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[PDF] Tutorial général sur les bases de FileMaker Pro | Formation informatique

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Training Document

FileMaker Pro

Basics

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Table of Contents

Lesson 8: Review relationships between Match Fields in different tables. Learn tips and techniques

for adding and modifying records to speed data entry.

• Part I Review ... 28 • Entering New Records / Modifying Records ...28-29

Lesson 9: Create a new layout for labels and learn how to add visual enhancements to existing

layouts, such as dividing lines and grouping similar layouts. Use Toolbars to provide quick access to many FileMaker Pro menu commands.

• Browse Mode Toolbars ...29-30 [Standard, Text Formatting]

• Adding a New Layout (5160 Labels) ... 30 • Creating a Horizontal Dividing Line Between Groups of Layouts ...30-31 • Changing the Layout Order ... 31 • Adding Tab Controls ...31-33 Lesson 10: Learn different methods for finding records, such as finding data in one field (simple find), multiple fields (Boolean Find), and excluding (omitting) records. • Simple Find ... 33 • Boolean Find (Finding Multiple Requests) ... 33 • Omitting Records ... 34 Lesson 11: Create individualized form letters by merging fields from related tables. Build a report that summarizes and sorts data on a field and show sub-totals from a related field. • Creating Form Letters ...34-36 • Creating a Report with Grouped Data ...36-39

Lesson 12: Create a new layout to allow a one-click navigation to other layouts and scripts.

Automate tasks for opening and closing a file. • Creating a Main Menu with Navigation Buttons ... 39 • Navigating to Specified Layouts using Buttons ...39-42 • Creating a Button to Execute a Script ...42-43 • Modifying a Scripted Button to Print ...43-44 • File Options - Switch to Layout/Perform Script ...44-45

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Lesson 13: Create a special display called a portal, in which data will be shown from fields in

related tables.

• Creating Portals ...45-46

Lesson 14: Create and assign Accounts and Privileges to allow database administrators to manage

accounts and assign appropriate levels of access to records, layouts, value lists, and scripts. • Defining Accounts & Privileges ...46-49 • Editing an Existing Privilege Set ... 49 • Password Protecting a File ... 50

Lesson 15: Use Instant Web Publishing to allow the sharing of a database with users in a Web

browser allowing them to find, browse, and/or modify data.

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Part I Review (Relationships Between Tables)

A relationship has been created between the “T_Schools” table and the “T_Training” table so that the school address, city_state, and zip can appear on any layout associated with the “T_Training” table – matching “School” to “School.”

A relationship has also been created between the “T_Classes” table and the “T_Training” table so that the class name, dates, location, and other related information can appear on any layout associated with the “T_Training” table by matching “Class_Code” to “Class_Code.”

All relationships are bidirectional: draw it once, and it applies both ways to both tables.

Note: When using multiple tables within a database, it is important to have a unique identifier,

or primary key, for each row of data within a table. Primary keys are usually numbers instead of names. This is to ensure that if there are two John Smiths in the database – the relevant data will be tied to the correct John Smith.

Lesson 8: Entering New Records / Modifying Records

1. Go to the “T_Training” table that can be found under “Layout” in the status area of the database.

2. Go to Browse Mode (View -> Browse Mode), if you’re not in Browse Mode. 3. To add records go to Records -> New Record.

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4. Enter data for the last record (see next page.) The first 5 records and data have already been entered (except for the Certificate field data).

A. You will only have to type in the First Name, Last Name, Class_Code and Class_ Hours for the new record.

B. School and Position can be selected from the drop-down lists. You can type the first few letters of the data to quickly jump to that item.

C. The appointment date can be selected from the drop-down calendar – use the left and right arrows to scroll month by month; use the up and down arrows to scroll year by year.

5. Using the “Rolodex,” scroll through the records and click in the Certificate field to indicate that two other records (the 2nd and the 5th) will receive Certificates. To easily modify the data, change the layout to the “T_Training” table, and go to View -> View

as Table.

New data to enter is in bold (except the column headings)

First Last School Class_Code Position Class_Hrs Appointment Certificate

Kody Bale Long Avenue

Elementary 908 Trainer 8 7-7-2006 Loree Abbott Bains

Elementary 908 Para 8 8-1-2006 X Caesar Eagle Bains

Elementary 905 Admin 6 9-5-2006 Oscar Faro Long Avenue

Elementary 903 Support Staff 4 12-11-2006 Tomika Davia Pine High 905 Teacher 12 1-13-2007 X

Jay Balent Dozier

Elementary 903 Teacher 4 10-10-2006 X

Lesson 9: Browse Mode Toolbars

In Browse Mode, there are two Toolbars available from View -> Toolbars. Toolbars provide quick access to many FileMaker Pro menu commands. You can move the pointer over the icon to see its description.

1. Standard (see Part I page 18-19)

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2. Text Formatting (see Part I page 19)

Buttons work like standard text formatting buttons in a word processor.

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esson 9: Adding a New Layout

In this section we’ll create a new layout for labels. To add a new layout, follow these steps:

1. Change the layout to the “T_Schools” table. Set the Print Setup (Win) or Page Setup (Mac) to the appropriate printer and orientation setting. This will automatically set the header and footer margins used by your printer. Labels are usually printed in Portrait orientation.

2. Go to View-> Layout Mode -> Layouts -> New Layout / Report…

3. Change the “Layout Name:” to 5160 School Labels (Layout #5 is the default name). 4. Select Labels for the layout type.

5. Click “Next.”

6. Avery 5160 is the default label measurement, so click “Next.” If you click on the down arrow, you can see the numerous Avery label formats available.

7. Specify the fields that you want on the labels by double clicking on the field name or by selecting the field name and clicking on the “Add Field” button.

A. Select School, click “Add Field” and press the <return/enter> key. B. Select Address, click “Add Field” and press the <return/enter> key.

C. Select City_State, click “Add Field,” press the space bar, select Zip, click “Add Field.” 8. Click “Next.”

9. Select the “View in Preview mode” radio button (default).

10. Click “Finish.” You should see a page with 30 labels on it. If not, adjust your page orientation to portrait (File -> Page Setup…).

Hint: Set the Print Setup or Page Setup before creating a Labels Layout.

Lesson 9: Creating a Horizontal Dividing Line Between Groups of Layouts

1. Return to Layout Mode and select Layouts -> New Layout / Report… 2. Type “-” (the hyphen) for the Layout Name (Layout #6 is the default name).

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3. Select “Blank layout” for the layout type.

4. Click “Finish.” You can use this dividing line to separate groups of similar types of layouts in the “Set Layout Order.” You can also delete the “Body” and “Footer” parts by clicking on the respective buttons and pressing the delete key.

5. Make a second horizontal dividing line, which will be default Layout #7, by following Steps 1-4. Note that a dividing line cannot be selected from the “Layout:” pull down, but you can navigate to it from the “Rolodex” tool (in Layout Mode.)

Lesson 9: Changing the Layout Order

1. While still in Layout Mode, go to Layouts -> Set Layout Order… (Note: click “Save” when prompted).

2. Change the order by placing the cursor on top of the double arrow in front of the

layout name, hold down the mouse button and drag the layout name up or down. Move the “5160 School Labels” under the “T_Schools” table.

3. Move one of the “dividing lines” between the “5160

School Labels” layout and the “T_Classes” table.

4. Move the other “dividing line” between the “T_Classes” table and the “T_Training” table so all tables and their associated layouts are separated by a dividing line. 5. Click “OK.” Click on the drop-down Layout menu in the

status area to see the new layout order.

Lesson 9: Adding Tab Controls

1. Go to Layout Mode (View -> Layout Mode). 2. Select Layouts -> New Layout / Report… 3. Show records from: “T_Training” table.

4. Type Tab Controls for the Layout Name (Layout #8 is the default name). 5. Select “Blank layout” for the layout type.

6. Click “Finish.”

7. Go to Insert -> Tab Control… This will give you a preset sized window, which can be repositioned and resized. If you use the Tab Control tool in the status area, you will be able to draw the size of the Tab Control window.

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8. The Tab Control Setup window will appear.

9. Type in “School” for the first Tab Name, click “Create.” 10. Type in “Class” for the second Tab Name, click “Create.” 11. Click “OK.”

12. Select the “School” Tab Control.

13. Drag the Field Tool in the status area of the “School” Tab Control. The “Specify Field” window will appear.

14. Select the “T_Schools” table from the drop-down list and you will be able to select the desired fields from this table.

15. Select the “School” field and click “OK.”

16. Repeat Steps 13-15 for fields “Address,” “City_State,” and “Zip.”

Note: To add a new field, you can also go to Insert -> Field. Reposition the fields by dragging

them or resize by dragging on the graphic handles. The fill color of the tabs (gray is the default) and the fill color of the fields can be changed. To reformat a field, select one and choose another font, size, or color – the tools for this can be found in the status area.

17. Click on the “Class” Tab Control and drag the fields (from the “T_Classes” table) “Class_Name, Class_Location, Class_Dates” one at a time onto the “Class” tab using the same technique as in Steps 12-15. You can reposition, resize, or reformat the fields as desired.

18. Insert the “Name_First” and “Name_Last” field names (from the current table, “T_ Training”) one at a time onto the layout body anywhere outside of the Tab Control. This will enable you to see the name of the participant as you switch between records and tabs. You can delete the field labels if you wish. Be sure to save changes to the Layout.

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19. Go to Browse Mode (View -> Browse Mode) and scroll through the records to see how the Tab Control works by clicking on each tab as you scroll through each record.

Lesson 10: Simple Find

Finding Teachers at a Particular School:

1. Go to the “Columns” layout.

Note: To search for a field, you can choose any layout that contains that specific field name.

2. Go to Find Mode (View -> Find Mode).

3. Put the cursor in the “School” field and type Bains. You can type all or part of the word(s) as long as it is unique enough to the field. If you have the field set up to be a drop-down list, you can select the school.

4. Click the “Find” button in the status area or hit the <return / enter> key. 5. Only the two records from Bains Elementary should appear.

6. To view all records again, go to Records -> Show All Records.

Note: The records will appear in the order they were entered.

Lesson 10: Boolean Find Finding Multiple Requests

1. To find all participants in classes 903 *AND* 905, go to the “T_Training” table. 2. Go to Find Mode (View -> Find Mode).

3. Type “903” in the Class_Code field.

4. Go to Requests Menu -> Add New Request. 5. Type “905” in the Class_Code field.

6. Click the “Find” button in the status area or hit the <enter / return> key. 7. Go to View -> View as Table or View as Form.

9. Select the Columns layout to see the four records in the “Found” set. 10. To view all records again, go to Records -> Show All Records.

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Lesson 10: Omitting Records

1. To find all participants except those in Class_Code 908, go to the “T_Training” table

layout, if necessary.

2. Go to View -> View as Form or Table. 3. Go to View -> Find Mode.

4. Type “908” in the Class_Code field AND check the “Omit” checkbox.

5. Click the “Find” button on the left in the tools area or hit the <return / enter> key. 6. Go to View -> View as List to see the four records in the “found” set. The records will

be listed as forms appearing one form after another. You can also View as Table or go to the “Columns” layout to see data in columns.

7. You can also see the omitted records: Records -> Show Omitted Only. To view all records again to go Records -> Show All Records.

Note: You can switch layouts while entering search criteria.

Use only one find request to use the Boolean “and.” Use multiple find requests to use the Boolean “or.” Use the “=” to find blank records.

Use the “...” to find a range of numbers or dates (i.e. 901...903).

Use the “!” to find duplicates in a field.

Use the Command key-R (Mac) or Ctrl key-R (Win) to modify a Find Request

In Find Mode click on the Symbols arrow, in status area, to see a complete list of search criteria.

Lesson 11: Creating Form Letters

Note: There are two ways to create form letters (we will use method #B): A. Create a field name for the text of the form letter:

1. Create a field name to hold the text data. Go to File -> Manage -> Database… Click on the Fields tab -> choose the appropriate Table -> add the field name (i.e. “Form Letter,” Type: Text).

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Lesson 10: Omitting Records

1. To find all participants except those in Class_Code 908, go to the “T_Training” table

layout, if necessary.

2. Go to View -> View as Form or Table. 3. Go to View -> Find Mode.

4. Type “908” in the Class_Code field AND check the “Omit” checkbox.

5. Click the “Find” button on the left in the tools area or hit the <return / enter> key. 6. Go to View -> View as List to see the four records in the “found” set. The records will

be listed as forms appearing one form after another. You can also View as Table or go to the “Columns” layout to see data in columns.

7. You can also see the omitted records: Records -> Show Omitted Only. To view all records again to go Records -> Show All Records.

Note: You can switch layouts while entering search criteria.

Use only one find request to use the Boolean “and.” Use multiple find requests to use the Boolean “or.” Use the “=” to find blank records.

Use the “...” to find a range of numbers or dates (i.e. 901...903).

Use the “!” to find duplicates in a field.

Use the Command key-R (Mac) or Ctrl key-R (Win) to modify a Find Request

In Find Mode click on the Symbols arrow, in status area, to see a complete list of search criteria.

Lesson 11: Creating Form Letters

Note: There are two ways to create form letters (we will use method #B): A. Create a field name for the text of the form letter:

1. Create a field name to hold the text data. Go to File -> Manage -> Database… Click on the Fields tab -> choose the appropriate Table -> add the field name (i.e. “Form Letter,” Type: Text).

2. Go to Browse Mode.

3. Find the records that will have merged data.

4. Type the text into the “Form Letter” field of any record. 5. Be sure the cursor remains blinking in that field.

6. Use the replace command to force the new data into all the selected records of the found set. Select Records -> Replace Field Contents… (with new text, serial numbers, or calculated results.)

NOTE: BE VERY CAREFUL WHEN USING THE REPLACE COMMAND!

It can have unintended results if data is replaced in the wrong field(s). The Replace Command can

replace text, serial numbers, or calculated results into the field where the cursor is blinking. There is no undo.

B. Create a layout with a text field in layout mode:

A text box is drawn in the “Body” part of the Layout using the “A” tool. This text box will contain the desired text and/or “Merge Field(s)” and will appear in every record of the Found Set.

1. Go to View -> Layout Mode.

2. Select Layouts -> New Layout / Report... 3. Select the “T_Training” table.

4. Name the Layout “Class Letter” (The default is Layout #9). 5. Select “Blank layout.”

6. Click “Finish.”

7. If you are printing, check “Page Setup…” first (File -> Page Setup [Mac] or Printer -> Setup [Win]). Be sure “Portrait” orientation is selected.

8. Drag the “Body” tab down to have more room. The darker dotted line indicates the page margins. You can delete the header and footer unless you plan to use them. 9. Click the “A” text tool.

10. Hold the mouse down in the blank area of the “body part” of the newly created “Class

Letter” layout and drag and draw a big rectangle box to indicate the maximum size of

your letter.

11. Type “Dear” and add a space after the word “Dear.”

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12. Go to Insert -> Merge Field (a new window will appear). 13. In the “Specify Field” window select the “Name_First” field name from the current table (“T_Training”). 14. Click “OK” This field will appear as: “<<Name_First>>.” 15. Insert a space. 16. Repeat steps 11-13 to merge in the “Name_Last” Field name, then type a colon ( : ). 17. Click “return” twice and type in the following and add the merge fields where

indicated: You have taken * <<T_Classes::Class_Name>> for <<Class_Hrs>> hours. Congratulations!

18. Go to Browse Mode (View -> Browse Mode).

19. You will see this “letter” in every record in the current found set. Use the “Rolodex” to scroll through the records.

Note: Merge in the field “Class_Name” from the related table “T_Classes” and merge in the field “Class_Hrs” from the table “T_Training.”

Lesson 11: Creating a Report with Grouped Data

1. Go to Layout Mode -> Layouts -> New Layout / Report. 2. Show records from the “T_Training” table.

3. Name the new layout “Class Hours by School” (Default is Layout #10). 4. Select “Columnar list / report” for the layout type.

5. Click “Next.”

6. Select “Report with Grouped Data” radio button. • Check “Include subtotals”

• Check “Include grand totals” 7. Click “Next.”

8. Select the fields for the report by clicking on each field name then clicking on the

“Move” button. You can also double click on the field name to move it. Name_First – from the current table “T_Training”

Name_Last – from the current table “T_Training” Lesson 11: Creating Form Letters (Cont.)

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School – from the current table “T_Training” Class_Hrs – from the current table “T_Training”

Class_Name – from the related table “T_Classes” (switch tables) Class_Dates – from the related table “T_Classes”

9. Click “Next.”

10. Organize Records by Category – Move the “School” field to the “Report categories” box.

Note: This will group the records by school and total the training hours for each school.

11. Click “Next.”

12. Sort Records – Select the fields to sort by clicking on each field name then clicking on the “Move” button.

• School (this field will be there by default) • Name_Last, then Name_First

13. Click “Next.” 14. Specify Subtotals a. Summary field (1) Click the “Specify...” button. (2) Select the “Class_Hrs_Total” field. (3) Click “OK.” b. Category to summarize by “School” (should be selected by default).

c. Subtotal placement – “Below record group” (should be selected by default).

d. Click the “Add Subtotal” button to move “T_Training::Class_Hrs_Total T

Training::School” in the “Subtotals” box.

e. Click “Next.” 15. Specify Grand Totals

a. Summary field

(1) Click the “Specify...” button. (2) Select the “Class_Hrs_Total” field. (3) Click “OK.”

b. Grand Total Placement is “End of report” (should be selected by default).

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c. Click the “Add Grand Total” button to move “T_Training::Class_Hrs_Total” in the “Grand Totals” box. d. Click “Next.” 16. Select a Theme (Aqua screen is the default). 17. Click “Next.” 18. Header (you can choose different headers) For the Top left header elect “Layout Name.” For the Top right header select “Current Date.” 19. Footer (you can choose different footers)

For the Bottom center footer select “Page Number.” 20. Click “Next.”

21. In the “Create a Script for this Report” screen select the “Create a script” button. The script name will be “Class Hours by School” by default.

22. Click “Next.”

23. Select the “View the report in Layout mode.” 24. Click “Finish.”

25. Adjust layout font and size, field size and positioning as necessary. You can add a text box to label the Grand Total in the Trailing Grand Summary section of the layout. 26. Go to View -> Browse Mode (layout will not look right, don’t worry).

27. Go to Records -> Show All Records (if necessary). 28. Sort the data: Records -> Sort Records...

29. The “School” field should be in the right scroll box and at the top of the list followed by Name_Last and Name_First. Click “Sort.”

30. To see the data, go to View -> Preview Mode. You should see all the schools grouped together with their subtotal and a grand total at the end. You may want to view the data in Landscape Mode.

Note: Sort before you print or preview!

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Lesson 12: Creating a Main Menu with Navigation Buttons

1. Go to View -> Layout mode -> Layouts -> New Layout / Report…

2. Type “Main Menu” for the layout name (Default is Layout #11). It doesn’t matter what layout is selected.

3. Select Blank layout. 4. Click “Finish.”

5. Select the “A” (text tool) and type in a heading in the Header section of the layout: “Professional Development - Main Menu.”

Note: You may need to first make your Header larger by dragging the “Header” tab downward.

Lesson 12: Navigating to Specified Layouts using Buttons

A. In this section we’ll create buttons that will navigate to a specified layout.

1. While still in Layout Mode, select/click the button tool . While holding down the mouse button, drag the crosshair to the desired shape in the blank layout area of the Body section of the layout. A new window will appear.

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2. Select “Rectangular button” or “Rounded button” and click “OK.” 3. Under the “Navigation” section, select “Go to Layout.”

4. On the right side under the “Options” section, specify: “T_Training” layout.

5. Click “OK.” The cursor will be blinking in the button. Type “Training Table.” You can resize the button if it was drawn too large and also fill the button with any color or pattern as well as change the font size and color.

6. Repeat Steps 1-5 to create 3 more buttons, but specify “Columns,” “Class Hours by

School,” and “Class Letter” for the layout and button text, respectively.

Note: You can duplicate the first button and paste it three times. By double clicking on the button

you can change the layout to where the button navigates. 7. To have consistency in button sizes, go to

View -> Object Info. This window indicates

height and width of any selected object and its placement on the page. In the sample finished database for Part II, the buttons are each is 2.542” wide and .597” high. You can specify a name for the object and automatically resize it.

8. To align the buttons, hold down the Shift key and select the buttons then go to

Arrange -> Align. The buttons can be aligned on Left Edges, Centers, Right Edges,

Top Edges, Middles, or Bottom Edges. The buttons must be selected prior to setting alignment.

9. Under the Align menu item you can also Distribute the space between the buttons Horizontally or Vertically and Resize them from the smallest to the largest button sizes.

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10. Go to Browse Mode (View -> Browse Mode) and test the buttons you created on the “Main Menu” by clicking on them. Each button should take you to the corresponding layout.

Note: You will have to use the Layout drop-down list in the status area to return to the Main Menu

or go to View -> Go to Layout -> Main Menu.

Next add a “Main Menu” button on four other layouts: • “T_Training Table”

• “Columns”

• “Class Hours by School” • “Class Letter” 1. Go to Layout Mode (View -> Layout Mode). 2. Choose any of the four layouts. In Layout Mode, you can use the Rolodex to move from layout to layout. In this exercise we’ll start with the “Columns” layout first. 3. Using Steps 1-5 in the previous section, create a button called “Main Menu” in the Header section of the layout. You may have to move the “Header” tab downward to make more room.

Note: Never adjust the header or footer in a labels layout unless the labels are not printing on the

page properly.

4. To make the Main Menu button non-printing:

a. Select the arrow in the tools palette (if it’s not already selected). b. Click once on the “Main Menu” button.

c. Go to Format -> Set Sliding / Printing…

d. Check the box “Do not print the selected objects.” e. Click “OK.”

Note: You can do this for any graphic or text object.

Instead of having to repeat these steps for the other layouts, you can copy and paste the

“Main Menu” button.

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5. Go to Edit -> Copy (Make sure the “Main Menu” button is still selected).

6. Use the “Rolodex” to move to any of the other layouts to which you need to paste the “Main Menu” button. Go to Edit -> Paste on each layout. You may have to move the button if it gets pasted on top of another object. Be sure to save changes to your layout when prompted.

The four layouts should now have a “Main Menu” button.

Lesson 12: Creating a Button to Execute a Script

In this section, we’ll create a button to execute the script for the “Class Hours by School” subsummary report:

1. Go to the “Main Menu” layout (use a button or the Layout pull-down above the Rolodex or go to View -> Go to Layout -> “Main Menu”).

2. Go to Layout Mode (View Menu -> Layout Mode). 3. Create a button on the “Main Menu.”

a. Click the button tool

b. While holding down the mouse button, drag the crosshair to a shape you want in the blank layout area of the body (a new window will appear).

4. Select “Perform Script” in the “Control” section of the Button Setup window. 5. Click the “Specify…” button.

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6. Select “Class Hours by School” from the current file. 7. Click “OK” twice.

8. Type in a name for the button: “Class Hours by School Summary.” Make it non-printing by selecting it with the arrow tool (Format ->Set Sliding / Printing… -> Do not print the selected objects -> click “OK”).

9. Go to Browse Mode (View -> Browse Mode). Click on the button to test it.

10. After you click the button you will be in Preview Mode. Click the “Continue” button on the left under “Script” to return to Main Menu.

Lesson 12: Modifying a Scripted Button to Print

To print out “Class Hours by School,” you will need to modify the “Class Hours by School” script by adding a print command.

1. Go to Scripts -> ScriptMaker…

2. Select the “Class Hours by School” script. 3. Click the “Edit...” button.

4. Click on “Print” in the Files section (you may have to scroll down).

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5. Click the “Move” button. 6. Click “OK” twice.

7. Click on the newly modified button. If the script pauses, click “Continue.” At the print dialog window, click “Cancel” (if you are not connected to a printer). When the “Print has been canceled” dialog box pops up, click “Continue” to continue with the script.

Note:

• You can reorder the script steps anytime by dragging them up or down.

• If “Perform without dialog” is checked when “Print []” is highlighted, printing will begin automatically using the last page setup.

• If you click the “Specify...” button, the print dialog window comes up and you can select print options.

• You can change the final displayed layout and you can also choose to not pause during the running of the script.

Lesson 12: File Options – Switch to Layout/Perform Script

In this section we’ll create a script to go to the Main Menu layout when opening and closing the file:

1. Go to Scripts -> ScriptMaker… 2. Click the “New” button.

3. Give the script name “Main Menu” in the “Script Name:” box. 4. Under the “Navigation” section, click on Go to Layout.

5. Click the “Move” button.

6. In the “Specify:” drop-down list, select the Main Menu layout. 7. Click “OK.”

8. You can choose not to include this script in the Scripts menu by un-checking

the box .

9. Click “OK.”

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Now set File Options to open and close the file with the Main Menu script: 1. Go to File -> File Options…

2. Under “When opening this file” a. Check “Switch to layout:” b. Select “Main Menu”

3. Under “When closing this file” a. Check “Perform script:” b. Select “Main Menu” 4. Click “OK.”

Lesson 13: Creating Portals

A portal will enable you to go to the “T_Schools” table and see which teachers have taken training for that particular school.

1. Make the “T_Schools” table active by selecting it from the “Layout:” list. 2. Go to Layout Mode (View -> Layout Mode).

3. Select the Portal tool .

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4. Hold the mouse button down and draw a large rectangle under the “School” field in the Body of the layout. The Portal Setup window will appear.

5. Next to “Show related records from:” use the pull down bar and select the

“T_Training” table.

a. To sort the records, check the “Sort portal records.” The Sort Records window will appear.

b. Move the “Name_Last” and “Name_First” fields to Sort Order, click “OK.” 6. Check “Allow deletion of portal records.” If you delete a record in the Training file,

then it will delete that related portal row.

7. Check the “Show vertical scroll bar” box if you want to show the scroll bar. You will also get to choose how many rows you want in the portal.

8. Check “Alternate background fill:” and choose a color. 9. Click “OK.”

10. To select the fields you want to appear in the portal, click on the desired field, and click “Move.”

From the “T_Training” table, select Name_Last, Name_First, Position, and

Class_Hrs.

From the related “T_Classes” table, select Class_Name. 11. Click “OK.”

12. You can resize the fields in the portal and also format them. Just make sure to keep the first portal row contained in the portal! If it extends past the portal boundary, only the

first record will show.

13. Go to Browse Mode (View -> Browse Mode).

14. When you scroll through the “T_Schools” records, you will see the related records of all the teachers who attended classes from that school.

Lesson 14: Defining Accounts & Privileges

If you have FileMaker Pro, only nine users will be able to share a database file at the same time. If you need more than nine users, then you will need to use FileMaker Server, which allows up to 250 simultaneous users.

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In this section, we’ll learn how to set up a new account and assign privileges: 1. Go to File -> Manage -> Accounts & Privileges...

2. Click “New...”

3. Enter an Account Name (not case sensitive): “sect,” Password (case sensitive): “sect.”

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4. Next to Privilege Set, click on the pull down and select “New Privilege Set…” – this allows you to customize a Privilege Set.

You can define various Privilege Sets and assign users to a set. Each user has an individual account name and password. Access can be restricted based on specific Layouts, Value Lists and Scripts. The access privileges include: “All modifiable, All view only, All no access, Custom privileges…”

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You can also restrict access based on individual

Records. The choices are listed in the screen

shot on the right.

Try different privilege settings to see the differences between them (you will have to close the file and reopen it with the new account).

5. Click “OK” twice to finished creating the new account and assigning a new privilege set.

Note: Remember to write down the different accounts and passwords and be sure to remember

the Full Access password otherwise you’ll not be able to modify your database or perform any

administrative functions. If you don’t assign a password to an account, you will be given this warning:

If this happens, in the Confirm Full Access Login window type “Admin” for the Full Access Account name and leave the password blank.

Lesson 14: Editing an Existing Privilege Set

1. Go to File -> Manage -> Accounts & Privileges.

2. Click on the Privilege Sets tab in the Manage Account & Privileges window. 3. Highlight the Privilege Set to edit and click the “Edit…” button.

4. Next to Privilege Set click the “Edit…” button again. This will bring you to the “Edit

Privilege Set” window above and allow you to make changes.

5. Select Custom Privileges for the example account, “Sect:” a. Records: Create, edit, and delete in all tables b. Layouts: All view only c. Value Lists: All modifiable d. Scripts: All executable only 6. Click “OK.”

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Lesson 14: Password Protecting a File

Make the following changes to the accounts in the file:

1. Edit the Admin account so that it has a different account name, a password, and uses the Full Access privilege set (if the file does not contain an Admin account, create a new account with a password and assign the Full Access privilege set to it).

2. Make sure the Guest account is inactive (uncheck the “Active” checkbox). 3. Delete any other accounts in the file or make them inactive.

4. If necessary, edit the Full Access privilege set to allow yourself any extended privileges that you may want for yourself.

Note: To open a database file with another account login, follow these instructions:

Lesson 15: Using Instant Web Publishing

1. Open the database file you want to publish on the Web 2. Open the Instant Web Publishing Sharing dialog box

Win: Edit -> Sharing -> Instant Web Publishing Mac: File -> Sharing -> Instant Web Publishing

3. Select “On” next to “Instant Web Publishing.”

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5. Choose which users can access the file:

Choose this To provide access to these users

All users Anyone who has the IP address or domain name of your computer

hosting the database. If the Guest account is enabled and has the Instant Web Publishing privilege set enabled, Web users open the database without being prompted for an account name and password when opening files.

Specify users by

privilege set Allows select users access to the database. Users must enter their account name and password defined in Accounts and Privileges.

No users This default setting prevents any user from accessing the database

with Instant Web Publishing.

6. Click the “Specify users by privilege set,” option and then click the “Specify…” button. Click on the Privilege Set(s) you want to enable.

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7. Click the Advanced Options: Specify button.

8. Ensure all settings above are checked – Script errors, Web publishing errors, Web

activity. The Disconnect inactive accounts time can be adjusted as needed. Lesson 15: Using Instant Web Publishing (Cont.)

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9. Click “OK” twice. 10. Repeat Steps 3-9 for each database you want to publish. 11. To access your database through a web browser, type in http://<IP number>: 80 <port number>. Ex. http:// 192.16.1.25:80 Note 1: By default, FileMaker files are shared from Port 80. If Port 80 is already in use, consider changing the TCP/IP port number to Port 591. This is a FileMaker registered port number.

Note 2: Select Don’t display in Instant Web Publishing homepage in the Sharing dialog box to

suppress a filename from appearing in the built-in Instant Web Publishing Database Homepage. This is useful if your solution includes multiple files and you don’t want all the filenames displayed.

Note 3: The FileMaker Pro Log in using <account name> feature in the File Options dialog

box does not work when accessing files from the Web. Web users can open databases without specifying a password by logging in with the Guest account.

Références