User manual FILEMAKER PRO 9 TUTORIAL

[. . . ] 5201 Patrick Henry Drive Santa Clara, California 95054 FileMaker is a trademark of FileMaker, Inc. , registered in the U. S. And other countries, and ScriptMaker and the file folder logo are trademarks of FileMaker, Inc. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software. All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely coincidental. [. . . ] Choose View menu > Browse Mode to see your personalized letter, ready to print, for every record in the database. See "Add a graphic to the layout" on page 29 to learn how to add a logo to the letterhead. 6. When you are finished with this lesson, close the file by choosing File menu > Close. 36 FileMaker Pro Tutorial Lesson 7 Simplifying data entry You can simplify the way you enter data in FileMaker Pro and improve accuracy by using value lists, calculation fields, and data auto-entry. Click in the large box and enter the values for this list, New and Continuing, by typing each value on its own line. 1 1 1 see how value lists can aid data entry write and test a calculation formula use a field's auto-entry options to automatically enter data Enter data using value lists Value lists let you choose the value you want from a scrolling list, a pop-up menu, checkboxes, or radio buttons. These lists can contain predefined values, or can be constructed dynamically based on the values in a particular field. They are an efficient way to enter frequently used values into your database. 8. Click OK to finish. A value list with predefined values, displayed as radio buttons Define a value list 1. Choose Data Entry from the Layout pop-up menu if it is not already Assign a value list to a field and display it as radio buttons 1. For Display as, choose Radio Button Set. 38 FileMaker Pro Tutorial 6. For Display values from, choose Membership Types. Select Radio Button Set The calculation formula uses values from the current record or related records. You can use calculations to return text values (for example, combining the contents of first name and last name fields into a full name field), dates, times, timestamps, and the contents of container fields. Create a calculation field Members of the Corporate Travelers Club pay an annual fee. The following calculation returns a membership renewal fee based on membership type. There are several ways of formulating a calculation, each of which can yield the correct result. The following method uses an If statement to compare the data entered in the Membership Type field with one of the membership types. The calculation returns one of two results. Select Membership Types value list 1. In the Manage Database dialog box, click the Fields tab if it is not already selected. Your radio buttons should be visible in Layout mode. Membership Type field formatted as radio buttons 8. In Browse mode, test your value list and buttons by clicking them. Generate values with a calculation field When you want FileMaker Pro to perform a calculation for you, for example to determine the amount of tax owed or the proper fee to be paid, you use a calculation field. FileMaker Pro can perform simple and complex calculations. Select Calculation 7. Click Create. The Specify Calculation dialog box appears. Lesson 7 | Simplifying data entry 39 8. Scroll through the list of functions in the upper-right corner of the Specify Calculation dialog box until you locate If (test ; resultOne ; resultTwo). Double-click this function so that it appears in this dialog box. The completed calculation This function has three parts: a test, a result if the test evaluates as true (result one), and a result if the test evaluates as false (result two). You will replace the placeholders test, resultOne, and resultTwo with the actual components of the calculation. Field list Function list 13. [. . . ] Click OK. Predefined privilege sets An alert appears informing you that the Admin account in the sample file is not password protected. You must acknowledge this setting before FileMaker Pro allows you to continue. 14. Click Allow to close the alert. You see the Confirm Full Access Login dialog box. 15. Type Admin for Full Access Account. , leave Password blank, then click OK. [. . . ]