User manual FILEMAKER PRO 8

[. . . ] FileMaker Pro 8 ® User's Guide © 1995-2005 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. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. [. . . ] During data entry, users can choose from the defined values rather than type the values. Country Choose from a list of values during data entry 1 Value list attached to Country field Choose the control style for your field Choose the data to display When you choose different control styles, the dialog box changes to display different options. For example, for Display values from, choose an existing value list or choose Define Value Lists. To set up fields to suggest possible matches as the user types data in the field, select Auto-complete using value list. For more information on defining value lists and using auto-complete, see Help. Chapter 2 | Creating databases 63 Deciding where to place related fields You can place related fields directly on layouts or in portals. Formatting field data on a layout Use FileMaker Pro field formats to control how data appears on a layout. The formats you specify don't change the data as it's stored in the database, and you can specify different formats each time you place a field on a layout (whether it's on the same layout or a different layout). For example, if you enter ­5123 into a number field, you can format it in one place to display as ­$5, 123. 00 and in another place as <5123>. FileMaker Pro applies field formatting in the following precedence: 1 Directly on layouts: Place related fields directly on a layout to display data from the first related record, even when there are more than one related records that matches the criteria of the relationship. (The first related record that's displayed is determined by whether the relationship specifies a sort order. For more information, see "Creating relationships" on page 76. ) 1 In portals: Place related fields within a portal on a layout to display data from all related records that match the criteria of the relationship. 1 Note Before placing related fields on a layout, you should understand the concepts presented in chapter 3, "Working with related tables and files. " If you don't specify formats, FileMaker Pro displays numbers, dates, and times based on the system formats set in Regional Options control panel (Windows) or the International pane in the System Preferences application (Mac OS) when the file was created. 1 About merge fields Use merge fields to combine field data and text in documents like form letters, labels, envelopes, or contracts. You create merge fields in text blocks, which allows you to use static text and field data together. Merge fields shrink or expand to fit the amount of text in the field for each record. For example: When the merge field <<First Name>> is between the text Dear and a colon, (as in Dear <<First Name>>:), FileMaker Pro displays Dear Charles: in Browse mode or Preview mode if the First Name field contains Charles. When a merge field is on a line by itself (such as an empty Address Line 2 field in a mailing label), FileMaker Pro removes the blank line from the text block. FileMaker Pro uses merge fields to create Labels and Envelope layouts. In FileMaker Pro, you can specify display formats for text, number, date, time, timestamp, or container fields with no objects selected. FileMaker Pro applies these default formats to fields you place on layouts later. For number, date, time, and timestamp fields, these display formats override the system formats. 1 1 64 FileMaker Pro User's Guide Specifying text formats for fields In Layout mode, you can specify a set of text character attributes for each field. All the characters in that instance of the field (including all repetitions of repeating fields) share the same font, size, style, color, line spacing, tab, and paragraph settings. Note You can also format characters in text fields in Browse mode (for example, italicize or underline a word for emphasis). Unlike text formatting specified in Layout mode, this formatting is stored with the data, and you see it in any layout that displays that field. In Layout mode, select one or more fields, then choose Format menu > Text. Or, to set text formats for fields you place later, start with no fields selected. You see examples of the options you choose in the Sample area. Specifying formats for fields containing numbers You can control how FileMaker Pro displays the values in number fields, calculation fields with numeric results, and summary fields. [. . . ] See Objects Emails, sending from FileMaker Pro 85 Empty or non-empty fields 29 Encryption. See Accounts; Privilege sets Entering data automatically 50 Furigana 46 typing in fields 22 Envelope layout See also Layouts described 57 Excel format importing and exporting to 85 saving data as 84 Exchanging files exporting 84, 88 importing 84 relational databases 69 with other applications 85 Exporting See also Exchanging files described 84 file formats 85 formatting 88 Extended columnar layout. See Columnar list/ report layout Extended privileges described 92 viewing 99 External Server account 92, 98 Field rights. See Accounts; Privilege sets Field tool 61 Field types and calculation results 47 described 44 Field values deleting 23 described 14 entering and editing 22 entering automatically 50 finding and replacing 32 prohibiting change 50 Field/Control tool 61 Fields See also Calculation fields; Container fields; Date fields; Match fields; Number fields; Related fields; Summary fields; Text fields; Time fields; Timestamp fields adding to a layout 60 defining 43 deleting from a layout 61 described 13 displaying 9, 53 empty or non-empty, finding 29 entry options 49, 62 formatting 63 formatting data 63 Furigana in 46 global 52 indexing 52 maximum characters in 22 merge 63 naming 43, 45 options 46 placing on a layout 60 removing from a layout 61 restricting data entry 67 selecting 22, 59 stored and unstored results 52 types 44 typing in 22 validation options 50 File formats, import/export 85 File options 38 File paths 83 using variables in 12 File references 15, 83, 94 described 108 File sharing, enabling 82 FileMaker Mobile privileges for 92, 98 FileMaker Pro documentation information 7 file format 85 new features 11 product overview 9 versions 101 FileMaker Pro Advanced 8 FileMaker Server 81, 88, 97 privileges for 92, 99 Filename extensions for converted files 103, 105 fp7 15 Files accounts 92 backing up 37 cloning 16 closing 16 converting 101 copying 16 creating 42 described 14 duplicating 16 exporting to 88 opening 14 opening across platforms 15 planning 39 privilege sets 92 protecting 91 remote 14 saving 16 shared 94 on web 88 templates creating files 42 described 42 Index 111 F False result 26, 44, 51, 64, 108 Field behavior 22, 67 Field definitions copying 16 creating 43 Field labels 61 Field names 44 112 FileMaker Pro User's Guide Find mode, described 17 Find requests See also Finding records adding new 30 broadening criteria 30 deleting 32 described 23 editing 32 mixing find and omit 31 multiple 30 narrowing criteria 29 operators in 24, 28 order of 31 repeating 32 reverting 32 Finding and replacing field values 32 Finding records See also Find requests, Quick finds adding new request 30 all records 24 Boolean numbers 26, 108 described 23 duplicate records 29 empty or non-empty fields 29 exact values 26 excluding records 30 invalid values 27 logical AND searches 29 logical OR searches 30 multiple criteria 29 omitting records 31 order of requests 31 partial or variable text 25 quick finds in Browse mode 25 ranges of information 28 related fields and records 29 showing all records 24 symbols 25 today's date 27 Footers, described 68 Form letters 63 Formatting calculations 64 dates 64 export data 88 graphics 66 import data 85 numbers 64 text 64 times 65 timestamps 65 Forms See also Layouts Standard form layout 55 viewing records as 18 Formulas, calculation fields 46 Found set described 17, 23 switching with omitted set 32 fp7 filename extension 15 Fraction of Total for summary fields 48 Full Access privilege set, described 93 Functions 47 Furigana field option 46 I Importing 84­88 adding new records 85 described 84 file formats supported 85 into existing files 85 into new tables 85 source file or table 85, 87 target file 85 updating existing records 85 updating matching records 86 Indexing fields 52 text field limitations 26 Instant Web Publishing described 81, 88 privileges for 98 sharing files 88 Intranet 88 See also Web Invalid values, finding 27 IP addresses, limiting 88 G Global storage options 52 Grand summaries, described 68 Grand summary parts, described 68 Graphics, formatting fields for 66 Groups. 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