FileMaker

Pro 13
Users Guide
20072013 FileMaker, Inc. All Rights Reserved.
FileMaker, Inc.
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performance of these products.
For more information, visit our website at http://www.filemaker.com.
Edition: 01
Contents
Chapter 1
Introducing FileMaker Pro 8
About this guide 8
Using FileMaker Pro documentation 8
Where to find PDF documentation 8
FileMaker Pro Help 8
Getting Started tour 9
Starter Solutions 9
Suggested reading 9
FileMaker Pro overview 10
Creating simple or complex database solutions 10
Using layouts to display, enter, and print data 10
Finding, sorting, and replacing data 11
Protecting databases 12
Creating scripts to automate tasks 12
Sharing and exchanging data 12
Saving and sending data in other formats 13
Chapter 2
Using databases 14
About database fields and records 14
Opening files 16
Opening multiple windows per file 19
Closing windows and files 20
Saving files 20
What FileMaker Pro doesnt save 21
About modes 22
Using the status toolbar 22
Viewing records 22
Selecting the current record 24
Moving through records 24
Adding and duplicating records 25
Adding and duplicating related records 26
Deleting records 27
Entering data 27
Selecting a field 27
Entering and changing data in fields 28
Working with data in Table View 29
Displaying data in Table View 29
Working with records in Table View 30
4
Finding records 31
Performing quick finds in Browse mode 31
Making find requests in Find mode 32
Finding text and characters 34
Finding numbers, dates, times, and timestamps 36
Finding ranges of information 37
Finding data in related fields 38
Finding empty or non-empty fields 38
Finding duplicate values 39
Finding records that match multiple criteria 39
Finding records except those matching criteria 40
Viewing, repeating, or changing the last find 41
Saving find requests 41
Deleting and reverting requests 41
Hiding records from a found set and viewing hidden records 42
Finding and replacing data 42
Sorting records 43
Previewing and printing databases 44
Previewing data on a layout 45
Printing records 45
Printing labels and envelopes 46
Printing scripts 48
Printing table and field information 48
Printing the relationships graph 49
Automating tasks with scripts 49
Backing up database files 50
Setting preferences 50
Chapter 3
Creating databases 51
Planning a database 51
Creating a FileMaker Pro file 55
Creating a file using a Starter Solution 55
Creating a new file 56
Creating and changing fields 57
About naming fields 57
About choosing a field type 58
Creating and changing fields in the Field Picker dialog box 59
Creating and changing fields in the Manage Database dialog box 61
Creating and changing fields in Table View 63
Creating calculation fields 63
Creating summary fields 65
Using supplemental fields 67
Setting options for fields 67
Defining automatic data entry 68
Defining field validation 69
About indexing and storage options 71
Creating database tables 72
5
Creating layouts and reports 73
About layout types 75
Working with layout themes 78
Setting up a layout to print records in columns 79
Setting up columns in a layout 79
Changing the width of columns 80
Working with objects on a layout 81
Organizing data with panel controls and popovers 81
Using the Inspector to format objects 83
Using the Inspector to position objects 84
Using tools to precisely position objects 85
Selecting objects 88
Working with fields on a layout 89
Placing and removing fields on a layout 89
Setting up checkbox sets and other controls on a layout 91
Deciding where to place related fields 92
About merge fields 92
Formatting field data on a layout 93
Allowing or preventing entry into fields 99
Working with layout parts 99
About layout part types 100
Working with layout object, part, and background styles 101
Creating and editing charts 105
Creating a chart 105
Editing a chart 107
Chapter 4
Working with related tables and files 108
About relationships 109
Relational database terminology 111
About the relationships graph 112
About match fields for relationships 112
Types of relationships 112
Planning a relational database 117
Working with the relationships graph 117
Creating relationships 118
Changing relationships 119
Summarizing data in portals 120
Filtering records in portals 120
About lookups 121
Creating lookups 121
Editing lookups 123
6
Chapter 5
Sharing and exchanging data 124
Sharing databases on a network 124
Enabling file sharing and hosting files 125
Opening shared files as a client 127
Opening shared databases remotely using a URL 128
Closing a hosted file 129
Sharing files with FileMaker Go clients 129
Uploading files to FileMaker Server 129
Importing and exporting data 130
Saving and sending data in other formats 130
Sending email messages based on record data 130
Supported import/export file formats 130
Setting up recurring imports 130
ODBC and JDBC 132
Methods of importing data into an existing file 132
About adding records 132
About updating existing records 132
About updating matching records 133
About the importing process 133
Converting a data file to a new FileMaker Pro file 134
About the exporting process 135
Working with external data sources 136
Publishing databases on the web 136
Chapter 6
Protecting databases 137
Protecting databases with accounts and privilege sets 137
Accounts, privilege sets, and extended privileges 138
About the predefined accounts 140
About the predefined privilege sets 140
Planning security for a file 141
Password-protecting a file 143
Creating accounts and privilege sets 143
Viewing accounts and privilege sets 144
Creating accounts 145
Creating accounts that authenticate via an external server 146
Creating privilege sets 147
About enabling record-level access 147
Viewing extended privileges 148
Authorizing access to files 148
Security measures 150
Enhancing physical security 150
Enhancing operating system security 150
Establishing network security 151
Backing up databases and other important files 151
Installing, running, and upgrading antivirus software 152
7
Chapter 7
Converting databases from FileMaker Pro 11
and earlier 154
Conversion overview 154
Solving basic conversion problems 155
Index 156
Chapter 1
Introducing FileMaker Pro
FileMaker

Pro

is the leading workgroup database software for quickly creating and sharing
solutions adapted to your business needs. Powerful features, broad platform support, and an
easy-to-use interface make FileMaker Pro indispensable for anyone in business, government,
and education who needs to effortlessly manage all their information on iPad, iPhone, Windows,
OS X, and the web.
About this guide
This Users Guide contains an introduction to FileMaker Pro features and provides step-by-step
instructions on the most common FileMaker Pro tasks. You may need to refer to FileMaker Pro
Help for detailed information on more advanced product features.
To send your feedback on this guide, see
http://www.filemaker.com/company/documentation_feedback.html.
Using FileMaker Pro documentation
The FileMaker Pro documentation provides a learning path to productivity, installation instructions,
online Help, and more.
The following manuals are included:
1 FileMaker Pro Users Guide (this manual): contains key concepts and basic procedures
1 Installation and New Features Guide for FileMaker Pro and FileMaker Pro Advanced: contains
installation instructions and a list of the new features in the current version
1 FileMaker ODBC and JDBC Guide: describes how you can use FileMaker software as an
ODBC client application and as a data source for ODBC and JDBC applications
1 FileMaker SQL Reference: describes the SQL statements, expressions, and functions
supported by FileMaker
1 FileMaker WebDirect Guide: describes how to make FileMaker Pro layouts hosted by
FileMaker Server accessible to web browser users over an intranet or the Internet
Where to find PDF documentation
To access PDFs of FileMaker documentation:
1 In FileMaker Pro, choose Help menu > Product Documentation.
1 Visit http://www.filemaker.com/documentation for additional documentation.
FileMaker Pro Help
FileMaker Pro Help provides comprehensive step-by-step instructions on FileMaker Pro features.
You can open Help from the Help menu in FileMaker Pro.
There are three ways to access Help:
1 Browse the Help table of contents to locate topics by subject.
Chapter 1 | Introducing FileMaker Pro 9
1 Search for particular topics by entering keywords.
1 Get information about the currently displayed dialog box by pressing F1 (Windows) or
Command-? (OS X). Some dialog boxes display a (Windows) or (OS X) button or a
Learn More link, which you can also use for getting information about the dialog box.
Getting Started tour
You can explore FileMaker Pro through the interactive Getting Started tour. Practice creating,
modifying, and deleting records; and learn about searching for data values and sorting records,
displaying data in charts and reports, and importing and exporting data between files. You'll also
get to know the rich features FileMaker Pro provides for creating your own custom solutions.
To access the tour, choose Help menu > Product Documentation > Getting Started Tour. Or,
use FileMaker Quick Start (see Opening files on page 16).
Starter Solutions
FileMaker Pro includes Starter Solutions (database template files) that you can use to quickly get
started designing your FileMaker Pro database solutions. Starter Solutions take advantage of the
best new FileMaker Pro features. Whenever you start creating databases, check the list of Starter
Solutions to see if one is available that suits your needs.
You can access Starter Solutions when you open files (see Opening files on page 16).
You can find more information, tips, and database ideas on the FileMaker website at
http://www.filemaker.com.
Suggested reading
Here are some suggestions for using the documentation to help you learn how to do specific tasks
in FileMaker Pro.
Note If your database was developed using FileMaker Pro Advanced, you may see customized
menus or tooltips for layout objects. For an overview of these features, see Help.
Type of user Suggested reading
Data entry person Chapter 2, Using databases, in this guide
Small business owner or educator
who creates a basic database to
start, then improves it over time
Chapter 3, Creating databases, in this guide. As features are added to the
database, refer to Help
Database administrator 1 All chapters in this guide
1 Help, for information on advanced topics
1 FileMaker ODBC and JDBC Guide and FileMaker SQL Reference
New FileMaker Pro user 1 Installation and New Features Guide for FileMaker Pro and FileMaker Pro
Advanced
1 All chapters in this guide
User upgrading from a previous
version
1 Installation and New Features Guide for FileMaker Pro and FileMaker Pro
Advanced
1 Chapter 7, Converting databases from FileMaker Pro 11 and earlier, in this
guide
Chapter 1 | Introducing FileMaker Pro 10
FileMaker Pro overview
Here is an overview of the capabilities of FileMaker Pro.
Creating simple or complex database solutions
With FileMaker Pro you can create simple database solutions (database files) consisting of just
one database table, such as for customer information, or you can create a complex database with
relationships and multiple database tables. For example, you can create a complex database that
relates two tables based on a single common value, such as a serial number or an ID number.

You can organize your databases as a single table in a single file, as multiple tables in a single file,
or as multiple tables in multiple files.
FileMaker Pro provides Starter Solutions designed for business, education, and personal
purposes. The templates can be quickly customized to suit your needs.
For more information, see chapter 3, Creating databases.
Using layouts to display, enter, and print data
FileMaker Pro layouts determine how information is organized for viewing, printing, reporting,
finding, and entering data. Layouts do not store your datathey just display it.
Database files can have many different layouts, which display data in a variety of ways. Within one
database file you can design separate layouts for entering data, reporting summaries, printing
mailing labels, displaying data graphically in charts, working with a database in a web browser or
on a touch device, and so on. You can change a layouts design without affecting the data or other
layouts in the file. When you change the data in a field, the changes are reflected in the same field
on all the layouts in the database.
A database consisting of one table
A database consisting of multiple tables, with a
portal to display records from a related table
Portal
Chapter 1 | Introducing FileMaker Pro 11
In a layout, you choose, arrange, and modify fields and field labels, create reports, add buttons to
initiate scripts, add graphics and text, and specify printing options.
Not all information needs to be stored in your FileMaker Pro database. For example, you can add
a web viewer to display a web page on a layout. There are some restrictions for displaying web
content in FileMaker Pro.
Choose different layout types in the New Layout/Report assistant. Use these different layout types
for various purposes, like displaying a data entry screen on a computer or an iPad, or printing a
totaled sales report or formatting data as mailing labels. You can customize each layout further by
using the design tools that are available in Layout mode.
For more information, see Creating layouts and reports on page 73.
Finding, sorting, and replacing data
Features for finding, sorting, and replacing data allow you to manipulate your data in many ways.
You can find records that meet criteria you specify, such as records entered on a certain date or
addresses in a particular city. You can open another window in order to perform different searches
on the same data.
You can rearrange records in order to view or print them in a different sequence. For example, you
can sort fields alphabetically, numerically, by date, or by a custom sort order.

Steve Williams
789 Ninth Avenue
New York, NY 10001
The same data can be arranged differently with multiple layouts
Juanita Alvarez 555-1234
Michelle Cannon 555-1234
Andre Common 555-1234
Marie Durand 555-1234
Jean Durand 555-1234
William Johnson 555-1234
John Lee 555-1234
Patrick Murphy 555-1234
Le Nguyen 555-1234
Kentaro Ogawa 555-1234
Mary Smith 555-1234
John Smith 555-1234
Sophie Tang 555-1234
Steve Williams 555-1234
Betty Wilson 555-1234
Contacts
Dear Sophie,
Thank you for ordering with us. We value
your business and appreciate the
opportunity to serve you.
If you have any questions about your order,
please call uswe want you to be satisfied
with your purchase.
Sincerely,
John Lee
Customer records sorted by last name
Chapter 1 | Introducing FileMaker Pro 12
You can search for and replace data across multiple fields, similar to the way you find and replace
data in word processing applications. You can also save a found set of records as a snapshot link
and send the link to another person.
For more information, see Finding records on page 31, Sorting records on page 43, and
Finding and replacing data on page 42.
Protecting databases
You can restrict what users see and do in a database file by defining accounts and privilege sets.
Accounts authenticate users who are attempting to open a protected file. Each account specifies
an account name and (usually) a password. Any user that cannot specify valid account information
wont be able to open a protected file. A privilege set specifies a level of access to a database file.
Each account is assigned a privilege set, which determines the level of access when someone
opens a file using that account.
Extended privileges determine the data sharing options that are permitted by a privilege set, such
as whether a privilege set permits users to open a shared file or view a database in a web browser.
You can further protect a file by authorizing other FileMaker Pro files to create references to the
schema (tables, layouts, scripts, and value lists) in that file, and by preventing a file from being
opened with a version of FileMaker Pro, FileMaker Go

, or FileMaker Server that's earlier than the

specified version.
For more information about FileMaker Pro database security, see chapter 6, Protecting
databases.
Creating scripts to automate tasks
Scripts can do simple tasks like setting print orientation, or complex tasks like preparing a
customized mailing to customers.
For example, you could define a script that creates a thank you letter to customers in your
database who have made a purchase in the last week. The script composes a letter customized
to each customer. The script then switches to Preview mode and pauses so that you can see what
the letter looks like before it prints. The whole task is started by clicking a button on a layout.
You can build scripts by selecting from a list of FileMaker Pro script steps, specifying options, and
arranging the steps in the correct order to perform the task. FileMaker Pro makes it easy to
manage and maintain scripts, even for complex databases. You can simultaneously view, edit, and
manage scripts from different databases. For more information about scripts, see Automating
tasks with scripts on page 49.
You can also set up script triggers to specify that scripts run when particular events occur. For
more information, see Help.
Sharing and exchanging data
A benefit of storing data in FileMaker Pro is sharing your data with others. You can share your data
with other FileMaker Pro or FileMaker Go users on a network, or import or export data from
another file. In addition, you can use ODBC (Open Database Connectivity) and JDBC (Java
Database Connectivity) to share FileMaker Pro files with ODBC- and JDBC-compliant
applications, or you can access data from external data sources. If you have FileMaker Server,
you can use FileMaker WebDirect to publish databases hosted by FileMaker Server to share data
over the web, and you can upload files to FileMaker Server.
Chapter 1 | Introducing FileMaker Pro 13
If your computer is connected to a network, you and other FileMaker Pro or FileMaker Go users
can use the same FileMaker Pro database file simultaneously. FileMaker Pro Network sharing
supports the sharing of files with up to 5 concurrent users.
Note To support more users and web publishing technologies such as XML, PHP, and
FileMaker WebDirect, FileMaker recommends the use of FileMaker Server.
You can set up a FileMaker Pro file to automatically update data imported from another application
such as Microsoft Excel. Recurring import occurs automatically the first time you view the layout
containing the data from the external file. Later, you can run a script to update data. For more
information about recurring import, see Setting up recurring imports on page 130.
For more information about sharing and exchanging data, see chapter 5, Sharing and
exchanging data.
Saving and sending data in other formats
FileMaker Pro lets you save data in different file formats, such as Microsoft Excel worksheets and
Adobe PDF files, so you can give the files to users who do not have FileMaker Pro. You can
automatically email the files after saving them. For more information, see Saving and sending
data in other formats on page 130.
Chapter 2
Using databases
This chapter explains the basics of how to:
1 open, close, and save files
1 create records in a database
1 add and edit data in fields
1 find records using different criteria
1 omit records from the found set
1 find and replace data
1 sort data
1 print data, scripts, table and field information, and the relationships graph
1 use scripts
See Help for detailed, comprehensive information and step-by-step procedures about using
FileMaker Pro.
Note Some procedures refer to using a shortcut menu. To display a shortcut menu (context
menu), right-click or Control-click an object or area to see a list of commands. You can use the
Control Panel (Windows) or System Preferences (OS X) to configure your mouse, trackpad, or
input device. For example, you can set up a secondary button on a mouse.
About database fields and records
A database is a collection of information, or data, that you can organize, update, sort, search
through, and print as needed. Unlike an electronic spreadsheet, which is used to tabulate and
calculate data stored in the cells of a rectangular table, a database is a collection of knowledge
tied together by a schema that describes the organization of database tables, their fields, and the
relationships between the fields and tables.
Certain tasks are better suited to each of these important business productivity tools.
Spreadsheets are best used for tasks such as maintaining a business ledger, where data needs
to be recorded and calculated, but not presented or analyzed in multiple formats. Databases are
best for tasks such as inventory control, where you need to track consumption and losses and
generate reports on inventory status over time. An inventory database can sort and report on
inventory information in many ways, allowing you to analyze data by item type, by sales figures,
by monthly consumption, and so on.
Your own address book or filing cabinet is an example of a simple database. With the address
book and filing cabinet, you store similar pieces of information organized for easy retrieval. With
a filing cabinet, you must choose a way to sort your data, for example, alphabetically by last name
or by region. By storing contacts and addresses in FileMaker Pro, you can organize your
information in many ways. You can sort your information by country, city, last name, or even sort
by all three of these fields.
Chapter 2 | Using databases 15
An invoicing system is an example of a more complex database, with multiple related tables,
multiple layouts, and calculated fields.
You can also view a subset of your data; for example, view only invoices for a particular month. A
database doesnt just hold informationyou use a database to organize and analyze information
so that you understand its significance.
Fields are the basis of a database table. Fields are used to store, calculate, and display the data
you enter into a record. Each piece of information in a recordlike name, ID number, and
telephone numberis stored in a field.
A database table contains one or more fields that hold similar information about one subject or
activity. For example, the fields on a record in the Customers table contain address information for
one customer. Tables also define the organization of records based on that table.
A database can consist of one file with one table, which might hold the names, addresses, and
telephone and fax numbers of all your customers. A database can also consist of several files,
each of which can contain one or more tables that, together, contain all the information about
related topics (sometimes called a database system). Using the relational capabilities of
FileMaker Pro, you can join information between files and tables to create a relational database.
For example, one table can show you which customers bought a particular item and a related table
can show how much they paid.
B C
Michelle Cannon
123 4th St. SW
Edmonton
(717) 555-0011
CAN N4V 1LN
Records
Fields
Your address book is like a database
Invoices table
002 Customer ID
Andre Common Customer Name
818-555-1234 Phone
Product ID Product
FB3
Price
Baguette $3.95
FB14 Croissants $9.95
12345 Invoice ID
FB3 Product ID
Baguette Product
$3.95 Price
002 Customer ID
Andre Common Name
818-555-1234 Phone
Products table Customers table
34 Stock
Chapter 2 | Using databases 16
To enter data in a database table, you make a new record and enter values into the fields that
belong to that record. Values can be typed into a field, imported from another application, or
entered in a number of other ways.
FileMaker Pro also allows you to access and view data that is stored in non-FileMaker Pro files.
For example, if you have access to data stored in a SQL database, you can display information
from the external database and work with that data in your FileMaker Pro file.
Opening files
To open a file if FileMaker Pro isnt running
Choose one of the following methods:
1 Double-click the FileMaker Pro file.
1 Drag the file onto the FileMaker Pro application icon.
1 Double-click the FileMaker Pro application icon and choose the file you want to open. If you see the
Quick Start Screen, see To open a file using FileMaker Quick Start, below, for more information.
To open a file if FileMaker Pro is already running
1. Choose File menu > Open.
Tip You can also choose File menu > Open Recent or File menu > Open Favorite.
2. In the Open File dialog box, select the filename and click Open.
3. If youre asked for an account name and password, type them in the Password dialog box, then
click OK.
To open a file using FileMaker Quick Start
1. To have the Quick Start Screen appear, do one of the following.
1 Start FileMaker Pro.
1 If FileMaker Pro is running or if you start FileMaker Pro and you dont see the FileMaker
Quick Start Screen, choose Help menu > Quick Start Screen.
FileMaker Quick Start Screen (OS X)
Chapter 2 | Using databases 17
2. When the FileMaker Quick Start Screen appears, do one of the following.
3. Double-click a file to open it.
The FileMaker Quick Start Screen provides a central place where you can do several tasks in a
variety of ways. In addition to opening files, you can:
1 Create and design a new empty FileMaker Pro file. See Creating a FileMaker Pro file on page 55.
1 Convert a file of a different format (such as Microsoft Excel) that already contains data. See
Converting a data file to a new FileMaker Pro file on page 134.
1 Create files using empty predesigned Starter Solutions provided by FileMaker, Inc. See
Creating a FileMaker Pro file on page 55.
1 Work with the Getting Started tour. See Getting Started tour on page 9.
For more information about using FileMaker Quick Start, see Help.
To open a file that is being shared over a network
1. Choose File menu > Open Remote.
2. In the Open Remote File dialog box, select View for a list of hosts.
3. To see the available files from a host, select the host. In the Available Files list, select the file
you want to open.
Or, for Network File Path, type the network path (for example,
fmnet:/hostIPaddress/fileName).
4. Click Open.
Windows: Depending on how FileMaker Network sharing is configured on the host, you might
be required to enter an account name, password, and domain name.
Do this To
Click Recent Files in the box at
the center of the Quick Start
Screen
Display a list of FileMaker Pro files that you have recently opened. If no recent
files are listed, choose Edit menu > Preferences (Windows) or FileMaker Pro
menu > Preferences (OS X), select Show recently opened files, enter a
value from 1 to 30 indicating the number of recent files you want to display in
the list, then click OK. (To remove the list of recently opened files, choose File
menu > Open Recent > Clear Recent Files.)
Click Favorite Files in the box
at the center of the Quick Start
Screen
Display a list of FileMaker Pro files that you have marked as favorite.
Click the host name or IP
address of a remote computer
Display a list of FileMaker Pro files stored on a remote computer.
Click Browse Locate the local or remote files that you want to open.
Choose To display
Favorite Hosts Hosts you previously added as favorites
Local Hosts FileMaker Pro hosts on your TCP/IP subnet
Hosts Listed by LDAP FileMaker Pro hosts available through the specified LDAP server
Chapter 2 | Using databases 18
Keep the following points in mind:
1 If Show recently opened files is selected in the General preferences, files you have recently
accessed appear in the list of recently opened files (by choosing File menu Open Recent or by
clicking Recent Files in the FileMaker Quick Start Screen). See Help for information about
adding local or remote files to the Favorite Files list in the FileMaker Quick Start Screen.
1 To open and share a file, see Enabling file sharing and hosting files on page 125.
1 You can open FileMaker Pro files created in Windows on a computer running OS X, and vice
versa. If you intend to move files across platforms, its best to include the .fmp12 extension in
the filename. If you add or remove filename extensions, you must redefine the FileMaker data
sources for related files and for files with external scripts.
1 You can set a default account name and password for a file in the Open tab of the File Options
dialog box. When you do so, users automatically log in using a specific account and password
(if specified) when they open a database. For more information, see Help.
1 When a file you are opening is hosted, you may see an icon in the lower-left corner of the
FileMaker Pro window. This icon indicates the security level of the connection to the host. A
icon means the connection is encrypted (SSL). A icon means the connection is encrypted
(SSL) and verified with a certificate. For more information, see your database administrator.
Chapter 2 | Using databases 19
Opening multiple windows per file
You can open more than one window per file. This allows you to view the same layout in separate
windows, or simultaneously view different layouts in the same file. You can perform find or sort
operations independently in the different windows.
To open an additional window, choose Window menu > New Window. Another window appears.
Initially, the window displays the same layout, sort order, and found set as the previously active window.
To view a different layout in the new window, choose a layout from the Layout pop-up menu in the
layout bar, or choose View menu > Go to Layout. For information on finding records, see Finding
records on page 31. For information on sorting records, see Sorting records on page 43. For
more information about opening multiple windows, see Help.
The original database
window, in Browse mode,
in which you can view the
records
A second window, in
Find mode, in which you
can perform a different
search on the same
found set
Chapter 2 | Using databases 20
Closing windows and files
You can close FileMaker Pro windows and files as you would in most Windows and OS X
applications.
To close a window, do one of the following:
1 Windows: Double-click the document icon in the upper-left corner of the document window.
1 Windows: Click the close box in the upper-right corner of the document window.
1 OS X: Click the red close button in the upper-left corner of the document window.
1 Choose File menu > Close.
To close a file, use the procedures above to close all the open windows for a file.
Note Even if you close a file, it may remain open as a hidden file if the window of any other file
is displaying data from that file. (For example, another window may be displaying related data from
the file you attempted to close.) FileMaker Pro will close the file when you close all the dependent
windows.
Saving files
By default, FileMaker Pro automatically saves changes to your data as you work, so there is no Save
command. If you want more control over when record data is saved, you can clear the Save record
changes automatically option (in the Layout Setup dialog box) individually for each layout. For
more information, see Help.
You can save a copy of your file as a backup or save a clone of your file with no data. To save a copy
of your file in a non-FileMaker format, see Saving and sending data in other formats on page 130.
Important Always save a copy of a file before you make extensive changes. You cant restore
data after you delete a field from the Manage Database dialog box (or the Field Picker dialog box)
or remove records using the Delete Record or Delete All commands.
To save a copy of your file:
1. Make the file you want to save the active file, and choose File menu > Save a Copy As.
2. Navigate to where you want to save the copy on your hard disk.
3. For File name (Windows) or Save As (OS X), type a filename.
4. Windows: For Save as type, choose FileMaker Files.
Chapter 2 | Using databases 21
5. For Save a (Windows) or Type (OS X), choose one of the following options:
Note To have a copy of a file that includes container data that's stored externally, choose self-
contained copy. The copy of current file and compacted copy options do not copy
externally stored data. To use either of those options, you'll need to embed data in the container
fields first. For more information, see Help.
6. Click Save.
What FileMaker Pro doesnt save
FileMaker Pro doesn't save changes to the state of a file, if they are the only changes you make
while the file is open. For example, here are some changes that are not saved:
1 Displaying a different record or layout
1 Sorting records or modifying a sort order
1 Performing find operations such as Find, Show All Records, Omit Record, or modifying a find
request
1 Changing the position and size of windows or opening a new window
1 Showing or hiding the status toolbar
1 Changing ruler display settings
1 Changing the unit of measure
For example, if you open a file, sort records, and then close the file, FileMaker Pro does not save
the sort order. However, if you open a file, add a new record, sort the records, and then close the
file, FileMaker Pro saves the sort order as well as the new record.
For more information about saving files, see Help.
Choose To
Copy of current file Duplicate the entire file, including the tables, field definitions, layouts, scripts, page
setup options, and data. Duplicating a file is useful before you make extensive
changes to the file.
Compacted copy
(smaller)
Compact the entire file into less disk space by reclaiming unused space in the file.
Saving a compacted copy is useful if you edit many records frequently.
Clone (no records) Save a files tables, field definitions, layouts, scripts, and page setup options,
without the data. Make a clone when you want a template of the file schemas.
Self-contained copy
(single file)
Create a copy of the current file with all container data that is stored as a file
reference or stored externally (by both open and secure storage) embedded in the
files container fields.
Chapter 2 | Using databases 22
About modes
You work with data in FileMaker Pro in Browse, Find, Layout, or Preview mode. You can choose a
mode from the View menu or from the mode pop-up menu at the bottom of the document window.
Using the status toolbar
The status toolbar provides quick access to many FileMaker Pro menu commands. In all modes,
it includes navigation tools, customizable buttons, and a layout bar for working with layouts. In
Layout mode, it includes layout tools. Move the pointer over a button to see its description. You
can also switch modes by clicking buttons in the status toolbar. The buttons in the status toolbar
vary depending on which mode youre in.
In Layout mode, you can also use the Inspector when you format and edit objects on a layout. For
more information, see Using the Inspector to format objects on page 83.
For more information about using the status toolbar, see Help.
Viewing records
FileMaker Pro provides three views of each layout: form, list, and table. When you change views,
you temporarily change the way records display or print.
Use this mode To
Browse mode Work with the data in a file. You can add, view, change, sort, omit (hide), and delete records.
Browse mode is where youll do most of your work, such as data entry.
Find mode Search for particular records that match a set of criteria. You can then work with this subset
of your records, called the found set. After you find a group of records, FileMaker Pro returns
to Browse mode so you can begin working with them.
Layout mode Determine how information is presented on your screen or in printed reports, labels, and
forms. Design layouts for specific tasks, like data entry or printing invoices or envelopes.
Select and arrange fields and other objects to modify an existing layout or create new layouts.
Preview mode See how data in forms or reports will look before you print. Preview mode is especially useful
for viewing layouts with multiple columns (like mailing labels) and reports with summaries.
Mode pop-up menu
Status toolbar
Layout bar
Formatting bar
To view records Do this in Browse mode or Find mode
Individually Choose View menu > View as Form, or click Form View in the layout bar.
In a list Choose View menu > View as List, or click List View in the layout bar.
In a spreadsheet-like table Choose View menu > View as Table, or click Table View in the layout bar.
Each row displays a record, and each column displays a field.
For information about working with data in a spreadsheet-like table, see Working
with data in Table View on page 29.
Chapter 2 | Using databases 23
The following illustration shows the same layout in three views.
Form View
List View
Table View
Current record
A row is one record
Field labels
Field labels
Field labels
Current record
Current record
Chapter 2 | Using databases 24
Selecting the current record
In Browse mode, a table has one current (active or selected) record at a time for each window. For
more information about moving through records, see Moving through records on page 24.
To select a related record in a portal, select the portal row (click inside the row but outside any
fields in the row).
For information about related records and portals, see chapter 4, Working with related
tables and files.
Moving through records
To move from one record to another, use the book in the status toolbar.
In this view The current record is
Form View The record that youre displaying. To select another record and make it the current record,
move to the other record.
List View The record that has a different fill from the other records. To select another record and
make it the current record, click that record or use controls in the status toolbar.
The current record can also be indicated by a solid vertical bar along the left side.
Table View The record thats highlighted in the record margin at the left of the record. To select
another record and make it the current record, click that record or use controls in the
status toolbar.
Click inside the portal row to
select a related record
Portal
Slider
Current record
number Number of records in the table Book
Type search words
for quick finds
Chapter 2 | Using databases 25
You can also use a mouse scroll wheel to move through records. For more information about
viewing records, see Help.
Adding and duplicating records
When you add or duplicate records, FileMaker Pro stores new records at the end of the current
table. In Browse mode, you see the new record after the current record, or after the last record in
the found set (the set of records made active by a find request).
1 If records are sorted, by default the new record appears in the correct position in the sort order
when you commit the record. For information about changing this setting, see Help.
1 If records are unsorted, the new record appears after the last record in the found set. For more
information, see Sorting records on page 43.
Note If a file is locked or write-protected, or if you dont have access privileges to create records,
FileMaker Pro will not add or duplicate records.
If the field is defined to automatically enter field values, you see those values entered in the new
record. See Defining automatic data entry on page 68.
To enter or change values in the new record, see Entering and changing data in fields on page 28.
To move Do this
To the next record in the current
table
Click the right page of the book or choose Records menu > Go to Record >
Next.
To the previous record in the
current table
Click the left page of the book or choose Records menu > Go to Record >
Previous.
Quickly to a specific record 1 Click the current record number, type the record number you want, then press
Enter (Windows) or Return (OS X).
1 With the current record selected, press Esc, type the record number, then
press Enter or Return.
1 Choose Records menu > Go to Record > Go To, then type the number of
the record.
Quickly through records Drag the slider right or left to move forward or backward.
Through records in List View or
Table View
Use the scroll bar on the right side of the window.
To a record with a unique value
that you know
See Finding records on page 31.
To Do this in Browse mode
Add a new blank record In Browse mode, click New Record in the status toolbar. You see a blank
record with one field selected.
Quickly add a record with the same or
similar data as an existing record
Select the record to duplicate. Then, choose Records menu > Duplicate
Record.
Add or duplicate related records See Adding and duplicating related records on page 26.
Chapter 2 | Using databases 26
Adding and duplicating related records
If youre working with records in related tables, you can add records to a related table when you
enter data in a record in the current table.
Note You can only add related records from the current table if the relationship is defined to allow
the creation of related records. If a related table is in a write-protected file, or if you dont have
access privileges to create records, FileMaker Pro will not add or duplicate records. For more
information, see Creating relationships on page 118.
For more information about adding and duplicating records, see Help
To Do this in Browse mode
Create a record in the current
table
Click New Record in the status toolbar.
Add a record to a related table 1 If the related field is in a portal, type data into the field in the last (empty) row
of the portal, then commit the record (for example, by clicking anywhere
outside the record or selecting another record).
1 If the related field isnt in a portal, type data into the field, then commit the
record (for example, by clicking anywhere outside the record or selecting
another record).
Duplicate a record that is
displaying related data
Be sure no records in a portal are selected, then choose Records menu >
Duplicate Record.
Note Records in related tables are not duplicated.
Duplicate a related record in a
portal
Select the record in the portal, then choose Records menu > Duplicate
Record.
Portal with related
records from Line
Items table
Type in the last row of
the portal to add a
related record to the
Line Items table
Chapter 2 | Using databases 27
Deleting records
When you delete a record, you permanently discard the data in all the fields in that record.
Important You cant retrieve deleted data, and you cant undo the action of deleting records.
Before you delete records, consider making a backup copy of your file.
If youre working in a relational database and the option to delete related records is selected in the
Edit Relationship dialog box, FileMaker Pro deletes related records when you delete a record.
Entering data
Note If a file is locked or write-protected, or if you dont have privileges to edit certain records or
fields, you may not be able to modify data.
Selecting a field
To delete Do this in Browse mode
One record Select the record to delete. In the status toolbar, click Delete Record, then click Delete.
A related record Select a portal row in the current table by clicking inside the row but outside any fields in
the row. In the status toolbar, click Delete Record, then click Delete.
Note To delete related records, Allow deletion of portal records must be selected in
the Portal Setup dialog box.
A group of records Make sure the found set contains only the records you want to delete. (See Finding records
on page 31.) Choose Records menu > Delete Found Records, then click Delete All.
All records in a table Click Show All in the status toolbar, or choose Records menu > Show All Records.
Choose Records menu > Delete All Records, then click Delete All.
All records in a
database
Create a clone of the database with no records. See Saving files on page 20.
To Do this in Browse or Find mode
Select a field Click in the field.
Select the contents of a field Select the field, then choose Edit menu > Select All.
Move to the next field in the tab
order
Press Tab.
Note To set the Return or Enter key(s) to move to the next field, in Layout mode,
select the fields. Click Inspector in the layout bar, then click Data. In the
Behavior area, for Go to next object using, select the keys you want to use for
exiting fields.
Buttons, popover buttons, tab controls, and slide controls can be included in the
tab order. Fields on tab panels or slide panels that are not on the front-most panel
are skipped.
Move to the previous field in the
tab order
Press Shift-Tab (or Shift-Return or Shift-Enter, if enabled).
Move to items in a value list Press the arrow keys.
Chapter 2 | Using databases 28
Entering and changing data in fields
You can enter or import data up to the character limit for the field type. You can view and print only
the data that fits within the field boundaries.
Note For information about how FileMaker Pro uses system formats to display and sort dates,
times, and numbers, see Help.
To Click in the field in Browse mode, then
Enter data in a text field Type the text.
Note In a field set up to auto-complete, you see suggestions based on what you
type.
Enter data in a number field Type the values (from 10
400
to 10
-400
).
Enter data in a date field Type one date on one line in the field. Type the day, month, and year as numbers
(for example, 3/3/2014), separated by a nonnumeric character like (minus) or /
(forward slash).
Note You cannot use a : (colon) as a date separator.
Important If you enter dates with two-digit years, FileMaker Pro converts them
to four-digit year dates using a conversion method described in Help. To avoid
misinterpretations during conversion, always enter dates with four-digit years.
Enter the current date in a date,
number, or text field
Choose Insert menu > Current Date.
Select the date using the drop-down calendar, if available.
Enter data in a time field Type the time of day (or time duration) as:
1 hours
1 hours and minutes
1 hours, minutes, and seconds
1 hours, minutes, seconds, and fractional seconds
Separate hours, minutes, and seconds by a nonnumeric character like : (colon).
Separate fractional seconds by a . (period).
Type the time of day in 24- or 12-hour format, with or without AM or PM. (AM is
assumed for a time less than 12:00.)
Enter the current time in a time,
number, or text field
Choose Insert menu > Current Time.
Enter data in a timestamp field Type the date and time (for example, 10/10/2014 3:15:05 PM). Type the day,
month, and four-digit year as numbers, separated by a nonnumeric character like
(minus) or / (forward slash).
Note You cannot use a : (colon) as a date separator.
Then type the time of day as:
1 hours and minutes
1 hours, minutes, and seconds
1 hours, minutes, seconds, and fractional seconds
1 Type AM or PM if the time is not in 24-hour format
Separate hours, minutes, and seconds by a nonnumeric character like : (colon).
Enter the current date and time
in a timestamp field
Choose Insert menu > Current Time.
Select the date using the drop-down calendar, if available.
Insert a tab character in a field Click where you want to insert the tab. Press Ctrl+Tab (Windows) or Option-Tab
(OS X).
Delete data from a field Select the data, then press Backspace or Delete.
Chapter 2 | Using databases 29
Working with data in Table View
You can work with data in Table View to quickly create and change field definitions; add, modify,
and delete records; sort records; create dynamic reports; and create quick charts. FileMaker Pro
displays each record in a separate row, and each field in a separate column.
To work with data in Table View, click Table View in the layout bar when youre working in
Browse mode.
Displaying data in Table View
You can change the display settings in Table View.
Insert an audio, video, image,
PDF, or other type of file in a
container field
For information, see Help.
Add data to value lists (fields
formatted as radio or option
buttons, checkboxes, lists, or
menus)
For information, see Setting up checkbox sets and other controls on a layout on
page 91.
Edit, format, or check the
spelling of text in a field or edit
dictionaries
For information, see Help.
To Click in the field in Browse mode, then
To Do this
Reorder columns Click a column heading and drag it to a new location.
Resize a column Move the pointer to the edge of the column heading. When the pointer changes to a
double arrow ( ), drag it to the desired size.
Set a precise column width Select one or more columns, then right-click and choose Table View > Set Column
Width from the shortcut menu. In the dialog box, type a width, choose units from the
list, then click OK.
Change the color of the
background
Right-click the left or right margin of a record, choose Part Color from the shortcut
menu, then choose a color. The color of the row for adding new records and the
column for adding new fields will be slightly darker than the main background color.
Column headings. Each
column displays one field
from the current layout.
Active
record
Record margin
Chapter 2 | Using databases 30
Working with records in Table View
When you view records in a table, FileMaker Pro displays data in rows and columns. Each row
displays a record, and each column displays a field.
Note You can set field options such as validation or indexing when you define a field, or at a later
time. See Setting options for fields on page 67.
For more information about working with data in Table View, see Help
Display a different
background color for
alternating records
Right-click the left or right margin of a record, then choose a color from the Alternate
Color shortcut menu.
Restore the default display
settings
Right-click a column heading and choose Table View > Reset from the shortcut menu.
Note Resetting Table View doesnt delete the fields and records.
To Do this in Browse mode
Add a new record Click + in the left margin at the bottom of the table. A new row is added to
the end of the table if the records have not been sorted or if Keep records
in sorted order is cleared in the Sort Records dialog box.
Enter data in fields Click in the field, and enter data in the field. See Entering and changing
data in fields on page 28.
Note FileMaker Pro saves changes to your data as you work. To see how
your data looks in other views, click Form View or List View in
the layout bar.
Duplicate a record Right-click the left or right margin of the record that you want to duplicate,
then choose Duplicate Record from the shortcut menu.
Delete a record Right-click the left or right margin of the record that you want to delete, then
choose Delete Record from the shortcut menu.
Copy the data in a record Right-click the left or right margin of the record that you want to copy, then
choose Copy Record from the shortcut menu. You can paste the copied,
tab-separated data into a field or into Microsoft Excel.
Sort records by one or more fields Select a column heading and optionally Shift-click additional headings.
Right-click one of the selected column headings and choose Sort
Ascending or Sort Descending. A sort icon appears on the column
headings indicating the sort setting (ascending or descending). If you
selected multiple columns, the order in which columns were selected
determines the sort order.
You can also choose Sort By Value List and then select a value list from
the submenu.
For more information, see Sorting records on page 43.
Create a dynamic report For information, see Help. For example, you can create a quick report to
group your data by a field, display subtotals for a field, or create subtotals
for each group of data.
Create a quick chart For information, see Help. For example, you can quickly create a chart from
Table View based on the data in the current field.
Save data as a Microsoft Excel file or
Adobe PDF file, or save the current
found set of records as a snapshot link
Right-click the left or right margin, then choose an option from the
Save/Send Records As shortcut menu.
Send email messages based on
record data
Right-click the left or right margin of the record, then choose Send Mail
from the shortcut menu.
To Do this
Chapter 2 | Using databases 31
Finding records
To find particular records in your database, you can:
1 perform a quick find in Browse mode (see Performing quick finds in Browse mode on page 31)
1 make a find request in Find mode (see Making find requests in Find mode on page 32)
Performing quick finds in Browse mode
If a layout is enabled for quick find in Browse mode, you can use the search box in Browse mode
to search for data across multiple fields on the layout. Quick find is helpful if the data you are
looking for might be in multiple fields or if you dont know which field contains the data.
When a layout is enabled for quick find, all fields that are supported for quick find (including merge
fields) are set to be included in the search. Quick find does not search summary, container, or
global fields. (To enable a layout for quick find, see To configure and enable quick find on
page 32.)
Note While quick finds are an easy way to search for data, they can work slowly depending on
the type of data in the database. For example, unstored calculations or related or remote data can
slow progress, compared with data that's local or stored.
To perform a quick find
1. In Browse mode, type one or more words in the search box in the upper-right corner of the
status toolbar.
2. Press Enter (Windows) or Return (OS X).
The search includes all the fields that are enabled for quick find on the layout. Your find request
returns a found set of records. The light green area of the pie chart in the status toolbar
indicates the portion of the total records displayed.
Keep the following points in mind:
1 The only find operator supported by quick find is the match phrase operator, double quotation
marks (" ").
1 If you type more than one word in the search box, FileMaker Pro searches for records that have
all of the words you typed.
To view a list of recent quick finds
1. In Browse mode, click the down arrow in the search box.
2. Do one of the following:
1 Choose a search term from the search history list to perform a quick find for the term.
1 Choose Clear Recent Searches to remove the search history.
Note The list of recent quick finds is available only until you close the file.
Chapter 2 | Using databases 32
To configure and enable quick find
If the selected layout doesnt show the quick find badges for supported fields in Layout mode, use
the following steps.
1. In Layout mode, choose View menu > Show > Quick Find.
A small badge next to each field shows if the field has been enabled for quick find. If there is no
quick find badge next to a field, the field is not searchable, either because it is not supported for
quick find or because it is not set to be included in the search. A gray badge indicates that
the layout is disabled for quick find. A green badge indicates that the field is searchable. A
yellow badge indicates that the field is searchable, but the search might take longer than
fields with the green badge.
2. Select one or more fields.
3. Click Inspector in the layout bar, then click Data.
4. In the Behavior area, select Include field for Quick Find.
5. To enable quick find, click Layout Setup in the layout bar. In the Layout Setup dialog box,
select Enable Quick Find, then click OK.
For more information about quick finds, see Help.
Making find requests in Find mode
When you perform a find in Find mode, you type criteria (the value or values to find) into fields in
a find request, which looks like a blank record. FileMaker Pro searches through all the records in
a table, comparing the criteria you specify with the data in the table.
Records with data matching the criteria become the found set, which is the subset of records being
browsed. Records that dont match are omitted. You can constrain (narrow) or extend (broaden)
the found set in Find mode.
You can work with just the records in the found set. For example, you can view, edit, calculate
summaries for, sort, print, delete, export, or replace data in these records. You can also open a
new window in order to perform different find requests on the same data.
You can save the found set of records and email it as a snapshot link. (For more information, see
Help.)
You cannot perform a find in summary fields, container fields, or fields defined with the global
storage option.
Note In Find mode, a badge indicates a searchable field.
Chapter 2 | Using databases 33
To make a find request
1. In Find mode, from the Layout pop-up menu, select a layout that includes the fields that contain
the data you want to search.
If necessary, you can change layouts and enter criteria on more than one layout.
2. In the find request, select a text, number, date, time, timestamp, or calculation field to use for
finding, and then type a value in the field.
You can use the Insert Operators list in the layout bar to help you enter criteria. You can click
Omit to exclude records matching a specific set of criteria.
3. Click Perform Find.
Your find request returns a found set of records. The light green area of the pie chart in the
status toolbar indicates the portion of the total records displayed.
Choose a layout
with fields you
want to search on
Type find criteria in fields
Click to see
operators
A badge indicates you
can search on the field
Chapter 2 | Using databases 34
You can do one or more of the following during or after performing a find request:
Finding text and characters
Search for text in text fields, or in calculation fields that return a text result.
Unless you search for phrases and exact matches, the field can contain other values in addition
to the one(s) you specify, and the values can be in any order. For example, typing hotel in a
field named Accommodation finds records for Hotel, Discount Hotel, and Hotel, Luxury.
To Do this
Cancel a find operation before it is finished and
leave the previous found set unchanged
Press Esc (Windows) or 2-period (OS X).
Change or refine criteria after performing a find
request
See Viewing, repeating, or changing the last find on page 41.
Narrow an existing found set See Constraining (narrowing) a found set on page 39.
Broaden an existing found set See Extending (broadening) a found set on page 40.
Show all records again In Browse mode, choose Records menu > Show All Records.
In Find mode, choose Requests menu > Show All Records.
You dont need to choose Show All Records before performing
finds. FileMaker Pro always searches all records in the tables you
specify unless you have narrowed the existing found set.
Open another window in order to perform
different find requests on the same data
Choose Window menu > New Window.
To find Type this in the field Examples
Words that start with specific Roman
characters (works with fields that use
any language except Japanese)
The characters Chris Smith finds Chris Smith,
Smith Chris, Chris Smithson, and
Smith Christenson
Words that start with Japanese
Hiragana, Katakana, or Kanji
characters
The characters between = and * =* finds , , and
A phrase or sequence of characters
that match when they are the first
characters in a word (match phrase
from word start)
The literal text (characters),
including spaces and
punctuation, between double
quotation marks (")
"Marten and Jones Interiors"
finds Marten and Jones Interiors but
not Jones and Marten Interiors
", Ltd." finds all companies with
", Ltd." in the name, but not those
without the comma
Spring finds Springville but not
ColdSpring Harbor or HotSpring
Words with one or more unknown or
variable characters (any one
character)
One wildcard character (@) for
each unknown character
Gr@y finds Gray and Grey
@on finds Don and Ron but not Bron
Invalid characters in a text field ? Invalid characters display as blank
characters
Note To find the ? character, search
for "?"
Digits in a text field (any one digit) A # character for each digit # finds 3 but not 30
## finds 30 but not 3 or 300
#3 finds 53 and 43 but not 3
Chapter 2 | Using databases 35
Words with zero or more unknown or
variable text characters in a row (zero
or more characters)
* for all unknown characters Jo*n finds Jon and John
J*r finds Jr. and Junior
*phan* finds Phan and Stephanie
Operators or other non-alphanumeric
characters, such as punctuation or
spaces
The literal text (characters),
including spaces and
punctuation, between double
quotation marks (")
"@" finds @ (or an email address, for
example)
"," finds records containing a comma
" " finds three spaces in a row
A character with special meaning,
such as the find operators recognized
by FileMaker Pro: @, *, #, ?, !, =, <, >,
" (escape next character)
\ followed by the special
character
\"Joey\" finds "Joey"
joey\@abc.net finds the email
address [email protected]
Words with accented characters The literal text (characters),
including spaces and
punctuation, between double
quotation marks (")
"pera" finds pera but not opera
(pera without quotation marks finds
both pera and opera)
Partial phrases, a sequence of words
or characters (match phrase from
anywhere)
Characters, punctuation, and
spaces between double quotation
marks ("); use * to find this text in
the middle of a longer text string
*"son & Phillips" finds Johnson
& Phillips and Paulson & Phillips
Exact matches of the text you specify
(match entire field)
== (two equal signs) for a field
content match
==John finds John but not John
Smith
==John Smith finds John Smith but
not Smith, John or John Smithers
Exact matches of whole words you
specify (match whole word)
= =Market finds Market, Market
Services, and Ongoing Market
Research but not Marketing or
Supermarket
=Chris =Smith finds Chris Smith
or Smith Chris but not Chris or
Christopher Smithson
Words that contain Japanese
Hiragana, Katakana, and Kanji
characters (Japanese-indexed fields
only)
The characters finds , , and
Kana characters in a Japanese-
indexed field without differentiating
between Hiragana/Katakana,
Voiced/Semi-Voiced/Unvoiced Kana,
Small/Regular Kana, and Kana
Voiced/Unvoiced Iteration Marks
~ (tilde) and the character, to do a
relaxed search
~ finds , , , , , and
Ranges of information See Finding ranges of
information on page 37.
Case-sensitive text Change the default language for
indexing the field to Unicode.
Note This procedure will
change the order in which
records sort. For more
information, see Help.
fred finds fred but not Fred
To find Type this in the field Examples
Chapter 2 | Using databases 36
Finding numbers, dates, times, and timestamps
When you enter criteria in a find request, numbers, dates, times, and timestamps should be
entered in the corresponding field types (or calculation fields returning the corresponding field
type) to ensure correct behavior when finding them. See About choosing a field type on page 58.
Important To avoid confusion when working with dates, always use four-digit years. For more
information, see the Help topic Conversion of dates with two-digit years.
To find Type this in the field Examples
A number in a number field or in a
calculation field that produces a
numeric result
The number .50 finds .5, .50, and $.50
A Boolean number in a number field or
in a calculation field that produces a
Boolean result
1 to find True values
0 to find False values
1 finds 1
0 finds 0
A date in a date field or in a calculation
field that produces a date result
The date as digits, separated by a
valid date separator character
(such as a slash or hyphen)
3/3/2014 finds 3/3/2014, March 3,
2014, and 3-3-2014
Todays date in a date field or in a
calculation field that produces a date
result
// // finds April 4, 2014 (when the
current date is 4/4/2014)
A time in a time field or in a calculation
field that produces a time result
The time as digits, separated by
colons
12:53:09 finds 12:53:09
A timestamp in a timestamp field or in
a calculation field that produces a
timestamp result
The date as digits, separated by a
valid date separator character,
then the time as digits, separated
by colons
3/3/2014 12:53:09 PM finds
3/3/2014 12:53:09 PM
Invalid dates, times, timestamps, or
calculated date or time results
? ? finds Next Tuesday or 2/33/2014 in
a date field, or midnight in a time field
Invalid data (fields containing no
numbers) in a number field or
calculation field that produces a
numeric result
? ? finds twelve but not 12 or twelve30
Dates on a day of the week in a date
or timestamp field
The day of the week
Note Full or short day names
(for example, Friday or Fri) are
acceptable in day of week
searches.
Tuesday finds all dates that occur on
a Tuesday
=Thu finds all dates that occur on a
Thursday
Any valid value for a date or time
component in a date, time, or
timestamp field
* or leave component unspecified,
while specifying the other
components you want to find
3/3/* finds the 3rd day of March in
any year
*:15 finds times that are 15 minutes
after any hour
1/1/* 7 PM finds timestamps in the
7 oclock hour on January 1st in any
year
Note When the year is unspecified,
the current year is assumed. 3/3 finds
the 3rd day of March in the current
year
Ranges of information See the next section, Finding
ranges of information.
Chapter 2 | Using databases 37
Finding ranges of information
To find values that are Use this operator Examples
Less than a specified value < <40
<9/7/2014
<M
Less than or equal to a specified value <=
or (OS X)
<=95129
05:00:00
<=M
Greater than a specified value > >95129
>9/7/2014
>M
Greater than or equal to a specified value >=
or (OS X)
>=100
>=9/7/2014
8:00
M
Within the range you specify. A range is different based on
the data type:
1 Numbers: least to greatest
1 Dates and times: earliest to latest
1 Text: first to last word, based on the index order of words
(not the sort order)
.. or ... (two or three
periods)
12:30...17:30
1/1/2014..6/6/201
5
A...M
To find dates Type this in the field
In June 2014 6/2014
From July 2014 through October 2015 7/2014...10/2015
That occur on a Friday =Friday
From the 10th through the 16th of October or November 2014
(if the date format is MM/DD/YYYY)
{10..11}/{10..16}/2014
That occur on March 1st between 1868 and 1912 in the
Japanese Emperor Year era of Meiji
m*/3/1
That occur on December 31st between 1930 and 1940 in the
Japanese Emperor Year era of Showa
S{5..15}+12+31
To find times Type this in the field
In the 3 oclock hour, not including 4:00 PM 3 PM
Between 8:00 AM and 8:59:59 PM 8 AM..8 PM
In the morning AM
Any of the times 4:30, 5:30, 6:30 PM {4..6}:30 PM
To find timestamps Type this in the field
In the 3 oclock hour today // 3 PM
In the 7 oclock hour in May 2014 5/2014 7 PM
Chapter 2 | Using databases 38
Finding data in related fields
You can enter find criteria in related fields that are displayed in a portal or directly on a layout.
When you perform a find in a related field, FileMaker Pro displays all the records that have a
related record matching the criteria you enter. For example, suppose you have an invoice file that
displays line items as related records in a portal. To find all invoices listing a computer, type
Computer in the Item field in the portal. For information about related fields, see chapter 4,
Working with related tables and files.
For information about omitting related records, see Finding records except those matching
criteria on page 40.
Finding empty or non-empty fields
That occur on a Monday in 2015 =Mon 2015
From the 10th through the 16th of November 2015 and from
3:00 PM to less than 6:00 PM (if the date format is
MM/DD/YYYY)
11/{10..16}/2015 {3..5} PM
To find fields that are Type this in the field
Not empty (fields that have data) *
Empty =
To find timestamps Type this in the field
E154 Invoice ID
Alvarez Name
Item ID Item
I100 Computer
I202 Desk
I153 Lamp
I229 Bookcase
I448 Chair
Find request
E153 Invoice ID
Tang Name
Item ID Item
I202 Desk
I443 Long table
I153 Lamp
I288 Round table
I100 Computer
Invoice ID
Name
Item ID Item
Computer
E152 Invoice ID
Durand Name
Item ID Item
I384 Swivel chair
I554 Panels
I288 Round table
I100 Computer
I448 Chair
Records in table
Chapter 2 | Using databases 39
Finding duplicate values
You can find all records for which one or more fields contain duplicate values. For example, you
might want to find all records that arent unique, then examine them to decide which records to
use or delete.
To find all duplicate records, in Find mode, type ! in the field.
Finding records that match multiple criteria
You can narrow or broaden your search by using more than one criterion.
Logical AND search
To narrow your search, enter criteria in as many fields as needed to make your request specific,
then click Perform Find.
Constraining (narrowing) a found set
You can narrow find results incrementally, looking for more specific detail as you search your
database.
For example, after searching for all of the employees who work in Sales, you can narrow the
search to find all of the employees in Sales named Alvarez:
1. Perform a find to find all of the employees who work in Sales.
FileMaker Pro displays the found set in Browse mode.
2. Click Find and type the criteria to narrow the search (type Alvarez in the Last Name field).
3. Choose Requests menu > Constrain Found Set.
The found set now consists of employees in Sales named Alvarez.
Note To quickly constrain the found set in Browse mode, use the shortcut menu. Click in the field
(or select a partial value in the field), then right-click, and choose Constrain Found Set.
Logical OR search
To widen your search, enter criteria in the first request. Click New Request. Enter the second (set
of) criteria. Continue adding requests for each (set of) criteria, then click Perform Find.
You can navigate among multiple requests using Go to Request on the Requests menu or
clicking the book in Find mode.
Examples:
1 To include customers in New York and customers in Paris in the found set, type New York in
the City field in the first request, then type Paris in the City field in the second request.
1 To include companies with more than 100 employees and companies with more than $100
million in assets, type >100 in Number of Employees in the first request, then type
>100,000,000 in Capitalization in the second request.
1 To include 6th grade students who are in Algebra and 7th grade students who are in Geometry,
type 6 in Level and Algebra in Course in the first request, then type 7 in Level and
Geometry in Course in the second request.
Chapter 2 | Using databases 40
Extending (broadening) a found set
You can broaden a found set to expand your search to include additional applicable records
without starting over.
For example, after searching for customers in New York, you can broaden the search to also find
customers in Hong Kong:
1. Perform a find to find customers in New York.
FileMaker Pro displays the found set in Browse mode.
2. Click Find and type the criteria to broaden the search (type Hong Kong in the City field).
3. Choose Requests menu > Extend Found Set.
The found set now consists of customers in New York and Hong Kong.
Note To quickly extend the found set in Browse mode, use the shortcut menu. Click in the field
(or select a partial value in the field), then right-click, and choose Extend Found Set.
Records that match one set of criteria but not another
To narrow your search by excluding records that meet specified criteria (for example, to find
vendors in New York state that are not in New York City), see Finding some records while omitting
others, below.
Finding records except those matching criteria
You can exclude (omit) records while performing a find. In other words, you can find information
in your database that does not equal your specified criteria. For example, you can find all
invoices except those created in the past 30 days.
Finding records that dont match criteria
1. In Find mode, type criteria for the records to omit.
2. Click Omit in the layout bar.

3. Click Perform Find.
Finding some records while omitting others
For example, to find vendors in the state of New York except those in New York City:
1. In Find mode, type the criteria for the records to find (type New York in the State field).
2. Click New Request.
3. Type criteria for the records to exclude (type New York in the City field).
Click Omit to exclude records
that match the request
Chapter 2 | Using databases 41
4. Click Omit.
5. Click Perform Find.
Keep the following points in mind:
1 You can have omit criteria in more than one request.
1 FileMaker Pro works through the requests in the order you create them. For example, in a
Customers database with customers in the US and France:
1 If the first request finds all customers in Paris and the second request omits all customers in
the US, the found set contains all customers in Paris, France, but none in Paris, Texas, or
anywhere else in the US.
1 If the order of the requests is reversed (the first request omits all customers in the US and
the second request finds all customers in Paris), the found set includes all customers in
France, and in Paris, Texas, but no records for customers elsewhere in the US.
1 To omit a related record from a portal row (or set of related records), you must change the
relationship or the value in at least one of the match fields so that the record is no longer related.
For information about related fields, see chapter 4, Working with related tables and files.
1 You can open another window in order to perform different find requests on the same data. See
Opening multiple windows per file on page 19.
1 To omit records from a found set after performing a find, see Hiding records from a found set
and viewing hidden records on page 42.
Viewing, repeating, or changing the last find
To view the most recent find criteria, choose Records menu > Modify Last Find. Then, to return
to the found set, switch to Browse mode. To repeat the find, click Find. Or you can modify the find
criteria, then click Perform Find.
Saving find requests
When you have a complex find request that you want to use regularly, you can save the request
and retrieve it when you need it later. You can save and retrieve find requests without having to
go to Find mode. FileMaker Pro automatically saves the last five finds you have performed so you
can access them again. Once a find is saved, the saved find is also available to any network clients
that share the account. For more information about saving find requests, see Help.
Deleting and reverting requests
To delete a request, go to the request you want to delete, then click Delete Request.
To restore a request to the way it was when you last committed it, choose Requests menu >
Revert Request. Requests are committed, for example, when you click out of all fields, go to a
different layout or request, or perform a find.
Chapter 2 | Using databases 42
Hiding records from a found set and viewing hidden records
All records that are not in the found set are omitted, or hidden. You can omit additional records
from the found set without doing a new find.
Important Omitted records are temporarily excluded from the found set. They still exist in the
database.
Finding and replacing data
As in a word processing application, you can find and replace data across multiple fields (including
related fields) in a record or in a find request, across a found set of records or find requests, or
across text objects in a layout. You can search for data in any type of field except container fields
and fields that are not modifiable.
1. In Browse, Find, or Layout mode, choose Edit menu > Find/Replace > Find/Replace.
2. In the Find what box, type the data you want to search for. In the Replace with box, type the
replacement data.
You cant replace data in fields that are formatted as pop-up menus, radio buttons, or checkboxes.
These fields will be counted and reported as skipped at the end of a Replace all operation.
3. Set the search options you want to use.
To Do this
Omit a specific record Display or select the record to omit, then choose Records menu > Omit.
Omit a series of records Display or select the first record in a number of consecutive records to omit, then
choose Records menu > Omit Multiple. In the Omit Multiple dialog box, type the
number of records to omit, then click Omit.
View the omitted set Choose Records menu > Show Omitted Only.
Bring back all the records in
the file
Choose Records menu (Browse mode) or Requests menu (Find mode) > Show
All Records.
Select To
An option from the
Direction list
Choose the search direction: Forward, Backward, or All.
Match case Search for only those occurrences in which the capitalization matches the data
you specified in the Find what box.
Note In files that contain Japanese data, a find with the Match case option
cleared does not simultaneously find both the half-width and full-width version of
the same character. To comprehensively find and replace both characters, make
sure you perform separate finds for both the half-width and full-width character.
Match whole words only Search for only those occurrences that are whole words or are bounded by spaces
and/or punctuation characters.
An option in Search across In Browse mode, search across all records in the current layout or just in the
current record.
In Find mode, search across all find requests in the current layout or just in the
current find request.
Note In Layout mode, FileMaker Pro searches just in the current layout.
An option in Search within In Browse and Find modes, search within all fields in the current layout or just in
the current field.
Chapter 2 | Using databases 43
4. Click one of the buttons to perform the type of find/replace operation you want.
Keep the following points in mind:
1 If you have added a tab control or slide control to a layout, when you find and replace data in
Browse and Find modes, FileMaker Pro only finds and replaces data in fields on the front-most
panel. In Layout mode, FileMaker Pro finds and replaces text on all panels.
1 Performing a find and replace that includes fields on a popover opens the popover.
For more information about finding and replacing data, see Help.
Sorting records
FileMaker Pro stores records in the order they were added to the file. Sorting temporarily
rearranges records, so you can view, update, or print them in a different sequence.
You choose the fields whose contents you want to sort by. The first sort field arranges the records
based on the fields contents. The second sort field arranges records when two or more records
have the same value in the first sort field, and so on. You can sort records in ascending order,
descending order, or in a custom order.
By default, the records remain sorted until you perform a find or sort records by different criteria.
When you add or change a record in a sorted found set, the record appears in the correct position
in the sort order after you commit the record.
To sort the records in the current found set:
1. In Browse mode, click Sort in the status toolbar.
Note To sort records in Table View in Browse mode, see Working with records in Table View
on page 30.
2. In the Sort Records dialog box, choose fields for sorting, in the order you want them sorted by,
and sort options.
To choose a sort field visible on the current layout, no matter what table it is in, choose Current
Layout (LayoutName) from the table list, then double-click a field in the list.
To choose a sort field that is in the current layouts table, whether or not it is on the current layout,
choose Current Table (TableName) from the table list, then double-click a field in the list.
For information about sort options, see Help.
Click To
Find Next Search for and select the next occurrence of the Find what data.
Replace & Find If there is selected data that matches the Find what data: Replace the Find what data
with the Replace with data, search for and select the next occurrence.
If there is no selected data that matches the Find what data: Search for and select the
first occurrence of the Find what data.
Replace Replace the Find what data with the Replace with data.
Replace All Replace all occurrences of the Find what data with the Replace with data.
At the end of the Replace All operation, you see a summary of the number of
occurrences found and replaced.
Chapter 2 | Using databases 44
3. Click Sort.
To cancel before sorting is finished, press Esc (Windows) or 2-period (OS X).
Note You can sort records on one field without opening the Sort dialog box by using the fields
shortcut menu.
For information about how FileMaker Pro uses system formats to sort and display dates, times,
and numbers, see Help.
Previewing and printing databases
With FileMaker Pro, you can print:
1 all the records in the database, a subset of the records, or only the current record
1 a blank record to create a paper form
1 definitions of scripts, fields, tables, and relationships to see the structure of your database
1 data saved as a PDF file
FileMaker Pro prints records using the current layout. You can create layouts to print the same
data in different ways. For example, you can print records one by one, in a columnar list, or in a
complex sorted report with totals, headers, and footers. You can also create layouts for mailing
labels or envelopes.
The New Layout/Report assistant (in Layout mode) makes it easy to create such layouts and
reports. See Creating layouts and reports on page 73.
You can control page margins, remove blank space, and keep specified objects from printing.
Print Phone List
Go to Layout [Contacts]
Sort [Sort Order: Last name (Ascending) ]
[Restore sort order, No Dialog]
Enter Preview Mode
[Pause]
Print
[no dialog]
Enter Browse Mode
Name Phone
Juanita Alvarez 408-555-1234
Michelle Cannon 213-555-2345
Andre Common 714-555-3456
Marie Durand 619-555-4567
Jean Durand 408-555-5678
William Johnson 408-555-6789
Contacts
Records being browsed
Field Name Field Type
Formula/Entry Options
First Name Text
Last Name Text
Address1 Text
Name Phone
Juanita Alvarez 408-555-1234
Contacts
Current record
Script
Table and field
definitions
Blank record
You can print data based on the current layout or print information about the
structure of the database
Relationships graph
Name Phone
Contacts
Chapter 2 | Using databases 45
Previewing data on a layout
When you switch to Preview mode, you see the layout as it appears on the printed page. You cant
enter or edit information in fields in Preview mode.
In Preview mode, you see:
1 how many records fit on a printed page
1 how the pagination settings you choose affect page breaks
1 subsummary parts with calculated summary fields
1 variable information supplied by FileMaker Pro, like page numbers, the current date, and so on
1 the page margins you define
1 how fields set with sliding options close up blank space
1 records arranged in columns if the Layout Setup dialog box is defined to print in columns
1 the front-most tab panel or slide panel if the page contains panel controls
1 popover buttons, but not their associated popovers or the contents of popovers
To preview data on a layout, you follow the same preliminary steps that you perform when you
print, including specifying a printer and printing options and verifying that the found set contains
the records you want to preview (see steps 1 through 4 in the next section, Printing records).
Then, switch to Preview mode.
Printing records
You can print information from your database, or you can print a blank record in order to print a
blank form.
To print records:
1. If you have more than one printer, specify which one you want to use.
2. Confirm printing options by choosing File menu > Print Setup (Windows) or File menu > Page
Setup (OS X), then click OK.
If youre in Preview mode, you can also click Print Setup (Windows) or Page Setup (OS X) in
the status toolbar.
For information about printer options, refer to your printer and system documentation.
3. Switch to the layout you want to use.
4. Make sure the found set is the way you want it by:
1 using Find mode and commands on the Records menu to change the found set
1 sorting the records
5. Switch to Preview mode to see exactly how your paper copy will look.
If a record contains tab controls or slide controls, only the front-most panel is printed.
6. Choose File menu > Print.
Chapter 2 | Using databases 46
7. In the Print dialog box:
1 Windows: For Print, choose an option for the data you want to print.
1 OS X: Choose FileMaker Pro from the pop-up menu, then choose an option for the data you
want to print. If you dont see the options, click Show Details.
8. Select the print range, number of copies and other printing settings, then click OK (Windows)
or Print (OS X).
Printing labels and envelopes
You can create layouts for formatting and printing data onto mailing labels and envelopes. The
process for printing envelopes is similar to that for printing labels.
You use the New Layout/Report assistant to create a Labels layout or a Vertical Labels layout that
includes data from the fields you choose, arranged to print on many types of label stock (for
example, Avery 4014). FileMaker Pro provides the dimensions of numerous standard label types
and their codes. If the label type you want isn't available, you can specify custom label dimensions.
To print Choose
All records (or only records in the found set) Records being browsed
Only the record currently selected in Browse
mode
Current record
A blank record using the current layout (use
this option to print a blank form)
Blank record, showing fields, then choose a formatting option
Choose the
data to print
Click to change the page orientation
(vertical or horizontal), scaling, and
other printing options
Print dialog box (Windows)
Choose the data to print
Print dialog box (OS X)
Choose FileMaker Pro from the
list
Chapter 2 | Using databases 47
Labels layouts and Envelopes layouts use merge fields, which are placeholder fields for displaying
and printing only; you cant enter data into merge fields. Merge fields expand and contract to fit
the data in the field as needed, and close up space if the field is empty.
Creating a layout for labels, vertical labels, or envelopes
1. In Layout mode, click New Layout/Report.
The New Layout/Report assistant appears. For onscreen help as you use the assistant, press
F1 (Windows) or 2-? (OS X) in each panel.
2. For Show records from, choose the table that contains the records you want to use.
3. For Layout Name, type a name for the layout.
4. Choose Printer, then choose either Labels (for data that reads top to bottom horizontally) or
Vertical Labels (for data that reads right to left vertically).
For an Envelopes layout, choose Envelopes and click Continue. Then skip to Choosing and
formatting the merge fields.
5. Click Continue.
6. In the Specify Label Layout panel, specify the measurements of your mailing labels:
1 To choose a predefined measurement based on common label types, for the Use label
measurements for list, choose the code that matches your labels. (You see this information
on the package your labels came in.) FileMaker Pro creates a Labels layout that uses the
exact dimensions of the label stock code you choose.
1 To specify a custom measurement, choose Use custom measurements, and enter values
for Labels across the page, Width, and Height. Measure the unused margins on the label
stock. Then select Fixed page margins and enter values for Top, Bottom, Left, and Right.
7. Click Next.
Choosing and formatting the merge fields
1. In the next panel, for the Available fields list, double-click the first field whose data you want
on the labels or envelope.
<<field name>> appears in the Label contents or the Envelope contents area. Angle
brackets indicate that this is a merge field, and field data will display in and print on the labels
or envelope.
To include fields from related tables, choose the table from Available fields.
2. Continue selecting the fields you want on the labels or envelope.
3. Include all punctuation, blank spaces, and line breaks (to place a merge field on the next line)
that you want printed.
4. Click Finish.
Chapter 2 | Using databases 48
Printing labels
1. To print the labels, load the labels into your printer according to the instructions that came with
your labels and your printer. To print the envelope, load the envelope into your printer according
to the instructions that came with your printer.
2. Choose File menu > Print, choose the printer and any additional options, and click Print.
Keep the following points in mind:
1 To choose options for how you want labels printed on the page, choose Layouts menu >
Layout Setup, and click the Printing tab. Then choose the number of columns (labels) across
and the direction in which you want the labels printed, and set custom page margins, if needed.
1 You may need to adjust your printer settings to print the labels correctly. Choose File menu >
Print Setup (Windows) or Page Setup (OS X).
For more information about creating a layout for labels or envelopes, choosing printing and layout
setup options, and additional considerations when you create a Labels or Envelope layout, see
Help.
Printing scripts
You can print a list of all script steps for one or more scripts in a file.
1. Choose Scripts menu > Manage Scripts, or choose File menu > Manage > Scripts.
2. In the Manage Scripts dialog box, select the script or scripts you want to print.
To select more than one contiguous script in the list, Shift-click the scripts. To select more than
one noncontiguous script, Ctrl-click (Windows) or 2-click (OS X) the scripts.
3. Click at the bottom of the dialog box.
4. Click OK (Windows) or Print (OS X).
The selected script steps and options are printed.
Printing table and field information
You can print table or field information.
1. Choose File menu > Manage > Database, then click the Tables or Fields tab.
2. Select the table(s) or field(s) you want to print.
To select more than one contiguous table or field in the list, Shift-click the tables or fields. To
select more than one noncontiguous table or field, Ctrl-click (Windows) or 2-click (OS X) the
tables or fields.
3. Click Print.
4. Click OK (Windows) or Print (OS X).
The field names, field types, and formulas or data entry options are printed for each selected table.
Chapter 2 | Using databases 49
Printing the relationships graph
You can print a graphical representation of your database by printing the relationships graph.
1. Choose File menu > Manage > Database, then click the Relationships tab.
2. Click to display page breaks in the relationships graph.
3. Click to display the Print Setup (Windows) or Page Setup (OS X) dialog box.
4. Change or accept the settings, then click OK.
5. Click Print.
6. In the Printing Options dialog box, choose an option.
1 Choose Print graph on multiple pages to print the graph on more than one page.
1 Choose Print graph on one page to resize the graph to fit on one page.
7. Click Continue.
8. Click OK (Windows) or Print (OS X).
For more information about previewing and printing databases, see Help.
Automating tasks with scripts
Scripts can do simple tasks like setting print orientation or complex tasks like preparing a
customized mailing to customers. Scripts can incorporate conditional decisions (if-else
statements) and perform repetitive tasks (loop statements).
You can build scripts in the Edit Script dialog box by selecting from a list of FileMaker Pro script
steps, specifying options, and arranging the steps in the correct order to perform the task.
Use scripts to combine and automate tasks like:
1 switching to another layout or mode
1 finding, sorting, and printing records
1 importing data from the same source
FileMaker Pro makes it easy for you to manage scripts. You can display a default script to use as a
template when writing your own scripts. You can open several scripts at once to compare them. You
can copy and paste entire scripts between files. You can copy and paste script steps from one script
to another script in the same file or to a script in a different file. You can assign scripts to groups to
make it easy to find scripts of a specific type (for example, copy an entire group of scripts to another
file or delete an entire group of scripts). And you can design scripts to run when a particular event
occurs (such as when users enter a field, press a key, or add a new record to the database).
Procedures for creating and managing scripts and a reference to all FileMaker Pro script steps
(organized alphabetically or by category) are available in Help.
In addition, you can set up script triggers to specify that scripts run when particular events occur.
For more information, see Help.
Chapter 2 | Using databases 50
Backing up database files
Routine backups are strongly recommended for any document stored on a computer. It is easier
to restore a backed up database than it is to re-create it. How often you should back up depends
on the amount of data you are adding to your databases, and how difficult it would be to re-create
your files if they become corrupt.
For very important files, its a good idea to routinely store backups at an offsite location.
For file backup recommendations, see Backing up databases and other important files on
page 151. For an example of a backup script, see Help.
Setting preferences
You can customize the appearance and behavior of FileMaker Pro to suit the way you work by
changing standard settings called preferences. Preferences affect the behavior of the application
and are not specific to any file.
Settings in the File Options dialog box affect the current files default layout, opening and closing
scripts, login information, and spelling.
To set application preferences:
1. Windows: Choose Edit menu > Preferences.
OS X: Choose FileMaker Pro menu > Preferences.
2. In the Preferences dialog box, click a tab, then set the options you want to use.
To set file preferences:
1. Choose File menu > File Options.
2. In the File Options dialog box, click a tab, then set the options you want to use.
For more information about setting application and file preferences, see Help.
Chapter 3
Creating databases
This chapter explains the basics of how to:
1 plan a database
1 define and modify fields
1 define tables
1 create layouts
1 work with fields, objects, and parts on a layout
Note See Help for detailed, comprehensive information and step-by-step procedures about
using FileMaker Pro.
Planning a database
A well-designed database promotes consistent data entry and retrieval, and reduces the existence
of duplicate data among the database tables. Relational database tables work together to ensure
that the correct data is available when you need it. Its a good idea to plan a database on paper first.
Follow these general steps to plan a database:
1. Determine the purpose for your database, or the problem you want to solve. For example, to
keep a list of my customers, to manage my inventory, or to grade my students.
If other people will use the database, be sure to talk with them about the data they will need.
2. Consider the information you will store in your database. Typically, information falls into broad
categories. Accurately identifying these categories is critical to designing an efficient database,
because you will store different types and amounts of data in each category. For example, a
database intended to track sales has categories such as customers, products, and
invoices. A database that records student grades has categories such as students,
classes, and assignments.
3. After youve determined the broad categories, consider how these categories are related. This
can be done by writing simple sentences that describe how the categories interact, such as,
customers order products and invoices record customers orders. Each of these pairs
suggests a relationship between the data in one category and the data in the other category.
Chapter 3 | Creating databases 52
4. After youve identified your categories of information, you are ready to organize your database.
In database terminology, these categories of information are referred to as tables. Tables are
used to group data containing a common element or purpose. For example, you might use one
table to store names and addresses, while you use another table to store transaction details,
such as date of sale, item number, unit price, and so on.
Typically, databases are organized in one of three ways:
1 A single table in a single file. Use a single table if you need to track data in one category only,
such as names and addresses.
1 Multiple tables in a single file. Use multiple tables if your data is more complex, such as
students, classes, and grades.
1 Multiple tables in multiple files. Use multiple files if you need to share the same data among
several different database solutions. For example, you can store your tax rates or shipping
information in a separate file if you plan to use that information in more than one solution.
Note Use relationships to share data between tables in the same file or with tables in external
files. Other database elements, such as scripts and access privileges, are stored at the file
level; therefore, some complex solutions will benefit from using multiple files.
5. Determine the database tables and the data they will include, and, in turn, which fields you will need.
Tip To make it easy to search and sort records, create separate fields for first and last name,
titles, (like Mr. or Dr.), and items in addresses (city, state or province, country, and postal code).
Separating your data into multiple fields at the time of data entry can make it easier to generate
future reports. For example, using separate fields to capture transaction details such as the
date, item number, quantity, and unit price of each transaction makes it easier to compile
summary and subsummary reports at the end of a week, month, or year.
6. Decide which fields will contain common data among the tables.
For example, a database for a bakery business might include these tables: a Customers table,
which stores customer information; a Products table, which stores product information; and an
Invoices table, which stores order information.
Each table has only one subject, and all fields in a table describe only that subject. For example,
the fields in one record of the Customers table together store all the information about one
customer. For the same reason, you might assign each customer a unique, identifying number.
You wouldnt enter a customer identification number into the table unless you had a new
customer to add, so the existence of a customer number determines the existence of a record.
A Customers table might also have fields for the customers name, address and phone number.
Chapter 3 | Creating databases 53
A Products table might have fields for a product identification number, the unit price for each
product, and the quantity in stock. A Line Items table might have fields for product and invoice
identification numbers, the name, unit price, quantity, and total price of each product sold. An
Invoices table might have fields for an invoice identification number, order date, and salesperson.
7. Determine the match fields for each table, and circle each one in your plan.
For more information, see About match fields for relationships on page 112.
Customer ID
Address
Phone
Customer Name
Country
Salesperson
Customers table
Products table
Line Items table
Order Date
Customer ID
Order Date
Invoice ID
Invoice ID
Unit Price
Product ID
Qty
Subtotal
Discount
Extended Price
Product Name
Total
Total in Stock
Order Date
Product ID
Unit Price
Product Name
Stock
Category
Invoices table
Region
Region
Salesperson
Discount
Total in Stock
Customer ID
Address
Phone
Customer Name
Country
Salesperson
Customers table
Products table
Line Items table
Order Date
Customer ID
Order Date
Invoice ID
Invoice ID
Unit Price
Product ID
Qty
Subtotal
Discount
Extended Price
Product Name
Total
Total in Stock
Order Date
Product ID
Unit Price
Product Name
Stock
Category
Invoices table
Region
Region
Salesperson
Discount
Total in Stock
Chapter 3 | Creating databases 54
8. For each table, decide which fields will store data, and which ones will be used from other
(related) tables.
Based on a tables subject, you can see where it makes sense to store the data and where to
use data from a related table. Other than match fields, all fields should appear only once in your
database. Cross out occurrences of fields that dont pertain to the tables subject.
9. Determine the relationships between the tables. In your plan, draw a line from each match field
in a table to the corresponding match field in the related table.
What establishes a relationship between tables is that their match fields contain matching data.
Relationships also make it possible to group your data to resolve complex queries. For
example, relationships can be used to determine current inventory levels, sales projections,
and other tasks where it is necessary to query data across multiple tables. For more information
about relationships, see chapter 4, Working with related tables and files.
10. Determine whether you need to share your database with other users, and how they will
access the file.
For more information about sharing databases, see Sharing databases on a network on
page 124.
11. If youre designing the database for other people to use, show them your paper plan and ask
them to review it and suggest any changes.
Customer ID
Address
Phone
Customer Name
Country
Salesperson
Customers table
Products table
Line Items table
Order Date
Customer ID
Order Date
Invoice ID
Invoice ID
Unit Price
Product ID
Qty
Subtotal
Discount
Extended Price
Product Name
Total
Total in Stock
Order Date
Product ID
Unit Price
Product Name
Stock
Category
Invoices table
Region
Region
Salesperson
Discount
Total in Stock
Customer ID
Address
Phone
Customer Name
Country
Salesperson
Customers table
Products table
Line Items table
Order Date
Customer ID
Order Date
Invoice ID
Invoice ID
Unit Price
Product ID
Qty
Subtotal
Discount
Extended Price
Product Name
Total
Total in Stock
Order Date
Product ID
Unit Price
Product Name
Stock
Category
Invoices table
Region
Region
Salesperson
Discount
Total in Stock
Chapter 3 | Creating databases 55
12. Consider who will use the database and whether you want to restrict access to it. When you
create the database, assign access privileges as needed.
For more information about accounts and privilege sets, see chapter 6, Protecting databases.
13. Decide what layouts you need, and plan a separate layout for each task.
For example, create separate layouts for printing labels or envelopes.
For more information about creating layouts, see Creating layouts and reports on page 73.
14. Create a form such as the one shown below to list the files and tables you need and the fields
for each table. Also list the forms and reports you will generate from each table.
15. Create your database.
16. If youve designed the database for others to use, ask a few people to test it. Then, fix any
problems they found before you make the database available for everyone to use.
Creating a FileMaker Pro file
You can create a file from a FileMaker Pro Starter Solution (template)a predefined database file
that you can modify to suit your needs. Or, you can create a file without using a template.
You can also create a file by making a copy of an existing FileMaker Pro file. See Saving files on
page 20.
Creating a file using a Starter Solution
1. Choose File menu > New From Starter Solution.
You can also use the FileMaker Quick Start Screen to create files. Choose Help menu > Quick
Start Screen, then click Use a Starter Solution.
2. Select All Solutions to view a list of all available solution files, or choose a solution category to
narrow the list of choices.
If the FileMaker Quick Start Screen appears but there are no FileMaker Pro Starter Solutions
displayed in it, the Starter Solutions werent installed. For more information, see Help.
Sample Database Design Form
Project Name
Purpose of this database
Filename for this database
Table name
Field name Field type Comments
Layouts
Table name
Field name Field type Comments
Name Purpose Screen Print Web
Chapter 3 | Creating databases 56
3. Select a solution from the list (Windows) or the group of thumbnails (OS X), then click Choose.
4. Type a name for the file (choose a different folder, if needed), then click Save.
Windows: For Save as type, select FileMaker Files.
FileMaker Pro creates the file on your disk and opens the file. You can modify fields and layouts
in Starter Solutions. For more information, see the remaining sections in this chapter.
Creating a new file
1. Choose File menu > New Database.
You can use the FileMaker Quick Start Screen to create new files. Choose Help menu > Quick
Start Screen, click Create a New Database, and continue with step 2.
2. Type a name for the file (choose a different folder, if needed), then click Save.
Windows: For Save as type, select FileMaker Files. If you don't type a file extension,
FileMaker Pro adds .fmp12 to the filename. (For information about viewing file extensions in
Windows, see Windows Help and Support.)
FileMaker Pro creates the file, displays a blank, empty file in Layout mode, and displays the
Field Picker dialog box, which you use to define fields for the database and add them to the
layout.
To have fields automatically placed on the layout, select Add newly defined fields to current
layout in the Layout tab of the Preferences dialog box before you define the fields.
3. Define the fields, drag them to the layout, then close the Field Picker dialog box.
For details about defining fields using the Field Picker dialog box, see Creating and changing
fields in the Field Picker dialog box on page 59.
You can set field options such as validation or indexing when you define a field, or at a later
time. For more information, see Setting options for fields on page 67.
4. Add objects and other embellishments to the layout.
For more information, see Working with objects on a layout on page 81.
5. Save the layout by pressing Ctrl+S (Windows) or 2-S (OS X), then exit the layout (click
in the layout bar).
Keep the following points in mind:
1 For information about entering data in fields in Browse mode, see Adding and duplicating
records on page 25.
1 By default, choosing File menu > New Database displays an empty database in Layout mode
and the Field Picker dialog box. To display the Manage Database dialog box whenever you
create a new database, choose Edit menu > Preferences (Windows) or FileMaker Pro
menu > Preferences (OS X). In the Preferences dialog box, click the General tab, then select
Use Manage Database dialog to create files.
1 To change the layout theme, see Working with layout themes on page 78.
1 You can change the width of a layout to accommodate more (or fewer) objects. Making a layout
wider helps you see the edge of the layout without resizing the window. To change the width of
a layout, drag the gray line on the right side of the layout.
Chapter 3 | Creating databases 57
Creating and changing fields
To define a new field in the database, you give it a name and select a field type. Then you select
options that determine how the field interprets, enters, calculates, stores, and displays data. These
characteristics make up the field definition.
See Formatting field data on a layout on page 93 for information about setting options for field
formats, which control how data appears on a layout.
About naming fields
Follow these guidelines when naming fields:
1 Field names must be unique. They can contain up to 100 characters.
1 Use descriptive names that clearly identify the contents of the field. Avoid abbreviations,
acronyms, or other terms that may cause confusion.
1 Dont use any of the following symbols or words in the field name:
1 , (comma) + * / ^ & = > < ( ) [ ] } " ; (semicolon) : (colon) :: (relational indicator)
$ (variable indicator)
1 AND, OR, XOR, NOT, or the name of any FileMaker Pro function
1 Dont begin a field name to be used in a calculation formula with a space, period (.), or number.
1 Use _ (underscore) in place of a space to avoid restrictions in ODBC (Open Database
Connectivity) or JDBC (Java Database Connectivity), exporting, web publishing, and other
operations.
1 If youre exchanging data with another application, check the field naming restrictions in the file
formats supported by the other application.
1 If youre using ODBC or JDBC to share FileMaker Pro data, avoid using SQL keywords in field
names.
This field stores only numbers
This field calculates a value based on
another value in the record
(Discount is 20% of Unit Price)
This field stores multiple values
FB11 Product ID
Focaccia Product Name
Breads Category
Plain Flavor
$6.95 Unit Price
$1.39 Discount
Herb
These fields store text
Chapter 3 | Creating databases 58
About choosing a field type
When you define a field, you select a field type based on the kind of information the field will
contain. The field type determines what kind of data can be entered and what kinds of operations
FileMaker Pro can perform with the data. FileMaker Pro uses the field type to interpret the data for
tasks like sorting records and performing calculations.
Select this
field type

If the field data will be
Text Letters, symbols, and/or numbers used as text per field repetition, limited by available RAM and
disk space. Indexes nominally based on the first 100 characters of each word or value. Text
fields may contain carriage returns.
Number Values up to 800 digits or other characters, and the negative values of the same range. Number
fields can also contain Boolean values (0 or 1), to indicate, for example, true, false, yes, and no.
Number fields cant contain carriage returns.
Date Dates only. Uses the Gregorian calendar with a range of 1/1/0001...12/31/4000. Month, day,
and year order is based on system settings when the file is created.
Time Times only. A time field can contain the hours, minutes, and seconds portion of a time. A time
field can contain a negative time duration, for example, -08:40:00.
Timestamp Dates and times to reference a fixed point in calendar time. For example, 10/25/2014 2:39:46 AM
Container A file of any type, such as a picture, a PDF, or a multimedia file. You can set up storage and
display options for the field. You can reference container fields in calculations and summary
fields. You can't find or sort records based on container fields, but you can define text fields to
describe or identify them. Then, you can find or sort records based on the description or
identifying number in the text field. Files in container fields can be embedded, stored as a
reference, or stored externally.
Calculation The result of a calculation formula that uses field values from the current record or related
records. The formula can use values of all field types. The result can be one of these types of
data: text, number, date, time, timestamp, or container.
Summary A value thats produced by summarizing field values from more than one record in the same table.
Chapter 3 | Creating databases 59

Keep the following points in mind:
1 Any field type except summary can store a global value. For more information, see About
indexing and storage options on page 71.
1 Be sure to use a date field (instead of a text or number field) to store dates. To avoid confusion
when using dates, always use four-digit years.
1 Use text fields instead of number fields to store postal codes, phone numbers, and other values
with leading zeroes or characters like hyphens or parentheses.
1 Although you cant find or sort records based on a container field, you can define a text field to
describe or identify the contents of the container. Then, you can find or sort records based on
the data in that text field.
To change the way data is displayed in text, number, date, time, and timestamp fields, see
Formatting field data on a layout on page 93.
Creating and changing fields in the Field Picker dialog box
When you create a new database, FileMaker Pro opens the file in Layout mode, and displays a
blank layout and the Field Picker dialog box. Use the Field Picker dialog box to define fields for
the database, and to add or change fields for an existing layout.
Note Fields are not automatically added to the layout when you define them in the Field Picker
dialog box. To have fields placed on a layout when you define them, select Add newly defined
fields to current layout in the Layout tab of the Preferences dialog box before you define the
fields.
1. If the Field Picker dialog box is not open, in Layout mode, click in the layout bar.
Summary fields produce results
from values in multiple records
Salesperson Item Qty Extended Price
David Michaels FB3 1 $3.95
David Michaels FB4 1 $17.50
David Michaels FB1 2 $19.90
David Michaels FB5 3 $52.50
Total $93.85
Sophie Tang FB6 2 $39.00
Sophie Tang FB7 5 $77.50
Sophie Tang FB2 2 $45.00
Total $161.50
Grand Total $255.35
Sales Report
Calculation fields produce results from values in
the current record or related records
Favorite Bakery Confidential June 2014
Chapter 3 | Creating databases 60
2. In the Field Picker dialog box, add, delete, or change fields.
3. Repeat step 2 to continue defining fields.
To Do this
Add a field Click New Field. A placeholder Field is created in the fields list, with a field
type assigned. With the field selected, type a new name for the field. See
About naming fields on page 57.
Change the field type Click the field type and choose a new field type from the list. See About
choosing a field type on page 58.
Important Changing the field type can permanently and irretrievably
erase data.
Set options for the field Right-click the field and choose Field Options. See Setting options for
fields on page 67.
Delete a field Right-click the field and choose Delete Field.
To delete multiple fields at a time, select the fields, then right-click and
choose Delete Field.
Important Before you delete a field, confirm that you dont need any of
the data it contains.
Change a fields name Windows: Double-click the field, then type a new field name.
OS X: Select the field, then click the field name and type a new field name.
Sort fields in the list Click , then choose how you want to sort the fields.
Locate a field in a long list Type the field name in the search box near the top of the Field Picker
dialog box.
Display the Manage
Database dialog box
Click to add a field to
the database
Fields appear here
as you add them
Specify settings for position
and labels of fields dragged
to the layout
Search for fields
Sort fields
Chapter 3 | Creating databases 61
4. When you drag fields to the layout, by default the fields are placed vertically on the layout, with
field labels to the left of the fields. To change these settings, click Drag Options before you
drag the fields to the layout.
1 To change the position (horizontal or vertical) in which fields are placed on the layout, for
Field Placement, click a choice.
1 To specify the position of field labels, for Labels, click a choice.
Subsequent fields that are added to the Field Picker dialog box use the current drag settings.
Note Changes to the drag settings have no effect on fields that are already on the layout.
5. Select the fields you want to place on the layout, then drag them to the layout.
6. Close the Field Picker dialog box by clicking the close button or pressing Esc.
Creating and changing fields in the Manage Database dialog box
1. With the database open, choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Fields tab.
3. If your file contains more than one table, select the appropriate table from the Table list.
You see tables from the current file and any related external files.
4. For Field Name, type a name for the field.
Or, to change a fields name, select the field in the list, then type a new name in the Field Name box.
See About naming fields on page 57.
Field names
and definitions
Type a name for
a new field
Select a
field type
Click after you type
a field name and
select a field type
Choose the way
fields are listed in
the dialog box
Click to sort by field
name or type
Chapter 3 | Creating databases 62
5. For Type, select a field type.
Important Changing the field type can permanently and irretrievably erase data.
See About choosing a field type on page 58.
You can enter a description of the field in the Comment box.
For more information about creating calculation fields, see Creating calculation fields on
page 63. For more information about creating summary fields, see Creating summary fields
on page 65. For more information about creating container fields, see Help.
6. Click Create if youre creating a new field. If youre changing the field, click Change.
7. To delete a field, select one or more fields that you want to delete, click Delete, then click Delete
again.
Important Before you delete a field, confirm that you dont need any of the data it contains.
8. To define options for the field, click Options, and specify the options you want in the Options
for Field dialog box.
For more information, see Setting options for fields on page 67.
9. Continue to define or change fields, or click OK to close the Manage Database dialog box.
To Do this in the Options for Field dialog box
Automatically enter values into
the field
Click the Auto-Enter tab, select the options, then click OK. For more
information, see Defining automatic data entry on page 68.
Make sure data is entered into
the field correctly
Click the Validation tab, select the options, then click OK. See Defining field
validation on page 69.
Important To avoid confusion when using dates in FileMaker Pro, set field
validation options to make sure dates are always entered with four-digit years.
Make the field repeating Click the Storage tab, then select Maximum number of repetitions. Type
the number of repetitions, then click OK. For more information, see Help.
Select options for indexing the
field
Click the Storage tab, select the options, then click OK.
Make the field use one value for
all records in the file
Click the Storage tab, select Use global storage, then click OK.
Create a link between the
parent data field and the
Furigana child field, so that
when you input Kanji characters
into the parent field, the
corresponding Kana reading
appears in the Furigana child
field
Click the Furigana tab, select Use Furigana Field, the Furigana field, and
the Kana reading input format, then click OK.
Note This option is available for text fields only, and if your operating system
is configured to support Japanese text.
Chapter 3 | Creating databases 63
Creating and changing fields in Table View
1. With the database open, in Browse mode, click Table View in the layout bar.
2. Create new fields or change existing fields.
For information on working with records in Table View (for example, adding, deleting, and sorting
records), see Working with records in Table View on page 30. For information about displaying
data in Table View (for example, reordering columns and setting column widths), see Displaying
data in Table View on page 29.
Creating calculation fields
1. To create a calculation field, follow steps 15 in Creating and changing fields in the Manage
Database dialog box on page 61.
2. Choose Calculation as the fields type, then click Create.
3. In the Specify Calculation dialog box, if necessary, for Evaluate this calculation from the
context of, choose a table from the list.
Setting the context for a calculation is only necessary when youre creating a calculation field in
a source table that has two or more occurrences in the relationships graph. The source table is
the table defined in the Tables tab of the Manage Database dialog box. The choice you make
may affect the calculation results, particularly if your calculation will include fields in related tables.
To Do this in Table View
Create a field To create the first field, click Create Field in the first column heading. To create
additional fields, click + in the column heading, or click in the right margin.
Change a field name Double-click the column heading for the field you want to rename, then type
the new name. For more information, see About naming fields on page 57.
Choose a field type Right-click the column heading, choose Field > Field Type, and choose a
field type. For more information about field types, see About choosing a field
type on page 58.
Important Changing the field type can permanently and irretrievably erase
data.
Set field options Right-click the column heading, then choose Field > Field Options. For more
information, see Setting options for fields on page 67.
Delete a field Right-click the column heading, then choose Field > Delete Field.
Important Before you delete a field, confirm that you dont need any of the
data it contains.
Display more fields or hide fields Click Modify in the layout bar and use the options in the Modify Table View
dialog box. Or, right-click a column heading, then choose Field > Hide Field
to hide the selected field.
To display a hidden field in Table View, right-click the + column heading, then
choose a field from the list of existing fields.
Chapter 3 | Creating databases 64
4. Build a formula for your calculation.
Click where you want the item to appear in the formula box, then do the following. You can also
type the formula into the box.
Procedures for working with formulas and a reference to all FileMaker Pro functions (organized
alphabetically or by category) are available in Help.
5. Select calculation options for the field.
To add a Do this
Reference to a field In the field list, double-click a field name.
To display field names from another table, choose a table from the table list.
Mathematical or text operator In the keypad in the dialog box, click an operator. (Quotation marks and
parentheses are copied to the formula as a pair, with the insertion point
blinking in the middle).
Comparison or logical operator,
or an exponent
For Operators, choose an operator from the list.
Constant value Type the value. A constant can be text, number, date, or time. Use date
constants with the functions Date and GetAsDate, time constants with the
functions Time and GetAsTime, and timestamp constants with the functions
Timestamp and GetAsTimestamp.
Text constants can be up to 29998 characters long.
Function In the functions list, double-click a function (a predefined, named formula that
performs a specific calculation and returns a single, specific value). In the
formula box, replace the placeholder parameter with a value or expression.
Choose field references
Formula box
Select comparison and logical operators
Select
functions
Choose a formula
result type
Choose indexing and
storage options
Make the calculated field repeating
Choose a table from the list
Calculate only if at least one
field in the formula has a value
Select mathematical and
text operators
Choose the way
functions are listed
in the dialog box
Choose the table from which the
calculation will be evaluated
Click to display online Help on
defining calculations
Chapter 3 | Creating databases 65
6. To select indexing and global storage options for the field, click Storage Options, select
options in the Storage Options dialog box, then click OK.
7. Click OK to close the Specify Calculation dialog box.
8. Continue to define fields, or click OK.
Note If your FileMaker Pro file accesses data from external ODBC data sources, you can add
supplemental fields to specify calculations using external data. For more information, see Using
supplemental fields on page 67.
For more information about creating or changing calculation fields or the use of context in
calculations, see Help.
Creating summary fields
Use summary fields to calculate values such as subtotals, averages, and grand totals across
multiple records. For example, a summary field can display in a report the grand total of all sales
in the month of May.
Use the New Layout/Report assistant to create a report with grouped data (data in a summary
field). See Creating layouts and reports on page 73.
Tip You can use Table View in Browse mode to quickly create a dynamic report that groups your
data by a field, displays subtotals for a field, or creates subtotals for each group of data. For more
information, see Help.
The value in a summary field can change depending on where you place the field on a layout, how
many records are in the found set, whether the records are sorted, and which mode youre using.
If youre modifying a layout that contains a summary field, you must know about layout parts to get
the results you want (see Working with layout parts on page 99).
1. To create a summary field, follow steps 15 in Creating and changing fields in the Manage
Database dialog box on page 61.
2. Choose Summary as the fields type, then click Create.
To Do this
Set the field type of the result Choose a data type for Calculation result is <value>. Choose the correct
type for the result you want. See About choosing a field type on page 58.
Make a calculated field
repeating
Select Number of repetitions, then type the number of repetitions (up to
32,000).
Prevent calculation if all
referenced fields are empty
Select Do not evaluate if all referenced fields are empty.
When enabled, FileMaker Pro does not evaluate a calculation if all fields used
by the calculation are empty.
Chapter 3 | Creating databases 66
3. In the Options for Summary Field dialog box, select a summary type, then select the name of
the field you want to group by.

4. Select an option, if applicable, for the summary type.
Options change according to the summary type you select in the previous step.
Select this type of
summary To summarize values in a field in the found set of records by
Total of Calculating the total of values in the field.
Average of Calculating the average of values in the field.
Count of Counting the number of records that contain a value for the field. For example, if a
field contains 100 values (one value for each record), the result of the count is 100.
Minimum Finding the lowest number, or the earliest date, time, or timestamp for a field.
Maximum Finding the highest number, or the latest date, time, or timestamp for a field.
Standard Deviation of Finding how widely the values in a field differ from each other. This option
calculates the standard deviation from the mean of the values in a field. (The
formula is n-1 weighted, following the normal standard deviation.)
Fraction of Total of Calculating the ratio of the value in the field to the total of all the values in that field.
For example, find what fraction of total sales can be attributed to each salesperson.
List of Creating a return-delimited list of non-blank values in a field.
For this summary type Select To
Total of Running total Show the cumulative total for the current and
all previous records. To restart the running
total for each sorted group, also select
Restart summary for each sorted group.
Then, from the fields list, select the field that
the sort will be restarted from.
Average of Weighted average. In the list of
fields that appears, select the field
that contains the weight factor
Determine the average in one field based on a
value in another field thats used as a weight
factor.
Count of Running count Show the cumulative count of the current and
all previous records. To restart the running
count for each sorted group, also select
Restart summary for each sorted group.
Then, from the fields list, select the field that
the sort will be restarted from.
Choose a
summary type
Choose the field
you want to
group by
Select an option
for the summary
type
Select an option for summarizing repetitions
Restart the
total or count
Chapter 3 | Creating databases 67
5. Select an option, if applicable, for summarizing a repeating field.
6. Click OK.
7. Continue to define fields, or click OK.
Keep the following points in mind:
1 When you create a report in the New Layout/Report assistant, fields that are in summary parts
display the part-specific style, not the default theme style.
1 If you have used the Field tool to add a field to a summary part and the text is difficult to see,
use the Inspector or the Format Painter to copy the style you want from another field.
1 If your FileMaker Pro file accesses data from external ODBC data sources, you can add
supplemental fields to specify summary fields for external data. For more information, see the
next section.
Using supplemental fields
If your FileMaker Pro file accesses data from external ODBC data sources, you can use
supplemental fields to display unstored calculation and summary results using ODBC data.
Because you cant use FileMaker Pro to change the schema of an external ODBC database,
supplemental fields are the only fields you can add to external tables.
For information about how to access and work with SQL data interactively, see Working with external
data sources on page 136. For more information about using supplemental fields, see Help.
Setting options for fields
You can set field options when you define a field, or at a later time. You can set options for:
1 entering default data into a field
1 checking data against validation requirements
1 making a repeating field
1 creating an index
1 storing container data externally
1 storing a global value
1 Furigana fields (Japanese language fields only)
Standard Deviation of by population Calculate population standard deviation,
where the formula is n-weighted.
Fraction of Total of Subtotaled. In the list of fields that
appears, select a field to group by.
(When you return to Browse mode,
sort by this field to calculate the value
correctly.)
Calculate a fraction of the total based only on
a group of records.
Select To
All together Calculate a single summary value for all repetitions in the field.
Individually Calculate a summary value for each repetition.
For this summary type Select To
Chapter 3 | Creating databases 68
Some field options help ensure the accuracy and consistency of your data. For example, if you
type Frnc instead of France into the Country field, you wont find that record when you later search
for all customers from France. To be sure that all country names are entered correctly, you can
define a value list containing the names, then select the Member of value list validation option
for the Country field. When you enter data into the field, the data must match a value in the list.
You can set field options while youre working in Table View, Form View, or List View.
For more information on value lists, see Setting up checkbox sets and other controls on a layout
on page 91. To set options for summary fields, see Creating summary fields on page 65. To set
storage options for container fields, see Help.
Defining automatic data entry
To automatically enter a default value into a field for each record:
1. With the database open, do one of these:
1 If youre working in Table View, right-click the field name, then choose Field > Field
Options. Then skip to step 5.
1 Choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Fields tab.
3. If your file contains more than one table, select the appropriate table from the Table list.
4. In the fields list, double-click a field that you want to define.
5. In the Options for Field dialog box, click the Auto-Enter tab and select options. (The available
options depend on the field type.)
To Do this
Enter a date, time, timestamp, user name, or
account name when the record is created or
modified
Select Creation or Modification, then choose an option from
the list.
Assign a sequential number to the field in
each record
Select Serial number. Select On creation to assign the number
when a record is created. Select On commit to assign the
number when the record is committed. For next value, type a
starting value (for example, 1001), then type the number to
increment by.
Enter the value from the previously accessed
record
Select Value from last visited record.
Enter data you specify Select Data, then type up to 255 characters.
Enter the result of a calculation in the field Select Calculated value, define the formula in the Specify
Calculation dialog box, then click OK. For more information
about the Specify Calculation dialog box, see Creating
calculation fields on page 63.
Select Do not replace existing value of field (if any) to
prevent overwriting data already present.
Enter a value thats copied from a field in the
same or a different table or file
Select Looked-up value, define the lookup, then click OK. See
Creating lookups on page 121.
Prevent users from changing an automatically
entered value
Select Prohibit modification of value during data entry.
Turn off automatically entered data Clear all selected checkboxes.
Chapter 3 | Creating databases 69
6. Click OK to close the Options for Field dialog box, or click another tab to set additional field
options.
Defining field validation
You can select field validation options to ensure that data is entered into the field correctly.
FileMaker Pro displays a message if you enter data incorrectly.
Important To avoid confusion when using dates in FileMaker Pro, set date field validation
options to make sure dates are always entered with four-digit years.
1. With the database open, do one of these:
1 If youre working in Table View, right-click the field name, then choose Field Options. Then
skip to step 5.
1 Choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Fields tab.
3. If your file contains more than one table, select the appropriate table from the Table list.
4. In the fields list, double-click a field you want to define.
5. In the Options for Field dialog box, click the Validation tab.
6. Specify how FileMaker Pro handles an invalid entry.
For Validation options for this field, select Always for ongoing field validation, or Only
during data entry to limit validation to instances when data is being entered. Deselect Allow
user to override during data entry if you want to prevent users from entering invalid data.
7. Select validation options for the field.
To require that the entered value Select
Contains only numbers Strict data type, then choose Numeric Only from the
list
Is a date containing numeric values for the month and
day, and four digits for the year (for example, 5/12/2014)
Strict data type, then choose 4-Digit Year Date from
the list
Select options for
entering default
data in the field
Click Auto-Enter
Chapter 3 | Creating databases 70
8. To display a custom message when the data doesnt meet the validation requirements, select
Display custom message if validation fails, then type up to 255 characters.
9. Click OK to close the Options for Field dialog box, or click another tab to set additional field
options.
For more information, see Help.
Is a time containing numeric values for hours and
minutes between 00:00 and 23:59 (seconds are optional)
Strict data type, then choose Time of Day from the list
Is not blank Not empty
Does not duplicate a value found in this field in other
records
Unique value
Matches another value in the same field in any other
record
Existing value
Matches a value in a specified value list Member of value list, then choose an existing value
list or define a new one
Is within a specific range of letters, numbers, dates, or
times
In range, then type the beginning and ending values
Matches the result of a calculation Validated by calculation, then enter a calculation in the
Specify Calculation dialog box. Select or clear Validate
only if field has been modified. Then click OK.
The result must be Booleantrue or false. The result is
true when the result is any number except zero; any
other result (zero, no data, or non-numeric data) is false.
For more information about the Specify Calculation
dialog box, see Creating calculation fields on page 63.
Does not exceed the specified number of characters Maximum number of characters, then type the
maximum number of characters allowed
Does not exceed a specified file size (for container field) Maximum number of kilobytes, then enter the
number of kilobytes. This setting limits the size of a file
thats embedded in a container field or stored
externally. This setting has no effect on files that are
stored by reference in a container field.
To require that the entered value Select
Select validation
options for the field
Click Validation
This option
appears only for
container fields
Chapter 3 | Creating databases 71
About indexing and storage options
FileMaker Pro provides options for indexing fields and for storing the results of calculations. You
can:
1 Create an index, which is a list of the values stored in a field. An index greatly speeds searches,
but takes up space on your disk. You can index text, number, date, time, and timestamp fields.
You can also index calculation fields if the results are text, numbers, dates, times, or timestamps.
1 Store the result of a calculation field in your database, or you can tell FileMaker Pro to perform
the calculation only when needed (unstored). Storing the result is faster but takes up more
space on the disk. You can specify storage options for text, number, date, time, timestamp, and
calculation fields.
1 Set any field (except summary fields) to share one value across all records in a file if you select
Use global storage in the Storage tab of the Options for Field dialog box. Fields defined with
global storage are also referred to as global fields.
1 Store data for a container field in a location thats external to the file, such as in a different folder
or directory on the local or a host computer.
.
Click Storage
Select the
storage option for
the field
Storage options for all field types except container fields
Chapter 3 | Creating databases 72
The options in the Storage tab change for a container field.
For more information about setting field options, see Help.
Creating database tables
Use database tables to organize and group your data by a common characteristic or principle.
Your database can contain as many tables as you need to organize your data.
In addition to storing data, FileMaker Pro uses tables to describe relationships in the relationships
graph, and establish the context for layouts and some calculations. In FileMaker Pro, context is
the starting point from which calculations and scripts are begun and from which a relationship is
evaluated in the relationships graph.
When you create a new file, FileMaker Pro automatically creates the first table and the first layout.
The table and the layout are given the same name as the file.
You create additional tables in the Manage Database dialog box.
1. With the database open, choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Tables tab.
Select storage
options for a
container field
Storage options for container fields
Type a name
for the table
Chapter 3 | Creating databases 73
3. In the Table Name box, type a name for the table, then click Create.
The table can be renamed or deleted. Tables you add to a file are automatically displayed in
the relationships graph.
4. Continue to define tables, or click the Fields tab to define fields.
For information about relationships, tables, and the relationships graph, see chapter 4, Working
with related tables and files.
Creating layouts and reports
FileMaker Pro layouts determine how information is organized for viewing, printing, reporting,
finding, and entering data. Layouts dont store your datathey just display it. Layouts are
sometimes called reports, especially when printed.
You can create as many layouts as you need for a file (for example, layouts for entering data,
reporting summaries, or printing mailing labels). You can change a layouts design without
affecting the data or other layouts for the file. Layouts can include certain fields and exclude
others. When you change the data in a field (in Browse mode), the changes are reflected in the
same field for the same record on all the layouts in the file.
When you create a database file (without using one of the Starter Solution template files included
with FileMaker Pro), FileMaker Pro automatically creates a layout for the initial table in the file, and
for each newly added table that contains fields.
Fields: use for entering
and displaying data
Layout pop-up menu
Mode pop-up menu Buttons: use to automate
frequent tasks
Layout text: use for titles,
column headings, field
labels, instructions, and
form letters
Parts: use headers,
footers, the body, and
summaries to divide a
layout into special
purpose areas
Chapter 3 | Creating databases 74
You create additional layouts by switching to Layout mode and using the New Layout/Report
assistant, which guides you through creating a layout according to options you choose. Use the
different layout types for various purposes, like displaying a data entry screen or printing a totaled
sales report or mailing labels. You can customize each layout by using the design tools that are
available in Layout mode.
Important FileMaker Pro considers the selected printer, and print or page setup information
when it calculates margins and other measurements on the layout. Printer and print settings
depend on the printer and system software youre using. Refer to your printer and system
documentation for more information.
Keep the following points in mind:
1 If you intend to print the new layout in landscape orientation or on a special paper size, in
Browse or Layout mode, choose File menu > Print Setup (Windows) or File menu >
Page Setup (OS X), confirm the orientation and paper settings, then click OK. Modified Print
Setup and Page Setup settings affect all other layouts in the current file, so you may need to
change these settings later to print other layouts properly.
1 You can easily manage the layouts and layout folders in your database using the Manage
Layouts dialog box. For example, add, delete, and duplicate layouts and folders, open multiple
layouts, and change the order in which layouts and folders appear in the Layout pop-up menu.
For more information, see Help.
To create a layout:
1. In Layout mode, click New Layout/Report in the status toolbar.
Or, in Browse mode, choose File menu > Manage > Layouts, and click New.
You see the New Layout/Report assistant, which helps you create the type of layout you want.
As you make your choices, additional options are presented to you. For some types of layouts,
such as labels, envelopes, and reports, you see additional panels.
2. If the file has multiple tables, for Show records from, choose the table from which you want
records displayed in this layout.
3. For Layout Name, give the layout a name.
4. Choose the type of layout you want to create.
For a description of each layout type, see About layout types, below.
5. Depending on the layout type you choose, additional options may become available.
To Do this
See an onscreen Help topic that explains the
choices in the current panel
Windows: Press F1 (Windows) or Command-? OS X).
If the layout youre creating has additional panels (such as
for labels, envelopes, or reports), you can also click
(Windows) or (OS X) to get information about those
panels.
Accept the settings in the panel and continue to the
next panel (available for labels, envelopes, and
reports layouts)
Click Continue or Next.
Chapter 3 | Creating databases 75
6. When you have finished making your choices, click Finish to create the layout.
7. For layouts designed for computers or touch devices, add fields to the layout.
See Creating and changing fields on page 57.
Keep the following points in mind:
1 You can use the tools and commands in Layout mode to further customize the layout. See
Working with objects on a layout on page 81 and Working with fields on a layout on page 89.
1 If you click Finish in the first panel of the New Layout/Report assistant without choosing a
layout type, FileMaker Pro creates a blank layout. A blank layout contains no fields; you add the
fields you want in Layout mode. A blank layout is a good starting point for complex layouts (for
example, a data entry screen or form letter).
1 Each layout that you create is assigned a layout theme. If the new layout is the same type
(Computer, Touch Device, or Printer) as the current layout, the same theme is assigned to the
new layout; if the new layout is a different type, the appropriate default theme is assigned.
About layout types
You can use the New Layout/Report assistant to create several types of layouts, which are
described below.
For more information about creating layouts and reports, see Help.
Computer
Computer layouts are designed to display within the dimensions of most laptop and desktop
computer screens. After you choose Computer, you choose the view in which you want to display
the layout (Form View, List View, or Table View), or you can create a report (see Report, below).
After you finish the assistant, you add the fields and any layout objects and embellishments you
want to the layout.
The default theme for Computer layouts is Enlightened.
Touch Device
Touch Device layouts are designed to display on touch-compatible input devices, including the
iPad, iPad mini, iPhone 3.5-inch, iPhone 4-inch, or a device with dimensions that you customize
after you finish the assistant. After you choose Touch Device, you choose the view in which you
want to display the layout. You can also choose the orientationportrait or landscapefor the
layout. After you finish the assistant, you add the fields and any layout objects and embellishments
you want to the layout.
The default theme for Touch Device layouts is Enlightened Touch.
Accept the settings in the panel but go back to the
previous panel (available for labels, envelopes,
and reports layouts)
Click Back.
Close the assistant without saving any of your
choices
Click Cancel.
To Do this
Chapter 3 | Creating databases 76
Printer
Printer layouts are designed for printing data on labels (horizontal or vertical), envelopes, and in
reports. The Printer layout choices are described below.
The default theme for Printer layouts is Enlightened Print.
Labels
Use a Labels layout to arrange fields you select to print on one of the predefined standard label
sizes. (FileMaker Pro includes the dimensions of a large number of standard label types.) If the
label type you want isn't available, you can specify custom label dimensions.
You can only print (or preview) data; you cannot add information. (Use another layout type for data
entry or finding data.)

For more information about creating a Labels layout and printing labels, see Printing labels and
envelopes on page 46.
Vertical Labels
With the Vertical Labels layout, Asian and full-width characters are rotated so that labels can be
used vertically.
For more information about vertical writing, see Formatting fields and text for vertical writing on
page 98.
Labels in Layout mode
Labels in Preview mode
Chapter 3 | Creating databases 77
Envelopes
Use an Envelopes layout to print the fields you select, arranged to print on a standard Number
10 business envelope. You can only print (or preview) data; you can't add information. (Use
another layout type for data entry or finding data.)
For more information about creating an Envelopes layout and printing on envelopes, see Printing
labels and envelopes on page 46.
Report
The New Layout/Report assistant lets you define varied report formats. You can create a Report
layout with simple rows and columns of data (formerly a predefined layout type known as the List
view layout), or a complex report with data grouped by specified values and including subtotals
and grand totals.
You can also group records by sorting data by selected fields. You can then subtotal, or
subsummarize, data in these groups (for example, group sales data by region, then subtotal sales
for each region).
When you create a Report layout in the assistant, you can then choose to:
1 include subtotals and grand totals in the report.
1 add header and footer parts with static text (like your company's name), dynamic text (like
the page number or current date), or a graphic (like your company logo).
1 group records by sorting; you can then subtotal or subsummarize data in the groups (for
example, group sales data by region, then subtotal sales for each region).
1 save information in a script to rerun the report (for example, switch to the report layout and
sort the data).
You can modify any of these options after you finish the assistant.
Chapter 3 | Creating databases 78
Working with layout themes
Use FileMaker Pro themes to enhance the appearance of a layout or report and to give all your
layouts a consistent look. A theme affects characteristics of the layout, including the background
color, field borders and fill, and text attributes in and outside of fields. A theme does not control the
placement or behavior of fields or objects. You can change the theme of an existing layout in
Layout mode.
To change the theme of a layout:
1. Display the layout you want to change.
2. In Layout mode, choose Layouts menu > Change Theme, or click in the layout bar.
3. Select themes in the Layout themes list to display a preview of each theme.
1 To apply a theme from this file, select a theme in the Layout themes list to display a preview
of each theme.
1 To apply a theme from another FileMaker Pro file, click Import Themes, choose the file
containing the theme(s) you want to import, and click Open. Select one or more themes in
the Import Themes dialog box, and click OK. Then select a theme in the Layout themes list.
4. Click OK to apply the selected theme to the current layout.
Keep the following points in mind:
1 When you change a layouts theme, FileMaker Pro applies the attributes of the new theme to
all objects on the layout except the following:
1 The font and font size remain from the original layout or theme.
1 Buttons created using versions of FileMaker Pro earlier than version 12 retain their original
formatting.
1 Objects on the layout background that are filled with an image, or a layout background that
is filled with an image, retain the image.
1 You might need to resize layout parts and layout objects after a theme is applied for the layout
to display properly.
1 If you want the layout to look similar to layouts created with versions earlier than
FileMaker Pro 12, under Basic, choose the Classic theme.
1 If youre creating a layout to be used with FileMaker Go, choose one of the Touch themes.
1 If youre creating a layout to be printed, choose one of the Print themes.
1 The styles of layout objects, layout parts, and the layout background are controlled by the
layouts theme. If the predesigned themes do not display the styles you want, you can create
and apply a custom theme. See Working with layout object, part, and background styles on
page 101.
Chapter 3 | Creating databases 79
Setting up a layout to print records in columns
You can set up a layout to print (or preview) records in columns, for example, for a directory of
names and addresses. When you set up records to print in columns, all the field values (and
labels, if specified) for one record are printed together in a block (much like on a label), then all
the values for the next record are printed together, and so on. You only see multiple columns in
Layout and Preview modes and when you print (not in Browse mode or Find mode).
You can choose to arrange columns across the page or down the page.
Setting up columns in a layout
1. Choose a printer, and print or page setup options.
FileMaker Pro considers the selected printer, and print or page setup information when it
calculates margins and other measurements on the layout.
2. In Layout mode, create a layout or choose a layout from the Layout pop-up menu.
Its easiest to start with a Blank layout or a layout with no objects in the body part.
3. Choose Layouts menu > Layout Setup.
4. In the Layout Setup dialog box, click the Printing tab, select Print in <value> columns, select
options for the columns, then click OK.
5. On the layout, you see vertical lines indicating columns.
To Do this
Specify the number of columns For Print in <value> columns, type a number between 1 and 99.
Arrange records to flow across the page first
(left to right, a row at a time)
Select Across first.
Use this option for reports like labels, to use the fewest number
of rows and preserve label stock.
Arrange records to flow down the page first
(top to bottom, a column at a time)
Select Down first.
Use this option for reports like directories, where you read from
top to bottom, column by column.
Down first
1
2
3
4
5
6
7
8
1
3
5
7
2
4
6
8
Across first
Chapter 3 | Creating databases 80
6. Place or arrange fields and other layout objects so they are contained within the sample column
on the left.
Use merge fields or fields or objects with sliding enabled to fit more data into the width of a
column. With either of these two features, fields can extend into the gray area of the second
column, and blank space in fields is eliminated when you view or print data.
Changing the width of columns
The initial width of each column is calculated based on the paper size, orientation, and any
margins you have set. To change the width of columns, do one of the following:
If you change the number of columns, FileMaker Pro adjusts the width of the columns to fit within
the width of the paper size you have defined, not including fixed margins. You may need to
readjust fields to fit within the sample column.
For more information about setting up a layout to print records, see Help.
To Do this
Interactively adjust the width of
the columns
Drag the right column boundary (the vertical dashed line at the right edge of the
sample column). If you widen the column, you see a medium-gray area that
indicates a gutter area that wont print.
Precisely measure and adjust the
width of the columns
Click Inspector in the layout bar. Click Position. Position the pointer over
the right column boundary, hold down the mouse button (be careful not to drag
the column width), and read the column Width value in the Size area.
Manually resize column
widths by dragging
Sample column
Chapter 3 | Creating databases 81
Working with objects on a layout
An object is a discrete elementa field, text, a graphic object (such as an oval or imported
picture), a button, a portal (for displaying rows of related records), a tab control or slide control, a
popover button and its popover, a chart, or a web viewerthat you can select, move, resize,
delete, copy, format, or otherwise change. Place objects on a layout to enhance its design.
For each type of object you work with, you use specific tools from the status toolbar.
Note If you dont see the status toolbar at the top of the document window, the status toolbar might
be hidden. Make sure youre in Layout mode, then click the status toolbar control button at the
bottom-left corner of the document window (or choose View menu > Status Toolbar).
Organizing data with panel controls and popovers
Tab controls, slide controls, and popovers are useful ways of organizing data. For example, you
could create tab panels for various categories of products.
1 To create a tab control, in Layout mode, choose Insert menu > Tab Control or click the Tab
Control tool.
Status toolbar in Layout mode (Windows)
Status toolbar in Layout mode (OS X)
Tab control
Click a tab to display another tab panel
Tab panel
Tab control in Browse mode
Tab Control tool
Chapter 3 | Creating databases 82
1 To create a slide control, in Layout mode, choose Insert menu > Slide Control or click the
Slide Control tool.
1 To create a popover, in Layout mode, choose Insert menu > Popover Button or click the
Popover Button tool.
For more information about creating tab controls, slide controls, and popovers, see Help.
Slide control
Click a dot to display another slide panel
Slide panel
Slide control in Browse mode
Slide Control tool
Popover
Popover buttonclick
to open the popover
Popover button and popover in Browse mode
Popover Button tool
Chapter 3 | Creating databases 83
Using the Inspector to format objects
In Layout mode, you can use the Inspector to view and modify the settings for objects. Each tab
focuses on a different aspect of formatting. Hold your pointer over options in each tab to see a
description of what they do.
To open the Inspector:
1 Click Inspector in the layout bar.
1 Choose View menu > Inspector.
You can open multiple Inspector windows to make it easier to work on a layout. For example,
display the Data tab of an Inspector window and the Appearance tab of another Inspector window
to have access to the options on each tab. To open another Inspector window, choose View
menu > New Inspector.
For more information about using the Inspector, see Help.
Click the tabs to format
different aspects of an object
Enter settings for an objects
position on the layout
Anchor the object to the top,
bottom, left, or right side of the
window (in Browse or Find mode)
or the left or right (in Preview mode
or when printing)
Select settings for an objects
relative position, and for
resizing an object
Select settings for
printing and previewing
objects
Select settings for working with
the grid
Chapter 3 | Creating databases 84
Using the Inspector to position objects
Use the Inspector to precisely position or size objects on a layout. Or you can set objects to
automatically resize or move horizontally or vertically when the FileMaker Pro window is resized.
Horizontal settings also apply to Preview mode and printing when the page size is wider than the
size of the layout being viewed or printed.
When layout objects are set to resize, they maintain a constant distance from the object to which
they are anchored. This allows objects to move, expand, or contract when the FileMaker Pro
window is resized.
Anchor points are either the layout margin or the container margin in which an object resides. By
default, objects are anchored on both the top and left side of the layout or page.
Precisely positioning or sizing objects
1. In Layout mode, select one or more objects.
For more information, see Selecting objects on page 88.
2. Click Inspector in the layout bar, then click Position.
3. In the Position area, type a new value into one of the fields.
4. Type a new value in one of the following fields.
If you can't type a value, that field doesn't make sense for the selected object (for example, a
horizontal line doesn't have a height), or the selection is locked.
5. Press Enter or Tab, or click outside the Inspector to apply the changes.
Note To change the unit of measure, do one of the following:
1 Right-click a ruler and choose a unit of measure from the shortcut menu.
1 Click the upper-left corner of the document where the horizontal and vertical rulers meet.
1 In the Inspector, click the unit of measure, which appears next to many options.
Field Indicates
Name The name of the selected object (optional). You can assign names to objects and grouped
objects.
Some script steps and functions use these names to specify which object to act upon. For
more information, see Help.
Left The distance from the left edge of the selection to the left edge of the layout.
Top The distance from the top of the selection to the top of the layout.
Right The distance from the right edge of the selection to the left edge of the layout.
Bottom The distance from the bottom of the selection to the top of the layout.
Width The object's width.
Height The object's height.
Chapter 3 | Creating databases 85
Allowing objects to resize or move on the layout
When layout objects are set to resize, they maintain a constant distance from the object to which
they are anchored. This allows objects to move, expand, or contract when the FileMaker Pro
window is resized.
Anchor points are either the layout margin or the container margin in which an object resides. By
default, objects are anchored on both the top and left sides of the layout or page.
To allow objects to resize or move when the FileMaker Pro window is resized:
1. In Layout mode, select one or more objects on the layout.
For more information, see Selecting objects on page 88.
2. Click Inspector in the layout bar, then click Position.
3. In the Autosizing area, select the line that indicates the side of the object that you want
anchored to the layout or container.
Note Objects located in panel containers, popovers, or portals on layouts (such as fields located
on a tab panel) do not inherit resize settings from the panel container, popover, or portal they are
in.
Important Multiple objects positioned side-by-side or stacked vertically and anchored to both left
and right margins or both top and bottom margins move or resize relative to the window or
container margin, not each other. Therefore, adjacent objects will not maintain a relative distance
from one another and may overlap when the window is resized.
For more information about setting objects to resize, see Help.
Using tools to precisely position objects
FileMaker Pro provides several tools to help you precisely create, size, reshape, move, and
position objects in Layout mode.
Note To show or hide page breaks in Layout mode, choose View menu > Page Breaks.
Rulers
Showing the rulers displays a horizontal and vertical ruler along the edge of a layout. Guide lines
on each ruler track the position of the pointer as you move the pointer on the layout.
1 To show the rulers, in Layout mode, choose View menu > Rulers.
1 To hide the rulers, choose View menu > Rulers again.
Select the line for the
side of the object you
want anchored
Chapter 3 | Creating databases 86
Grid
Showing the grid displays a series of nonprinting intersecting horizontal and vertical lines. The grid
aligns objects you create, resize, move, or position. Objects snap to the grid to help you create
and edit objects more precisely. Gridlines adjust when you change the unit of measure.
To show or hide the grid, do one of these:
1 In the Inspector, click the Position tab. In the Grid area, select or deselect Show grid.
1 Choose View menu > Grid > Show Grid. To hide the grid, choose Show Grid again.
Guides
Guides help you align objects within the same layout and across multiple layouts.
To Do this
Create a vertical guide Drag out from the vertical ruler. (If the ruler isnt displayed, select View menu >
Rulers.)
Create a horizontal guide Drag down from the horizontal ruler. (If the ruler isnt displayed, select View
menu > Rulers.)
Move a guide Drag the guide to the new position.
If a guide is locked, you must unlock it before you can move it.
Use guides in other layouts
you create or edit
Right-click the guide, then choose Share Guide with All Layouts. A guide
shared with other layouts is a different color from one thats used only for the
current layout.
To use a shared guide only with the current layout, right-click the guide, then
choose Share Guide with All Layouts again.
Lock a guide Right-click the guide, then choose Lock Guide. A locked guide is a different
color from an unlocked guide.
To unlock a guide, choose Lock Guide again.
Remove a guide Drag a horizontal guide back to the horizontal ruler, or a vertical guide back to
the vertical ruler.
Or, right-click the guide, then choose Remove Guide.
Show or hide the guides To show guides, choose View menu > Guides > Show Guides. To hide guides,
choose Show Guides again.
Turn the snap-to effect on or
off
Choose View menu > Guides > Snap to Guides. To turn it off, choose Snap to
Guides again.
Objects snap to guides even when the guides are hidden.
Chapter 3 | Creating databases 87
Dynamic guides
When you drag objects to move, resize, or position them on a layout, dynamic guides appear near
or on the objects to help you create and edit them more precisely. Dynamic guides also snap-to
the upper and lower boundaries and the centers of objects as you move, resize, or position them.

Dynamic guides also appear when you use the keyboard to move objects, but they do not snap-
to objects when you move them this way.
To use dynamic guides:
1 To turn on dynamic guides, in Layout mode, choose View menu > Dynamic Guides.
1 To turn off dynamic guides, choose View menu > Dynamic Guides again.
Screen stencils
You can display guides that help you design layouts optimally for iPad, iPhone, and common
desktop resolutions. You can also create screen stencils with custom dimensions.
To display a screen stencil, click the arrow on Screen Stencil in the layout bar, then choose
a size from the list. You can display more than one screen stencil at a time on the same layout. To
create a screen stencil, choose Custom Size from the menu.
Dynamic guides
Guides
Screen
stencil
Rulers
Chapter 3 | Creating databases 88
Selecting objects
To work with an object on a layout, select it in Layout mode. You see small squares, or handles,
surrounding the selected object.
Note If an objects selection handles display as , the object is locked.
To select an object, click the selection tool in the status toolbar. The pointer becomes an arrow
pointer. Then do one of the following.
For more information about working with objects on a layout, see Help.
To In Layout mode, do this
Select one object With the arrow pointer, click the object. (If the object is transparent, click its border.)
Select several objects
at once
Drag the arrow pointer to make a selection box that includes the objects. The selection
box does not have to completely surround the objects. To avoid including partially selected
objects, press Ctrl (Windows) or 2 (OS X) as you drag.
Or, press Shift as you click each object individually.
Select all objects on the
layout
Choose Edit menu > Select All.
Select all objects of the
same type (for
example, all text
objects or all
rectangles)
Click the tool for the type of object to select, then choose Edit menu > Select All. This
method does not select buttons.
Or, with the arrow pointer, click a field, press Shift (Windows) or Option (OS X), and
choose Edit menu > Select All (Windows) or Select Same (OS X).
Select all fields With the arrow pointer, click a field, press Shift (Windows) or Option (OS X), and choose
Edit menu > Select All (Windows) or Select Same (OS X).
Select a portal With the arrow pointer, click the border of the portal, or any other area within the portal that
doesnt contain a field or object.
Select tab controls or
slide controls, tab
panels or slide panels,
and objects on tab
panels or slide panels
See Help for information on creating and working with tab controls and slide controls.
Select popover
buttons, popovers, and
objects on popovers
See Help for information on creating and working with popover buttons and popovers.
Deselect selected
objects
Click a blank area of the layout or any tool in the status toolbar. Or, press Shift and click
selected objects.
Handles surround a selected object
Chapter 3 | Creating databases 89
Working with fields on a layout
After youve added fields to a database, you can place the fields on a layout, remove fields you
dont want displayed, determine control settings for data entered in fields, and determine the
format in which you want data displayed.
Fields on a layout are objects, which you can select, move, resize, and reshape. In Layout mode,
each field displays its field name, formatted with its attributes for font, size, style, alignment, line
spacing, and color. All fields except container fields display text baselines to indicate where the
data appears in Browse mode and to help you align fields with each other.
Note As long as you havent deleted a field from the database, even if the field doesnt appear
on a layout, it still exists in the database and its data can be used in calculations and summaries.
Placing and removing fields on a layout
You can place a field anywhere on any layout, as many times as you want. (You can place only
fields that youve defined. See Creating and changing fields on page 57.)
You get different results by placing the same field in different locations on the layout. For example:
1 Add the same summary field to a subsummary part to calculate totals for each group of sorted
records, and to a grand summary part to get totals for all the records in a table.
1 Add a field to the header or footer part to repeat data from the first record or the last record on the
page as a header or footer. (For example, add a Last Name field to the header in a directory.)
1 Add the same related field directly on a layout to see the fields value in the first related record,
or inside a portal to see values from more than one related record. (A portal is a layout object
that displays records from related tables.)
Fields display
field names
Text baseline
Field label
Chapter 3 | Creating databases 90
Placing a field on a layout
1. In Layout mode, choose the layout you want to work with from the Layout pop-up menu.
2. Do one of the following:
1 Drag a field from the Field tool in the status toolbar to the position you want it on the
layout. As you drag the field onto the layout, you see a border and text baselines to help you
align the field with other objects on the layout. Release the mouse button when the field is
where you want it.

1 To add and resize a field, click the Field/Control tool in the status toolbar. Drag the
crosshair to draw the field.
1 To display field data in a drop-down list, pop-up menu, checkbox set, radio button set, or
drop-down calendar, click the arrow next to the Field/Control tool (Windows) or click
and hold the Field/Control tool (OS X), then select the type of field or control to add to
the layout. Drag the crosshair to draw the field. To format and choose a value list for the field,
see Setting up checkbox sets and other controls on a layout on page 91.
Note If you're placing a related field in a portal, position it in the first row of the portal. Make
sure each field in the portal is from the same related table from which the portal is set up to
display records. For more information, see Help.
3. In the Specify Field dialog box, select the field to place.
To choose a field in another table, choose the table from the table list above the list of fields.
Then select a field from the fields list. Or choose Manage Database in the table list, or click
to create a relationship or table (see Creating relationships on page 118).
4. To include the field name as text on the layout, select Create label.
5. Click OK.
You see the field name in the field on the layout unless you have chosen to display sample data
from the current record (by choosing View menu > Show > Sample Data). Fields from related
tables appear as ::Field Name (preceded by two colons).
Replacing a field with another field
In Layout mode, double-click the field, then select another field name in the Specify Field dialog
box and click OK.
Select the
field to add
Select to use the field
name as the field label
To place a field from
another table, choose
the table
Click to display the
Manage Database
dialog box
Chapter 3 | Creating databases 91
Removing a field from a layout
In Layout mode, click the field to select it, then press Backspace or Delete, or choose Edit menu >
Clear. Removing a field from a layout does not delete the field or its data from your database.
Setting up checkbox sets and other controls on a layout
You can format fields to display as drop-down lists, pop-up menus, checkboxes, radio buttons, and
drop-down calendars. You can also format fields to auto-complete by suggesting possible
matches as the user types data in the field. All of these options aid in data entry.
To set up a field to display a pop-up menu, checkbox set, or other control:
1. In Layout mode, select the field.
1 If the field isnt already on the layout, see Placing and removing fields on a layout on page 89.
1 If the field hasnt been defined yet, choose File menu > Manage > Database to define a new
field.
2. Click Inspector in the layout bar, then click Data.
3. In the Field area, choose the Control Style you want:
1 Edit box
1 Drop-down list
1 Pop-up menu
1 Checkbox set
1 Radio button set
1 Drop-down calendar
For example, use a radio button set to display a value list of frequently used text, number, date,
or time values. During data entry, users can choose from the defined values rather than type
the values.
When you choose different control styles, you see different options in the Inspector.
4. Choose the value list you want from the Values from list.
To create a value list, click next to the Values from list.
Value list attached to Category field
Choose from a list of
values during data entry
Chapter 3 | Creating databases 92
5. Choose options for the value list, if desired.
If you selected Drop-down list for the Control Style, you can select Include arrow to show
and hide list if you want to format the field as a combo box. An arrow control appears in the
edit box. Users click the arrow or press Esc to show or hide the drop-down list.
To allow users to enter values other than those defined by the value list, select Allow editing
of value list or Allow entry of other values.
To set up fields to suggest possible matches as the user types data in the field, select Auto-
complete using existing values or Auto-complete using value list.
6. To display data from a different field, click next to Display data from.
In the Specify Field dialog box, select the field to display data from. To include the field name
as text on the layout, select Create label. Click OK.
7. Save the layout.
For more information on creating value lists and setting control style options, see Help.
Deciding where to place related fields
You can place related fields directly on layouts or in portals.
1 Directly on layouts: Place related fields directly on a layout to display data from the first related
record, even when there are more than one related records that matches the criteria of the
relationship. (The first related record thats displayed is determined by whether the relationship
specifies a sort order. For more information, see Creating relationships on page 118.)
1 In portals: Place related fields within a portal on a layout to display data from all related records
that match the criteria of the relationship. For examples of when to place related fields in portals,
see Help.
Note Before placing related fields on a layout, you should understand the concepts presented in
chapter 4, Working with related tables and files.
About merge fields
Use merge fields to combine field data and text in documents like form letters, labels, envelopes,
or contracts. You create merge fields in text blocks, which allows you to use static text and field
data together.
Merge fields shrink or expand to fit the amount of text in the field for each record. For example:
1 When the merge field <<First Name>> is between the text Dear and a colon, (as in Dear
<<First Name>>:), FileMaker Pro displays Dear Charles: in Browse mode or Preview mode if
the First Name field contains Charles.
1 When a merge field is on a line by itself (such as an empty Address Line 2 field in a mailing
label), FileMaker Pro removes the blank line from the text block.
FileMaker Pro uses merge fields to create Labels and Envelope layouts.
Note You can also use a merge variable to display data. For more information, see Help.
Chapter 3 | Creating databases 93
Formatting field data on a layout
Use FileMaker Pro field formats to control how data appears on a layout. The formats you specify
dont change the data as its stored in the database, and you can specify different formats each
time you place a field on a layout (whether its on the same layout or a different layout). For
example, if you enter 5123 into a number field, you can format it in one place to display as
$5,123.00 and in another place as <5123>.
Note If you dont specify formats, FileMaker Pro displays numbers, dates, and times based on
the system formats set in the Clock, Language, and Region control panel (Windows) or the
Language & Text pane in System Preferences (OS X) when the file was created.
Specifying text formats for fields
In Layout mode, you can specify a set of text character attributes for each field. All the characters
in that instance of the field (including all repetitions of repeating fields) share the same font, size,
style, color, line spacing, tab, and paragraph settings.
Note You can also format characters in text fields in Browse mode (for example, italicize or
underline a word for emphasis). Unlike text formatting specified in Layout mode, this formatting is
stored with the data, and you see it in any layout that displays that field.
1. In Layout mode, select one or more fields.
2. Click Inspector in the layout bar, then click Appearance.
Chapter 3 | Creating databases 94
3. Select the formats you want to use.
Use the Text area to format the style, size, font, or color of the text or make text highlighted,
bold, italic, or underlined. Use the Paragraph area to set paragraph alignment, indenting, and
line spacing for fields. Use the Tabs section to position and align tab stops, and create a leader
character to fill the width of the tab indention.
4. Press Enter or Tab, or click outside the Inspector to apply the changes.
For more information about specifying text formats for fields, see Help.
Specify font, style, size,
and color Highlight text
Set vertical and
horizontal alignment,
line spacing, and
paragraph indents
Set tab position
and alignment
Type a character to fill
across to the tab
Specify options for
text baselines
Align text with radio
buttons and checkboxes
Chapter 3 | Creating databases 95
Specifying formats for fields containing numbers
You can control how FileMaker Pro displays the values in number fields, calculation fields with
numeric results, and summary fields.
1. In Layout mode, select one or more fields that display numeric values.
2. Click Inspector in the layout bar, then click Data.
3. In the Data Formatting area, click Number .
4. Select the number format you want to use from the Format list, then select additional formats
for the number field.
The options that appear depend on the format you choose.
5. Press Enter or Tab, or click outside the Inspector to apply the changes.
For more information about specifying formats for fields containing numbers, see Help.
Specifying formats for date fields
You can control how FileMaker Pro displays the values in date fields, and calculation fields with
date results.
Important No matter how you format a date field in Layout mode, whenever you click or tab into
the field in Browse mode, FileMaker Pro displays the date with a four-digit year. FileMaker
recommends that you always enter dates with four-digit years. If you enter dates with two-digit
years, they are converted to four-digit year dates. For more information, see Conversion of dates
with two-digit years in Help.
1. In Layout mode, select one or more date fields or calculation fields with a date result.
2. Click Inspector in the layout bar, then click Data.
3. In the Data Formatting area, click Date .
Choose options for Boolean or
decimal numbers, currency,
and percent
Set options for displaying different
Japanese numeral types
Set options for
currency and
negative values
Display numbers
using the current
system formats
Chapter 3 | Creating databases 96
4. Select the date format you want to use from the Format list, then select additional formats for
the date field.
Note To format dates using the current system format for dates, for Format, choose Short
system date or Long system date.
5. Press Enter or Tab, or click outside the Inspector to apply the changes.
For more information about specifying formats for date fields, see Help.
Specifying formats for time fields
You can control how FileMaker Pro displays time values in fields.
1. In Layout mode, select one or more time fields, or calculation fields with a time result.
2. Click Inspector in the layout bar, then click Data.
3. In the Data Formatting area, click Time .
4. Select the time format you want to use from the Format list, then select additional formats for
the time field.
If you want to format the seconds component to display fractional seconds, continue with the
next step. If you dont want to format the seconds component, skip to step 6.
Choose options for
day, month, date,
year, and separator
characters
Choose options
for displaying
Japanese dates
Chapter 3 | Creating databases 97
5. Click Number in the Data Formatting area, then select the formatting options you want.
Only two options affect the display of the seconds component: Fixed number of decimal
digits and Decimal (to the right of Separators). The remaining options have no effect.
Note To format times using the current system format for times, for Format, choose Short
system time or Long system time.
6. Press Enter or Tab, or click outside the Inspector to apply the changes.
For more information about specifying formats for time fields, see Help.
Specifying formats for timestamp fields
You can control how FileMaker Pro displays timestamp values in fields. You format a timestamp
field by separately formatting its three components: date, time (excluding the seconds portion),
and seconds (including fractional seconds).
1. In Layout mode, select one or more timestamp fields, or calculation fields with a timestamp result.
2. Click Inspector in the layout bar, then click Data.
3. To format the date component, in the Data Formatting area, click Date , then select the
formatting options you want.
4. To format the time component (except the seconds portion), in the Data Formatting area, click
Time , then select the formatting options you want.
Choose options for
displaying
Japanese times
Choose to display times as
entered, in a
predetermined format, or in
a format you specify
Chapter 3 | Creating databases 98
5. To format the seconds and fractional seconds component, in the Data Formatting area, click
Number , then select the formatting options you want.
Only two options affect the display of the seconds component: Fixed number of decimal
digits and Decimal (to the right of Separators). The remaining options have no effect.
6. Press Enter or Tab, or click outside the Inspector to apply the changes.
Note You must specify formats for both date and time components before any formatting will be
applied. If you select As entered for either Date or Time, then the data in the timestamp field
appears the way it is entered.
For more information about specifying formats for timestamp fields, see Help.
Specifying formats for container fields
You can control how FileMaker Pro displays images and file icons in container fields.
Note The following instructions also apply to formatting graphic objects that you insert onto a layout.
1. In Layout mode, select one or more container fields or inserted graphics.
2. Click Inspector in the layout bar, then click Data.
3. In the Data Formatting area, click Graphic , then select the formats you want to use.

For more information about specifying formats for container fields, see Help.
Formatting fields and text for vertical writing
If your operating system is configured to support Japanese text entry, you can format field objects
and text objects that display Japanese text in vertical writing format. In vertical writing, characters
are displayed and read from top to bottom, with successive columns displayed vertically from right
to left. This is useful when printing addresses on labels.
When you select one or more fields, then choose Format menu > Orientation > Sideways
(Asian text only), the characters are rotated 90 degrees counter-clockwise within the field. The
field itself is not rotated. To rotate the selected fields, choose Arrange menu > Rotate.
Choose how to align the graphic
horizontally within the field
Choose how to fit the
graphic in the frame
Choose how to align the graphic
vertically within the field
Choose how you want photos and
interactive media displayed
Chapter 3 | Creating databases 99
Depending on how you want the text to print, you may want to change the page orientation of the
layout. To do so, choose File menu > Print Setup (Windows) or Page Setup (OS X), and change
the page orientation to landscape or portrait.
For more information about formatting fields and text for vertical writing, see Help.
Allowing or preventing entry into fields
You can allow or prevent entry into a field. For example, you can restrict entry into a field
containing a serialized number, so the field cant be modified. You can set separate Browse mode
and Find mode data entry options, which would allow you to permit finding serialized numbers
even though they cant be entered.
If you allow entry into a field, you can also control whether the entire contents of the field is
selected when you click or tab into the field in Browse mode or Find mode. Otherwise,
FileMaker Pro places the insertion point after the last character in the field.
1. In Layout mode, select one or more fields.
2. Click Inspector in the layout bar, then click Data.
3. In the Behavior area, for Field entry, select the following options:
For more information about working with fields on a layout, see Help.
Working with layout parts
FileMaker Pro layouts are divided into layout parts, sections of the layout that determine how data
in a field is treated and displayed. By using parts, you can control how FileMaker Pro prints data,
for example:
1 once for each record
1 only at the top of each page
1 only before or after groups of sorted records (for example, to include a subtotal for each group
of records)
Each layout must have at least one part. Layout parts can contain fields, portals, buttons, text,
charts, and other objects. In Layout mode, gray horizontal lines mark the division between layout
parts (part boundaries), and the part labels appear in the left margin of the layout or directly in the
part above the part boundary.
Parts are assigned styles that are defined by the theme of the layout. You can use the Inspector
to customize part styles.
To Do this
Prevent entry into a field in Browse mode Clear Browse mode.
Prevent entry into a field in Find mode Clear Find mode.
Select the entire field's contents when the field is entered Choose Select entire contents on entry.
Chapter 3 | Creating databases 100
The New Layout/Report assistant automatically creates the appropriate layout parts depending on
the choices you make. You can add, change, or delete layout parts after you finish the assistant
as needed. (See Creating layouts and reports on page 73.)
About layout part types
The following table describes layout part types.
Layout part Description
Title header Appears only once at the top of the first screen or page and replaces the normal header (if one is
specified). In reports, can be used to print a separate title page. You can have only one title header
in a layout.
Header Appears at the top of every screen or page (unless you add a title header, which supersedes the
header on the first page). Use for titles or column headings (in columnar reports). You can have only
one header in a layout.
Body Each object you put in the body, including fields, text objects, and graphics, appears once for each
record in the found set. You can have only one body in a layout.
Footer Appears at the bottom of every screen or page (unless you add a title footer). You can have only one
footer in a layout.
Title footer Appears only once at the bottom of the first screen or page and replaces the normal footer (if one is
specified). You can have only one title footer in a layout.
Body
Header
Subsummary
Trailing Grand
Summary
Footer
Sales Report
A subsummary below the body summarizes
data for each group of records sorted on the
break field (Salesperson)
Trailing grand summary
Footer
Favorite Bakery Confidential June 2014
Salesperson Item Qty Extended Price
David Michaels FB3 1 $3.95
David Michaels FB4 1 $17.50
David Michaels FB1 2 $19.90
David Michaels FB5 3 $52.50
Total $93.85
Sophie Tang FB6 2 $39.00
Sophie Tang FB7 5 $77.50
Sophie Tang FB2 2 $45.00
Total $161.50
Grand Total $255.35
Chapter 3 | Creating databases 101
To include summary data on a layout (for example, subtotals, grand totals, averages, counts, and
so on), you place summary fields in summary layout parts (see Creating summary fields on
page 65). Summary parts include grand summary and subsummary parts.
1 A grand summary part usually contains one or more summary fields that display summary
information (like totals) about all records being browsed.
1 A subsummary part usually contains one or more summary fields that display subsummary
information (like subtotals) for a subset of records. The records are grouped (sorted) by values
in another field, the break field. Whenever the value of the break field changes, the report
breaks and FileMaker Pro inserts the subsummary part. Subsummary parts appear in Table
View and List View when sorted by break fields, and update dynamically whenever data in the
file is changed.
For more information about working with fields on a layout, see Help.
Working with layout object, part, and background styles
Each layout theme includes default styles for the objects and layout parts that you create while
using that theme. Styles give objects and parts on a layout a consistent appearance. They also
save you the time of reassigning formatting attributes each time you create a new object or part.
A theme also includes a default style for the layout background.
Some themes include additional default styles for some objects. For objects that have multiple
components, each component has a separate style. For example, portals have a Portal style,
which formats the entire object, and a Portal: Rows style, which formats only the rows of the portal.
You can modify default styles or design new styles and save them for use on the current layout.
When you edit and save formatting attributes for styles that are applied to multiple objects or layout
parts, your changes are applied to all objects and parts that use those styles on the current layout.
You can also create new styles with custom names, which you can then apply to objects, layout
parts, or the layout background on the current layout. Any styles you modify and save, or any
custom styles that you create, apply only to the current layout.
To use your custom styles on other layouts, save your styles to a theme. You can save custom
styles to FileMaker Pro themes or you can create new custom themes.
Chapter 3 | Creating databases 102
1 Use the Styles tab in the Inspector to view and apply defined styles.
Name of the current theme
Styles saved to the
current theme
Object type
Click to create or
change styles
Chapter 3 | Creating databases 103
1 Use the Appearance tab in the Inspector to create and modify styles and themes.
A gray arrow indicates all styles have
been saved to the theme
Set the fill, line, and corner
radius style
Set effects for shadows and
object padding
A red arrow indicates that style
changes have been made but
not yet saved at the layout level
Object type
Object state
Chapter 3 | Creating databases 104
1 Use the Change Theme dialog box to apply default and custom themes to layouts in a file.
1 Use the Manage Themes dialog box to see which themes are in use in a file, and to import
themes from other files.
For details about working with styles for layout objects, layout parts, and the layout background,
and about saving styles to themes, see Help.
Select a theme
from a category
You can import a
theme from another
FileMaker Pro file
Select an action to
perform on the
selected theme
Themes used in the
current database
Number of layouts that
use each theme
Chapter 3 | Creating databases 105
Creating and editing charts
You can create various types of charts in FileMaker Pro to compare data graphically. Before you
create a chart, think about the data comparison that you want to emphasize, then choose the
FileMaker Pro chart type that will show the comparison clearly.
Creating a chart
The following steps describe how to create a quick chart, which FileMaker Pro sets up for you
based on the field(s) youve selected in Browse mode. When you create a quick chart,
FileMaker Pro sets up the chart based on the selected fields, field type, the contents of the active
field, and the sort order you specified.
Note You can also create charts in Layout mode. For more information about creating charts in
Layout mode, see Help.
The following example describes how to create a chart that counts and compares the number of
customers in each company that has an account with your business.
1. Open the file in which you want to add the chart, then switch to Table View.
Use To
Column chart (vertical)
or bar chart (horizontal)
Compare increases to decreases, highest with lowest, how many, or how often. For
example, show monthly sales for several products.
Stacked column chart
(vertical) or stacked bar
chart (horizontal)
Compare parts to the whole. For example, compare annual sales figures over several
years.
Positive/negative
column chart
Compare positive and negative values. For example, compare earnings to losses.
Pie chart Compare percentages of individual parts within the whole. For example, show the
percentage of each product sold within total sales.
Line chart Show data that changes continuously over time, such as historical financial data.
Area chart Compare data that trends over time while emphasizing highs, lows, and movement
between data points. For example, show sales totals or averages.
Scatter chart Plot x and y coordinates as individual values to reveal correlation patterns. For example,
compare target wait time to actual wait time at a call center.
Bubble chart Compare individual data points in terms of size. For example, compare market share by
charting the number of products sold, sales figures per product, and percentage of total
sales in each data point.
Chapter 3 | Creating databases 106
2. Sort the column containing data that you want to emphasize.
For example, to emphasize your customers companies, right-click the Company column and
choose Sort Ascending.
3. Choose the column containing the data that you want to compare.
For example, to compare the number of customers in each company, right-click the Last Name
column and choose Chart > Chart Last Name by Company.
The Chart Setup dialog box appears with a preview of a column chart that shows the number
of customers in each company.
4. You can choose settings in the Chart inspector on the right to modify the chart, and preview the
result of your changes in the Chart Setup dialog box.
For more information about these and other options for charts, see Help.
To Do this
Add a title to the chart With the Chart options displayed, for Title, type or change
the chart title, or click to specify a title. For example,
Accounts by Company.
Choose a chart type and specify the data series For Type, choose a chart type. For example, choose Pie.
Change data labels, show or hide tick marks and
set tick mark scale (if applicable), and format data
Select additional chart options. For example, select Show
Legend, Show values on chart, and Percentages.
Change the color scheme, legend, or fonts in the
chart
Click Styles, then make your changes. For example,
choose Shaded-3D for the chart style, Earth for the color
scheme, and Arial boldface black for the font settings.
Specify the type of data the chart uses (records in
the found set, delimited records, or related records)
Click Data Source, then choose a data source. For
example, choose Current Found Set.
Chart preview
Specify the chart type
and data series
Specify the records
to chart
The preview updates as
you change settings in the
Chart inspector
Change the charts
appearance
Chapter 3 | Creating databases 107
5. Click Save as Layout, then Exit Layout.
Editing a chart
1. Choose the layout containing the chart from the Layout pop-up menu.
2. Switch to Layout mode and double-click the chart.
3. In the Chart Setup dialog box, change settings in the Chart inspector.
4. Click Done to close the Chart Setup dialog box.
5. Click Save Layout, then Exit Layout.
For more information about creating and editing charts, see Help.
Chart in a layout in Browse mode
Chapter 4
Working with related tables and files
This chapter explains the basics of how to:
1 plan a relational database
1 create and edit relationships
1 create and edit lookups
FileMaker Pro uses related tables as the basis for relational databases and lookups. Relational
databases allow you to work with data from other tables dynamically, so that when you change
data in one place, your changes are reflected in all places where the related data appears.
Lookups let you copy and paste data from one table to another; once looked-up data has been
inserted, it does not change unless you edit it or tell FileMaker Pro to look it up again.
Use relational databases to:
1 See and work with data from another (or the current) table in its most up-to-date state. For
example, display data in related fields when you need current data from a related table, such
as the current price of an item. As data changes in the related records, you see those changes
in the current table.
1 Set up and manage data efficiently and with flexibility. Instead of creating many database tables
or files with duplicate values, you store single occurrences of values and use relationships to
make those values available. You can then make changes to data in only one place, which
eliminates data duplication and promotes data accuracy.
1 Save disk space, because data is stored in only one place.
Use lookups to copy data from a related table and keep it as copied, even when the related data
changes. For example, use a lookup to copy the price of an item at the time of purchase into an
Invoices table. Even if the price in the related table changes, the price in the Invoices table stays
the same.
FileMaker Pro can also access data stored in other FileMaker Pro files and external ODBC data
sources, which allows you to combine data stored in your FileMaker Pro file with data from these
external sources. You can work with data in SQL databases that share information through ODBC.
You can also use supplemental fields in FileMaker Pro to perform calculation and summary
operations on data stored in ODBC data sources. For more information about using FileMaker Pro
with external data sources, see Working with external data sources on page 136.
Note See Help for detailed, comprehensive information and step-by-step procedures about
using FileMaker Pro.
Chapter 4 | Working with related tables and files 109
About relationships
A relationship is a powerful method for organizing your data. Using a relationship, you can join
data in one or more tables based on common field values, different field values, or a comparison
of values in two or more fields.
After you create a relationship, you can do either of the following to display the data from the
related table:
1 Design a relational database, which is one or more tables that, when used together, contain all
the data you need for your work. Each occurrence of data is stored in only one table at a time,
but can be accessed and displayed from any related table. You can change any occurrence of
your related data, and the changes appear in all places where that related data is used.
1 Define a lookup to copy data from a related table into a field in the target table. The copied data
is now stored in two places, just as if it were copied and pasted into a target field. Looked up
data is current at the time it is copied, but once copied it remains static unless it is re-looked up
or the lookup is triggered again.
12 Customer ID
Tang Last Name
12 Customer ID
Tang Last Name
12 Customer ID
Tang Last Name
Lookups copy data from the related table into the current table
In relational databases, data from the related table is only
displayed in the current table, not copied
12 Customer ID
Tang Last Name
Current table Related table
Current table Related table
Chapter 4 | Working with related tables and files 110
For example, a database for a bakery might have these tables: a Products table, which stores
information about bakery products and their current prices; a Customers table, which stores
customer information such as customer names and contact information; an Invoices table, which
keeps a record of each order; and a LineItems table, which stores sales data for each line of the
invoice, including the item being sold and the price at which it is sold. Because invoices are a mix
of dynamic and static data, you use both relational databases and lookups to display your data.
Records from the LineItems table are displayed dynamically, in a portal on the Invoices layout, but
the actual sales price of each line item is entered using a lookup, so the invoice totals remain
historically accurate, even if prices change at some future date.
You create a relational database by defining a relationship between two fields, called match fields.
These fields can be in different tables or they can be in the same table (a self-join). You are able
to access related data when the value in the match field(s) on one side of the relationship
compares successfully with a value in the match field(s) on the other side of the relationship,
according to the criteria you establish in the relationship.
After you have created a relationship, you can use fields from the related table just as you would use
any fields in the current table: to display data on a layout, as part of a calculation formula, in a script,
as a match field for another relationship, and so on. You can work with the data in the related fields
in all modes (if you have access privileges) when you work with records in the current table.
When you display related data in a portal, values from all related records are displayed. When the
related field isnt in a portal, the value from the first related record is displayed.
For more information about relationships, see Help.
Invoices table
003 Invoice ID
16-Oct-2012 Date
3 Customer ID
FB7
Unit Price$
Fruitcake $15.50
FB2 Chocolate Cake $22.50
Williams
$38.00 Total Customers table
3
Williams Last Name
408-555-3456 Phone
Product ID Product Name
FB7 Fruitcake
FB2 Chocolate Cake
Products table
FB7 Product ID
Fruitcake Product Name
Bakery
ID Location
B20
Ships From
France Paris
B46 Italy Roma
Records from the
LineItems table
displayed in a portal
Customer ID
Last Name
Product ID Product Name
Chapter 4 | Working with related tables and files 111
Relational database terminology
Before you begin working with relational databases and lookups, you should understand the
following terms. These terms are explained in the sections that follow.
Term Description
Current table For relational databases, the table that you are currently working in.
For lookups, the table that the data is copied to.
External table A table outside of the current file, in another file.
Lookup target field
(for lookups only)
The field in a table that you want data copied to during a lookup.
Lookup source field
(for lookups only)
The field in the related table that contains the data you want copied during a lookup.
Match field A field in the current table and a field in a related table that each contains values used to
access matching records. (A match field is sometimes called a key field.) For each
relationship, you select one or more match fields in each table.
For relational databases, values in match fields must match each other in some way for a
relationship to be established between the files. See About match fields for relationships on
page 112.
For lookups, values in match fields do not have to be equal to match.
Portal A layout object that displays records from related tables. Portals display data from related
fields in rows, one record in each row.
Related field A field in one table that is related to a field in another table (or to a different field within the
same table). If a relationship has been created between two tables (even through another
table), data in fields in one table can be accessed from the other table.
Related record A record in the related table whose match field (according to the relationship used) contains
a value that matches the value in the match field of another table.
Related table For relational databases, the table that contains the data you want to access and work with in
the current table.
For lookups, the table that contains the data to copy.
A table can be related to itself. This is called a self-join.
Relational
operators
In the relationships graph, the symbols that define the match criteria between one or more pairs
of fields in two tables. These include: equal (=), not equal (), greater than (>), greater than or
equal to (), less than (<), less than or equal to (), and all rows, or cartesian product (X).
Relationship Relationships provide access to data from one table to another. Relationships can join one
record in one table to one record in another table, one record to many other records, or all
records in one table to all records in another table, depending on the criteria you specify when
you create the relationship in the relationships graph. (A relationship is sometimes called a
link or a join expression.)
Relationships
graph
In the Relationships tab of the Manage Database dialog box, you can see the occurrences of
tables both in the current file and from any external, related database files. In this relationships
graph, you join tables and change relationships between fields in different tables.
When you create a new table, a visual representation, or occurrence, of the table appears in
the relationships graph. You can specify multiple occurrences (with unique names) of the
same table in order to work with complex relationships in the graph.
Source file The file from which you add a table to the relationships graph.
Source table The table upon which one or more tables in the relationships graph are based. The source
table is the table defined in the Tables tab of the Manage Database dialog box.
Chapter 4 | Working with related tables and files 112
About the relationships graph
When you work with tables in the relationships graph, you organize your view of your data. Tables
shown in the relationships graph can be located in the current FileMaker Pro file, in an external
FileMaker Pro file, or in an external ODBC data source.
Each table occurrence in the relationships graph represents a separate view into your data. When
you join two tables, you are leveraging the two existing views to create a third view. As you add
tables to your relationships, each successive table represents an additional set of criteria that must
be met before related data can be accessed in that relationship.
You can create a relationship between any two tables in the relationships graph, but the relationship
must not create a cycle, or closed loop between tables. That is, each series of relationships must
have a starting table and an ending table, and those tables must be different tables.
Because each relationship represents an additional set of criteria, you must be aware of your
context within the relationships graph. Context is the point in the graph from which a relationship
is evaluated. Because the graph is never a cycle, each point along the graph offers a different
perspective into your data.
Because FileMaker Pro does not permit you to create cycles within the relationships graph, any
attempt to create a cycle causes FileMaker Pro to generate a new, uniquely named table
occurrence. A new occurrence functions like any other occurrence in the graph and allows you to
continue with your new relationship.
For more information about the relationships graph, see Help.
About match fields for relationships
When you create a relationship between tables, you choose one or more fields in each table as
match fields. Match fields usually have common values. In a typical relationship, a record in one
table will be related to records in another table that share a common match field value.
For example, a Customers table and an Invoices table can each use the field Customer ID to
uniquely identify each customer and purchase. If the two tables are related using Customer ID as
the match field, a record in the Customers table can display a portal showing each invoice with a
matching Customer ID, and in the Invoices table, each invoice with the same Customer ID can
display consistent customer data.
The match fields used in a relationship can have different names. Match fields can be any field
type except container or summary.
Types of relationships
When you join two tables using a relationship, you establish criteria that FileMaker Pro uses to
display or access related records.
Your criteria can be simple, such as matching a field in Table A with a field in Table B, or more
complex. A more complex relationship definition will usually return a narrower set of related
records. Examples of complex relationships include using multiple match fields on one or both
sides of the relationship, comparing match fields using non-equal relational operators, or using
calculated match fields.
Chapter 4 | Working with related tables and files 113
Single-criteria relationships
In a single-criteria relationship, data in one field is matched to data in another field.
For example, a record in either table is related to any record in the other table when the values
TextFieldA and TextFieldB are the same.
Use a single-criteria relationship when you want to relate two tables based on a single common
value, such as a serial number or an ID number. For example, a database has two tables:
Customers, which stores names and addresses, and Contacts, which stores phone numbers,
types of phone numbers (such as work, home, fax, and so on), and email addresses. The data is
split between two tables because a single customer can have multiple phone numbers and email
addresses.
The tables have the following fields:
The Customer ID field is the match field in the relationship between the two tables. In the
Customers table, the Customer ID field is set to auto-enter a serial number, giving each record in
the Customers table a unique ID number. In the Contacts table, the Customer ID is a simple
number field.
Table Field name Comment
Customers Customer ID Number field, auto-enter serial number; this will be the match
field in the Customers table
First Name Text field
Last Name Text field
Address1 Text field
City Text field
State Text field
Country Text field
Contacts Phone Number Text field
Phone Type Text field
Email Address Text field
Email Type Text field
Customer ID Number field; this will be the match field in the Contacts table
Match field Match field
Chapter 4 | Working with related tables and files 114
Because the relationship is defined to allow the creation of related records in the Contacts table,
the Customer ID number from a Customers record will be automatically inserted in the Customer
ID field in the Contacts table in each new related record. This allows many records in the Contacts
table to be related to a single record in the Customers table.
You can then add a portal to the Contacts table on the Customer layout. When you enter a phone
number or an email address in an empty portal row in the Customers table, FileMaker Pro creates
a related record for that phone number or email address in the Contacts table.
Multi-criteria relationships
In a multi-criteria relationship, you increase the number of match fields, which increases the
criteria that FileMaker Pro evaluates before successfully joining related records. In a multi-criteria
relationship, FileMaker Pro compares the values from each match field on each side of the
relationship in the order in which the fields appear. This is called an AND comparison; to match
successfully, every match field must find a corresponding value in the other table.
In this relationship, both TextFieldA and NumberFieldA are match fields to TableB. A record in
TableA with a TextFieldA value of Blue and a NumberFieldA value of 123 will only match those
records in TableB where both TextFieldB and NumberFieldB have values of Blue and 123,
respectively. If TextFieldA and TextFieldB have matching values, but NumberFieldA and
NumberFieldB do not, no related records are returned by the relationship.
Use a multi-criteria relationship when you want to relate two tables based on more than one
common value, such as a customer ID and a date.
For example, a catering equipment rental database has three tables: Equipment, a static table that
stores equipment rental inventory; Customers, which stores customer names and addresses; and
Catering Line Items, which stores a record of each equipment rental, including the equipment ID,
the customer ID, and the event date. The purpose of this database is to track equipment rentals
and display all rentals by a selected customer on a selected date.
Match field
Match field
Match field Match field
Chapter 4 | Working with related tables and files 115

In this relationship, both Customer ID and Event Date are match fields to the Catering Line Items
table. A record in the Customers table with a Customer ID value of 1000 and a Event Date value
of 10/10/2014 will only match those records in the Catering Line Items table where both fields
Customer ID and Event Date have values of 1000 and 10/10/2014, respectively. If Customer ID
fields in both tables have matching values, but Event Date fields in both tables do not, no related
records are returned by the relationship.
Although the database uses three tables, the multi-criteria relationship is between the Customers
and Catering Line Items tables. These tables have the following fields:
Because the relationship is defined to allow the creation of related records in the Catering Line
Items table, you will be able to enter catering information in an empty portal row, and
FileMaker Pro will automatically create a related record for that catered event.
Relationships using comparative operators
In a comparative relationship, you use one or more of the following operators to compare match
field values in the two related tables. The relationship returns related records when the
comparison evaluates successfully, according to the criteria you establish.
Table Field name Comment
Customers Customer ID Number field, auto-enter serial number; one of the match fields to the
Catering Line Items table
Event Date Date field; the other match field to the Catering Line Items table
Catering Line Items Customer ID Number field; one of the match fields to the Customers table
Event Date Date field; the other match field to the Customers table
Equipment ID Number field
Relational
operator Matches these records
= Values in match fields are equal
Values in match fields are unequal
< Values in the left match field are less than values in the right match field
Values in the left match field are less than or equal to values in the right match field
> Values in the left match field are greater than values in the right match field
Match fields Match fields
Select to allow creation of related
records in Catering Line Items table
Chapter 4 | Working with related tables and files 116
In this example, the Promotion Date fields in the Sales Promotions table and the Customers table
are match fields. If a record in the Sales Promotions table has a Promotion Date value of
12/11/2014, all the records in the Customers table with a Promotion Date value of 12/10/2014 or
earlier are related to it. In the Customers table, if a record has a Promotion Date value of
12/11/2014, all records in the Sales Promotions table with Promotion Date values of 12/12/2014
or later are related to it.
Relationships that return a range of records
A relationship that returns a range of records is similar to a multi-criteria relationship, except that
you use comparative operators to find records that are greater than one of your criteria and less
than your other criteria. This type of relationship is commonly used to return records that fall
between a range of dates or serial numbers.
For example, from within Table E you want to view all the records in Table F that have Date Field
F values that are greater than Starting Date E values and less than Ending Date E.
This relationship returns those records from Table F that have a Date Field F value that is later
than Starting Date E and earlier than Ending Date E.
Values in the left match field are greater than or equal to values in the right match field
x All records in the left table are matched to all records in the right table, regardless of the values
in the match fields
Relational
operator Matches these records
Greater than relational operator
Match field
Match field
Indicates that several different
relational operators are used in
this relationship
Match fields
Match field
This relationship uses the
greater than and less than
relational operators
Chapter 4 | Working with related tables and files 117
For example:
Another example:
Self-joining relationships
A self-join is a relationship in which both match fields are defined in the same table. Define a self-
join to create relationships between records in the same table. Use a self-join in a portal on a
layout of the current table to display a subset of data that is in the current table, such as all the
employees of each manager.
When you define a self-joining relationship in the relationships graph, FileMaker Pro generates a
second occurrence of the table upon which you are basing the self-join. FileMaker Pro does this
to prevent the relationships graph from forming a cycle, which would make it impossible to
evaluate the relationship.
This relationship returns related records in Table G when the value in Text Field G1 is the same
as the value in Text Field G2.
For more information about the types of relationships, see Help.
Planning a relational database
For information about planning a relational database, see Planning a database on page 51.
Working with the relationships graph
Use the relationships graph to create, change, and view the relationships in your database file.
The relationships graph lets you duplicate tables and relationships, resize and align tables, and
add text notes. You can highlight tables that are connected to the selected table via a 1-away
relationship, and you can highlight tables that have the same source table as the currently
selected table. For more information, see Help.
If fields Contain values These related records are returned from Table F
Starting Date E 11/01/2014 11/14/2014
11/27/2014
Ending Date E 12/01/2014
If fields Contain values These related records are returned from Table F
Starting Date E 12/01/2014 12/02/2014
12/15/2014
12/17/2014
12/26/2014
Ending Date E 01/01/2015
Self-joining relationship
Match field Match field
Chapter 4 | Working with related tables and files 118
By default, the relationships graph displays all of the tables in your current database file. You can
add tables from other FileMaker Pro files or external ODBC data sources, add more than one
occurrence of the same table to the graph, or remove tables from the graph using the buttons at
the bottom of the graph.
Note When the table is from an external ODBC data source, the name of the table is typeset in
italics in the relationships graph. To display information about the external data source, move the
pointer over the arrow to the left of the table name.
Creating relationships
To create a relationship:
1. With the database open, choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Relationships tab.
3. In the relationships graph, locate the two tables you will be using for this relationship.
They can appear anywhere on the graph but they must be present on the graph in order to
create the relationship. For self-joining relationships, locate the single table; FileMaker Pro will
create the second table occurrence for you.
4. Click a field in one of the tables and drag to the corresponding match field in the other table.
Or, you can click to open the Edit Relationship dialog box and create a relationship.
5. Repeat step 4 for each match field you intend to use in this relationship.
For more information about match fields, see About match fields for relationships on
page 112.
6. Click OK to save your changes and close the relationships graph.
Add a table
Create a relationship
Edit a selected object
Delete selected
objects
Enlarge or reduce the
view of the graph
Change the alignment
of selected objects
Move the pointer to the
arrow icon to display
the names of the
source table and
source file
Click once to collapse
all but the match fields.
Click again to collapse
all but the table name.
Click again to return the
table to its original size
Show page breaks
Display the Print Setup
(Windows) or Page
Setup (OS X) dialog box
Change the color of
selected objects
Add a text note to the
graph
Duplicate selected
objects
Show 1-away tables or tables
with the same source
Click to display or
collapse a text note
Match fields are
shown in
italics in their tables
The relationships graph
Chapter 4 | Working with related tables and files 119
Changing relationships
After you have created a relationship, you can add or change match fields, change relational
operators, and set options for creating, deleting, and sorting related records.
To change a relationship:
1. With the database open, choose File menu > Manage > Database.
2. In the Manage Database dialog box, click the Relationships tab.
3. In the relationships graph, locate the relationship to edit, and double-click the indicator line
between the related tables to open the Edit Relationship dialog box.
Or, you can select the relationship in the graph and click to open the Edit Relationship
dialog box.
4. Edit tables and match fields for the relationship.
To Do this
Change a match field Select the new match field and click Change.
Add a match field Select the new match field and click Add.
Change the relational
operator
Select a new relational operator from the list and click Change.
See Relationships using comparative operators on page 115.
Duplicate a pair of
relationship criteria
Select the paired criteria from the list in the middle part of the dialog box and click
Duplicate.
Delete a pair of relationship
criteria
Select the paired criteria from the list in the middle part of the dialog box and click
Delete.
Select options for the
tables in the relationship
Select the relational
operator
Chapter 4 | Working with related tables and files 120
5. Select options for the relationship.
6. Click OK.
For more information about creating and editing relationships, see Help.
Summarizing data in portals
You can summarize data thats in a related field displayed in a portal. The portal can contain
records from a related table or from the same table (a self-join).
To summarize data in portals:
1. Create a calculation field in the table in which you want the total to be displayed.
2. For the calculation field, define a formula that includes an aggregate function for the type of
summary calculation you want to perform.
For example, if you are in the Invoices table and want to define a calculation to total the related
values in the Price field of the LineItems table, use the formula Sum(LineItems::Price).
3. Place the calculation field on a layout of the table in which it is defined.
See Placing and removing fields on a layout on page 89.
Filtering records in portals
By filtering portal records, you can display different sets of records in a portal.
1. Double-click the portal.
2. In the Portal Setup dialog box, select Filter portal records.
To Select
Add a related record (to the related table)
whenever you enter data into a related field
in a record of the current table. (See
Adding and duplicating records on
page 25.)
Allow creation of related records in this table via this
relationship.
When this option is selected, entering data in a related field that has
no corresponding related record creates a related record based on
the match field in the current table.
Delete matching records (in the related
table) whenever you delete a matching
record in the current table. (See Deleting
records on page 27.)
Delete related records in this table when a record is deleted in
the other table.
This option deletes related records even when youre browsing a
layout that doesnt display the related records.
Sort related records. Sort records. Then, in the left list in the Sort Records dialog box,
double-click the fields to sort. To change the order in which fields are
sorted, drag fields in the right list into the order you want. Select
other options, then click OK.
Selecting this option does not affect the sort order in the related file.
Chapter 4 | Working with related tables and files 121
3. In the Specify Calculation dialog box, define a calculation that determines which portal records
will be displayed.
For example, if you are working in an Invoices layout, in a portal that shows product records
from a LineItems table, and want to display just the products with quantities greater than 1, use
the formula If(LineItems::Quantity < 1; 0; 1).
4. Click OK.
Important The results of summary fields, calculations, and find requests are based on the full set
of related records, not just the records in a portal that are filtered. For example, if a portal is
displaying a filtered subset of records, and a Total of summary field outside the portal summarizes
these records, the summary field will total all related records, not just the displayed records.
For more information about filtering records in portals, see Help.
About lookups
A lookup copies data from another table into a field in the current table. After data is copied, it
becomes part of the current table (and remains in the table from which it was copied). Data copied
to the current table does not change automatically when the data in the other table changes,
unless the data in the match field of the current table changes.
To establish a connection between tables for a lookup, you create a relationship. Then you define
a lookup to copy data from a field in the related table into a field in the current table.
When you type a value in the match field of the current table, FileMaker Pro uses the relationship to
access the first record in the related table whose match field contains a matching value. Next, it
copies the value from the lookup source field into the lookup target field, where the value is stored.
After a value is copied into the lookup target field, you can edit, replace, or delete it like any other
value (because the lookup value belongs to the current table). You can also update data in the
current table to match data that changes in the related table.
Creating lookups
To create a lookup:
1. Create a relationship for the lookup between the match field of the current table and the match
field of the related table. See Creating relationships on page 118.
2. With the database open, choose File menu > Manage > Database.
3. In the Manage Database dialog box, click the Fields tab.
C235
Name
42.83.91.04 Phone
Paris City
C100
Name
555-3849 Phone
Vancouver City
Current table
C200 Customer ID
Smith Name
Records in related table
Relationship
Lookup target field Lookup source field
C200 Customer ID
Smith Name
555-1234 Phone
New York City
Customer ID
Customer ID
Chapter 4 | Working with related tables and files 122
4. If your database contains more than one table, select the appropriate table from the Table list.
5. Select a text, number, date, time, timestamp, or container field from the list of existing fields, or
define a new one.
6. Click Options (or double-click the field name).
7. In the Options for Field dialog box, click the Auto-Enter tab, then select Looked-up value.
8. In the Lookup for Field dialog box, choose the table the lookup will start with, and the table from
which the value will be copied.
9. Select the field from which the lookup value will be copied.
10. Select options for the lookup.
11. Click OK.
12. Repeat steps 511 for each additional field for which you want to define a lookup.
Select To specify
Starting with table The table the lookup will use as its starting point in the relationships graph
Lookup from related table The related table from which the related data will be looked up
To Do this
Specify an action when values in the
match fields do not match exactly
For If no exact match, then, select an option to copy no value, copy
the next lower or next higher value thats in the lookup source field, or
enter a fixed value to be used instead
Prevent null (empty) data in the lookup
source field from being copied to the
lookup target field
Select Dont copy contents if empty. (Clear this option to allow empty
data to be copied.)
Select an option for
non-equal data in
match fields
Select the lookup
source field
Select the lookups
starting point
When selected, prevents null data
from being copied
Choose the related
table for the lookup
Chapter 4 | Working with related tables and files 123
Editing lookups
To edit a lookup:
1. With the database open, choose File menu > Manage > Database.
2. Click the Fields tab.
3. If your database contains more than one table, select the appropriate table from the Table list.
4. Double-click the lookup target field.
5. In the Options for Field dialog box, click the Auto-Enter tab.
6. Be sure Looked-up value is selected and click Specify.
To stop or suspend using a lookup, clear Looked-up value.
7. Make your changes.
8. Click OK.
For more information about creating and editing lookups, see Help.
Chapter 5
Sharing and exchanging data
This chapter explains the basics of how you can share FileMaker Pro databases:
1 FileMaker Network sharing: You can share FileMaker Pro databases on your network, which
allows multiple FileMaker Pro and FileMaker Go users to access and use the same database
file simultaneously.
1 Importing and exporting data: You can exchange information between FileMaker Pro and
other applications by importing and exporting data. For example, you can import data that is in
another database or spreadsheet program, or export address data in order to create
personalized form letters with a word processing program.
1 Recurring import: You can set up a FileMaker Pro file to automatically update data imported
from another application, such as Microsoft Excel.
1 Accessing data from external data sources: You can access information stored in other
FileMaker Pro files and external SQL databases that use ODBC technology to share data. This
allows you to work with information stored in external databases and combine external data with
information stored in your file. When you access data from an ODBC database, you can use
supplemental fields in your FileMaker Pro file to perform calculations and summary operations
on the data without changing the schema of the external file.
1 Publishing FileMaker Pro layouts: If you have FileMaker Server, you can use
FileMaker WebDirect to quickly and easily publish layouts from your FileMaker Pro databases
in a web browser.
Note See Help for detailed, comprehensive information and step-by-step procedures about
using FileMaker Pro. See FileMaker WebDirect Guide for information about publishing databases
on the web.
Sharing databases on a network
If your computer is connected to a network, you and other Windows and OS X FileMaker Pro and
FileMaker Go users can use the same database file simultaneously.
FileMaker Pro Network sharing supports the sharing of files with up to 5 concurrent users (not
including the host). FileMaker Go clients are included in the limit of 5 users. To support more users
and web publishing technologies such as XML, PHP, and FileMaker WebDirect, use
FileMaker Server.
Important Your FileMaker Pro licensing agreement requires that you pay for a license for each
separate computer on which the FileMaker Pro application is installed or run. The software license
may not be shared or used concurrently on different computers. Please read the software license
for complete terms and conditions.
Chapter 5 | Sharing and exchanging data 125
The first person to open a shared file is the host. Any user who opens a shared file after the host
is a client.
Once a shared file is open, the host and clients have access to the same information, and all
changes to the file appear in each users window.
Modifications to the data made by any user are saved in the shared file. The shared file is saved
on the disk where the file resides.
Sort orders, find requests, import and export field orders, and print setups are specific to each user.
Enabling file sharing and hosting files
Because many FileMaker Pro commands are processed on the host machine, you will see better
performance if you host your shared files from the fastest available computer. The file youre hosting
must be on the hard disk of your computer. Remotely hosting a file stored on another computer or
server is not supported, as it might compromise data integrity and will result in poor performance.
To turn on network file sharing for all open files:
1. Open the FileMaker Pro file(s) you want to share.
Note To enable or change a files sharing status, you must open it with an account that has
Manage Extended Privileges access privileges. For more information, see Accounts, privilege
sets, and extended privileges on page 138.
2. Choose File menu > Sharing > Share with FileMaker Clients.
The host opens the file
Clients open connections to the shared file
Chapter 5 | Sharing and exchanging data 126
3. In the FileMaker Network Settings dialog box, for Network Sharing, click On.
In the TCP/IP Address box, you see the TCP/IP address of your system.
4. Select the file(s) to be hosted from the list of Currently open files.
5. Set the level of network access for the file(s).
6. Click OK.
The open files are now hosted.
Important You must keep your shared file(s) open to make them available to clients.
To Select
Provide access to all FileMaker Pro and
FileMaker Go users on your network
All users.
Limit network access to users based on their
privilege set
Specify users by privilege set, then click Specify.
In the Specify users by privilege set dialog box, select the
privilege sets you want to have network access.
Prevent any access via FileMaker networking No users.
Click to enable
network sharing
Select level of
network access for
the selected file(s)
Chapter 5 | Sharing and exchanging data 127
Opening shared files as a client
FileMaker Pro databases shared via TCP/IP can be opened remotely using the list of local hosts, the
IP address of the host machine, or the DNS name of the host machine (if one has been defined).
To open a shared file as a client:
1. Choose File menu > Open Remote.
2. In the Open Remote File dialog box, select View for a list of hosts.
3. To see the available files from a host, select the host. In the Available Files list, select the file
you want to open.
Tip To narrow the list of available files, type a few characters in the Filter text box. Only
filenames containing the characters you type are displayed in the list.
Or, for Network File Path, type the network path; for example:
For IPv4: fmnet:/<host IP address>/<filename>
For IPv6: fmnet:/[<host IPv6 address>]/<filename>
4. Click Open.
You might be required to enter an account name, password, and domain name (Windows only),
depending on how file sharing is configured on the host.
If the network is very busy, the file might not be listed. To check the network for a longer period
of time, hold down the Ctrl key (Windows) or Option key (OS X) as you click an item.
For information about marking remote files as favorites and accessing favorite files, see Help.
Note When a file you are opening is hosted, you may see an icon in the lower-left corner of the
FileMaker Pro window. This icon indicates the security level of the connection to the host. A
icon means the connection is encrypted (SSL). A icon means the connection is encrypted
(SSL) and verified with a certificate. For more information, see your database administrator.
Choose To display
Favorite Hosts Hosts you previously added as favorites
Local Hosts FileMaker Pro hosts on your TCP/IP subnet
Hosts Listed by LDAP FileMaker Pro hosts available through the specified LDAP server
Chapter 5 | Sharing and exchanging data 128
Limitations on changes to shared files
Although it is possible for multiple users to make changes in the same shared file at the same time,
there are limits to the types of simultaneous changes that are permitted. The following table
describes the types of changes you can and cannot make to shared files.
Opening shared databases remotely using a URL
The FileMaker Pro installer registers FMP as an internet protocol. This enables you to open a
shared database using a URL. You can also run a script in the shared file using a URL.
Clients can use a browser to access shared databases by entering the URL of the shared file on
the host machine in a browsers address area.
To identify the URL for the shared database on the host machine and send it to a client user:
1. In the shared file on the host machine, choose File menu > Send > Link to Database.
FileMaker Pro opens an email message in your default email application that contains the URL
for the current database, plus client connection requirements.
2. Address the email message to the client user, then send the message.
To open a shared database on a client machine using a URL:
1. Launch a web browser on the intended client machine.
Database change Limitation
Data in layouts and records Two people cant edit the same record at the same time.
Data in records from external
ODBC data sources
Two people can edit the same record at the same time.
If two users edit the same record simultaneously, FileMaker Pro posts an alert when
either user attempts to commit changes. The alert provides a user with a choice,
allowing changes to be committed (overwriting any changes the other user might
have made), returning to the record without committing changes, or reverting the
record to the state it was when the editing session began.
Layouts and layout elements Two people cant modify the same layout at the same time.
Value lists Two people cant modify or define the same value list at the same time.
One person can edit a value list while another person is using it in Browse mode or
Find mode.
Scripts Two people cant modify or define the same script at the same time.
One person can edit a script while another person is using it.
Tables, fields, relationships
(database schema)
Two people cant modify any of these elements at one time.
Data sources Two people cant modify or define the same data source at the same time.
One person can edit a data source reference while another person is using the
external file.
Accounts and privileges Two people cant modify or define accounts and privileges at the same time.
One person can create or modify an account and privileges while another person is
using it.
Chapter 5 | Sharing and exchanging data 129
2. Enter the URL of the host machine into the browsers address area using the format:
fmp://[[account:password@]netaddress]/databasename
Optional parameters are indicated by square brackets ([ ]).
3. Press Enter (Windows) or Return (OS X).
Examples
fmp://My%20Addresses
fmp://192.168.10.0/My%20Addresses.fmp12
fmp://[2001:0DB8:85A3:08D3:1319:8A2E:0370:7334]/My%20Addresses.fmp12
fmp://MyAccount:[email protected]/My%20Addresses.fmp12
Closing a hosted file
Before a shared file can be closed by a host, all clients must close the file. FileMaker Pro allows
you to prompt networked clients to close the shared file when you do one of the following: close
the file, change the sharing conditions for the file, exit FileMaker Pro, or perform a task that
requires all clients to close the file. If a client does not respond to your request to close a shared
file within 30 seconds, FileMaker Pro will attempt to close the shared file on the clients machine.
To close a hosted file:
1. On the computer hosting the file, choose File menu > Close.
2. If any clients have the shared file open, you see a dialog box listing those clients. Click Ask to
send a message to these clients requesting that they close the file.
3. Clients see a dialog box requesting that they close the file.
For more information about sharing files over a network, see Help.
Sharing files with FileMaker Go clients
FileMaker Go lets you work with FileMaker Pro databases on an iPad, iPhone, or iPod touch. You
work with data interactively: when you change data on an iOS device, the data is updated on the
host computer, and vice versa.
Build databases using FileMaker Pro. Share them using FileMaker Pro or FileMaker Server. Then
use FileMaker Go to work with the data on a device. To tailor databases for use with FileMaker Go,
see FileMaker Go Development Guide, available at http://www.filemaker.com/documentation.
Uploading files to FileMaker Server
You can use FileMaker Pro to transfer database files to FileMaker Server. Before you can upload
files, you must have the account name and password for the server administrator or for a group
administrator that has the privilege to perform actions on databases. For more information about
uploading files to FileMaker Server, see FileMaker Server Help.
If FileMaker Pro
Clients click Cancel Waits for those clients to close the file
Clients click Close Now Closes the shared file on the clients computer
Clients do nothing Attempts to close the file after 30 seconds, if it can be closed safely
Chapter 5 | Sharing and exchanging data 130
Importing and exporting data
You can exchange information between FileMaker Pro and other applications by importing and
exporting data. You can:
1 import data into an existing FileMaker Pro file, either into a new table or into an existing table
1 convert data from other applications to new FileMaker Pro files
1 export data for use in other applications
Saving and sending data in other formats
You can save FileMaker Pro data as a Microsoft Excel worksheet or a PDF file, allowing you to
give your record data to users who dont have FileMaker Pro.
FileMaker Pro lets you email the Excel worksheet or PDF file when you save it. You can also
create scripts to save records as Excel or PDF.
In order to save files as Excel, you need the Allow Exporting Access privilege. To save files as PDF,
you need the Allow Printing Access privilege.
Note The saved file will only include fields that are on the layout when you perform the save. If
you want to include other fields (for example, fields on tab panels that are not in front), use the
Export Records command instead of Save/Send Records As.
Sending email messages based on record data
You can use FileMaker Pro to send one message, or multiple messages, to one or more
recipients. Generated email is sent using your default email application or directly through SMTP
(Simple Mail Transfer Protocol, a set of criteria for sending and receiving email). You can enter
values, or use values from fields or calculations. You can also create scripts to send email.
Supported import/export file formats
Every application stores its data files in its own file type or file format. Most applications can also
exchange information in certain other formats.
FileMaker Pro can import and/or export files in these formats, followed by their filename
extensions: Microsoft Excel (.xlsx), tab-separated text (.tab, .txt), comma-separated values (.csv,
.txt), FileMaker Pro 12 (.fmp12), Merge (.mer), HTML table (.htm), and XML (.xml). You can also
import Bento data into FileMaker Pro. If youre exchanging data with another program, check the
documentation that came with that program to determine a common intermediary file format that
both FileMaker Pro and the other program support.
Most file formats support data conversion only and do not import or export formatting such as font,
size, style, and color.
For information about supported file formats for importing and exporting, see Help.
Setting up recurring imports
You can set up a FileMaker Pro file to automatically update data imported from another
application, such as Microsoft Excel. A recurring import occurs automatically the first time you view
the layout containing the data from the external file. Later, you can run a script to update data.
Keep the following points in mind:
1 Data imported via recurring import is read-only in FileMaker Pro.
Chapter 5 | Sharing and exchanging data 131
1 When you set up recurring imports, FileMaker Pro creates a new table for the imported data and
a new layout to display the data. You can customize the layout in Layout mode later, if you wish.
1 To set up recurring imports, you must open a file with an account that is assigned the Full Access
privilege set. For information about privilege sets, see Creating accounts on page 145.
To set up recurring imports:
1. Create a new file, or open the file in which you want to set up recurring imports. See Creating
a FileMaker Pro file on page 55 or Opening files on page 16.
2. In Browse mode, choose File menu > Import Records > File.
3. For Files of type (Windows) or Show (OS X), select the type of file you want to import, then
locate and select the file containing data to import.
4. Select Set up as automatic recurring import, then click Open.
The path of the file you selected appears in the Recurring Import Setup dialog box.
5. To skip importing column headings, select Dont import first record (Contains field names).
6. Accept the default layout name or type a new name for the layout that FileMaker Pro will create
to display the imported data.
7. Accept the default script name or type a new name for the script you can use for updating data
manually.
8. Click OK.
9. If you are importing data from an Excel file, you can import data by worksheet or by named range.
10. The new layout appears in Browse mode in Table View. You can update data, add an empty
record to the file, or add a new field to the layout.
For more information about setting up recurring imports, see Help.
To Do this
Import data by worksheet Select Display worksheets, select the worksheet you want
to import, then click Continue.
Import data by named range, one worksheet or
named range per layout
Select Display named ranges, select the named range you
want to import, then click Continue.
To Do this
Update data Click the script button at the top of the new layout.
Add an empty record to the file (appears as a
blank row at the bottom of the table)
Click + at the bottom of the table.
Add a new field to the layout (appears as a blank
column on the right in the table)
Click + in the table heading.
Chapter 5 | Sharing and exchanging data 132
ODBC and JDBC
You can exchange FileMaker Pro data with ODBC- and JDBC-compliant applications. For
example, you can chart FileMaker Pro data in Microsoft Excel.
Methods of importing data into an existing file
When you import data into an existing file, you can:
1 add new records to an existing table
1 create a new table from imported data
1 update existing records in an existing table
1 update matching records in an existing table
Important The import options that update existing records and update matching records both
overwrite existing data during the import process and cannot be undone. To safeguard your data,
choose File menu > Save a Copy As to make a backup of the file before you perform an import
that updates records.
The file you import records from is the source. The file you import records to is the target.
About adding records
When you add records, you import all records from the source file to the target file or table. A new
record is created in the target file for each importable record in the source file.
About updating existing records
With this option, you replace data in your file with data from the source file. For each field you
import into, data from the first importable record (or row of data) in the source file overwrites fields
in the first record in the target file. Data from the second importable record (or row of data) in the
source file overwrites fields in the second record in the target file, and so on. When you replace
data, FileMaker Pro doesnt examine or compare the data in the files.
You can choose whether to replace or not replace data on a field-by-field basis.
Records in the target file are replaced with the same number of records from the source file. If
there are more importable records in the source file, data from the extra records in the source file
will not be imported unless you also choose Add remaining data as new records. If there are
more records in the target file, data in the extra records in the target file will not be replaced.
What do you want to do? How do you do it? See
Use FileMaker Pro as a data
source/share FileMaker Pro data
1. ODBC and JDBC
2. SQL queries
FileMaker ODBC and JDBC
Guide and FileMaker SQL
Reference
Use FileMaker Pro as an ODBC
client/access ODBC data
1. Interactively via the relationships graph
2. One-time, static via ODBC import (or
File menu > Open), also Import Records
script step, Execute SQL script step
Working with external data
sources on page 136 and Help
Chapter 5 | Sharing and exchanging data 133
About updating matching records
You can update matching records and fields in your target file with data from another file. For
example, you might have a copy of a database on your desktop computer and another copy on your
laptop computer. You can update the file in your office with the changes you make on the road.
You determine which records in the source file update which records in the target file by choosing
one or more match fields in each file. If data in the match field(s) of a record in the target file
matches data in the match field(s) of a record in the source file, the record in the target file will be
updated with data from the source file.
Match fields must uniquely identify each entity in your database. For example, in a database of
people, you could use one match field such as Employee Number, or multiple match fields such
as Last Name, First Name, and Phone Number. Using Last Name alone might identify more
than one person, so it isnt a good match field to use by itself.
You also specify the fields you want to import. The contents of all fields you select to import, in all
matching records, will overwrite data in the target file, even if the field in the source file is blank.
When the target file contains a found set, only the found records are updated. (If the source file is
another FileMaker Pro file, you can also import only from a found set.)
The following example shows how a record in a target file appears before and after being updated
by a matching record in a source file.
About the importing process
The basic steps for importing records are:
1. Make a backup copy of the target file youre importing into.
2. If the source file is a FileMaker Pro file, perform a find so that the found set in the current window
contains only the records you want to import.
3. Open the target file, and if it has multiple tables, select a layout that shows records from the
table you want to import data into.
The layout doesnt have to display all the fields in the table. You will be able to specify the fields
that you want to import to in the Import Field Mapping dialog box.
4. If youre updating existing or matching records, make sure the found set in the target file
contains only the records you want to change or update.
(OS X) or > (Windows) indicates to import the field
>

>
>
>

>

(OS X) or = (Windows) indicates a match field

123-456-7890
Source file
John
Q
Smith
456 New Rd.
Newtown
USA
123-456-7890
Target file
John
Smith
123 Main St.
Anytown
USA
3/3/2015
408-555-6789
123-456-7890
After updating
John
Q
Smith
456 New Rd.
Newtown
USA
3/3/2015
Before updating matching records
Target file
=
(OS X) or (Windows) indicates not to import the field
Chapter 5 | Sharing and exchanging data 134
5. Choose File menu > Import Records > File, and choose the name of the file that contains the
data you want to import (the source file).
6. In the Import Field Mapping dialog box, if necessary, select a table from the Source list.
7. Accept the table shown in the Target list, or select New Table to create a table with the same
schema as the source table.
8. Select the type of import to perform. See Methods of importing data into an existing file on
page 132.
9. Map the fields in the source file to the fields in the target file.
Converting a data file to a new FileMaker Pro file
You can convert a data file from another application into a new FileMaker Pro file. The converted
file will contain:
1 The data from the file or source you convert
1 Two layouts for displaying the data
1 Converted field names if they are available in the file or source you convert. Otherwise, field
names are generic: f1, f2, f3, and so on.
1 Converted field types if they are available in the file or source you convert. Otherwise, all fields
are text fields.
To import data into a new file:
1. In the source application, save the data you want to import in a file type that FileMaker Pro
supports. See Supported import/export file formats on page 130.
2. Choose File menu > Open.
3. In the Open File dialog box, for Files of type (Windows) or Show (OS X), specify the type of
file, choose the file to convert, then click Open.
4. If you see the First Row Option dialog box, choose whether the first row of data contains field
names or the first record of data, then click OK.
Fields in the
source file
Fields in the
target file
Arrows show that data will
import into the fields at right
Select an import action
Select a table to
import from
indicates match fields
Import to the current
table or a new table
Chapter 5 | Sharing and exchanging data 135
5. If youre converting a Microsoft Excel spreadsheet and the Specify Excel Data dialog box
appears, choose a worksheet or named range from the workbook file, then click OK.
6. In the Create a New File Named dialog box, type a name for the new file, choose a location,
then click Save.
FileMaker Pro converts the data to a FileMaker Pro file and displays the file.
For more information about importing data, see Help.
About the exporting process
You can export FileMaker Pro data to a new file, then open it in another application.
The basic steps for exporting records are:
1. Open the FileMaker Pro file and display a layout that shows the records you want to export.
2. Find and sort the records to export. See Finding records on page 31 and Sorting records on
page 43.
3. Choose File menu > Export Records.
4. In the Export Records to File dialog box, type a name and choose a location for the exported
file, and choose a file type.
5. In the Specify Field Order for Export dialog box, select how you want FileMaker Pro to export
the data.
6. If necessary, choose the character set you want the exported file to use.
7. Select whether or not to apply the current layouts formatting to the exported data.
For more information about exporting data, see Help.
To export Choose
A field on the current layout Current Layout (LayoutName) from the table list, then double-click a field in
the list
A field in the current layouts
table
Current Table (TableName) from the table list, then double-click a field in the list
Select fields
from this list
Select whether or not to
apply formatting
FileMaker Pro exports
these fields
To export related fields, select
the related table from the list
Chapter 5 | Sharing and exchanging data 136
Working with external data sources
You can define data sources in a FileMaker Pro file to access data from:
1 other FileMaker Pro files
1 SQL databases that use ODBC technology for sharing information
When you define data sources in FileMaker Pro files, current data from external databases is displayed
in your files. You can use FileMaker Pro to add, edit, delete, search, and sort data in the external files.
The following procedures provide an overview of how to access data in external FileMaker Pro
files or external ODBC data sources. For detailed information on accessing external data sources,
see Help.
Working with external FileMaker Pro files
To set up a file to access data from another FileMaker Pro file:
1 Add tables from other FileMaker Pro data sources to the relationships graph in the current
FileMaker Pro file.
1 Add fields to layouts to display data from the other FileMaker Pro file.
Working with ODBC data sources
To set up a file to access data in supported ODBC data sources:
1 Install and configure an ODBC driver for the external data sources you want to access.
1 On the computer that hosts the current FileMaker Pro file, define a system Data Source Name
(DSN) for each ODBC data source you want to access.
1 Set options for the ODBC data sources you want to access (for example, whether users are
prompted for a user name and password).
1 Add one or more tables from the ODBC data source to the relationships graph in the current
FileMaker Pro file.
1 Add fields to layouts in the FileMaker Pro file to display external data.
1 Optionally, add supplemental fields to external tables and layouts to display calculation and
summary results based on data stored in external ODBC data sources.
Publishing databases on the web
If you have FileMaker Server, you can use FileMaker WebDirect to quickly and easily publish
layouts from your database on the web. You dont need to install additional softwareanyone with
compatible web browser software and access to the Internet or an intranet can connect to your
FileMaker WebDirect solution to view, edit, sort, or search records, if you give them access
privileges. With FileMaker WebDirect, data in the web browser updates automatically as
FileMaker Server pushes data to the web browser.
For more information, see FileMaker WebDirect Guide.
Chapter 6
Protecting databases
This chapter describes the basics of how to restrict what users can see and do in a FileMaker Pro
file. Youll learn about:
1 planning security for a file
1 viewing and creating user accounts and passwords
1 viewing and creating privilege sets
1 viewing extended privileges
1 authorizing other files to access your files
1 taking measures to secure your database solution, and your operating system, network, and
hardware
1 backing up databases and other files
1 installing, running, and upgrading antivirus software
Note See Help for detailed, comprehensive information and step-by-step procedures about
using FileMaker Pro.
Although your operating system includes file security features, you should use FileMaker Pro
access privileges as the fundamental way to control access to and protect the security of your
database files.
For information about how security settings in older databases convert to the current version of
FileMaker Pro, see Converting databases from FileMaker Pro 11 and earlier on page 154 and Help.
Protecting databases with accounts and privilege sets
You can limit what users can see and do in a database file. You can restrict:
1 Data access: Make particular records or fields from individual tables view-only, or hide them
completely.
1 Layout access: Prevent users from modifying layouts in Layout mode.
1 Access to value lists and scripts: Prevent users from accessing and modifying value lists and
scripts, and from running scripts.
1 Access to file sharing: Individually enable file sharing via the FileMaker Network, ODBC and
JDBC, and FileMaker WebDirect.
1 Outputting data: Prevent users from printing or exporting data.
1 Menu access: Make only a limited set of menu commands available.
You restrict what users do in a file by requiring them to enter an account name and password when
they attempt to open a file. The account name and password they enter determines which privilege
set will be used and the privilege set limits what they can do in a file. For more information about
accounts and privilege sets, see the following section.
You can define privileges in a shared file while clients are using it. Any privilege changes that affect
a current client do not take effect until the client closes and reopens the file.
Chapter 6 | Protecting databases 138
The privileges that you set up apply to a single file only and all database tables within that file. If
your database solution consists of multiple files that you want to protect, you may want to combine
all of these files into one multi-table file. Then you can define privileges in only a single file to
manage access to the entire database solution. If you dont want to combine the files into one file,
then you should define privileges in each file that contains items you want to protect.
Important If you create a relationship in one file that references a table in another file, you cannot
manage access privileges for the related table in the first file. The privileges defined in the other
file control access to that table.
Accounts, privilege sets, and extended privileges
This section describes FileMaker Pro accounts, privilege sets, and extended privileges.
For more information on sharing data, see chapter 5, Sharing and exchanging data.
Accounts
Accounts authenticate users who are attempting to open a protected file. Each account specifies
an account name and usually a password. Any user that cannot specify valid account information
wont be able to open a protected file.
Each database file contains two predefined accounts: Admin and Guest. For more information,
see About the predefined accounts on page 140.
You may want to create an account for every individual who accesses a file, or you may want to
create a small number of accounts that are shared among many individuals, such as a Marketing
account and a Sales account.
1 Create accounts for individuals when it is necessary to verify the identities of particular users
and you want to manage access at an individual level.
1 Create shared accounts when you want fewer accounts to maintain and you are less concerned
about managing individual access to the database file.
If you host files on FileMaker Server, you can create External Server accounts that obtain
authentication information from an authentication server such as an Apple Open Directory or
Windows Domain. For more information, see Creating accounts that authenticate via an
external server on page 146.
Privilege sets
A privilege set specifies a level of access to a database file. Each database file contains three
predefined privilege sets for common types of access levels: Full Access, Data Entry Only, and
Read-Only Access. When you create a privilege set, there are many options available that you
can use to limit database access, such as which layouts are viewable, which menus are available,
and whether printing is permitted. Privilege sets can also restrict access to records or fields from
particular tables within a file. Each account is assigned a privilege set, which determines the level
of access when someone opens a file using that account.
You can create as many privilege sets as you need to define the types of access you want to permit
to a file. For more information about privilege sets, see About the predefined privilege sets on
page 140.
Chapter 6 | Protecting databases 139
Extended privileges
Extended privileges determine the data sharing options that are permitted by a privilege set, such
as whether a privilege set permits users to open a shared file or view a database in a web browser.
The following table lists the default extended privileges that are available. (FileMaker as well as
third-party developers may define additional extended privileges to manage access for other
software products designed to work with FileMaker Pro or FileMaker Server.)
Note FileMaker Pro no longer supports the fmiwp extended privilege. However, opening
database files created in versions of FileMaker Pro earlier than version 13 that use the fmiwp
extended privilege does not remove the extended privilege from the privilege sets it is assigned to.
When a user attempts to open or access a protected file using one of the above methods, the user
will be prompted to provide account information. If the privilege set for the account does not permit
the type of extended privilege access the user is requesting, the user will get an error indicating
that they cannot access the file.
All extended privileges except fmreauthenticate10 are disabled by default, even in the Full Access
privilege set.
Enabling extended privileges only makes it allowable for certain privilege sets to access shared
data. To actually access the shared data, you must also set up sharing for the type of access that
you want. For more information on extended privileges, see Viewing extended privileges on
page 148.
Keep the following points in mind:
1 If you are hosting a FileMaker Pro database, the database must include at least one of the access
extended privileges. If you upload a database to FileMaker Server and if no sharing is enabled,
the Database Server enables fmapp for the Full Access privilege set when the database is
opened. If you enable only the fmwebdirect extended privilege for sharing via
FileMaker WebDirect and dont enable fmapp, then users cant access the file with FileMaker Pro.
1 Keywords for extended privileges that begin with fm are reserved by FileMaker.
Keyword Extended privilege Determines if a privilege permits
fmwebdirect Access via
FileMaker WebDirect
Accessing a database file from a web browser via
FileMaker WebDirect.
fmxdbc Access via ODBC/JDBC Accessing a database file from another application via
ODBC or JDBC.
fmapp Access via FileMaker Network
and Server Side Scripting
Opening a networked shared file (either a file hosted by
FileMaker Pro or FileMaker Server).
fmreauthenticate10 Require re-authentication after
the specified minutes in
sleep/background - Go only
Accessing a file in FileMaker Go without having to re-login
after file hibernation or after using a different app. The
default time is 10 minutes; maximum time is 10080 minutes
(one week) (FileMaker Go only).
fmxml Access via XML Web
Publishing - FMS only
Accessing a database file from a web browser or other
application via XML web publishing (FileMaker Server only).
fmphp Access via PHP Web
Publishing - FMS only
Accessing a database file from a web browser or other
application via PHP web publishing (FileMaker Server only).
Chapter 6 | Protecting databases 140
About the predefined accounts
Each database file contains two predefined accounts: Admin and Guest.
Admin account
The Admin account is assigned the Full Access privilege set, which permits access to everything
in a file. The Admin account is not assigned a password. In files for which privileges are not set
up, the file options are set up to automatically log in to the file using the Admin account.
The Admin account is fully editable. You can rename it, assign it a password, or make the account
inactive. You can even delete the Admin account; however, you must assign the Full Access
privilege set to at least one other active account.
Important Dont forget the account name and password that is assigned to the Full Access
privilege set. If necessary, write it down and store it in a secure place. If you lose or forget this
account name and password, you may not be able to access the file.
Guest account
The Guest account permits users to open a file without specifying any account information. The
Guest account is not assigned a password. By default, the Guest account is assigned the Read-
Only Access privilege set, but you can assign any privilege set you want to the Guest account.
Initially, the Guest account is inactive, which disables the guest option in the password dialog box
and prohibits users from opening files as a guest. You can enable the Guest account to permit
guest access.
The Guest account is not fully editable. You cannot delete the Guest account, change the Guest
account name, or assign it a password.
About the predefined privilege sets
Every new database file contains three predefined privilege sets.
1 Full Access: permits accessing and changing everything in the file
1 Data Entry Only: permits viewing and entering of data only
1 Read-Only Access: permits viewing but not changing data
Note The Read-Only Access privilege set permits write access to all global fields. To create a
privilege set in which global fields and all record data are view-only, you can duplicate the Read-
Only Access privilege set and change Records from Custom privileges to View only in all
tables.
You cannot change or delete these predefined privilege sets, except to enable or disable extended
privileges for them. You can either use them as is, or duplicate them and then modify the duplicate
copies.
Chapter 6 | Protecting databases 141
The following table summarizes the properties of these privilege sets.
You must have Allow Printing privileges to save records as a PDF file. You must have Allow
Exporting privileges to export records as a Microsoft Excel worksheet. For more information about
saving records as PDF or Excel files, see Saving and sending data in other formats on page 130.
Note The Full Access privilege set is the only one that permits access to the Manage Database
and Manage External Data Sources dialog boxes in order to modify fields, tables, relationships,
and data sources. It is also the only privilege set that permits changing accounts and privileges.
Because you cannot enable these privileges in any other privilege set, any user that wants to
make database definition changes or privileges changes must open the file with an account that
is assigned the Full Access privilege set.
At least one active, FileMaker authenticated account in each file must be assigned the Full Access
privilege set. An error message will appear if you edit accounts so that no active account is
assigned the Full Access privilege set.
Planning security for a file
A new FileMaker Pro file is initially unprotected. Whenever the file opens, it automatically logs in
the user with the Admin account, which is assigned the Full Access privilege set.
1 If you simply want to keep someone else from opening a database file on your computer, you
can password-protect the file. For more information, see Password-protecting a file on
page 143.
Privilege
Full Access
privilege set
Data Entry Only
privilege set
Read-Only
Access
privilege set
Records (in all tables) create, edit, delete create, edit, delete view only
Layouts all modifiable view only view only
Value lists all modifiable view only view only
Scripts all modifiable and
executable
all executable only all executable only
Extended Privileges all off, except
fmreauthenticate10
all off, except
fmreauthenticate10
all off, except
fmreauthenticate10
Allow printing on on on
Allow exporting on on on
Manage extended privileges on off off
Override data validation warnings on off off
Disconnect user from FileMaker Server
when idle
off on on
Allow password modification on on on
Password change number of days off off off
Minimum password length off off off
Available menu commands All All All
Chapter 6 | Protecting databases 142
1 If you need to share a database file with others and provide varying levels of file access to
different users, you need to plan the security for the file. Consider listing the types of users and
their privileges:
* You can provide limited access to some features, for example deleting records, by using record-
by-record privileges. For more information on record-by-record privileges, see Help.
You can additionally protect a file by requiring authorization of any file that attempts to access its
tables, layouts, value lists, and scripts. For more information, see Authorizing access to files on
page 148.
To plan the security for a shared file:
1. Determine the privilege sets that you need for the file.
Make a list of the areas of the file that you want to protect, such as particular tables, fields,
records, layouts, value lists, and scripts. Plan the number of privilege sets you need to enforce
the varying levels of file access that you require.
2. Determine whether you need individual accounts for each user, or group accounts that multiple
users can share.
3. Decide if you want to enable the Guest account, which permits users to open the file without
specifying account information.
4. Create the privilege sets that you need in the file.
5. Determine if you need to enable any extended privileges for certain privilege sets.
Dont enable extended privileges unless theyre needed.
6. Create the accounts you need in the file, and assign the appropriate privilege set to each account.
For more information, see the next section. If youre using the Guest account, assign a privilege
set to it as well. Otherwise, disable the Guest account.
7. Open the file using different accounts and test each privilege set that you created. Make sure
the restrictions work the way you want, and make any needed corrections to your privilege sets.
8. Optionally limit other files from accessing the schema of your file by using the File Access tab.
For more information, see Authorizing access to files on page 148.
Managers Marketing Sales HR Legal Guests
View records
Yes Yes Yes Yes Yes Yes
Create records
Yes Yes Yes Yes No No
Edit records
Yes Yes Yes Yes No No
Delete records
Yes Limited* Limited* Yes No No
Modify scripts
Yes Limited* No Yes No No
Execute scripts
Yes Yes Yes Yes Yes No
Modify value lists
Yes No No No No No
Menus
All Editing only Editing only All Minimum Minimum
Chapter 6 | Protecting databases 143
Password-protecting a file
If you have a non-shared database file on your computer and you want to prevent others from
opening it, you can password-protect the file.
After password-protecting a file, you will be prompted to enter an account name and password
every time you open the file. Anyone who does not know this account information will not be able
to open the file.
To password-protect a file:
1. 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.
1 Make sure the Guest account is inactive.
1 Delete any other accounts in the file or make them inactive.
2. If necessary, edit the Full Access privilege set to allow yourself any extended privileges you may
want for yourself.
Dont enable extended privileges unless theyre needed.
Suggestions for creating secure passwords
1 Secure passwords are typically eight or more characters in length, and include at least one
numeric character.
1 Passwords are case-sensitive. For example, if you specify a password as zFootBallz2,
FileMaker Pro will not accept zfootballz2. When youre entering a password for an account,
you may want to make sure the Caps Lock key on your keyboard is not inadvertently enabled.
1 If the file is shared via web publishing, account names and passwords can only use characters
included in the ISO Latin-1 character set (except colons). To avoid characters that may be
interpreted incorrectly over the web, you may want to limit account names and passwords to
alphabetic and numeric characters only.
For more information about protecting FileMaker Pro databases, see Help.
Creating accounts and privilege sets
Accounts specify account names and (usually) passwords for a file. When a user opens a file that
contains accounts, a dialog box prompts the user to enter account information. When a user opens
a file with a correct account name and password, the privilege set assigned to that account
determines what the user can do in that file.
Privilege sets specify levels of access to a database, such as which layouts are viewable, which
menus are available, and whether printing is permitted.
To create and manage accounts and privilege sets for a file, you need to open the file with an
account that is assigned the Full Access privilege set.
You can create and modify accounts and privilege sets in a shared file while clients are using it.
The account changes you make take effect immediately. However, the changes do not disrupt any
current clients. For example, if you change the password for an account that is in use by one or
more clients, their FileMaker Pro usage is not interrupted. However, they will need to enter the new
password the next time they open the file.
Chapter 6 | Protecting databases 144
You can create as many accounts as you need. You can create individual accounts for each user,
or a smaller number of accounts that users can share.
Viewing accounts and privilege sets
The Manage Security dialog box displays a list of all the accounts and privilege sets for a file.
To view the accounts and privilege sets for a file:
1. Open the database file.
2. Choose File menu > Manage > Security.
You see the accounts defined for this file.
3. In the Manage Security dialog box, click the Privilege Sets tab.
You see the privilege sets defined for this file.
Chapter 6 | Protecting databases 145
Creating accounts
You can create accounts for every individual who accesses a file, or create fewer accounts that
are shared among many individuals, such as a Marketing account and a Sales account. You
must assign a privilege set to each new account.
To create an account:
1. Choose File menu > Manage > Security.
2. In the Accounts tab, click New.
3. In the Edit Account dialog box, for Account is authenticated via, choose FileMaker.
For information about accounts managed by an external server, see Creating accounts that
authenticate via an external server on page 146.
4. Enter an account name and password for the account.
Tip If you plan to create accounts for individual users, you may want to base each account
name on the User Name defined in the Preferences dialog box. This User Name is the default
account name that appears in the dialog box that prompts a user for an account name and
password. The user wont have to re-type the account name if it matches the User Name.
5. To force the account users to choose a new password the first time they log in, choose User
must change password on next login.
In most cases, an account that is shared by multiple users should not force a password change
upon first login. Instead, you should specify a password and provide it to the users that need it.
Also, the privilege set for a shared account should not permit password changes because one
user could change the password and lock out all other users who share the account.
6. For Account Status, choose whether you want the account to be active or inactive.
For example, you may want to keep the account inactive until you finish setting up its privilege
set. Users cannot open a database using an inactive account name and password.
7. For Privilege Set, choose the privilege set you want to use with this account.
You can choose an existing privilege set, or choose New Privilege Set and create a new one.
For more information, see Creating privilege sets on page 147.
Chapter 6 | Protecting databases 146
8. For Description, enter a description of the account (optional).
9. Click OK.
10. In the Manage Security dialog box, click OK.
11. In the dialog box that appears, enter an account name and password that is assigned the Full
Access privilege set, and click OK.
Creating accounts that authenticate via an external server
If youre hosting FileMaker Pro database files with FileMaker Server and your organization uses
centrally managed authentication for users and groups such as Apple Open Directory or a
Windows Domain, you can set up accounts that authenticate users based on your authentication
server. This allows you to use your existing authentication server to control access to databases
without having to manage an independent list of accounts in each FileMaker Pro database file.
Note Only database files hosted by FileMaker Server can authenticate users against an
authentication server. Database files shared by FileMaker Pro wont authenticate against an
authentication server.
Important When a database file contains one or more External Server accounts, make sure you
use operating system security settings to limit direct access to the file. Otherwise, it might be
possible for an unauthorized user to move the file to another system that replicates your
authentication server environment and gain access to the file. For more information, see
FileMaker Server Help.
To create an account that authenticates via an external server:
1. Choose File menu > Manage > Security.
2. In the Accounts tab, click New.
3. In the Edit Account dialog box, for Account is authenticated via, choose External Server.
4. For Group Name, enter the name of a group that is defined on an external authentication server.
5. For Account Status, choose whether you want the account to be active or inactive.
6. For Privilege Set, choose the privilege set you want to use with this account.
The privilege set assigned to the account determines what the externally authenticated group
members can do in the database file. You can choose an existing privilege set, or choose New
Privilege Set and create a new one. For more information, see the next section.
7. For Description, enter a description of the account (optional).
8. Click OK.
9. In the Manage Security dialog box, click OK.
10. In the dialog box that appears, enter an account name and password that is assigned the Full
Access privilege set, and click OK.
Chapter 6 | Protecting databases 147
Creating privilege sets
You can assign each privilege set to one or more accounts.
To create a privilege set:
1. Follow the steps above to display the privilege sets for a file.
2. Click New.
The Edit Privilege Set dialog box appears. By default, each privilege set option is set to its most
restrictive setting.
3. Enter a name and optional description for the privilege set.
4. Define the privileges for the privilege set.
5. Click OK.
After you create the privilege sets that you want, you need to create or edit accounts so that they
use the appropriate privilege sets. For more information, see Creating accounts on page 145.
For more information about creating accounts and privilege sets, see Help.
About enabling record-level access
You can set individual record access for each table. For example, the privilege set can limit the
ability to:
1 View, edit, create, or delete all or certain records within each table.
1 Access or modify certain fields within each table.
You can only set record access privileges for tables defined in the current file. If the file contains
relationships to tables in other files that you want to protect, you need to create accounts and
privilege sets in the other files to protect those tables.
For more information about using the Edit Privilege Set dialog box, see Help.
Chapter 6 | Protecting databases 148
Viewing extended privileges
Extended privileges determine the data sharing options that are permitted by a privilege set for a
file. For example, if the file is shared, the Access via FileMaker Network extended privilege
determines if the privilege set allows opening the shared file as a client. The Access via
FileMaker WebDirect extended privilege determines whether the privilege set allows accessing
the database from a web browser.
There are six default extended privileges. For more information about them, see Accounts,
privilege sets, and extended privileges on page 138.
You can view extended privileges in the Manage Security dialog box, as well as enable each
extended privilege for selected privilege sets. All extended privileges except fmreauthenticate10
are disabled by default, even in the Full Access privilege set.
It may be necessary to delete an extended privilege that is no longer required.
To view the extended privileges:
1. Open the database file.
2. Choose File menu > Manage > Security.
3. In the Manage Security dialog box, click the Extended Privileges tab.
For more information about extended privileges, see Help.
Authorizing access to files
As part of your overall security plan, you can control whether other FileMaker Pro files are
permitted to access the schema in a file (including its tables, layouts, scripts, and value lists) in
your secured solution. When protection is enabled, any use of the protected file through a
FileMaker data source will require authorization. Therefore, in a multi-file solution, you will need
to authorize the other files.
For example, enabling protection prevents someone with an account in your file from creating
another file that uses tables in your file but does not implement the same business logic (such as
the same script triggers). The use of this alternative file can bypass your intended business logic
(although record-level access would still be enforced). Turning on this option also prevents files
that are not authorized from opening a protected file using the Open File script step.
Note You must have the Full Access privilege set for any file that you want to protect and any file
that you want to authorize.
Chapter 6 | Protecting databases 149
To authorize access to a file:
1. Open the file that you want to protect.
2. Choose File menu > Manage > Security, then click the File Access tab.
3. To protect this file against unwanted access from other files, select Require full access
privileges to create references to this file.
4. If any files that reference the protected file are currently open, you see an alert for each file,
asking if you want to authorize the file. Click Yes.
5. If you want to authorize additional files that are not currently open, click Authorize. In the Open
File dialog box, choose a local or remote file to authorize, and click Open.
You may be asked to enter the name and password of an account with Full Access privileges.
6. Click OK.
Keep the following points in mind:
1 A protected file retains its list of authorized files if the file is cloned or included in a runtime
solution, so you dont have to repeat the authorization process. However, if you duplicate or
clone a protected file, each file will also have the same ID. If you use both files in the same multi-
file solution, you must reset the ID in one of the files so that each file has a unique ID. To reset
the protected files unique ID, click Reset All, then click Yes. After resetting, you will need to
reauthorize all files that are authorized to access the protected file and any protected files that
file was authorized to access.
1 To set a file option that prevents a file from being opened with a version of FileMaker Pro,
FileMaker Go, or FileMaker Server thats earlier than the specified version, see Help.
For more information about authorizing access to files, see Help.
Chapter 6 | Protecting databases 150
Security measures
Be sure that your database files, host computers, workstations, and the networks that access
them are safe from theft and corruption. To protect your data and equipment, you should
implement the following five important security measures:
1 Enhance physical security
1 Enhance operating system security
1 Establish network security
1 Back up databases and other important files
1 Install, run, and upgrade antivirus software
For more information about securing FileMaker Pro files, see www.filemaker.com/support/security.
Enhancing physical security
Evaluate your computers to make sure they are physically secure:
1 The host computer should be a dedicated machine, anchored to a desk or immovable object
with a lock. Secure the computer so that its hard drive cannot be removed. Restrict access to
the computer by storing it in a locked room.
1 Secure the client workstations that access a database. Lock the computers down and restrict
access by using a screensaver that requires a password.
1 Ensure the physical security of backup copies of files stored on portable media, such as tapes
and CDs.
Enhancing operating system security
Use the security features of your operating system to restrict access to important data. The
network administrator should provide access only to individuals authorized to administer and
maintain the system or the FileMaker databases. In addition, they should:
1 Track system user IDs and passwords.
1 Restrict access to the FileMaker Pro application and file directories, servers, and web pages.
1 Review remote access settings for file sharing and FTP.
1 Restrict file upload or download access.
1 Make sure all users have the latest, most secure versions of operating system software.
1 To streamline processes, you can enable external authentication, which uses accounts that
have been configured in the Windows Domain Authentication or in Apple Open Directory. For
more information, see Help.
1 Do not put FileMaker Pro files on file servers to share them. Use the built-in networking feature
in FileMaker Pro and FileMaker Server. This prevents the files from being inappropriately
copied or from introducing record locking and potential corruption issues when files are shared
with inappropriate methods.
Chapter 6 | Protecting databases 151
Establishing network security
Databases shared on an intranet or the Internet use the TCP/IP protocol. You may also use the
TCP/IP protocol when you share databases peer-to-peer, or with FileMaker Server. Though
TCP/IP is good for moving data and allowing clients to connect to your data, it was not designed
with security as a primary objective. Unless you take precautions, it can provide uninvited access
to your host computer, server software, databases, and perhaps to other client machines on your
internal network. TCP/IP doesn't provide very much protection for data, so it is important to place
barricades such as firewalls and SSL data encryption in the path of uninvited visitors.
1 The most common barricade method used is the firewall, which separates your network into two
distinct environments: a public environment that is outside the firewall, and a private
environment that is behind the firewall. Users outside of the firewall will only have access to
those TCP/IP or hardware addresses that you expose. You can concentrate your security on
those server machines that are exposed, while allowing machines behind the firewall to operate
with fewer safeguards.
1 Using wireless networking devices, like the Apple AirPort Extreme and other 802.11n networking
cards and base stations, can pose security challenges. These devices can broadcast your
network traffic beyond the walls of your building, so it is extremely important to encrypt your
wireless networking signals. Always use the maximum level of signal encryption available.
Backing up databases and other important files
Develop plans for restoring data, including alternate sites and systems to run business-critical
information services. A current backup can help you recover from a situation where someone
loses the administrator account information for a file, or from a situation where user error (and
sometimes bad database design) causes data to be deleted or modified inappropriately.
Keep the following points in mind:
1 Host databases with FileMaker Server and create regularly-scheduled, automated backups.
Dont use third-party backup software on hosted FileMaker Pro databases. First, use
FileMaker Server to make a backup copy of your database, then run your third-party backup
software on the copy. Backup software can damage open, hosted databases.
For example, make local backups of files at 6:00 am, 9:00 am, 12:00 noon, 3:00 pm, 6:00 pm,
and 11:30 pm weekdays. At midnight, make an incremental backup of the entire system to the
enterprise backup system. Finally, Friday night at midnight, perform a full system backup. Copy
and store the backup tapes at a remote location. This way, if the server goes down for some
reason other than catastrophic failure of multiple drives, the more recent backup of the data files
can be used, meaning a maximum of 3 hours of lost data. If there is a catastrophic drive failure,
then the previous evenings tape can be used, minimizing the loss to one days data. Of course,
these procedures can be tailored to your situation and data value.
1 Make sure backup copies arent damaged or inaccessible. Verify that they are functioning properly
before you need them. Run diagnostic tools on your hard drive and your backup files regularly.
1 Ensure that you can restore an entire set of files from backup copies.
1 Regularly export the data to protect against file corruption.
1 Protect the backup media itself. Store backups in a separate and fire-proof location.
1 Assign backup administrators who can retrieve files, in case the network administrator is
unavailable.
Chapter 6 | Protecting databases 152
1 Plan for redundancy. If the power goes off, a universal power supply (UPS) should sustain
power for at least 15 minutes, enabling you to safely close all files. If the power cant be restored
in a timely fashion, consider using a generator to supply power to servers. Also consider power
sources for routers and firewalls. Will communication be a problem if your internet access is
interrupted for 48 hours or longer?
1 Consider how you will continue to provide services if an intruder takes down your database
server and that server cant be restored to its previous condition.
1 Evaluate additional scenarios that could occur, and create a plan to respond to each one.
Also, network administrators should assess risks to data systems and business-critical functions.
For example, consider:
1 Theft of data or theft of proprietary intellectual property.
1 Disruption, theft, or damage to network infrastructure such as servers, networks, data storage,
or data backup storage. Damage can be caused by password crackers or by other types of
malicious sabotage and destruction. Most incidents originate from within the organization.
1 Disruption or damage to the organization infrastructure such as building fires, environmental or
biological hazards, floods, and so on.
1 Disruption or damage to the public infrastructure, including electrical power,
telecommunications (voice and data), transportation grids (roadways, buses, trains) caused by
environmental conditions, or severe weather such as tornadoes or floods.
FileMaker Pro provides two mechanisms for handling databases that might be damaged:
consistency checks and file recovery. Consistency checks occur automatically, if needed, when
the file is opened. You can also choose to verify the consistency of a file that you suspect is
damaged. You can also have FileMaker Pro attempt to recover a damaged file. For more
information about checking consistency and recovering files, see Help.
Important In the event of a server failure, such as an unexpected loss of power, hard drive
failure, or software failure, use the backup files. Any system failure causing FileMaker Server to
shut down inappropriately can result in corrupted files if cached data was not written to disk and
the files were not closed properly. Even if the files re-open and go through a consistency check or
recovery (initiated by either FileMaker Pro or you), corruption might be buried in the file. File
recovery cannot guarantee that problems have been fixed.
Installing, running, and upgrading antivirus software
Because most computers have internet access, they are vulnerable to harm, such as from viruses
being transmitted through email attachments. Make sure all employees run antivirus checking
software regularly, and that they are aware of typical virus warning signs. Employees should scan
all files before copying or downloading them to their computer, and they should never open
unsolicited attachments, even if theyre from someone they know.
While antivirus software is essential in protecting your systems and data, some caution should be
observed in how they are used on computers that host FileMaker Pro databases.
Antivirus programs sometimes lock bytes within a file when they scan for viruses. These locks can
cause the operating system to return an error when FileMaker Pro or FileMaker Server try to write
data to the file, which sometimes causes the file to be flagged as damaged and closed.
Chapter 6 | Protecting databases 153
This situation also applies to files that FileMaker Server uses as backup targets. If the backup file is
being scanned by antivirus software when a scheduled backup occurs, the destination file might be
locked. This causes the backup process to fail, which may result in data loss. This same data loss
issue applies when an open, non-shared FileMaker Pro database file is scanned by antivirus software.
When running antivirus software on computers that host FileMaker Pro databases, follow these
recommendations:
1 Do not run virus protection software on open or hosted databases. First, close the databases,
then run the virus protection software.
1 When you scan your computer for viruses, do not scan the Databases folder and subfolders or
any folder that contains files that actively hosts files through FileMaker Server or FileMaker Pro.
Instead, set your antivirus software to scan your database backup destination folder and make
sure your antivirus scan schedule does not coincide with your FileMaker Server backup
schedule. Wait until databases are completely backed up before scanning them.
Chapter 7
Converting databases from FileMaker Pro 11
and earlier
You must convert files created in FileMaker Pro 11 and earlier to the FileMaker Pro 12 format in
order to use them with FileMaker Pro 13.
When you convert a file, FileMaker Pro creates a Conversion.log file, so you can view the
conversion status and any problems that may have occurred during the conversion process.
Keep the following points in mind:
1 You can only convert files created in FileMaker Pro version 7.x, 8.x, 9.x, 10.x, or 11.x to the
FileMaker Pro 12 format. After conversion, files will only be compatible with FileMaker Pro 12
or later supported versions. To convert files earlier than FileMaker Pro 7, use the latest trial
version of FileMaker Pro 11, which you can download at http://www.filemaker.com/downloads.
1 Manual corrections may be necessary. You might need to correct items in the converted file that
did not convert properly. In some cases, you may need to correct items in the original file and
then convert the file again. After you convert any file, you should review the Conversion.log file
for items that may need to be corrected.
1 You should test the converted file. The Conversion.log file may not indicate every item in the
file that needs to be corrected. Before you begin using a converted database solution, you
should test it thoroughly to make sure every aspect has converted successfully. For example,
make sure every script works as you expect, and that accounts and privilege sets provide the
required file security.
Keep the following points in mind:
1 Although FileMaker Pro 12 and FileMaker Pro 13 use the same file format, using
FileMaker Pro 12 to modify files that use features new in FileMaker Pro 13 is not
recommended.
1 See Help for comprehensive information and step-by-step procedures about converting
FileMaker Pro files.
Conversion overview
When you convert files, FileMaker Pro 13 preserves the contents of your original files and creates
new, converted files in FileMaker Pro 12 format. The content of the original files are not modified,
and you can open them in a previous version of FileMaker Pro. Before you convert a
FileMaker Pro database, you should plan the conversion carefully.
You can convert a single file or convert multiple files at once:
1 Convert single files for standalone database files that dont display related data from other files.
Chapter 7 | Converting databases from FileMaker Pro 11 and earlier 155
1 Convert multiple files all at the same time to convert all the files in a relational database. There
are several ways to select the files that you want to convert; you can drag and drop the files (or
a folder containing the files) onto the FileMaker Pro 13 application icon, or you can select
multiple files in the FileMaker Pro Open dialog box.
Note When multiple files from separate folders are converted, all converted files are created in
the same folder. The original files locations are not preserved. To make converting files easier,
convert all the files from a multi-file relational database at the same time. After the conversion, you
can move either set of files into a duplicate of your original file structure.
For more information about converting single and multiple files, see Help.
Solving basic conversion problems
Here are some suggestions for correcting problems that could occur during conversion.
FileMaker Pro 13 cant open my file
If the file you want to convert is open in an earlier version of FileMaker Pro (for example, an
Inventory.fp7 file is open in FileMaker Pro 11), close the file in the earlier version.
My file didnt convert properly
1 If you are converting a copy of a file, make sure that the original file was closed before you
copied it. Otherwise, the copy will not convert correctly.
1 Check the Conversion.log file located in the folder with the database you are attempting to convert.
1 Try recovering the file first using a previous version of FileMaker Pro and then convert the file again.
I received a consistency check or auto-repair message when I opened my original file with that
version of FileMaker Pro
Try recovering the original file using your version of FileMaker Pro. Then open the recovered file
with that same version, close the file, and then try converting it with FileMaker Pro 13.
The converted file wont accept my password
Passwords are case-sensitive in FileMaker Pro. Make sure you enter your password exactly as it
was created in a previous version of FileMaker Pro. If you are not the owner of the file or the
database administrator, consult your database administrator for password information.
I cant open a snapshot link
You cannot open a snapshot link that was created using FileMaker Pro 11. You must convert the
database from which the records were found and then re-create the snapshot link.
I can't edit a layout object that I copied from a FileMaker Pro 11 file
You cannot edit layout objects that were copied from files created with versions of FileMaker Pro
earlier than FileMaker Pro 13. Either convert the file to FileMaker Pro 13 and edit the object, or re-
create the object in a new FileMaker Pro 13 file.
Index
Symbols
57
^ 57
_ 57
, 57
; 57
: 57
:: 57
! 39
? 36
... 37
" 57, 64
" " 31, 34, 35
( 57, 64
) 57, 64
[ 57
] 57
} 57
@ 34
* 35, 38, 57
/ 57
// 36
& 57
# 34
+ 57
< 37, 57
<= 37
= 35, 38, 57
== 35
> 37, 57
>= 37
~ 35
$ 57
37, 57
57
37, 57
A
Access privileges. See Accounts; Privilege sets
Access via FileMaker Network 125, 148
Accounts
Admin account 140
defining 145
described 138
External Server account 138, 146
Guest account 140
passwords 143
predefined 140
setting up recurring imports 131
viewing 144
Active record 24
Adding
See also Defining; Placing
fields 57
new find requests 39
records 25
related records 26, 120
tables 72
Adding fields
in Manage Database dialog box 61
in Table View 63
Admin account 140, 141
Adobe PDFs, saving data as 130
Aligning
container fields to text 98
objects to other objects 83
text in paragraphs 94
text with checkboxes and radio buttons 94
AND searches 39
Antivirus software, and database management 152
Apple Open Directory 146
Application preferences 50
Area charts, described 105
Asian text
entry 98
printing 99
rotating 98
Attributes, text 93
Authentication
Apple Open Directory 146
described 138
via external server 146
Windows Domain 146
Authorized users. See Accounts; Privilege sets
Authorizing files 12, 148
Auto-complete 91
Auto-Enter 68
Automating tasks. See Scripts
Average of, for summary fields 66
B
Backups
and antivirus software 152
guidelines for 151
scripts for files 50
Badges, in fields for quick finds 32
Bar charts, described 105
Baseline offset 94
Baselines, text 94
Blank layout
See also Layouts
described 75
Blank records, printing 46
Body (layouts), described 100
157
Boolean values
described 36, 58, 70
finding 36
formatting 95
Break fields 101
Browse mode
creating charts in 105
described 22
finding data in 31
Browser, web, working with published database in 136
Browsing records 22
Bubble charts 105
Buttons, including in tab order 27
C
Calculation fields
creating 63
described 58
formulas 63
stored and unstored results 71
Calculations
See also Calculation fields
formatting 95
related fields
field references to 64
summarizing data 120
Calendars, displaying in fields 91
Case-sensitive text, finding 35
Changing
data in fields 28
find requests 41
lookups 123
preferences 50
relationships 119
Characters
maximum in fields 28
not allowed in field names 57
Charting data
creating charts in Browse mode 105
creating charts in Layout mode 105
described 105
editing charts in Layout mode 107
quick charts 105
Checkboxes, displaying fields as 91
Clients
described 125
performing tasks 128
saving files 125
Clones (files) 21
Closing windows and files 20
Color, changing for text 94
Column charts 105
Columns
changing width 80
printing records in 79
resizing in tables 29
Combo boxes, displaying fields as 92
Comma-separated text format 130
Compacted copies of files 21
Comparison operators 64
Container fields
See also Fields
aligning to text 98
described 58
formatting 98
inserting files into 29
saving content in single copy of file 21
storage options for 68
Context menu, choosing from 14
Control styles for fields 91
Control-click to display shortcut menu 14
Converting files 154
Copying
field definitions 21
files 20
records 25
related records 26
scripts 21
Count of, for summary fields 66
Creating See Adding; Defining
Cross-platform, file sharing 18
Currency, formatting 95
Current
date, formatting 95
time, formatting 96
Custom menus, FileMaker Pro Advanced 9
D
Data
charting 105
described 14
entering automatically 25, 68
exporting 130
formatting 83
importing 130
privileges for sharing 138
view as form, list, table 22
viewing in Table View 29
Data entry 28, 6770
Data Entry Only privilege set, described 140
Data sources
described 136
fixing FileMaker references 18
Data types
See also Field types
and calculation results 65
Database locks. See Accounts; Privilege sets
Database solutions
See also Databases; Files
described 10
158
Databases
creating 55
described 14
planning 51
preference for creating new 56
printing 45
protecting 137
publishing on web 136
Databases, relational. See Relational databases
Date fields
described 58
entering and editing values in 28
four-digit years 28, 69
Dates
See also Date fields
displaying calendars 91
entering data 28
finding 36
finding todays 36
formatting 95
four-digit years 69
invalid 36
typing in 28
validating 69
Decimal numbers 95
Defining
See also Adding; Placing
accounts 145
calculation fields 63
databases 57
fields 57
lookups 121
passwords 143
privilege sets 147
summary fields 65
tables 72
value lists 91
Defining fields
in Field Picker dialog box 59
in Manage Database dialog box 61
in Table View 63
Deleting
data 28
field definitions 62
fields from a layout 91
find requests 41
related records 27, 120
Document preferences 50
Drag and drop fields onto layout 90
Drop-down calendar 91
Drop-down lists, displaying fields as 91
Duplicate records, finding 39
Duplicating
files 21
records 25, 30
related records 26
tables in the relationships graph 117
Dynamic guides, in Layout mode 87
Dynamic reports, creating in Table View 30, 65
E
Elements. See Objects
Email
sending from FileMaker Pro 130
sending through SMTP 130
Empty or non-empty fields 38
Encrypted connection (SSL) to host 18, 127
Encryption. See Accounts; Privilege sets
Entering data
automatically 68
typing in fields 28
Envelopes layouts, described 77
Envelopes, printing 47
Excel format
importing and exporting to 130
saving data as 130
Exchanging files
exporting 130, 135
importing 130
relational databases 108
with other applications 130
Exporting
See also Exchanging files
described 130
file formats 130
formatting 135
Extended privileges
described 138
viewing 148
External data sources 136
External Server account 138, 146
F
False result 36, 58, 70, 95
Favorite files 18
Field behavior 27, 99
Field content match 35
Field definitions
copying 21
deleting 62
Field labels 90
Field names 57
Field Picker dialog box, for defining fields 59
Field rights. See Accounts; Privilege sets
Field tool 90
Field types
and calculation results 65
described 58
Field values
deleting 28
described 16
entering and editing 28
entering automatically 68
finding and replacing 42
prohibiting change 68
Field/Control tool 90
159
Fields
adding in Table View 63
adding to a layout 89
creating and changing 57
creating in Manage Database dialog box 61
creating in Table View 63
defining 57
deleting definition 62
deleting from a layout 91
described 15
displaying 10, 73
empty or non-empty, finding 38
entry options 67, 91
formatting 93
formatting data 93
global 71
hiding or showing in Table View 63
indexing 71
maximum characters in 28
merge 92
naming 60, 61
options 62
placing on a layout 89
removing from a layout 91
restricting data entry 99
selecting 27, 88
stored and unstored results 71
text baselines 94
types 58
typing in 28
validation options 69
File formats, import/export 130
File options 50, 149
File paths 127
File references. See data sources
File sharing, enabling 125
FileMaker Go
and sharing files 124
designing layouts for using screen stencils 87
extended privileges for 139
layout themes for 78
privileges for 147
FileMaker Pro
documentation information 8
file format 130
product overview 10
FileMaker Pro Advanced 9
FileMaker Pro format 130
FileMaker Server
described 146
privileges for 139, 148
recommended use 124
uploading database files to 129
FileMaker WebDirect
described 12, 124, 136
privileges for 147
Filename extension, fmp12 18
Files
accounts 138
authorizing access for 148
authorizing access to protected files 12, 148
backing up 50
cloning 21
closing 20
converting 154
copying 20
creating 55
described 15
duplicating 21
encrypted connection (SSL) to host 18, 127
exporting to 135
hosted 18, 127
opening 16
opening across platforms 18
planning 51
privilege sets 138
protecting 137
remote 17
saving 20
saving as self-contained copies 21
shared
on web 136
planning security for 142
templates, described 55
Filtering records in portals 120
Find mode, described 22
Find requests
See also Finding records
adding new 39
broadening criteria 40
deleting 41
described 32
editing 41
mixing find and omit 40
multiple 39, 40
narrowing criteria 39
operators in 33, 37
order of 41
repeating 41
reverting 41
Finding and replacing field values
described 42
panel controls 43
popovers 43
160
Finding records
See also Find requests, Quick finds
adding new request 39
all records 34
Boolean numbers 36
described 31
duplicate records 39
empty or non-empty fields 38
exact values 35
excluding records 40
invalid values 36
logical AND searches 39
logical OR searches 39
multiple criteria 39
omitting records 40
order of requests 41
partial or variable text 34
quick finds in Browse mode 31
ranges of information 37
related fields and records 38
saving and sending as snapshot link 12, 32
showing all records 34
symbols 35
todays date 36
fmp12 filename extension 18
Footers, described 100
Form letters 92
Form View, described 23
Formatting
calculations 95
dates 95
export data 135
graphics 98
import data 130
layout objects 83
numbers 95
paragraphs 94
text 93
times 96
timestamps 97
Forms, viewing records as 22
Formulas, calculation fields 63
Found set
described 22, 32
saving and sending as snapshot link 12, 32
switching with omitted set 42
Four-digit years
in Date fields 28, 69
in Timestamp fields 28
Fraction of Total of, for summary fields 66
Full Access privilege set, described 140, 148
Functions 64
G
Getting Started tour 9
Global storage options 71
Grand summaries, described 101
Graphics, formatting fields for 98
Grid, in Layout mode 86
Groups. See Accounts; Privilege sets
Guest account 140
Guides, in Layout mode 86
H
Headers, described 100
Help, getting for FileMaker Pro 8
Hiding records 42
Highlighting text 94
Horizontal charts 105
Host
database on web 136
described 125
encrypted connection (SSL) 18, 127
FileMaker Server 124
performing tasks 128
saving files 125
HTML table format 130
I
Importing
adding new records 132
described 130
file formats supported 130
into existing files 132
into new tables 132
layout themes 78
recurring imports, described 130
source file or table 132, 134
target file 132
updating existing records 132
updating matching records 133
Indexing
fields 71
text field limitations 36
Inserting files into container fields 29
Inspector
described 81
formatting
field data 93
layout objects 83
opening 83
opening multiple 83
positioning layout objects 84
Intranet
See also Web
files shared on 136
Invalid values, finding 36
J
JDBC
field name considerations 57
privileges for 139, 147
Join expressions. See Relationships
Join fields. See Match fields
161
K
Key fields. See Match fields
L
Labels
field 90
part 99
printing 47
vertical 76
Labels (mailing), printing 46
Labels layouts, described 76
Layout background, setting styles for 101
Layout bar 19, 22
Layout folders, managing 74
Layout mode
changing default when creating new database 56
creating charts in 105
described 22
Layout objects. See Objects
Layout parts
body 100
described 100
field labels 90
footer 100
grand summary 101
header 100
setting styles for 101
subsummary 101
title header and footer 100
Layout pop-up menu 19, 73
Layout themes
changing 56
described 78
importing 78
Layouts
adding fields 89
Blank 75
changing theme 78
changing width 56
charting data 105
columns
changing width 80
setup 79
creating 73
described 10, 73
Envelopes 77
fields
displaying 10, 73
dragging onto layout 90
merge 80
placing 89
placing related 92
removing 91
selecting 88
form view 22
Labels 76
List view 77
managing layouts and layout folders 74
Mode pop-up menu 22
popovers on 82
printing 45
Report 77
slide panels on 81
tab panels on 81
themes 78
tools 81
types 75
unit of measure 84
vertical labels 76
Leader, setting character for paragraphs 94
Limits
characters in fields 28
field names 57
Line charts, described 105
List of, for summary fields 66
List view layout, described 77
List View, described 23
Lists, viewing records as 22
Literal text searches 35
Locked objects 88
Locking, shared records 128
Logical
AND searches 39
OR searches 39
Lookups
changing 123
defining 121
described 108
lookup source field 111
lookup target field 111
stopping or suspending 123
162
M
Macros. See Scripts
Mail merge, using merge fields 92
Mailing labels 76
Manage Database dialog box, creating and changing fields
in 61
Managing layouts and layout folders 74
Margins, displaying in Preview mode 45
Match fields
See also Fields
described 111, 112
in import update 133
Matching records, updating 133
Mathematical operators 64
Maximum characters in fields 28
Maximum, for summary fields 66
Merge fields
described 47
placing on a layout 92
Merge format 130
Microsoft Excel format
importing and exporting 130
saving data as 130
Minimum, for summary fields 66
Mode pop-up menu 22, 73
Modifying fields in Table View 63
Mouse, configuring in System Preferences (OS X) 14
Moving
field to field 27
record to record 24
Multimedia files 58
N
Naming
fields 60, 61
tables 73
Network security guidelines 151
Networks
cross-platform 13, 124
FileMaker Server 124
New Layout/Report assistant, described 74
Non-shared files 143
Number fields
See also Fields
described 58
entering and editing values in 28
finding 36
formatting 95
Numbers
formatting 95
invalid 36
O
Objects, layout
aligning to other objects 83, 85
described 81
formatting 83
locked 88
positioning 84
selecting 88
setting auto resize options 85
setting styles for 101
ODBC
overview 131, 132
using FileMaker as client
described 136
supplemental fields 67
using FileMaker as data source
field name considerations 57
privileges for 139, 147
Omitting
fields during printing 92
records 40
related records 38, 41
Opening
files 16
multiple windows 19
Operators
comparison 64
in find requests 33, 37
mathematical 64
relational 111, 115, 119
Operators list 33
Options, file 50
OR searches 39
P
Page breaks
showing or hiding in Layout mode 85
showing or hiding in relationships graph 118
viewing in Preview mode 45
Page breaks, viewing in Preview mode 45
Page margins, viewing in Preview mode 45
Page numbers
in layout parts 77
viewing in Preview mode 45
Panels, slide panels and tab panels 81
Paragraphs, formatting 94
Parts. See Layout parts
Passwords
defining 143
protecting files with 143
related files, planning 55
PDF documentation 8
PDFs, saving data as 130
Photos, in container fields 58
Picture fields. See Container fields
Pie chart icon in status toolbar 33
Pie charts, described 105
163
Planning
databases 51
file security 141
relational databases 51
Pointer tool. See Selection tool
Pointers to files. See Relationships
Popovers
described 82
finding and replacing field values 43
including in tab order 27
Pop-up menus, displaying fields as 91
Portals
See also Relational databases
adding records 26
deleting records 27
described 111, 114
filtering records in 120
omitting related records 41
placing related records 92
selecting 88
selecting records 24
summarizing data in 120
Positive/negative column charts 105
Preferences
application 50
described 50
file 50
Preview mode, described 22, 45
Previewing printing. See Printing
Previewing columns 79
Primary keys. See Match fields
Print area, viewing 45
Printing
Asian text 99
blank records 46
described 44
envelopes 46, 47
information about database 48
labels 46, 47
previewing 45
records 45
records in columns 79
scripts 48
Privilege sets
Data Entry Only 140
defining 147
described 138
Full Access 140, 148
predefined 140
Read-Only Access 140
viewing 144
Protecting files. See Accounts; Authorizing files; Privilege sets
Publishing databases on the web 136
Q
Quick charts, creating 30, 105
Quick finds
See also Finding records
badges in fields 32
configuring 32
described 31
enabling 32
performing 31
Quick Start Screen, described 16
Quotation marks in searches 34, 35
R
Radio buttons, displaying fields as 91
Ranges of information, finding 37
Read-Only Access privilege set, described 140
Recent files 18
Record locking 128
Records
active 24
adding 25, 30, 132
browsing
in a list 22
individual 22
copying 25, 30
deleting 30
deleting related 27
described 16, 17
displaying sorted related 120
duplicating 25, 30
exporting 135
filtering in portals 120
finding 31
hiding 42
locked 128
matching 133
moving through 24
omitting 40
printing in columns 79
selecting 24
sorting 35, 43
in Table View 30
related records 120
viewing as forms, lists, or tables 22
working with in Table View 30
Recurring imports
account for setting up 131
described 130
Related fields
See also Fields; Relational databases
calculations 64
described 111
on layouts 90
planning 54
summarizing data 120
Related files, restricting access 55
164
Related records
See also Records; Relational databases
adding 26, 120
copying 26
deleting 27, 120
described 111
displaying in portals 92
duplicating 26
finding and omitting 38
placing in portals 92
sorting 120
summarizing data 120
Related tables
described 111
planning 51
Relational databases
described 15, 108
match fields
described 111
planning 112
planning 51, 117
portals 111
related tables
described 111
planning 51
terminology 111
Relational operators 111, 115, 119
Relationships
See also Relational databases
changing 119
comparative 115
creating 118
described 111
multi-criteria 114
planning 54
returning range of records 116
self-joining 117
single-criteria 113
types 112
Relationships graph
creating relationships 118
described 111, 112
text notes in 118
Repeating find requests 41
Report layout
described 77
with grouped data 77
Reports
See also Columnar list/report layout; Layouts; Subsumma-
ries
creating 73
previewing 45
records in columns 79
with grouped data
creating 77
printing 45
Restricting access. See Accounts; Privilege sets
Retrieving data from other files. See Exchanging files
Reverting find requests 41
Right-click to display context menu 14
Rights. See Accounts; Privilege sets
Rulers, showing and hiding 85
S
Saving
data automatically 20
files 20
found set as snapshot link 12
shared files 125
to Excel and PDF formats 130
Scatter charts 105
Screen stencils, in Layout mode 87
Script triggers 12, 49
Scripts
copying 21
described 12, 49
performing 49
printing 48
Searching. See Finding records
Secondary files. See Relational databases
Security, file
network guidelines 151
operating system guidelines 150
planning 141, 150
Selecting
fields 27, 88
objects 88
records 24
Selection tool 88
Self-contained copies of files 21
Self-joins
described 117
for summarizing data in portals 120
Server. See Host; FileMaker Server
Settings. See Preferences
Shared files
See also Networks
accounts 142
clients 125
host 125
limitations 124
on web 136
opening 17
privilege sets 142
saving 125
setting up privileges for 138
Shortcut menu, choosing from 14
Simple Mail Transfer Protocol (SMTP), sending email
through 130
Single-page form layout. See Table View
Slide controls
described 81
finding and replacing field values 43
including in tab order 27
Slide panels, described 81
Slider, for moving through records 24
Snapshot links, saving and sending found set as 12, 32
165
Solutions, database
See also Databases; Files
described 10
Sorting records
described 35, 43
in Table View 30
related 120
Sound files 58
Source file (relationships), described 111
Source table (relationships), described 111
Stacked bar charts 105
Stacked column charts 105
Standard Deviation of, for summary fields 66
Starter Solutions. See Templates
Status toolbar 22, 81
Stopping lookups 123
Storage options for container fields 68
Stored results 71
Strict data type 69
Strings, text. See Text, literal
Styles, setting for objects, parts, layout background 101
Subforms. See Portals
Subsummaries
See also Reports; Summary fields
creating reports 77
parts, described 101
printing 45
Subtotals. See Subsummaries; Summary fields
Summarizing data in related fields 120
Summary fields
Average of 66
Count of 66
creating 65
defining in Table View 65
described 58, 65
Fraction of Total of 66
List of 66
Maximum 66
Minimum 66
on layouts 101
options for 66
Standard Deviation of 66
Total of 66
Summary parts. See Subsummaries
Supplemental fields 67
Symbols
and field names 57
finding 35
System Preferences, configuring mouse (OS X) 14
T
Tab controls
described 81
finding and replacing field values 43
including in tab order 27
Tab order 27
Tab panels, described 81
Table format
See also Table View
described 22
viewing records as 22
Table View
See also Table format 29
adding records 30
changing column order and size 29
copying records 30
creating and changing fields in 63
creating dynamic reports 30, 65
creating quick charts 30
defining summary fields 65
deleting records 30
described 23
duplicating records 30
hiding or showing fields 63
sending email messages based on record data 30
sorting records 30
viewing data 29
working with records 30
Tables
defining 72
described 15
importing data into new 132
naming 73
table occurrences 112
viewing records as 22
Tabs
inserting in fields 28
setting position and alignment 94
Tab-separated text format 130
Templates
creating files 55
described 55
Text
See also Fields
aligning with checkboxes and radio buttons 94
attributes 93
changing color 94
fields 58
finding 35
formatting 93
highlighting 94
literal 34
rotating Asian text 98
selecting 88
Text baselines, specifying options for 94
Text fields
described 58
entering and editing values in 28
Text notes, in relationships graph 118
Themes, layout
changing 56, 78
described 78
importing 78
Time fields
described 58
entering and editing values in 28
166
Times
finding 36
formatting 96
invalid 36
Timestamp fields
described 58
entering and editing values in 28
four-digit years 28
Timestamps, formatting 97
Title headers and footers, described 100
Todays date, finding 36
Tools
Field tool 90
Field/Control tool 90
Popover Button tool 82
selection tool 88
Slide Control tool 82
status toolbar 22
Tab Control tool 81
Total of, for summary fields 66
Triggers, script 12, 49
True result 36, 58, 70, 95
Type-ahead feature 91
U
Unauthorized users. See Accounts; Privilege sets
Unit of measure, changing 84
Unstored results 71
Updating existing data during import 132
Uploading files to FileMaker Server 129
V
Validating field values 69
Value lists
defining 68
described 91
in shared files 128
sorting by 30
Values
See also Field values
finding duplicates 39
finding exact 35
Variables, symbols for 57
Vertical charts 105
Vertical Labels layout, described 76
Vertical writing 98
View as Form, described 22
View as List, described 22
View as Table, described 22
Viewing
accounts 144
extended privileges 148
page breaks and page numbers in Preview mode 45
print area 45
privilege sets 144
records as forms, lists, or tables 22
Virtual results 71
W
Web viewer 11
Web, and field name considerations 57
Wildcards in searches 34, 35
Windows
closing 20
opening multiple 19
Windows Domain 146
X
XML
importing and exporting to 130
privileges for 139, 147
XML format 130
Y
Y2K, year validation 69, 70
Years
four-digit in Date fields 28, 69
four-digit in Timestamp fields 28