Part five. Integration and Security
Chapter 17
Chapter 18
Chapter 19
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FileMaker Pro 11: The Missing Manual
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A Note Regarding Supplemental Files
The Missing Credits
About the Authors
About the Creative Team
Acknowledgments
The Missing Manual Series
Introduction
Why FileMaker Pro?
What's New in FileMaker Pro 11
The Very Basics
About This Book
About the Outline
Living Examples
Macintosh and Windows
About→These→Arrows
About MissingManuals.com
Safari® Books Online
one. Getting Started with FileMaker
1. Working with a Database
A Very Quick Database Tour
Content Area
Scroll Bars
Zoom Controls
Understanding Modes
Status toolbar
Opening and Closing Database Files
Opening a Database
Closing a Database
Adding Data to Your Database
Creating a Record
Entering Data
Moving between fields
Editing a record
Reverting a record
Duplicating a record
Fields for Lots of Text
Deleting Records
Understanding Browse Mode Error Messages
Typing in vain
Navigating Your Database
Navigating Record by Record
Keyboard Shortcuts
Finding Records
Performing a Find
FastMatch
QuickFind
Understanding Find Mode Error Messages
No records match
No valid criteria
Accidental data entry in Find mode
Sorting Records
Understanding Sorting
Beyond the Simple Sort
Multiple Sort Fields
Same Database, Different Views
Viewing a List
Viewing a Table
Creating a New Window
Hiding Windows
Closing hidden windows
Automatically Arranging Windows
Saving Your Database
Saving a Copy of Your Database
Saving a Clone of Your Database
Using FileMaker's Help Menu
2. Organizing and Editing Records
Views
Form View
List View
Table View
Modifying Table view
Advanced Find Techniques
Modify Last Find
Multiple Requests
Searching with AND conditions
Searching with OR conditions
Finding by Omitting
Refining a found set with Omit commands
Constraining and Extending the Found Set
Constraining the found set
Extending the found set
Refining Searches with Find Operators
Zero or More Characters, a.k.a. "Wildcard" (*)
Less Than (<), Less Than or Equal (≤), Greater Than (>), and Greater Than or Equal (≥)
Match Whole Word (=), Match Phrase (" "), and Match Entire Field (= =)
Range (…)
Find Duplicate Values (!)
Today's Date (//) and Invalid Date or Time (?)
Any One Character (@), Any One Digit (#), and Zero or More Characters (*)
Relaxed Search (~)
Using the Find Pop-up Menu
Saving finds
Editing saved finds
Editing What's in Your Fields
Drag-and-drop Editing
Using the Replace Command
Find and Replace
Changing Text Appearance
Text Formatting
Paragraph Formatting
The Text Ruler
Formatting Tabs
Setting tabs in the Text Ruler
Setting tabs in the Tabs dialog box
Checking Spelling
Spell Checking with Menu Commands
Spell Checking As You Type
Managing Spelling Dictionaries
User dictionaries
Preview Mode and Printing
two. Building Your First Database
3. Creating a Custom Database
Creating a New Database
Creating and Managing Fields in Table View
Creating Fields
Managing Field Types
Creating Records in Table View
Inserting a File into a Container Field
Exporting Field Contents
Inserting a File Using QuickTime
Understanding Layouts
The Layout Bar
The Layout Status Toolbar and Layout Mode
Layout Objects
Customizing a Layout
Editing Text Objects and Fields
Moving and resizing fields
Using object grids
Viewing sample data
Editing text objects
Deleting objects
Adding text objects
Using the Inspector
Inserting a Picture on a Layout
Adding Lines and Shapes
Formatting Fields
Formatting a Number field
Adding a field control style and a value list
Editing a value list
Adding a drop-down calendar to a field
Controlling field borders
Customizing a Layout's Body Part
Adding color to a layout part
Adjusting the Body part's height
Creating a New Layout
The Format Painter
Making Two Layouts Match
T-Squares
Arrange and Align Tools
Aligning and distributing
Aligning and distributing
Resizing
Grouping/Locking
Arranging
Rotating
4. Adding Power to Your Database
Creating a Simple Calculation
Creating Fields with Manage→Database
Adding New Fields to a Layout
Creating a Related Table
Understanding the Elements of a Relationship
Creating a Key Field with an Auto-Enter Serial Number
Using Replace Field Contents to add serial numbers
Creating a New Table
Viewing the new table's layout
Creating a Relationship Between Two Table Occurrences
Creating and Using Portals
Adding a Portal to a Layout
Resizing and Moving a Portal
Context
Creating Records Through a Portal
Editing Records Through a Portal
Deleting records through a portal
Performing Finds with Related Data
Using Tab Controls
Creating a Tab Control
Editing Tab Controls
Adding, removing, and reordering tabs
Default Front Tab
Tab justification
Appearance
Tab width
Formatting a Tab Control
Deleting a Tab Control
Adding Merge Fields
Using Symbols to Show Important Info
Writing a Basic Script
Creating a Sort Script
Creating a Button
Applying a Script Trigger
Creating a Dynamic Report with the Assistant
Creating a Trailing Group Report
Changing the Default Account
Summing Up
three. Thinking Like a Developer
5. Creating and Managing a Relational Database
Understanding Relational Databases
Modeling Your Database
Choosing Entities
Finding Relationships
One-to-many relationships
One-to-one relationships
Many-to-many relationships
The Entity-Relationship Diagram
Creating an ER diagram
Keys
Primary and foreign keys
Choosing a good primary key field
Join Tables
Creating a Relational Database
Creating Relationships
Sorting a Relationship
Managing the Relationships Graph
Managing table occurrences using the Tables/Relationships tools
Arrange the graph
Selection tools
Color your table occurrences
Adding notes
Printing the graph
Using Relational Database Power
One Table Occurrence, One Found Set
Viewing Related Fields on a Layout
Creating a Value List Based on a Related Field
Lookups
Creating Lookups
Using a Relookup
Navigating Between Related Records
Go to Related Record
Using GTRR to create a found set
Reviewing Relationship Concepts
Bidirectionality
Implicit Relationships in Action
6. Field Options
Understanding Field Types
Text
Number
Date
Time
Timestamp
Container
Calculation
Summary
Auto-Enter Field Options
Creation Values
Using Creation Name and Account Name
Modification Values
Serial Number
Value from Last Visited Record
Data
Calculated Value
Looked-up Value
Validation Options
Making Validation Stricter
Validation Requirements
Strict data type
Not empty
Unique
Existing value
Member of value list
In range
Maximum number of characters
Storage Options
Global Storage
Repeating Fields
Indexing
Automatic indexing
Controlling indexing manually
Indexing language
Seeing the index
Printing Field Definitions
Beyond Text: Container Fields
Pictures
Copy and paste
Insert→Picture
QuickTime
Sound
Recording sound
File
Exporting data from container fields
7. Layout Tools
Layout Parts
Parts in Form View
Parts in List View
Parts in Preview Mode
Part Setup Dialog Box
When to Use Each Type
Arranging Parts
Layout Types
Standard Form
Table View
List View
Report
Blank Layout
Labels or Vertical Labels
Envelope
Renaming a Layout
Setting Layout View
Found Sets and Layouts
Layout Setup
Manage Layouts
The Inspector's Data Tab
Field Control
Advanced Field Controls
Edit Box
Drop-Down List
Pop-Up Menu
Checkbox Set
Radio Button Set
Drop-Down Calendar
Auto-Complete
Auto-Complete in Edit Boxes
Auto-Complete in drop-down lists
Repetitions
Display Data From
Field Behavior
Data Formatting
Number Formatting
General
As entered
Boolean
Decimal
Currency
Percent
Date Formatting
As entered
Preset Styles
Custom
Time Formatting
As entered
Other Formats
Timestamp Formatting
Graphic Formatting
Format
Alignment
Buttons
Creating Buttons with the Button Tool
Turning an Existing Layout Object into a Button
Making a Button Not a Button
Button Actions
Tab Order
Customizing the Tab Order
Fixing the Tab Order in the People Database
Preserving the Automatic Order
Merge Fields
Merge Variables
Tooltips
Autoresizing
Autoresizing in List Layouts
Creating Layouts for Printing
Visualize the Result in Preview Mode
Print Margins
Columns
Sliding Layout Objects
When to use sliding
Choosing the objects to slide
Setting sliding options
More Sliding & Visibility options
8. Understanding Calculations
Understanding Calculations
Creating a Calculation
The Structure of a Calculation
Using Fields in Calculations
Using Constants in Calculations
Number constants
Text constants
Using Operators in Calculations
Mathematical operators
The concatenation operator
Comparison operators
Logical operators
The ^ operator
Parentheses
Functions
Text functions
Text formatting functions
Number functions
Date functions
Time functions
Timestamp functions
Aggregate functions
Summary functions
Repeating functions
Financial functions
Trigonometric functions
Logical functions
Get functions
Design functions
Custom functions
External functions
Expressions
Using a Related Field in a Calculation
Understanding the Specify Calculation Dialog Box
Table occurrence context
Field list
Operators
Function list
Result Type
Calculation Box
Repetitions
Changing the Standard Evaluation Behavior
Auto-Enter Calculations
Validate Data Entry with a Calculation
Replacing Data Using a Calculation
Comments
9. More Calculations and Data Types
Number Crunching Calculations
Number Function Types
Using Number Functions
Abs()
Average()
Count()
Floor() and Ceiling()
List()
Round()
SetPrecision()
Going Beyond Basic Calculations
Reviewing the Data and New Business Rules
Planning the Calculations
Constructing the Calculation
Text Calculations
Text Functions
Text function types
Character functions
Word functions
Text editing functions
Text value functions
Text counting functions
Text Formatting Functions
TextColor() and RGB()
TextFont()
TextSize()
TextStyleAdd() and TextStyleRemove()
Date and Time Calculations
Math with Dates and Times
Dates
Times
Parsing Dates and Times
Calculations that Create Dates and Times
The secret powers of Date()
Containers in Calculations
Calculations with Pictures, Sounds, Movies, and Files
Calculations with References
10. Understanding Scripts
Understanding Scripts
Your First Script
Preparing the Database
Planning Your Script
Creating Your Script
Improving Your Script
Shortcuts to the Edit Script Window
The Importance of the Layout
When to Switch
Running Scripts
The Scripts Menu
Buttons
Script Triggers
Performing Scripts When a File Is Opened and Closed
Timer Scripts
Organizing Your Scripts
Creating Script Folders
Creating Menu Separators
Branching and Looping in Scripts
Branching with If, Else If, Else, and End If
Testing Multiple Conditions
Looping
Using Go to Record/Request/Page to exit a loop
Script Triggers
Creating a Simple Script Trigger
Layout Triggers
OnRecordLoad
OnRecordCommit
OnRecordRevert
OnLayoutKeystroke
OnLayoutEnter
OnLayoutExit
OnModeEnter and OnModeExit
OnViewChange
Object Triggers
OnObjectEnter
OnObjectKeystroke
OnObjectModify
OnObjectValidate
OnObjectSave
OnObjectExit
11. Exploring Script Steps
Go to Layout
Go to Object
Naming objects
Naming objects
Using Go To Object in a Script
Scripting for Fields
Navigating Fields
Go to Field
Go to Next Field and Go to Previous Field
Editing Commands
Selecting Text
Editing Field Data
Avoiding Cut, Copy, and Paste
Set Field
Set Field by Name
Insert Calculated Result
Inserting other values
Putting data in container fields
A Field Script in Action
Building the script
Other Steps That Work with Fields
Replace Field Contents and Relookup Field Contents
Set Next Serial Value
Perform Find/Replace
Working with Records
Creating, Duplicating, and Deleting Records
Navigating Among Records
Go to Record/Request/Page
Go to Related Record
Opening, Reverting, and Committing Records
Open Record/Request
Commit Record/Request
Revert Record/Request
Copying Records
Copy Record/Request
Copy All Records/Requests
Working with Portals
Go to Portal Row
Finding Records
Performing People's Find Requests
Triggering a Find script
Static Find Requests
Using a Variable to Create Dynamic Find Requests
Constraining and Extending the Found Set
Omitting Records
Modify Last Find
Sorting Records
Sorting Records with an OnRecordLoad Trigger
Working with Windows
Creating Windows
Bringing a Window to the Front
Closing a Window
Moving and Resizing Existing Windows
Adjust Window
Arrange All Windows
Move/Resize Window
Other Window-Related Script Steps
Working with Files
Opening and Closing Files
Save a Copy As
Other File-Related Script Steps
Printing
Other Script Steps
Open URL
Dial Phone
Set Web Viewer
Execute SQL
Flush Cache to Disk
Exit Application
four. Becoming a Power Developer
12. Applying Developer Utilities
Copying and Pasting Database Structure
Importing Tables and Fields
Copying and Pasting Tables
Copying and Pasting Fields
Copying Scripts and Script Steps
Script Debugger
Controlling Script Execution
Breakpoints
Examining Errors
Pause on Error
The Call Stack
Working with the Debugger Window
The Data Viewer
The Current Tab
The Watch Tab
Disable Script Steps
The Database Design Report
Generating the DDR
Using the DDR
Finding Broken Elements with the DDR
Custom Functions
Defining a Custom Function
Editing Custom Functions
Sharing Custom Functions
Custom Menus
Editing a Menu
Creating a New Menu
Using Existing Commands
Submenus
Removing a Menu
Installing Custom Menu Sets
Developer Utilities
Using the Developer Utilities
Renaming files
Create runtime solution application(s)
Remove admin access from files permanently
Enable Kiosk mode for non-admin accounts
Databases must have a FileMaker file extension
Create error log for any processing errors
Loading and saving settings
Delivering a Runtime Solution
File Maintenance
13. Advanced Relationship Techniques
Advanced Relationships
Self-Join Relationships
No ambiguity or circularity allowed
Multiple Criteria Relationships
Editing a relationship's criteria
Relationship Operators
Portal Filtering
Understanding Table Occurrences
Adding a new key field to a table
Adding a new key field to a table
Adding a table occurrence
Adding fields for new table occurrences
Table Occurrence Groups
Listing the New Elements You'll Need
Understanding Table Occurrence Groups
Creating a New Table Occurrence Group
Building the Assign Expenses Layout
Duplicating and editing an existing layout
Copying a portal from another layout
Using GTRR to switch TOGs
Understanding Graph Arrangements
Connecting Database Files
Adding a Table Occurrence from Another File
Defining Data Sources Using a Path
Using Multiple Relationship Techniques
Creating the Invoice Finder Layout
14. Reporting and Analysis
Summary Fields and Sub-summary Parts
Summary Fields
Other Summary Field Types
Total of
Average of
Count of
Minimum and Maximum
Standard Deviation of
Fraction of Total of
Summarizing repetitions
Advanced Sub-summary Parts
Multiple Sub-summary parts on one layout
Leading and Trailing Grand Summaries
Sub-summary Parts and Printing
Web Viewer Objects
Putting a Web Viewer on a Layout
Web Viewer Options
Allow interaction with web viewer content
Display content in Find mode
Display progress bar
Display status messages
Conditional Formatting
Conditional Formatting of Fields
Conditional Formatting of Text Objects
Advanced Conditional Formatting
Removing Conditional Formatting
Basic Charting (Found Set Charts)
Bar
Bar
Horizontal Bar
Line
Area
Pie
Chart Formatting
Charting and Reports
Picking the Right Fields
Choosing an Appropriate Layout Part
Using the Correct Sort Order
Advanced Charting
Delimited Data
Related Records
15. Advanced Calculations
Understanding Boolean Functions
Using the Self Function
Using Storage Options
Understanding Stored and Unstored Calculation Fields
Field dependencies
Deciding when to store
Indexing calculations
Global Calculation Fields
Logical Functions
Conditional Functions
The If() function
The Case() function
The Choose() function
Constructing a Conditional Calculation
Total Due calculation #1: Using the If() function
Total Due calculation #2: Using the Case() function
The Let() Function and Variables
Defining Calculation Variables
Total Due calculation #3: Using the Let function
The Life of a Variable
Local variables
Global variables
Nesting Let Functions
Recursion
Step 1: Solve the First Case
Step 2: Assume Your Function Already Works, and Use It
Step 3: Find a Stopping Point
Plug-Ins
Installing Plug-ins
Old and New Plug-ins
Finding Plug-ins
Creating Your Own Plug-ins
16. Advanced Scripting
Commenting Scripts
Importing Scripts
Communicating with Database Users
Showing a Simple Message
Asking a Simple Question
Asking a More Complex Question
Organizing Complex Scripts
The Perform Script Script Step
Halt Script and Exit Script
Exit Script (Result)
Organizing scripts that use Halt or Exit Script
Script Parameters
Script Variables
Handling Errors
The Set Error Capture Script Step
The Get ( LastError ) Function
The Allow User Abort Script Step
Advanced Script Triggers
Install OnTimer Script
Keystroke Triggers
Detecting which keys were pressed
Creating a simple keystroke trigger
Creating a keystroke filter
Putting a Complex Script Together
Planning the Script
Considering Exceptions
Creating Subscripts
Creating subscript placeholders
Creating skeleton subscripts
Finishing the Subscripts
The Find Unbilled Activity subscript
Copying and editing existing script steps
Adding a script parameter to a Perform Script step
Checking a subscript's result
Finishing the Create Invoice Record subscript
Finishing the Process Timeslips subscript
The Process Expenses subscript
Testing Scripts
five. Integration and Security
17. Sharing Your Database
FileMaker Network Sharing
Setting Up a Host Computer
Opening a Shared File
The Open Remote File Dialog Box
Choosing a host computer
Choosing a file
Sharing over the Internet
Turning on Web Sharing
Advanced Web Publishing Options
Configuring file access
Connecting from a Web Browser
Custom Home Page
FileMaker Server
File Compatibility
Installing FileMaker Server
Single Machine installation
Multiple Machine installation
Configuring your server
Administering FileMaker Server
Installing a database
Scheduling a backup
Testing Your Server
Server Hardware
18. Adding Security
How Security Works
Who Gets Access
What They Can Do
Privilege Sets
Understanding Privilege Sets
The built-in privilege sets
Custom privilege sets
Understanding Individual Privileges
Other privileges
Creating a privilege set
Data Access and Design privileges
Creating record-level access
Editing a privilege set
Managing Accounts
Adding a New Account
Testing your new account
External Authentication
Extended Privileges
Creating an Extended Privilege
Checking for an Extended Privilege
Assigning Extended Privileges
Managing External File Access
Scripts and Security
Detecting Privileges in a Script
Handling Security Errors
Running Scripts with Full Access Privileges
Managing Security with Scripts
Add Account
Delete Account
Reset Account Password
Change Password
Enable Account
Re-Login
19. Sharing Data with Other Systems
Sharing Your Data with Others
Save/Send Records As
Saving as Microsoft Excel
Saving as Portable Document Format (PDF)
Snapshot Link
External SQL Sources
Setting Up ODBC
The SQL database server
Installing the ODBC driver
Configuring the data source
Finishing ODBC data source configuration
Connecting FileMaker to a SQL Data Source
Adding SQL Tables to a FileMaker Database
Creating relationships
Shadow tables
Using SQL Tables
Exporting Data
Grouped Exports
Export formats
Importing Data
Recurring Import
Importing over Existing Data
Update existing records in found set
Update matching records in found set
Creating Tables on Import
Creating a New Database from an Import File
Converting Older FileMaker Files
Import Data Sources
File
Folder
Importing a folder of pictures or movies
Importing a folder of text files
Digital Camera
XML Data Source
XML export
Bento Data Source
ODBC Data Sources
Importing and Exporting in a Script
Save Records Script Steps
The Import Records Script Step
The Export Records Script Step
six. Appendixes
A. Getting Help
Getting Help from FileMaker Pro
FileMaker's Installed Extras
Starter Solutions
Hands-On Tutorial
XML Examples
The Quick Start Screen
Getting Help from FileMaker, Inc.
The Resource Center
Updaters and Downloads
Web Seminars
FileMaker Training Series
Technical Support
Free support
Paid support
Developer Programs
TechNet
FileMaker Business Alliance
DevCon
Getting Help from the Community
Local User Groups
Mail Lists and Newsgroups
Training/Consultants
B. FileMaker Error Codes
Index
About the Authors
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