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Importing and exporting templates


From:

Bento 2 Essential Training

with Cris Ippolite

Video: Importing and exporting templates

One of the new features in Bento 2 is the ability for you to exchange templates with other Bento users. The flip side of that means that if another Bento user gives you one of their templates you can then import that into your copy of Bento. What are some examples of when this might be useful? Well, if you've taken the time to create forms and define the fields inside of a library, and you want some other user to then take over the responsibility of managing that data, you can just possibly create a backup which we'll cover in the next chapter. And then give that to that user. The problem is if they restore a backup, they are going to lose all the data and all the libraries that they have created.
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  1. 3m 44s
    1. Welcome
      59s
    2. Using the exercise files
      2m 45s
  2. 10m 58s
    1. Introduction to databases
      2m 25s
    2. What is Bento?
      53s
    3. The Bento Home dialog
      1m 5s
    4. Exploring the Bento window
      3m 50s
    5. Understanding Form view, Table view, and Split view
      2m 45s
  3. 11m 25s
    1. Using libraries in Bento
      2m 26s
    2. Viewing records in a library
      1m 49s
    3. Planning libraries
      1m 55s
    4. Creating libraries by importing
      3m 41s
    5. Creating libraries from Bento templates
      1m 34s
  4. 5m 47s
    1. Working with linked data from Address Book and iCal
      2m 27s
    2. Updating Address Book and iCal data from Bento
      3m 20s
  5. 5m 5s
    1. Searching in Bento
      2m 31s
    2. Advanced Find
      2m 34s
  6. 14m 23s
    1. Understanding collections
      2m 11s
    2. Creating collections
      3m 44s
    3. Modifying collections
      2m 52s
    4. Creating and modifying Smart Collections
      5m 36s
  7. 12m 13s
    1. Creating, editing, and sorting records in Table view
      4m 16s
    2. Managing fields in Table view
      3m 39s
    3. Filling multiple fields at once using the Fill Down feature
      1m 14s
    4. Summarizing column data
      3m 4s
  8. 18m 5s
    1. Creating and editing records in Form view
      2m 25s
    2. Creating forms and adding fields to a form
      3m 42s
    3. Moving and resizing fields on a form
      2m 47s
    4. Integrating Live Maps
      1m 32s
    5. Linking to iChat with forms
      1m 29s
    6. Customizing form layouts
      6m 10s
  9. 12m 41s
    1. Understanding fields
      1m 35s
    2. Reviewing field types
      2m 49s
    3. Creating fields and using the Fields pane
      6m 16s
    4. Working with fields in Table view and Form view
      2m 1s
  10. 8m 21s
    1. Understanding List fields
      2m 3s
    2. File List fields
      6m 18s
  11. 7m 43s
    1. Using Message List fields
      3m 27s
    2. Linking Apple Mail messages and RSS articles to forms
      4m 16s
  12. 10m 32s
    1. Understanding Related Records lists
      1m 39s
    2. Creating Related Records lists
      2m 52s
    3. Managing Related Records lists
      6m 1s
  13. 9m 15s
    1. Understanding Media fields
      1m 39s
    2. Adding Media fields
      4m 21s
    3. Adding photos to a Media field using the iSight camera
      58s
    4. Positioning and resizing images
      55s
    5. Saving media files
      1m 22s
  14. 22m 19s
    1. Understanding Calculation fields
      5m 49s
    2. Merging fields using calculations
      3m 20s
    3. Calculating age
      4m 35s
    4. Calculating duration
      3m 18s
    5. Displaying summary information in the parent library
      5m 17s
  15. 19m 24s
    1. Importing data to Bento
      6m 49s
    2. Exporting data from Bento
      2m 57s
    3. Importing and exporting templates
      4m 16s
    4. Using the Bento Template Exchange
      5m 22s
  16. 7m 23s
    1. Printing from libraries and collections
      5m 39s
    2. Printing mailing labels
      1m 44s
  17. 12m 5s
    1. Creating Bento backup files
      3m 53s
    2. Restoring data
      2m 4s
    3. Using the Backup Reminder
      1m 5s
    4. Using Time Machine with Bento
      1m 54s
    5. Syncing with MobileMe and Entourage
      3m 9s
  18. 10m 24s
    1. Creating a library in the Bento app
      3m 26s
    2. Using the linked Address Book library in the Bento app
      3m 38s
    3. Syncing the Bento app with Bento on the Mac
      3m 20s
  19. 28s
    1. Goodbye
      28s

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Watch the Online Video Course Bento 2 Essential Training
3h 22m Beginner Jun 19, 2009

Viewers: in countries Watching now:

Bento is a personal data organizer for Leopard that provides a place to store any information Mac users might want to collect, track, or connect. In Bento 2 Essential Training, database expert Cris Ippolite introduces the concept of databases to Bento users and demonstrates techniques for getting data into the application. He describes the features of Bento that allow Mac users to create libraries and Smart Collections for all sorts of information, and he shows how to use calculation and media fields. Exercise files accompany the course.

Topics include:
  • Learning the Bento 2 interface Understanding collections, records, forms, and fields Exploring different methods for inputting and viewing data Sharing data with others Linking Bento to Mac applications like Address Book, Mail, iChat, and iCal Backing up and restoring information Designing custom templates Importing data from other applications
Subject:
Business
Software:
Bento
Author:
Cris Ippolite

Importing and exporting templates

One of the new features in Bento 2 is the ability for you to exchange templates with other Bento users. The flip side of that means that if another Bento user gives you one of their templates you can then import that into your copy of Bento. What are some examples of when this might be useful? Well, if you've taken the time to create forms and define the fields inside of a library, and you want some other user to then take over the responsibility of managing that data, you can just possibly create a backup which we'll cover in the next chapter. And then give that to that user. The problem is if they restore a backup, they are going to lose all the data and all the libraries that they have created.

So if they happen to be an active Bento user, all you really want to transfer to them may just be some of your data. In that case, you could do an export of just data. But that will not contain a form that you've created and the layouts and the fields and such. So the answer to the third option there is if you want to export out both data and the look and feel that you have created inside of a form, it's a twofold approach. One of it involves exporting the data, which we talked about in the previous movies. But the second stage of that is going to be exporting out something that's called a Template. And in Bento 2, you now have the ability to export a template.

So the first thing that you are going to want to do is navigate to the library, and it's most likely going to be the library that maybe you have created on your own or you can choose one of your linked libraries and just pick one of the forms in one of the upcoming steps here. We'll choose Properties, and we'll go under the File menu, to Export. And you'll see that we have four Export options. These are formats for exporting data. Whatever, we are going to choose the last one, which is Create a Bento Template. And now what you'll notice here is that although we are exporting the Properties library, we see that we have a message that says Create a Library Template file that you or other Bento users can import to create another library just like it. So really what we are doing here is we're exporting out a library. But Bento has identified that in my case, I have created relationships or links between the Properties library and the iCal Events and iCal Tasks.

So if I have some fields on screen that contain related events and related tasks, and I want to import those over with the saved Template, I would want to check these. So I'll just go ahead and check those anyway but that's up to you whether or not you want that related information to be transferred over as well. We hit Next. We now see that we are going to choose a location for exporting the Template. And what's happened is Bento has now exported out a Template based on the library that we have chosen.

So now let's say we are another Bento user or let's say you are the Bento user that has received the Template from another co-worker or someone else who uses Bento. What you can do then is go under the File menu, but this time choose Import. And you'll see in Bento 2, you have the option for Template. We'll choose Template. If you navigate to wherever you just previously saved the Template for this exercise and select it, and hit Open. You'll see that a new library has been imported in to your database.

So now you see what you have done is basically imported in a library, or in Bento language we have imported in a Template. So what does that mean? Well, it means that we've been able to import in the Table View, Property Details, Overview, and Rental Activity, which are all forms that were created by this other user. Those are all saved. All the fields that have been defined including default fields or any fields that were created from scratch. All that information is defined, but what's missing here? What's missing is any data, so even though we've been able to import in their library, we would now have to go under File > Import, and we could then choose one of the data sources and import this information into Bento.

We covered this in the previous movie, but it's important that you know that you will have to not only bring in data, if you are sharing Templates but also the Template. So in a twofold approach, bring in the candy bar and the wrapper. You will end up being able to import in a full library without changing any of the settings or any of the libraries that you have already created in your own Bento database.

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