User manual FILEMAKER FILEMAKER PRO 7

FileMaker Pro 7 User's Guide TM © 1995-2004 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the file folder 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 and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely coincidental. Credits are listed in the Acknowledgements document provided with this software. For more information, visit our web site at www.filemaker.com. Edition: 01A Contents Preface Introducing FileMaker Pro Using this manual Using FileMaker Pro documentation Where to find PDF documentation Online Help Templates, examples, and more information Suggested reading FileMaker Pro overview Creating simple or complex databases Using layouts to display, enter, and print data Finding, sorting, and replacing data Protecting databases with accounts and privilege sets Creating scripts to automate tasks Sharing and exchanging data 7 7 7 8 8 8 9 9 9 10 10 10 11 Deleting records Entering data Selecting a field Entering and changing data in fields Finding records Making a find request Finding text and characters Finding numbers, dates, times, and timestamps Finding ranges of information Finding data in related fields Finding empty or non-empty fields Finding duplicate values Finding records that match multiple criteria Finding records except those matching criteria Deleting and reverting requests Viewing, repeating, or changing the last find Hiding records from a found set and viewing hidden records Finding and replacing data Sorting records Previewing and printing databases Previewing data on a layout Printing records Printing scripts Printing table and field information Printing the relationships graph Automating tasks with scripts Backing up database files Setting preferences 21 21 21 22 23 23 24 25 26 27 27 27 27 28 29 29 29 30 30 31 31 32 33 33 33 34 34 34 Chapter 1 Using databases About database fields and records Opening files Opening multiple windows per file Closing windows and files Saving files When FileMaker Pro saves a file About modes Viewing records Viewing records in table format Selecting the active record Moving through records Adding and duplicating records Adding and duplicating related records 13 14 15 15 16 16 17 17 18 19 19 20 20 4 FileMaker Pro User's Guide Chapter 2 Creating databases Planning a database Creating a FileMaker Pro file Defining database fields About naming fields About choosing a field type Defining text, number, date, time, timestamp, or container fields Defining calculation fields Defining summary fields Setting options for fields Defining automatic data entry Defining field validation About storage and indexing options Defining database tables Creating layouts and reports About layout types Setting up a layout to print records in columns Working with objects on a layout Selecting objects Working with fields on a layout Placing and removing fields on a layout Deciding where to place related fields About merge fields Formatting field data on a layout Allowing or preventing entry into fields Working with parts on a layout About layout part types 35 38 39 39 40 41 41 43 44 45 46 47 47 48 49 51 52 53 54 54 55 55 56 59 59 60 Chapter 3 Working with related tables and files About relationships Relational database terminology About the relationships graph About match fields for relationships Types of relationships Planning a relational database Working with the relationships graph Creating relationships Changing relationships Summarizing data in portals About lookups Creating lookups Editing lookups 61 63 64 64 64 68 68 68 69 70 71 71 72 Chapter 4 Sharing and exchanging data Sharing databases on a network Enabling file sharing and hosting files Opening shared files as a client Closing a hosted file Importing and exporting data Supported import/export file formats ODBC and JDBC Methods of importing data into an existing file About adding records About updating existing records About updating matching records About the importing process Converting a data file to a new FileMaker Pro file About the exporting process Publishing databases on the web 73 74 74 75 76 76 76 76 76 76 77 77 78 78 79 Contents 5 Chapter 5 Protecting databases with accounts and privilege sets Protecting databases Accounts, privilege sets, and extended privileges About the predefined accounts About the predefined privilege sets Planning security for a file Password-protecting a file Creating accounts and privilege sets Viewing accounts and privilege sets Creating accounts Creating accounts that authenticate via an external server Creating privilege sets Viewing extended privileges 81 82 83 83 84 85 85 86 86 87 88 89 Chapter 6 Converting FileMaker databases from previous versions Conversion overview Converting a single file Converting multiple files at once Reading the Conversion.log file Solving basic conversion problems Converting FileMaker Pro 1.x and 2.x databases Top conversion issues Passwords Preserving user dictionary information Print Setup script step stored setup options (Windows) Switching windows in scripts Boolean functions and find requests File references 91 92 93 95 95 96 96 96 96 97 97 97 98 99 Index 6 FileMaker Pro User's Guide Preface Introducing FileMaker Pro FileMaker® Pro is the leading workgroup database software for quickly creating and sharing solutions adapted to your business needs. Powerful features, broad platform support, and an easy-to-use interface make FileMaker Pro indispensable for anyone who needs to track and manage people, projects, and information. 1 Converting FileMaker Databases from Previous Versions: contains information about converting databases from previous versions to FileMaker Pro 7 format 1 Customizing the FileMaker Pro Templates: describes how to customize the included database template files for your own needs 1 FileMaker Security Guide: describes security concerns to keep in mind when using FileMaker products Using this manual This User's Guide contains an introduction to FileMaker Pro features and provides step-by-step instructions on the most common FileMaker Pro tasks. You may need to refer to FileMaker Pro Help for detailed information on more advanced product features. 1 Installing FileMaker ODBC and JDBC Client Drivers: describes how to install driver files for using FileMaker Pro with ODBC and JDBC applications 1 FileMaker ODBC and JDBC Developer's Guide: describes how to use ODBC and JDBC with FileMaker products Where to find PDF documentation Most PDF manuals are located in the folder where you installed FileMaker Pro. If you installed FileMaker Pro in the default folder location, the PDF manuals are located here: Windows: C:\Program Files\FileMaker\FileMaker Pro 7\English Extras\Electronic Documentation Mac OS: Macintosh HD/Applications/FileMaker Pro 7/English Extras/Electronic Documentation To view the PDF files, you need a PDF reader. In Mac OS X, you can use either the built-in Preview application or Adobe Reader. Windows users need Adobe Reader. If you do not have Adobe Reader, you can download it from the Adobe web site at www.adobe.com. Important You can download PDFs of FileMaker 7 documentation from www.filemaker.com/downloads. Any updates to this document are also available from the web site. Using FileMaker Pro documentation The FileMaker Pro documentation provides a learning path to productivity, installation instructions, a tutorial to get you started, online Help, and more. The following manuals are included: 1 FileMaker Pro User's Guide (this manual): contains key concepts and basic procedures 1 1 1 Installation and New Features Guide for FileMaker Pro and FileMaker Developer: contains installation instructions and new features information FileMaker Pro Tutorial: contains lessons that teach you how use the major features of FileMaker Pro FileMaker Instant Web Publishing Guide: describes how to make FileMaker Pro databases accessible to web browser users over an intranet or the Internet 8 FileMaker Pro User's Guide All of the PDF files use the tagged Adobe Portable Document format (PDF). Tagged PDF files work with assistive technology such as the screen readers JAWS for Windows and Window-Eyes. For more information about tagged PDF files, see the Adobe web site at www.adobe.com. Suggested reading Here are some suggestions for using the documentation to help you learn how to do specific tasks in FileMaker Pro. Type of user Data entry person Suggested reading Lessons 1-3 in the FileMaker Pro Tutorial Chapter 1, "Using databases," in this guide Small business owner or educator who creates a basic database to start, then improves it over time Database administrator All lessons in the FileMaker Pro Tutorial While creating a database, chapter 2, "Creating databases," in this guide As features are added to the database, refer to Help Online Help FileMaker Pro Help provides comprehensive step-by-step instructions on FileMaker Pro features. You can open Help from the Help menu in FileMaker Pro. There are three ways to access Help: 1 1 1 Browse the Help table of contents to locate topics by subject. Search for particular topics by entering keywords. Get information about the currently displayed dialog box by pressing F1 (Windows) or 2-? (Mac OS). This entire guide Help, for information on advanced topics FileMaker Instant Web Publishing Guide Templates, examples, and more information FileMaker Pro includes database template files that you can use to quickly get started. When you start creating databases, check the list of templates to see if one is available that suits your needs. The English Extras folder contains references and examples to help you with specific features such as ODBC and XML support. You can find more information, tips, and database ideas on the FileMaker web site at www.filemaker.com. New FileMaker Pro Installation and New Features Guide for FileMaker Pro user and FileMaker Developer All lessons in the FileMaker Pro Tutorial This guide User upgrading from a previous version Installation and New Features Guide for FileMaker Pro and FileMaker Developer Chapter 6, "Converting FileMaker databases from previous versions" in this guide Converting FileMaker Databases from Previous Versions guide Help Introducing FileMaker Pro 9 FileMaker Pro overview Here is an overview of the capabilities of FileMaker Pro. 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 for 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. There are six types of layouts and one view that you can create with the New Layout/Report assistant. Use these different types for various purposes, like displaying a data entry screen or printing a totaled sales report or mailing labels. You can customize each layout further by using the design tools that are available in Layout mode. Creating simple or complex databases With FileMaker Pro you can create simple databases consisting of just one database table, such as an address list, or you can create a complex database with relationships and multiple database tables. For example, you can create a complex database that relates two tables based on a single common value, such as a serial number or an ID number. An address list database consisting of one table A database consisting of multiple tables, with a portal to display records from a related table Steve Williams 789 Ninth Avenue New York, NY 10001 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 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 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 2, "Creating databases." Phone List Juanita Alvarez Michelle Cannon Andre Common Marie Durand Jean Durand William Johnson John Lee Patrick Murphy Le Nguyen Kentaro Ogawa Mary Smith John Smith Sophie Tang Steve Williams Betty Wilson 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 555-1234 The same data can be arranged differently with multiple layouts 10 FileMaker Pro User's Guide For more information about creating layouts, see "Creating layouts and reports" on page 48. Protecting databases with accounts and privilege sets You can restrict what users see and do in a database file by defining accounts and privilege sets. Accounts authenticate users who are attempting to open a protected file. Each account specifies an account name and (usually) a password. 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. 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. For more information about accounts and privilege sets, see chapter 5, "Protecting databases with accounts and privilege sets." Finding, sorting, and replacing data Features for finding, sorting, and replacing data allow you to manipulate your data in many ways. You can find records that meet criteria you specify, such as records entered on a certain date or addresses in a particular city. You can open another window in order to perform different searches on the same data. You can rearrange records in order to view or print them in a different sequence. You can sort fields alphabetically, numerically, by date, or by a custom sort order. 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 clients database who have made a purchase in the last week. The script composes a letter customized to each client. The script then switches to Preview mode and pauses so that you can see what the letter looks like before it prints. The whole task is started by clicking a button on a layout. You use the ScriptMakerTM feature in FileMaker Pro to build scripts by selecting from a list of FileMaker Pro script steps, specifying options, and arranging the steps in the correct order to perform the task. For more information about scripts, see "Automating tasks with scripts" on page 34. You can search for and replace data across multiple fields, similar to the way you find and replace data in word processing applications. For more information about finding, sorting, and replacing data, see "Finding records" on page 23, "Sorting records" on page 30, and "Finding and replacing data" on page 30. Introducing FileMaker Pro 11 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 use ODBC (Open Database Connectivity) and JDBC (Java Database Connectivity) to share FileMaker Pro files with ODBCand JDBC-compliant applications. 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 five concurrent users. Note If you need to share files with more than five concurrent users on a network, FileMaker recommends the use of FileMaker Server. You can quickly and easily publish FileMaker Pro layouts as web pages, which allows anyone with a web browser on your intranet (or the Internet) to access your FileMaker Pro databases. With FileMaker Pro accounts and privilege sets, you can make your web databases secure. Using SQL (Structured Query Language) queries, you can get data from FileMaker Pro files to create charts, generate reports, and analyze your data with ODBC- and JDBC-compliant software applications. You can also use FileMaker Pro as an ODBC client application, accessing data sources such as Microsoft Access or Oracle databases. For more information about using, and the limitations of using, ODBC and JDBC with FileMaker Pro, see Help. For more information about sharing and exchanging data, see chapter 4, "Sharing and exchanging data." 12 FileMaker Pro User's Guide Chapter 1 Using databases This chapter explains the basics of how to: 1 1 1 1 1 1 1 1 1 open, close, and save files create records in a database add and edit data in fields find records using different criteria omit records from the found set find and replace data sort data An invoicing system is an example of a more complex database, with multiple related tables, multiple layouts, and calculated fields. You can also view a subset of your data, for example, only invoices for a particular month. A database doesn't just hold information-- you use a database to organize and analyze information so that you understand its significance. B C Records print data, scripts, table and field information, and the relationships graph use scripts Note See Help for detailed, comprehensive information and step-bystep procedures about using FileMaker Pro. To learn how to do tasks such as browsing, finding, and sorting records, see Lessons 2 and 3 in the FileMaker Pro Tutorial. 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. 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. Michelle Cannon 123 4th St. SW Edmonton CAN N4V 1LN (717) 555-0011 Your address book is like a database Fields 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. 14 FileMaker Pro User's Guide 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. Clients table Client ID 002 Name Phone Andre Common 818-555-1234 Opening files Important For information about opening files created in previous versions of FileMaker Pro, see Converting FileMaker Databases from Previous Versions. To open a file if FileMaker Pro isn't running, choose one of the following methods: 1 1 1 Double-click the FileMaker Pro file. Drag the file onto the FileMaker Pro application icon. Products table Prod ID Product Price Stock ET3 Travel bag $29.00 34 Double-click the FileMaker Pro application icon. In the New Database dialog box, select Open an existing file, then click OK, then double-click the filename. To open a file if FileMaker Pro is already running: 1. Choose File menu > Open. 2. Double-click the name of the file to open. Invoices table Client ID 002 If you're asked for an account name and password, type them in the Password dialog box, then click OK. 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. Price $29 $32 Client Name Andre Common Phone Invoice ID 818-555-1234 12345 Prod ID Product ET3 Travel bag ET4 Travel book Choose Favorite Hosts Local Hosts Hosts Listed by LDAP To display Hosts you previously added as favorites FileMaker Pro hosts on your TCP/IP subnet FileMaker Pro hosts available through the specified LDAP server 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. 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 Address, type the network path (for example, fmnet:/hostIPaddress/fileName). 4. Click Open. Using databases 15 You might be required to enter an account name, password, and domain name (Windows only), depending on how FileMaker Network Sharing is configured on the host. To open a file as the host, see "Enabling file sharing and hosting files" on page 74. Note You can open a FileMaker Pro for Windows file on 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 re-specify the file references for related files and files with external scripts. The original database window, in which you can search the records 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. A second window, in which you can perform a different search on the same found set To view a different layout in the new window, choose a layout from the Layout pop-up menu in the status area. For information on finding records, see "Finding records" on page 23. For information on sorting records, see "Sorting records" on page 30. For more information about opening multiple windows, see Help. 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: 1 Windows: Double-click the document icon in the upper left corner of the document window. 16 FileMaker Pro User's Guide 1 1 1 Windows: Click the close box in the upper right corner of the document window. Mac OS: Click the red close button in the upper left corner of the document window. Choose File menu > Close. 5. For Save a (Windows) or Type (Mac OS), choose one of the following options: Choose Copy of current file To 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. 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. 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. 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. Compacted copy (smaller) Clone (no records) Saving files You can save a copy of your file as a backup or save a clone of your file with no data. Some minor changes to files are not always saved with the file. For details, see the next section, "When FileMaker Pro saves a file." Important Always save a copy before you make extensive changes. You can't restore data after you delete a field from the Define 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 6. Click Save. When FileMaker Pro saves a file In previous versions of FileMaker Pro, simply opening and closing a file would cause the file to be saved, even if you did not actually make any changes to it. In FileMaker Pro 7, the following actions do not cause the file to be saved: 1 Displaying a different record or layout 1 Sorting records or modifying a sort order 1 Performing find operations such as Find, Show All Records, Omit Record, or modifying a find request 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). 1 1 1 Changing the position and size of windows or hiding/showing the status area Changing layout object default settings Changing ruler display settings Using databases 17 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, 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 will save the found set as well as the new record with the file. For more information about saving files, see Help. 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. 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. 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. 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. Find mode Layout mode 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, the Mode tabs in the status area, or from the mode pop-up menu at the bottom of the document window. Mode tabs Preview mode 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 Individually In a list In a spreadsheet-like table Do this in Browse mode or Find mode Choose View menu > View as Form. Choose View menu > View as List. Choose View menu > View as Table. Mode pop-up menu 18 FileMaker Pro User's Guide The following illustration shows the same layout in three views. View as Form To Set a precise column width Do this Select one or more columns, then right-click (Windows) or Control-click (Mac OS). Choose Set Column Width from the shortcut menu. In the dialog box, type a width, choose units from the list, then click OK. Click a column heading. Select one or more columns, right-click (Windows) or Control-click (Mac OS), then 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. Note You must have Sort data when selecting column selected in the Table View Properties dialog box. (In Layout mode, select this option by right-clicking (Windows) or Control-clicking (Mac OS), then choosing Layout Setup from the shortcut menu. In the Layout Setup dialog box, click the Views tab, then click Properties.) Field labels One record Sort records 1 1 View as List One record View as Table One record Column headings. Each column displays one field from the current layout Viewing records in table format While viewing records in table format, you can make one or more of the following changes to columns and records: To Reorder columns Resize a column Do this Click a column heading and drag it to a new location. Move the pointer to the edge of the column heading. When the pointer changes to a double arrow ( ), drag it to the desired size. View as Table Using databases 19 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 15. In this view View as Form View as List or View as Table The active record is The record that you're displaying. 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. Portal Click inside the portal row to select a related record Moving through records Current record in View as List To move from one record to another, use the book icon in the status area. Book icon Slider Current record number Number of records in the database To move To the next record in the current table To the previous record in the current table Quickly to a specific record Do this Click the right page of the book icon. Click the left page of the book icon. 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 3, "Working with related tables and files." 1 1 Click the current record number, type the record number you want, then press Enter (Windows) or Return (Mac OS). Press Esc, type the record number, then press Enter or Return. 20 FileMaker Pro User's Guide To move Quickly through records Do this Drag the slider right or left to move forward or backward. 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 45. To enter or change values in the new record, see "Entering and changing data in fields" on page 22. Through records in Use the scroll bar on the right side of the window. View as List or View as Table To a record with a unique value that you know See "Finding records" on page 23. 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. (See "Creating relationships" on page 68.) To Add a record to a related table Do this in Browse mode 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). 1 If records are sorted, the new record appears immediately after the current record. 1 1 1 If records are unsorted, the new record appears after the last record in the found set. For more information, see "Sorting records" on page 30. To Add a new blank record Do this in Browse mode Choose Records menu > New Record. You see a blank record with one field selected. If the related field is in a portal, type data into the field in the last (empty) row of the portal, then press Enter. If the related field isn't in a portal, type data into the field, then press Enter. Duplicate a record that is displaying related data Duplicate a related record in a portal Be sure no records in a portal are selected, then choose Records menu > Duplicate Record. Select the record in the portal, then choose Records menu > Duplicate Record. Quickly add a record Select the record to duplicate. Then, choose Records with the same or similar menu > Duplicate Record. (See "Selecting the active data as an existing record record" on page 19.) Add or duplicate related records See the next section.