FileMaker Pro 8 ® User's Guide © 1995-2005 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: 01 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 Saving and sending databases in other formats New features Information sharing features Usability improvements Ensure data accuracy Functions and script steps 7 7 7 7 8 8 8 9 9 9 10 10 10 11 11 11 11 12 12 12 Viewing records Viewing records in table format Selecting the active record Moving through records Adding and duplicating records Adding and duplicating related records Deleting records Entering data Selecting a field Entering and changing data in fields Finding records Making a find request Performing quick finds based on data in one field 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 18 18 19 20 20 21 21 22 22 22 23 24 25 25 26 28 29 29 29 29 30 32 32 32 32 33 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 13 13 14 15 16 16 17 17 4 FileMaker Pro User's Guide 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 34 35 35 36 37 37 37 37 38 Working with fields on a layout Placing and removing fields on a layout Setting up checkbox sets and other controls 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 60 60 62 63 63 63 67 67 68 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 39 39 42 43 44 44 45 46 48 49 50 50 52 52 53 55 57 58 59 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 69 69 71 72 72 72 76 76 76 78 79 79 79 80 Chapter 4 Sharing and exchanging data Sharing databases on a network Enabling file sharing and hosting files Opening shared files as a client Opening shared databases remotely using a URL Closing a hosted file 81 81 82 83 84 84 | Importing and exporting data Saving and sending data in other formats Sending email messages based on record 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 84 84 85 85 85 85 85 86 86 86 87 88 88 Contents 5 Chapter 6 Converting FileMaker databases from previous versions Converting FileMaker Pro 6 and earlier files 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 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 About enabling record-level access Viewing extended privileges 91 91 92 93 93 94 95 95 96 96 97 98 99 99 101 101 102 102 103 105 106 106 107 107 107 107 108 108 108 109 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 Installing FileMaker ODBC and JDBC Client Drivers: describes how to install the drivers needed to access a FileMaker data source via ODBC and JDBC 1 FileMaker ODBC and JDBC Developer's Guide: describes concepts and details to help you share FileMaker data with other applications, using ODBC and JDBC 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 8\English Extras\Electronic Documentation Mac OS: Macintosh HD/Applications/FileMaker Pro 8/English Extras/Electronic Documentation PDF manuals for ODBC and JDBC are on the FileMaker Pro CD, in the /xDBC/Electronic Documentation folder. 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 documentation (and any updates) by choosing Help menu > Downloads and Updates. 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. 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. Using FileMaker Pro documentation The FileMaker Pro documentation provides a learning path to productivity, installation instructions, online Help, and more. The following manuals are included: 1 FileMaker Pro User's Guide (this manual): contains key concepts and basic procedures 1 Installation Guide for FileMaker Pro and FileMaker Pro Advanced: contains installation instructions FileMaker Instant Web Publishing Guide: describes how to make FileMaker Pro databases accessible to web browser users over an intranet or the Internet Customizing Starter Solutions: describes how to customize the included database template files for your own needs 1 1 8 FileMaker Pro User's Guide 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: 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 Small business owner or educator who creates a basic database to start, then improves it over time Database administrator Suggested reading Chapter 1, "Using databases," in this guide Chapter 2, "Creating databases," in this guide. As features are added to the database, refer to 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). Templates, examples, and more information FileMaker Pro includes database template files (Starter Solutions) 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 XML support. You can find more information, tips, and database ideas on the FileMaker web site at www.filemaker.com. This guide Help, for information on advanced topics FileMaker Instant Web Publishing Guide New FileMaker Pro Installation Guide for FileMaker Pro and FileMaker Pro user Advanced This guide User upgrading from a previous version Installation Guide for FileMaker Pro and FileMaker Pro Advanced Chapter 6, "Converting FileMaker databases from previous versions" in this guide Help 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. Preface | 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 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, ...