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Index
FileMaker Pro 13: The Missing Manual The Missing Credits
About the Authors About the Creative Team Acknowledgments The Missing Manual Series
Introduction
Why FileMaker Pro? About This Book Macintosh and Windows About the Outline What’s New in FileMaker Pro 13 The Very Basics
About→These→Arrows
About the Online Resources
The Missing CD Feedback Errata Registration
Safari® Books Online
1. Getting Started with FileMaker
1. Working with Your Database
A Very Quick Database Tour
Content Area Scroll Bars Zoom Controls Understanding Modes Status Toolbar
Opening and Closing Database Files
Opening a Database Closing a Database
Adding Data to Your Database
Creating a Record Entering Information
Moving Between Fields Editing a Record Reverting a Record Duplicating a Record Deleting Records
Fields for Lots of Text Adding a New Button to the Toolbar Understanding Browse Mode Error Messages
Typing in Vain
Navigating Your Database
Navigating Record by Record Navigating with Keyboard Shortcuts
Finding Records
Performing a Find Fast Match Quick Find Viewing All Records Understanding Find Mode Error Messages
No Records Match No Valid Criteria Accidental Data Entry in Find Mode
Sorting Records
Understanding Sorting Sort Order Multiple Sort Fields
Same Database, Different Views
Viewing a List Viewing a Table Creating a New Window Hiding Windows
Closing Hidden Windows
Automatically Arranging Windows
Saving Your Database
Saving a Copy of Your Database Saving a Clone of Your Database
Using FileMaker’s Help Menu
2. Organizing and Editing Records
Views
Form View List View Table View
Rearranging Columns in Table View Modifying Table View Modifying Table View in Layout Mode
Advanced Find Techniques
Multiple Requests
Searching with “AND” Conditions Searching with “OR” Conditions
Finding by Omitting Refining a Found Set with Omit Commands Constraining and Extending the Found Set
Constraining the Found Set Extending the Found Set
Refining Searches with Find Operators
Match Whole Word (=), Match Phrase (“”), and Match Entire Field (= =) Find Duplicate Values (!) Less than (<), Less than or Equal (≤), Greater than (>), and Greater than or Equal (≥) Range (…) Today’s Date (//) and Invalid Date or Time (?) Any One Character (@) and Any One Digit (#) Zero or More Characters, A.K.A. “Wildcard” (*) Relaxed Search (~)
Modify Last Find Using the Find Pop-Up Menu
Saving Finds Editing Saved Finds
Editing What’s in Your Fields
Drag-and-Drop Editing Using the Replace Command Find and Replace
Changing Text Appearance
Text Formatting Paragraph Formatting The Text Ruler Formatting Tabs
Setting Tabs in the Text Ruler Setting Tabs in the Tabs Dialog Box
Checking Spelling
Spell Checking with Menu Commands Spell Checking as You Type Managing Spelling Dictionaries
User Dictionaries
Preview Mode and Printing
2. Building Your First Database
3. Creating a Custom Database
Creating a New Database Creating and Managing Fields in Form View
Resizing the Layout
Resizing the Layout
Creating Fields Managing Field Types Creating Records in Table View Embedding a File in a Container Field Inserting a File with a Reference Exporting Field Contents
Understanding Layouts
The Layout Bar The Layout Status Toolbar and Layout Mode Layout Objects
Customizing a Layout
Editing Text Objects and Fields
Moving and Resizing Fields Using Object Grids Viewing Sample Data Editing Text Objects Deleting Objects Adding Text Objects Creating a New Style
Using the Inspector Inserting a Picture on a Layout Adding a Gradient Formatting Fields
Formatting a Number Field Adding a Field Control Style and a Value List Editing a Value List Adding a Drop-Down Calendar to a Field
Creating a New Layout
Making Two Layouts Match
Applying Styles Copying Object and Part Styles
Arrange and Align Tools
Aligning and Distributing Objects Resizing Objects Grouping and Locking Objects Arranging Objects Rotating Objects
4. Adding Power to Your Database
Creating a Simple Calculation
Creating Fields with Manage→Database Adding New Fields to a Layout Deleting a Field
Discard Changes
Creating a Related Table
Understanding the Elements of a Relationship Creating a Key Field with an Auto-Enter Serial Number
Using Replace Field Contents to Add Serial Numbers
Creating a New Table
Viewing the New Table’s Layout
Creating a Relationship Between Two Table Occurrences
Creating and Using Portals
Adding a Portal to a Layout Resizing and Moving a Portal
Adding Rows to a Portal
Context Creating Records Through a Portal Editing Records Through a Portal
Deleting Records Through a Portal
Performing Finds with Related Data
Using Tab Controls
Creating a Tab Control Editing Tab Controls
Adding, Removing, and Reordering Tabs Default Front Tab Tab Justification Tab Width Formatting a Tab Control
Deleting a Tab Control Adding a Popover Button
Adding Merge Fields
Using Symbols to Show Important Info
Writing a Basic Script
Creating a Sort Script Creating a Button Applying a Script Trigger
Creating a Dynamic Report with the Assistant Creating a Trailing Group Report Creating Charts in Table View Changing the Default Account Summing Up
3. Thinking Like a Developer
5. Creating and Managing a Relational Database
Understanding Relational Databases Modeling Your Database
Choosing Entities Finding Relationships
One-to-Many Relationships One-to-One Relationships Many-to-Many Relationships
The Entity-Relationship Diagram
Creating an ER Diagram
Keys
Primary and Foreign Keys Choosing a Good Primary Key Field
Join Tables
Creating a Relational Database
Creating Relationships Sorting a Relationship Managing the Relationships Graph
Managing Table Occurrences Using the Tables/Relationships Tools Arrange the Graph Selection Tools Color Your Table Occurrences Adding Notes Printing the Graph
Using Relational Database Power
One Table Occurrence, One Found Set Viewing Related Fields on a Layout Creating a Value List Based on a Related Field
Lookups
Creating Lookups Using a Relookup Navigating Between Related Records
Go to Related Record Using GTRR to Create a Found Set
Reviewing Relationship Concepts
Bidirectionality Implicit Relationships in Action
6. Field Options
Understanding Field Types
Text Number Date Time Timestamp Container Calculation Summary
Auto-Enter Field Options
Creation Values
Using Creation Name and Account Name
Modification Values Serial Number Value from Last Visited Record Data Calculated Value Looked-Up Value
Validation Options
Making Validation Stricter Validation Requirements
Strict Data Type Not Empty Unique Existing Value Member of Value List In Range Maximum Number of Characters
Storage Options
Global Storage Repeating Fields Indexing
Automatic Indexing Manual Indexing Indexing Language Seeing the Index Container Field Options
Printing Field Definitions
Beyond Text: Container Fields
Pictures
Copy and Paste Insert→Picture
QuickTime Sound File
Exporting Data from Container Fields
7. Layout Mechanics
Layout Types
Selecting a Device Computer and Touch Device Layout Types
Form List Table Report
Printer Layout Types
Labels or Vertical Labels Envelope Report
Layout Parts
Parts in Form View Parts in List View Parts in Preview Mode Part Setup Dialog Box When to Use Each Type Arranging Parts Renaming a Layout Setting Layout View Found Sets and Layouts Layout Setup Manage Layouts
Formatting Fields
Field Controls
Advanced Field Controls
Edit Box Drop-Down List Pop-Up Menu Checkbox Set Radio Button Set Drop-Down Calendar Auto-Complete
Auto-Complete in Edit Boxes Auto-Complete in Drop-Down Lists
Repetitions Display Data From Field Behavior
Tab Order
Customizing the Tab Order Fixing the Tab Order in the People Database Preserving the Automatic Order
Creating Layouts for Printing
Visualize the Result in Preview Mode Print Margins Columns
8. Layout Design
Layout Themes Touch Themes Styles
Customizing Styles Saving Style Changes to the Theme Reusing and Sharing Themes
Grids, Guides, and Dynamic Guides
Grids Guides Dynamic Guides
Screen Stencils Data Formatting
Number Formatting
General As Entered Boolean Decimal Currency Percent
Date Formatting
As Entered Preset Styles Custom Short System Date and Long System Date
Time Formatting
As Entered Other Formats
Timestamp Formatting Graphic Formatting
Format Alignment Optimize For
Merge Fields Merge Variables Tooltips Autosizing
Autosizing in List Layouts Sliding Layout Objects
When to Use Sliding Choosing the Objects to Slide Setting Sliding Options More Sliding & Visibility Options
Buttons
Creating Buttons with the Button Tool Turning an Existing Layout Object into a Button Making a Button Not a Button Button Actions Popover Buttons
Slide Controls
9. Understanding Calculations
Understanding Calculations
Creating a Calculation The Structure of a Calculation Using Fields in Calculations Using Constants in Calculations
Number Constants Text Constants
Using Operators in Calculations
Mathematical Operators The Concatenation Operator Comparison Operators Logical Operators Parentheses
Functions
Text Functions Text Formatting Functions Number Functions Date Functions Time Functions Timestamp Functions Container Functions Aggregate Functions Summary Functions Repeating Functions Financial Functions Trigonometric Functions Logical Functions Get Functions Design Functions Mobile Functions Custom Functions External Functions
Expressions
Using a Related Field in a Calculation Understanding the Specify Calculation Dialog Box
Table Occurrence Context Field List Operators Function List Result Type Calculation Box Changing the Standard Evaluation Behavior
Auto-Enter Calculations Validate Data Entry with a Calculation Commenting in Calculations
10. More Calculations and Data Types
Number Crunching Calculations
Number Function Types Using Number Functions
Abs() Average() Count() Floor() and Ceiling() List() Round() Setprecision()
Going Beyond Basic Calculations
Reviewing the Data and New Business Rules Planning the Calculations Constructing the Calculation
Text Calculations
Text Functions
Text Function Types Character Functions Word Functions Text Editing Functions Text Value Functions Text Counting Functions
Text Formatting Functions
TextColor() and RGB() TextFont() TextSize() Textstyleadd() and Textstyleremove()
Date and Time Calculations
Math with Dates and Times
Dates Times
Parsing Dates and Times Calculations that Create Dates and Times
The Secret Powers of Date()
Containers in Calculations
Calculations with Pictures, Sounds, Movies, and Files Calculations with References
11. Understanding Scripts
Understanding Scripts Your First Script
Preparing the Database Planning Your Script Creating Your Script Improving Your Script
Shortcuts to the Edit Script Window The Importance of the Layout
When to Switch
Running Scripts
The Scripts Menu Buttons Script Triggers Timer Scripts Running Scripts on the Server
Waiting for Script Results
Organizing Your Scripts
Creating Script Folders Creating Menu Separators
Branching and Looping in Scripts
Branching with If, Else If, Else, and End If Testing Multiple Conditions Looping
Using Go to Record/Request/Page to Exit a Loop Using Exit Loop If to Exit a Loop Understanding Types of Loops
Script Triggers
Creating a Simple Script Trigger File Option Triggers
OnFirstWindowOpen OnLastWindowClose OnWindowOpen OnWindowClose
Layout Triggers
OnRecordLoad OnRecordCommit OnRecordRevert OnLayoutKeystroke OnLayoutEnter OnLayoutExit OnLayoutSizeChange OnModeEnter OnModeExit OnViewChange OnGestureTap
Object Triggers
OnObjectEnter OnObjectKeystroke OnObjectModify OnObjectValidate OnObjectSave OnObjectExit OnPanelSwitch
12. Exploring Script Steps
Go to Layout Go to Object
Naming Objects Using Go to Object in a Script
Scripting for Fields
Navigating Fields
Go to Field Go to Next Field and go to Previous Field
Editing Commands Selecting Text Editing Field Data
Avoiding Cut, Copy, and Paste Set Field Set Field by Name Insert Calculated Result Inserting Other Values Putting Data in Container Fields Using the Insert File Script Step
Creating a Field Script
Building the Script
Other Steps that Work with Fields
Replace Field Contents and Relookup Field Contents Set Next Serial Value Perform Find/Replace
Working with Records
Creating, Duplicating, and Deleting Records Navigating Through Records
Go to Record/Request/Page Go to Related Record
Opening, Reverting, and Committing Records
Open Record/Request Commit Records/Requests Revert Record/Request
Copying Records
Copy Record/Request Copy All Records/Requests
Working with Portals
Go to Portal Row
Finding Records
Pausing for Users’ Find Requests
Triggering A Find Script
Static Find Requests Using a Variable to Create Dynamic Find Requests Constraining and Extending the Found Set Omitting Records Modify Last Find
Sorting Records
Sorting Records with an OnRecordLoad Trigger
Working with Windows
Creating Windows
Specifying Advanced Style Options
Bringing a Window to the Front Closing a Window Moving and Resizing Existing Windows
Adjust Window Arrange All Windows Move/Resize Window
Other Window-Related Script Steps
Working with Files
Opening and Closing Files Save a Copy As Other File-Related Script Steps
Printing Other Script Steps
Upload to FileMaker Server Set Script Animation Refresh Object Open URL Dial Phone Set Web Viewer Execute SQL Flush Cache to Disk Exit Application
4. Becoming a Power Developer
13. Applying Developer Utilities
Copying and Pasting Database Structure
Importing Tables and Fields Copying and Pasting Tables Copying and Pasting Fields Copying Scripts and Script Steps
Script Debugger
Controlling Script Execution Breakpoints Examining Errors Pause on Error The Call Stack Working with the Debugger Window
The Data Viewer
The Current Tab The Watch Tab
Disable Script Steps The Database Design Report
Generating the DDR Using the DDR Finding Broken Elements with the DDR
Custom Functions
Defining a Custom Function Editing Custom Functions Sharing Custom Functions
Custom Menus
Editing a Menu Creating a New Menu Using Existing Commands Submenus Removing a Menu Hiding or Showing a Menu by Calculation Installing Custom Menu Sets
Developer Utilities
Using the Developer Utilities
Renaming Files Create Runtime Solution Application(s) Remove Admin Access from Files Permanently Turn on Kiosk Mode for Non-Admin Accounts Databases Must have a Filemaker File Extension Create Error Log for any Processing Errors Loading and Saving Settings
File Maintenance
14. Advanced Relationship Techniques
Advanced Relationships
Self-Join Relationships
Avoiding Ambiguity
Multiple Criteria Relationships
Editing a Relationship
Relationship Operators
Portal Filtering Understanding Table Occurrences
Deciding Which Table Needs a New Occurrence
Adding a Table Occurrence Adding Fields for New Table Occurrences
Table Occurrence Groups
Planning the New Elements You’ll Need Understanding Table Occurrence Groups Creating a New Table Occurrence Group Building the Assign Expenses Layout
Duplicating and Editing an Existing Layout Copying a Portal from Another Layout Using GTRR to Switch TOGS
Understanding Graph Arrangements Connecting Database Files
Adding a Table Occurrence from Another File Defining Data Sources Using a Path
Using Multiple Relationship Techniques
Creating the Invoice Finder Layout
15. Reporting and Analysis
Summary Fields and Subsummary Parts
Summary Fields Other Summary Field Types
Total of Average of Count of Minimum and Maximum Standard Deviation of Fraction of Total of List of Summarizing Repetitions
Advanced Subsummary Parts
Multiple Subsummary Parts on One Layout
Leading and Trailing Grand Summaries Subsummary Parts and Printing
Web Viewer Objects
Putting a Web Viewer on a Layout Web Viewer Options
Allow Interaction with Web Viewer Content Display Content in Find Mode Display Progress Bar Display Status Messages Automatically Encode URL
Conditional Formatting
Conditional Formatting of Fields Conditional Formatting of Text Objects Advanced Conditional Formatting Removing Conditional Formatting
Basic Charting (Found Set Charts)
Column Stacked Column Positive/Negative Column Bar Stacked Bar Pie Line Area Scatter Bubble
Chart Formatting Charting and Reports
Picking the Right Fields Choosing an Appropriate Layout Part Using the Correct Sort Order
Advanced Charting
Delimited Data Related Records
16. Advanced Calculations
Understanding Boolean Functions
Using the Self() Function
Using Storage Options
Understanding Stored and Unstored Calculation Fields
Field Dependencies Deciding when to Store Indexing Calculations
Global Calculation Fields
Logical Functions
Conditional Functions
The If() Function The Case() Function The Choose() Function
Constructing a Conditional Calculation
Total Due Calculation #1: Using the If() Function Total Due Calculation #2: Using the Case() Function
The Let() Function and Variables
Defining Calculation Variables
Total Due Calculation #3: Using the Let() Function
The Life of a Variable
Local Variables Global Variables
Nesting Let() Functions
Recursion
Step 1: Solve the First Case Step 2: Assume Your Function Already Works, and Use It Step 3: Find a Stopping Point
Plug-Ins
Installing Plug-ins Finding Plug-ins Creating Your Own Plug-ins
17. Advanced Scripting
Commenting Scripts Importing Scripts Communicating with Database Users
Showing Custom Dialog Box
Showing a Simple Message Asking a Simple Question Providing Input Fields Understanding the Commit Data Option
Building a Custom Layout Showing Feedback with a Merge Variable
Creating Modular Scripts
The Perform Script Script Step Halt Script and Exit Script
Exit Script (Result) Organizing Scripts that Use Halt Script or Exit Script
Script Parameters Script Variables Handling Errors
The Set Error Capture Script Step The Get(LastError) Function The Allow User Abort Script Step
Advanced Script Triggers
Install OnTimer Script Keystroke Triggers
Detecting Keystrokes Creating a Simple Keystroke Trigger Creating a Keystroke Filter
Putting a Complex Script Together
Planning the Script Considering Exceptions Creating Subscripts
Creating Subscript Placeholders Creating Skeleton Subscripts
Finishing the Subscripts
The Find Unbilled Activity Subscript Copying and Editing Existing Script Steps Adding a Script Parameter to a Perform Script Step Checking a Subscript’s Result Finishing the Create Invoice Record Subscript Finishing the Process Timeslips Subscript Creating a Looping Script The Process Expenses Subscript
Testing Scripts
5. Security and Integration
18. Adding Security
How Security Works
Who Gets Access What They Can Do
Privilege Sets
Understanding Privilege Sets
The Built-In Privilege Sets Custom Privilege Sets
Understanding Individual Privileges
Other Privileges Creating a Privilege Set Data Access and Design Privileges Creating Record-Level Access Field-Level Access Editing a Privilege Set
Managing Accounts
Adding a New Account
Testing Your New Account
External Authentication
Extended Privileges
Creating an Extended Privilege Checking for an Extended Privilege Assigning Extended Privileges
Managing External File Access Scripts and Security
Detecting Privileges in a Script Handling Security Errors Running Scripts with Full Access Privileges Managing Security with Scripts
Add Account Delete Account Reset Account Password Change Password Enable Account Re-Login
19. Sharing Data Using FileMaker Server
Understanding Database Sharing
Reviewing Record Locking
FileMaker Network Sharing
Setting Up a Host Computer
Working with a Shared File
Opening a Shared File Understanding the Open Remote File Dialog Box
Choosing a Host Computer Choosing a File
FileMaker Server
Preparing to Install FileMaker Server
Understanding Installation Types
Installing FileMaker Server
Configuring Your Server Using the Technology Tests Page
Administering FileMaker Server
Uploading a Database from FileMaker Pro Uploading a Database Manually Understanding Backups Scheduling a Backup Enabling Progressive Backups
Server Hardware
20. Sharing Data with WebDirect and FileMaker Go
Understanding WebDirect
Understanding WebDirect Compatibility
Enabling WebDirect in a Database
Setting Up WebDirect on FileMaker Server
Opening a Database in FileMaker Go
Logging In After Hibernation
Connecting with a Web Browser
Disconnecting from WebDirect
Designing for WebDirect and FileMaker Go
Reducing Overhead Creating a Good User Experience Choosing Layouts for WebDirect and FileMaker Go
Designing for Go Designing for WebDirect
Understanding WebDirect Menus
Customizing the WebDirect Home Page Sharing Databases on the Internet Without WebDirect
Custom Web Publishing Static Web Publishing
21. Sharing Data with Other Systems
Sharing Your Data with Others
Save/Send Records As
Saving as Microsoft Excel Saving as Portable Document Format (PDF)
Snapshot Link External SQL Sources
Setting Up ODBC
The SQL Database Server Installing the ODBC Driver Configuring the Data Source in Windows Configuring Data Sources on Mac OS X Finishing ODBC Data Source Configuration
Connecting FileMaker to a SQL Data Source Adding SQL Tables to a FileMaker Database
Creating Relationships Shadow Tables
Using SQL Tables
Exporting Data
Grouped Exports
Export Formats
Importing Data
Recurring Import Importing over Existing Data
Update Existing Records in Found Set Update Matching Records in Found Set
Creating Tables on Import Creating a New Database from an Import File
Import Data Sources
File Folder
Importing a Folder of Pictures or Movies Importing a Folder of Text Files
XML Data Source
XML Export
Bento Data Source ODBC Data Sources
Importing and Exporting in a Script
Save Records Script Steps The Import Records Script Step The Export Records Script Step
6. Appendixes
A. Getting Help
Getting Help from FileMaker Pro FileMaker’s Installed Extras
Starter Solutions The Quick Start Screen Getting Help from FileMaker, Inc. The Resource Center Updates and Downloads FileMaker Training
Filemaker Training Series Webinars Video and Tutorials Third Party Training Materials
Technical Support
Free Support Paid Support
Developer Programs
The FileMaker Technical Network FileMaker Business Alliance (FBA)
DevCon
Getting Help from the Community
Local User Groups Mail Lists and Newsgroups Training/Consultants
B. File Conversion
Compatibility Understanding Conversion
Sharing Converted Files With WebDirect
Start with a Test Run Converting a Single File
Troubleshooting Conversion Problems
Converting Multiple Files
C. Using the Insert Commands with Container Fields
Notes
Notes
Notes
D. FileMaker Error Codes
Index About the Authors Copyright
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