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Full Description
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 (R) 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...
Contents
INTRODUCTION ...............................................................................................................1About This Book ........................................................................................................ 2Part 1: Getting to Know FileMaker Pro1 Welcome to FileMaker Pro.....................................................................................5What Is a Database? ................................................................................................. 6Differences Between Databases and Spreadsheets .............................................. 7The Power of Databases .........................................................................................11Why FileMaker? .......................................................................................................12Understanding the FileMaker Platform .................................................................13What Can FileMaker Do for You? ..........................................................................142 Creating Your First Database...............................................................................17Getting Started Tour ...............................................................................................18FileMaker Quick Start ..............................................................................................19Creating a Database Using a Starter Solution......................................................20Saving and Closing a Database .............................................................................22Quitting FileMaker ..................................................................................................223 Exploring FileMaker Pro .......................................................................................25Opening a FileMaker Pro Database ......................................................................26Opening a Recently Used Database ................................................................26Opening Other Databases ................................................................................26Menu Commands ....................................................................................................27The File Menu .....................................................................................................28The Edit Menu ....................................................................................................29The View Menu ...................................................................................................29The Insert Menu .................................................................................................33The Format Menu ...............................................................................................33The Records Menu .............................................................................................34The Scripts Menu ...............................................................................................35The Window Menu .............................................................................................36The Help Menu ...................................................................................................37The Status Toolbar...................................................................................................39Moving Between Records .................................................................................39Information About the Found Set ....................................................................40The Status Toolbar Buttons ...............................................................................40Quick Find ...........................................................................................................41Additional Tools ..................................................................................................41The Content Area ...............................................................................................424 Working with Records ...........................................................................................43Changing an Existing Record .................................................................................44Adding a New Record ............................................................................................44Duplicating a Record...............................................................................................44Canceling Changes to a Record ............................................................................45Moving Between Fields ..........................................................................................45Moving Between Records .......................................................................................46Deleting a Record....................................................................................................46Deleting Multiple Records ......................................................................................47Moving Between Layouts .......................................................................................48Changing Layout Views ..........................................................................................495 Importing Records .................................................................................................51Preparing for the Import .........................................................................................52Selecting the Source File ........................................................................................52File Types Supported ..............................................................................................52Field Mapping..........................................................................................................53Selecting an Import Action .....................................................................................55Importing the Sample Data ....................................................................................57Import Options Dialog Window ............................................................................57Import Summary Window .......................................................................................596 Finding Records ......................................................................................................61Using Quick Find .....................................................................................................62Entering Find Mode ................................................................................................63Performing Basic Finds ...........................................................................................65Performing "and" Finds ..........................................................................................67Performing "or" Finds .............................................................................................67Performing Finds That Omit Records ....................................................................68Finds That Return No Records ...............................................................................68Modifying the Last Find ..........................................................................................69Using Saved Finds ...................................................................................................69Using Fast Match .....................................................................................................71Showing Omitted Records .....................................................................................72Finding All Records .................................................................................................72Updating Multiple Records at One Time ..............................................................727 Sorting Records ......................................................................................................75The Sort Records Command ..................................................................................76The Sort Records Window ......................................................................................76Impact of the Sort Order ........................................................................................778 Exporting Records .................................................................................................79Preparing to Export .................................................................................................80Performing the Export ............................................................................................80Supported File Types ..............................................................................................81Excel Options Window ...........................................................................................81Specify the Field Order for the Export Window .............................................82Additional Export Options .....................................................................................83The Export Progress Window.................................................................................83Part 2: Beyond the Basics9 Working with Fields ...............................................................................................85Understanding Field Types .....................................................................................86Adding Fields ...........................................................................................................88Changing the Field Order ......................................................................................89Field Options ...........................................................................................................90Auto-Enter Options ............................................................................................90Validation Options ..............................................................................................95Naming Fields and Tables ....................................................................................100Changing Fields .....................................................................................................101Deleting Fields .......................................................................................................102Field Storage Options ...........................................................................................103Global Fields .....................................................................................................103Repeating Fields ...............................................................................................104Indexing Options ..............................................................................................105Indexing Calculated Fields ..............................................................................10710 Working with Calculations ................................................................................. 109What Are Calculations? .........................................................................................110Why Calculations Are Important ..........................................................................110The Specify Calculation Dialog ............................................................................111Adding a Calculation Field ...................................................................................113Types of Calculation Functions ............................................................................119Aggregate Functions .......................................................................................121Container Functions .........................................................................................121Date Functions ..................................................................................................122Design Functions ..............................................................................................123Financial Functions ...........................................................................................123Get Functions ...................................................................................................123Logical Functions ..............................................................................................124Mobile Functions ..............................................................................................125Number Functions ............................................................................................125Text Functions ...................................................................................................126Text Formatting Functions ...............................................................................127Time Functions .................................................................................................128TimeStamp Function ........................................................................................129Trigonometric Functions ..................................................................................129Custom Functions ..................................................................................................129FileMaker Plug-Ins .................................................................................................13011 Working with Layouts ........................................................................................ 131What Are Layouts? ................................................................................................132Exploring Layout Mode ........................................................................................132Adding Layouts ......................................................................................................133Understanding Layout Parts .................................................................................136Resizing Layout Parts ............................................................................................138Setting Layout Widths ...........................................................................................138Adding Objects to Layouts ..................................................................................139Adding Fields ....................................................................................................139Specifying the Tab Order......................................................................................143Selecting and Modifying Objects ........................................................................144Using the Layout Inspector...................................................................................145The Position Tab ...............................................................................................147The Styles Tab ...................................................................................................150The Appearance Tab ........................................................................................152The Data Tab.....................................................................................................154Understanding Value Lists ...............................................................................160Adding Basic Objects ...........................................................................................163Adding Graphics ....................................................................................................164Adding Advanced Objects ...................................................................................165Buttons ..............................................................................................................165Tab Controls ......................................................................................................166Slide Controls ...................................................................................................168Popovers ............................................................................................................169Web Viewers .....................................................................................................171Changing Layout Options ....................................................................................173Managing Layouts .................................................................................................175Layout Tips and Tricks ...........................................................................................175Undoing Layout Changes ................................................................................175Icons on Layout Objects ..................................................................................175Duplicating Layouts ..........................................................................................17612 Creating Reports and Charts ............................................................................ 177Planning Your Report ............................................................................................178Understanding Sub-Summary Reports ................................................................178Creating Report Layouts .......................................................................................178Improving Report Layouts ....................................................................................188Changing Found Sets ...........................................................................................193Adding Multiple Sub-summary Parts ...................................................................194Importance of the Sort Order ..............................................................................196Removing Body Parts ............................................................................................196Previewing and Printing Reports ..........................................................................197Printing Labels and Envelopes .............................................................................200Creating Charts ......................................................................................................20213 Automating Tasks with Scripts ......................................................................... 207What Is a Script? ....................................................................................................208The Manage Scripts Window ...............................................................................208Creating Scripts .....................................................................................................213Script Steps ............................................................................................................222Control Script Steps .........................................................................................223Navigation Script Steps ...................................................................................228Editing Script Steps ..........................................................................................229Field Script Steps .............................................................................................230Record Script Steps ..........................................................................................232Found Set Script Steps ....................................................................................233Window Script Steps ........................................................................................233File Script Steps ................................................................................................234Account Script Steps ........................................................................................236Spelling Script Steps ........................................................................................236Open Menu Item Script Steps ........................................................................236Miscellaneous Script Steps ..............................................................................237Interacting with Users............................................................................................241Managing Scripts ...................................................................................................249Grouping Scripts into Folders .........................................................................250Creating a Default Script .................................................................................250Adding a Field Separator ................................................................................250Duplicating Scripts ...........................................................................................250Importing Scripts ..............................................................................................251Deleting Scripts ................................................................................................251Printing Scripts ..................................................................................................251Performing Scripts .................................................................................................251Subscripts ..........................................................................................................252Buttons ..............................................................................................................252Script Triggers ...................................................................................................253Install OnTimer Script ......................................................................................258Script Parameters and Results ..............................................................................259Handling Script Errors ...........................................................................................262Running Scripts with Full Access .........................................................................265Part 3: Caring For and Sharing a Database14 Protecting a Database ....................................................................................... 267The Importance of Security ..................................................................................268The FileMaker Security Model .............................................................................268FileMaker's Default Security Settings ..................................................................269The Manage Security Window .............................................................................270Creating Privilege Sets ..........................................................................................273Privilege Sets and Scripts .....................................................................................280Creating Accounts .................................................................................................281Resetting an Account's Password ........................................................................286Securing New Databases ......................................................................................286Additional Security Features ................................................................................287Custom Extended Privileges ...........................................................................287File Access Control...........................................................................................287Encryption at Rest ............................................................................................288FileMaker Server Security Options .................................................................28815 Backing Up a Database ...................................................................................... 291The Importance of Backing Up ............................................................................292Challenges of Backing Up Databases .................................................................292Performing Backups ..............................................................................................293Backing Up with FileMaker Server .......................................................................295Creating Backup Strategies ..................................................................................295Restoring from Backups ........................................................................................296Recovering Damaged Databases ........................................................................297Performing Consistency Checks ..........................................................................29916 Sharing a Database ............................................................................................. 301Hosting with FileMaker Pro ..................................................................................302Connecting with FileMaker Pro ............................................................................305Closing Hosted Databases ...................................................................................306Sharing Via ODBC .................................................................................................308Hosting with FileMaker Server .............................................................................308Increased Support for Concurrent Users .......................................................308Support for FileMaker WebDirect ..................................................................308Custom Web Publishing ..................................................................................310ODBC/JDBC Connections ..............................................................................31017 Taking Data with You ......................................................................................... 313The Role of FileMaker Go ....................................................................................314Designing for FileMaker Go .................................................................................314Deployment Options.............................................................................................316Accessing Hosted Databases ..........................................................................317Using Local Databases .....................................................................................322Security Considerations ........................................................................................322Other Considerations ............................................................................................323Part 4: Building Your Own Database18 Planning Your Database ..................................................................................... 325Defining Your Goals ..............................................................................................326Identifying Tables ..................................................................................................326Identifying Fields ...................................................................................................327Identifying Relationships .......................................................................................32919 Creating Your Database ..................................................................................... 331Creating Databases from Scratch ........................................................................332Adding Fields Using the Field Picker ..................................................................334Changing a Table's Name .....................................................................................335Naming Tables and Fields ....................................................................................33620 Expanding the Database ................................................................................... 339Adding Additional Tables .....................................................................................340Understanding the Relationship Graph...............................................................341Setting Up Relationships ......................................................................................345The Importance of Context ..................................................................................351Working with Related Records Via Portals ..........................................................353Understanding External Data Sources ................................................................356TOC, 9780789748843, 11/13/2014
