files without converting them. You can even use

FileMaker Pro 11 files with FileMaker Pro version 7, 8.x, 9, or 10 (except for a protected file; see below).

However, new features might not work as expected when you open the file in an earlier version.

For example:

1Charting: If you open a file containing a chart in a version of FileMaker Pro prior to version 11, a frame

with an X through it is displayed in place of the chart, and no information about the chart layout object

will be available.

1Files protected from access to their schema: You cannot use a file opened in a version of

FileMaker Pro prior to version 11 to access a file that is protected from access by other files to its tables,

layouts, scripts, and value lists.

FileMaker recommends that, once you have created or opened a file in FileMaker Pro 11, you do not make

database design or layout changes using an earlier version of FileMaker Pro, particularly to features that

have changed in FileMaker Pro 11.

Note See Help for detailed, comprehensive information and step-by-step procedures about using

FileMaker Pro.

Conversion overview

If your database solution is fairly simple, you should be able to convert the files, review the Conversion.log

file, test your converted files, and use them. For example, simple files that were built from the templates

provided with your previous version of FileMaker Pro should convert accurately without a lot of manual

corrections afterwards.

If you’re converting a multi-file relational database created with custom features such as custom scripts, or

a database that’s business-critical, you should plan your conversion more carefully.

FileMaker Pro 11 can convert files created with versions 3.x, 4.x, 5.x, and 6.x. If you have files created using

FileMaker Pro version 2.x or earlier, you must first convert them to one of the supported formats listed

above. Then you can convert the files to FileMaker Pro 11. For more information, see “Converting

FileMaker Pro 1.x and 2.x databases” in Help.

When you convert files, FileMaker Pro 11 preserves the contents of your original files and creates new,

converted files in FileMaker Pro 11 format. The content of the original files are not modified, and you can

open them in the previous version of FileMaker Pro that created them. The converted files can be opened

only in FileMaker Pro versions 7, 8.x, 9, 10, and 11.

140 FileMaker Pro User’s Guide

You can convert a single file or convert multiple files at once:

1Use the single-file conversion method for standalone database files that don’t display related data from

other files. For more information, see Help.

1Use the multi-file conversion method to convert all the files in a relational database. For more

information, see Help.

Solving basic conversion problems

Here are some suggestions for correcting problems that could occur during conversion.

My file didn’t convert properly

1If you are converting a copy of a file, make sure that the original file was closed before you copied it. Otherwise,

the copy will not convert correctly.

1Check the Conversion.log file located in the folder with the database you are attempting to convert. For more

information, see Help.

1Try recovering the file first, using a previous version of FileMaker Pro and then convert the file again.

I received a consistency check or auto-repair message when I opened my original file using my previous version

of FileMaker Pro

Try recovering the original file using your previous version of FileMaker Pro. Then open the recovered file using the

same version of FileMaker Pro, close the file, and then try converting it with FileMaker Pro 11.

Converting passwords

During conversion, passwords are converted into accounts in FileMaker Pro 11. There are two common

password conversion issues:

1For each converted account, both the account name and the password in the converted file are initially set

to the password from the original file, which makes all passwords visible to anyone who has Full Access

privileges. For security reasons, you should either change each account name so that it no longer matches

its password, or change each password so that it no longer matches its account name. (You could also set

an option for each account to require a password change by the user upon the next login.)

1Passwords are case-sensitive in FileMaker Pro versions 7, 8.x, 9, 10, and 11. Make sure you enter your

password exactly as it was created in a previous version of FileMaker Pro. If you are the owner of the

original file or the database administrator, open the original file using a previous version of

FileMaker Pro and look at the password in the Define Passwords dialog box. If you are not the owner of

the file or the database administrator, consult your database administrator for password information.

Application support changes in FileMaker Pro 11

If you have been using an earlier version of FileMaker Pro, please note the following information about

FileMaker Pro 11 support for QuickTime and (Mac OS only) third-party plug-in applications.

Chapter 7 | Converting databases from FileMaker Pro 6 and earlier 141

QuickTime support

You may notice the following differences when you work with QuickTime in FileMaker Pro 11:

1You can drag QuickTime movies between container fields, but you cannot drag QuickTime movies to the

desktop. When you drag a QuickTime movie, you see the outline but not the movie poster.

1Windows: When you are resizing a window in which a QuickTime movie is playing, the movie briefly

stops displaying until you have finished resizing the window.

For more information about using QuickTime with FileMaker Pro, see Help.

Third-party plug-in application support

FileMaker Pro 11 for Mac OS supports only Mach-O third-party plug-in applications. Code Fragment

Manager (CFM) third-party plug-in applications are no longer supported.

142 FileMaker Pro User’s Guide

Index

Symbols

! 37

– 57

" 57, 62

" " 31, 33, 34

# 33

$ 57

& 57

( 57, 62

) 57, 62

* 33, 37, 57

+ 57, 113

, 57

... 36

/ 57

// 35

: 57

:: 57

; 57

< 36, 57

<= 36

= 34, 37, 57

== 34

> 36, 57

>= 36

? 35

@ 33

[ 57

] 57

^ 57

_ 57

} 57

~ 34

≤ 36, 57

≥ 36, 57

≠ 57

Access privileges. See Accounts; Privilege sets

Access via FileMaker Network 110, 133

Accounts

Admin account 125

defining 130

described 124

External Server account 124, 131

Guest account 125

passwords 128

predefined 125

setting up recurring imports 115

viewing 129

Active record 23

Adding

See also Layouts

described 74

Blank records, printing 44

Body (layouts), described 91

Boolean values

described 35, 58, 67

finding 35

formatting 87

Break fields 92

Browse mode

described 21

finding data in 30

Browser, web

opening URL 121

working with published database in 121

Browsing records 22

Buttons, including in tab order 27

Calculation fields

creating 61

described 58

formulas 61

stored and unstored results 68

Calculations

See also Fields

aligning to text 89

described 58

formatting 89

Context menu, choosing from 15

Control styles for fields 83

Copying

field definitions 20

files 20

records 25

related records 26

scripts 20

Count for summary fields 63

Creating See Adding; Defining

Cross-platform, file sharing 19

Currency, formatting 86

Current

date, formatting 87

time, formatting 88

Custom menus, FileMaker Pro Advanced 10

| Index 145

Data

charting 92

described 15

entering automatically 25, 65

exporting 114

formatting 78

importing 114

privileges for sharing 124

view as form, list, table 22

viewing in Table View 29

Data entry 27, 65–68

Data Entry Only privilege set, described 126

Data sources

described 120

fixing FileMaker references 19

Data types

See also Layouts

described 75

Envelopes, printing 45

Excel format

importing and exporting to 114

saving data as 114

146 FileMaker Pro User’s Guide

Exchanging files

exporting 114, 119

importing 114

relational databases 95

with other applications 114

Exporting

See also Layouts

Standard form layout 72

viewing records as 22

Formulas, calculation fields 61

Found set

described 21, 31

saving and sending as snapshot link 12, 31

switching with omitted set 41

Four-digit years

in Date fields 27, 67

in Timestamp fields 28

fp7 filename extension 19

148 FileMaker Pro User’s Guide

Fraction of Total for summary fields 64

Full Access privilege set, described 126, 134

Functions 62

Furigana field option 60

Global storage options 68

Grand summaries, described 92

Graphics, formatting fields for 89

Groups. See Accounts; Privilege sets

Guest account 125

Headers, described 91

Hiding records 41

Highlighting text 86

Horizontal Bar charts

creating 92

described 92

Host

database on web 121

described 109

FileMaker Server 109

performing tasks 112

saving files 110

HTML table format 114

Importing 114–119

adding new records 116

described 114

file formats supported 114

into existing files 116

into new tables 116

recurring imports, described 114

source file or table 116, 117

target file 116

updating existing records 116

updating matching records 117

Indexing

fields 68

text field limitations 35

Inspector

described 77

formatting

field data 85

layout objects 78

opening 78

opening multiple 78

positioning layout objects 78

Instant Web Publishing

described 109, 121

privileges for 132

sharing files 121

Intranet

See also Fields

described 97, 98

in import update 117

Matching records, updating 117

Mathematical operators 62

Maximum characters in fields 27

Maximum for summary fields 64

Merge fields

described 45

placing on a layout 84

Merge format 114

Microsoft Excel format

importing and exporting 114

saving data as 114

Minimum for summary fields 64

Mode pop-up menu 21, 70

Modifying fields in Table View 61

Mouse, configuring in System Preferences

(Mac OS) 15

Moving

field to field 27

record to record 24

Multimedia files 58

Naming

databases 56

fields 60

tables 70

Network security guidelines 136

150 FileMaker Pro User’s Guide

Networks

cross-platform 13, 109

FileMaker Server 109

New Layout/Report assistant, described 71

Non-shared files 128

Number fields

See also Fields

described 58

entering and editing values in 27

finding 35

formatting 86

Numbers

formatting 86

invalid 35

Objects, layout

aligning to other objects 78

described 77

formatting 78

locked 80

positioning 78

selecting 80

setting auto resize options 79

ODBC

overview 115, 116

using FileMaker as client

described 120

supplemental fields 65

using FileMaker as data source

field name considerations 57

privileges for 125, 132

Omitting

fields during printing 84

records 39

related records 37, 40

Opening

files 17

multiple windows 19

Operators

comparison 62

in find requests 32, 36

mathematical 62

relational 97, 101, 104

Operators list 32

Options, file 49

OR searches 38

Page breaks, viewing in Preview mode 43

Page margins, viewing in Preview mode 43

Page numbers

in layout parts 73

viewing in Preview mode 43

Page orientation for printing 45

Panels, tab panels on layouts 71

Paragraphs, formatting 86

Parts. See Layout parts

Passwords

defining 128

protecting files with 128

related files, planning 54

troubleshooting 140

PDF documentation 9

PDFs, saving data as 114

Photos, in container fields 58

Picture fields. See Container fields

Pie chart icon in status toolbar 32

Pie charts

creating 92

described 92

example 92

Planning

databases 51

file security 127

relational databases 51

Pointer tool. See Selection tool

Pointers to files. See Relationships

Pop-up menus, displaying fields as 83

Portals

See also Layouts

described 72

Starter Solutions. See Templates

Status toolbar 22, 77

Stopping lookups 107

Stored results 68

Strict data type 67

Strings, text. See Text, literal

Subforms. See Portals

Subsummaries

See also Fields

attributes 85

fields 58

finding 34

formatting 85

highlighting 86

literal 33

rotating Asian text 89

selecting 80

154 FileMaker Pro User’s Guide

Text fields

described 58

entering and editing values in 27

Text notes, in relationships graph 103

Time fields

described 58

entering and editing values in 28

Times

finding 35

formatting 88

invalid 35

Timestamp fields

described 58

entering and editing values in 28

four-digit years 28

Timestamps, formatting 88

Title headers and footers, described 91

Today’s date, finding 35

Tools

Field tool 82

Field/Control tool 82

selection tool 80

status toolbar 22

Total for summary fields 63

True result 35, 58, 67, 87

Type-ahead feature 83

Unauthorized users. See Accounts; Privilege sets

Unstored results 68

Updating existing data during import 116

Upgrading files 139

URLs, opening 121

Validating field values 66

Value lists

defining 65

described 83

in shared files 112

Values

Filemaker Pro User’s Guide File Maker 11 Fmp11 Ug En

Navigation menu

Versions of this User Manual:

Views

Navigation