Filemaker TU693LL/A Datasheet

Category
Database software
Type
Datasheet

This manual is also suitable for

FileMaker
®
Pro 10
Tutorial
© 2007-2009 FileMaker, Inc. All rights reserved.
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software.
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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
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constitutes neither an endorsement nor a recommendation.
FileMaker, Inc. assumes no responsibility with regard to the
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For more information, visit our website at www.filemaker.com.
Edition: 01
Contents
Lesson 1
FileMaker Pro basics
How to use this tutorial 7
Where to find the sample file 8
Database concepts 8
What is a database? 8
Why use a database? 8
How is a database organized? 8
How is field data displayed? 8
FileMaker Pro basics 9
About FileMaker Pro modes 9
For more information 10
Lesson 2
Browsing information
Open a database and move between records 11
View information in different ways 12
See a different layout 12
View your layouts as forms, lists, and tables 14
Explore the status toolbar and layout bar 15
Find out what status toolbar buttons do 15
Customize the status toolbar 15
Save a copy of the sample file 16
For more information 16
Lesson 3
Finding and sorting records
Find records based on criteria in a single field 17
Find records based on criteria in separate fields 18
Find records that match multiple criteria in the same field 19
Find records that match a range of criteria in the same field 19
Narrow your search 20
Save a find request for later use 21
Find records using a Saved Find 21
Sort your found set 22
Add a new record in List View 23
For more information 23
4 FileMaker Pro Tutorial
Lesson 4
Creating a database and entering records
Create a simple database and define fields 25
About field definitions 25
Create a database 25
Enter data into the database 26
Create the first record 26
Create another record 27
Copy data with drag and drop 27
Modify data in a record 28
Delete a record 28
Insert a file in a container field 28
For more information 29
Lesson 5
Customizing what you see
About layouts and tables 31
About customizing layouts 31
Resize, move, and add a field 31
Select and resize a field 31
Move a field 32
Add a field 33
Add a tab panel 35
Display a number as currency 36
Add color to a tab panel 36
Change text size and color 37
Add a graphic to the layout 37
For more information 38
Lesson 6
Creating lists, mailing labels, and form letters
Create a columnar list 39
Create mailing labels 40
About label layouts 40
Create a label layout 40
Create a form letter 42
About form letter layouts 42
Create a one-page blank layout 42
Customize the letter with the company name 44
Add the closing 44
For more information 45
|
Contents 5
Lesson 7
Simplifying data entry
Enter data using value lists 47
Define a value list 47
Assign a value list to a field and display it as radio buttons 48
Generate values with a calculation field 49
Create a calculation field 49
Test your calculation 51
Automatically enter a serial number 51
Create a field for serial numbers 51
For more information 52
Lesson 8
Automating tasks with buttons and scripts
Perform a task using a button 53
Create the button 53
Perform a series of tasks using a script 54
About scripts 54
Create a script to preview the Labels layout 54
Assign a script to a button 55
Rename the button 55
Test the button 56
For more information 56
Lesson 9
Creating and running reports
Create a report with grouped data 57
About subsummary reports 57
Create a subsummary report 57
Create a report with grouped data and totals 61
Create a report with grouped data and totals 62
Save and send a report as a PDF file 65
For more information 66
Lesson 10
Making databases relational
Display a related record in a file 67
Define a relationship to another table 67
Display data from a related record 68
6 FileMaker Pro Tutorial
Display a list of related records 69
Create a portal to display matching records 69
Add the fields in the portal 70
For more information 70
Lesson 11
Sharing and exchanging data
About sharing data 71
Enable FileMaker network sharing 71
Opening a remote file 73
About exchanging data 74
Saving and sending data 74
Supported import/export file formats 74
About importing data 74
Import data into the sample file 74
For more information 76
Lesson 12
Protecting data in FileMaker Pro
Create an account and password 77
About accounts 77
Create a privilege set 78
About privilege sets 78
Create a custom privilege set 79
For more information 80
Lesson 13
Keeping your data safe
How to back up your database 81
When to back up 82
For more information 82
Lesson 1
FileMaker Pro basics
Welcome to the FileMaker
®
Pro tutorial. This tutorial shows you how you can manage your information in
FileMaker Pro.
You will learn how to use FileMaker Pro software to:
1 locate and sort information
1 create and enter records in a simple database
1 create mailing labels
1 create calculations, buttons, and scripts
1 create and run reports
1 create relationships between FileMaker Pro database tables
1 learn how files can be shared with other users on your network or over the internet
1 protect information in your database by assigning user accounts and privilege sets and by backing up your
databases
It takes approximately four hours to complete this tutorial, which can be done in one session or several
shorter sessions.
How to use this tutorial
These lessons are based on the membership database of a fictitious travel firm, The Corporate Travelers
Club. Corporate travelers who are members of this club save their businesses money on travel costs, and the
club’s expenses are offset by an annual membership fee. FileMaker Pro is used to track the members’ names,
addresses, and membership status, as well as to generate labels and form letters to contact members.
You must complete these lessons sequentially, as concepts introduced in early lessons are assumed to be
understood in later lessons. The sample file that you work in progresses through the lessons.
This tutorial assumes that you are familiar with your computer’s operating system. Opening files, locating
folders, and other activities that require some knowledge of your computer’s OS are a necessary part of
completing this tutorial.
Because using FileMaker Pro is the most effective way to learn the application, each lesson features a hands-
on activity designed to guide you through menus, screens, and concepts step by step.
The file included with this tutorial is intended to illustrate the features of FileMaker Pro, and as such, might
be unsuitable for use as a template for further development.
To send your feedback on this guide, see www.filemaker.com/company/documentation_feedback.html.
8 FileMaker Pro Tutorial
Where to find the sample file
The sample file contains data for the Corporate Travelers Club and provides a place for you to practice
building the database elements that are described in each lesson. If you need to start over, replace your
existing sample file with a new copy. If the sample file was installed, it is in:
FileMaker Pro 10/English Extras/Tutorial
or
FileMaker Pro 10 Advanced/English Extras/Tutorial
You can also download the sample file from the FileMaker website by visiting
www.filemaker.com/documentation.
Database concepts
What is a database?
A database is a method of organizing and analyzing information. You’ve probably used several databases
recently without realizing it. A date book, a parts list, and even your own address book are databases.
Why use a database?
Storing information in a database file has many benefits. A database doesn’t just hold information—it helps
you organize and analyze the information in different ways. For example, databases allow you to group
information for reports, sort information for mailing labels, count your inventory, or find a particular invoice.
Computerized databases offer many additional advantages over their paper-based counterparts: speed,
reliability, precision, and the ability to automate many repetitive tasks.
How is a database organized?
A database file is organized into one or more tables. Tables store records. Each record is a collection of
fields.
Imagine your address book is a FileMaker Pro database file. Each listing in your address book is one record
in an Address Book table. Each record has information, such as name, address, city, and so on. Each of these
pieces of information—name, address, and city—is stored in a separate field.
How is field data displayed?
FileMaker Pro displays fields on layouts. Each layout is based on a single table, and displays records from
that table.
Imagine that your database has a Tasks table in addition to the Address Book table. A layout based on the
Address Book table will display fields and records from the Address Book table. A layout based on the Tasks
table will display fields and records from the Tasks table.
Lesson 1
|
FileMaker Pro basics 9
FileMaker Pro basics
FileMaker Pro is a cross-platform application. Files created on a Mac can be opened in FileMaker Pro on a
computer running Windows, and vice versa.
Unlike most word processing or spreadsheet programs, FileMaker Pro saves your work automatically.
Consequently, it’s important to carefully consider your actions when making sweeping changes to your files,
especially when deleting records. Once records are deleted, they are completely removed from your
database.
As you will learn in lesson 13, you should back up your files on a regular basis. Backups can save you many
hours of unnecessary work and worry in the event that your files become lost or damaged, or records are
inadvertently deleted.
About FileMaker Pro modes
When you work in FileMaker Pro, you work in one of four modes.
1 Use Browse mode to enter data and view records.
1 Use Find mode to locate a record or a group of records quickly.
1 Use Layout mode to specify how information will appear on the screen or when you print it.
1 Use Preview mode to see what the pages will look like when you print them.
After you have opened a database, you can switch from one mode to another using either the View menu,
buttons in the status toolbar and layout bar, or the mode pop-up menu at the bottom of the application
window.
Use the mode pop-up menu to switch modes
Use buttons in the
status toolbar and
layout bar to switch
modes
10 FileMaker Pro Tutorial
For more information
For more information on FileMaker Pro basic concepts, see chapters 1 and 2 in the FileMaker Pro User’s
Guide.
You can also find comprehensive information about procedures and concepts in FileMaker Pro Help. To
access FileMaker Pro Help, choose Help menu > FileMaker Pro Help.
To access the FileMaker Resource Center on the web, choose Help menu > Resource Center.
Lesson 2
Browsing information
You view, enter, or change data in Browse mode. This is the simplest way to interact with your database.
In this lesson you will:
1 open a database with data already in it
1 move between records
1 view information in different ways by switching layouts
1 see the difference between form view, list view, and table view
1 explore the status toolbar
1 save a copy of the database
Open a database and move between records
To open the sample database:
1. Open the Tutorial folder on your hard drive. For the tutorial folder location, see chapter 1, “Where to find
the sample file.”
2. Open Sample.fp7.
3. Notice:
1 The database is in Browse mode. FileMaker Pro defaults to Browse mode when a database is opened.
1 The status toolbar shows there are 29 records in the sample database. The first record is displayed.
Record currently displayed Number of total records
Book icon
Slider
Mode pop-up menu
displays current mode
12 FileMaker Pro Tutorial
4. Click the right page of the book icon to move forward one record at a time, and click the left page to move
back one record at a time.
5. Drag the slider to the right and release to move forward a number of records at one time. Drag the slider
to the left and release to move backwards a number of records.
You can also click the current record number, type the record number you want, then press Enter
(Windows) or Return (Mac
OS) to go to a specific record in the database.
Tip The Records menu also provides commands to move between records. Choose Records menu > Go to
Record and choose either Next, Previous, or Go To.
View information in different ways
Even though you enter information only once in FileMaker Pro, you can use that information in many ways.
Layouts let you view some or all of your fields.
Because it is not necessary to see all of your fields in each layout, layouts are a powerful tool for working
with or printing just the information you need to accomplish a particular task.
See a different layout
To see some layouts in action, use the file you just opened.
1. Click the Layout pop-up menu, located in the layout bar. A list appears showing the layouts available in
this file.
2. Notice the check mark next to the Data Entry layout, your current layout. The Data Entry layout shows
all of the fields in the table.
Steve Williams
789 Ninth Avenue
New York, NY 10001
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
The same data can be arranged differently with multiple layouts
Layout
pop-up menu
Lesson 2
|
Browsing information 13
3. Choose the Club List layout from the Layout pop-up menu.
This layout shows each record as one row in a columnar list. Notice that the Club List layout contains
only four of the fields that were present in the Data Entry layout. Because fewer fields are present on this
layout, some data is simply not displayed. However, no data has been removed from the database.
4. Go to the Layout pop-up menu and return to the Data Entry layout. No data has been lost.
Fields
The Club List layout displays only four of the fields present on the Data Entry layout
14 FileMaker Pro Tutorial
View your layouts as forms, lists, and tables
You can view your layouts in three different ways: as a form, as a list, and as a table.
1 Form View displays your current layout one record at a time.
1 List View shows your current layout as a list, with one record appearing beneath another.
1 Table View shows you many records at one time in a grid.
Generally, layouts can be toggled between Form View, List View, and Table View while the database is in
Browse mode.
Switch between Form View, List View, and Table View in the same layout to see how they are different.
1. In the sample file, switch to the Club List layout. You see many records, displayed as a list.
2. Click Form View in the layout bar.
You now see a single record, displayed in the same layout. Only the viewing option has changed.
3. Click Table View in the layout bar.
The View as Table feature allows you to view many records at once in a grid.
4. Click List View in the layout bar to return to List View.
Form view
List view
Table view
The Club List layout, viewed as a form, then as a list, and then as a table
Lesson 2
|
Browsing information 15
Explore the status toolbar and layout bar
The status toolbar at the top of the FileMaker Pro window gives you quick access to FileMaker Pro menu
commands you use everyday. The default buttons on the toolbar vary, depending on which mode you are in.
You can add and remove buttons to customize the status toolbar in any mode. The layout bar below the status
toolbar helps you quickly switch between layouts and views. Other controls on the layout bar vary according
to the mode you’re in.
Find out what status toolbar buttons do
1 Move the pointer over buttons on the status toolbar.
A tooltip appears for each button and describes its use.
Customize the status toolbar
You can use the status toolbar as is, or you can add and remove buttons.
To add a button to the status toolbar:
1. Click View menu > Customize Status Toolbar.
2. Mac OS: Skip to step 3.
Windows: In the dialog box, select the Commands tab.
3. Drag Print from the Commands list (Windows) or dialog box (Mac OS) to the status toolbar.
To remove a button from the status toolbar:
1 Drag the Sort button from the status toolbar to the dialog box.
To reset the toolbar so it displays only the default buttons:
1. Do one of the following:
1 Windows: In the Toolbars tab, select Status Toolbar, click Reset, then OK.
1 Mac OS: Drag the default button set from the dialog box to the status toolbar.
The Print button is removed and the Sort button is restored.
2. When you are finished, click Close (Windows) or Done (Mac OS) in the dialog box.
Status toolbar
Layout bar
Status toolbar and layout bar in Browse mode
16 FileMaker Pro Tutorial
Save a copy of the sample file
You will use a copy of the sample file in the lessons ahead.
To save a copy of the sample file:
1. Choose File menu > Save a Copy As.
2. Select the Tutorial folder as the location for the copy.
Sample Copy.fp7 is automatically entered as the filename.
3. Click Save.
4. Close the original sample file by choosing File menu > Close.
5. When you are finished with this lesson, close the file by choosing File menu > Close.
For more information
You have opened a database, browsed through records, switched layouts, learned the differences between
Form View, List View, and Table View, and explored the status toolbar and layout bar. You have also created
a copy of a database that contains data. For more about browsing information in FileMaker
Pro, see
chapter
2 of the FileMaker Pro User’s Guide.
Lesson 3
Finding and sorting records
Your database is a collection of records. Sometimes you’ll work with all of the records in the database (to
mail out an annual catalog for each customer, for example). Often, however, you’ll work with a subset of
your database—people who come from a particular city, for example, or records that fall within a particular
range of dates.
In FileMaker Pro, this process of searching for records that match particular criteria is called finding records.
Once you’ve found the records you want to work with, you can change their order by sorting them. Records
can be sorted in ascending or descending order.
In this lesson, you will:
1 find records matching criteria in a single field and multiple fields
1 find records matching a range of data
1 narrow your searches by omitting records
1 save a find request, modify it, and use the new request to locate different records
1 sort records in ascending order (a to z) and add a new record in sorted order
Note Verify that you have Sample Copy.fp7 before beginning this lesson. See lesson 2 for information on
accessing the Tutorial folder and making a copy of Sample.fp7.
Find records based on criteria in a single field
In the membership database, find all of the members that are from New York City.
1. Open the Tutorial folder on your hard drive.
2. Open Sample Copy.fp7.
Tip You can choose File menu > Open Recent, then select a filename from the list to quickly open the
sample file during this tutorial.
3. Notice that the database is in Browse mode and that the active layout is Data Entry.
The first record is for a member from New York City.
4. Right-click (Windows) or Control-click (Mac OS) the City field.
18 FileMaker Pro Tutorial
5. From the shortcut menu, choose Find Matching Records.
Your find request returns records for four members who live in New York. This is the found set. The pie
chart in the status toolbar shows the found set as a portion of all the records in the database.
6. Click the book icon or slider to view each of the four records in the found set.
Find records based on criteria in separate fields
You can find records that match multiple criteria, for example members who are both from the United States
and are new members.
This type of search is commonly referred to as an AND search. To perform an AND search in FileMaker
Pro, type each search criterion directly into the appropriate field in Find mode.
To find all members who live in the United States and are new members:
1. Click Find in the status toolbar.
FileMaker Pro switches to Find mode. In Find mode, you create a find request using the fields marked
with a
. Type the criteria you want to search for directly into the fields on the request.
2. Type USA in the Country field.
3. Type New in the Membership Type field.
4. Click Perform Find in the status toolbar.
Your find request returns a found set of two records for the two new members who live in the United States.
5. To see all of the records in your database, click Show All in the status toolbar.
Note It is not necessary to click Show All before performing another Find, as FileMaker Pro finds records
from the entire database by default.
Choose this item
from the shortcut
menu
Total number of records in the database
Number of records in the found set
Lesson 3
|
Finding and sorting records 19
Find records that match multiple criteria in the same field
Sometimes you need to find records that match more than one criterion in a single field. For example, you
may need to find all members located in either New York or London. This type of search is commonly
referred to as an OR search, because your found set will consist of records that match any one of the find
criteria.
To perform an OR search in FileMaker Pro, you will need to use multiple find requests.
1 Type the first search criterion into the appropriate field of the first find request.
1 Create a second find request and enter the second search criterion in the same field.
When you click the Find button, FileMaker Pro will retrieve all of the records that match any of the criteria
you’ve entered.
To find all members living in New York or London:
1. Click Find in the status toolbar.
2. Type New York in the City field.
3. Click New Request in the status toolbar.
Notice that the status toolbar shows that there are currently two find requests.
4. Type London in the City field of this second request.
5. Click Perform Find in the status toolbar.
Your find request returns a found set of six records for six members who live in either New York or
London.
Find records that match a range of criteria in the same field
Sometimes, you might want to find records that match a range of criteria within a single field. For example,
you might want to find all of the records that fall within a one-month period, or locate all of the sales invoices
numbered between 500 and 1000.
To perform this type of search in FileMaker Pro, you use a special range symbol in your find request to
specify the lower and upper limits of your find criteria.
To find the members who paid their membership fees between January 1, 2009 and June 30, 2009:
1. Click Find.
2. Type 1/1/2009 in the Date Paid field.
Note FileMaker Pro uses the date format specified in your system settings, so the date format you see
and enter might differ from the format shown in this tutorial.
Number of find requests
20 FileMaker Pro Tutorial
3. In the layout bar, click Operators and choose range from the list.
Tip Alternatively, you can type any operator from the menu directly into a search field.
Your find request should now have 1/1/2009... in the Date Paid field.
4. Immediately after the ellipsis (...), type 6/30/2009.
5. Click Perform Find or press Enter or Return.
Your search returns six records, for six members who paid their fees within the first six months of the
year 2009.
Narrow your search
Sometimes, you might need to find records that match certain criteria while at the same time excluding
others (for example, finding all of the records that were added in a given year except for those added in a
particular month, or finding all customers who reside in the United States, except for those in New York
City). You can perform these types of finds by using a combination of multiple find requests and omitting
certain records.
Because FileMaker Pro processes multiple find requests in the order they are created, it is possible to create
very specific, layered searches in this manner. Omitting records in a search does not delete them from the
database.
To find the records of members who paid their fees in 2009, except for the members who paid their fees in
March:
1. Click Find.
2. Type 2009 in the Date Paid field.
3. Click New Request. Notice that the status toolbar shows that this is the second find request in this
database search.
Choose range
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Filemaker TU693LL/A Datasheet

Category
Database software
Type
Datasheet
This manual is also suitable for

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