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FileMaker Pro 13 Absolute Beginner's Guide

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FileMaker Pro 13 Absolute Beginner's Guide

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Description

  • Copyright 2015
  • Dimensions: 7" x 9-1/8"
  • Pages: 400
  • Edition: 1st
  • eBook (Watermarked)
  • ISBN-10: 0-13-341676-3
  • ISBN-13: 978-0-13-341676-3

Make the most of FileMaker Pro 13–without becoming a technical expert! This book is the fastest way to create FileMaker Pro databases that perform well, are easy to manage, solve problems, and achieve your goals! Even if you’ve never used FileMaker Pro before, you’ll learn how to do what you want, one incredibly clear and easy step at a time. FileMaker Pro has never, ever been this simple!

Who knew how simple FileMaker® Pro 13 could be?

This is the easiest, most practical beginner’s guide to using the powerful new FileMaker Pro 13 database program…simple, reliable instructions for doing everything you really want to do!


Here’s a small sample of what you’ll learn:

•    Get comfortable with the FileMaker Pro environment, and discover all you can do with it

•    Create complete databases instantly with Starter Solutions

•    Design custom databases that efficiently meet your specific needs

•    Identify the right tables, fields, and relationships; create new databases from scratch

•    Expand your database to integrate new data and tables

•    Craft layouts that make your database easier and more efficient to use

•    Quickly find, sort, organize, import, and export data

•    Create intuitive, visual reports and graphs for better decision-making

•    Use scripts to automate a wide variety of routine tasks

•    Safeguard databases with accounts, privileges, and reliable backups

•    Share data with colleagues running iPads, iPhones, Windows computers, or Macs

•    Take your data with you through FileMaker Go

•    Master expert tips and hidden features you’d never find on your own

•    And much more…

Sample Content

Table of Contents

INTRODUCTION ...............................................................................................................1

    About This Book ........................................................................................................ 2

Part 1: Getting to Know FileMaker Pro

1 Welcome to FileMaker Pro.....................................................................................5

    What Is a Database? ................................................................................................. 6

    Differences Between Databases and Spreadsheets .............................................. 7

    The Power of Databases .........................................................................................11

    Why FileMaker? .......................................................................................................12

    Understanding the FileMaker Platform .................................................................13

    What Can FileMaker Do for You? ..........................................................................14

2 Creating Your First Database...............................................................................17

    Getting Started Tour ...............................................................................................18

    FileMaker Quick Start ..............................................................................................19

    Creating a Database Using a Starter Solution......................................................20

    Saving and Closing a Database .............................................................................22

    Quitting FileMaker ..................................................................................................22

3 Exploring FileMaker Pro .......................................................................................25

    Opening a FileMaker Pro Database ......................................................................26

        Opening a Recently Used Database ................................................................26

        Opening Other Databases ................................................................................26

    Menu Commands ....................................................................................................27

        The File Menu .....................................................................................................28

        The Edit Menu ....................................................................................................29

        The View Menu ...................................................................................................29

        The Insert Menu .................................................................................................33

        The Format Menu ...............................................................................................33

        The Records Menu .............................................................................................34

        The Scripts Menu ...............................................................................................35

        The Window Menu .............................................................................................36

        The Help Menu ...................................................................................................37

    The Status Toolbar...................................................................................................39

        Moving Between Records .................................................................................39

        Information About the Found Set ....................................................................40

        The Status Toolbar Buttons ...............................................................................40

        Quick Find ...........................................................................................................41

        Additional Tools ..................................................................................................41

        The Content Area ...............................................................................................42

4 Working with Records ...........................................................................................43

    Changing an Existing Record .................................................................................44

    Adding a New Record ............................................................................................44

    Duplicating a Record...............................................................................................44

    Canceling Changes to a Record ............................................................................45

    Moving Between Fields ..........................................................................................45

    Moving Between Records .......................................................................................46

    Deleting a Record....................................................................................................46

    Deleting Multiple Records ......................................................................................47

    Moving Between Layouts .......................................................................................48

    Changing Layout Views ..........................................................................................49

5 Importing Records .................................................................................................51

    Preparing for the Import .........................................................................................52

    Selecting the Source File ........................................................................................52

    File Types Supported ..............................................................................................52

    Field Mapping..........................................................................................................53

    Selecting an Import Action .....................................................................................55

    Importing the Sample Data ....................................................................................57

    Import Options Dialog Window ............................................................................57

    Import Summary Window .......................................................................................59

6 Finding Records ......................................................................................................61

    Using Quick Find .....................................................................................................62

    Entering Find Mode ................................................................................................63

    Performing Basic Finds ...........................................................................................65

    Performing “and” Finds ..........................................................................................67

    Performing “or” Finds .............................................................................................67

    Performing Finds That Omit Records ....................................................................68

    Finds That Return No Records ...............................................................................68

    Modifying the Last Find ..........................................................................................69

    Using Saved Finds ...................................................................................................69

    Using Fast Match .....................................................................................................71

    Showing Omitted Records .....................................................................................72

    Finding All Records .................................................................................................72

    Updating Multiple Records at One Time ..............................................................72

7 Sorting Records ......................................................................................................75

    The Sort Records Command ..................................................................................76

    The Sort Records Window ......................................................................................76

    Impact of the Sort Order ........................................................................................77

8 Exporting Records .................................................................................................79

    Preparing to Export .................................................................................................80

    Performing the Export ............................................................................................80

    Supported File Types ..............................................................................................81

    Excel Options Window ...........................................................................................81

        Specify the Field Order for the Export Window .............................................82

    Additional Export Options .....................................................................................83

    The Export Progress Window.................................................................................83

Part 2: Beyond the Basics

9 Working with Fields ...............................................................................................85

    Understanding Field Types .....................................................................................86

    Adding Fields ...........................................................................................................88

    Changing the Field Order ......................................................................................89

    Field Options ...........................................................................................................90

        Auto-Enter Options ............................................................................................90

        Validation Options ..............................................................................................95

    Naming Fields and Tables ....................................................................................100

    Changing Fields .....................................................................................................101

    Deleting Fields .......................................................................................................102

    Field Storage Options ...........................................................................................103

        Global Fields .....................................................................................................103

        Repeating Fields ...............................................................................................104

        Indexing Options ..............................................................................................105

        Indexing Calculated Fields ..............................................................................107

10 Working with Calculations ................................................................................. 109

    What Are Calculations? .........................................................................................110

    Why Calculations Are Important ..........................................................................110

    The Specify Calculation Dialog ............................................................................111

    Adding a Calculation Field ...................................................................................113

    Types of Calculation Functions ............................................................................119

        Aggregate Functions .......................................................................................121

        Container Functions .........................................................................................121

        Date Functions ..................................................................................................122

        Design Functions ..............................................................................................123

        Financial Functions ...........................................................................................123

        Get Functions ...................................................................................................123

        Logical Functions ..............................................................................................124

        Mobile Functions ..............................................................................................125

        Number Functions ............................................................................................125

        Text Functions ...................................................................................................126

        Text Formatting Functions ...............................................................................127

        Time Functions .................................................................................................128

        TimeStamp Function ........................................................................................129

        Trigonometric Functions ..................................................................................129

    Custom Functions ..................................................................................................129

    FileMaker Plug-Ins .................................................................................................130

11 Working with Layouts ........................................................................................ 131

    What Are Layouts? ................................................................................................132

    Exploring Layout Mode ........................................................................................132

    Adding Layouts ......................................................................................................133

    Understanding Layout Parts .................................................................................136

    Resizing Layout Parts ............................................................................................138

    Setting Layout Widths ...........................................................................................138

    Adding Objects to Layouts ..................................................................................139

        Adding Fields ....................................................................................................139

    Specifying the Tab Order......................................................................................143

    Selecting and Modifying Objects ........................................................................144

    Using the Layout Inspector...................................................................................145

        The Position Tab ...............................................................................................147

        The Styles Tab ...................................................................................................150

        The Appearance Tab ........................................................................................152

        The Data Tab.....................................................................................................154

        Understanding Value Lists ...............................................................................160

    Adding Basic Objects ...........................................................................................163

    Adding Graphics ....................................................................................................164

    Adding Advanced Objects ...................................................................................165

        Buttons ..............................................................................................................165

        Tab Controls ......................................................................................................166

        Slide Controls ...................................................................................................168

        Popovers ............................................................................................................169

        Web Viewers .....................................................................................................171

    Changing Layout Options ....................................................................................173

    Managing Layouts .................................................................................................175

    Layout Tips and Tricks ...........................................................................................175

        Undoing Layout Changes ................................................................................175

        Icons on Layout Objects ..................................................................................175

        Duplicating Layouts ..........................................................................................176

12 Creating Reports and Charts ............................................................................ 177

    Planning Your Report ............................................................................................178

    Understanding Sub-Summary Reports ................................................................178

    Creating Report Layouts .......................................................................................178

    Improving Report Layouts ....................................................................................188

    Changing Found Sets ...........................................................................................193

    Adding Multiple Sub-summary Parts ...................................................................194

    Importance of the Sort Order ..............................................................................196

    Removing Body Parts ............................................................................................196

    Previewing and Printing Reports ..........................................................................197

    Printing Labels and Envelopes .............................................................................200

    Creating Charts ......................................................................................................202

13 Automating Tasks with Scripts ......................................................................... 207

    What Is a Script? ....................................................................................................208

    The Manage Scripts Window ...............................................................................208

    Creating Scripts .....................................................................................................213

    Script Steps ............................................................................................................222

        Control Script Steps .........................................................................................223

        Navigation Script Steps ...................................................................................228

        Editing Script Steps ..........................................................................................229

        Field Script Steps .............................................................................................230

        Record Script Steps ..........................................................................................232

        Found Set Script Steps ....................................................................................233

        Window Script Steps ........................................................................................233

        File Script Steps ................................................................................................234

        Account Script Steps ........................................................................................236

        Spelling Script Steps ........................................................................................236

        Open Menu Item Script Steps ........................................................................236

        Miscellaneous Script Steps ..............................................................................237

    Interacting with Users............................................................................................241

    Managing Scripts ...................................................................................................249

        Grouping Scripts into Folders .........................................................................250

        Creating a Default Script .................................................................................250

        Adding a Field Separator ................................................................................250

        Duplicating Scripts ...........................................................................................250

        Importing Scripts ..............................................................................................251

        Deleting Scripts ................................................................................................251

        Printing Scripts ..................................................................................................251

    Performing Scripts .................................................................................................251

        Subscripts ..........................................................................................................252

        Buttons ..............................................................................................................252

        Script Triggers ...................................................................................................253

        Install OnTimer Script ......................................................................................258

    Script Parameters and Results ..............................................................................259

    Handling Script Errors ...........................................................................................262

    Running Scripts with Full Access .........................................................................265

Part 3: Caring For and Sharing a Database

14 Protecting a Database ....................................................................................... 267

    The Importance of Security ..................................................................................268

    The FileMaker Security Model .............................................................................268

    FileMaker’s Default Security Settings ..................................................................269

    The Manage Security Window .............................................................................270

    Creating Privilege Sets ..........................................................................................273

    Privilege Sets and Scripts .....................................................................................280

    Creating Accounts .................................................................................................281

    Resetting an Account’s Password ........................................................................286

    Securing New Databases ......................................................................................286

    Additional Security Features ................................................................................287

        Custom Extended Privileges ...........................................................................287

        File Access Control...........................................................................................287

        Encryption at Rest ............................................................................................288

        FileMaker Server Security Options .................................................................288

15 Backing Up a Database ...................................................................................... 291

    The Importance of Backing Up ............................................................................292

    Challenges of Backing Up Databases .................................................................292

    Performing Backups ..............................................................................................293

    Backing Up with FileMaker Server .......................................................................295

    Creating Backup Strategies ..................................................................................295

    Restoring from Backups ........................................................................................296

    Recovering Damaged Databases ........................................................................297

    Performing Consistency Checks ..........................................................................299

16 Sharing a Database ............................................................................................. 301

    Hosting with FileMaker Pro ..................................................................................302

    Connecting with FileMaker Pro ............................................................................305

    Closing Hosted Databases ...................................................................................306

    Sharing Via ODBC .................................................................................................308

    Hosting with FileMaker Server .............................................................................308

        Increased Support for Concurrent Users .......................................................308

        Support for FileMaker WebDirect ..................................................................308

        Custom Web Publishing ..................................................................................310

        ODBC/JDBC Connections ..............................................................................310

17 Taking Data with You ......................................................................................... 313

    The Role of FileMaker Go ....................................................................................314

    Designing for FileMaker Go .................................................................................314

    Deployment Options.............................................................................................316

        Accessing Hosted Databases ..........................................................................317

        Using Local Databases .....................................................................................322

    Security Considerations ........................................................................................322

    Other Considerations ............................................................................................323

Part 4: Building Your Own Database

18 Planning Your Database ..................................................................................... 325

    Defining Your Goals ..............................................................................................326

    Identifying Tables ..................................................................................................326

    Identifying Fields ...................................................................................................327

    Identifying Relationships .......................................................................................329

19 Creating Your Database ..................................................................................... 331

    Creating Databases from Scratch ........................................................................332

    Adding Fields Using the Field Picker ..................................................................334

    Changing a Table’s Name .....................................................................................335

    Naming Tables and Fields ....................................................................................336

20 Expanding the Database ................................................................................... 339

    Adding Additional Tables .....................................................................................340

    Understanding the Relationship Graph...............................................................341

    Setting Up Relationships ......................................................................................345

    The Importance of Context ..................................................................................351

    Working with Related Records Via Portals ..........................................................353

    Understanding External Data Sources ................................................................356

TOC, 9780789748843, 11/13/2014

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