FileMaker

Installation Guide
for FileMaker Pro 8 and FileMaker Pro 8 Advanced
2005 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the le folder logo are trademarks of FileMaker, Inc. FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software. All persons and companies listed in the examples are purely ctitious and any resemblance to existing persons and companies is purely coincidental. Credits are listed in the Acknowledgements document provided with this software. For more information, visit our web site at www.lemaker.com. Edition: 01

Contents

Chapter 1 Before you begin About this guide Registration and customer support About the license key Hardware and software requirements Networking requirements Web publishing requirements Requirements for other features (Windows) Requirements for other features (Mac OS) Features not supported in Mac OS X Features not supported in Windows ACL file permissions Opening files from previous versions Updating your User Dictionary Automating your installation Chapter 2 Installing FileMaker Pro in Windows Installation notes Installing FileMaker Pro Installing FileMaker Pro from the command line Where files are stored on your hard disk Uninstalling, modifying, or repairing FileMaker Pro Changing the FileMaker Pro cache size Where to go from here Chapter 3 Installing FileMaker Pro in the Mac OS Installation notes Installing FileMaker Pro Where files are stored on your hard disk Installing ODBC client drivers in Mac OS X Adjusting the FileMaker Pro cache Where to go from here
Installation Guide for FileMaker Pro and FileMaker Pro Advanced
Chapter 1 Before you begin
Welcome to your FileMaker software. FileMaker is designed to help you manage information easily and effectively.
Registration and customer support
Please take the time to register your product during installation, through the FileMaker web site at www.lemaker.com/register, or by choosing Help menu > Register Now in FileMaker Pro. For information about technical support and customer service, see: www.filemaker.com (North American customers) www.filemaker.com/intl (customers outside North America) or choose Help menu > FileMaker on the Web. At the web site, you will nd the service options available to North American customers, as well as links to FileMaker worldwide sites, answers to frequently asked questions, and access to the TechInfo Knowledge Base used by Technical Support. If you do not have access to the web, please refer to the FileMaker Service Directory included in the software box. North America customers can also call (800) 965-9090 to learn about the service options available.

About this guide

This Installation Guide tells you how to install FileMaker Pro 8 or FileMaker Pro 8 Advanced on your Windows or Mac OS computer. Note This guide uses FileMaker Pro to refer to both FileMaker Pro and FileMaker Pro Advanced, unless describing specific FileMaker Pro Advanced features. The FileMaker Pro Users Guide provides essential information to get you working productively right away. For details and comprehensive, step-by-step procedures, see FileMaker Pro Help. The FileMaker Pro Advanced Development Guide describes additional features available in FileMaker Pro Advanced, including new features such as customizing menus; copying and importing tables; enhanced Database Design Reports; eld, variable, and expression monitoring using the Data Viewer; and adding tooltips. Note When a feature or procedure is specific to a particular platform, you see instructions and illustrations that are also specific to that platform. For features or procedures that are similar on both platforms, you may see illustrations for either Windows or the Mac OS.

About the license key

FileMaker software comes with a unique, 35-character-string license key. Do not lose this license key; it cannot be replaced. We recommend that you keep the license key in a safe place in case the software ever needs to be reinstalled. You can nd license keys in your volume license agreement, or in one of these documents in your product box:
Service Directory, License Keys, and Proof of Purchase License Key Information
Important You must enter the license key during installation or the software will not install.
The license key ensures adherence to the single user license agreement, which generally allows for use of one (1) copy of the Software on a single computer at a time (refer to your Software License). If the license key is invalid or if another copy of the application installed with that same license key is running on the network, the FileMaker Pro application displays this error message: The maximum number of licensed users are currently using this copy of FileMaker Pro. Please refer to the License Key section of your software documentation for further instructions. If you receive this error message, you have entered a duplicate license key. To install FileMaker Pro on multiple computers, you must have a unique license key for each user, or obtain a volume license. You must license one copy of FileMaker Pro for each computer.
Important note about supported operating systems At the time this book was written, FileMaker, Inc. tested FileMaker Pro 8 with the Windows and Mac OS operating systems listed above. FileMaker Pro may or may not work with newer operating system releases. For information on newer operating systems, see www.lemaker.com.

Networking requirements

If you plan to share FileMaker Pro les with other computers on a network, you need to know which type of network youre using. FileMaker Pro 8 supports the TCP/IP network protocol. If youre not sure which network protocol is installed and in use on your computer, check with your network administrator before you begin installation. To connect to a network, your computer must also have a network card and the required software.
Hardware and software requirements
To install and use FileMaker Pro, you need the CD-ROM in the FileMaker Pro package and the following minimum equipment and software:
Web publishing requirements
To publish a database on the web using FileMaker Pro Instant Web Publishing, you need a host computer with access to the Internet or an intranet via TCP/IP. Important Access to the Internet requires an Internet service provider (ISP). FileMaker Pro does not provide an Internet account for you.
Windows requirements 1 Pentium III 500 MHz or faster
256 MB RAM Windows 2000 SP4, Windows XP SP2 a CD or DVD drive
Mac OS requirements 1 Macintosh computer with PowerPC G3, G4, or G5 processor
256 MB RAM Mac OS X version 10.3.9 or 10.4 a CD or DVD drive

QuickTime 6.4 to 6.5.2 software (available at www.apple.com if it was not included with your Mac OS version)

Chapter 1

Before you begin
Requirements for other features (Windows)
Some of the features of FileMaker Pro for Windows require additional software.
Feature Send Mail script step Phone dialing ODBC features Software requirement A Mail API (MAPI) enabled email client software Phone dialer or other Telephony API (TAPI) compliant software Microsoft Data Access Components (MDAC) version 2.6, 2.7, or 2.8. To update MDAC software, use Microsoft Windows Update or see the Microsoft web site at www.microsoft.com. QuickTime 6 software (available at www.apple.com)

ACL le permissions

You must disable Access Control Lists in order to install the product. After installing, do not use ACL le permissions to control access to any FileMaker le. For more information, see the documentation that came with your operating system software.
Opening files from previous versions
FileMaker Pro 8 can open les created in earlier versions of FileMaker Pro. See the FileMaker Pro Users Guide for information.
Insert QuickTime movie and image files
Updating your User Dictionary
If you added words to a User Dictionary in a previous version of FileMaker Pro, you may want to use it with FileMaker Pro 8. See the FileMaker Pro Users Guide for information about converting a User Dictionary.
Requirements for other features (Mac OS)
Some of the features of FileMaker Pro for Mac OS X require additional software.
Feature Send Mail script step Software requirement Microsoft Entourage or Mac OS X Mail email client software
Automating your installation
If youre installing multiple copies of FileMaker Pro under a volume license, you can automate the process using the Assisted Install.txt le on the FileMaker Pro CD, which lets you bypass the normal install dialog boxes. For more information, see the Network Install Setup for FileMaker Pro and FileMaker Pro Advanced guide. For information on volume licensing, see www.lemaker.com.
Features not supported in Mac OS X

In Mac OS X, FileMaker Pro does not support the Dial Phone, Insert Object, Send DDE Execute, and Update Link script steps.
Features not supported in Windows
In Windows, FileMaker Pro does not support the Perform AppleScript and Speak script steps.
Chapter 2 Installing FileMaker Pro in Windows
Before you begin the installation process, exit other open programs and save your work. For late-breaking information about FileMaker Pro, browse the contents of the CD and view the Read Me le or visit www.lemaker.com.

Installation notes

Before you install FileMaker Pro, review the following notes:
At the start of installation, you choose a language version for the FileMaker Pro application. The default selection matches your operating system language. A Complete install will install only the language version you choose. You can install additional language versions by choosing Custom install, then selecting other language packs from the list of supported languages.
Confirm that your user account permits you to install software (Windows).
1 If you installed a trial version of FileMaker Pro 8, you must remove it before installation. Use the Add or Remove Programs control panel to remove the trial version. 1 If your computer is running virus protection software, turn it off prior to installing FileMaker Pro, and then turn it back on afterwards.
When you are installing FileMaker Pro, you will see the License Agreement panel. Read the Software License Agreement. If you accept the terms of the license agreement, click I accept., then click Next.

Installing FileMaker Pro

You must use the installation program to install FileMaker Proyou cant install FileMaker Pro by dragging les to your hard disk. If you want to create an install log le that lists the registry entries and path of all installed les, you must install FileMaker Pro from the command line. See Installing FileMaker Pro from the command line on page 10. To install FileMaker Pro on your hard disk: 1. Insert the CD into your CD or DVD drive. The FileMaker CD window appears. 2. Click the Install icon.
By default, FileMaker Pro will be installed in this folder: C:/Program Files/FileMaker/FileMaker Pro 8 During installation, you can choose another drive or another folder. By default, FileMaker Pro Advanced will be installed in this folder: C:/Program Files/FileMaker/FileMaker Pro 8 Advanced During installation, you can choose another drive or another folder. During installation, you can choose whether to install all program features (Complete), or to install only selected portions of the program (Custom). For example, you may choose not to install certain features in order to save disk space.

Click to install the application
Click to browse the contents of the CD

Click to exit

The FileMaker Pro InstallShield Wizard appears.
3. Install FileMaker Pro by following the on-screen instructions. For details about installation issues, see Installation notes on page 9. 4. When the installation is complete, click Finish. When installation completes, you see a Product Registration panel. You can register online if you have an Internet connection. If you choose to register by letter or by fax, you can fill out the form on your computer, print a copy of the form, and mail or fax it to FileMaker.
Uninstalling, modifying, or repairing FileMaker Pro
You can use the Windows Add or Remove Programs control panel to uninstall FileMaker Pro, replace missing or corrupt les, or to change which features are installed. For more information about using Add or Remove Programs, refer to Windows Help. Note Uninstalling doesnt delete files that youve created, as long as they are named differently than the sample and template (Starter Solution) files that are installed with FileMaker Pro. When you modify or repair FileMaker Pro, you may be prompted to enter your license key.
Installing FileMaker Pro from the command line
To install FileMaker Pro from the command line and create an installation log file: 1. Insert the FileMaker Pro CD. 2. Open a command window. 3. In the command window, type
E:\Files\setup.exe /v/Lr C:\FMP8InstallLog.txt
Changing the FileMaker Pro cache size
FileMaker Pro maintains an internal cache of portions of your database. Depending on your computers memory conguration, you may want to adjust the cache size to improve performance. You may want to consider increasing the cache size if you plan to:
4. Follow the on-screen instructions. The FMP8InstallLog.txt file will be located on the C drive of your hard disk. You can view it with WordPad or a word processing program. Note If your CD or DVD drive is not located at drive E, then substitute the correct letter for your drive.

Where les are stored on your hard disk
The FileMaker Pro installer copies les to several folders on your hard disk, depending on the installation options you choose and your operating system. If you performed a command line installation and specied an install log le, you can view the install log le, which lists the location of each installed le.
work on a large database file work on several database files at once host database files use a database file that contains many graphics insert a large graphic into a database file
Consider decreasing the cache size if you plan to run several applications at the same time and you have a limited amount of memory (RAM) installed. Note When you increase or decrease the FileMaker Pro cache size, you also increase or decrease the amount of memory needed to run FileMaker Pro.

Chapter 2

Installing FileMaker Pro in Windows
For more information on managing memory, see the documentation that came with your computer. To change the cache size that FileMaker Pro uses: 1. In FileMaker Pro, choose Edit menu > Preferences. The Preferences dialog box appears.

Where to go from here

After you install FileMaker Pro, you can immediately begin working with the application. Here are some suggestions on where to go in the documentation to get started:
If youre new to databases, read chapter 1, Using databases and chapter 2, Creating databases in the FileMaker Pro Users Guide to learn basic database concepts.
If youve used FileMaker Pro before, read the Preface, Introducing FileMaker Pro in the FileMaker Pro Users Guide to learn about new features available in FileMaker Pro 8. If youre a FileMaker Pro Advanced user, see the FileMaker Pro Advanced Development Guide for information on FileMaker Pro Advanced features.
2. Click the Memory tab. 3. Type a number in the Attempt to set file cache to box. 4. Click OK. The next time you start FileMaker Pro, the new cache size is used.
Chapter 3 Installing FileMaker Pro in the Mac OS
Before you begin the installation process, quit other open programs and save your work. For late-breaking information about FileMaker Pro, browse the contents of the CD and view the Read Me le or visit www.lemaker.com.
You must use the installation program to install FileMaker Proyou cant install FileMaker Pro by dragging les to your hard disk. To install FileMaker Pro on your hard disk: 1. Insert the CD into your CD or DVD drive. You see the discs window on your screen. If you see only the disc icon, double-click the CD icon to open its window. 2. Locate and double-click the FileMaker Pro 8 icon.
1 If you installed a trial version of FileMaker Pro 8, you must remove it before installation. To remove the trial version, drag the FileMaker Pro 8 folder and the FileMaker Pro 8 preferences file to the Trash. The FileMaker Pro 8 preferences file is in [home folder]/ Library/Preferences/FileMaker Preferences/FileMaker Pro 8.0 Prefs. 1

If your computer is running virus protection software, turn it off prior to installing FileMaker Pro, and then turn it back on afterwards. When you are installing FileMaker Pro, you will see the License Agreement panel. Read the Software License Agreement. If you accept the terms of the license agreement, click Accept. During installation, you can choose whether to install all the program files (an Easy Install), or to install portions of the program (a Custom Install). For example, you may choose not to install certain features in order to save disk space.
3. Install FileMaker Pro by following the on-screen instructions. When installation completes, you see a Product Registration dialog box. You can register online if you have an Internet connection. If you choose to register by letter or by fax, you can fill out the form on your computer, print a copy of the form, and mail or fax it to FileMaker. 4. Click Quit to leave the Installer.
The FileMaker Pro installer copies les to several folders on your hard disk, depending on the installation options you choose and your operating system. When installation is complete, you can view the Installer Log File in the FileMaker Pro 8 folder. The log le lists the location of each installed le. You can view it with TextEdit or a word processing program.
An Easy Install installs FileMaker Pro in the language matching your operating system. You can install additional language versions by choosing Custom install, then selecting other language packs from the list of supported languages.
Installing ODBC client drivers in Mac OS X
FileMaker Pro ODBC support allows you to interact with data from other applications, such as Oracle databases, on your computer or over a network. For more information on using ODBC, see FileMaker Pro Help. For additional details, including links to driver vendors, see www.lemaker.com/odbc.
Adjusting the FileMaker Pro cache
Because Mac OS X dynamically allocates memory to applications as needed, there is no way to set a specic amount of memory to allocate to the FileMaker Pro application. However, you can adjust the FileMaker Pro cache size. You may want to increase the cache size if you plan to do any of the following:
2. Type a number in the Attempt to set file cache size to box. 3. Click OK. The next time you start FileMaker Pro, the new cache size is used.
Consider decreasing the cache size if you plan to run several applications at the same time and you have a limited amount of memory (RAM) installed. To change the cache size that FileMaker Pro uses: 1. In FileMaker Pro, choose the FileMaker Pro menu > Preferences and click the Memory tab.

1 If youve used FileMaker Pro before, read the Preface, Introducing FileMaker Pro in the FileMaker Pro Users Guide to learn about new features available in FileMaker Pro 8. 1
If youre a FileMaker Pro Advanced user, see the FileMaker Pro Advanced Development Guide for information on FileMaker Pro Advanced features.

FileMaker Pro 8

Users Guide
1995-2005 FileMaker, Inc. All Rights Reserved. FileMaker, Inc. 5201 Patrick Henry Drive Santa Clara, California 95054 FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the le folder logo are trademarks of FileMaker, Inc. FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software. All persons and companies listed in the examples are purely ctitious and any resemblance to existing persons and companies is purely coincidental. Credits are listed in the Acknowledgements document provided with this software. For more information, visit our web site at www.lemaker.com. Edition: 01

Contents

Preface Introducing FileMaker Pro Using this manual Using FileMaker Pro documentation Where to find PDF documentation Online Help Templates, examples, and more information Suggested reading FileMaker Pro overview Creating simple or complex databases Using layouts to display, enter, and print data Finding, sorting, and replacing data Protecting databases with accounts and privilege sets Creating scripts to automate tasks Sharing and exchanging data Saving and sending databases in other formats New features Information sharing features Usability improvements Ensure data accuracy Functions and script steps Chapter 1 Using databases About database fields and records Opening files Opening multiple windows per file Closing windows and files Saving files When FileMaker Pro saves a file About modes
Viewing records Viewing records in table format Selecting the active record Moving through records Adding and duplicating records Adding and duplicating related records Deleting records Entering data Selecting a field Entering and changing data in fields Finding records Making a find request Performing quick finds based on data in one field Finding text and characters Finding numbers, dates, times, and timestamps Finding ranges of information Finding data in related fields Finding empty or non-empty fields Finding duplicate values Finding records that match multiple criteria Finding records except those matching criteria Deleting and reverting requests Viewing, repeating, or changing the last find Hiding records from a found set and viewing hidden records Finding and replacing data Sorting records 32 33
FileMaker Pro Users Guide
Previewing and printing databases Previewing data on a layout Printing records Printing scripts Printing table and field information Printing the relationships graph Automating tasks with scripts Backing up database files Setting preferences
Working with fields on a layout Placing and removing fields on a layout Setting up checkbox sets and other controls on a layout Deciding where to place related fields About merge fields Formatting field data on a layout Allowing or preventing entry into fields Working with parts on a layout About layout part types
Chapter 2 Creating databases Planning a database Creating a FileMaker Pro file Defining database fields About naming fields About choosing a field type Defining text, number, date, time, timestamp, or container fields Defining calculation fields Defining summary fields Setting options for fields Defining automatic data entry Defining field validation About storage and indexing options Defining database tables Creating layouts and reports About layout types Setting up a layout to print records in columns Working with objects on a layout Selecting objects
Chapter 3 Working with related tables and files About relationships Relational database terminology About the relationships graph About match fields for relationships Types of relationships Planning a relational database Working with the relationships graph Creating relationships Changing relationships Summarizing data in portals About lookups Creating lookups Editing lookups Chapter 4 Sharing and exchanging data Sharing databases on a network Enabling file sharing and hosting files Opening shared files as a client Opening shared databases remotely using a URL Closing a hosted file
Importing and exporting data Saving and sending data in other formats Sending email messages based on record data Supported import/export file formats ODBC and JDBC Methods of importing data into an existing file About adding records About updating existing records About updating matching records About the importing process Converting a data file to a new FileMaker Pro file About the exporting process Publishing databases on the web 88

Chapter 5 Protecting databases with accounts and privilege sets Protecting databases Accounts, privilege sets, and extended privileges About the predefined accounts About the predefined privilege sets Planning security for a file Password-protecting a file Creating accounts and privilege sets Viewing accounts and privilege sets Creating accounts Creating accounts that authenticate via an external server Creating privilege sets About enabling record-level access Viewing extended privileges
Chapter 6 Converting FileMaker databases from previous versions Converting FileMaker Pro 6 and earlier files Conversion overview Converting a single file Converting multiple files at once Reading the Conversion.log file Solving basic conversion problems Converting FileMaker Pro 1.x and 2.x databases Top conversion issues Passwords Preserving user dictionary information Print Setup script step stored setup options (Windows) Switching windows in scripts Boolean functions and find requests File references Index

108 109

Preface Introducing FileMaker Pro
FileMaker Pro is the leading workgroup database software for quickly creating and sharing solutions adapted to your business needs. Powerful features, broad platform support, and an easy-to-use interface make FileMaker Pro indispensable for anyone who needs to track and manage people, projects, and information.
1 Installing FileMaker ODBC and JDBC Client Drivers: describes how to install the drivers needed to access a FileMaker data source via ODBC and JDBC 1 FileMaker ODBC and JDBC Developers Guide: describes concepts and details to help you share FileMaker data with other applications, using ODBC and JDBC Where to nd PDF documentation
Most PDF manuals are located in the folder where you installed FileMaker Pro. If you installed FileMaker Pro in the default folder location, the PDF manuals are located here: Windows: C:\Program Files\FileMaker\FileMaker Pro 8\English Extras\Electronic Documentation Mac OS: Macintosh HD/Applications/FileMaker Pro 8/English Extras/Electronic Documentation PDF manuals for ODBC and JDBC are on the FileMaker Pro CD, in the /xDBC/Electronic Documentation folder. To view the PDF les, you need a PDF reader. In Mac OS X, you can use either the built-in Preview application or Adobe Reader. Windows users need Adobe Reader. If you do not have Adobe Reader, you can download it from the Adobe web site at www.adobe.com. Important You can download PDFs of FileMaker documentation (and any updates) by choosing Help menu > Downloads and Updates. All of the PDF les use the tagged Adobe Portable Document format (PDF). Tagged PDF les work with assistive technology such as the screen readers JAWS for Windows and Window-Eyes. For more information about tagged PDF les, see the Adobe web site at www.adobe.com.

Invalid dates, times, timestamps, or calculated date or time results
Next Tuesday or 2/33/2005 in a date field, or midnight in a time field
Finding ranges of information
To find values that are Less than a specified value Use this operator < Examples
<40 <9/7/2005 <M

To find dates

That occur on March 1st between 1868 m*/3/1 and 1912 in the Japanese Emperor Year era of Meiji That occur on December 31st between S{5.15}+12+and 1940 in the Japanese Emperor Year era of Showa
Less than or equal to a specified value

<= or (Mac OS)

<=95129 05:00:00 <=M
Greater than a specified value
>95129 >9/7/2005 >M
To find times In the 3 oclock hour, not including 4:00 PM Between 8:00 AM and 8:59:59 PM In the morning Any of the times 4:30, 5:30, 6:30 PM
Greater than or equal to a specified value

>= or (Mac OS)

>=100 >=9/7/2005 8:00 M

8 AM.8 PM AM {4.6}:30 PM

Within the range you specify. A. or. range is different based on the data (two or three type: periods)
12:30.17:30 1/1/2005.6/6/2005 A.M
1 Numbers: least to greatest 1 Dates and times: earliest to

latest

To find timestamps In the 3 oclock hour today In the 7 oclock hour in May, 2005 That occur on a Monday in 2006

// 3 PM 5/PM =Mon 2006

1 Text: first to last word, based
on the index order of words (not the sort order)
11/{10.16}/2006 {3.5} PM From the 10th through the 16th of November, 2006 and from 3:00 PM to less than 6:00 PM (if the date format is MM/DD/YYYY)
To find dates In June, 2005

6/2005

From July 1997 through October 1998 7/1997.10/1998 That occur on a Friday From the 10th through the 16th of October or November, 2006 (if the date format is MM/DD/YYYY)
=Friday {10.11}/{10.16}/2006
Finding data in related elds
You can enter nd criteria in related elds that are displayed in a portal or directly on a layout. When you perform a nd in a related eld, FileMaker Pro displays all the records that have a related record matching the criteria you enter. For example, suppose you have an invoice le that displays line items as related records in a portal. To nd all invoices listing a computer, type Computer in the Item eld in the portal. For information about related elds, see chapter 3, Working with related tables and les. For information about omitting related records, see Finding records except those matching criteria on page 30.

Procedures for working with formulas and a reference to all FileMaker Pro functions (organized alphabetically or by category) are available in Help. 9. Select calculation options for the field.
10. To select indexing and global storage options for the field, click Storage Options, select options in the Storage Options dialog box, then click OK. 11. Click OK to close the Specify Calculation dialog box. 12. Continue to define fields, or click OK. For more information about dening calculation elds and the use of context in calculations, see Help.
6. In the Options for Summary Field dialog box, select a summary type, then select the name of the field you want to group by.
Select this type of summary Total of Average of Count of To summarize values in a field in the found set of records by Calculating the total of values in the field Calculating the average of values in the field Counting the number of records that contain a value for the field. For example, if a field contains 100 values (one value for each record), the result of the count is 100. Finding the lowest number, or the earliest date, time, or timestamp for a field Finding the highest number, or the latest date, time, or timestamp for a field

Dening summary elds

Use summary elds to calculate values such as subtotals, averages, and grand totals across multiple records. For example, a summary eld can display in a report the grand total of all sales in the month of May. Tip Use the New Layout/Report assistant to quickly create a report with grouped data (data in a summary field). See Creating layouts and reports on page 53. The value in a summary eld can change depending on where you place the eld on a layout, how many records are in the found set, whether the records are sorted, and which mode youre using. If youre modifying a layout that contains a summary eld, you must know about layout parts to get the results you want (see Working with parts on a layout on page 67). 1. With the database open, choose File menu > Define > Database. 2. In the Define Database dialog box, click the Fields tab. 3. If your file contains more than one table, select the appropriate table from the Table list. 4. For the Field Name box, type a name for the field. See About naming fields on page 44. 5. For Type, select Summary, then click Create.

Minimum Maximum

Standard Deviation of Finding how widely the values in a field differ from each other. This option calculates the standard deviation from the mean of the values in a field. (The formula is n-1 weighted, following the normal standard deviation.) Fraction of Total of Calculating the ratio of the value in the field to the total of all the values in that field. For example, find what fraction of total sales can be attributed to each salesperson.

Create an index, which is a list of the values stored in a field. An index greatly speeds searches, but takes up space on your disk. You can index text, number, date, time, and timestamp fields. You can also index calculation fields if the results are text, numbers, dates, times, or timestamps.
Store the result of a calculation field in your database, or you can tell FileMaker Pro to perform the calculation only when needed (unstored). Storing the result is faster but takes up more space on the disk. You can specify storage options for text, number, date, time, timestamp, and calculation fields.
1 Set any field (except summary fields) to share one value across all records in a file if you select Use global storage in the Storage tab of the Options for Field dialog box. Fields defined with global storage are also referred to as global fields.

Click Storage

Select the storage option for the field
Type a name for the table
For more information about setting eld options, see Help.
3. In the Table Name box, type a name for the table, then click Create. The table can be renamed or deleted. Tables you add to a file are automatically displayed in the relationships graph. 4. Continue to define tables, or click the Fields tab to define fields. For information about relationships, tables, and the relationships graph, see chapter 3, Working with related tables and les.
Parts: use headers, footers, the body, and summaries to divide a layout into special purpose areas Layout popup menu
Layout text: use for titles, column headings, field labels, instructions, and form letters
Buttons: use to automate frequent tasks The page: the printer, print or page setup, and layout determine how information looks on the printed page
Creating layouts and reports
FileMaker Pro layouts determine how information is organized for viewing, printing, reporting, nding, and entering data. Layouts dont store your datathey just display it. Layouts are sometimes called reports, especially when printed. You can create as many layouts as you need for a le (for example, layouts for entering data, reporting summaries, or printing mailing labels). You can change a layouts design without affecting the data or other layouts for the le. Layouts can include certain elds and exclude others.When you change the data in a eld (in Browse mode), the changes are reected in the same eld for the same record on all the layouts in the le.

Allowing or preventing entry into elds
You can allow or prevent entry into a field. For example, you can restrict entry into a field containing a serialized number, so the field cant be modified. You can set separate Browse mode and Find mode data entry options, which would allow you to permit finding serialized numbers even though they cant be entered. If you allow entry into a field, you can also control whether the entire contents of the field is selected when you click or tab into the field in Browse mode or Find mode. Otherwise, FileMaker Pro places the insertion point after the last character in the field. 1. In Layout mode, select one or more fields. 2. Choose Format menu > Field/Control > Behavior. 3. In the Field Behavior dialog box, select the options you want to use.
Working with parts on a layout
FileMaker Pro layouts are divided into layout parts, sections of the layout that determine how data in a field is treated and displayed. By using parts, you can control how FileMaker Pro prints data, for example:
once for each record only at the top of each page
only before or after groups of sorted records (for example, to include a subtotal for each group of records) Each layout must have at least one part. Layout parts can contain elds, portals, buttons, text, and other objects. In Layout mode, dotted horizontal lines mark the division between layout parts, and the part label appears at the left end of the bottom dividing line. The New Layout/Report assistant automatically creates the appropriate layout parts depending on the choices you make. You can add, change, or delete layout parts after you nish the assistant as needed. (See Creating layouts and reports on page 53.)
Prevent entry into a field in For Allow field to be entered, clear In Browse mode, In Browse mode, in Find Find mode, or both options. mode, or in both modes Select the entire fields contents when the field is entered Specify a text input mode for a field that uses a Japanese input method. Note This option is available if your operating system is configured to support Japanese text entry. Control how you move to the next field using the keyboard Select Tab key, Return key, Enter key, or any combination of the options. Select Select entire contents of field on entry. (Allow field to be entered must also be selected.) Select Set input method to, then select an input mode from the list.

Relationships graph

Related field
About the relationships graph
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 join two tables, you are leveraging the two existing views to create a third view. As you add tables to your relationships, each successive table represents an additional set of criteria that must be met before related data can be accessed in that relationship. You can create a relationship between any two tables in the relationships graph, but the relationship must not create a cycle, or closed loop between tables. That is, each series of relationships must have a starting table and an ending table, and those tables must be different tables. Because each relationship represents an additional set of criteria, you must be aware of your context within the relationships graph. Context is the point in the graph from which a relationship is evaluated. Because the graph is never a cycle, each point along the graph offers a different perspective into your data. Since FileMaker Pro does not permit you to create cycles within the relationships graph, any attempt to create a cycle causes FileMaker Pro to generate a new, uniquely named table occurrence. This new occurrence functions like any other occurrence in the graph and allows you to continue with your new relationship. For more information about the relationships graph, see Help.
For example, a Customers table and an Invoices table can each use the eld Client ID to uniquely identify each customer and purchase. If the two tables are related using Client ID as the match eld, a record in the Customers table can display a portal showing each invoice with a matching Client ID, and in the Invoices table, each invoice with the same Client ID can display consistent customer data. The match elds used in a relationship can have different names. Match elds can be any eld type except container or summary. For more information about match elds, see Help.

Types of relationships

When you join two tables using a relationship, you establish criteria that FileMaker Pro uses to display or access related records. Your criteria can be simple, such as matching a eld in Table A with a eld in Table B, or more complex. A more complex relationship denition will usually return a narrower set of related records. Examples of complex relationships include using multiple match elds on one or both sides of the relationship, comparing match elds using non-equal relational operators, or using calculated match elds.

Single-criteria relationships In a single-criteria relationship, data in one eld is matched to data in another eld.
For example, a record in either table is related to any record in the other table when the values in the Client ID eld in the Clients table and the Client ID eld in the Phone Numbers table are the same.
About match elds for relationships
When you create a relationship between tables, you choose one or more elds in each table as match elds. Match elds usually have common values. In a typical relationship, a record in one table will be related to records in another table that share a common match eld value.

Match field

Use a single-criteria relationship when you want to relate two tables based on a single common value, such as a serial number or an ID number. For example, a clients database has two tables: Clients, which stores names and addresses, and Phone Numbers, which stores phone numbers and types of phone numbers, such as work, home, fax, and so on. The data is split between two tables because a single client can have multiple phone numbers. The tables have the following elds:
Table Clients Field name Client ID Comment Number field, auto-enter serial number. Match field for the Clients table Text field Text field Text field Text field Text field
Because the relationship is dened to allow the creation of related records in the Phone Numbers table, the Client ID number from a Clients record will be automatically inserted in the Client ID eld in the Phone Numbers table in each new related record. This allows many records in the Phone Numbers table to be related to a single record in the Clients table.
First Name Last Name Address1 Address2 City State Phone Numbers Phone Number

Portal

Enter a phone number in empty portal row Text field Text field
Phone Number Type Text field Client ID Number field. Match field for the Phone Numbers table
Users will be able to enter a phone number in an empty portal row, and FileMaker Pro will automatically create a related record for that phone number.
The Client ID eld is the match eld in the relationship between the two tables. In the Clients table, the Client ID eld is set to automatically enter a serial number, giving each record in the Clients table a unique ID number. In the Phone Numbers table, the Client ID is just a simple number eld.
Multi-criteria relationships In a multi-criteria relationship, you increase the number of match elds, which increases the criteria that FileMaker Pro evaluates before successfully joining related records. In a multi-criteria relationship, FileMaker Pro compares the values from each match eld on each side of the relationship in the order in which the elds appear. This is known as an AND comparison; to match successfully, every match eld must nd a corresponding value in the other table.

Sum(Line Items::Price)

Name Client ID C100 Phone 42.83.91.04 Name Client ID C200 City Paris 555-3849 Name Phone Smith Phone City 555-1234 Vancouver City New York
3. Place the calculation field on a layout of the table in which it is defined. See Placing and removing fields on a layout on page 60. For more information about summarizing data in portals, see Help.

Lookup target field

Lookup source field

Creating lookups

To create a lookup: 1. Create a relationship for the lookup between the match field of the current table and the match field of the related table. See Creating relationships on page 76. 2. With the database open, choose File menu > Define > Database. 3. In the Define Database dialog box, click the Fields tab. 4. If your database contains more than one table, select the appropriate table from the Table list. 5. Select a text, number, date, time, timestamp, or container field from the list of existing fields, or define a new one.

About lookups

A lookup copies data from another table into a eld in the current table. After data is copied, it becomes part of the current table (and remains in the table from which it was copied). Data copied to the current table does not change automatically when the data in the other table changes, unless the data in the match eld of the current table changes.
6. Click Options (or double-click the field name). 7. In the Options for Field dialog box, click the Auto-Enter tab, then select Looked-up value. 8. In the Lookup for Field dialog box, choose the table the lookup will start with, and the table from which the value will be copied.
Select Starting with table Lookup from related table To specify The table the lookup will use as its starting point in the relationships graph The related table from which the related data will be looked up
11. Click OK. 12. Repeat steps 5-11 for each additional field for which you want to define a lookup.

Editing lookups

To edit a lookup: 1. With the database open, choose File menu > Define > Database. 2. Click the Fields tab. 3. If your database contains more than one table, select the appropriate table from the Table list. 4. Double-click the lookup target field.
9. Select the field from which the lookup value will be copied. 10. Select options for the lookup.

Allow exporting to save Excel files. Allow printing to save PDF files.
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.
Methods of importing data into an existing le
When you import data into an existing file, you can:
Sending email messages based on record data
You can use FileMaker Pro to send one, or multiple, messages to one or more recipients. You can enter values, or use values from elds or calculations.You can also create scripts to send emails. For more information, see Help.
add new records to an existing table create a new table from imported data update existing records in an existing table update matching records in an existing table
Supported import/export le formats
Every application stores its data les in its own le type or le format. Most applications can also exchange information in certain other formats. FileMaker Pro can import and/or export les in these formats: Microsoft Excel, DBF, DIF, tab-separated text, comma-separated values, BASIC, FileMaker Pro 7, Merge, SYLK, WK1/WKS (Lotus 1-2-3), HTML Table, and XML. If youre exchanging data with another program, check the documentation that came with that program to determine a common intermediary le format that both FileMaker Pro and the other program support. Most le formats support data conversion only and do not import or export formatting such as font, size, style, and color. For information about le formats and the versions FileMaker Pro can import and/or export, and importing from sources such as XML or a digital camera (Mac OS), see Help.
Important The import options that update existing records and update matching records both overwrite existing data during the import process and cannot be undone. To safeguard your data, choose File menu > Save a Copy As to make a backup of the file before you perform an import that updates records. The le you import records from is the source. The le you import records to is the target.

About adding records

When you add records, you import all records from the source le to the target le or table. A new record is created in the target le for each importable record in the source le.
About updating existing records
With this option, you replace data in your le with data from the source le. For each eld you import into, data from the rst importable record (or row of data) in the source le overwrites elds in the rst record in the target le. Data from the second importable record (or row of data) in the source le overwrites elds in the second record in the target le, and so on. When you replace data, FileMaker Pro doesnt examine or compare the data in the les. You can choose whether to replace or not replace data on a eld-byeld basis. Records in the target le are replaced with the same number of records from the source le. If there are more importable records in the source le, data from the extra records in the source le will not be imported unless you also choose Add remaining data as new records. If there are more records in the target le, data in the extra records in the target le will not be replaced.

You can create as many privilege sets as you need to dene the types of access you want to permit to a le. For more information about privilege sets, see About the predened privilege sets on page 93. 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 le 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 dene 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 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 publishingavailable for FileMaker Server Advanced only Accessing a database file from a web browser or other application via XSLT web publishingavailable for FileMaker Server Advanced only
Create accounts for individuals when it is necessary to verify the identities of particular users and you want to manage access at an individual level. 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 les 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 97. A privilege set species a level of access to a database le. Each database le contains three predened 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 elds from particular tables within a le. Each account is assigned a privilege set, which determines the level of access when someone opens a le using that account.

You can only set record access privileges for tables dened in the current le. If the le contains relationships to tables in other les that you want to protect, you need to create accounts and privilege sets in the other les to protect those tables. For more information about using the Edit Privilege Set dialog box, see Help.
Viewing extended privileges
Extended privileges determine the data sharing options that are permitted by a privilege set for a le. For example, if the le is shared, the Access via FileMaker Network extended privilege determines if the privilege set allows opening the shared le as a client. The Access via Instant Web Publishing extended privilege determines whether the privilege set allows accessing the database from a web browser. There are six default extended privileges. For more information about them, see Accounts, privilege sets, and extended privileges on page 92. You can view extended privileges in the Dene Accounts & Privileges dialog box, as well as enable each extended privilege for selected privilege sets. All of the extended privileges are disabled by default, even in the Full Access privilege set. It may be necessary to delete an extended privilege that is no longer required.
For more information about extended privileges, see Help.
Chapter 6 Converting FileMaker databases from previous versions
Because FileMaker Pro 7 and FileMaker Pro 8 share the same file format, FileMaker Pro 8 can open FileMaker Pro 7 files without converting them. You can even use FileMaker Pro 8 files with FileMaker Pro 7. However, new features might not work as expected when you open the file in a previous version. For example:
Converting FileMaker Pro 6 and earlier files
You must convert files created in FileMaker Pro 6 and earlier to the.fp7 file format. The conversion process makes it possible for you to use files created with pre-7.0 versions of FileMaker Pro with FileMaker Pro 8, but its important to note that:
Auto-complete: If you open the Field Format dialog box (now the Field/Control Setup dialog box) for a field that is set to auto-complete, the auto-complete feature is cleared when you click OK.
1 Drop-down calendar: In the Mac OS, if you open the Field Format dialog box (now the Field/Control Setup dialog box) for a field that is set up as a drop-down calendar, the field style switches to radio button set when you click OK, even if you havent made any changes. 1 Tab control: A layout containing tab panels will open, but the objects that were on the tab panels will appear on top of each other.

Sorting records 26, 33 records in table format 18 related records 78 Sound files 45 SQL 11 using with FileMaker products 7 Standard Deviation for summary fields 48 Standard form layout See also Layouts described 55 Starter Solutions. See Templates Status area 17 Stopping lookups 80 Stored results 52 Strict data type 51 Strings, text. See Text, literal Subforms. See Portals Subsummaries See also Reports; Subsummary parts; Summary fields creating reports 55 printing 35 Subsummary parts See also Subsummaries described 68 Subtotals. See Subsummaries; Summary fields Summaries. See Subsummary parts; Summary fields Summarizing data in related fields 79 Summary fields Average for 48 Count for 48 defining 48 described 45, 48 Fraction of Total for 48 Maximum for 48 Minimum for 48 on layouts 68 options for 48 Standard Deviation for 48 Total for 48 Summary parts. See Subsummary parts SYLK format 85
Symbols and field names 44 finding 25 Symbols pop-up menu 24
Tab controls described 53 including in tab order 22 Tab order 22 Table view, described 56 Tables defining 52 described 13 importing data into new 85 naming 53 table occurrences 72 viewing records as 18 Tabs, inserting in fields 23 Tab-Separated Text format 85 Tagged PDF files 7 Templates creating files 42 described 7, 42 Text See also Fields attributes 64 fields 44 finding 26 formatting 64 rotating Asian text 66 selecting 59 Text fields described 44 entering and editing values in 22 Text notes, in relationships graph 77 Time fields described 44 entering and editing values in 23 Times finding 27 formatting 65 invalid 27
Timestamp fields described 44 entering and editing values in 23 four-digit years 23 Timestamps, formatting 65 Title headers and footers, described 68 Todays date, finding 27 Tools described 59 field tool 61 selection tool 59 Tooltips, FileMaker Pro Advanced 8 Total for summary fields 48 Trigger fields. See Match fields True result 26, 44, 51, 64, 108 Type-ahead feature 62
Viewing accounts 96 extended privileges 99 page breaks and page numbers in Preview mode 35 print area 35 privilege sets 96 records as forms, lists, or tables 18 Virtual results 52
Web field name considerations 44 hosting databases on 89 Wildcards in searches 25 Windows closing 16 displaying only from current file 12 opening multiple 15 Select Window script step 12, 108 Windows Domain 97 WK1 format 85 WKS format 85 Workgroups, sharing files 88 World Wide Web. See Web