Introduction Welcome| 00:00 | (Music playing.)
| | 00:03 | Hi, I'm Cris Ippolite and welcome
to Bento 2 Essential Training.
| | 00:07 | Bento is a personal database for Leopard
that provides an organizational hub for anything
| | 00:12 | that you might want to collect, track
or connect. And if you are new to database
| | 00:16 | creation, don't worry. Bento is perfect
for users with no previous experience.
| | 00:20 | I'll start by introducing the basics,
going over the interface and different
| | 00:24 | ways that you can input and view data.
Then I'll go into the key database
| | 00:28 | concepts as they relate to Bento,
including collections, records, forms and fields.
| | 00:33 | Bento can also be linked to other Mac
applications like Address Book, Mail,
| | 00:38 | iChat and iCal. When we are past the
basics, I'll demonstrate how to design
| | 00:42 | Custom Templates, how to import data
from other applications, share your data
| | 00:48 | and even give you some tips for
backing up and restoring your information.
| | 00:52 | So if you're a Mac user and you're on
the Leopard operating system and you have
| | 00:55 | anything that you'd like to organize,
Bento can help. Let's get started.
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| Using the exercise files| 00:00 | If you're a Premium member of the
lynda.com Online Training Library or if
| | 00:04 | you're watching this tutorial on a
DVD-ROM, then you'll have access to the
| | 00:08 | Exercise Files that are
used throughout this title.
| | 00:11 | This title is a bit unique because
the Exercise Files are actually Bento
| | 00:14 | Database Backups. So each time you
want to load one of these Exercise Files,
| | 00:19 | you must first do what's
called reverting a backup.
| | 00:21 | Now later in this course, we've got a
movie that details how to revert from a
| | 00:25 | backup. But let me quickly show you how to do
that so you can work through the Exercise Files.
| | 00:30 | First, if you open up Bento and go
under the File menu, you'll notice that
| | 00:35 | there's an option for Revert to Bento
Backup. Then you'll be asked to choose
| | 00:41 | which Bento backup you're going to want to use.
| | 00:46 | So if you select that backup and hit
Open, you'll see a message, "Are you sure
| | 00:49 | you want to revert your data?" And
you may even see an Upgrading Database.
| | 00:59 | You'll see a brief animation and
then the Exercise Files will be loaded.
| | 01:03 | A couple of important notes about this.
First of all, you're going to want to
| | 01:06 | get the latest update of Bento. You're going
to at least want to have Bento 2.0v4 or later.
| | 01:13 | The other thing to note is if you're
loading Exercise Files, they are going to
| | 01:17 | override any Bento database files
that you may have created beforehand.
| | 01:22 | So hopefully, you're working with a
clean version of Bento and then you can load
| | 01:25 | these Exercise Files.
| | 01:27 | If you already have a Bento database
in place but you still want to use the
| | 01:30 | Exercise Files, you might want to
check out the movie on backing up your
| | 01:33 | database. That way you can create a
full backup of your Bento database, but
| | 01:37 | still load these Exercise Files and then
restore your original database from a backup.
| | 01:41 | The other thing that's interesting
about Bento is that we'll be linking to
| | 01:45 | Address Book and iCal Events and
Task libraries throughout this title.
| | 01:50 | However, when you link to Address Book
and iCal Events and Tasks libraries on
| | 01:54 | your Mac, it will use data local to you.
So all the data that you see when I'm
| | 01:59 | working with Address Book or iCal
Events and iCal Tasks is only on my machine.
| | 02:04 | If you open up the same backup files,
you'll see the Photographs, Properties,
| | 02:09 | and Sales libraries that I've been
creating throughout the title. But anytime
| | 02:13 | I work with Address Book and iCal,
you're going to see my data, not yours.
| | 02:16 | But that's okay. The same
exercises will work with your data.
| | 02:19 | Another note is if you double-click on
an Exercise File, it will just simply
| | 02:25 | launch Bento and then Bento will
revert to the last database it had opened.
| | 02:29 | That is not how you open up a backup.
| | 02:31 | So you might want to watch the movie on
restoring a backup. If you're a monthly
| | 02:34 | subscriber or an annual subscriber to
Lynda.com, you don't have access to the
| | 02:38 | Exercise Files. But you can still follow
along from scratch or even use your own assets.
| | 02:43 | So let's get started.
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1. Overview Introduction to databases| 00:00 | Before working with a database, it's
important to understand what a database
| | 00:03 | actually is. The definition of a
database is a collection of 'like' information
| | 00:08 | with underlying attributes. It's
kind of a mouthful, but you're probably
| | 00:11 | already familiar with
databases and you may not even know it.
| | 00:14 | You've probably seen databases in the
form of things like Address Books on your
| | 00:18 | computer where one record equals one
individual whose information you're trying
| | 00:21 | to store and in this case that 'like'
information that you're trying to store
| | 00:25 | would be different individuals and
different contact records, and the
| | 00:28 | underlying attributes are actually
things like phone numbers, email, instant
| | 00:32 | message, address, street
address, that type of thing.
| | 00:35 | The first role of a database is to
store data, but in addition to storing data,
| | 00:40 | it also contains the information on
how to identify the data within your
| | 00:43 | application. A good example of a
database that you already know is a spreadsheet.
| | 00:47 | If we take a look at the
spreadsheet here, we see that this one stores
| | 00:50 | individuals or customers and in this
case, each piece of information that's
| | 00:54 | stored in the spreadsheet is
what becomes a field inside Bento.
| | 00:58 | You'll hear me use that term a lot,
but just think about the spreadsheet
| | 01:01 | example. First Name, Last Name, Start
Date, Title or Status are all columns in
| | 01:07 | spreadsheets, but inside Bento,
they become what we call fields.
| | 01:11 | These are all attributes of a customer
or a person in this case. You'll also
| | 01:15 | notice that when we look at a
spreadsheet, the information is organized in
| | 01:18 | columns and rows. You'll see columns
for example, First Name, Last Name, Start
| | 01:23 | Date, Title and Status
and rows one though four.
| | 01:26 | Now, the spreadsheet stores the data,
so as I move the spreadsheet around,
| | 01:30 | the data will travel along with it. So
that's how it works as a storage mechanism.
| | 01:34 | But when it comes to Bento databases,
the rows are actually represented as
| | 01:37 | records and that's terminology that I'm
going to use throughout the rest of this title.
| | 01:42 | So then, a record is a grouping of a
bunch of different pieces of information
| | 01:46 | or attributes that all describe one
instance of the information that's being
| | 01:50 | managed. So in this case you see a row
consists of First Name, Last Name, Start Date,
| | 01:55 | Title and Status which all describe a
contact that we would store inside of our database.
| | 02:00 | Now, the columns in Bento, we call
these attributes fields. Each piece of data
| | 02:04 | describes one of the records. So for
example, you notice that the intersection
| | 02:08 | of a column on a field is a piece of data.
| | 02:10 | So in this case, Estrella we know is
the Last Name that describes one of the
| | 02:14 | contacts that we're managing in
this spreadsheet or in our database.
| | 02:18 | So hopefully, a little background on
databases that you already are familiar with
| | 02:21 | will help you understand the
concepts discussed later in this title.
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| What is Bento?| 00:00 | Bento is an easy-to-use database that
manages things like contacts and tasks
| | 00:05 | and any information that you find
important. Because Bento is a database,
| | 00:09 | you can create data relationships and view
your data in more ways than you can with
| | 00:13 | just a spreadsheet.
| | 00:14 | Bento was designed for Mac OS X, and
the Bento window has features that will
| | 00:18 | seem really familiar to you if you
have already used other Apple applications
| | 00:21 | like Address Book, iCal, Keynote or iTunes.
| | 00:24 | What Bento does is bring together all
of the important information together
| | 00:28 | into one place, to help you get organized.
| | 00:30 | So let's say for example, you have a
property management company and you want
| | 00:34 | to store media like movie clips or
sound bites or images, or even information
| | 00:39 | on rentals that could currently be
stored inside of your iCal library or
| | 00:43 | contacts that are stored inside Address Book.
| | 00:47 | Using Bento will help you bring all
this information together into one place to
| | 00:51 | help you get better organized.
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| The Bento Home dialog| 00:00 | The very first thing that you'll notice
when you open up the Bento application,
| | 00:03 | is something that's
called the Bento Home dialog window.
| | 00:10 | On this window, you'll see four buttons.
The first one, Learn About Bento, will
| | 00:14 | take you over to some brief
tutorials on working with Bento.
| | 00:18 | The second button takes you to a setup
screen for connecting Address Book and
| | 00:21 | iCal to Bento. But we'll
cover this more in a later movie.
| | 00:25 | You can also start by creating a
library to store data and we'll cover this in
| | 00:28 | another chapter as well, or you can
simply start using Bento. That will make
| | 00:34 | the Home dialog window disappear and allow
you to start working with the Bento application.
| | 00:39 | Now, if you'd like to not have that
window appear each time, you go under
| | 00:42 | Bento, to Preferences, and you'll
notice down here next to When Bento Starts,
| | 00:48 | there's a check box by
default for Display Home dialog.
| | 00:52 | Simply un-checking that box and hitting
Close now means that next time you open
| | 00:56 | up the application, it will go
right into the Bento window and
| | 00:59 | in the next handful of videos, we're going to
explore the different sections of this Bento window.
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| Exploring the Bento window| 00:00 | By default, the Bento window contains
three main sections. On the left hand side,
| | 00:05 | you'll notice in the upper left
-hand corner something that's titled
| | 00:08 | Libraries. This is called your Source List.
| | 00:12 | The Source List displays all the
information that you're storing inside of
| | 00:14 | Bento in the form of either libraries
or collections. A library, like you see
| | 00:19 | here with Address Book, is a top level
set of data that relates to a particular
| | 00:23 | activity such as managing your
contacts or tracking projects.
| | 00:28 | Bento provides several different
libraries by default. For example, Address Book,
| | 00:32 | iCal, iCal Tasks, and you'll
also notice that Bento provides you with a
| | 00:37 | sample Projects library by default.
| | 00:39 | When you click on the arrow to the left
of the library, you'll notice that the
| | 00:44 | next level down from each one of these
libraries is what's called a collection.
| | 00:48 | A collection is a subset of records
from within the chosen library, similar to
| | 00:53 | an Address Book group or a playlist
within iTunes. We'll talk more about
| | 00:57 | collections in later movies.
| | 00:58 | Below the Source List, you'll see
what's called the Fields pane. The Fields pane
| | 01:02 | used to be located on the right-
hand side, in case you've ever used Bento 1,
| | 01:05 | but in Bento 2, it's been moved
over to the bottom left-hand corner.
| | 01:09 | The Fields pane displays things that
are called fields. Fields are defined for
| | 01:14 | whatever specific library that you have
chosen. You'll notice that the list of
| | 01:19 | fields change as I click
through to the different libraries.
| | 01:23 | The items listed, fields, are simply a
place or a slot where you're going to
| | 01:28 | store information. Much like you see
here in the case of Address Book,
| | 01:34 | we've got several different fields defined.
| | 01:36 | For example, Birthday, Company Name,
First Name, and that type of thing.
| | 01:43 | In order to be able to get these fields
to appear on screen, you can drag them
| | 01:48 | into your Form View and release,
and that's how they'll be added.
| | 01:52 | In the center, we have what's called
the Records Area. The Records Area can be
| | 01:56 | toggled so that you can look at
your records in different views.
| | 01:59 | Notice right here the word Table.
Clicking on that word gives you a view that
| | 02:03 | looks a lot like a spreadsheet that's
referred to as a Table View within Bento.
| | 02:07 | This allows you to look at your
different fields, listed as columns,
| | 02:12 | with different records listed as rows. You have
one default Table View within the Bento window
| | 02:18 | and then if you look to the
right of it, you've got a couple of
| | 02:21 | different names. In this
case, Overview and Details.
| | 02:25 | These are examples of what are called a
form. You can build as many Form Views
| | 02:29 | as you like. The Form View allows you
to look at your libraries one record at a time,
| | 02:34 | and in a chosen Form View,
it will show fields from one record at a time
| | 02:38 | in arrangements that you can
customize by either using the themes that ship
| | 02:41 | with Bento, or themes
that you create by yourself.
| | 02:43 | By default, all three of these sections,
the Bento window, the Source List, and
| | 02:48 | the Fields pane, are visible on screen
at the same time. If you'd like to just
| | 02:52 | see the records area and not the
Source List or Fields pane, you can go under
| | 02:56 | the View menu, and choose to hide
Libraries & Fields pane. This will make the
| | 03:01 | records area fill the entire Bento window.
| | 03:04 | You can toggle that back by either
going back under the View menu or choosing
| | 03:09 | Command+4 on your keyboard. If you
want to get rid of the Fields pane,
| | 03:13 | you'll notice on the bottom left-hand corner
is an Arrow that will allow you to either
| | 03:17 | show or hide the Fields pane.
| | 03:19 | In addition, when you're inside of
Form View. You'll notice on the bottom
| | 03:22 | right-hand corner, you have additional
tools. We'll use each one of these as we
| | 03:29 | work with customizing forms in later movies.
| | 03:32 | You can show or hide the Form tools
by selecting the same button.
| | 03:37 | Getting familiar with the Bento window,
will help you get the most out of your
| | 03:40 | application. Depending on what it is
that you're doing inside of Bento, you can
| | 03:44 | choose to either see all of the sections,
or just the sections that you need to
| | 03:48 | complete the task at hand.
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| Understanding Form view, Table view, and Split view| 00:00 | Across the top of the Bento window,
you'll find the Navigation Bar.
| | 00:05 | The Navigation Bar is visible both from
Table View or Form View and contains
| | 00:10 | several controls that will help you
display information inside of Bento.
| | 00:13 | For example, if we look on the far left,
we'll see the word Table. Clicking on
| | 00:17 | Table will allow us to see all of the
records in a spreadsheet-like view where
| | 00:21 | we can see multiple records at a time on screen.
| | 00:25 | Each one of your libraries has an
option for Table View. So you'll notice when
| | 00:30 | we go through these different libraries,
we can see multiple records at a time
| | 00:33 | if we choose to see them as a table.
| | 00:35 | If you go to one of the Form View
options, and in this example you see
| | 00:39 | we've got Sales Details and Customer Details.
You'll see that in both cases,
| | 00:44 | what we're seeing is a page-like view,
allowing us to look at one record at a time.
| | 00:49 | In this case, it's one record from
the same library, which is called Sales.
| | 00:53 | So you'll notice by clicking on each
library, you can see which different views
| | 00:56 | you have available to you. Notice that
in each case, you always have a Table View,
| | 01:01 | but it will be up to you to create the
different Form Views for you to view your records.
| | 01:05 | Once you're inside of a Form View,
you'll notice that you can navigate from
| | 01:09 | record-to-record by using the
arrows in the upper right-hand corner.
| | 01:13 | Clicking left will go to the Previous;
clicking right will go to the Next.
| | 01:16 | Also, if you hold down your Option key,
you'll notice that the buttons change,
| | 01:20 | to allow you to navigate to the very
first record in a chosen set or the very
| | 01:25 | last record in a chosen set.
| | 01:27 | In addition to navigating between your
single Table View or your multiple Form
| | 01:31 | Views that you can create for each
library, you'll notice that there's buttons
| | 01:35 | in the far right corner.
| | 01:36 | The first one, the Plus button, allows
you to add a new form and right next to it
| | 01:41 | is a Minus button that allows you to
delete the selected form. In this case
| | 01:45 | if I hit Delete, it would delete the
Customer Details form. But something new
| | 01:50 | inside of Bento 2 is represented here
by this icon and it's called Split View.
| | 01:56 | This new hybrid Split View shows both
summaries on the top and details on the bottom,
| | 02:01 | to make both viewing, editing and
storing information even easier than before.
| | 02:06 | You can now view forms in Split View
showing list Summary tables in the very top,
| | 02:11 | and you'll notice by clicking the
button in the bottom right-hand corner
| | 02:14 | that you can still display the
bottom row for your Summary fields.
| | 02:18 | You'll also see that as you navigate
from record to record in your Table View,
| | 02:26 | the chosen record changes in the
bottom part of your Split View.
| | 02:29 | So there are various different ways
that you can work with your data and all of
| | 02:32 | them can be reached through using your
Navigation Bar at the top of the Bento window.
| | 02:36 | Not only does Bento allow you to
store your data, but it provides multiple
| | 02:40 | different options for you to be able
to view and work with that data as well.
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2. Using Libraries Using libraries in Bento| 00:00 | Bento stores information in things
that are called libraries. A library is a
| | 00:05 | set of data that relates
to a particular activity.
| | 00:07 | For example, if we want to store
contact information, we would store that
| | 00:12 | inside of this library that's called
Address Book. You'll also notice a sample
| | 00:16 | library that's installed when you
first open up Bento that's called Projects.
| | 00:21 | In Bento, you use these libraries to
organize your information and you should
| | 00:25 | also know that the libraries are
composed of things that are called records.
| | 00:29 | For example, in our Projects library,
we see that we've got three individual
| | 00:35 | records. Each one of these records
represents a separate project and you can
| | 00:40 | have as many of these records as
you'd like inside of your libraries.
| | 00:42 | You'll also see that we've got several
different libraries and in each one of them,
| | 00:48 | we've got different counts of
records. iCal Tasks have 6, the Events in
| | 00:53 | this example have 24, and Address Book has 662,
which you can see on the bottom of the screen.
| | 01:00 | Within each one of these records,
you'll notice that there are various
| | 01:04 | different columns. You can also see
if you click on Overview that there are
| | 01:08 | other spaces to store data
and these spaces are called fields.
| | 01:13 | You'll notice that each time that you
click on a new library, the area below
| | 01:18 | the Source List changes. This
area is called the Fields pane.
| | 01:22 | You'll notice that there are various
different things that are called fields
| | 01:25 | that are listed for each different
library. So in the case of Address Book,
| | 01:29 | you see that we're creating fields for
things like Birthday, Cellphone, Date,
| | 01:33 | Completed Date, Modified and then
with Events, you can see some of the more
| | 01:37 | event-specific fields.
| | 01:39 | So you can see in the Field list that
there are different fields defined for
| | 01:44 | each library and we see that a
Project library has things like the Start and
| | 01:49 | End, the Status, Description, and it
even has some other fields that aren't
| | 01:53 | visible on the first screen like
Priority, Email Address, Project Leader.
| | 01:58 | So even though you've defined these
fields within your library, you can choose
| | 02:02 | them whether or not you
want to see them on a form.
| | 02:05 | So libraries have multiple records
and each one of those records can have
| | 02:09 | various different fields defined for
them and all these come together to allow
| | 02:13 | Bento to be able to help you
store and manage your information.
| | 02:16 | Now that we understand the relationship
between libraries, records, and fields
| | 02:19 | and how they all work together to
store data in Bento, we can move on to
| | 02:23 | working with libraries in more detail.
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| Viewing records in a library| 00:00 | Within Bento, libraries are made up of
things called records. You can see that
| | 00:04 | each individual library will contain
different numbers of records and there are
| | 00:09 | three different ways that you can
view the records within each library.
| | 00:12 | If you choose the Address Book library,
you will notice that you have three options.
| | 00:16 | Table View, where you can see all 662
records in one long spreadsheet-like view
| | 00:23 | called the Table. Or look
at one record at a time in the two
| | 00:27 | different Form Views. One here is
called Overview, one is called Details.
| | 00:33 | And notice that even though these records
are based on the same library that they
| | 00:37 | contain different fields.
| | 00:41 | And now in Bento 2, you can look at
both of these views at the same time by
| | 00:46 | pressing this button in the upper right
-hand corner that will show you Table View
| | 00:49 | on the top and Form View on the
bottom. This is called Split View in Bento 2.
| | 00:55 | The important thing to understand here
is that there is a relationship between
| | 00:58 | the libraries and the records that are
stored within them and as you review the
| | 01:03 | information, it's going to be
important for you to think of it as information
| | 01:06 | that fits inside of a field. So multiple
fields can be contained within one record
| | 01:12 | and multiple records can
be contained within one library.
| | 01:17 | So for example, we click on Projects,
we see that it has a different set of fields,
| | 01:22 | which are listed down here in
the Fields pane. So like the project name
| | 01:26 | in this case and the fields that the
records are made of, you will see all
| | 01:30 | these different fields together will
build this one single record and all of
| | 01:35 | these records are then
stored inside of libraries.
| | 01:39 | So since libraries play a very
important role by storing all the different
| | 01:42 | records and storing all the information
within fields, you are going to want to
| | 01:46 | learn a little bit more
about how to create your own.
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| Planning libraries| 00:00 | Before you even start creating
anything in the Bento application, you are
| | 00:04 | going to want to plan out the
information that you intend to manage. And since
| | 00:07 | we have learned that the top level of
information in Bento is called a library,
| | 00:11 | then you are going to want to first determine
which libraries you are going to want to create.
| | 00:15 | So in our examples moving forward,
we are going to be building a Bento database
| | 00:19 | that can help us manage Property
Rentals and we'll note that there are
| | 00:22 | different activities that help us
manage Property Rentals. And if we look at
| | 00:27 | the activities that are involved in
Property Rentals, we'll see that we are
| | 00:30 | going to want to store information
about let's say properties, who is renting
| | 00:34 | the properties, when they are rented,
and the different tasks that are
| | 00:37 | associated with each.
| | 00:38 | And we'll note that these different
activities all have their own unique
| | 00:41 | information. So each will have to
have their own library. So from this analysis,
| | 00:46 | we can determine that we are
going to need a library for Properties,
| | 00:50 | a library for Rentals, another one for
Rental Tasks, and lastly a library for
| | 00:56 | Renters. And the reason these all have
their own library is because these are
| | 01:00 | unique sets of data and we might want
to define different types of fields for
| | 01:04 | each type of group. So therefore,
we'll give them their own libraries.
| | 01:07 | The next step will be to determine
where the information is going to come from
| | 01:10 | for each of these libraries. So for
example with Rentals we are already storing
| | 01:15 | all of this information inside of our
iCal calendar and even in the Rental Tasks
| | 01:19 | we are currently storing
this information in our iCal Tasks.
| | 01:23 | So as we'll talk about in a later
movie we are just going to link these
| | 01:26 | libraries to our existing iCal
application. The same is true for Renters;
| | 01:30 | we currently store all of our information
for Renters inside of Address Book.
| | 01:35 | So we'll just link over to Address Book.
But finally you will notice that we have
| | 01:38 | to create a Properties library.
Currently we don't have any resource of data
| | 01:43 | for the Properties library, so we'll
have to create one of these from scratch.
| | 01:46 | So now that we have planned out all the
libraries that we are going to need in
| | 01:49 | our Bento application, we can now move on to
starting up Bento and then creating those libraries.
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| Creating libraries by importing| 00:00 | Now that we have planned out our
Bento application, we have determined that
| | 00:03 | it's going to include four different
discrete groups of information. Each one
| | 00:07 | of those groups is going to be given
their own library. We have also determined
| | 00:11 | that although we already we have some
of the libraries created in our Bento
| | 00:15 | application by default, for example,
Address Book, iCal Events and iCal Tasks,
| | 00:21 | we need to create a new one for Properties.
| | 00:24 | Before we do that, you will probably
notice that you have one that's called
| | 00:27 | Projects. This is the default or
sample library that ships with Bento but
| | 00:33 | in order for us to move forward we are
going to want to remove this one from the
| | 00:36 | application and that's as simple as
clicking on the library and then either
| | 00:40 | right-clicking and choosing Delete
or going under the Edit menu and also
| | 00:47 | choosing Delete Library. In either
case you will be asked if you really want
| | 00:52 | to delete the library. In this case, we do.
| | 00:56 | So now that we have got just the
libraries that we want to work with, we need
| | 00:59 | to create the Properties library.
One way that we can create a Properties library
| | 01:04 | is by going under the File menu
and choosing New Blank Library.
| | 01:08 | As you will see on screen it gives us
exactly that, a blank library. This would
| | 01:12 | require that we define all the
various fields that we need inside of
| | 01:16 | the Properties library.
| | 01:18 | Since we'll be covering that in a
later chapter instead what we are going to
| | 01:21 | do is undo the New Library. But we'll
go under the File menu and we'll choose
| | 01:27 | the option for Import.
| | 01:29 | If you select Import > File, you will
see the Import dialog window appear on screen.
| | 01:34 | Here we are going to assume
that we have got a spreadsheet made up of
| | 01:37 | property information. And what's nice
about creating a library by importing is
| | 01:41 | that you don't have to define all the
fiends because every column that's in a
| | 01:44 | spreadsheet, in this example, will
become a field in our new library and all of
| | 01:49 | the data that's stored inside that spreadsheet
will also be brought over into our new library.
| | 01:54 | So first we are going to want to choose
the file that we are going to use to import.
| | 01:57 | In this case, if you go into
your Exercise Folder for Using Libraries,
| | 02:02 | you will see that there is spreadsheet
in there called Properties. If we select
| | 02:05 | that file, we then see the format
that we can choose from. Here we'll stick
| | 02:10 | with the default of Comma separated.
| | 02:13 | And this is the important part: choosing
a target. If we had an existing library
| | 02:17 | where this information could be stored,
we could choose that here. Instead
| | 02:21 | we are going to keep the setting for New
Library and we could keep the name that's
| | 02:25 | called Properties. And the name of the
spreadsheet was Properties, so that's
| | 02:29 | why the word Properties is already
stored inside of the name of the New Library.
| | 02:34 | And then lastly, we'll set up the
import but since we are creating a new library,
| | 02:38 | we don't have to match up any fields.
We just have to choose which
| | 02:41 | type of field it's going to be. And
again, we'll talk more about fields and
| | 02:45 | field types in a later chapter. But
here we can leave all this information as
| | 02:49 | its default of text.
| | 02:52 | We can cycle through each record to
see how the records in our library will look,
| | 02:55 | but then when we are done, we can
just simply hit the Import button in the
| | 02:59 | bottom right-hard corner. And after a
couple of moments, we notice that a new
| | 03:05 | library pops up in our Source List.
| | 03:08 | This one is called Properties. It gives
us a default Table View in addition to
| | 03:12 | one Form View for us to start off with.
We look at a Table View, we see that
| | 03:16 | all three records from our
spreadsheet reported over into the Properties
| | 03:20 | library and every field has been defined.
We also see those here in the Fields pane
| | 03:25 | and all the appropriate information
has been placed into the proper column.
| | 03:29 | When creating a new library, choosing
the Import function can allow you to
| | 03:33 | create the library on your behalf,
which will also take advantage of defining
| | 03:36 | all the fields and pulling all the data
from your spreadsheet into your new library.
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| Creating libraries from Bento templates| 00:00 | Another way to create a new library in
your Bento application is to create one
| | 00:05 | from a template. Like other iWork
applications Bento provides many library
| | 00:10 | templates that will create the fields and
manage specific kinds of information on your behalf.
| | 00:16 | If you go under your File menu, you
will notice that there is an option for
| | 00:19 | New Library from Template. The first thing
you will see on screen are the various
| | 00:23 | different templates that you can
choose from. You will see that in each case
| | 00:26 | it's based on a theme that's already
developed and it's already got several
| | 00:30 | fields defined for you.
| | 00:31 | So let's say in our case we want to
add a Properties library. We'll just find
| | 00:36 | one that could possible be the closest.
Let's say Products For Sale.
| | 00:44 | We can then name it something different and
hit the Choose button. What this will do
| | 00:53 | is create a new library in our
Source List, give us several different
| | 00:58 | predefined fields and also apply a template
for us with the specific font and look and feel.
| | 01:04 | We can go in and add more fields or
even change the existing field names or
| | 01:08 | types but this saves us a couple of
steps in having to define fields. We could
| | 01:13 | add more fields or even modify the
ones that are provided for us but that's
| | 01:16 | something that we are going
to cover in a later chapter.
| | 01:19 | Now although we have just chosen one
of these library templates, Bento ships
| | 01:22 | with 30 different types of templates
and they fit into the categories of
| | 01:26 | Educational, Personal, or Work and
they have already got all your fields
| | 01:29 | defined and layouts designed. And using a
template could very well save you a lot of time.
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3. Using Libraries for Address Book, iCal Events, and iCal TasksWorking with linked data from Address Book and iCal| 00:00 | Bento provides libraries that
display data form Mac OS X Address Book and
| | 00:04 | iCal applications. With these
libraries you can manage Contacts, Events, and
| | 00:09 | Tasks and even display them is related
records from other libraries within Bento.
| | 00:13 | You will notice that when you first
open up Bento, you saw a library created
| | 00:17 | for Address Book, library created for
iCal Events and also one for iCal Tasks.
| | 00:22 | What you may not have noticed, however,
is that there is also information inside
| | 00:27 | of these libraries and that information matches
the corresponding standalone OS X applications.
| | 00:34 | So in this case, we see Address Book
and if we open up our Address Book,
| | 00:38 | we see that the list of names matches
completely. We have 662 cards in Address Book
| | 00:43 | and 662 cards in our Address Book
library. When you are going through the same
| | 00:48 | version of this Bento database, you may
notice that you have different contacts
| | 00:51 | in your Address Book and that's
simply because we are looking at my Address Book
| | 00:54 | on screen whereas on your computer,
you are looking at your Address Book.
| | 00:58 | You should keep this in mind if you
ever try to move a Bento database from one
| | 01:01 | computer to another. The links to the
Address Book in the iCal applications
| | 01:05 | will be maintained but
the data may be different.
| | 01:07 | So you will notice also inside iCal
Events, I can list all of the different
| | 01:12 | iCal Events or look at them as a detail
and they are the same iCal Events that
| | 01:16 | are listed inside my Calendar
application. And finally, iCal Tasks are also
| | 01:23 | represented as a library within Bento.
| | 01:26 | These applications are linked by
default within Bento but if for some reason
| | 01:30 | you would like to not link Address
Book and iCal, you can go under the File
| | 01:34 | menu and choose Address Book and iCal
Setup. And you will notice that a window
| | 01:40 | appears that has the default settings
of Display Address Book and Display iCal
| | 01:44 | already checked. But if you uncheck
those items and hit OK, you will see that
| | 01:50 | it will then remove the link between
that application and your Bento database.
| | 01:54 | Although that data will no longer be
displayed within your Bento database,
| | 01:58 | it will still appear in the standalone
applications. In this case, we are going
| | 02:02 | the keep these default links on because
in our application that we are building
| | 02:08 | all of our Renters are stored in an
Address Book, all of our Rentals are stored
| | 02:12 | inside of iCal Events, and all of the To Do items
for each property are restore inside iCal Tasks.
| | 02:19 | Here we can see how helpful it is that
Bento provides libraries that display
| | 02:22 | data from the Mac OS X
Address Book and iCal applications.
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| Updating Address Book and iCal data from Bento| 00:00 | By default, Bento provides libraries
that display data from Mac OS X Address Book
| | 00:05 | and iCal applications. But this is
not just a tool that allows us to bring
| | 00:10 | in data one time, but instead is a
live link. What that means is that if we
| | 00:15 | update information inside of Bento,
that information will be updated in the
| | 00:18 | other application as well. Let's
take a look at an example of that.
| | 00:22 | We see I've got my Address Book
library selected in Bento and I'll go and
| | 00:27 | open up my Address Book library here
as well. If I choose one of my contacts
| | 00:34 | and go into Edit mode, I'll change the
First Name and then hit Save. You'll see
| | 00:46 | that instantly updated
back in my Bento database.
| | 00:51 | The same is true, if I double-click
into a field in my Bento database,
| | 00:57 | then by clicking back over into the linked
application in this case, Address Book,
| | 01:02 | you see that information has been updated
as well. This is true for any of the fields
| | 01:06 | that come preloaded inside of Address Book.
| | 01:09 | To be more specific, there are only a
certain list of fields that will update
| | 01:13 | from Address Book via Bento. Here is a
list of those fields. So you should be
| | 01:19 | aware of that any new fields that you
add to your Address Book application,
| | 01:23 | won't be listed inside of Bento,
and vice versa is also true.
| | 01:27 | I can add fields to my Address Book
library in Bento and those fields will not
| | 01:31 | be added to the Address Book
application. Not only can we can update
| | 01:35 | information from within Address Book,
but we can also update any iCal info.
| | 01:40 | You'll notice that we've got a list of
iCal Events. These are the same events
| | 01:45 | started within our iCal application.
You'll notice when I create a new event
| | 01:54 | that automatically gets added, as you
see here, to my list of events within iCal.
| | 01:58 | The same is true, if I update those
values. You'll see them updated within iCal.
| | 02:12 | Finally, the same logic applies to any
of the tasks that are listed as To Do
| | 02:17 | Items within your iCal application. So
Address Book has one source of data,
| | 02:22 | all the contacts, but iCal has two, your
iCal Events and your iCal Tasks. But just
| | 02:28 | like there are some things to be aware
of within Address Book, you should also
| | 02:32 | know that the following fields in the
Bento iCal Task library update the iCal
| | 02:36 | application. Those would be the
Calendar, Completion date, Due date, Note,
| | 02:40 | Priority, Title and URL.
| | 02:43 | In the case of URL, you're going to
make sure that that's a text field. Also,
| | 02:47 | when you've linked to the iCal Events
application, you should also be aware of
| | 02:51 | that the following fields will link.
Just like with your Address Book library,
| | 02:56 | you can add a field to your iCal
Events library, but that field will not be
| | 03:01 | added to the same events
within your iCal application.
| | 03:05 | We'll talk in great detail about
adding fields later in this title. It's your
| | 03:09 | choice that whether or not you want to
link your Bento database to your Address
| | 03:12 | Book and iCal applications, but you
can see by having those two applications
| | 03:16 | linked that you can
advantage of all sorts of live data.
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4. Searching and Advanced Searching Searching in Bento| 00:00 | With all of the different information
that you can store inside of one Bento
| | 00:03 | database, it's probably going to be
helpful to learn how you can locate
| | 00:06 | specific pieces of data easily.
Bento offers the same type of search that
| | 00:10 | you're used to in other applications
like iTunes and it works in the same way.
| | 00:14 | You'll notice in the upper right-hand
corner of your Bento application, whether
| | 00:18 | you're in Table View or in one of the
Form Views, you'll see that there is a
| | 00:23 | window that says Search. If you click
inside of there and start typing, and
| | 00:28 | you can tell how many records are found
by looking on the bottom of the screen
| | 00:32 | when you're in Table View or inside of
Form View. Here inside Form View,
| | 00:35 | you see we get more description.
We get which record we're on within that
| | 00:40 | particular set of data.
| | 00:42 | So as we continue to add more criteria,
so if I add 'bo' instead, we'll see
| | 00:47 | that that's making my found set
smaller. So the idea here is that the more
| | 00:52 | detail that you add to your Search
criteria, the smaller your found set.
| | 00:56 | That's going to be helpful if you're just
trying to locate one record. But if what
| | 00:59 | you're trying to do is create a
smaller subset of records for either printing
| | 01:03 | or just working with them on screen,
then enter in the appropriate search
| | 01:06 | criteria into this Search field.
| | 01:08 | So you see in this case, I've entered
in the criteria boo. If we look at each
| | 01:13 | one of these records, here we can see
in Record 3 of 3 that boo matches one of
| | 01:19 | the street address values. Typing into
this field will look for matches inside
| | 01:25 | all of the fields that you see here on
screen. So you should keep that in mind
| | 01:28 | when you're looking through your sets.
Here you see Boo is a partial street
| | 01:34 | address name. In this case, Boo
happens to be the First Name of our contact.
| | 01:40 | When you click on your magnifying
glass, you'll notice that some recent
| | 01:43 | searches that you've made have been
saved within your Bento application.
| | 01:47 | You also have the ability to clear those
out if you'd like to. When you're done
| | 01:51 | working with just a small subset of
records, you can return back to seeing all
| | 01:56 | of the records in your library, by
going under Records to Show All Records or
| | 02:00 | using the corresponding Command+J
keystrokes. In this case, now you see that
| | 02:05 | we've been restored to seeing all 662 records.
| | 02:09 | One thing to keep in mind though is
that when you use the Search field,
| | 02:11 | you'll do a simple search inside of all
text and all field types except for Media,
| | 02:16 | Related Record Lists, File Lists and
Message Lists, all of which we'll be
| | 02:20 | covering in later movies.
| | 02:22 | Anytime that you want to create smaller
sets of data within your Bento libraries,
| | 02:25 | just use the Search field located in the
upper right-hand corner of your application.
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| Advanced Find| 00:00 | Bento provides an easy way for you to
isolate specific records within your
| | 00:04 | libraries by using the Search field
in the upper right-hand corner.
| | 00:07 | But sometimes, you want to do more specific
or refined searches and in that case,
| | 00:12 | you case this feature
that's called Advanced Find.
| | 00:15 | You'll see that by clicking on the
magnifying glass in the Search field, I can
| | 00:20 | invoke the Advanced Find features.
For example, let's go into my Sales library
| | 00:26 | and select Advanced Find and you'll
see that on the very top of my screen,
| | 00:33 | I have some new options.
| | 00:35 | First you'll see that I can choose from
any one of the fields that's listed on
| | 00:38 | the view. In this case, we'll choose
Income Received and then choose a search
| | 00:42 | operator. So in this case, I want to
be able to isolate all of the records
| | 00:47 | where Income Received is greater than
9.00. Once I've entered in my criteria,
| | 00:56 | I then hit the Find button and you see
that it presents me with four records on screen,
| | 01:02 | all of which match the criteria.
| | 01:04 | But what you can do inside of Advanced
Find is add more search criteria.
| | 01:09 | If we click on the Plus button at the end
of the row, you'll see that our original
| | 01:12 | search values are maintained but then
we can add new ones. We can still choose
| | 01:18 | from any of the fields that are on
this view. In this case, we'll look for
| | 01:21 | Print Number and I'll enter in the
value 4 and now I'll hit Find again.
| | 01:26 | So now you see that we've got five
records that match, but you'll notice here,
| | 01:31 | we've got one Print Number of 4, two
Print Numbers of 4, this one has 4 in it,
| | 01:36 | but these two don't seem to match. Well,
the reason is because by default Bento
| | 01:39 | will display any records that match any
of the following conditions. So you'll
| | 01:44 | see in this case, it matches the 4 but
not the greater than 9. So you do have
| | 01:50 | the option to say match all of the conditions.
| | 01:54 | So now watch what happens when we hit
Find Again. You see that that narrows us
| | 01:58 | down to just to 1 record. One record
that happens to match Income Received
| | 02:02 | greater than 9.00 as well as the Print
Number equals 4. In order to leave the
| | 02:07 | Advanced Find view, you'll see on
the right-hand side that you've got an
| | 02:10 | Advanced Find button with an x and by
clicking on that, that'll take you back
| | 02:15 | into your original view that you
started in, in the first place.
| | 02:18 | So within Bento, if you're looking for
specific records inside of libraries,
| | 02:21 | first navigate to the library and
either use your Search field that you're
| | 02:24 | probably familiar with from other
applications or you choose the powerful
| | 02:29 | Advanced Find to add as many
criterion as you'd like to your search.
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5. Using Collections Understanding collections| 00:00 | In Bento, your records are kept in
libraries. For example, here we have
| | 00:04 | libraries for Address Book, iCal Events,
iCal Tasks and one we've created for
| | 00:08 | Properties. Now, if you want to
organize your records in different ways or if
| | 00:12 | you wanted to work with a subset of
records within the library, you can do a search.
| | 00:16 | Keep in mind as you're looking
at the records that I have on screen
| | 00:19 | that these are from my Address Book
library. So when you open up the same
| | 00:23 | database on your computer, you'll instead
see records that come from your Address Book.
| | 00:28 | So for example, if we click on the
Address Book library and enter in a search term,
| | 00:33 | Cris, we can see that we've got
four different records that match the
| | 00:37 | criteria. If we'd like to use the same
found set later or if we don't want to
| | 00:42 | have to do a search in order to
retrieve these same records, we can create
| | 00:45 | something that's called a collection.
| | 00:46 | For example, you'll see that in the
Address Book, there is an arrow to the
| | 00:51 | left-hand side. By clicking on that arrow,
we'll see any collections that are
| | 00:54 | related to the Address Book library.
In this case, we've got a Work People
| | 00:59 | collection. So you'll notice that the
Work People collection has its own group
| | 01:03 | of five different records.
| | 01:05 | By the way, those happen to be the same
records that are in a Work People group
| | 01:09 | inside of our Address Book. So as a
matter of fact, in this case, this group
| | 01:13 | was created in Address Book and is
now reflected as a collection inside of Bento.
| | 01:17 | Like in iTunes, a record can
appear in many different collections much
| | 01:21 | like a song appearing in
many different playlists.
| | 01:23 | For example, you see in the Work People
collection, we've got the Lucy Kitters,
| | 01:27 | but also in the main Address Book,
we see that that record still exists.
| | 01:34 | Now if I were to create several other
collections, I could assign the Lucy Kitters
| | 01:38 | record to all of those, if I needed to.
| | 01:40 | A collection contains records from a
single library. Address Book can have its
| | 01:44 | own collections, iCal Events can have
its own, as well as the Properties one
| | 01:48 | that we've created if we want it to.
We can put records from Address Book into
| | 01:52 | an Address Book collection, but we
cannot put another library's records into an
| | 01:56 | Address Book collection. So the rule
here is that you cannot mix records from
| | 01:59 | different libraries into one single
collection. They actually have to be the
| | 02:03 | child of the library from which they're created.
| | 02:05 | Using collections in Bento is a very
useful tool in organizing your data.
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| Creating collections| 00:00 | In Bento, a collection is a set of
records from within a library. When you're
| | 00:04 | working with data from within a library,
you can use Search or Advanced Search
| | 00:08 | to isolate certain subsets of records.
| | 00:10 | So, for example, if I went into Advanced
Find and I picked Home Address and the
| | 00:16 | State, Contains, CA, when I hit the
Find button, it's going to search my
| | 00:22 | version of the Address Book to give me
all the records that have the state of
| | 00:26 | California in the State field.
| | 00:28 | So you see in my case, I've got 9
different matching records. Now let's say I
| | 00:33 | want to recall this group of records,
because each time I have an event inside
| | 00:36 | of California, I want to notify them or
let's just say I use this found set of
| | 00:40 | records quite often.
| | 00:42 | Well, instead of having to do a search
each time, one thing I can do is create
| | 00:45 | a collection from this found set. There
is a couple of different ways to create
| | 00:48 | collections, but if you've already
created a found set inside of your library,
| | 00:53 | you can select all of the records by
choosing one of the records at the end of
| | 00:57 | your set. In this case, I'm holding
down the Shift key, selecting the 9th
| | 01:02 | record in the first and it selects all
of the records. You'll notice under the
| | 01:05 | File menu, I've got a couple
different options for creating a collection.
| | 01:09 | I can create a collection from scratch,
or in this case, I'll choose a New
| | 01:13 | Collection from the Selection. Up on
screen, you see it asks me to name my
| | 01:20 | collection, in this case, I'll call it
CA Contacts, and I hit OK. You'll notice
| | 01:25 | now that drops down another
collection underneath the Address Book library,
| | 01:29 | because these are records
in my Address Book library.
| | 01:32 | As I toggle between these two, you'll
see I could have all my Address Book
| | 01:36 | information, which in this case would
be all 662 records. If I click on Work
| | 01:41 | People, you see it creates a list of
just the five records that I've got that
| | 01:46 | match that criteria and
California Contacts as well.
| | 01:50 | You'll notice when I click on the Work
People collection that I've got a record
| | 01:54 | for Lucy Kitters. You'll notice also
that inside my CA Contacts, I also have a
| | 01:59 | record for Lucy Kitters. This doesn't
mean that I've got two records for Lucy
| | 02:03 | Kitters. This just means that contact
record exists in two different collections.
| | 02:08 | So as a note, a record can appear in
multiple different collections, much like
| | 02:12 | an iTunes song that can appear in
multiple different playlists. The other thing
| | 02:15 | you'll notice is that we've just
created this CA Contacts in Bento, and if we
| | 02:19 | navigate over to my Address Book, we'll
see that the CA Contacts has also been
| | 02:25 | created as a group inside of
the Address Book application.
| | 02:27 | Now this is not just specific to the
Address Book library. For example, if I
| | 02:32 | went into the iCal Events and clicked
on Table, you'll see that I have a series
| | 02:37 | of events that are being
pulled from my iCal application.
| | 02:41 | Let's say what I'd like to do is sort
all these so that I can identify the
| | 02:46 | events that happen to be related to the
Lily property. I'll do the same thing,
| | 02:51 | click on the first record and then
hold down the Shift key and isolate all of
| | 02:57 | these records here.
| | 02:58 | What I could do in this case is create
a New Collection from Selection, or if I
| | 03:02 | just created a New Collection first, I
can name it Lily Events, go back into my
| | 03:10 | Table View, isolate those and then
add those to the empty collection.
| | 03:17 | In this case, I've created
a collection from scratch.
| | 03:21 | So there are a couple of different
ways that you can create collections in
| | 03:23 | Bento, either from a Selection or just
create a new collection and then drag
| | 03:28 | different records into those collections.
| | 03:30 | A collection in Bento is similar to
a playlist in iTunes. If you've used
| | 03:34 | iTunes, you know how convenient it
is to have a playlist to create a
| | 03:37 | compilation of songs or videos. And
collections in Bento give you that same
| | 03:41 | convenience for grouping records from a library.
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| Modifying collections| 00:00 | Once you've created a collection
inside of Bento, you can still make
| | 00:03 | modifications to the records that
are found within the collection, thus
| | 00:06 | modifying the collection
that you've already created.
| | 00:08 | For example, you see here that under
our iCal Events, we've got a table of 25
| | 00:13 | records, but we've created a
collection within the iCal Events called Lily
| | 00:18 | Events that just has three records.
But let's say after some time passes
| | 00:22 | we notice that there are other Lily
property-related events that we'd like to add
| | 00:26 | to that collection. For example, you
see here the 17th record says "Handyman
| | 00:31 | arriving at Lily." Let's say we'd
like to add that one to the Lily Events.
| | 00:34 | One of the things that we could do is select
the record and right-click on it and
| | 00:38 | you'll see here that I have a
couple of different options.
| | 00:41 | One of them is to add to a collection.
You'll notice that the only collection
| | 00:44 | listed is the one that's also based on
the iCal Events, since this is an iCal
| | 00:48 | Event record. If I choose that, notice
by going over to Lily Events that the
| | 00:53 | "Handyman arriving Lily" record is now
included inside of the Lily Events collection.
| | 00:57 | We go back to all of the events in
the iCal. We'll notice that we've got
| | 01:03 | another iCal Event that we'd like to
add to the Lily Events collection.
| | 01:06 | In this case, if we simply drag and drop
onto the Lily Events collection, we'll see
| | 01:11 | that one is also added. The same is true,
however, if you want to remove records.
| | 01:17 | Let's say I've created this California
Contacts collection as a guest list for
| | 01:20 | an event that I'm holding in California.
In this case, I've been contacted by
| | 01:24 | this individual and they've told me
that they are unable to attend. What can I
| | 01:28 | do is also right-click and hit Remove
or the Delete button on my keyboard, and
| | 01:34 | up on screen will be a conformation
that says, "Do you want to remove the
| | 01:38 | selected record from the collection, or delete
it from Bento and the Address Book application?"
| | 01:42 | In this case, I just want to remove it
from my California Contacts, but still
| | 01:46 | leave it in my Address Book, so I'm
going to choose Remove from Collection.
| | 01:50 | Similar functionality when you're
trying to delete something from a playlist
| | 01:53 | inside of iTunes. However, if I do want
to delete something from my collection
| | 01:59 | and from the library, I can choose the
Delete option that you also see up on
| | 02:03 | this screen, which will remove it not only
from the collection, but also from the library.
| | 02:08 | You can also delete an entire
collection if you'd like to. Clicking on that
| | 02:12 | inside the Source list and right-
clicking, you see you also have the Delete
| | 02:15 | option. You can also duplicate an existing
collection and then modify it accordingly.
| | 02:23 | So let's say I have another event
in California and I want to use this
| | 02:25 | collection as that guest list, so I
could start by having the same ones at
| | 02:29 | first and then just modify them
accordingly. Then let's say I don't want this
| | 02:34 | collection anymore, I can just click
on it, hit Delete, and all its doing is
| | 02:38 | deleting the collection, not all of the
records that are included in the collection.
| | 02:43 | Not only is creating collections a
useful and handy tool within Bento, but the
| | 02:47 | ability to modify them as you move along when
you're working with this data is also quite helpful.
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| Creating and modifying Smart Collections| 00:00 | Bento allows you to create groups of
records and then work with those groups of
| | 00:04 | records and even save them as
something that's called a collection.
| | 00:06 | You will notice here, if we click on a
collection for CA Contacts, what we've
| | 00:11 | got is a group of eight records that
have all been added to the CA Contacts.
| | 00:16 | Let's say we want to create another
group of records. This time we'll do a
| | 00:21 | search and we'll try to find all of the
contacts within the state of Colorado,
| | 00:29 | because let's say we have a property
event coming up in Colorado and you notice
| | 00:33 | here that we have got 16
records that match that criteria.
| | 00:36 | If we'd like, we can select these
holding down the Shift key and go under File
| | 00:42 | to New Collection, call it Colorado
Contacts and then add the found-set
| | 00:52 | we've created inside Address Book to CO
Contacts by dragging them on top of the
| | 00:57 | CO Contacts icon and you see we have
these 16 records. But let's say in this case,
| | 01:01 | this isn't just a guest list
that we are creating for an event, but
| | 01:04 | we want to create a group of anyone that
happens to be in the state of Colorado.
| | 01:08 | That way we know for future reference,
if we've got mailers for new properties
| | 01:11 | that are available, we can send this
out to this particular list each time.
| | 01:15 | But now notice when we go into the
Address Book, if we do a search and we
| | 01:24 | choose one of these records. Here we
have Alejandro and let's say Alejandro
| | 01:30 | moves to a city within Colorado
and we've changed that information.
| | 01:38 | Now, we would think that if we've
created a group of records of everybody
| | 01:42 | that's in Colorado, if we click over
into the CO Contacts that we would see
| | 01:46 | that record included here, but we don't.
We just see the original 16 records
| | 01:50 | that we've created.
| | 01:51 | So if we wanted to save not just the
records, but also the criteria that we use
| | 01:55 | to create that group of records, we can
create something that's called a Smart
| | 01:59 | Collection. So instead of creating
just a collection for CO Contacts, let's
| | 02:04 | delete that one and go into Address Book,
do a Find for Colorado and now we've
| | 02:16 | got 17 records. So we'll select all of
these records holding down the Shift key
| | 02:22 | and in this time, we're going to go
under File to New Smart Collection and
| | 02:27 | we'll notice that there is another icon
that comes below the Address Book, this
| | 02:30 | one has got a little bit different
look to it. We're going to name it CO
| | 02:35 | Contacts and you'll see that it looks
just a tad bit different than the other
| | 02:40 | collections that we've got because it's
got sort of that advanced wheel above it.
| | 02:44 | Now, not only do we have the records,
but we also see the criteria that we've
| | 02:48 | used to create the Smart Collection.
Now if we navigate back to Address Book,
| | 02:52 | we see that we've still got the
criteria on the top of the screen and in this
| | 02:57 | case, we'll close out our Advance Find
and we'll just choose anyone of these
| | 03:01 | records and change them to CO.
| | 03:10 | Now if we go back into our CO Contacts
Smart Collection, we'll see that we used
| | 03:15 | to have 17 records and instead, now we've got 18
records including the one that we've just added.
| | 03:20 | So what a Smart Collection will do, as
opposed to a regular collection is it
| | 03:24 | will constantly add records that match
the search criteria every time a new one
| | 03:28 | is created or modified. So we see
here, within our Contacts, we've got CA
| | 03:33 | Contacts and Work People and we see
that there is no search criteria visible,
| | 03:37 | but when we click into a Smart
Collection, we notice that the criteria is
| | 03:41 | visible and the reason for that is
because we could change this if we'd want to.
| | 03:44 | If I change this to CA, it will now
be a Smart Collection that consists of
| | 03:48 | records that have a State that
matches CO or I can add new criteria.
| | 03:52 | For example, if I do Home Phone, Contains
the area code 970 and you can see here
| | 04:03 | which library we're searching in because any
collection has to be related to only one library.
| | 04:08 | If I then do a search based on that,
we see that I've got now 20 records that
| | 04:13 | match that collection. So you'll
notice by adding that criteria, it is now
| | 04:18 | saved with my Smart Collection. So
that means of course, if I go back into
| | 04:21 | Address Book and pick one of these
individuals and change some portion of their
| | 04:29 | Phone Number to include 970, make
that the Home Phone number, you'll notice
| | 04:33 | that when we go back to CO Contacts, we
see that record has been added as well
| | 04:39 | because it matches the second criteria and
this is because we've got the Any option chosen.
| | 04:44 | If we had the All option chosen, we
would not have 21 records in this case.
| | 04:48 | What does this mean then for records
that are created or modified moving
| | 04:52 | forward? Well, if we take a look, we
switch over to Address Book and create a
| | 04:57 | new record. We can use the Plus sign
on the bottom left-hand corner of the
| | 05:00 | screen to create something new.
| | 05:02 | You will see then if I add the State
of Colorado and change that to a Home Address,
| | 05:15 | it now matches the criteria within our
Smart Collection for CO Contacts.
| | 05:20 | Click over to CO Contacts and
we see the new record added.
| | 05:23 | Unlike a collection, when you create a
Smart Collection, new records that are
| | 05:26 | added to your database that match
the criteria in the collection will
| | 05:28 | automatically be added much like the way a Smart Album
works in iPhoto or a Smart Mailbox inside Apple Mail.
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6. Working with Records in Table View Creating, editing, and sorting records in Table view| 00:00 | We've discussed in other movies how
there are different ways that you can view
| | 00:03 | your records inside of Bento. You've
got the ability to view one record at a
| | 00:07 | time inside of Form View, but you will
notice that each library in Bento has
| | 00:11 | its own Table View.
| | 00:13 | A Table View is a list of records in a
library or collection and a Table View
| | 00:17 | has a familiar spreadsheet like look
that makes working with records very
| | 00:20 | familiar. You'll notice that when
you're in Table View, you see multiple
| | 00:24 | records on screen at a time, you can
scroll through the entire contents of a
| | 00:28 | library or collection and see up to 40
different records on the screen at any given time.
| | 00:33 | Just like in a spreadsheet, a record is
represented by a row in Table View and
| | 00:38 | a filed looks like a cell and you have
the ability to choose which fields will
| | 00:42 | be columns inside your Table View.
| | 00:44 | You'll notice that when we're in Table
View, if you scroll down to the Fields
| | 00:49 | pane, you'll see that some of the
fields have checkboxes next to them, some of
| | 00:53 | them do not. If you uncheck that field,
you'll notice that it disappears as a
| | 00:57 | column, but if you check
that again, it will reappear.
| | 01:00 | So inside the Field pane is how you
control which fields will show up as
| | 01:03 | columns within your Table View. You
can also work with records inside Table View.
| | 01:07 | If you click inside one of the
records, you can make a change and once
| | 01:15 | you change that data, you'll notice
that change is made anywhere that you can
| | 01:19 | view your Address Book record.
| | 01:21 | You can also create new records within
Table View. One way that you can do that
| | 01:25 | is on the bottom left-hand corner,
you will notice that there is an Add a
| | 01:28 | record button or a Plus sign. Clicking
on that will give you a new blank record
| | 01:32 | at the bottom and you can Tab your way
through creating the new record, which
| | 01:41 | will now be added to your library.
| | 01:43 | But also you'll notice on the very
bottom of the table that there is a record
| | 01:47 | that has a Plus sign instead of a
record number. This is a data entry field,
| | 01:52 | which will allow you to just click
right into the fields and Tab, thus creating
| | 01:58 | the data entry area for you to be able
to create records while you are viewing
| | 02:01 | your libraries or
collections inside of Table View.
| | 02:04 | If you have a record that you would
like to duplicate, you can also work with
| | 02:08 | records using the right-click or
Contextual menu inside of Table View as well.
| | 02:13 | First, you will see that the active
record shows a blue highlight in the Record
| | 02:17 | Number column. If I choose a different
record and make that one active, I can
| | 02:21 | right-click on my mouse or hold down
the Ctrl key while I click and I see that
| | 02:25 | I've got the Contextual menu that
allows me to do things like create a New
| | 02:28 | Record or even Duplicate the active record.
| | 02:31 | So duplicating this record allows me to
use a lot of the same information from
| | 02:38 | the original, but just change slight
pieces of data like let's say First Name
| | 02:43 | if we've got spouses
inside of our contact record.
| | 02:46 | You'll also notice that when you select
one of these records, selecting Delete
| | 02:50 | Record inside of the Library Table
View will allow me to delete this
| | 02:53 | permanently from the library. If I'm
inside of a collection, it will allow me
| | 02:57 | to either delete permanently from the
library or just to delete it from the
| | 03:00 | collection, but deleting records from
a Smart Collection Table View will in
| | 03:04 | fact, delete it from the library.
You'll also notice that this also gives us an
| | 03:08 | ability to create a New Collection from
Selections or Add to Collections based
| | 03:11 | on this library like we've
worked on in previous movies.
| | 03:14 | In addition to adding, editing or
duplicating records, you can also rearrange
| | 03:19 | the order in which the records
appear inside Table View. You'll notice by
| | 03:23 | default under the Records menu, you
have ability to Sort by Date, either the
| | 03:27 | Newest to Oldest or the Oldest to
Newest based on the order in which they are
| | 03:35 | created inside of your table.
| | 03:36 | However, when you are in Table View,
you also have the advantage to sort by
| | 03:40 | column headers. You will notice that
each column header, when you click on it,
| | 03:43 | has the ability to either Sort by
Ascending order or Sort by Descending order
| | 03:49 | based on the value found inside of
that field. And you will notice it doesn't
| | 03:52 | just sort the values into one column,
but instead, all of the records based on
| | 03:56 | that order. This is true for any field that's
represented as a column inside of Table View.
| | 04:04 | Using the Table View in Bento allows
you to look at more than one record at a
| | 04:07 | time in a list based on either a
library or collection and these Table Views
| | 04:11 | have a familiar spreadsheet like view that
will make working with data easy and intuitive.
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| Managing fields in Table view| 00:00 | In Bento, your Table View gives you
flexibility while working with your
| | 00:03 | records, but it also allows you to
manage your fields. For example, you will
| | 00:07 | notice inside Properties, we have got
a Table View that shows us all of our
| | 00:11 | different properties and it allows us
to go on and make modifications to any of
| | 00:15 | the field values if we'd like to.
| | 00:17 | But what you might not know is that
you can create new fields inside of your
| | 00:20 | library from within Table View. You'll
notice in Bento 2, your far right column
| | 00:25 | has kind of a grayed out
header called New Field.
| | 00:28 | What this means is that by clicking
into this field and adding some type of
| | 00:31 | data, once you click outside of the
field, you've created a new field. You will
| | 00:38 | notice that this field is listed in
your Fields pane over in the bottom
| | 00:41 | left-hand corner of the screen and also
that you can make modifications to this
| | 00:46 | field by clicking on the column header.
| | 00:47 | So if we click on the column header of
the new field, we can see that we can
| | 00:51 | edit it by giving it a different name
and you'll notice when you click on OK
| | 00:59 | that the name of the field is updated
in your Fields pane as well as in the
| | 01:02 | column header. In this case, we've
just created the field and populated the
| | 01:05 | value inside the chosen
record all of the same time.
| | 01:08 | You'll also notice that when you
click on the column header, you can add a
| | 01:12 | field before or add a field after,
these aren't fields that exist inside of
| | 01:16 | your Fields pane. These are going to
be new fields. So just like you could
| | 01:19 | click inside of the New Field column,
you can also add one by simply saying Add
| | 01:25 | Field Before and then in this case,
you'll notice that you can directly edit
| | 01:29 | the field right inside of the column
header and when you click outside, you'll
| | 01:36 | see that field has been added to your
Fields pane and also that it has been
| | 01:39 | checked, so it shows up as a column.
| | 01:41 | In addition to creating fields, it
can also reorder them. For example, if I
| | 01:45 | grab the column header and drag it,
then release it, you'll see that it changes
| | 01:49 | the order. I can even resize it by
dragging the edge of the column header to
| | 01:53 | the left or to the right until the
width of the column is its desired size and
| | 01:58 | I can do this with all of the
columns that I have on screen.
| | 02:02 | Once I've created a new field, I can
populate it by clicking inside of the
| | 02:05 | record or by clicking on the column
header, I can also change the type of field.
| | 02:10 | So in this case, let's say I
want to change this to a Choice field,
| | 02:16 | which would then allow me to choose
different values or I can change it to a
| | 02:22 | checkbox, which just means it's a Yes
or No and we'll cover all the different
| | 02:27 | types of fields inside of the Fields
chapter. But one thing you should be
| | 02:31 | familiar with at this point is that
although you can click in the column header
| | 02:34 | of anyone of your fields, only
some of them allow you to change.
| | 02:39 | You'll notice that these are List
fields based on addresses and therefore I
| | 02:42 | cannot make changes to these and if I
go into one of the other fields, it's
| | 02:47 | just a regular text, I can change it to
anyone of these different fields but I
| | 02:51 | cannot change it to a List or Media field
if it doesn't already exist on the Layout.
| | 02:58 | And finally, you'll notice by clicking
on the column header that you can delete
| | 03:01 | a field. However, deleting a field in
Table View means that you are actually
| | 03:05 | deleting the field from the library.
So if I click on Delete Fields in this
| | 03:09 | case, the Discounted field will
disappear from the Properties library.
| | 03:14 | So what you may actually intend to do
is instead, hide a field. In that case,
| | 03:18 | what it does is just unchecks the box
in the Property pane as you see here next
| | 03:23 | to Discounted and simply makes
it not visible in Table View.
| | 03:26 | Bento provides Table Views to allow you
to look at multiple records at one time
| | 03:30 | in a familiar spreadsheet looking view,
this gives you flexibility to not only
| | 03:34 | work with your data and your records,
but also allows you to manage your fields.
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| Filling multiple fields at once using the Fill Down feature| 00:00 | Bento 2 now works, looks and feels more
like a spreadsheet, in a lot of the good ways.
| | 00:04 | One of the new spreadsheet-like
features that's the most useful is the
| | 00:08 | new Fill-Down feature.
| | 00:09 | This Fill-Down feature works when you
are inside Table View and you'll notice
| | 00:13 | here we've got the Table View for
Properties. If I click inside one of the
| | 00:17 | empty fields, I can type
in the words New Property.
| | 00:23 | Now if I want I can copy and paste
this in all of the empty fields in that
| | 00:26 | same column or I could just click on
one of the fields that contains the value
| | 00:31 | that I'd like to copy and you'll
notice now that in the bottom right hand corner,
| | 00:34 | if I hover over that, you'll
see that now my cursor changes to a
| | 00:39 | crosshair. And by simply clicking and
dragging and holding down as I move all
| | 00:44 | the way down those line of records,
once I release it, you see that the
| | 00:49 | Fill-Down feature has automatically
populated all of the fields with the same
| | 00:53 | field value from the one I selected.
| | 00:55 | This can work in the inverse as well.
If you have an empty field and you want
| | 00:59 | to clear out many different fields at
the same time. Just empty the first one,
| | 01:03 | then drag those down and it works
as sort of a wipe feature. So either
| | 01:07 | populate or clear out fields using the
new Fill-Down feature within Bento 2.
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| Summarizing column data| 00:00 | When you're viewing your records
inside of Table View in Bento, you have the
| | 00:03 | ability to show an optional summary row.
Now this isn't a default setting, so
| | 00:07 | if you are inside of a Table View like
I am here, you'll see that when you go
| | 00:11 | under View, there is an option for
Show Summary Row. You can also choose
| | 00:15 | Command+5 on your keyboard.
| | 00:17 | When selected, notice along the bottom
of your Table View that we've got what
| | 00:21 | looks like a row but what it actually
is a built-in summary row that allow us
| | 00:25 | to configure summary values to show up
at the bottom of each one of our columns.
| | 00:30 | So what we can do with this is perform
basic operations on the values within
| | 00:33 | the column and then display the
results at the bottom. So depending on the
| | 00:37 | field type there are couple of
different functions that are available.
| | 00:40 | Like for example, if you see here in
Property Name, this is a text field.
| | 00:44 | So if we click on that, we notice that
we've got one option available to us and
| | 00:48 | that's to Count. So if we select this,
what it will do is give us the value, as
| | 00:53 | we see here there are 30 different
rows within the Properties library but it
| | 00:57 | gives us a total count of
how many records there are.
| | 01:00 | You'll notice though that other fields
like Date fields have different options
| | 01:05 | available. We can do the same thing,
where we count because it simply counts
| | 01:09 | the number of records or we can go
with a Minimum or Earliest value.
| | 01:13 | So, you can see here that the earliest
record creation is listed or we can do
| | 01:18 | the Maximum, the latest record creation.
Also we have a number field, over here
| | 01:23 | in the far right column. You'll notice in
Number fields, they have other options available.
| | 01:28 | You can see here that the value that's
inside of this field, they are the total
| | 01:32 | number of rentals that each property has.
So what we can do is summarize all of
| | 01:37 | those across every record within our
library, which you see here we get the
| | 01:42 | total of 8, which is 3+3+2 and they
are all zeros in this New Properties.
| | 01:49 | Also what might be helpful is to do a
count here as well, if you would like, or
| | 01:52 | you can do aggregate values like
averaging. In this case the average is zero.
| | 02:00 | The Minimum of course would also
be zero but the Maximum would be 3.
| | 02:04 | One thing to note here is that the
summaries are giving summaries of the values
| | 02:08 | that are in the record set that we are
viewing. So for example, if I'm in this
| | 02:12 | property and I go into Search and I
say lily, notice now that the values have
| | 02:19 | changed. So we have got a count of
one, a Maximum of 5/26, and it just so
| | 02:25 | happens that this contains one of the
maximum of the Total Rental values, which is 3.
| | 02:29 | So using the Search field or Advance
Search we'll modify the found set of
| | 02:33 | records and it's important to note
that the summary values are based on the
| | 02:37 | found set. Also remember that the
Summary Row is optional, it's not by default.
| | 02:42 | So if you want to have these values
persistent on the bottom of your rows, make
| | 02:46 | sure that you've selected Show Summary
Row. Otherwise, if you just want to look
| | 02:50 | at them on occasion, you can toggle there by
doing either Hide Summary Row or Show Summary Row.
| | 02:57 | So by showing the summary row this can
be very helpful tool for you to be able
| | 03:00 | to summarize data that you're
viewing inside of Table View.
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7. Working with Records in Form View Creating and editing records in Form view| 00:00 | In Bento when you are in Form View,
you can create and use forms that display
| | 00:04 | one record at a time from a library
or a collection, in a page-like format.
| | 00:08 | Here you see we've got Table View but
up on the navigation bar, you'll also see
| | 00:13 | any forms that I have created. In this
case I have got one form. You can click
| | 00:17 | on those forms to then view one
record at a time. You can still navigate
| | 00:21 | through those record sets, by either
clicking the right button on the upper
| | 00:25 | right hand corner or the left button.
| | 00:28 | If you hold down the Option key, you
see those turn into first record or
| | 00:33 | last record navigation buttons and releasing
them turns them back to first or next record.
| | 00:38 | I can create new records while I'm
in Form View in a couple of different ways.
| | 00:42 | First, I can go under the Records menu
and choose New Record or Command+N or
| | 00:48 | on the bottom of the records area,
you'll see that there is a plus sign and
| | 00:52 | selecting that plus sign
will also add a new record.
| | 00:55 | First, you'll see that the entire
screen goes blank. What's actually happened
| | 00:59 | is it has created a new record and
presented us with the blank fields for data entry.
| | 01:02 | So, we can click into these
fields and enter specific values.
| | 01:09 | You'll notice that by clicking on Tab key
that you can navigate to other fields within
| | 01:13 | your form, allowing you to
enter data into those as well.
| | 01:17 | Now, in order to save any of your
changes all you have to do is click outside
| | 01:20 | of the field. When you no longer have
an active field, all of this information
| | 01:24 | is been saved to your library. You can
also edit records inside a Form View as well.
| | 01:29 | So for example, if I have this value,
I can click inside any filed at any time
| | 01:34 | and simply type over the old value,
click outside and now I have saved that
| | 01:38 | change to the library. If I click on
the Records menu, you see that I can
| | 01:43 | duplicate an existing record, which
would allow me to modify some of the values
| | 01:48 | to make a new record out of
it, or I can delete a record.
| | 01:51 | Deleting a record when you're on
a Form View based on a library will
| | 01:55 | permanently delete the record the from
the library. If you're in a Form View
| | 01:58 | based on the collection, Bento will
prompt you to choose whether or not you
| | 02:01 | want to permanently delete the record
or whether or not you just want to remove
| | 02:05 | the record from the collection.
| | 02:06 | You can also remove a record by
navigating to the desired record,and then
| | 02:10 | you'll see a minus button on the
bottom left-hand corner as well. This will
| | 02:14 | delete the record that's selected on screen.
| | 02:16 | In Bento, you can use a Form View to
create or edit records and also to view
| | 02:20 | records, one record at a
time in a page-like view format.
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| Creating forms and adding fields to a form| 00:00 | With Bento, you have different ways
that you can view the records that are
| | 00:03 | stored in the library. For example,
you can view multiple records at a time
| | 00:07 | through a table or you can view one
record at a time through page-like view
| | 00:11 | that's called a form.
| | 00:12 | There can only be one table associated
with any one library but you can create
| | 00:16 | as many different forms as you like.
Creating multiple forms is helpful because
| | 00:21 | then you can decide which fields you
want to see in each form and then design
| | 00:24 | forms for viewing data in specific contexts.
| | 00:27 | For example, you could put all your
contact information on one form and all
| | 00:30 | your financial information on another,
or however it makes the most sense
| | 00:33 | depending on what information
you are storing in the library.
| | 00:35 | So, you'll notice down here in the
Properties library, you see we have got our
| | 00:40 | default table but we also have one form
that's created for us which is Property Info.
| | 00:45 | But we've decided that we want
to create another form. Now, it's not
| | 00:49 | going to get rid of the existing form
but its just going to add another one to it.
| | 00:52 | It's going to be based on the same
data and just give us a different view,
| | 00:55 | and then we can choose whatever
fields we'd like to appear on that form.
| | 00:58 | So, when you want to create a new form,
there is a couple of different ways
| | 01:01 | that you can do it. First, you'll
notice that in the upper right hand corner,
| | 01:05 | you've got a plus and a minus sign.
You'll notice that minus sign is currently
| | 01:09 | grayed out. That's because I must have
at least one form for each library and
| | 01:14 | the same is true with tables, I can't
add another one because I can only have a
| | 01:17 | maximum of one table. And in the case
of a table, I can't delete it either.
| | 01:22 | So, now we're going to create a new
form by either hitting the plus button or
| | 01:25 | if you go under Forms, to New Form,
either way it's going to pop up a window
| | 01:30 | that says name your form. We'll
call this one Overview. I hit OK.
| | 01:36 | Now, you see that we don't have any
fields on screen. We've got a blank canvas.
| | 01:40 | What we can do is go into our Fields
pane, which is over here in the bottom
| | 01:43 | left-hand corner. You'll see that we
have a list of all the fields available to
| | 01:47 | us inside Properties. I can just
simply click on any one of these, and when
| | 01:53 | holding it down, I can release it and
you see that it puts it into the form for me.
| | 01:57 | So I'll take Property Name.
| | 02:00 | And let's say in this case you'll
notice that this field is little bit
| | 02:03 | different. We've got Address, which
is a group. If I click on just the name
| | 02:07 | Address, you see it drops the entire
set of fields onto the layout for me.
| | 02:12 | Let's also pull in Description, and
let's say Rates, and Rental Type.
| | 02:22 | So you can add as many fields as you'd like
to a form. If you add a lot of fields top
| | 02:30 | to bottom, a scrollbar will pop up on
the right hand side. If you add a lot
| | 02:34 | fields left to right, you keep going to left
to right, a scrollbar will appear on the bottom.
| | 02:37 | But it's generally a good idea to
try to keep all of your fields in one
| | 02:41 | location because then you don't
forget about any of them. If you find that
| | 02:44 | you've got so many different fields,
you may just need an additional form.
| | 02:47 | So it's a good idea to kind of map out
what forms you might need based on the
| | 02:51 | groups of fields that
you're going to put on each.
| | 02:53 | In addition to being able to create
forms and add fields to them. If for some
| | 02:57 | reason you want to delete a form,
you'll notice now that we've got two
| | 03:00 | different forms, I now have the
ability to delete one of the forms because we
| | 03:06 | know that we have to have minimum of one.
So, deleting either one of these two
| | 03:09 | will give us that minimum.
| | 03:11 | So, either under Forms > Delete Form or
selecting the minus sign. Once you have
| | 03:16 | two or more will allow you to delete
the form. Keep in mind if you delete a
| | 03:21 | form, the fields that are on the form
still exist. You'll still see them in
| | 03:25 | your Fields pane. It's just that way that
you are viewing them will no longer exist.
| | 03:30 | You can create as many different forms
as you would like. When you are working
| | 03:33 | with Bento, it's up to you whether or
not you want to have more than one form.
| | 03:36 | Sometimes it can give you extra
flexibility and allow you to decide which
| | 03:39 | fields you want to see in any given context.
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| Moving and resizing fields on a form| 00:00 |
Bento allows you to create multiple
forms for each library that you store in
| | 00:04 |
your Source List. These multiple
forms allow you to create context specific
| | 00:07 |
views for working with data, one
record at a time. Bento also allows you to
| | 00:12 |
modify these forms directly.
| | 00:14 |
Let's say, for example, you want to
change the size of the fields that you have
| | 00:17 |
on your form called Overview. This
can be done by simply clicking on each
| | 00:21 |
field, and you'll notice that when
you click on a field, its going to have
| | 00:24 |
handles located at the corners and the
sides. These will allow you to drag and
| | 00:29 |
move the size of the field.
| | 00:31 |
So you see in this case not only I'm
able to drag the Property Name to make it
| | 00:36 |
wider but you'll also notice that there
is a blue line on the screen that tells
| | 00:39 |
me that I've now lined up the right
edge of the Property Name field so that it
| | 00:43 |
is flushed with the right
edge of the Address field.
| | 00:45 |
So this way I can line up all of my
different fields. You'll notice, if I click
| | 00:49 |
inside of a field it let's me modify
the data, by clicking outside the area
| | 00:53 |
allows me to modify the field size.
You'll see now you notice a blue line here,
| | 00:59 |
means that I'm lined up
with the two fields below it.
| | 01:02 |
But here I can line those up and you
see the same type of activity this way.
| | 01:06 |
Now, not only can you change the width
of your field but in some cases you see
| | 01:12 |
we've got a Description and there is
a lot of different data inside this
| | 01:16 |
Description that we can't
see, same thing with Rates.
| | 01:18 |
So what we'll want to do in this case
is actually drag it down a little bit
| | 01:23 |
further. Granted, I can make it as
large as the entire screen if I want to, but
| | 01:27 |
we'll keep it reasonable size. And
make the Rates the same type of size as
| | 01:36 |
well, all of them lined up nice and flush.
| | 01:38 |
It's a good idea to preview some of
your records to make sure that you've
| | 01:41 |
allowed enough room for things like
Rates or Description. Because if you are on
| | 01:46 |
this record for example, you might
think that it might be perfectly okay to
| | 01:50 |
simply have a smaller Description,
until of course you get to some of the
| | 01:54 |
larger ones. It's a good idea to
preview any of the changes you're making with
| | 01:59 |
more than one record.
| | 02:00 |
Finally, in addition to resizing any of
the fields that you have on your form,
| | 02:04 |
you can also reorder them. So let's say
I want the Description to be below the
| | 02:09 |
Rates, I can simply select
Description and then drag it until you see the
| | 02:13 |
highlighted line show up below the
Rates field, by releasing you see that they
| | 02:17 |
have switched the places.
| | 02:19 |
It doesn't have to just be one spot away,
you notice that I could move Property
| | 02:22 |
Name all the way down to the bottom
or all the way back up to the top,
| | 02:28 |
depending on how I want to order my fields.
| | 02:32 |
Bento allows you to able to create
multiple forms for each library that you
| | 02:36 |
store in your Source List. And within
those forms you can add as many fields as
| | 02:39 |
you like and also you have very easy
to use tools available to you to be able
| | 02:43 |
to resize and reorder the
fields within those forms.
| | 02:47 |
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| Integrating Live Maps| 00:00 |
One of the cool new features in Bento 2
is the ability to link an Address field
| | 00:05 |
to Goggle Maps via Safari. You will
notice that if you have an Address field on
| | 00:08 |
any of your form layouts that
you have got new buttons here.
| | 00:13 |
Notice that rolling over one of the
buttons that looks like a small Globe,
| | 00:16 |
indicates that you will be able to
display a map of the address. So let's take
| | 00:20 |
a look at how that works.
| | 00:21 |
I will just click on this button, up
pops Safari, and it automatically goes to
| | 00:27 |
a map of the location that we've plotted.
You will also note that this changes
| | 00:37 |
when you go from record-to-record.
| | 00:41 |
So for example, you go to another
record, and hit the button and it pops up a
| | 00:47 |
different map. In addition to being
able to plot the address in Google Maps,
| | 00:52 |
you will also notice that there is a
drop-down Arrow next to the Globe icon.
| | 00:56 |
Clicking on that, you will be able to
see that you can create a Map, which we
| | 01:00 |
have already seen, or you can do
Directions To this location. You will notice
| | 01:07 |
that Google opens up. Just type in
whatever address is going to be your
| | 01:10 |
starting point, and then finally
you can also do Directions From.
| | 01:14 |
So now in Bento 2, not only can you
store addresses inside your database, but
| | 01:21 |
you can plot the map of that location
inside of Google Maps and you can even
| | 01:25 |
get directions to or from that location.
So it's just another way that Bento 2
| | 01:29 |
links to some of your other Apple applications.
| | 01:33 |
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| Linking to iChat with forms| 00:00 | One of the cool new features in Bento 2
is the ability to initiate and link to
| | 00:04 | chats from within your Bento records.
For example, if you are already linking
| | 00:08 | to your Address Book record, you will
notice that there is a field inside your
| | 00:12 | Fields pane that's called IM Account List.
| | 00:14 | If you drag the IM Account List onto
your form, you will notice that this is an
| | 00:18 | area where you can store IM Accounts or
if you already have IM Accounts in your
| | 00:23 | Address Book, you will see them appear here.
| | 00:25 | That's not new to Bento 2, but what's
new to Bento 2 is the ability to be able
| | 00:29 | to initiate a chat. Now, to do this,
you will need to choose a record in your
| | 00:32 | Address Book that has an Instant Messenger
Account listed in the IM Account List field.
| | 00:38 | Even if you are following along with
the Exercise Files, you are not going to
| | 00:41 | see the same Address Book data
on your computer as you see here.
| | 00:45 | So for example, I happen to be looking
at an Address Book record that does have
| | 00:48 | an Instant Messenger Account listed. If
I click this Chat icon, you will see it
| | 00:54 | launches iChat and creates a
new Chat Session with my buddy.
| | 00:58 | In addition, you can also launch iChat
or add the Messenger account or delete a
| | 01:04 | Messenger account all from your Bento interface.
| | 01:07 | Now, it's not just specific to the
Address Book, if you go into one of the
| | 01:11 | libraries that you have created like in
this case Properties, I can drop an IM
| | 01:15 | Account field directly onto the form
and still initiate a Chat from here.
| | 01:19 | So it's not just specific to Address
Book. So on Bento 2, you have this cool
| | 01:23 | new ability to be able to initiate and
link to chats all within your Bento forms.
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| Customizing form layouts| 00:00 | Bento allows you to not only create
forms, but allows you to customize the look
| | 00:03 | and feel of these forms as well. One of
the main features that you will notice
| | 00:07 | when you are customizing your forms in
Bento 2 is that you no longer have to
| | 00:10 | change into Customize mode. You can make all
of these changes directly inside your forms.
| | 00:15 | The other thing that you will notice
in the bottom right-hand corner is that
| | 00:18 | there is a toolbar with various
different functionality that you can use to
| | 00:21 | change the look and appearance of your
forms. Let's take a look at how these work.
| | 00:25 | First, we'll take a look at field
labels. You will see that you have the
| | 00:29 | ability to change the size of all of
the field labels on your form by choosing
| | 00:33 | either Small, Medium, or Large.
| | 00:38 | In this case, we'll just pick Medium,
and then we see that all of the different
| | 00:42 | field labels of changed size. You can
also choose between where the location of
| | 00:46 | all the field labels on your form will be,
whether it's on top of the field or off to the left.
| | 00:51 | You will see by doing Beside that it
gives us more room top to bottom, but less
| | 00:56 | room left to right. So it's really up
to you to decide whether it's going to be
| | 00:59 | Above or Beside. So we'll go back to Above.
| | 01:05 | You can also work with the text that's
inside of each field. So for example on
| | 01:09 | Property Name, let's say we want to
make this text a little bit larger.
| | 01:12 | We'll select the field and we know that
it's selected because we see the handles on
| | 01:16 | the sides and on the corners up here on
screen, and you will notice down below
| | 01:20 | that the Text Size option in
our toolbar is no longer gray.
| | 01:24 | You can also make these changes by
going under the Forms menu where you will
| | 01:28 | see that we have got the same options
available to us. So let's make this just
| | 01:31 | a tad bit larger and let's say that's
the perfect size that we are looking for.
| | 01:35 | You can go and do this field by field
if you'd like, by simply selecting the
| | 01:40 | field and possibly making things a
tad bit smaller if you'd like to.
| | 01:45 | Another one of the features in the
toolbar that you can use is if you want to
| | 01:47 | align all the different fields on your
form, just Click+Drag and then release,
| | 01:53 | and then you can use the Align Edges button.
| | 01:56 | So you see in this case, it's now
aligned all of our different fields all
| | 01:59 | across the right edge. However,
sometimes you might want to be able to separate
| | 02:03 | things on screen. You notice when you
put your fields on your form that it just
| | 02:07 | stacks those fields on top of each other.
| | 02:14 | One of the things you will notice
you will be able to do is insert what's
| | 02:17 | called a Column Divider. A Column
Divider places a space in between the left
| | 02:22 | and right side of your form.
| | 02:24 | But what it also does is allows you now
to be able to click on fields, drag and
| | 02:28 | release them to the right-hand side of
your screen, thus allowing you to use up
| | 02:34 | all that empty space.
| | 02:35 | You will also notice that there is
something that's called a Horizontal
| | 02:39 | Separator. That is just simply a line
that you can then resize and then drag to
| | 02:46 | any location, which gives you visual
separation between your different fields.
| | 02:50 | Another way that you can provide
separation from the fields and the rest of
| | 02:54 | your form is by selecting either one
or many different fields. You can either
| | 02:59 | Drag+Select them, or you can hold
down the Shift key and select each.
| | 03:03 | Then you will notice in your toolbar an
option for Shading. Right now there is
| | 03:07 | no shading, but you will notice here
with the Address field, it's got a bit of
| | 03:11 | shading to separate it from the background.
| | 03:13 | We can add that same level of shading
by choosing Dark or even Light which
| | 03:17 | makes it lighter than the background.
In this case, we'll stick with dark.
| | 03:22 | Here, you notice that we have got a
combination of two fields and one object,
| | 03:26 | the Horizontal Separator and you will
notice by clicking, dragging and then
| | 03:30 | releasing on all of them and using our
Align Edges, it will still sink up the
| | 03:34 | sizes of all three selected items. So
it doesn't just have to work on fields.
| | 03:38 | There are a couple of more things that
you might want to add as well. So let's
| | 03:41 | say you want some separation between
fields but you don't want to have to show
| | 03:44 | the Horizontal Divider.
| | 03:45 | One of the things you can do, it's also
found under your toolbar, under Objects
| | 03:51 | is something that's called a Spacer. A
Spacer works in the same way, but when
| | 03:56 | it's not selected, you
can't see anything on screen.
| | 03:58 | But what this allows you to do is
build a little bit of space in between some
| | 04:01 | fields, so that you can have a bit of
separation. You won't know that there is
| | 04:04 | a Spacer there unless you select it,
and then of course these can be resized as
| | 04:10 | large as you like for as much
space as you'd like to provide.
| | 04:13 | In addition, you may just want to
have some text or some instructions on
| | 04:16 | screen. So in that case, you might
want to add a Text Box. So a Text Box in
| | 04:20 | this case is just simply like a field
label, and when you click on it, it just
| | 04:27 | shows text on screen.
| | 04:28 | So you can put Instructions here if
you'd like to, or any other kind of
| | 04:32 | information. Then you can remove any
one of these objects by simply selecting
| | 04:37 | them, so you see the handles, then
hitting the Delete key on your keyboard, or
| | 04:42 | you can right-click on any one of the
objects on your form and choose Remove
| | 04:45 | from Form. And probably the biggest
thing you can do to your forms to customize
| | 04:49 | them is apply one of the many
themes that ship with Bento.
| | 04:53 | You will notice that you can choose a
theme from your toolbar across the bottom
| | 04:56 | of your screen, or you can choose
the Forms menu and choose Theme.
| | 05:00 | This will allow you to see all the
different themes that you can choose from.
| | 05:03 | Not only will this change the
background pattern, but it will also change the
| | 05:06 | font and the color of the font within your form.
| | 05:08 | So Apple designers have created over 30
of these different themes for you, and
| | 05:12 | there are some new ones that ship with Bento 2.
| | 05:15 | If you want to be able to see these
in a different view, you can choose the
| | 05:17 | Theme Chooser which pulls them all up
on screen and allows you to navigate
| | 05:22 | through all the various different ones.
| | 05:25 | You can pick the one that fits your
style the best. Also, when you click on
| | 05:28 | one, you can hit Try It and see
how it looks in the background.
| | 05:33 | That way, you can try a couple of them
before you commit to it. So let's say we
| | 05:36 | want to choose Bookworm, then we'll
hit OK and we see it applied to the form
| | 05:42 | that we have selected.
| | 05:43 | This will only apply the theme to the
one form that we are looking at.
| | 05:47 | If we want to apply to all different
forms, we have to do those independently.
| | 05:50 | But you'll also see that the shading
is a little bit different, the Lighter
| | 05:53 | Shading has a different effect, the
Darker Shading has a different effect,
| | 05:56 | the fonts are different, and the color
schemes as well as the image in the background.
| | 06:00 | With all these tools available to you,
you can not only create a great place to
| | 06:04 | store all the information from your
busy life, but you can also use these tools
| | 06:08 | to add your own personal style.
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|
|
8. Using FieldsUnderstanding fields| 00:00 | Within your Bento database, you can
have various different libraries and in
| | 00:04 | each library you may be storing
different types of information. Within each
| | 00:07 | library you see that you have records
and a record represents an individual
| | 00:13 | instance of each type of information
that you are storing in your library.
| | 00:17 | But if we look closer at each individual
record, we notice that it's broken into
| | 00:21 | different slots where we are putting our
information, much like cells in a spreadsheet.
| | 00:26 | In a Bento database, these are called
fields. To really understand what can be
| | 00:30 | done with fields, it's good to get
an understanding of what the different
| | 00:32 | fields are that are available to you.
First you should see that it's very easy
| | 00:37 | to add new fields. You'll notice that
you've got a list of fields that appear
| | 00:41 | in the bottom left-hand corner in
your Fields pane. Each time you select a
| | 00:45 | different library, you will notice
that the list of fields will change.
| | 00:48 | So if you want to add a field, you
can see that you have a plus sign in the
| | 00:52 | bottom left-hand corner of your Fields
pane and clicking the plus sign allows
| | 00:57 | you to create a field in the
Create a Field dialog window.
| | 01:00 | In this case, we can just name a field
and we'll just do a standard text field
| | 01:04 | here and we hit Create. We see that
that's been added to our Fields pane and
| | 01:10 | now by simply clicking on it and
dragging and releasing it, we've added a new
| | 01:14 | field to each one of our records. So
every record can have its own unique piece
| | 01:20 | of information inside of that field.
| | 01:22 | Since fields are the smallest unit
of information inside of your Bento
| | 01:25 | database, it's important for you to
first get familiar with the different types
| | 01:29 | of fields that are available to you and then
add those to your Bento database accordingly.
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| Reviewing field types| 00:00 | Bento provides a wide variety of field
types to store the kind of information
| | 00:04 | that you may use in your daily life.
For example, on screen, you'll see we've
| | 00:07 | got a bunch of different fields inside
this record in the Properties library.
| | 00:12 | The Property Name field stores
simply text that describes the name of the
| | 00:15 | property. So does the Region. However,
you will notice over here we've got a
| | 00:19 | field that's called Date Added,
which is a different type of field.
| | 00:23 | In this case, it stores only date
information and you see that it gets handled
| | 00:27 | differently by Bento. For example,
anytime you have a Date, you can have a Date
| | 00:31 | Picker associated with it.
| | 00:33 | Becoming familiar with the types of
field that are available to you is the
| | 00:36 | first step in making decisions on
which ones to use. Bento offers over 20
| | 00:40 | different field types. We've already
looked at somewhere we've used Text field types,
| | 00:44 | like for instance, the Property
Name and the various different things
| | 00:47 | like Notes and Descriptions.
Those are common uses for text.
| | 00:51 | But as you see, there are several
different types of fields to choose from.
| | 00:54 | It's a good idea to get familiar with
the different field types so that way any
| | 00:57 | time you think of a new piece of
information that you want to add, you can
| | 01:00 | match it to the proper type, but I'll
just take a moment here to introduce to
| | 01:03 | you some of the most popular ones.
| | 01:05 | We've worked with Text types before,
and Numbers will store numeric data and
| | 01:08 | they are treated a little bit
differently inside Bento, especially when you
| | 01:11 | talk about your summary row. This gives
you things like averages and minimums
| | 01:15 | and maximums and that type of thing.
| | 01:17 | Choice allows you to save a set of
values inside of a field when you set it up
| | 01:21 | in your Bento database and then when
you click on that field when you are
| | 01:24 | entering data, it will show those values
and allow you to select from one of them.
| | 01:28 | Checkbox is really kind of a Yes or No
or True or False or an On and Off type choice.
| | 01:32 | You either can check it or
it's not checked; there aren't multiple
| | 01:36 | options available to you there.
| | 01:37 | Media, File list, Message list, and Related
Records lists will all be covered in later movies.
| | 01:43 | You are probably familiar with the
type of information that would be stored
| | 01:45 | inside Time or Dates, it's pretty
self-explanatory, but as you saw in our
| | 01:49 | previous example, it has different
handling inside of the database.
| | 01:52 | For example, you can get a Date
Picker if you choose Date field.
| | 01:56 | Currency is another one that's very
familiar. If you want to store values that
| | 02:00 | are based on money and then have
them formatted appropriately, you would
| | 02:02 | choose that option.
| | 02:04 | There is also a handy little field
type in here that's called the Rating type
| | 02:07 | filed which gives the number of stars
that you can assign, much like you have
| | 02:10 | inside your favorites inside iTunes.
And we've already worked in previous
| | 02:14 | examples with Address and Phone Number
fields. They will store all parts of a
| | 02:17 | single street address, city, state,
address, zip, altogether as one group.
| | 02:22 | The same thing with Phone Numbers and
you also have this type of ability with
| | 02:25 | Email Addresses and URLs but those
field types have different handling in that
| | 02:29 | they will be able to launch other applications
like your web browsers or your email applications.
| | 02:34 | What you really want to do here is
plan a little bit ahead, figure out what
| | 02:37 | kinds of information you are going to
store and then find the field type that
| | 02:40 | best suits it before you start
creating those fields in Bento. This will put
| | 02:43 | the choice in your hands and make
sure that you are picking the right field
| | 02:46 | type before you start building things in Bento.
| | Collapse this transcript |
| Creating fields and using the Fields pane| 00:00 | Bento provides a wide range variety of
field types for you to choose from.
| | 00:04 | You can use these field types to create
fields that will help you store information
| | 00:08 | inside of your Bento application. Let's
take a look at how we create fields in Bento.
| | 00:12 | To create a field, you'll first select
the library for which you want to add a field,
| | 00:16 | since each library has its
own set of fields. You can see this by
| | 00:21 | selecting one library or another in
the Libraries pane. You will see when we
| | 00:25 | choose Address Book, I have Address
Book fields listed below and when I choose
| | 00:30 | Properties, it changes to Properties
fields and there are different sets of
| | 00:34 | fields defined inside each
one of the different libraries.
| | 00:37 | You should also note if you are adding
fields to one of your linked libraries
| | 00:42 | like Address Book or iCal, then
creating fields in these libraries will not add
| | 00:46 | those fields to the linked application.
So if you add a field to your Address
| | 00:50 | Book library, that field will
not show up inside Address Book.
| | 00:54 | So let's choose the Properties library
and go down into the Properties Fields pane.
| | 00:58 | You will notice on the bottom
left hand corner there is a Plus sign,
| | 01:01 | which is for adding a field. Clicking
on that button pops-up the Create a Field
| | 01:06 | window. This is where we can choose
from the various different types of fields
| | 01:10 | that are available to us and in this
example, what we are going to do is create
| | 01:14 | something that's called a Rental type.
Since the Rental type field will have
| | 01:18 | various different choices that we can pick,
we are going to choose the Choice field.
| | 01:21 | You will notice after we select the
field type, there is a brief discussion of
| | 01:25 | what that type is. So if you want to
get familiar with what your options are,
| | 01:29 | you can certainly just go through and
read the brief description and look at
| | 01:32 | the examples. You will notice in some
examples that your field options may change.
| | 01:38 | A good example of that is here with
Choice. First you want to name the field,
| | 01:42 | and we'll call this one Property Type
but you will notice that in addition to
| | 01:48 | choosing the type and adding a name,
you also get to choose the options that
| | 01:52 | the viewer will see when they click
into the field. This is kind of a like a
| | 01:56 | drop-down list with the different
options that they can choose from.
| | 01:59 | So here we'll add the different
options by selecting the Plus sign.
| | 02:02 | So the first choice will be Vacation,
let's add another one, Seasonal, add a third,
| | 02:14 | and we'll say Monthly. So now we have
some options where we can hit the button
| | 02:20 | to create this field, which will add
it to our Fields pane, or close to abort
| | 02:24 | the process of creating a new field,
or a nice feature where we can hit the
| | 02:27 | Create and Continue which allows us
to then go and create another field.
| | 02:31 | So this way we can stay inside the Create a
Field window without having to close it out.
| | 02:36 | But in this case, we'll hit Create
and immediately we see in the Properties
| | 02:41 | pane that the new Property Type field
has been added to our library.
| | 02:45 | So by clicking on that and dragging it into
our form, we see now that we have given
| | 02:50 | ourselves the ability to choose from
the various options that we configured
| | 02:54 | when we created the field. You will
also note that there is an Edit Field
| | 02:57 | option that will pop that window back
up and allow us to add or change the
| | 03:01 | options that are there.
Let's try creating another field.
| | 03:04 | You can also create fields by going
under the Insert menu and choosing New
| | 03:08 | Field, where again we are
presented with the Create a Field window.
| | 03:12 | This time let's pick a different type
of field. How about Checkbox? A Checkbox
| | 03:17 | will just simply allow your user to
check something so that way you can flag
| | 03:20 | certain records or give a Yes or
No or True or False type option.
| | 03:25 | In this case, let's say we want to
create a field that stores whether or not a
| | 03:28 | rental permit is on file for anyone of
these properties. So in that case, we'll
| | 03:32 | create a field called Permits On File
and we'll hit Create. You see that's now
| | 03:38 | been added to our Fields pane and if I
click on it, and drag it and release it,
| | 03:42 | you see that I can add it to any
area on the form. You will notice that a
| | 03:46 | checkbox allows a user to either check
or not check the item. It's almost like
| | 03:50 | a preference or turning on an option.
| | 03:52 | How about another option?
| | 03:55 | Insert a New Field, another one that's
not a bad idea to have, because if you
| | 04:00 | want to have a field that uniquely
identifies all of the records in your
| | 04:03 | library. In this case, let's say I
want to have something that's called the
| | 04:07 | Property ID. That way I can make
reference to these different properties and in
| | 04:11 | case something has got the same
name, I can tell the two apart.
| | 04:14 | The options in this case are to
choose the number of the next record that's
| | 04:17 | created and how many you want to
increment them by. It's usually a good idea to
| | 04:22 | leave the automatic counter options at
1 and 1. When I hit Create, now I can go
| | 04:27 | up into the Property ID and see that on this
first record, I have been given a Property ID of 1.
| | 04:35 | As we go to each individual record,
you see that it's gone through and
| | 04:38 | serialized all the Properties that we
have in our database, even though this
| | 04:41 | field didn't exist when those
records were originally created.
| | 04:45 | How about if we wanted to create a nightly rate?
| | 04:47 | That sounds like it might be a number
but there is a field that you can store a
| | 04:53 | numeric value but it can be formatted
as currency, which is called the Currency field.
| | 04:57 | So in this case, we'll call it,
Nightly Rate and then you choose the
| | 05:04 | Currency type, we'll stick with US
Dollar in this case and you can Highlight
| | 05:09 | negative numbers, if you want to and use the
thousands separator and even align it to the left.
| | 05:15 | So in that case, we'll hit Create,
drag the Nightly Rate and if we type in a
| | 05:21 | value and click outside the field,
you see that it formats it with the US
| | 05:25 | Dollar sign to the left.
| | 05:27 | And finally, one of my favorite
fields is something that's unique to Bento.
| | 05:32 | We'll hit the Plus sign in the Fields
pane, since that's one of the other ways
| | 05:35 | that we can create a field, and we are
going to choose Rating. A Rating, which
| | 05:43 | you will probably, commonly call rating,
which will allow you to give a star
| | 05:46 | rating to each record. You can choose
from one through ten different stars,
| | 05:51 | we'll keep five in this case. And
you'll see when you create it and drag it on
| | 05:55 | to your form, so you see here you can
click one, two, three, four, or five
| | 06:00 | stars, a lot like you do with
your song ratings inside iTunes.
| | 06:04 | So there is all sorts of different
fields that match the different types of
| | 06:08 | information that you want to store in
your libraries. So once you get a little
| | 06:10 | bit familiar with these types, you can
do some pretty cool things with the way
| | 06:13 | you store your information in Bento.
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| Working with fields in Table view and Form view| 00:00 | There is a couple of things that you
should become familiar with if you are
| | 00:02 | going to be creating fields and then
adding them to your different views.
| | 00:06 | The first of which is that you'll see that
you have got a Fields pane in the lower
| | 00:09 | left-hand corner, which lists all the
different fields that are defined for
| | 00:13 | each individual library. A field can
only be defined for one library at a time
| | 00:17 | and you will see those lists change as you
select the different libraries in your database.
| | 00:22 | The other thing that you will notice is
not only does it change when you select
| | 00:26 | the different libraries but it will
also change when you from Table View to
| | 00:30 | Form View. You'll notice that in Table
View, each field has a checkbox next to
| | 00:36 | it and what that checkbox indicates is
whether or not these columns will appear
| | 00:40 | inside the Table View.
| | 00:41 | So you see here we have got various
different fields that all have checkboxes
| | 00:45 | next to them but since we have so many
on screen that we can't fit them,
| | 00:49 | let's go ahead and uncheck some of these.
We can uncheck Rating, Region, Property
| | 00:55 | Type, those types of things and you
will notice that as we uncheck them, they
| | 00:59 | are been removed from our table.
| | 01:04 | Finally, you will also notice in Table
View that you can add fields. On the far
| | 01:10 | right-hand column, there is a grayed
out column header that's called New Field.
| | 01:14 | By simply clicking inside of a field
in this column and adding a value and
| | 01:18 | hitting Return, it will have created a
new field inside of your Fields pane.
| | 01:24 | You can also choose to Edit the field
or Change the field to a different type
| | 01:28 | of value if you would like to.
| | 01:30 | Finally, in the bottom left-hand
corner, you can add fields or even delete
| | 01:34 | existing fields by selecting them and
hitting the Minus sign or if you want to
| | 01:40 | add a new one, just hitting the Plus
sign in the bottom left-hand corner and if
| | 01:43 | you would like to completely remove
the Fields pane because we don't plan on
| | 01:46 | using it, you are just want to work
with the data in your database, you can
| | 01:49 | just use this toggle down here at the
bottom left-hand corner, will allow you
| | 01:52 | to show or hide the Fields pane.
| | 01:56 | Just a couple of things for you to be
familiar with, before you start working
| | 01:59 | with fields in your Bento database.
| | Collapse this transcript |
|
|
9. Using List Fields and File List Fields Understanding List fields| 00:00 | You may have noticed that when you
create fields like Address, Phone Number,
| | 00:03 | Email or URL or IM Accounts, Bento
will create an associated List field that
| | 00:09 | lets you store multiple addresses,
phone numbers and emails and so on just for
| | 00:12 | one record. So you'll notice in our
Fields pane, how we have got the Address
| | 00:17 | group set up but then there is also
a corresponding List version of that.
| | 00:22 | You'll notice that the Email has
been set up and without having it create
| | 00:26 | another field, we have an Email
Address List and what this is the same field
| | 00:30 | but with different properties. You may
notice that on our Property Info form,
| | 00:34 | we've got an Address List, Phone Number List,
URL List and Email Address List field on screen.
| | 00:39 | Let's take a look at what an Email
field what says in Email Address List field
| | 00:45 | might look like. So at first you see
that the label is different and they look
| | 00:49 | virtually the same but you'll notice
that when you click on the Drop-down menu
| | 00:53 | in just an Email field, that says
Send Email. But when you click on the
| | 00:56 | Drop-down menu on the Email Address field,
you see that it allows us to add new emails.
| | 01:02 | Also notice that I can add a new email
value and that a scrollbar appears as
| | 01:07 | well and then once I have value in
there, I can delete it. Same is true for
| | 01:12 | Phone Number or even Address. You'll
notice that you have a new address that
| | 01:19 | pops up and then you can choose a
Home one for example or Work and so on.
| | 01:24 | And in order for you to not have to
resize these, each time you add something
| | 01:27 | new, the scrollbar pop ups to allow you
to fit as many values as you'd like on
| | 01:31 | each one of your forms. These List
fields are different from the other standard
| | 01:35 | fields like Property Name, which is a
text field. You'll notice that we can
| | 01:38 | only put one value in there. So it's
only for Addresses, Email Addresses, Phone
| | 01:44 | Numbers, URLs and if you choose IM
account which is one of the defaults that's
| | 01:49 | set up inside your Address Book,
you'll also see that a List field option is
| | 01:52 | automatically created for you there as well.
| | 01:55 | When you're using List fields inside
of a Form View, it provides you a nice
| | 01:58 | compact way to store multiple values for just
one field that you've defined within your form.
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| File List fields| 00:00 | Bento has a very interesting feature
that's called a List field. It also has
| | 00:04 | a version of a List field that's
called a File List field. This type of field
| | 00:08 | allows you to keep track of relates files and
even data inside of your Bento database records.
| | 00:12 | For example, you might use one of
these File Lists to store a list of aliases
| | 00:16 | or list of folders that are on your
computer and in each one of these aliases
| | 00:20 | will contain a path to a specific file
or folder located on your hard drive.
| | 00:24 | Another way that you can integrate not
only other applications into Bento but
| | 00:27 | in this case other documents that are
possibly created by other applications.
| | 00:32 | So to give a demonstration of this,
what we first want to do is create one of
| | 00:35 | these File List fields. We can do so in
two different ways, either by clicking
| | 00:39 | the plus sign in the bottom left-hand
corner of the Fields pane or going under
| | 00:44 | Insert and choosing New Field.
| | 00:46 | Now of course, anytime you create a
new field, you've got to choose the library
| | 00:49 | where you want to create the field
and in this case, it's going to be
| | 00:52 | Properties. So we'll say Insert > New
Field and choose File List. Let's call
| | 00:57 | this one Documents and since we're not
creating any other fields, we'll just
| | 01:03 | hit Create instead of Create and Continue.
| | 01:06 | Now we'll notice that Documents is
available to us in our Fields pane for the
| | 01:09 | Properties library. And in this case
let's go ahead and create a new form which
| | 01:13 | will give us some space to work with
too. We'll just hit the plus sign and then
| | 01:19 | we'll name the form Document Details and hit
OK and it gives us a blank form to work with.
| | 01:26 | So we'll select Documents in our list
and we'll drag it on to our form.
| | 01:31 | So the first thing that we'll notice that
is that we've got three default sortable
| | 01:34 | headers. The first of which is the Name
of the document, second is the Kind or
| | 01:38 | the file type and then a
location where this can be found.
| | 01:42 | Now keep in mind, what's happening is
we're not exactly storing the files and
| | 01:46 | in this example, the files will be PDFs.
So we're not exactly storing the PDFs
| | 01:50 | directly in our form but instead what
we're doing is storing a link or an alias
| | 01:54 | where we can find those on our computer.
So keep in mind that the Where column
| | 01:59 | will store the path to that, however,
if that path changes, Bento will be able
| | 02:03 | to find your document.
| | 02:04 | You'll notice that we've got some
operators below that we'll take a look at,
| | 02:08 | but let's try adding a file. Take a
look at how that will work. Now first you
| | 02:12 | see that there is a button in the
bottom left-hand corner, if you select that
| | 02:15 | button and hit OK and then choose a document.
Let's take a look at what happens on screen.
| | 02:23 | First we can make this a little bit
larger by selecting it and grabbing one of
| | 02:26 | the handles and making that wider. The
other thing you should know is that you
| | 02:30 | have the ability to make your columns
wider. But in this case let's say we'll
| | 02:35 | make the middle one a bit larger, drag
and make Name larger and then also the
| | 02:41 | path and this is the most interesting
one because you can see the entire path
| | 02:46 | from where Bento may be able to find
this document. So that path needs to stay
| | 02:51 | exactly the same in order for us to be
able to find this document. Not only can
| | 02:55 | I add one document at a time but if I
hit the + button again, you'll see that
| | 02:58 | if I hold down my Shift key, I can
select multiple documents and you'll see
| | 03:03 | those multiple documents added to my form.
| | 03:06 | The other interesting thing is if I
move to a different record, this now is the
| | 03:10 | record for a different property name.
As a matter of fact, if we drag the
| | 03:16 | Property Name on to this form, we can
see that change each time. I can insert
| | 03:24 | different documents or different
groups of documents for each form and you'll
| | 03:30 | see those changes will go from
property to property in this case.
| | 03:33 | Now for example, I notice that I
have got a Freed and Lily, this one is
| | 03:39 | Telluride. So let's say I want to
make this contract specific to just this
| | 03:43 | property. You'll notice that I can hit
the Minus sign to delete those items and
| | 03:48 | I can go to for example, Freed, hit the
plus sign and insert the FreedContract
| | 03:55 | and I can hold down my Option key and
go to the first record. We've got Lily's
| | 03:58 | and you see the idea here is to
add the appropriate documents.
| | 04:03 | Now you'll notice there are some other
icons here as well in addition to adding
| | 04:07 | or removing documents from your list,
you see that we have got the ability to
| | 04:10 | open a selected item. So first I'll
choose the item and I can see that that
| | 04:13 | item is chosen by the highlighted file
number in the left-hand column.
| | 04:16 | I hit the Open icon and sure enough,
here comes the PDF inside of its native
| | 04:23 | application, in this case, Preview
for us to be able to take a look at.
| | 04:27 | The other thing that you can do is
show it in Finder, so that you can locate it.
| | 04:31 | Basically what Bento is doing is
following this path that you've stored and
| | 04:37 | then revealing the folder so you could
see you could maybe change the name of
| | 04:39 | it or create copies or whatever it
might be. There's also a great new feature
| | 04:44 | here where Quick Look is integrated
into Bento, so if you select a document and
| | 04:49 | hit Quick Look, you don't even need to
open in its native application, you can
| | 04:52 | just review it right here.
This is a very handy feature.
| | 04:55 | One last thing to take a look at, in
addition to adding files I can also hit
| | 05:01 | the + sign and add an entire folder.
So now you notice that I can add one
| | 05:06 | single file or a folder and what
happens when you open up the folder is that it
| | 05:11 | basically goes right to it in the same
manner as it would if I were to select
| | 05:18 | the Folder button. Basically we get the
same idea there and Quick Look behaves
| | 05:22 | a little bit differently because of
course, you're not going to be able to see
| | 05:25 | individual assets in Quick Look. So
you should be aware of that as well.
| | 05:29 | And the last icon that you'll notice is
in the bottom right hand corner of your
| | 05:32 | File List. This allows you to choose
which fields you want to see in your File List.
| | 05:36 | For example, if you click this
button, watch in the bottom left hand
| | 05:40 | corner of your screen. Your Fields pane
turns into your Documents Fields pane.
| | 05:46 | Documents of course is the name of our
File List field and here just like in a
| | 05:50 | Table View, you can either turn on
some of these columns or turn them off.
| | 05:54 | There is only three to choose from but
if maybe you don't want to see the Kind,
| | 05:59 | you can make more space to show the entire path.
| | 06:02 | So it's up to you, which one of these
that you want to show. What File List
| | 06:05 | fields allow you to do is to use Bento
to create a database to manage all those
| | 06:09 | different documents that might
currently be scattered all over your operating
| | 06:12 | system. It gives you one main area to be able to
turn to, to be able to find all those documents.
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|
|
10. Using Message List Fields and Apple Mail Using Message List fields| 00:00 | Now in Bento 2, you can easily link
Apple Mail messages and RSS articles
| | 00:05 | directly to information stored in
Bento using a new Message List field type.
| | 00:09 | You will notice when you go to create a
new field, or either under Insert > New
| | 00:13 | Field or by selecting the plus sign
in the bottom left hand corner of your
| | 00:16 | Fields pane, that there is a new type
of file. It's called a Message List.
| | 00:22 | And what a Message List will allow you to
do is store mail messages, notes and even
| | 00:26 | RSS articles from your Apple Mail
application. So this gives you a great way to
| | 00:30 | link over to your Apple Mail application.
| | 00:31 | So let's create one of these new fields
and let's call it Messages and actually
| | 00:37 | let's create another one that's
called Articles. So we hit the Create and
| | 00:41 | Continue and we notice that, Messages
has been added but it leaves the Create a
| | 00:45 | Field window open for us.
And now we'll hit Create.
| | 00:52 | So we see both of those new fields have
been added to our Fields pane and what
| | 00:57 | we are going to do is now add them to
one our forms. We have a form here for
| | 01:00 | Document Details where we are
already storing documents. Well, since mail
| | 01:04 | Messages and Articles are also documents,
let's put these new list fields on this form.
| | 01:08 | First, I'll click on the Articles. As I
hover my cursor over this icon, you can
| | 01:14 | see that it turns into a hand. I'll be
able to drag and then drop it right on
| | 01:19 | to an area inside of the form. And just
like any other field, if we select the
| | 01:24 | area near the label, we can grab some
of the handles and make it a little bit
| | 01:29 | larger if we would like to.
| | 01:31 | And also let's put the Message List
field, which we called Messages also on
| | 01:39 | this form. And if we want we can drag
both of these and use our Align Edges tool.
| | 01:45 | And now we have got them to be
the exact same size and just like any
| | 01:49 | other list fields, you can resize
your column headers if you would like to.
| | 01:57 | Probably a good idea to have your
Subject line a little bit longer when it
| | 02:02 | comes to Articles, since they are
rather verbose and maybe the same thing with
| | 02:07 | your mail Messages.
| | 02:11 | Another thing you can do is in the
bottom right-hand corner of either of these
| | 02:13 | list fields, an in any other list
field, it will toggle your Fields pane to
| | 02:18 | allow you to choose the different
columns that appear in each one of your list
| | 02:21 | fields. So I'll click on the ones that
I want to appear and turn the ones off
| | 02:27 | that I don't want to see.
| | 02:28 | So let's say Date Received isn't that
important. Priority. How about if we just
| | 02:34 | have Sender and Subject, and then we
can resize Subject a little bit and make
| | 02:38 | Sender a little bit larger.
| | 02:40 | And keep in mind if you happen to have
a list field on another form, unchecking
| | 02:44 | and checking these column headers isn't
going to affect the other list fields.
| | 02:47 | It's only the ones that you are working with,
only the ones where you actually press this icon.
| | 02:52 | So now we'll notice that if I go down
to the other list fields, you see that
| | 02:58 | now I can also choose which columns I
want to see here. So we'll take Priority
| | 03:03 | out of there and leave Sender and
Subject. So let's make these a little bit
| | 03:07 | larger. And you will notice that if
you make them too large for your area,
| | 03:16 | it will either scroll left and right
or north and south in either case.
| | 03:19 | So now we have been able to create
these new Message List fields and they are
| | 03:23 | ready for us to be able to
add articles or messages.
| | Collapse this transcript |
| Linking Apple Mail messages and RSS articles to forms| 00:00 | In Message List fields in Bento,
you can store aliases to Mac OS X mail
| | 00:05 | messages, notes and RSS articles that
may be relevant to a specific record.
| | 00:09 | So for example, like you see, we have got
the Properties library selected and we
| | 00:13 | have created a from called Document
Details where we have added an Articles
| | 00:17 | message list field and
Messages message list field.
| | 00:20 | Now what we would like to do is add
Messages and Articles. In this case, what
| | 00:24 | you will be doing is working with
your Apple Mail application, so you will
| | 00:27 | notice that we have got Apple Mail
opened here. And a couple of things to note first.
| | 00:33 | You see that in Apple Mail
you've got your Inbox for your mail and then
| | 00:39 | of course, you have got the ability to
store Notes and even To Dos. And then
| | 00:43 | finally, you've got RSS articles.
| | 00:45 | We are going to look at how all of
those are integrated in with Bento.
| | 00:48 | But the first thing I wanted to point out is
that your To Dos, although you can't store
| | 00:51 | those inside Message List fields, To
Dos are already found inside of your iCal Tasks.
| | 00:56 | So if you have linked to your
iCal Task library, you already have your
| | 01:00 | To Dos, so that would be redundant.
| | 01:03 | So let's focus on adding messages. So
if we look inside the Inbox, we notice
| | 01:07 | that we have got three different
messages relating to our property in
| | 01:11 | Telluride. So if we go back into the
form, and then navigate to the Telluride
| | 01:16 | Mountain Sunset House, I can then
drag a mail message down into my Messages
| | 01:22 | list field. You will notice that it
gives me the Date Received, the Subject,
| | 01:27 | and the Sender because that's what I
configured in the Message Fields pane.
| | 01:33 | Here we'll notice that we might need
to resize a little bit if we want to but
| | 01:37 | mainly you want to keep the subject available.
| | 01:39 | You also note that not only can you
select one message but if you hold down the
| | 01:42 | Shift key and select two, you will see
that you can drag those in groups over
| | 01:48 | to your Message list field. The same
true if they are grouped together as a
| | 01:53 | threat. Now you go to another record in
your form that might be empty and then
| | 01:59 | you can select certain messages and
assign them to specific records. This way
| | 02:05 | these actually become
related messages in this case.
| | 02:08 | So if you notice that you have got
Notes as well, you will see your Notes
| | 02:13 | listed. You will notice that you can
include both Notes and Messages into the
| | 02:20 | same Message list field. And finally,
we have created a Message List field to
| | 02:25 | hold RSS Articles. Inside of your
Mail application, you can set it up to
| | 02:30 | receive RSS Articles and just like
you do with your other messages, you can
| | 02:34 | hold down your Shift key, grab
several of them and drag them into your RSS
| | 02:39 | Articles. And you can navigate to different
forms and drag and drop those inside of it.
| | 02:47 | So now that you have got your messages
from your Apple Mail application inside
| | 02:52 | of these list fields, you will notice
that on the bottom of the Message Lists
| | 02:55 | you have different options for managing the
messages once they are inside of the field.
| | 03:00 | First, on the left hand side, you see
Choose Apple Mail items and drag them to
| | 03:04 | the list, which is really an
instruction to show you what we have just done in
| | 03:07 | order to get the messages into your
list fields. If you find one that does not
| | 03:12 | belong here, you can simply hit the Remove
icon. That's the case in either one of these.
| | 03:19 | And then as you see in other list
fields Quick Look is now incorporated, so I
| | 03:23 | can simply hit Quick Look and up
pops the original message with all the
| | 03:27 | information. And as you see, if there
is any links in there, I can link through
| | 03:32 | to those using Quick Look. Same is true
for your mail Messages and even your Notes.
| | 03:47 | And finally, if you select one of your
Articles or Notes or Messages, you will
| | 03:53 | see that you have an icon that will
allow you to open the selected item using
| | 03:57 | Apple Mail, which of course, gives you
the ability to reply to messages or to
| | 04:02 | review and click through to
the details on RSS Articles.
| | 04:06 | Using the new Message List fields in
Bento 2 is a great way to keep track of
| | 04:10 | important messages related to projects,
events, or contacts, all in one place
| | 04:14 | inside of your Bento database.
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|
|
11. Understanding Related Records List FieldsUnderstanding Related Records lists| 00:00 | Bento allows you to create
relationships or invisible links between your Bento
| | 00:04 | application and information that you
store in your Address Book or in the iCal
| | 00:08 | in the form of events or tasks. These
links allow you to share data in both
| | 00:12 | directions. However, you can also
create links between the different libraries
| | 00:17 | within your Bento application and you
can do this by creating what's called a
| | 00:20 | Related Record List. A Related Record
List is a field that can be placed onto
| | 00:24 | one of the forms that are
based on one of your libraries.
| | 00:26 | A Related Record List field is just
like other types of list fields.
| | 00:29 | But instead of storing things like email
messages and files, it stores information
| | 00:33 | from a record that's in a different
library. As you navigate from record to
| | 00:37 | record using those forms, you can
then display different groups of related
| | 00:41 | records from your second library.
More specifically, this allows you to link
| | 00:45 | data between the two libraries creating
a relationship between them, similar to
| | 00:49 | the relationship between
Bento and Address Book or iCal.
| | 00:52 | So for example, imagine if you have
a library for Properties and you have
| | 00:56 | another library in Bento for Events,
what you would like to do is create a
| | 00:59 | Related Record List field and you
place that on to a form so as you go from
| | 01:04 | record to record, you can then view the
related events in the Related Record List field.
| | 01:09 | So for example, you are on Property A
and you see the Events that are related
| | 01:12 | to Property A. You go to Property C
and you see just the Events that are
| | 01:16 | related to Property C and so on.
| | 01:18 | That way, you can create sort of a
dashboard view of everything related to a
| | 01:22 | property. In this case, you would want
to go on to a form for Properties and
| | 01:25 | create a Related Record List that will
allow you to view the related iCal Events.
| | 01:30 | Making connections between the
different libraries of information in your Bento
| | 01:33 | database can make much more useful forms,
| | 01:35 | allowing you to integrate various
different types of related information.
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| Creating Related Records lists| 00:00 | Bento provides an easy way to link
data between different libraries and it's
| | 00:04 | called a Related Record List field. By
adding a Related Record List field to an
| | 00:08 | existing form, we can show
data from another library.
| | 00:11 | For example, inside of our
Properties library, we have got a form called
| | 00:15 | Overview. And on this form, we would
like to show related iCal Events because
| | 00:20 | inside of our iCal Events, you will
notice that we have got events that are
| | 00:23 | related to a various different
properties. Like Mountain Village, Mountain
| | 00:27 | Village, Freed House, Lily, Mountain
Village, that type of thing. So in this
| | 00:33 | case, what we would want to do is
create a new record list field and we can
| | 00:36 | create a record list field
in couple of different ways.
| | 00:39 | First, we can hit the plus sign in the
bottom left corner of the Fields pane or
| | 00:43 | we can go under Insert, to New Field.
In either case, we'll see the Create a
| | 00:47 | Field window pop-up and the first
thing we want to do is choose a Field Type.
| | 00:52 | So if we choose the Related Record
List field type and give it a name, let's
| | 00:56 | call this one Rentals. You will
notice down in the options, which we are
| | 01:02 | actually choosing here, is the data
source. And what that means in English is
| | 01:05 | that you are choosing the other library
for which you want to create this link.
| | 01:09 | So between properties
and what different library?
| | 01:12 | So let's call it iCal Events. And
then let's hit Create. And now you will
| | 01:19 | notice that not in your field list,
but below the field list you now have a
| | 01:25 | category that's called Related Data
and then that's where all of your Related
| | 01:29 | Field List will be stored. So what we
do here is drag the Related Field List
| | 01:35 | right on to our layout
just like we normally would.
| | 01:38 | So on our Overview form for Properties
we see that we have got a Related Record
| | 01:42 | List field that can now show values
that are coming from the iCal Tasks
| | 01:46 | library. Another interesting thing that
you can do to create these lists is to
| | 01:51 | select previously created
collections or smart collections.
| | 01:54 | So for example, you see, we have got
Co Contacts, and if I go onto Properties
| | 01:59 | and I just grab this quickly and drag
it and drop it onto my form. You will
| | 02:03 | notice that I can now create a Related
Record List for Co Contacts. You will
| | 02:08 | also see that shows up as one of
the new Related Data links as well.
| | 02:12 | So there is a couple of different ways
that you can create these links but what
| | 02:15 | you should know is once you've
established a link as you will see here when we
| | 02:19 | try to go onto New Fields, if you try
to create another link you will notice
| | 02:24 | that curiously we have a couple of
different libraries or in this case a smart
| | 02:28 | collection and a library grayed out.
| | 02:30 | So what that means is that you can just
create one link between each library or
| | 02:34 | collection at a time and then you can
just reuse that anyway that you would like.
| | 02:39 | A Related Record List, like the ones
that you see in this form will allow us to
| | 02:43 | link two or possibly even more
libraries all onto one form. And then Bento is
| | 02:47 | going to provide us with an easy way
to link the data between the libraries.
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| Managing Related Records lists| 00:00 | You can use a Related Record List to
display records from the form that you
| | 00:04 | are currently viewing and what it will
display its records from another library
| | 00:09 | that are related to this record.
| | 00:10 | So for example, we happen to be in our
Properties library and we are in a form
| | 00:15 | that we have created that's called
Overview. And we have got two Record List
| | 00:19 | fields created, Rentals and Co Contacts.
We see those listed in our Fields pane
| | 00:23 | under the Related Data section. Now
what we would like to do is add some
| | 00:27 | related records. So in the case of
Rentals, we are linking to the iCal Events.
| | 00:31 | The way that I can add related iCal
Events records is by clicking the icon in
| | 00:36 | the bottom left hand corner and up on
screen will pop-up all of the different
| | 00:40 | records in the iCal Events library.
| | 00:42 | So what I would like to do is add any
iCal Events that are related to the Lily
| | 00:48 | property to this record and then I
could go on to the other records and add
| | 00:52 | those related events. So one way that
I can easily find related records is
| | 00:56 | using the Filter or the Search field
in the bottom left hand corner.
| | 01:00 | And in this case, I'll type in Lily, and
you see what it has done is it's easily
| | 01:05 | isolated a group of records that all
have Lily in the name. So I can either
| | 01:09 | select 1 and drag that into Rentals,
or I can hold down my Shift key while I
| | 01:14 | select all of them and then
drag those into the list field.
| | 01:19 | Now if I go to the next record, we
see that this is the Telluride Mountain
| | 01:23 | House, so I'll select the icon in the
bottom left hand corner and let's see if
| | 01:30 | we use Telluride, how about mountain
instead. So now I can Shift+select all of
| | 01:40 | these records and what you will see
illustrated here is that depending on what
| | 01:45 | record you are on, in this case Lily's,
in the case Telluride, I'm seeing just
| | 01:50 | a subset of records or the related
records from the corresponding libraries.
| | 01:56 | We can do the same thing with Contacts.
As you see here, now I'm seeing all of
| | 02:01 | the contacts. So let's say we just
have a couple of people that we normally
| | 02:05 | work with on this property and we would
like to save their information into the
| | 02:13 | Related Records List and we can do the
same for each one of the properties that
| | 02:17 | we are storing inside of this library.
Now that we have got some related
| | 02:20 | records in these fields, we'll take
a look at some of the tools that are
| | 02:23 | available to us to manage these list fields.
| | 02:26 | First, like any other field if we
select it, we see that the handle is going to
| | 02:29 | appear and we can drag the size either
left or right or even up and down if we
| | 02:34 | would like to. So in this case, let's
say we open these up a little bit, so we
| | 02:38 | can see more of the data. And then also
you will notice that there is icons in
| | 02:43 | the bottom left hand corner that will allow
us to add more records if we would like to.
| | 02:48 | So in this case, what you see is that
it creates a blank record, which I'll put
| | 02:53 | in here, Grand Opening. And when I
click outside the field, I have now
| | 02:59 | committed that and created this record.
And if I would like to, what I can do
| | 03:04 | is go to this record in the iCal
Events by clicking on the next icon.
| | 03:08 | So here we see inside iCal Events is the
new record that I have created called Grand
| | 03:13 | Opening. And the reason it knew to
create this record in iCal Events is because
| | 03:17 | that's the library that we have linked to
when we set up this Related Record List.
| | 03:22 | And incidentally, if you look in your
iCal, you will see that the event exists
| | 03:29 | inside iCal as well. So back inside
Properties and Overview, you can see this
| | 03:36 | is the way that you can either add or
even remove different events. And you can
| | 03:41 | see different information on the events
and even edit some of this information
| | 03:44 | if you would like to. And all of it
will propagate throughout the different
| | 03:48 | libraries and related applications.
| | 03:50 | Also you can control the order in which
you are seeing these events. If I click
| | 03:54 | on the Title header, you will see that
we have got the option to either Sort
| | 03:57 | Ascending or Sort Descending. What you
are going to find out here is you are
| | 04:02 | going to have a lot of the similar
properties that you will find inside Table View.
| | 04:05 | So if you are familiar with
managing Table View, you will be able to use
| | 04:09 | the same type of tools here and that
includes things like resizing column
| | 04:13 | headers or even hiding unnecessary
fields. And as with other list fields, you
| | 04:24 | will notice that you have the
ability to Show or Hide different fields.
| | 04:28 | Now inside of an event we have got all
sorts of different things that we can add.
| | 04:31 | So we have got Duration of Stay,
if we want to add that. We have got
| | 04:36 | Location, all of these different things
that we can add and these all happen to
| | 04:39 | be fields that are defined
inside of our iCal Events library.
| | 04:47 | And the same is true for any Related
Record List regardless of the library that
| | 04:51 | you have linked to. Now you should keep
in mind that the scrollbar has appeared
| | 04:55 | because you can add an unlimited amount
of related records inside of a Related
| | 04:59 | List field. They just have to come
from the same library. And if you want to
| | 05:03 | have related records from another library, just
simply create another Related Record List field.
| | 05:07 | And one of the other features that you
might be familiar with from using Table
| | 05:10 | Views is something that's also
available to you in a Related Record List, and
| | 05:14 | that is the other icon to the far
right. If you click on this, you will see
| | 05:18 | that you can create summary values.
| | 05:20 | So, for example, Count or Sum, so you
see that you can add summary values that
| | 05:30 | are specific only to the related
records that are inside each one of your forms.
| | 05:33 | Now you will notice if I go
over into the other properties that don't
| | 05:38 | have any records, the Count is still
there and the Sum is still there.
| | 05:42 | But you will see now that the values are
different. This is a Count of 5 of the related
| | 05:46 | Rentals and the total Duration of
Stay for the related Rentals and so on.
| | 05:50 | So you can use the same discipline
that you got used to when you are managing
| | 05:54 | your Table View and the same
concepts that will apply here when you are
| | 05:57 | managing the way that your data
looks inside of a Related List field.
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12. Working with Media Fields Understanding Media fields| 00:00 | In Bento, you can store many types
of sound, image or movie files inside
| | 00:04 | something that's called a Media field.
These types of files will include things
| | 00:08 | like JPEGs, QuickTime movies or even
MP3 files. In order to be able to store
| | 00:12 | these assets inside of your Bento
database, you first need to create a media
| | 00:17 | field to contain them.
| | 00:19 | In our example file, if you click on
the Properties library, you'll see that we
| | 00:23 | have a form created that's called
Property Info. Now, what we want to do here
| | 00:27 | is add a new field that will contain
media. So we can do that in two different ways.
| | 00:31 | We can either hit the Plus sign
in the bottom left-hand corner of the
| | 00:34 | Fields pane, or go under Insert to
New Field. You'll notice that there is a
| | 00:40 | field that's called Media that will allow
us to store these different types of files.
| | 00:44 | Keep in mind that a Media field can
only store one media file at a time.
| | 00:50 | If you want to store many different media
files per record, then you can create many
| | 00:55 | different media fields. In this case,
we're just going to create one and we'll
| | 00:59 | cleverly name it, Media. We'll hit
Create and you see that the Media field is
| | 01:04 | now available in our Fields pane.
| | 01:08 | I will click on it and I'll drag it
over onto our form. Like any other field,
| | 01:14 | you see that it's got handles so that
we can resize it and line it up to all
| | 01:18 | the different things in our form. But
you'll notice that it has kind of a frame set
| | 01:21 | and different characteristics than maybe
some of the other fields that we are working with.
| | 01:25 | So this one we'll size nice and large
so that we can view all the images or
| | 01:29 | movies or sound. And in the upcoming
movies, we'll talk about how you can add
| | 01:34 | different types of media to your Media field.
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| Adding Media fields| 00:00 | Media fields in Bento allow you to
store sound, image, or movie files directly
| | 00:05 | inside your database records. To do
this, you'll have to create a field that
| | 00:09 | has a media type, which we've already
created in this case, and we've called it
| | 00:13 | the Media field. Then you'll want to
place it onto one of your form layouts.
| | 00:17 | You cannot place Media fields in your
Table Views, so you want to pick a Form
| | 00:22 | View first and then place
your Media field on that form.
| | 00:25 | So now what you'll want to do is
actually place media inside of the field.
| | 00:29 | So in this case, we're on our record for
Lily's Loft and you'll notice that when
| | 00:33 | I click inside of the empty Media field,
you see that a little window pops up
| | 00:38 | and it allows me to add media. In this
case, I can choose a picture, movie or
| | 00:43 | sound file or here I can take a picture.
| | 00:45 | But what we're going to do in this
movie is choose pictures, movies, or sound files.
| | 00:50 | So I click on that option and
up pops my Finder where I can choose any
| | 00:55 | one of the different assets that are stored
inside the Assets directory in your Exercise Files.
| | 01:01 | So in this case, I'll choose a picture
of Lily's and hit Open. You'll notice
| | 01:06 | what it does is it places the image
inside of the Media field, but only for
| | 01:11 | this record, because if I navigate to
the next record, you'll notice that it's empty.
| | 01:14 | Now that we've got an image
inside this record, we can move onto our
| | 01:18 | next record, click inside the field,
and in this case, choose a different image
| | 01:27 | for each one of the records
inside of our Property library.
| | 01:30 | You can also add media to these Media
fields by dragging them and dropping them
| | 01:36 | into a Media field. So, for example,
we go to our Desktop and we pick our
| | 01:42 | Exercise Files and choose one of these
Assets. You'll see that we can click on
| | 01:55 | it and drag it and release it and it
will show up inside of our database record.
| | 02:01 | In addition to images, we can also
store movies. So here we have an example of
| | 02:07 | a QuickTime movie and I can place
that inside of my file. The interesting
| | 02:13 | thing about when you're storing movie
or sound is that you can click on this
| | 02:17 | and play it. So, right inside each
one of your records, you can see movies
| | 02:21 | playing with action that might be
specific to the record. So we have images,
| | 02:29 | and then movies combined
together on our Bento database.
| | 02:33 | Finally, same kind of thing applies
to adding a sound file. Here is a sound
| | 02:39 | file that we can add, and although you
don't see anything with the sound file,
| | 02:43 | when you click on Play...
| | 02:45 | (Piano music plays.)
| | 02:50 | Like that. One thing that
you should be aware of when
| | 02:53 | you're adding media to your Bento
database is the fact that you're actually
| | 02:58 | adding size to the database as well.
| | 03:00 | So if you've got some concerns about
the size of your database, probably
| | 03:03 | shouldn't affect the performance by any
means, but if you're adding hundreds of
| | 03:07 | different images or very large media
files, what you might want to do is first
| | 03:12 | navigate to a record that doesn't have
any media and like we did before where
| | 03:17 | we were dragging media into a field,
you should know that if you hold down the
| | 03:21 | Option key and drag, what you've done
in this case is added an image--
| | 03:29 | in this case the media
that I was adding was an image.
| | 03:31 | But because I drag-copied it, what
I've actually done is stored the alias
| | 03:35 | inside of this field. So that way my
database file size doesn't grow, but I can
| | 03:40 | still see all the different images.
| | 03:42 | Now the thing you should know about
that is that the moment that the location
| | 03:47 | of this changes, so if I move this to
a different folder, it will then break
| | 03:51 | the image and therefore not show up
anymore inside of Bento. Something you
| | 03:55 | should pay attention to, if you're
putting a lot of very large media files in here.
| | 03:58 | But if you don't have a large
quantity of those or large files, something
| | 04:01 | you probably shouldn't concern yourself with.
| | 04:03 | As you can see, once you've created
Media fields, Bento will allow you to store
| | 04:08 | images, sound files, movie files or
even links to those files within your
| | 04:13 | computer. This gives you the opportunity to
use your database to not only store information,
| | 04:18 | but also, all sorts of
different types of assets.
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| Adding photos to a Media field using the iSight camera| 00:00 | In order to add any kind of media to a
media field, you can just click inside
| | 00:05 | the area and you'll see that a small
window pops up. Now as you see here,
| | 00:09 | I already happen to have an image
inside of this Media field. But remember,
| | 00:13 | you'll be looking at your
own Address Book, not mine.
| | 00:15 | So, when you do this, your Media field
still may be empty. If you already do
| | 00:19 | have an image in the field like I do,
then go ahead and select the Media field
| | 00:23 | and then hit the Delete button in
order to remove the image inside of it.
| | 00:26 | Now you see that my options change. I can
either choose a picture, movie or sound
| | 00:30 | file that exists on my
computer or I can take a picture.
| | 00:35 | For example, we'll take a picture now.
Then I can choose that picture and set
| | 00:44 | it and you see that it gets saved
inside of this Media field. So in addition to
| | 00:48 | being able to insert existing media
files, you can also add one by taking a photo.
| | 00:53 | These will work well inside your address
book in your existing photo Media fields.
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| Positioning and resizing images| 00:00 | One of the things that you may notice
when you're storing images inside of your
| | 00:03 | forms in Bento is that some of them
may not be sized properly. But what you
| | 00:08 | should notice is that when you put an
image inside of a Media field, if you
| | 00:12 | click on that field, you'll notice
that you have Image Settings that appear.
| | 00:15 | One of the Image Settings allows you
to use the slider to perfectly size the
| | 00:20 | image inside of your Media field. So
you'll notice as you go to the different
| | 00:25 | records and click inside of them,
you can resize these appropriately.
| | 00:29 | It will only grow to the maximum size of the
image, based on the image's resolution.
| | 00:33 | So you'll see you can make them larger
or make them smaller so that they fit
| | 00:39 | appropriately inside of your Media field.
| | 00:43 | Bento allows you to not only store
images by either dragging and dropping or
| | 00:47 | inserting using your iSight camera, but
then position them appropriately inside
| | 00:51 | of a Media field so that they can be
displayed as part of your database record.
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| Saving media files| 00:00 |
Bento databases are a great place to
store image, sound or movie files.
| | 00:04 |
If for whatever reason you happen to misplace
the original file or the only copy that
| | 00:08 |
you have is inside of your Bento
database, there are also ways that you can
| | 00:12 |
save this media out of Bento,
back on to your computer.
| | 00:15 |
It happens in a couple of different
ways depending on the type of media, but
| | 00:19 |
if you look at an image, for example,
if you click inside of Media field,
| | 00:23 |
you see your Image Settings. But also
you'll notice that you have a Save As button.
| | 00:27 |
This will pop up your Finder and allow
you to pick a location where you'd like
| | 00:32 |
to save that image and then it will
simply let you make a copy of that image.
| | 00:37 |
You'll still have the image inside of
your Media field, but now you'll have
| | 00:40 |
another copy somewhere else on your computer.
| | 00:43 |
If you're saving other types of media
like movies, you can do the same thing as
| | 00:47 |
you would inside of a QuickTime Player,
by right-clicking and hitting Save As
| | 00:51 |
and you can do the same thing. Pick
a location and then save it to that
| | 00:55 |
location. The same is true for sound
files, and the inverse works as well.
| | 01:01 |
If you find yourself with an image, you
can click inside of that instead of saving it
| | 01:06 |
or adding something. You can just
hit the Delete key and it will remove the
| | 01:10 |
image from within Bento.
| | 01:13 |
With the ability to store media inside
of database records and also to extract
| | 01:16 |
the media out of those same records, Bento can
become a pretty useful asset management tool for you.
| | 01:22 |
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|
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13. Using Calculation Fields Understanding Calculation fields| 00:00 | Bento allows you to create different
fields that you can store inside of your
| | 00:03 | libraries. In previous movies, we've
covered all the different field types.
| | 00:07 | For example, we've got text fields like
Property Type or date fields like Date
| | 00:12 | Created or even Number
fields like the Cleaning Fee.
| | 00:15 | All of the fields that have already
been defined can be found inside of our
| | 00:18 | Fields pane. Most of the field types
are for entering and storing data, but
| | 00:22 | there is a very unique field type
that's called Calculation that will allow you
| | 00:26 | to bring in data from other fields as
well as other values in order to create
| | 00:30 | new values inside of these calculation fields.
| | 00:33 | In order for you to be able to
determine when a calculation field will be the
| | 00:36 | most useful, first it helps to become
familiar with the Calculation dialog
| | 00:40 | window. You can invoke the Calculation
dialog window by creating a new field,
| | 00:45 | either in the bottom left-hand corner
or under the Insert menu by choosing New Field,
| | 00:49 | and then of course scrolling
down until you see Calculation.
| | 00:55 | Then when you hit Continue, you'll see
that you have a workspace here for you
| | 00:59 | to be able to create these Calculation
formulas. Unlike the other field types,
| | 01:03 | you see that the Calculation dialog
window actually provides you with a
| | 01:06 | workspace so that you can author
the formula for your calculation.
| | 01:10 | You'll notice, like any other fields,
first you'll have to name the field.
| | 01:14 | In this case, we'll just name this field
Calc. But to give you a little tour of
| | 01:18 | the dialog, unlike the other field
types, you see that the Calculation dialog
| | 01:22 | window actually provides you with the
workspace to author the formula for the calculation.
| | 01:27 | You'll notice though, like other fields,
first you'll need to name the field.
| | 01:30 | But in the Specify Calculation area,
that's where you'll notice the real
| | 01:34 | differences. First you've got a list of
available fields on the left-hand side,
| | 01:39 | and you'll note that the available
fields come from either List fields,
| | 01:42 | as you see here with Address, or just
the Number fields like Cleaning Fee.
| | 01:46 | You'll also notice Related Record Lists,
here with the Colorado Contacts that
| | 01:50 | have been previously linked to this
library. Then you have the rest of your
| | 01:57 | fields like Date and Text and Currency and
Boxes and Automatics and all that type of thing.
| | 02:03 | Depending on what kind of formula
you're creating, you may need to pick one of
| | 02:05 | these fields. So if you pick one of the
fields and you want to put it into your
| | 02:08 | Calculation workspace area, simply hit
the Insert button. You'll see now that
| | 02:13 | the field is represented by a small,
grayish, blue box. By hovering over any of
| | 02:18 | the fields in your Calculation workspace,
you'll see that you've got a small arrow.
| | 02:22 | Here you can change the field if
you've chosen the wrong one or have changed
| | 02:27 | your mind. In the middle, you also have
a series of mathematical formulas.
| | 02:33 | You see here, some of them are pretty self-
explanatory, like putting the plus sign
| | 02:37 | in between two fields will add the
values inside the fields together to give
| | 02:41 | you the result. You see the Minus
field will do the same in reverse.
| | 02:45 | You can subtract the value in one field from
the value in another or several different
| | 02:49 | fields if you'd like to.
| | 02:50 | Below, you see you've got an Asterisk.
The Asterisk is a multiplier that acts
| | 02:54 | like an x in a mathematical equation.
The same is true here with the Slash,
| | 02:59 | which is the Divided By symbol. So
you put these in between a couple of
| | 03:02 | different fields. You'll multiply one
by the other or divide one by the other.
| | 03:06 | Any time you want to use text inside
your calculation, you'll have to wrap it
| | 03:09 | in quotes. So Bento provides this easy
Quote button that will place the quotes
| | 03:13 | in your calculation workspace so that
you can type in text values. You'll also see
| | 03:17 | that Bento provides you with
a Today and then a Now button.
| | 03:20 | Today is useful when calculating
durations and we'll cover that in one of our
| | 03:24 | later movies in this chapter.
It represents the current calendar date that
| | 03:27 | it pulls from your machine. It's very
useful in determining durations and elapsed
| | 03:31 | time and things like that.
| | 03:33 | The same is true for the Now button
which actually pulls the current time from
| | 03:36 | your operating system. This is also
useful in time durations within a certain day.
| | 03:40 | The last thing that you'll notice
here are Values. You can see that you
| | 03:45 | can have something as a String, Number,
Percentage or Currency. Value allows
| | 03:49 | you to insert placeholders like text
strings or numeric values, either in the
| | 03:52 | form of straight numbers, percentage,
currency. Your choice here is really
| | 03:57 | going to depend on the
results of your calculation.
| | 04:00 | You'll notice in this field is what
the result of your calculation may be.
| | 04:03 | So you see here we've got Cleaning Fee and
it happens to pull one of the records,
| | 04:09 | and the value that it's getting is the
first record in our table. That happens
| | 04:13 | to have a 20 in it. So whether we have a result
in text or number, it's still going to be a 20.
| | 04:19 | But you notice that depending on which
option you select, there are different ways
| | 04:23 | that you can display or format
your results. It will look a little bit
| | 04:27 | differently in your Results field.
If you see, for example, here the number 20,
| | 04:34 | if it results in a duration instead of
a number or a text, you see that it will
| | 04:38 | put a Seconds after that. You can use
different abbreviations if you'd like to.
| | 04:44 | Also, if it comes as a date, you see
that it doesn't necessarily result in a
| | 04:48 | date in this case, so Bento will work
to help you work some of these things out.
| | 04:51 | The same is true with time. In
later movies, we'll talk about how you can
| | 04:55 | get different results from the same formula.
| | 04:57 | Finally, if you want to become more
familiar, you can hit the Show Examples.
| | 05:01 | Show Examples is a great way to learn a
little bit more about how calculations
| | 05:04 | can work. You see that you can add
different fields together and you can see
| | 05:09 | what kind of different results you
might get. For example, if this text string
| | 05:12 | results in text, you would get that value, if
number, you get a zero, and so on and so forth.
| | 05:20 | So this is a good way to kind of learn
what you can expect from your results.
| | 05:24 | Also, you see you've got general
mathematical results, represented in Text, or
| | 05:29 | Numbers, or Currency. So this is a
great way to get familiar with what you can
| | 05:34 | expect to see from the
calculation that you've written.
| | 05:37 | Once you become familiar with this
dialog, it will give you a better idea of
| | 05:40 | what's possible when you create
calculation fields in Bento. In the upcoming videos,
| | 05:45 | we'll show you examples of
calculations that you might be able to use
| | 05:47 | within your own Bento application.
| | Collapse this transcript |
| | Merging fields using calculations | Calculating age| 00:00 | A very useful calculation that you can
use inside of Bento would be the ability
| | 00:04 | to calculate ages based on a birthday.
In this example that I'm going to show you
| | 00:08 | we are going to calculate the age
of each individual in our Address Book
| | 00:11 | library based off of their birthday.
You can follow along with this example by
| | 00:15 | clicking on the Address Book library in
your copy of Bento and locating one of
| | 00:20 | your records that has the
Birthday field populated.
| | 00:22 | So what we are going to do is create a
new field that's going to calculate the
| | 00:27 | age of the individual in years. So,
what we do first is create a new field.
| | 00:32 | We can go into Insert > New Field
and of course we are going to choose
| | 00:37 | Calculation. That will take us into
the next step where we want to name the field.
| | 00:44 | We'll call it Age and then we'll
look here in our Calculation workspace.
| | 00:48 | Now the key to this one is going to be
this Today button. So you will notice
| | 00:53 | when we click on the Today button,
it results in the value of today's date.
| | 00:57 | So as the date changes on your computer,
the new date will be inserted into the
| | 01:01 | calculation for you. So it is great
because it will dynamically determine
| | 01:05 | the age of the individual.
| | 01:06 | However, we don't want to determine
what today's date is. We want to determine
| | 01:10 | what the elapsed number of years
were since this individual was born until today.
| | 01:14 | So logically, you would think
we could probably put in a Subtraction
| | 01:20 | operator and pick Birthday. If we
subtract birthday from today's date,
| | 01:29 | let's take a look at what we get here.
| | 01:31 | So first is Text, which is not the
result that we use for this calculation.
| | 01:35 | We see we have some interesting information.
Well if we go in Number, it gets a little clearer.
| | 01:38 | What we actually have here is
an integer. So, what you are seeing on
| | 01:42 | screen is the fact that dates inside
of Bento are handled as integers.
| | 01:46 | They are actually handled as numbers of
seconds. So what we see here is actually
| | 01:50 | over one-and-a-quarter billion seconds
have transpired since this particular
| | 01:55 | individual is born until today's date.
| | 01:58 | The problem is we want to know years.
So we know that if we wrap this part of
| | 02:01 | the formula in parentheses, it will
group this value so that we can do some
| | 02:05 | more calculation with the results like
multiplying or dividing it by another value.
| | 02:09 | What we want to do is create
another part of this formula that will
| | 02:13 | convert the seconds into minutes,
minutes into hours, hours into days, and days
| | 02:17 | into years. And it might look a little
complicated but really this is something
| | 02:22 | that you can remember and copy and paste
and use for other calculations as well.
| | 02:25 | But we'll open up another parentheses
and we know in order to turn our seconds
| | 02:30 | into minutes, 60 is going to be a key
number. So if we want to turn our seconds
| | 02:34 | into minutes and then our minutes into
hours, we would do 60x60 and then if we
| | 02:41 | want to turn our hours into days, 24
and if we want to turn our days into years,
| | 02:49 | how many days in a year? 365 and to
be very specific 365.25. And now what
| | 02:57 | this does is give us sort of
the conversion part of this.
| | 03:00 | So the Calculation will first evaluate
this value. Give us the integer that we
| | 03:04 | saw earlier and then we want to
actually divide it, so we'll click the Dividing
| | 03:10 | operator and it will divide by this value
here. We see when we result this in a number,
| | 03:16 | it gives us accurate number of years
that have transpired. So we don't want to
| | 03:19 | see the seconds. That could be a little
depressing for somebody. But instead we'll see years.
| | 03:23 | Now interestingly enough, if you just
wanted to convert this into the number of
| | 03:27 | minutes that have elapsed in their
lifetime, you could just divide it by 60 or
| | 03:32 | of course, hours divided by 60x60,
days and so on and so on. So, you can back
| | 03:38 | this one up. If you happen to not be
using the formula for birthdays but want
| | 03:42 | to determine years, maybe you just want
to duration of days, that kind of thing.
| | 03:46 | You can just back this formula back
as far as you need to. So, what's nice is
| | 03:49 | you can now hit Create and to really
understand how a Calculation field works,
| | 03:55 | let's drag this one as we see it now
available on our Fields pane. We'll drag it
| | 04:00 | on to our form and here we see it's
automatically calculated the age based
| | 04:05 | on the birthday of this individual and
if we change that value, we see that
| | 04:09 | it will dynamically update that.
| | 04:11 | And as this person ages, as the
calendar goes by, this date will dynamically
| | 04:16 | update. This is a formula that you may
want to add in your Address Book library
| | 04:20 | or you could use different iterations
of this with other types of libraries
| | 04:24 | thus converting seconds into years or
days or weeks. This could be a formula
| | 04:28 | that you want to add to your own
Address Book library to calculate ages or
| | 04:31 | you can use bits and pieces of it
to calculate other durations as well.
| | Collapse this transcript |
| Calculating duration| 00:00 | Calculating durations might be useful
for you inside of your own Bento application.
| | 00:04 | For example, if we look inside the
iCal Events we see that we have got Start
| | 00:08 | Dates and End Dates for all these
different events. It might be useful for us
| | 00:12 | to see the amount of elapsed time
between the start and end date. Especially
| | 00:16 | since in this example we are
creating properties and the events represent
| | 00:20 | rentals. So it might be useful for us
from a billing perspective or just an
| | 00:24 | overall reporting standpoint for us to
see exactly how many days a rental lasted.
| | 00:28 | So what we would do is navigate over
to the iCal Events library and create a
| | 00:33 | New Field. In this case, we are going
to choose Calculation and we'll name this one,
| | 00:41 | Duration of Stay. So in this
example, we are going to use the Start and
| | 00:49 | End Date fields. So what we are going
to do is take the one that would be the
| | 00:54 | highest and one thing you should be
aware of is that a date is stored inside of
| | 00:58 | Bento as an integer, which
is a total number of seconds.
| | 01:01 | So if you want to find out duration,
you are going to have to take the largest
| | 01:04 | number and from that subtract the
smaller number. So in this End Date would be
| | 01:11 | the largest number. See I can either
double-click on it or press the Insert
| | 01:14 | button to get an into our Calculation
workspace area and what I'm going to do
| | 01:18 | is simply subtract from the
End Date the Start Date value.
| | 01:25 | So internally within Bento this is
an integer of number of seconds minus
| | 01:29 | another smaller integer number of
seconds. And we can see we have different
| | 01:34 | options on how to view the results.
We can view it as Text, Number and here is
| | 01:39 | the number of seconds that have
transpired, Currency, but in this case,
| | 01:43 | we are going to use Duration.
| | 01:45 | So we have got a couple options
with Duration. We can either use the
| | 01:48 | abbreviated version or full names.
So let's go with abbreviations for the
| | 01:54 | second part of the example that we are
going to do here. And if we hit Create
| | 01:59 | we'll then see that the Duration of
Stay field not only has been added to our
| | 02:03 | Fields pane for iCal Events but it's
also been added to the table because we
| | 02:08 | are in Table View and we
have just added a new field.
| | 02:10 | So you will notice that in some of
these events there is only one hour.
| | 02:15 | If we do an Advanced Search for Calendar
that is equal to Rentals, now we have
| | 02:28 | isolated just the rentals themselves.
So we see that we have got various
| | 02:31 | different rentals with one week, another
week, five days, four days that type of thing.
| | 02:38 | An interesting thing that we can do
now that we are calculating these on each
| | 02:41 | one of the event records is to turn
on our Summary row and we could create
| | 02:48 | different types of summaries like the
Sum, the total number of days that have
| | 02:52 | transpired from all rentals, 7 weeks,
3 days, that type of thing. Or maybe
| | 02:57 | the Average, which might be interesting
to report back to some of the property owners,
| | 03:01 | or you could choose different
things like Minimum and Maximum if you
| | 03:05 | would like as well.
| | 03:06 | We can see that this could be a very
useful piece of information either on our
| | 03:09 | Table View or even in the Form
View or inside related field lists.
| | 03:13 | So calculating durations can be very
helpful even in your Bento applications.
| | Collapse this transcript |
| Displaying summary information in the parent library| 00:00 | Another trick worth knowing is that
once you have created a link between two
| | 00:03 | libraries by creating a related records
list-- For example in this case, we have
| | 00:08 | got a related records list from
Properties, looking at all the related rentals.
| | 00:13 | We can see these in our Overview
form. Once you have one of these links
| | 00:17 | together you can use these inside your
calculations and it can give you some
| | 00:20 | really interesting results.
| | 00:22 | So for example, let's say we want
to define a Calculation field inside
| | 00:25 | Properties that gives us the total
count of the number of rentals. We can do
| | 00:30 | that by going into Insert > New
Field, creating a Calculation, hitting
| | 00:41 | Continue. In this case we'll call it
Total Rentals. All you have to do is go
| | 00:49 | down to anyone of the related record
list. You see we have got contacts there.
| | 00:53 | If we keep going all the way down
to the bottom we'll see the Rentals.
| | 00:56 | Now these are records that are coming
from the iCal Events but we pick any one
| | 01:01 | of them, just randomly let's pick one
that we know will always have the value in it.
| | 01:05 | How about Start Date? You will
notice that instead of just adding Start Date,
| | 01:09 | it added a couple of different
values. It added Start Date, the name of
| | 01:13 | the related record that it's from and
then it also added an aggregate value.
| | 01:17 | In this case, it added Count because
this is a Date field inside of a Number field.
| | 01:20 | So what it's going to do is
automatically count the number of related records.
| | 01:26 | So we see here either looking at this
as Text or Number we still get the number 4.
| | 01:30 | So what that means if we see OK
here and drag this field somewhere on our
| | 01:38 | layout. Let's say right there we see
that this one has four related records.
| | 01:44 | This one has three, this one has two,
this one has zero and so on.
| | 01:49 | We can modify this if we double-click on
this inside of the Field pane. We see that
| | 01:54 | it takes us right back to our Calculation
field and we can experiment a little bit
| | 01:58 | with what kind of other
values we might get here.
| | 02:00 | Sum is actually going to give us the
same amount. Average we see won't work
| | 02:06 | because the Start Date is not a
numeric field. So you can double-click on a
| | 02:10 | field in the Fields pane and get
back to the Calculation workspace to
| | 02:13 | experiment with some other options.
| | 02:15 | Let's take a look at a new calculation
now that will give us the length of an
| | 02:20 | average stay. What we have inside of
the iCal Events is a Duration of Stay
| | 02:27 | field that's been created as a
calculation but in Properties what we are going
| | 02:32 | to reach down into the related rentals
and tally up or do averages or maximums
| | 02:38 | of the different stays.
| | 02:39 | So let's a look at how that would work.
We'll create a new record. We'll create
| | 02:43 | a New Field. Choose Calculation and
this one we'll call Average Stay.
| | 02:53 | And remember this is a field that's been
defined in the Properties library.
| | 02:57 | So as a result when we look into all the available
fields we see the related record lists there.
| | 03:03 | And here we have the related record
list at the very bottom and you will notice
| | 03:07 | that we have a field that's called
Duration of Stay. When we double-click on it
| | 03:10 | or select Insert, we see that it
gives us Duration of Stay, the name of the
| | 03:14 | related record list, but also these aggregate options.
So we can do Counts, which we have already done.
| | 03:20 | But how about Average? Average in Text
doesn't really give us values that we
| | 03:25 | are looking for. In Numbers it gives
us seconds, an integer that's stored
| | 03:29 | inside of Bento for any kind of a value,
any kind of dates. But what we'll do in
| | 03:34 | this case is select Duration and what
that does for us is turn seconds into,
| | 03:38 | in this case, days, hours, minutes and
seconds. And if there are weeks involved it
| | 03:43 | will add that on to the front of it.
| | 03:44 | But let's hit Create and take Average
Stay and drag it below the Total Rentals.
| | 03:55 | And now we can see as we navigate
from one property to the next, we can see
| | 04:01 | what the Average Stay for any property
that's actually been rented. We can see
| | 04:07 | what the actual stay is. So for 4 days
and some change on this one. Six days on
| | 04:11 | this one and six days on that one and so on.
| | 04:14 | This can be pretty helpful when we are
putting reporting together or if we just
| | 04:17 | want to keep track of the rental
activity in either one of these properties.
| | 04:22 | You will notice that you can have the
same information calculated inside of the
| | 04:25 | iCal Events right here in
the bottom in your Summary row.
| | 04:29 | Now the one thing to note about that
is that this is going to be based on
| | 04:32 | whatever the found set is. So this
value could consistently change but what's
| | 04:35 | nice about to defining this inside
Properties and using related values instead
| | 04:40 | is that the found set that it's
calculating is only the related records.
| | 04:45 | The records in iCal Events that happened to
be related to this particular property.
| | 04:50 | So it works in the same manner but
instead of working on a found set
| | 04:53 | we have already created a found set by
creating the related records list.
| | 04:58 | Summarizing related records information
inside of form can be useful to you in
| | 05:01 | your Bento application. For example,
you may want to do things like displaying
| | 05:04 | CD duration, number of tracks, length
of shortest track, if you have got some
| | 05:08 | kind of a song library, and these are
all things that you can do by creating
| | 05:12 | calculation fields and placing them into the
form that has the related record list defined.
| | Collapse this transcript |
|
|
14. Importing and ExportingImporting data to Bento| 00:00 | One of the nice things about Bento
databases is that you don't have to add every
| | 00:04 | record that's inside your database
yourself. You can import records in from
| | 00:08 | other files that were created in other
applications. This is a great way to add
| | 00:12 | new data in batches instead of
having to manually enter it all.
| | 00:15 | So you'll first notice that under the
File menu, there is an option for Import.
| | 00:20 | And under Import, you see that you got
two choices. We are going to concentrate
| | 00:24 | on importing a file right now. If we
open the Import file dialog window,
| | 00:29 | you have three different options here.
You can import certain file formats and you
| | 00:33 | can choose a file that
will act as the import source.
| | 00:36 | Your import source is going to be
the file that's most likely created in
| | 00:39 | another application. It's going to
contain the data that you want to import
| | 00:43 | into Bento and it has to be one of
the compatible formats. The compatible
| | 00:47 | formats for import sources in Bento
are Comma Separated files which you see
| | 00:51 | here as a CSV or a Tab Delimited file.
Also Numbers files. And a quick note
| | 00:58 | here, Numbers '08 files are supported
but if you want to import a Numbers '09
| | 01:03 | version file, you will need to update your
Bento application to version 2.0v4 or later.
| | 01:10 | Also Excel documents can act as import
sources and there are Excel documents
| | 01:16 | that have an extension of .xls and
there is also extension .xlsx, which are
| | 01:21 | Excel '08 and later files. And those
are supported formats for import source.
| | 01:26 | So in this case, we are first going to
choose CSV files, which is really a text
| | 01:30 | format. And you will see that after
you've chosen the file, you can choose a
| | 01:34 | format, in this case, this file could
be interpreted as either Comma separated
| | 01:39 | or Tab separated. We are going
to keep it at its default, Comma.
| | 01:42 | Now this is an important part in step
number 2. You are going to choose the
| | 01:45 | target, so we have chosen the source
or the file that we are going to import
| | 01:49 | that has all the data we are trying to
bring into Bento. But then we also have
| | 01:52 | the target meaning where is all that
data going to go inside of our database.
| | 01:56 | Now in one of the first movies in this
title, we covered creating a new library
| | 02:01 | by importing information in which is a
great way to get started in Bento.
| | 02:05 | But in this case, what we are going to do
is choose one of our existing libraries.
| | 02:09 | So here we have Properties, where we
have only got three records as you see in
| | 02:13 | the background. And we want to bring
in all the records from the source file
| | 02:17 | into this library. Once we choose the target
library, we then need to move on to step 3.
| | 02:22 | In step 3, what we are doing is not
only do we have pick which library these
| | 02:26 | are going into but we have to take the
individual columns in our source file
| | 02:29 | and say what fields those will go into inside
of our chosen target which is the Properties.
| | 02:34 | So now what I'll do is go into the
column on the far left for the record
| | 02:38 | values, which represents the values
that are inside the source file, and I'll
| | 02:41 | choose which one of these values
matches up, in this case, with the Street
| | 02:45 | field inside the Property library.
| | 02:48 | Now I'm going to do the same for City
and we see we have a city there, and
| | 02:53 | State, and Zip. And I'm kind of
eyeballing these based on what logically looks
| | 03:00 | like the right record value. But if I
want to check to make sure I have lined
| | 03:03 | them up properly, I can cycle
through all of the different records in the
| | 03:07 | source to make sure that the formats look okay.
| | 03:12 | One interesting thing here is if there
is a piece of data that's in this list
| | 03:16 | from the source file that I don't
already have a field for inside of my chosen
| | 03:21 | library, then I can just hit the Add
Field button here which will allow me to
| | 03:25 | go create a field and then line that
field up without having to close out of my
| | 03:29 | Import dialog, which is a
pretty handy feature inside of Bento.
| | 03:33 | Now I'll hit the Import button. Then as
you see, we have all these new records
| | 03:39 | that are added inside of our
Properties table. To do another example of this,
| | 03:43 | we'll go back under the File menu, to
Import, and select File. This time, I'm
| | 03:50 | going to choose a Numbers file and
again we should mention, this is a Numbers
| | 03:54 | '09 file that's in your Exercise Files.
But it's important to know that if you
| | 03:58 | have not yet updated your Bento version
to Version 2.0v4, you will not be able
| | 04:03 | to import in an '09 file but
instead only a Numbers '08 file.
| | 04:09 | So again, we've chosen the Numbers file,
and if there are multiple sheets or
| | 04:15 | multiple tables we'll select them but
in this case we just have one of each.
| | 04:18 | And we'll also choose Properties, and
you see now we have 13 records in the
| | 04:22 | Properties table. And we are
going to do the same exercise.
| | 04:25 | Now you'll notice in this case,
instead of having data show up in the record
| | 04:29 | values, we instead have the column
headers or the names of the fields.
| | 04:34 | So here we'll just line up Address with
Street, City with City, State with State, Zip
| | 04:42 | with Zip. And then I can cycle through
all the records and now see the data and
| | 04:47 | make sure that looks like it lines up properly.
| | 04:51 | So now we know it's okay to Import but
now we see instead of having 13 records,
| | 04:57 | we now have 37 records imported into
our table. In this case, there were some
| | 05:01 | empty records inside of our Numbers
file, so we can easily just select those,
| | 05:06 | hold down one record, go all the way
down to the bottom and if we'd like we
| | 05:12 | could then hit Delete Selected
Records to clean everything up.
| | 05:17 | So now we have got a total of 37
records. We have even cleaned up some of the
| | 05:21 | records that we brought in. You can't
always rely on the fact that the data
| | 05:24 | that you are bringing in from other
sources is going to be clean. So sometimes
| | 05:27 | you have to do a little bit of scrubbing
after it gets imported into your table.
| | 05:30 | And now I have got one more example to
show you of how we can bring record data
| | 05:35 | into Bento. And if we look into
another application that we have open, and
| | 05:41 | we'll just pick the records, let's say
from Broomfield, CO. And then go into
| | 05:47 | Copy and now that we have those in our
clipboard we can navigate back to Bento.
| | 05:52 | And if I click into one of the new
field areas and simply hit Paste, we see now
| | 05:58 | that what I'm able to do is copy and paste
information from another spreadsheet application.
| | 06:03 | This is another way. We are not
necessarily importing but we can paste
| | 06:07 | information from either Excel or
Numbers, which is a handy way to bring data
| | 06:11 | inside of your Bento database. Although,
we should note that we could have just
| | 06:14 | imported Excel, the same way we did
with the Numbers file, or even the CSV file.
| | 06:19 | Instead we copied and pasted just
a subset of data, not the entire file's
| | 06:23 | worth of data from our Excel document.
| | 06:25 | So this way we don't have to bring in
all of the records. We can just choose
| | 06:28 | ones that we want, copy them from the
spreadsheet, and then paste them right
| | 06:31 | into Table View inside of our
libraries in Bento. This, by the way, is a
| | 06:35 | feature that's available in Bento 2.
| | 06:37 | So it's a good idea to get familiar
with the different ways that you can bring
| | 06:40 | data from other applications into your
Bento database, so that you don't have
| | 06:44 | to manually create all of the records
that you are storing inside of Bento.
| | Collapse this transcript |
| Exporting data from Bento| 00:00 | Bento makes it very easy to not only
store your own data but also to share your
| | 00:04 | information with anyone else that you
would like to. There are a couple of
| | 00:07 | supported formats and then you can
save your data in one of those formats and
| | 00:10 | then give your data to other
people with other applications.
| | 00:13 | First, what you need to know is you
need to pick which data you're going to be
| | 00:17 | exporting, so it's important for you
to choose the library that contains the
| | 00:21 | data that you want to export first. So,
in this case, we'll choose Properties
| | 00:26 | and we'll go under File, to Export.
You'll see here the compatible file
| | 00:31 | formats. The first one you see is
Numbers, this could be Numbers '08 or Numbers
| | 00:35 | '09, and then also you could save it
as an Excel file. But it's important to
| | 00:40 | note that it's going to save it as an .xlsx,
which would require Excel 2008 or later to open.
| | 00:47 | So if you are sharing this with a user
that does not have Excel 2008, you could
| | 00:52 | then just save it as a Text file. And
Text files can be imported into tons of
| | 00:56 | different applications, so this is
usually a pretty safe option. And if you
| | 00:59 | choose a Text file, you have to
determine whether or not it's going to be
| | 01:02 | Comma, Semicolon or Tab separated information.
| | 01:05 | So just check with the recipient, the
person whom you want to share this data
| | 01:08 | with and see what their
preferred format might be.
| | 01:11 | Now regardless of which format you
choose, you notice that you've got two
| | 01:14 | selections. First, I can either import
in all of the records. So in this case
| | 01:20 | inside of the Properties table, you
see I have got 43 total records. Or I can
| | 01:24 | choose Only current records.
| | 01:26 | Now what that means is that if I
done a search using the Search field or
| | 01:29 | Advanced Find, and created a file set
or a smaller group of records. Let's say
| | 01:35 | I do a search for just everyone in
Boulder then I have 4 different records,
| | 01:40 | then I would choose only Current and
then it would export only the four records
| | 01:43 | that are in my file set. Otherwise,
whether I have a file set on screen or not,
| | 01:47 | I can choose, All records and it will just
take all 43 records inside the chosen library.
| | 01:53 | Same is true for the fields that you
are going to be exporting, you see that
| | 01:56 | I'm in Table View and I have 1, 2, 3,
4, 5 different columns or 5 different
| | 02:00 | fields visible inside Table View. I
can choose to only export those that are
| | 02:05 | displayed in this table view. Or the other
option is to choose all table view fields.
| | 02:10 | And now what this means is that there
are some fields that are not compatible
| | 02:13 | inside Table View like list fields,
related list fields and that type of thing,
| | 02:18 | media fields. So in that case, it would
take all of the fields that are defined
| | 02:22 | inside of this library and export only
those that are compatible in Table View.
| | 02:26 | The reason for that is because in
two of these cases, you are creating
| | 02:29 | spreadsheets and list fields and media
fields and that type of thing, are not
| | 02:33 | things that you can
store inside of spreadsheets.
| | 02:36 | So in this case, we pick the different
options that we would like. We hit Next
| | 02:39 | and we are going to choose a location
to save this information and a name.
| | 02:43 | And we'll go ahead and hit OK. We have
successfully created an export of our data
| | 02:51 | that we can now give to other users or just
archive or import it into another application.
| | Collapse this transcript |
| Importing and exporting templates| 00:00 | One of the new features in Bento 2 is
the ability for you to exchange templates
| | 00:05 | with other Bento users. The flip side
of that means that if another Bento user
| | 00:09 | gives you one of their templates you
can then import that into your copy of Bento.
| | 00:13 | What are some examples
of when this might be useful?
| | 00:16 | Well, if you've taken the time to
create forms and define the fields inside of
| | 00:21 | a library, and you want some other user
to then take over the responsibility of
| | 00:25 | managing that data, you can just
possibly create a backup which we'll cover in
| | 00:29 | the next chapter. And then give that
to that user. The problem is if they
| | 00:32 | restore a backup, they are going to
lose all the data and all the libraries
| | 00:35 | that they have created.
| | 00:36 | So if they happen to be an active
Bento user, all you really want to transfer
| | 00:40 | to them may just be some of your data.
In that case, you could do an export of
| | 00:45 | just data. But that will not contain a
form that you've created and the layouts
| | 00:49 | and the fields and such.
| | 00:51 | So the answer to the third option there
is if you want to export out both data
| | 00:56 | and the look and feel that you have
created inside of a form, it's a twofold
| | 01:00 | approach. One of it involves exporting
the data, which we talked about in the
| | 01:04 | previous movies. But the second stage
of that is going to be exporting out
| | 01:08 | something that's called a Template. And in Bento 2,
you now have the ability to export a template.
| | 01:13 | So the first thing that you are going
to want to do is navigate to the library,
| | 01:17 | and it's most likely going to be the
library that maybe you have created on
| | 01:20 | your own or you can choose one of your
linked libraries and just pick one of
| | 01:24 | the forms in one of the upcoming steps
here. We'll choose Properties, and we'll
| | 01:28 | go under the File menu, to Export.
And you'll see that we have four Export
| | 01:33 | options. These are formats for
exporting data. Whatever, we are going to choose
| | 01:38 | the last one, which is Create a Bento Template.
| | 01:41 | And now what you'll notice here is
that although we are exporting the
| | 01:44 | Properties library, we see that we
have a message that says Create a Library
| | 01:48 | Template file that you or other
Bento users can import to create another
| | 01:53 | library just like it. So really what we
are doing here is we're exporting out a
| | 01:57 | library. But Bento has identified that
in my case, I have created relationships
| | 02:03 | or links between the Properties
library and the iCal Events and iCal Tasks.
| | 02:08 | So if I have some fields on screen
that contain related events and related
| | 02:13 | tasks, and I want to import those over
with the saved Template, I would want to
| | 02:17 | check these. So I'll just go ahead and
check those anyway but that's up to you
| | 02:21 | whether or not you want that related
information to be transferred over as well.
| | 02:26 | We hit Next. We now see that we are
going to choose a location for exporting
| | 02:32 | the Template. And what's happened is
Bento has now exported out a Template
| | 02:37 | based on the library that we have chosen.
| | 02:38 | So now let's say we are another Bento
user or let's say you are the Bento user
| | 02:42 | that has received the Template from
another co-worker or someone else who uses Bento.
| | 02:46 | What you can do then is go
under the File menu, but this time choose
| | 02:51 | Import. And you'll see in Bento 2,
you have the option for Template.
| | 02:55 | We'll choose Template. If you navigate to
wherever you just previously saved the
| | 02:59 | Template for this exercise and select
it, and hit Open. You'll see that a new
| | 03:04 | library has been imported in to your database.
| | 03:08 | So now you see what you have done is
basically imported in a library, or in
| | 03:12 | Bento language we have imported in a
Template. So what does that mean? Well, it
| | 03:15 | means that we've been able to import
in the Table View, Property Details,
| | 03:19 | Overview, and Rental Activity, which
are all forms that were created by this
| | 03:22 | other user. Those are all saved.
| | 03:25 | All the fields that have been defined
including default fields or any fields
| | 03:28 | that were created from scratch. All
that information is defined, but what's
| | 03:32 | missing here? What's missing is any
data, so even though we've been able to
| | 03:36 | import in their library, we would now
have to go under File > Import, and we
| | 03:43 | could then choose one of the data
sources and import this information into Bento.
| | 03:54 | We covered this in the previous movie,
but it's important that you know that
| | 03:58 | you will have to not only bring in data,
if you are sharing Templates but also
| | 04:02 | the Template. So in a twofold approach,
bring in the candy bar and the wrapper.
| | 04:07 | You will end up being able to import in
a full library without changing any of
| | 04:12 | the settings or any of the libraries that you
have already created in your own Bento database.
| | Collapse this transcript |
| Using the Bento Template Exchange| 00:00 | In Bento 2, you now have the ability
to export out a Bento Template.
| | 00:04 | And now since you can create those Bento
Templates, if you are looking to share your
| | 00:08 | Bento Template with the rest of the
world, or even if you are looking for
| | 00:11 | inspiration while designing your own
Bento database, you can check out the
| | 00:15 | Bento Template Exchange.
| | 00:17 | This is a site that showcases real
world examples of Bento Templates that are
| | 00:20 | created by various Bento 2 users.
All available to download for free.
| | 00:25 | You can find the Bento Template Exchange
by going to the filemaker.com website,
| | 00:30 | choosing Products, and then Bento.
And then you'll choose the link for
| | 00:36 | Templates in the upper right-
hand corner of your screen.
| | 00:39 | Once you arrive at the Bento Template
Exchange home page, you'll notice that
| | 00:43 | there is a featured Bento Template in
the center of the screen. And on the
| | 00:47 | right-hand side of the screen, you'll
notice that you can search for Templates
| | 00:50 | using different keywords. And
you'll also notice that there are the Top
| | 00:54 | Downloaded Bento Templates, followed
by 15 categories that you can browse
| | 00:58 | through to find uploaded Bento Templates.
| | 01:01 | And in the center of this screen,
you'll see all of the most recently uploaded
| | 01:04 | Bento Templates under the What's New
section. And at any time you can click on
| | 01:09 | the link for the name of the Template,
or of course you could browse to a
| | 01:12 | Category and then choose the link.
You'll be taken to a more detailed
| | 01:16 | description of the uploaded Template.
In this case you see we've chosen the
| | 01:20 | Wine Cellar, and it gives us a
description of the different things that are
| | 01:23 | stored inside of this Template,
and also information on the author.
| | 01:26 | Then if we'd like, we can View a Larger Screenshot
to get a better idea of how the Template looks.
| | 01:31 | If you find something that you like,
you simply hit the Download now button.
| | 01:38 | And when your Template is done
downloading, you'll find it in your default
| | 01:41 | Download location, and you can
now import this Template into Bento.
| | 01:47 | In your Bento database, if you go under
the File menu, to Import, you'll simply
| | 01:52 | choose the option for Template.
And then locate the Template you just
| | 01:56 | downloaded, and choose Open. You'll
now see the new Template appear inside of
| | 02:01 | your Source List. Keep in mind that
importing in a Template will bring in all
| | 02:05 | of the fields and the layout of the
form, but not any of the data. This gives
| | 02:10 | you the ability to add your own
data to your imported Template.
| | 02:13 | Now if you have a Template that you
would like to share with the Bento
| | 02:16 | community, you can also go to the
Submit Template link that you'll find in the
| | 02:20 | upper right-hand corner of any of the
pages on the Bento Template Exchange.
| | 02:24 | And by selecting this link, you'll see a
Bento Template Submission page pop-up on
| | 02:28 | screen. This is where you'll be asked
to enter in the title of your template,
| | 02:32 | and a brief description. Then you'll
be asked to choose a Category, and a
| | 02:56 | Language, and then you'll be
asked to enter in your own Email.
| | 03:03 | Finally, you'll accept the Legal Terms
and Continue on to the upload page.
| | 03:07 | You will notice in the File Upload page,
you are given some instructions on how you
| | 03:14 | can Export out your own Bento Template,
and you'll also see that in step number
| | 03:18 | 2, they require you to Compress
your Bento Template before uploading.
| | 03:21 | So you'll notice inside of your
Exercise Files, in the section on importing and
| | 03:27 | exporting, you'll see that
we've got a Template that's called
| | 03:31 | Properties.bentoTemplate. In order to
compress this, if you select it, either
| | 03:37 | right-clicking on it, or doing a Ctrl-click,
you'll see there is an option for Compress.
| | 03:42 | Selecting this option will immediately
create a zipped version of your Bento
| | 03:46 | Template in the same location as the
original. After you've compressed your
| | 03:50 | Bento Template, you will go back to the
File Upload page in the Bento Template
| | 03:54 | Exchange site, and select the Choose
File option next to number 3, navigate to
| | 04:00 | the location where you have
created that zip, and hit Choose.
| | 04:07 | Next, you are required to take a
screenshot of your Bento Template. So back in
| | 04:12 | your Bento database, if you select a
form that's based on the Template that
| | 04:16 | you've exported. In order to create a
screenshot, hit the Shift+Command+4 keys
| | 04:22 | on your keyboard, and then hit your
Spacebar, this will create a screenshot
| | 04:26 | that you can use for you Bento Template Upload.
| | 04:30 | And now your screenshot has been
saved to your Desktop. Back in the Bento
| | 04:34 | Template Exchange File Upload page,
you'll notice that next to number 5, you
| | 04:38 | can choose to browse for your
screenshot. Here you'll select the button for
| | 04:42 | Choose File and navigate to your
Desktop where you'll see the screenshot that
| | 04:47 | you've created listed, then hit
Choose. And now you'll hit the Upload now
| | 04:53 | button on the bottom of the page.
| | 04:56 | Now your Template has been uploaded to
the Template Exchange and after it's
| | 04:59 | reviewed by the Bento team, you can
check back to the Bento Template Exchange site
| | 05:03 | to see your own Template listed.
| | 05:06 | The Bento Template Exchange is a great
place to look for Templates that were
| | 05:10 | created by other Bento 2 users, or you
can use the defined creative ideas, when
| | 05:14 | you are creating your own Bento database.
And it's even an exchange for you to
| | 05:17 | share your own Bento Template design with
the Bento community throughout the world.
| | Collapse this transcript |
|
|
15. Printing Information Printing from libraries and collections| 00:00 | If you're storing all of your
information inside of Bento, at some point you
| | 00:03 | may want to share this in form of a
hard copy or even let's say a PDF.
| | 00:07 | So what you want to become familiar with is some of
the printing options that you have inside of Bento.
| | 00:11 | There is a series of decisions you
have to make when you are creating a
| | 00:14 | printout, again whether it's a hard
copy or an electronic version. The first is
| | 00:18 | what data do you want to print. And
that will start with choosing which library
| | 00:23 | within your Bento application you are
going to choose. In this case let's pick
| | 00:27 | Homes, because let's say someone has
contacted us, and they are interested in
| | 00:31 | getting a printout of some of the
homes that we have in our Bento database.
| | 00:35 | And then the second option that you
have to choose from is whether or not you
| | 00:38 | want to print one record on a page at
a time, or if you want to have multiple
| | 00:46 | records on a page at a time. And that
decision boils down to whether or not you
| | 00:49 | are going to print a form, which is
one record per page. Or a table, which is
| | 00:54 | multiple records per page. So let's say in
this case, we have multiple records per page.
| | 00:59 | The next decision then is going to be
whether or not you want to printout a
| | 01:03 | subset of records inside of your
library as shown in Table View. And we have an
| | 01:08 | example of that, here you see that
we've gone into the Search field and entered
| | 01:11 | in the search criteria, boulder. And I
see that gives me 7 records. But if I
| | 01:16 | didn't have that search criteria I
would have 77 records to choose from.
| | 01:20 | So let's say in this case, the
person who is requesting this printout has
| | 01:24 | requested just the 7 Boulder records
that we have in our database. So now that
| | 01:29 | we've determined where the data is
coming from, how many records on a page that
| | 01:32 | we want to see at a time, and exactly
what the subset of records will be.
| | 01:36 | We can go under the File menu and choose
the Print option. You see there is also a
| | 01:41 | corresponding quick key
for it, Command+P for print.
| | 01:46 | Now once we get to this screen, there
are a couple of things that you might see
| | 01:49 | that are a little different. The
printers that you have available to you will
| | 01:52 | be based on what drivers you have
installed. And if you happen to have an Adobe
| | 01:55 | PDF driver, then you can choose to
save something as a PDF. Of course you can
| | 01:59 | always go down to the bottom left hand
corner to your PDF button that's part of
| | 02:03 | your MAC OS X printing and choose to
print a PDF there as well. Or just choose
| | 02:08 | the printer that you want to use to
print your hard copy, and then you can
| | 02:11 | choose how many Copies,
and how many Pages and such.
| | 02:15 | But what you might want to do if you
are printing Table View is experiment with
| | 02:19 | Landscape versus Portrait, because you see
that you can get more columns on a page at a time.
| | 02:25 | The other option that you might want
to look into, as you'll see here, print
| | 02:29 | the Selected records only. And if you
look in our preview, we only have one row
| | 02:32 | showing. And that's because that at
any given when you are in a Table View by
| | 02:36 | default, one of your records will be
active unless you choose multiple records.
| | 02:40 | So all it's showing at this point is
just the selected records. What we want to
| | 02:44 | do is choose this other option,
which is called All displayed records.
| | 02:48 | And you see that we get all 7 records on one page.
| | 02:51 | Now the problem is we still have 2
pages that we are printing. This is a pretty
| | 02:54 | common problem when printing any
spreadsheet. So in Bento 2, you will notice
| | 02:58 | that there is a new feature that's
available to you which is called Fit to Width.
| | 03:01 | And what that does is it will
make this print only one page wide, and
| | 03:07 | fit all of your columns.
| | 03:08 | Now keep in mind if you have 30 or 40
columns wide, it's still going to Fit to
| | 03:12 | Width, but it's going to print it
down in microscopic font sizes that might
| | 03:16 | make it difficult for you to read. So
this is not necessarily a default option
| | 03:20 | but something that you would
choose on a case-by-case basis.
| | 03:23 | The other thing that might be helpful
more so if you are printing forms is
| | 03:26 | whether or not you want to print the
background. But in this case, it gives us
| | 03:29 | color dividers for the different rows
that we are printing, so that can be helpful.
| | 03:32 | So now we can go ahead and print this
hard copy, but what I'll do is I'll open
| | 03:36 | this up in preview, and we'll see what
this looks like on screen. So you see
| | 03:44 | that we've been able to fit it to the
width of our Table View, and what's nice
| | 03:49 | is that it gave us alternating colors
for the different rows, and we can then
| | 03:52 | send this PDF off or if we generate a hard
copy, share this hard copy with another user.
| | 03:57 | Another thing we can do is print one
record per page, which in that case we
| | 04:01 | would choose any one of the forms
that we've created for our library.
| | 04:05 | Same thing. Go under File, to Print, or
choose Command+P. And you'll notice we have
| | 04:10 | a couple of options that are available
to us in this view that weren't in the other.
| | 04:13 | Same ones up here. In this case
you can experiment with Landscape versus
| | 04:16 | Portrait. It probably won't make too
much of a difference with your forms.
| | 04:19 | And you choose Selected records versus
All displayed records, and notice that it
| | 04:23 | will take on the print settings from the
last time that you have printed something.
| | 04:26 | But now notice that you've got this new
button, which is new in Bento 2, which
| | 04:30 | is called Print one record per page.
And this can make a difference only if
| | 04:35 | you've got a form that is a half a page
or less, because what this is doing now
| | 04:40 | is it's fitting as many forms on one
page as it can. And regardless, of whether
| | 04:44 | or not we have one record per page, in
this case, we see that it won't make any
| | 04:47 | difference for the total number of pages.
| | 04:50 | We can also choose to not print the
background which is a good idea if you have
| | 04:54 | a form with a theme assigned, it can
save you with some toner and maybe just
| | 04:58 | make it easier to read, and it gives
you like a print ready version of this,
| | 05:01 | kind of like on the web. And you'll see
we have 7 pages, and that's because we
| | 05:05 | have 7 records. So instead of doing,
Selected records which would only give us
| | 05:09 | 1, we are doing, All displayed records.
| | 05:12 | So here I'm going to generate a PDF and
send this to preview, and you see here
| | 05:17 | is record 1, 2, 3, 4, 5, and so on. So
the choices that you have when printing
| | 05:22 | inside of Bento are what data it is
that you want to print, whether or not you
| | 05:26 | want to have multiple records on one
page at a time, and whether or not you
| | 05:30 | want to print active records, or
all of the records in your file set.
| | 05:33 | So take all of these decisions into
account, when you decide to either create
| | 05:36 | hard copies or PDFs to share with others.
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| Printing mailing labels| 00:00 | Here is a tip for printing mailing
labels using data that's stored inside of
| | 00:03 | your Bento application. There is
actually two ways that you can do this.
| | 00:07 | One of them is a feature that's available
in Bento 2. If you navigate over to one of
| | 00:11 | your libraries and then to a form that
has an Address List field in it,
| | 00:15 | you'll notice that there is a new drop down
menu and we have explored this already as
| | 00:20 | far as linking to Google Maps inside of Safari.
| | 00:24 | But you'll notice that there is an
option on the bottom called Copy mailing label.
| | 00:27 | What that does is instead of
having you copy each one of these lines at
| | 00:32 | a time, and pasting into some other
application or document to print mailing
| | 00:36 | labels, it copies all of them together
with all your return characters in place.
| | 00:42 | As you'll see if we navigate over to
Microsoft Word in the labels4 Template
| | 00:47 | that is inside your Exercise Files, I
can simply do a paste. And you will see
| | 00:53 | that it's pasted all four of those
fields with all the return characters in
| | 00:58 | place to save you a lot of copying and pasting.
| | 01:00 | So now you can go through each of your
desired records, navigate back over to
| | 01:07 | your Template, and paste. And then
use this to create mailing labels.
| | 01:11 | Another tip is that if you are using Bento
and you've linked to your Address Book that
| | 01:16 | means that all of the records that
are inside of Bento in your Address Book
| | 01:20 | library are also found inside of Address Book.
| | 01:23 | An Address Book allows you to print
mailing labels, so you can choose a Style
| | 01:27 | for mailing labels, and this way you
don't have to do a lot of copying and
| | 01:30 | pasting, you can just generate this
form by simply hitting Print. And it will
| | 01:36 | create hard copies or PDFs or whatever
you would like to do. So that you can
| | 01:39 | generate mailing labels
outside of your Bento database.
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|
|
16. Backing Up, Restoring, and SyncingCreating Bento backup files| 00:00 | In this title we have been talking
about a database, a Bento database, and one
| | 00:04 | of the most important things about
creating a database is backing up a
| | 00:08 | database. Because you put all this
effort into creating places to store data,
| | 00:12 | and then you rely on this as your one
source of that data. If you lose it, or
| | 00:17 | if it becomes damaged, or lost or
something like that, then you are out all
| | 00:20 | that data. So you should always make a
habit of backing up. So we are going to
| | 00:23 | talk about in this chapter are some
built in mechanisms and a couple of
| | 00:26 | things that you can do to make sure
that you never lose your Bento data.
| | 00:31 | The first is the mechanism involved
with creating a backup, if you watch the
| | 00:36 | using exercise files for this title,
you got a little bit of exposure to how
| | 00:40 | the backup process works, but in
general it's very easy to use. So you should
| | 00:44 | know when you create your Bento file
that under the File menu, you will notice
| | 00:49 | that you have an option that's called
Backup Bento Data. Pretty simple. You can
| | 00:55 | choose this option and you'll first see
a warning that comes up on screen, and
| | 00:59 | this is an important part to discuss.
| | 01:00 | What it's telling you is it's going
to create a backup of your entire Bento
| | 01:03 | database, so that you can restore this
on another machine, or if you happen to
| | 01:06 | lose it, you want to pull up an old
backup, but what it's not going to do is
| | 01:10 | backup the data that's found inside
your linked libraries. So for example,
| | 01:14 | Address Book, iCal Events, and iCal
Tasks are all data that are actually stored
| | 01:20 | inside other applications. Those
applications are the Address application, and
| | 01:24 | then of course iCal.
| | 01:25 | What this is telling you is that Bento
only backs up data stored in the Bento
| | 01:29 | database. So you should be aware that
even though it seems like these link
| | 01:32 | libraries contain the data in this
database, they are actually just linking to them.
| | 01:35 | But the good news is things
like the properties library and the home
| | 01:39 | library that you have in this file
will be backed up. The other part of the
| | 01:42 | good news is that even though the data
and Address Book, iCal and iCal Task,
| | 01:46 | and all the associated forms that you
have created will not be backed up.
| | 01:51 | All the forms and extra fields that you've defined
and other parts of the schema of the database will.
| | 01:56 | And if you are interested in backing up
that data, you can look at some of the
| | 01:59 | other movies in this chapter
involving the Time Machine and the MobileMe
| | 02:03 | options. And you can also choose Do
not show this again, but it's a good
| | 02:06 | reminder when you need it. You hit OK,
and then up pops your finder, and you
| | 02:11 | can just choose the location of your
backup, and then you'll notice that Bento
| | 02:14 | gives you a name, you can create
whatever name you like, but by default it
| | 02:19 | calls itself a Bento Backup, and then
gives the current date. Then all you have
| | 02:23 | to do is hit Save. Now your Bento
database has been backed up. There are a few
| | 02:29 | different types of fields that you may
have created in your Bento database, and
| | 02:31 | you should be aware of how they are
backed up or not backed up for that matter.
| | 02:34 | First off all there's File list fields,
and these are actually fields where you
| | 02:39 | are not storing a file, but instead a
location to the file. So keep in mind
| | 02:42 | that those files that you are
referencing are not been backed up in a Bento
| | 02:45 | backup, but just the location of those
files. So if you actually want to back
| | 02:49 | up like let say PDFs or Word
Documents that you have stored references for,
| | 02:53 | then you'll need to do that separately as
part of your operating system level backups.
| | 02:57 | Also the Media fields, contents of the
media field. Images movie or sound will
| | 03:02 | be backed up, unless of course you
have stored them as a reference. So you do
| | 03:06 | have the option of dragging media
into a media field and holding down the
| | 03:10 | option key to store as reference. If
you do that only the reference will be
| | 03:13 | saved in your backup and in related
records. All the data shown in the related
| | 03:18 | records list will be backed up as one
you have created links to other libraries
| | 03:23 | that are not linked libraries.
| | 03:24 | So if you have Related record lists to
Address Book, iCal or iCal Task, those
| | 03:30 | records that you are related to will
not be backed up, but references to them will.
| | 03:33 | Again, that's because that data
lives inside the Address Book in iCal
| | 03:38 | applications. So these are some things
that you should be prepared for whenever
| | 03:42 | you are restoring a backup. But
regardless creating a backup is an important
| | 03:46 | discipline that you should work into
your routine, especially if you are
| | 03:49 | constantly adding and updating
data inside of your Bento database.
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| Restoring data| 00:00 | If something's happens to your Bento
files, or if you happen to make a major
| | 00:03 | mistake when using Bento, for example,
like deleting the wrong library or
| | 00:07 | something like that, then you still
have the ability to restore a past backup
| | 00:11 | using the Revert to Bento Backup item
in the File menu. We'll talk about that
| | 00:15 | in just a second. I'll show you how that works.
| | 00:17 | Now a couple of things to keep in mind.
First this process will overwrite all
| | 00:20 | of your existing Bento information with
the information from your last backup,
| | 00:24 | and it is not library specific. However,
if you do not want to make backups of
| | 00:28 | your libraries, keep in mind you can
always select a library and export them to
| | 00:31 | a CSV file. But let's assume that you
have been making regular backups, which
| | 00:35 | is a very important discipline when
you are working with databases, and let's
| | 00:38 | say you have created a backup and
put that backup on your desktop.
| | 00:41 | One of the things that is sort of a
gotcha about this is that you may see a
| | 00:44 | file, and like any other file, may want
to double click on it, and it will then
| | 00:49 | launch Bento, and open up, where it
could potentially be a backup for you.
| | 00:53 | But what has actually just happened is
that because it was a Bento Backup file,
| | 00:58 | it triggers Bento to open, and when Bento
opens, it just opens up whatever that
| | 01:02 | last version of the database was that
you had opened when you closed it.
| | 01:07 | It does not open up a backup through
double click. So instead what you would do is
| | 01:11 | go under the File menu to Revert to a
Bento Backup. When you choose this item,
| | 01:19 | you will select the backup that you
wanted to restore, and hit open, and in
| | 01:25 | here is the reminder. That if you
continue all the current data and tables and
| | 01:29 | structure will be replaced by
the backup that you have created.
| | 01:35 | See a brief message, an animation on
screen, and now what you are looking at is
| | 01:39 | actually the backed up database. So a
couple of notes, it's a very good idea to
| | 01:44 | constantly be backing up your Bento
database, and Bento provides an optional
| | 01:48 | reminder to periodically backup your
data, and a facility to create backups and
| | 01:52 | also restore those backups. So getting
into a routine of backing up is always a
| | 01:56 | good idea, because you never really know
when you are going to restore that information.
| | 02:00 | So get yourself into a backup schedule, and
then restore those whenever you need them.
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| Using the Backup Reminder| 00:00 | On occasion when you open up your
Bento application, you may see this message
| | 00:08 | asking you if you would like to backup
your data. This is a good idea to create
| | 00:12 | a backup, and if you're not already in
some type of routine, then go ahead and
| | 00:16 | hit Backup. In this case it will ask
you where you would like to make a backup,
| | 00:23 | and what the name of that file would
be, and you can go ahead and hit Save.
| | 00:29 | But if you want to turn that off for
some reason, if you go under the Bento menu,
| | 00:33 | to Preferences, you'll see that
you have the ability to either turn on or
| | 00:38 | off the display a reminder to backup.
If you are in a discipline where you backup
| | 00:42 | every day, then maybe you don't need
the reminder. But if you would like to
| | 00:44 | change it from every day to every month
just because your data doesn't change
| | 00:47 | that much, then you can toggle one of
those options here. But it is a very good
| | 00:52 | idea to let your machine remind you to
do backups, because you can never have
| | 00:56 | too many backups or do those too often.
| | 00:59 | So in this case my suggestion would be,
use the backup's reminder that comes
| | 01:03 | with your Bento application.
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| Using Time Machine with Bento| 00:00 | If you are using Time Machine to
backup your Bento data, when you restore
| | 00:03 | the data from a Time Machine backup,
you're going to replace all of the data
| | 00:06 | that's in Bento with the contents of
a backup file. But because Bento is
| | 00:10 | unique in that it actually has shared
libraries in the form of Address Book
| | 00:14 | and iCal, you are going to have to
restore some directories that may not be as
| | 00:17 | obvious when you're trying
to restore your Bento database.
| | 00:20 | So for example, to restore Bento
completely from Time Machine, you'll go to
| | 00:26 | your User directory and choose the
library. This is your user library, not your
| | 00:31 | root library. Inside the Application
Support directory you'll see that there is
| | 00:36 | a folder called Bento. This is an area
where you can store your backups, but
| | 00:39 | also Bento makes its own backup, so it
knows what to load each time that you
| | 00:43 | open the application. And this is
where those files are located. So make sure you
| | 00:47 | pick this entire folder.
| | 00:49 | The other item also located in your
Users in the Library directory is that
| | 00:54 | Calendars folder. Pick this entire
folder, found again inside your Users
| | 00:58 | library, not your root library, choose
calendars, and all of its contents, and
| | 01:02 | restore that from Time Machine as well.
This is where the iCal data is stored,
| | 01:06 | and if you have created links from
Bento to iCal or iCal Tasks libraries,
| | 01:11 | this is going to be required for you to be
able to fully restore your Bento database
| | 01:15 | experience, if in fact that you
have linked to those other directories.
| | 01:19 | Finally, the same is true for Address
Book. If you go into your User/Library
| | 01:26 | folder and select Application Support,
you'll see that there is a folder in
| | 01:29 | here for Address Book. Restore the
entire folder, because that's going to
| | 01:33 | contain all your contact data, not
only from Address Book, but if you've
| | 01:36 | linked from Bento to Address Book,
that's where your data is going to be saved.
| | 01:39 | So make sure that you're restoring
all these directories and then when you
| | 01:42 | open up Bento, the restored
Bento.bentodb file is copied into the same
| | 01:48 | location, thus restoring the exact user
experience that you had before you had
| | 01:52 | to resort to your backup.
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| Syncing with MobileMe and Entourage| 00:00 | Since it's very important to backup
your Bento data, there's a couple of
| | 00:03 | different ways that you can approach
the backup process. One of them is more of
| | 00:08 | a syncing process, but you can also
use this as a backup as well. But if you
| | 00:12 | have a MobileMe subscription, there's
a couple of considerations regarding
| | 00:15 | Bento that you may be interested in.
| | 00:17 | First of all, if you are not familiar
with MobileMe, if you open up you System
| | 00:20 | Preferences, you'll see that you have a
MobileMe option. You can get an account
| | 00:24 | or even a trial. The thing that's
important here is that MobileMe allows you to
| | 00:29 | sync multiple computers or your iPhone.
So if you have multiple computers that
| | 00:34 | you all want to have up to date, or
even a phone and one computer, what you want
| | 00:38 | to do is setup your MobileMe account.
You can see MobileMe or the website for
| | 00:43 | more details on that.
| | 00:44 | But if you already have this setup,
a couple of things you should know.
| | 00:48 | Since your Bento database could potentially
be relying heavily on linked libraries to
| | 00:52 | iCal and contacts, you should be
aware that if you setup your syncing to
| | 00:57 | include Calendars and Contacts, and
if you have an iPhone that's also have
| | 01:02 | hooked up to MobileMe and your computer,
keep in your mind that what this means is
| | 01:06 | that if you make a change on your
iPhone, it will automatically show up in
| | 01:09 | your Bento database. Any change that
happens inside of iCal or Address Book,
| | 01:13 | will automatically be seen in Bento.
So really what you are doing here is
| | 01:17 | including Bento into your
MobileMe syncing strategy.
| | 01:21 | Another thing to consider as part of
your MobileMe account is that you get
| | 01:24 | something that's called an iDisk. iDisk
is a remote server where you can backup
| | 01:29 | any data from your computer. When you
are creating backups of a database,
| | 01:32 | it's not only a good idea to back them up
locally or even on a local hard drive, but
| | 01:37 | you might want to back them up
somewhere else remote, so that in case of losing
| | 01:41 | your computer or some type of
catastrophic disaster, you can still recover
| | 01:44 | your data from this remote location.
So MobileMe allows you to sync up your
| | 01:49 | Address Book and your iCal libraries, and
also gives you an option for a remote backup.
| | 01:53 | Now you may be thinking to yourself,
this all sounds great, I'm a Mac user, but
| | 01:57 | I don't use Mail and I don't use iCal.
Instead, you use Entourage. Now here's
| | 02:02 | a little trip for you. If you open up
Entourage and go under Entourage to
| | 02:07 | Preferences, you'll see an option here
for Sync Services. But you may not know
| | 02:11 | is that if you check these options,
Synchronize contacts with Address Book and .Mac,
| | 02:16 | and Synchronize events with tasks
in iCal and .Mac, that means that when
| | 02:20 | your MobileMe is syncing your Address
Book and iCal applications, what it's
| | 02:25 | actually doing is syncing up the data
that you have inside of your contacts and
| | 02:30 | your calendar in Entourage.
| | 02:32 | So if you don't use Address Book at
all on your computer and you don't use
| | 02:35 | iCal at all, use it as a conduit for
MobileMe syncing by just simply turning
| | 02:39 | on these preferences. The interesting
thing there is that if you use Entourage
| | 02:43 | for your calendar and you have an
iPhone, you update something on the
| | 02:47 | calendar, it will not only update your
Entourage on however many machines you
| | 02:50 | have on MobileMe, it will also update
the data that's stored inside Bento.
| | 02:54 | So it's good to have a discipline for
backing up your Bento information, but at
| | 02:57 | the same time you might want to make
sure that you are doing it remotely or
| | 03:01 | that you have got a syncing schedule
in place as well, so that if you are
| | 03:04 | updating information on one device, that
it automatically gets updated on the other.
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|
|
17. Bento Application for iPhone and iPod TouchCreating a library in the Bento app| 00:00 | FileMaker offers a version of Bento
for iPhone and iPod Touch, as an app
| | 00:05 | available on the iTunes app store.
Bento is designed to help you manage all
| | 00:09 | your important data, and now also while
you are on the go. To begin using Bento
| | 00:14 | for iPhone and iPod Touch, first
either download the app on the iTune's app
| | 00:19 | store on your computer or directly from
the app store on your iPhone and iPod Touch.
| | 00:24 | When you first open the app, you'll be
prompted to create a new library.
| | 00:29 | The app ships with 25 built-in templates,
but if you would like to create your own library,
| | 00:34 | you'll select the Blank template
and then the Create Library button.
| | 00:38 | We'll start by adding all of your
fields. You'll notice here that you first
| | 00:42 | need to choose the type of the field,
and then enter a name. Once you've entered
| | 00:47 | the name, you can simply hit Create
and Create again. Now you have just saved
| | 00:52 | a field inside of your new library.
You'll see here it's listed as a record.
| | 00:58 | Now you can add data to the record and
hit Save. Now you've just successfully
| | 01:05 | created your own library with its own
field and created data inside its first record.
| | 01:10 | However, if you choose to create a
library using one of the templates, select
| | 01:14 | the New Library button on the bottom
of the screen. And then you can choose
| | 01:17 | from one of the 25 templates already
set for you in the cover flow interface.
| | 01:22 | You see here there's templates for
Classes, Digital Media, Membership lists,
| | 01:29 | Event Planning, and more. First,
you'll select the template you would like to use
| | 01:34 | and then hit the Create Library
button. You will see that each template
| | 01:39 | has one sample record already installed.
Selecting that sample record will show
| | 01:45 | all of the fields populated using
iPhone specific interface options. This will
| | 01:51 | give you an idea of the type of
information you can store inside these records.
| | 01:55 | Once inside the library, you can hit
the Fields button, which will allow you to
| | 01:59 | review or edit any of the existing
fields, or clicking the button in the upper
| | 02:04 | left had corner will allow you to add
your own. Then hitting Create will add
| | 02:15 | that to your fields lists. You should
be aware that although you can create
| | 02:19 | over 50 different field types, some
fields are not available on your iPhone
| | 02:23 | and only on your Mac. For example,
media files that are larger than 10MB in size,
| | 02:28 | File List fields, automatic Counter fields,
Message List fields and Smart Collections.
| | 02:35 | However, the following are synchronized
to your mobile device from Bento 2 for Mac,
| | 02:39 | but it can only be viewed not
created or edited in the Bento for iPhone.
| | 02:44 | That would include calculation fields,
media fields with less than 10MB in size,
| | 02:48 | or related record list fields, except the
ones that are linked to iCal events and tasks.
| | 02:55 | Back inside your library, you can see
all of the different records listed and
| | 02:58 | you can manage your records by either
modifying them by simply clicking on it,
| | 03:04 | or creating a new record by hitting
the plus sign on the upper right hand
| | 03:07 | corner. This will present all the
fields on screen and allow you to enter in
| | 03:12 | your own information. Then you can hit
Save to now save that to your Bento app
| | 03:18 | database. So without even needing to
use Bento on your Mac, you can use this
| | 03:23 | app to create your own libraries on the go.
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| Using the linked Address Book library in the Bento app| 00:00 | Just like Bento on your Mac, the
Bento app gives you the ability to work
| | 00:04 | directly with your Address Book as an
existing library. When you open up the
| | 00:08 | Bento app, select the Home button to be
taken to the Home screen. And if you've
| | 00:13 | not yet added libraries or synced with
your Mac, you will see the Address Book
| | 00:17 | library as the default.
| | 00:19 | Selecting the GO button will take
you to the Address Book List view with
| | 00:24 | contacts' first and last name showing.
Selecting a record will allow you to
| | 00:29 | view all the different fields available
to you in your Address Book as well as
| | 00:33 | the data that currently exists in those fields.
| | 00:36 | Clicking on a field name will
allow you to modify that data.
| | 00:43 | If you click back to the Address Book,
you'll be taken to the Address List view.
| | 00:48 | You can change the way the records are
sorted in the List view by choosing the Sort
| | 00:52 | icon in the upper right-hand corner.
This will allow you to choose different
| | 00:56 | ways to view the field, sorting either
by First Name or Last Name, or any of
| | 01:02 | the other fields that you have
inside of your Address Book library.
| | 01:07 | You can also add a new record by pressing
the plus sign in the upper right-hand corner
| | 01:11 | and then clicking into the fields
and adding data. Once you've added
| | 01:22 | data to all the fields, you can then
hit Save and see the new record added to
| | 01:26 | your list. You'll notice that when
you click on a record, you'll see the 30
| | 01:30 | default Address Book fields all
with iPhone Data Entry options.
| | 01:35 | However, if you've already synced
with your Mac, you will see any new fields
| | 01:37 | that you created in your linked Address
Book library in Bento. Although you can
| | 01:42 | see your Address Book contacts
on the iPhone or iPod Touch already,
| | 01:46 | having Bento on your phone with a linked
Address Book library allows you to add even
| | 01:51 | more fields to each contact record.
| | 01:53 | So for example, let's say you'd like
to add a field to your Address Book.
| | 01:57 | First you'd go into the Bento app,
select Home, choose the Address Book library
| | 02:02 | and select GO. You'll then see the list
of all your existing records. However,
| | 02:07 | if you select one of them, you'll notice that on
the upper right-hand corner is the Fields button.
| | 02:13 | Selecting the Fields button will
take you to the Modify Fields screen.
| | 02:17 | You can hit the button in the upper left-
hand corner for the plus sign, choose the
| | 02:21 | field type, name the field, and hit
Create. You'll see your new field available
| | 02:36 | to you in the list of fields.
| | 02:38 | Now when you hit Done, you'll notice
when you go back to the Address Book main
| | 02:43 | screen, along the top of the screen is
a built-in Search field. This will allow
| | 02:48 | you to search both Address Book columns
that are visible on the List view.
| | 02:52 | And if you choose the Search option on the
bottom of your screen, this will present
| | 02:57 | a Search field that will allow you to
search all of the libraries at once.
| | 03:01 | In both cases, you can
see the results as you type.
| | 03:07 | When you're back on the Home screen,
you can select the icon in the upper left
| | 03:12 | corner to take you to a list of all
libraries. Here you can see all your
| | 03:16 | libraries and even your collections,
which also show up as groups in your
| | 03:19 | Address Book, or even Edit to remove
any existing collections or libraries.
| | 03:24 | You'll notice however that you
cannot remove the Address Book library.
| | 03:27 | So if you ever find yourself wanting to
manage in phone your address book that
| | 03:31 | doesn't fit into the standard default fields, you
can do that easily with Bento for iPhone or iPod Touch.
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| Syncing the Bento app with Bento on the Mac| 00:00 | In order to use the Bento app you do
not need Bento on your Mac. You can use it
| | 00:04 | by itself on your iPhone or iPod
Touch with all of its functionality.
| | 00:09 | This allows you to also sync Bento with
your Outlook addresses and Calendar on
| | 00:13 | Windows. However if you do have Bento
on your Mac you can easily sync your Mac
| | 00:18 | to your Bento app via Wi-Fi network connection.
| | 00:21 | First on your iPhone or iPod touch make
sure that you are connected to a Wi-Fi
| | 00:26 | network. Then on your Mac log into
the same Wi-Fi network and open Bento.
| | 00:32 | First make sure that you have the latest
version of Bento or at least version 2.0v4
| | 00:38 | or later. Then go under the File menu
and choose the Setup Sync with Device
| | 00:44 | option. Then back on your iPhone or
iPod touch, launch the Bento app, and in
| | 00:51 | the bottom right-hand corner choose
the icon to Sync. Then on the Sync screen
| | 00:57 | you will see an option for Help with
Syncing in case you have any trouble or
| | 01:01 | Set up sync with computer.
| | 01:03 | If you have already synced before you
will see all the paired computers listed
| | 01:07 | here as well. But in this case we
haven't yet synced, so we'll select Setup
| | 01:11 | with synced computer. The very first
thing you see on screen is going to be a
| | 01:16 | four-digit passcode. Now go to your
Mac and you should see a screen that says
| | 01:21 | Choose your iPhone or iPod touch.
From the list on screen you want to select
| | 01:25 | your device name and hit Continue.
Now, you will see a screen that's called
| | 01:30 | Connect to Bento where you will be prompted to
enter in the four-digit passcode from your device.
| | 01:36 | After entering in that passcode on
both your device and on your Mac, you will
| | 01:40 | see that it indicates that it's
syncing with Bento. At this point you don't
| | 01:43 | want to turn off either your Mac or
the device. Once the pairing has been completed,
| | 01:48 | you will see a message
on your Mac that says Success!
| | 01:51 | Once you hit the Done button,
you will be returned back to Bento, but now
| | 01:55 | you'll see a device in your Source List.
Selecting the device from your Source List
| | 01:59 | will allow you to choose which
items you want to sync each time a sync
| | 02:03 | occurs. The default is All libraries or
you can just select specific libraries
| | 02:08 | to sync with your device.
| | 02:09 | Back on your device, if you select the
Home button, you will now see not only
| | 02:13 | your Address Book library listed but
all of the libraries that you just synced.
| | 02:18 | Selecting one of those libraries will
then show you a list of all the records
| | 02:23 | inside that library. You can then
select one of those records and feel free to
| | 02:28 | modify any of the fields.
| | 02:30 | Here we'll select one of the property
names and make a modification to the name
| | 02:35 | and then we'll go back to the
record and we see that name changed.
| | 02:42 | Now if we hit the Sync button on our
device, it will allow us to hit the Sync
| | 02:47 | Now button. Once the syncing has
completed you will be able to go into your Mac,
| | 02:53 | choose the library that you
modified, navigate to the record and now see
| | 02:58 | the change that you made under
your device reflected on your Mac.
| | 03:02 | So as you make changes on either your
Mac or your iPhone or iPod touch, you can
| | 03:06 | stay in sync from either device and update both.
| | 03:09 | The ability for you to sync between
your iPhone or iPod Touch and your Mac makes
| | 03:14 | the Bento app the perfect way to
manage your important data while on the go.
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Conclusion Goodbye| 00:00 |
Hi! This is Cris again. Thanks for
listening. I hope this title has served as
| | 00:04 |
an introduction to your
very first database, Bento.
| | 00:07 |
Now it's up to you to go create your
own Bento database to manage contacts,
| | 00:11 |
coordinate events, prioritize tasks
for all the details of your busy life.
| | 00:15 |
If you are looking for some inspiration
on what you can do with Bento, go check
| | 00:19 |
out this website that FileMaker has on 50
different suggested uses for Bento database.
| | 00:24 |
I wish you the best of luck
and we'll see you next time.
| | 00:28 |
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