FileMaker Pro 11

Tutorial

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Contents

Lesson 1 FileMaker Pro basics
How to use this tutorial Where to find the sample file Database concepts What is a database? Why use a database? How is a database organized? How is field data displayed? FileMaker Pro basics About FileMaker Pro modes For more information 11 11
Lesson 2 Browsing information
Open a database and move between records View information in different ways See a different layout View your layouts as forms, lists, and tables Explore the status toolbar and layout bar Find out what status toolbar buttons do Customize the status toolbar Save a copy of the sample file For more information 19
Lesson 3 Finding and sorting records
Use quick find to search a database Find records based on criteria in a single field Find records based on criteria in specific separate fields Find records that match multiple criteria in the same field Find records that match a range of criteria in the same field Narrow your search Save a find request to use later Find records using a Saved Find Sort your found set Add a new record in List View For more information 28

FileMaker Pro Tutorial

Lesson 4 Creating a database and entering records
Create a simple database About fields Create a database Enter data into the database Create the first record Create another record Copy data with drag and drop Modify data in a record Enter data in Form View Delete a record Insert a file in a container field For more information 33 33
Lesson 5 Customizing what you see
About layouts and tables About customizing layouts Resize, move, and add a field Select and resize a field Move a field Add a field Add a tab panel Display a number as currency Add color to a tab panel Change text size and color Add a graphic to the layout For more information 42 42
Lesson 6 Creating lists, mailing labels, and form letters
Create a columnar list Create mailing labels About labels layouts Create a labels layout Create a form letter About form letter layouts Create a one-page blank layout Customize the letter with the company name Add the closing For more information 48 49

| Contents

Lesson 7 Simplifying data entry
Enter data using value lists Define a value list Assign a value list to a field and display it as radio buttons Generate values with a calculation field Create a calculation field Test your calculation Automatically enter a serial number Create a field for serial numbers For more information 56
Lesson 8 Automating tasks with buttons and scripts
Perform a task using a button Create the button Perform a series of tasks using a script About scripts Create a script to preview the Labels layout Assign a script to a button Rename the button Test the button For more information 60

Lesson 9 Creating and running reports
About summary reports Create a dynamic report in Table View Examine the data in Table View Hide data not needed in the report Group and sort data and define a summary field Label and format grouped data Use an assistant to create a report with grouped data About layouts for subsummary reports Create a subsummary report Use an assistant to create a report with grouped data and totals Create a subsummary report with totals Save and send a report as a PDF file For more information 73

Lesson 10 Charting data

Create a line chart Create a simple database Add text fields to the Monthly Stock Results table Add records to the database Create a line chart Change the chart format to Poly-line View the chart in Browse mode For more information 77 77
Lesson 11 Making databases relational
Display a related record in a file Define a relationship to another table Display data from a related record Display a list of related records Create a portal to display matching records Add the fields and format the portal For more information 82
Lesson 12 Sharing and exchanging data
About sharing data Enable FileMaker network sharing Opening a remote file About exchanging data Saving and sending data Supported import/export file formats About importing data Import data into the sample file For more information 88
Lesson 13 Protecting data in FileMaker Pro
Create an account and password About accounts Create a privilege set About privilege sets Create a custom privilege set For more information 91 92
Lesson 14 Backing up your databases
How to back up your database When to back up For more information 94
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:
locate and sort information create and enter records in a simple database create mailing labels create calculations, buttons, and scripts create and run reports
1 display data graphically in a chart 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 five 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 clubs 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 computers operating system. Opening files, locating folders, and other activities that require some knowledge of your computers 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 handson 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. Note Some procedures refer to using a shortcut menu. To display a shortcut (context menu), right-click an object or area to see a list of commands. If the mouse for your Mac computer doesnt have multiple buttons, Control-click to display the shortcut menu. (On the Mac, you can change your mouse configuration in System Preferences.) To send your feedback on this guide, see www.filemaker.com/company/documentation_feedback.html.

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 11/English Extras/Tutorial or FileMaker Pro 11 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. Youve 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 doesnt just hold informationit 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 quickly 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 informationname, address, and cityis 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
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, its 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 14, 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.
Use Browse mode to enter data and view records. Use Find mode to locate a record or a group of records. Use Layout mode to specify how information will appear on the screen or when you print it. 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 buttons in the status toolbar and layout bar to switch modes
Use the mode pop-up menu to switch modes

For more information

For more information on FileMaker Pro basic concepts, see chapters 1 and 2 in the FileMaker Pro Users 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.
You view, enter, or change data in Browse mode. This is the simplest way to interact with your database. In this lesson you will:

Current record

2. Click Sort in the status toolbar. The Sort Records dialog box appears. 3. If any fields appear in the Sort Order column on the right side of the dialog box, click Clear All. 4. In the list of available fields on the left, select Last Name and click Move.
Sort direction buttons become active when a field is selected
Notice the sort direction symbol to the right of the Last Name field increases in size from left to right. This indicates that when the database is sorted by this field, the data will be in ascending order (from a to z). 5. Click Sort. The names in the Club List are now displayed in alphabetical order by last name. Notice that the current record is still Mary Smith, and this record has moved to its sorted location in the list.
Add a new record in List View
After you have sorted a found set, FileMaker Pro displays new records you add in the appropriate place in the sort order when you commit (save) each record in the database. To add a record and see that it is sorted automatically: 1. Click New Record in the status toolbar. You see a blank record in the Club List layout.
Note Depending on the size of your FileMaker Pro window, you might have to scroll down to see the blank record. 2. For First Name, type Connel; for Last Name, type Jordan; for Company, type DEF Ltd.; for Membership Type, type New. 3. Click outside the Membership Type field to commit the new record in the database. The new, current record is sorted alphabetically by last name in the list. 4. Choose Records menu > Unsort. Notice the records return to the order they were before you sorted the found set and the new record appears at the bottom of the list. This is the order in which the records are stored in the database. 5. Select the record for Connel Jordan, if it is not already selected. 6. Click Delete Record in the status toolbar, then click Delete to remove this record from the sample file. 7. When you are finished with this lesson, close the file by choosing File menu > Close.
You have found records based on a variety of criteria, narrowed your searches by omitting specific records, and learned how to save find requests. In addition, you have sorted the result of your final found set and added a new record in sorted order. For more information on finding and sorting records in FileMaker Pro, see chapter 2 of the FileMaker Pro Users Guide.
In the previous lessons, you saw how to use a simple database with existing data. Now you will create your own file and add records. In this lesson you will:
create a simple database define fields to hold different types of data create records enter data modify data

Click Data

4. Near the bottom of the Inspector under Data Formatting, click Number 5. Click Save Layout, then Exit Layout to see the formatted data.
and for Format, choose Currency.
Note You might need to click the Membership info tab or move to another record to see formatted data in the Fee Paid field.

Add color to a tab panel

Change the color of the Membership info tab panel to match the color of the header in this layout. 1. Click Edit Layout. 2. Select the Membership info tab to select this panel. 3. In the Inspector, click Appearance, choose Fill, then Other Color. 4. In the Color dialog box, enter the value 238 for Red, Green, and Blue. Note Mac OS: You might need to click the sliders icon RGB Sliders from the list to enter the values. 5. Click OK. The color of the Membership info tab panel now matches the color of the header. near the top of the dialog box and choose
Change text size and color
1. In Layout mode, select the Selection tool in the status toolbar. 2. Click the The Corporate Travelers Club heading to select the text block.
3. In the Inspector, click Appearance.
1 Under Text, type 25, click Italic
, and for Color choose blue.

Type 25 for Size

Select Italic for Style Select blue
Add a graphic to the layout
Next you will add a logo beside the club name. 1. Click to the left of the The Corporate Travelers Club text, where you want to place the club logo. You will see no change onscreen yet. 2. Choose Insert menu > Picture. 3. Open the Tutorial folder. 4. Make sure all file types are showing, and select logo.gif. 5. Click Open. 6. Drag the logo or text block to move it, if necessary. 7. Click Save Layout, then click Exit Layout to see the finished layout. 8. When you are finished with this lesson, close the file by choosing File menu > Close.
You have learned how to enhance the appearance of your data by using tab panels, graphics, custom text, field formatting, and creative positioning of objects on layouts. You will learn how to add a chart to a layout in lesson 10. There are many other ways to customize the appearance of fields and layouts. For example, after youve created a layout, you can:
add effects like embossing or patterns to objects use lines or boxes to highlight or separate information add scroll bars to individual fields change background or field color
When you create a new layout, you can apply color and style using a theme. For more information on such enhancements, see FileMaker Pro Help.
You can easily create layouts to view and print information in many different ways. In this lesson, you will create:
1 a list of your records 1 mailing labels 1 a form letter

Select Serial number

9. Click OK, then click OK again to close the dialog box. The new field appears at the bottom of the layout. Again, you might need to scroll down to see it. 10. Drag the field and field label onto the Membership info tab, then use the Inspector and Format Painter to reformat it to match other fields and labels on this layout. tool
11. Click Save Layout, then Exit Layout to switch to Browse mode. Select the Membership info tab panel. 12. Test your new field entry option by clicking New Record in the status toolbar several times. Each time you create a new record, the value in the Member Number field increments by one. 13. Delete any records you created in the database. 14. When you are finished with this lesson, close the file by choosing File menu > Close.
You have learned how to simplify data entry by defining and formatting value lists, calculation fields, and auto-entered serial numbers. For more information on calculation fields and field auto-enter options, as well as defining and formatting value lists, see FileMaker Pro Help.
FileMaker Pro lets you automate many database tasks with buttons and scripts. These powerful features can save you a lot of time by performing a series of actions with a single click. In this lesson you will:
1 make and use a button to perform a task 1 create and run a simple script to perform a multi-step task 1 use a button to perform a script
Perform a task using a button
A button is an object on a layout that you can click to perform many FileMaker Pro commands. For example, you can create a button to switch layouts in your database.

Create the button

1. Open Sample Copy.fp7. 2. Choose Data Entry from the Layout pop-up menu in the layout bar, if it is not already selected. 3. Click Edit Layout in the layout bar. 4. Select the Button tool.
5. Draw the button at the top of the layout.

Place the button here

6. In the Button Setup dialog box, under Navigation, select the Go to Layout command in the list. 7. In the Options area, for Specify, choose Layout. 8. In the Specify Layout dialog box, choose Club List, then click OK.
9. For button style, select Rounded button.

Examine the data in Table View
1. Open Sample Copy.fp7. 2. Click Data Entry in the layout menu, if its not already displayed. 3. Click Table View in the layout bar.
Notice fields from the Data Entry layout appear as column headings in Table View.
Hide data not needed in the report
By default, Table View displays all fields on the current layout. You can hide the fields you dont want to show in this report. When you hide fields in Table View, no data or field definitions are removed from the layout or database. 1. Right-click any column heading and choose Modify Table View in the shortcut menu.
2. In the Modify Table View dialog box, clear the checkboxes for all fields except Company, First Name, Last Name, and Fee Paid.
Clear the checkboxes of fields you want to hide in Table View
Columns are hidden in Table View as you clear checkboxes. 3. Click OK.
Group and sort data and define a summary field
1. Right-click the Company column heading and choose Add Trailing Group by Company in the shortcut menu. Notice that records are reordered and grouped by company. When you add a leading or trailing group in Table View, FileMaker Pro automatically sorts records in alphabetical order (a-z) by the group field. Fields you group by are referred to as break fields. In this case, the Company field is the break field. 2. Right-click the Fee Paid column heading, choose Trailing Subtotals, then Total (Membership Revenue) in the shortcut menu. Subtotal amounts appear in the Fee Paid column at each company grouping. Note If you cant see the subtotal amounts in the Fee Paid column, drag the Fee Paid column heading to make the column wider.

Lesson 9

Creating and running reports
Label and format grouped data
1. Right-click the gray trailing summary row and select Add Group Field (Company) from the shortcut menu to display the company name for each grouping.
Right-click the summary row
Choose Add Group Field (Company)
2. Right-click the Company column heading and choose Hide Field to hide the repeated company data in the Company column. The label you created on the Company field remains in Table View to identify the group field. 3. Right-click the gray summary row again, choose Part Color, then choose a color to emphasize the subtotals in your report.
4. Scroll to the bottom of the report, right-click the grand total row, choose Part Color, then choose a different color to emphasize the grand total in your report. Your finished report lists the membership fee paid by each member, a subtotal of membership revenue by company, and a grand total of membership revenue from all three companies.

5. Click Next. 6. For Summary field, click Specify and select Membership Revenue from the list of available fields, then click OK. This tells FileMaker Pro to use the Membership Revenue field in the grand total. 7. Click Add Grand Total to add the Membership Revenue field as the grand total at the end of the report. This tells FileMaker Pro to create a grand total of membership fees.

8. Click Next.

Select a theme and create the header and footer 1. Select the Standard theme to set the text size, color, and style of the finished report. 2. Click Next. 3. Go to the Top center list and select Large Custom Text. 4. Type Membership Fee Report for the header of the report and click OK. 5. Go to the Bottom center list and select Page Number to number the pages in the reports footer. 6. Click Next. Create a script so you can run this report again 1. Click Create a script. 2. Leave Script Name as it appears, then click Next. 3. Click View in Browse mode if it is not already selected. 4. Click Finish. You see the completed report in List View. The fees collected for each membership type are subtotaled beneath those members names, and a grand total of all fees appears at the bottom of the report. Note Depending on experimentation you may have done in earlier lessons, your finished report may not look like the following illustration.

Subtotals

Grand Total
Delete a record to see updated summary values When you work in List View or Table View in Browse mode, FileMaker Pro automatically updates summary values when data values are added or changed. To delete a record and see summary values update dynamically: 1. Select the record for Gerard LeFranc.
Select the record for Gerard LeFranc
2. Click Delete Record, then Delete. The subtotal for new members and the grand total show updated values.
Save and send a report as a PDF file
After you run a report, you can save it as a PDF file and send it as an email attachment. 1. Choose File menu > Save/Send Records As > PDF. 2. Select the Tutorial folder as the location for the file. 3. For File Name (Windows) or Save As (Mac OS), type Membership Fee Report. 4. For Save, choose Records being browsed. 5. Select Create email with file as attachment.

many members.

Display a related record in a file
Define a relationship to another table
1. Open Sample Copy.fp7. The file contains the tables, but not the relational structure. You will build the structure now. 2. Choose File menu > Manage > Database. 3. Click the Relationships tab. You see the relationships graph. The relationships graph shows all the tables in the current file. When you work with tables in the relationships graph, you are using them to organize your view into your data. Each table occurrence in the relationships graph represents a separate view into your data. When you create a relationship between two tables, you make the data stored in either table accessible to the other table, according to the match fields and the criteria you establish for the relationship. 4. In the Members table, click the Company field and drag a line to the Company field in the Companies table. The Company field is the match field.
5. Release the mouse button. You see the relationship you have created.
The relationship is based on matching data in the Company field in both tables. Records are related when data in the Company field in one table matches data in the Company field in the other table. 6. Click OK to save this relationship.
Display data from a related record
Once youve defined the relationship, you can modify a layout to display data using that relationship. Here you want to display the company address. 1. Choose Corporate Account Information from the Layout pop-up menu. 2. Click Edit Layout in the layout bar. 3. Using the Field tool in the status toolbar, drag a field onto the layout.
You see the Specify Field dialog box displaying the list of fields in this table. 4. Click Current Table (Members) and choose the Companies table from the list. You now see a list of the fields in the related table Companies. The colons (::) before each field name show that these are related fields, not fields defined in the Members table you are currently working in. These related fields will display data from the related table. 5. Select ::Company Address. 6. Select Create label (if its not already selected), then click OK. 7. Repeat steps 3-6 for ::City and ::Country. 8. Move the fields if necessary, and resize the fields to display all the data they contain. When youre finished, the fields should look like this:

Enable FileMaker network sharing
If your computer is connected to a network, you and other FileMaker Pro users can use the same database file simultaneously. Important Your FileMaker Pro licensing agreement requires that you purchase a license for each separate computer on which the FileMaker Pro application is installed. Each software license may not be shared or used concurrently on different computers.
The first person to open a shared file is the host. Any user who opens a shared file after the host is a client.

The host opens the file

Clients open connections to the shared file
Once a shared file is open, the host and clients have access to the same information, and all changes to the file appear in each users window. Changes to the data, scripts, or layouts made by any user are saved in the shared file. The shared file is saved on the disk where the file resides. Sort orders, find requests, import and export field orders, and print settings are specific to each user. To enable FileMaker network sharing: 1. Open Sample Copy.fp7. Note To enable or change a files sharing status in your own files, you must open them with an account that has Manage extended privilege set access privileges. You will learn about accounts, passwords, and privilege sets in lesson 13. 2. Choose File menu > Sharing > FileMaker Network. 3. In the FileMaker Network Settings dialog box, for Network Sharing, click On. You see the TCP/IP address of your system below the Network Sharing controls.
Click to enable network sharing
Select level of network access for Sample Copy.fp7

Lesson 12

Sharing and exchanging data
4. Notice that Sample Copy.fp7 is selected in the list. 5. For Network access to file, select All users. 6. Click OK. Note Windows: You might receive a security warning from the operating system when you enable network sharing in FileMaker Pro. Sample Copy is now hosted on your computer. You must keep this file open to make it available to users on your network.

Opening a remote file

A file is considered remote when it is stored on a networked computer other than the computer you are using. After a host opens a shared file in FileMaker Pro, up to nine users can open the remote file as clients. To open a remote file: 1. Choose File menu > Open Remote. 2. For View, select Local Hosts to see a list of hosts. Note If your computer is not on a network or if there are no FileMaker Pro files currently being hosted, no files are listed in the Open Remote File dialog box.

About importing data

There are several ways to import data into an existing file. You can:
1 add new records to an existing table 1 create a new table from imported data 1 update existing records in an existing table 1 update matching records in an existing table
Important Certain import operations that update existing records and update matching records overwrite existing data during the import process, which cannot be undone. To safeguard your data, always choose File menu > Save a Copy As to make a backup of the file before you perform an import that updates records. The file you import records from is the source. The file you import records to is the target.
Import data into the sample file
1. In Sample Copy.fp7, select Data Entry from the Layout pop-up menu, if it is not already displayed. 2. Choose File menu > Import Records > File.
3. For Files of type (Windows) or Show (Mac OS), choose All files (Windows) or All Available (Mac OS), then choose MyFile.fp7 in the Tutorial folder. MyFile.fp7 is the file you created in lesson 4 and the source file for this importing example. 4. Click Open. The Import Field Mapping dialog box appears. 5. For Target, select Current Table (Members). 6. For Import Action, select Add new records. 7. Make sure that the First Name field under Source Fields is on the same row as the First Name field under Target Fields. You can move target fields up and down in the list using the to activate the slider. 8. Repeat step 7 for Last Name. 9. Make sure that an If you dont see an appears between both the First Name fields and the Last Name fields. between matching fields, click to change the setting. between them. The data in these fields will not be imported to the slider. Place the pointer over the double-arrow
The remaining fields should have a target file.
Source file to import from
Arrows show that data will import into the fields at right Target file to import data into
Fields in the source file
Fields in the target file

Import action

10. Click Import. 11. In the Import Options dialog box, click Import. 12. Review the information in the Import Summary dialog box, then click OK. Records in MyFile.fp7 that contain first name and last name data have been added to Sample Copy.fp7. The current found set contains the newly imported records. Browse the new records to verify the imported data. Click Show All in the status toolbar to see all records in the file. 13. When you are finished with this lesson, close the sample file by choosing File menu > Close.

You have learned how to enable file sharing using FileMaker Pro and how to import data into a FileMaker Pro file. To learn more about sharing and importing data in FileMaker Pro, see chapter 5 in the FileMaker Pro Users Guide and FileMaker Pro Help. For information about publishing databases on the web, see the FileMaker Instant Web Publishing Guide.
Although your operating system includes file security features, you should use FileMaker Pro accounts and privileges to protect your data. In FileMaker Pro, you restrict which users can access a file when you protect files by defining accounts and passwords. The account name and password that users enter determine which privilege set is used. These privilege sets limit what users can do in the file. In this lesson you will learn:
1 how accounts, passwords, and privilege sets work together to protect your data 1 how to create accounts, passwords, and privilege sets
Create an account and password

About accounts

Accounts authenticate users who attempt to open a protected file. An account includes an account name and usually a password. Accounts can be set up for individual users or you can create accounts that are shared among groups of individuals, such as a Marketing account. Shared accounts are useful when you want fewer accounts to maintain and arent concerned with tracking individual access to a database file. However, its safer to create many accounts than to have multiple users share one account. Passwords are casesensitive, but account names are not. When you create a database, two predefined accounts are created (Admin and Guest) and three predefined privilege sets are available (Full Access, Data Entry Only, and Read-Only Access). The Admin account is not assigned a password and is assigned the Full Access privilege set, which permits access to everything in the file. The Guest account allows users to open a file without specifying an account name, is not assigned a password, and is assigned Read-Only privileges.
Predefined accounts Custom accounts
Passwords and access privileges for predefined accounts can be changed. To create an account and password: 1. Open Sample Copy.fp7. 2. Choose File menu > Manage > Security.
3. In the Accounts tab, click New. 4. For Account is authenticated via, Choose FileMaker. 5. For Account Name, type Le Nguyen. 6. For Password, type lnguyen. Note For security reasons, password text never appears in FileMaker Pro. Always make a note of passwords you enter when setting up accounts, then provide passwords to the appropriate users. Store passwords in a safe place in case theyre forgotten and so they cant be stolen. 7. Select User must change password on next login. In most cases, an account that is shared by multiple users should not force a password change upon first login. Instead, you should specify a password and provide it to the users who need it. Also, the privilege set for a shared account should not permit password changes because one user could change the password and lock out all other users who share the account. 8. For Account Status, select Active. 9. For Privilege Set, choose [Read-Only Access]. 10. For Description, type Customer Service Agent.

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 uswe want you to be satisfied with your cruise. Sincerely, John Lee
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
For more information about creating layouts, see Creating layouts and reports on page 70.
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. For example, you can sort fields alphabetically, numerically, by date, or by a custom sort order.
You can search for and replace data across multiple fields, similar to the way you find and replace data in word processing applications. You can also save a found set of records as a snapshot link and send the link to another person. For more information about finding, sorting, and replacing data, see Finding records on page 30, Sorting records on page 42, and Finding and replacing data on page 41.

Protecting databases

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 wont 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. You can further protect a file by authorizing other FileMaker Pro files to create references to the schema (tables, layouts, scripts, and value lists) in that file, and by preventing versions of FileMaker Pro earlier than version 11 from opening the file. For more information about FileMaker Pro database security, see chapter 6, Protecting databases.

Saving and sending data in other formats
FileMaker Pro lets you save data in different file formats, such as Microsoft Excel worksheets and Adobe PDF files, so you can give the files to users who do not have FileMaker Pro. You can automatically email the files after saving them. For more information, see Saving and sending data in other formats on page 114.
This chapter explains the basics of how to:
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
1 sort data 1 print data, scripts, table and field information, and the relationships graph 1 use scripts
See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro. Note Some procedures refer to using a shortcut menu. To display a shortcut (or context) menu, right-click an object or area to see a list of commands. If the mouse for your Mac computer doesnt have multiple buttons, Control-click to display the shortcut menu. (On the Mac, you can change your mouse configuration in System Preferences.)
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. Unlike an electronic spreadsheet, which is used to tabulate and calculate data stored in the cells of a rectangular table, a database is a collection of knowledge tied together by a schema that describes the organization of database tables, their fields, and the relationships between the fields and tables. Certain tasks are better suited to each of these important business productivity tools. Spreadsheets are best used for tasks such as maintaining a business ledger, where data needs to be recorded and calculated, but not presented or analyzed in multiple formats. Databases are best for tasks such as inventory control, where you need to track consumption and losses and generate reports on inventory status over time. An inventory database can sort and report on inventory information in many ways, allowing you to analyze data by item type, by sales figures, by monthly consumption, and so on. 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.

To delete A group of records All records in a database
Do this in Browse mode Make sure the found set contains only the records you want to delete. (See Finding records on page 30.) Choose Records menu > Delete Found Records, then click Delete. Click Show All in the status toolbar, or choose Records menu > Show All Records. Then choose Records menu > Delete All Records.

Entering data

Note If a file is locked or write-protected, or if you dont have privileges to edit certain records or fields, you may not be able to modify data.

Selecting a field

To Select a field Select the contents of a field Move to the next field in the tab order Do this in Browse or Find mode Click in the field. Select the field, then choose Edit menu > Select All. Press Tab. Note To set the Return or Enter key(s) to move to the next field, in Layout mode, select in the layout bar, then click Data. In the Behavior area, the fields. Click Inspector for Go to next object using, select the keys you want to use for exiting fields. Buttons and tab controls can be included in the tab order. Fields on tab panels that are not in front are skipped.
Move to the previous field in the tab order Press Shift-Tab (or Shift-Return or Shift-Enter, if enabled). Move to items in a value list Press the arrow keys.
Entering and changing data in fields
You can enter or import data up to the character limit for the field type. You can view and print only the data that fits within the field boundaries. Note For information about how FileMaker Pro uses system formats to display and sort dates, times, and numbers, see Help.
To Enter data in a text field Enter data in a number field Enter data in a date field Click in the field in Browse mode, then Type the text (up to 1 billion characters). Note In a field set up to auto-complete, you see suggestions based on what you type. Type the values (from 10400 to 10-400). Type one date on one line in the field. Type the day, month, and year as numbers (for example, 3/3/2010), separated by a nonnumeric character like (minus) or / (forward slash). Note You cannot use a : (colon) as a date separator. Important If you enter dates with two-digit years, FileMaker Pro converts them to fourdigit year dates using a conversion method described in Help. To avoid misinterpretations during conversion, always enter dates with four-digit years. Choose Insert menu > Current Date. Select the date using the drop-down calendar, if available.

Extending (broadening) a found set You can broaden a found set to expand your search to include additional applicable records without starting over. For example, after searching for customers in New York, you can broaden the search to also find customers in Hong Kong: 1. Perform a find to find customers in New York. FileMaker Pro displays the found set in Browse mode. 2. Click Find and type the criteria to broaden the search (type Hong Kong in the City field). 3. Choose Requests menu > Extend Found Set. The found set now consists of customers in New York and Hong Kong. Note To quickly extend the found set in Browse mode, use the shortcut menu. Click in the field (or select a partial value in the field), then right-click, and choose Extend Found Set. Records that match one set of criteria but not another To narrow your search by excluding records that meet specified criteria (for example, to find vendors in New York state that are not in New York City), see Finding some records while omitting others on page 39.
Finding records except those matching criteria
You can exclude (omit) records while performing a find. In other words, you can find information in your database that does not equal your specified criteria. For example, you can find all invoices except those created in the past 30 days. Finding records that dont match criteria 1. In Find mode, type criteria for the records to omit. 2. Click Omit in the layout bar.
Click Omit to exclude records that match the request
3. Click Perform Find. Finding some records while omitting others For example, to find vendors in the state of New York except those in New York City: 1. In Find mode, type the criteria for the records to find (type New York in the State field). 2. Click New Request. 3. Type criteria for the records to exclude (type New York in the City field).
4. Click Omit. 5. Click Perform Find. Keep these points in mind:
1 You can have omit criteria in more than one request. 1 FileMaker Pro works through the requests in the order you create them. For example, in a Clients
database with clients in the US and France:
1 If the first request finds all clients in Paris and the second request omits all clients in the US, the found
set contains all clients in Paris, France but none in Paris, Texas, or anywhere else in the US.
1 If the order of the requests is reversed (the first request omits all clients in the US and the second
request finds all clients in Paris), the found set includes all clients in Paris, France, and in Paris, Texas, but no records for clients elsewhere in the US.
1 To omit a related record from a portal row (or set of related records), you must change the relationship

Replace Replace All

For more information about finding and replacing data, see Help.

Sorting records

FileMaker Pro stores records in the order they were added to the file. Sorting temporarily rearranges records, so you can view, update, or print them in a different sequence. You choose the fields whose contents you want to sort by. The first sort field arranges the records based on the fields contents. The second sort field arranges records when two or more records have the same value in the first sort field, and so on. You can sort records in ascending order, descending order, or in a custom order. The records remain sorted until you perform a find, add new records, or sort the records again. When you add a new record to a sorted found set, the new record appears in the correct position in the sort order when you commit the record. To sort the records in the current found set: 1. In Browse mode, click Sort in the status toolbar. Note To sort records in Table View in Browse mode, see Working with records in Table View on page 29. 2. In the Sort Records dialog box, choose fields for sorting, in the order you want them sorted by, and sort options. To choose a sort field visible on the current layout, no matter what table it is in, choose Current Layout (LayoutName) from the table list, then double-click a field in the list. To choose a sort field that is in the current layouts table, whether or not it is on the current layout, choose Current Table (TableName) from the table list, then double-click a field in the list. For information about sort options, see Help. 3. Click Sort. To cancel before sorting is finished, press Esc (Windows) or 2-period (Mac OS). Note You can sort records on one field without opening the Sort dialog box by using the fields shortcut menu. For information about how FileMaker Pro uses system formats to sort and display dates, times, and numbers, see Help.
Previewing and printing databases
With FileMaker Pro, you can print:
all the records in the database, a subset of the records, or only the current record a blank record to create a paper form definitions of scripts, fields, tables, and relationships to see the structure of your database data saved as a PDF file

Layouts and layout elements Value lists Scripts Tables, fields, relationships (database schema) Data sources Accounts and privileges
Opening shared databases remotely using a URL
The FileMaker Pro installer registers FMP7 as an internet protocol. This enables you to open a shared database using a URL. Clients can use a browser to access shared databases by entering the URL of the shared file on the host machine in a browsers address area.
To identify the URL for the shared database on the host machine and send it to a client user: 1. In the shared file on the host machine, choose File menu > Send > Link to Database. FileMaker Pro opens an email message in your default email application that contains the URL for the current database, plus client connection requirements. 2. Address the email message to the client user, then send the message. To open a shared database on a client machine using a URL, do one of the following:
1 If you received an email message containing the URL of the host machine, click the link indicating the
location of the hosted database. If your email application does not support active links, launch a web browser on the intended client machine, copy the URL from the email message into your browsers address area, then press Enter (Windows) or Return (Mac OS).
1 If you received the URL of the shared database by some other means, launch a web browser on the
intended client machine, enter the URL of the host machine into the browsers address area using the following format, then press Enter (Windows) or Return (Mac OS). [<][URL:]FMP7://[[account:password@]netaddress]/databasename[>] Optional parameters are indicated by square brackets ([ ]). Because URLs cant contain spaces, any spaces in database names are encoded as plus signs (+). Examples FMP7://My+Addresses.fp7 FMP7://192.168.10.0/My+Addresses.fp7 FMP7://User1:Password1@12.345.678.900/Filename.fp7

Closing a hosted file

Before a shared file can be closed by a host, all clients must close the file. FileMaker Pro allows you to prompt networked clients to close the shared file when you do one of the following: close the file, change the sharing conditions for the file, exit FileMaker Pro, or perform a task that requires all clients to close the file. If a client does not respond to your request to close a shared file within 30 seconds, FileMaker Pro will attempt to close the shared file on the clients machine. To close a hosted file: 1. On the computer hosting the file, choose File menu > Close. 2. If any clients have the shared file open, you see a dialog box listing those clients. Click Ask to send a message to these clients requesting that they close the file. 3. Clients see a dialog box requesting that they close the file.

If Clients click Cancel Clients click Close Now Clients do nothing FileMaker Pro Waits for those clients to close the file Closes the shared file on the clients computer Attempts to close the file after 30 seconds, if it can be closed safely
For more information about sharing files over a network, see Help.
Importing and exporting data
You can exchange information between FileMaker Pro and other applications by importing and exporting data. You can:
1 import data into an existing FileMaker Pro file, either into a new table or into an existing table 1 convert data from other applications to new FileMaker Pro files 1 export data for use in other applications
You can save FileMaker Pro data as a Microsoft Excel or Excel 2007/2008 worksheet or a PDF file, allowing you to give your record data to users who dont have FileMaker Pro. FileMaker Pro lets you email the Excel worksheet or PDF file when you save it. You can also create scripts to save records as Excel or PDF. In order to save files as Excel, you need the Allow Exporting Access privilege. To save files as PDF, you need the Allow Printing Access privilege. Note The saved file will only include fields that are on the layout when you perform the save. If you want to include other fields (for example, fields on tab panels that are not in front), use the Export Records command instead of Save/Send Records As.
Sending email messages based on record data
You can use FileMaker Pro to send one message, or multiple, messages, to one or more recipients. Generated email is sent using your default email application or directly through SMTP (Simple Mail Transfer Protocol, a set of criteria for sending and receiving email). You can enter values, or use values from fields or calculations. You can also create scripts to send email. For more information, see Help.
Supported import/export file formats
Every application stores its data files in its own file type or file format. Most applications can also exchange information in certain other formats. FileMaker Pro can import and/or export files in these formats, followed by their filename extensions: Microsoft Excel (.xls,.xlsx), tab-separated text (.tab,.txt), comma-separated values (.csv,.txt), FileMaker Pro 7 (.fp7), Merge (.mer), HTML table (.htm), and XML (.xml). If youre exchanging data with another program, check the documentation that came with that program to determine a common intermediary file format that both FileMaker Pro and the other program support. Most file formats support data conversion only and do not import or export formatting such as font, size, style, and color. For information about file formats and the versions FileMaker Pro can import and/or export, or about importing from sources such as XML, a digital camera (Mac OS), or Bento (Mac OS), see Help.
Setting up recurring imports
You can set up a FileMaker Pro file to automatically update data imported from another application, such as Microsoft Excel. A recurring import occurs automatically the first time you view the layout containing the data from the external file. Later, you can run a script to update data.

each ODBC data source you want to access.
1 Set options for the ODBC data sources you want to access (for example, whether users are prompted for
a user name and password).
1 Add one or more tables from the ODBC data source to the relationships graph in the current

FileMaker Pro file.

1 Add fields to layouts in the FileMaker Pro file to display external data. 1 Optionally, add supplemental fields to external tables and layouts to display calculation and summary
results based on data stored in external ODBC data sources.
Publishing databases on the web
With FileMaker Pro, you can use Instant Web Publishing to publish your databases in a web browser, allowing users to find, browse, and modify data in the database. Using Instant Web Publishing with FileMaker Pro accounts and privilege sets, you can make your web databases secure. Note FileMaker Pro Instant Web Publishing supports the sharing of files with up to 5 concurrent users. Use FileMaker Server Advanced if you need to share files with more than 5 concurrent web users. To work with a published FileMaker Pro database, users need:
1 Web browser software 1 Access to the internet or an intranet. Access to the internet requires an internet service provider (ISP);
FileMaker does not provide an account for you.
1 A host computer with continuous access to the internet or intranet via TCP/IP 1 The Internet Protocol (IP) address of the computer that hosts your database files
You can publish your databases as web pages within a local network or intranet, or to users on the web. You dont have to change your database or use additional software. Note Web viewers, which calculate a URL based on field data and display a web page directly in a FileMaker Pro layout, work in files shared via Instant Web Publishing. However, there are some design issues you should consider before including web viewers in published files. For more information, see the FileMaker Instant Web Publishing Guide. Choose Help menu > Product Documentation > FileMaker Instant Web Publishing Guide.
Shared FileMaker Pro database in a web browser
This chapter describes the basics of how to restrict what users can see and do in a FileMaker Pro file. Youll learn about:
planning security for a file viewing and creating user accounts and passwords viewing and creating privilege sets viewing extended privileges preventing versions of FileMaker Pro earlier than version 11 from opening a file authorizing other files to access your files
1 taking measures to secure your database solution, and your operating system, network, and hardware 1 backing up databases and other files 1 installing, running, and upgrading antivirus software
Note See Help for detailed, comprehensive information and step-by-step procedures about using FileMaker Pro. Although your operating system includes file security features, you should use FileMaker Pro access privileges as the fundamental way to control access to and protect the security of your database files. For information about how security settings in older databases convert to the current version of FileMaker Pro, see Converting databases from FileMaker Pro 6 and earlier on page 139 and see FileMaker Pro Help.

want to manage access at an individual level.
1 Create shared accounts when you want fewer accounts to maintain and you are less concerned about
managing individual access to the database file. If you host files on FileMaker Server, you can create External Server accounts that obtain authentication information from an authentication server such as an Apple OpenDirectory or Windows Domain. For more information, see Creating accounts that authenticate via an external server on page 131. Privilege sets A privilege set specifies a level of access to a database file. Each database file contains three predefined privilege sets for common types of access levels: Full Access, Data Entry Only, and Read-Only Access. When you create a privilege set, there are many options available that you can use to limit database access, such as which layouts are viewable, which menus are available, and whether printing is permitted. Privilege sets can also restrict access to records or fields from particular tables within a file. Each account is assigned a privilege set, which determines the level of access when someone opens a file using that account. You can create as many privilege sets as you need to define the types of access you want to permit to a file. For more information about privilege sets, see About the predefined privilege sets on page 126.

Chapter 6

Extended privileges 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. The following table lists the default extended privileges that are available. (FileMaker as well as third-party developers may define additional extended privileges to manage access for other software products designed to work with FileMaker Pro or FileMaker Server.)
Extended privilege Access via FileMaker Network Access via ODBC/JDBC Access via Instant Web Publishing Access via FileMaker Mobile Access via XML Web Publishing Access via XSLT Web Publishing Access via PHP Web Publishing Determines if a privilege permits Opening a networked shared file (either a file hosted by FileMaker Pro or FileMaker Server) Accessing a database file from another application via ODBC or JDBC Accessing a database file from a web browser via Instant Web Publishing Accessing a database file with FileMaker Mobile software Accessing a database file from a web browser or other application via XML web publishing (FileMaker Server only) Accessing a database file from a web browser or other application via XSLT web publishing (FileMaker Server only) Accessing a database file from a web browser or other application via PHP web publishing (FileMaker Server only)

1 Secure passwords are typically eight or more characters in length, and include at least one numeric character. 1 If the file is shared via web publishing, account names and passwords can only use characters included in
the ISO Latin-1 character set (except colons). To avoid characters that may be interpreted incorrectly over the web, you may want to limit account names and passwords to alphabetic and numeric characters only. For more information about protecting FileMaker Pro databases, see Help.
Creating accounts and privilege sets
Accounts specify account names and (usually) passwords for a file. When a user opens a file that contains accounts, a dialog box prompts the user to enter account information. When a user opens a file with a correct account name and password, the privilege set assigned to that account determines what the user can do in that file. Privilege sets specify levels of access to a database, such as which layouts are viewable, which menus are available, and whether printing is permitted. To create and manage accounts and privilege sets for a file, you need to open the file with an account that is assigned the Full Access privilege set. You can create and modify accounts and privilege sets in a shared file while clients are using it. (In FileMaker Pro 6 and earlier, all clients had to close the shared file before you could change passwords and groups.) The account changes you make take effect immediately. However, the changes do not disrupt any current clients. For example, if you change the password for an account that is in use by one or more clients, their FileMaker Pro usage is not interrupted. However, they will need to enter the new password the next time they open the file. You can create as many accounts as you need. You can create individual accounts for each user, or a smaller number of accounts that users can share.
Viewing accounts and privilege sets
The Manage Security dialog box displays a list of all the accounts and privilege sets for a file. To view the accounts and privilege sets for a file: 1. Open the database file. 2. Choose File menu > Manage > Security. You see the accounts defined for this file.
3. In the Manage Security dialog box, click the Privilege Sets tab. You see the privilege sets defined for this file.

1 Make sure backup copies arent damaged or inaccessible. Verify that they are functioning properly before
you need them. Run diagnostic tools on your hard drive and your backup files regularly.
Ensure that you can restore an entire set of files from backup copies. Regularly export the data to protect against file corruption. Protect the backup media itself. Store backups in a separate and fire-proof location. Assign backup administrators who can retrieve files, in case the network administrator is unavailable.
1 Plan for redundancy. If the power goes off, a universal power supply (UPS) should sustain power for at
least 15 minutes, enabling you to safely close all files. If the power cant be restored in a timely fashion, consider using a generator to supply power to servers. Also consider power sources for routers and firewalls. Will communication be a problem if your internet access is interrupted for 48 hours or longer?
1 Consider how you will continue to provide services if an intruder takes down your database server and
that server cant be restored to its previous condition.
1 Evaluate additional scenarios that could occur, and create a plan to respond to each one.
Also, network administrators should assess risks to data systems and business-critical functions. For example, consider:
1 Theft of data or theft of proprietary intellectual property. 1 Disruption, theft, or damage to network infrastructure such as servers, networks, data storage, or data
backup storage. Damage can be caused by password crackers or by other types of malicious sabotage and destruction. Most incidents originate from within the organization.
1 Disruption or damage to the organization infrastructure such as building fires, environmental or
biological hazards, floods, and so on.
1 Disruption or damage to the public infrastructure, including electrical power, telecommunications (voice
and data), transportation grids (roadways, buses, trains) caused by environmental conditions, or severe weather such as tornadoes or floods. FileMaker Pro provides two mechanisms for handling databases that might be damaged: consistency checks and file recovery. Consistency checks occur automatically, if needed, when the file is opened. You can also choose to verify the consistency of a file that you suspect is damaged. You can also have FileMaker Pro attempt to recover a damaged file. For more information about checking consistency and recovering files, see Help. Important In the event of a server failure, such as an unexpected loss of power, hard drive failure, or software failure, use the backup files. Any system failure causing FileMaker Server to shut down inappropriately can result in corrupted files if cached data was not written to disk and the files were not closed properly. Even if the files re-open and go through a consistency check or recovery (initiated by either FileMaker Pro or you), corruption might be buried in the file. File recovery cannot guarantee that problems have been fixed.

Data charting 92 described 15 entering automatically 25, 65 exporting 114 formatting 78 importing 114 privileges for sharing 124 view as form, list, table 22 viewing in Table View 29 Data entry 27, 6568 Data Entry Only privilege set, described 126 Data sources described 120 fixing FileMaker references 19 Data types See also Field types and calculation results 63 Database locks. See Accounts; Privilege sets Databases creating 55 described 15 naming 56 planning 51 preference for creating new 57 printing 44 protecting 123 publishing on web 121 Databases, relational. See Relational databases Date fields described 58 entering and editing values in 27 four-digit years 27, 67 Dates See also Date fields displaying calendars 83 entering data 27 finding 35 finding todays 35 formatting 87 four-digit years 67 invalid 35 typing in 27 validating 67 Decimal numbers 86
Defining See also Adding; Placing accounts 130 calculation fields 61 databases 59 fields 59 lookups 106 passwords 128 privilege sets 132 summary fields 63 tables 69 value lists 83 Deleting data 28 field definitions 60 fields from a layout 83 find requests 40 related records 26, 105 Document preferences 49 Drag and drop fields onto layout 82 Drop-down calendar 83 Drop-down lists, displaying fields as 83 Duplicate records, finding 37 Duplicating files 20 records 25, 29 related records 26 Dynamic reports, creating in Table View 30, 63
Electronic documentation 9 Elements. See Objects Email sending from FileMaker Pro 114 sending through SMTP 114 Empty or non-empty fields 37 Encryption. See Accounts; Privilege sets Entering data automatically 65 Furigana 60 typing in fields 27 Envelope layout See also Layouts described 75 Envelopes, printing 45 Excel format importing and exporting to 114 saving data as 114
Exchanging files exporting 114, 119 importing 114 relational databases 95 with other applications 114 Exporting See also Exchanging files described 114 file formats 114 formatting 119 Extended privileges described 124 viewing 133 External data sources 120 External Server account 124, 131
False result 35, 58, 67, 87 Favorite files 19 Field behavior 27, 90 Field content match 34 Field definitions copying 20 creating and changing 59 deleting 60 Field labels 82 Field names 57 Field rights. See Accounts; Privilege sets Field tool 82 Field types and calculation results 63 described 58 Field values deleting 28 described 17 entering and editing 27 entering automatically 65 finding and replacing 41 prohibiting change 66 Field/Control tool 82
Fields adding in Table View 61 adding to a layout 81 creating and changing 59 creating in Manage Database dialog box 59 creating in Table View 56, 61 defining 59 deleting definition 60 deleting from a layout 83 described 16 displaying 11, 70 empty or non-empty, finding 37 entry options 65, 83 formatting 85 formatting data 85 Furigana in 60 global 68 hiding or showing in Table View 61 indexing 68 maximum characters in 27 merge 84 naming 60 options 60 placing on a layout 81 removing from a layout 83 restricting data entry 90 selecting 27, 80 stored and unstored results 68 types 58 typing in 27 validation options 66 File formats, import/export 114 File options 49 File paths 112 File references. See data sources File sharing, enabling 110 FileMaker Mobile, privileges for 125, 132 FileMaker Pro documentation information 9 file format 114 product overview 11 versions 139 FileMaker Pro Advanced 10 FileMaker Pro format 114 FileMaker Server described 131 privileges for 125, 133 recommended use 109, 121 Filename extension, fp7 19