IntroductionWelcome| 00:00 | Hi! My name is Cris Ippolite and I'm president and CEO
of iSolutions and a proud author of many FileMaker database
| | 00:05 | titles on lynda.com. Recently FileMaker released Bento,
a database product for the rest of us. Bento helps you manage
| | 00:12 | contacts, coordinate events, prioritize tasks and all the
details of your busy life, all without having to know anything
| | 00:18 | about databases.
| | 00:19 | In this course I'll be showing how to do things like connecting
Address Book and iCal to Bento, building collections for
| | 00:25 | managing your information in groups and
customizing forms for information and much, much more.
| | 00:29 | So let's get started.
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| Using the example files| 00:00 | If you're a premium member of the lynda.com Online Training
Library, or if you're watching this tutorial on a DVD-ROM,
| | 00:06 | you'll have access to the exercise
files that are used throughout this title.
| | 00:10 | And this title's a bit unique because the
exercise files are actually Bento database backups.
| | 00:15 | So each time you want to load one of these exercise files,
you must first do what's called 'reverting to backup.'
| | 00:21 | Now later on in this course we've got a movie
that details how to revert from a backup.
| | 00:25 | But let me just quickly show you how to do
that so you can work through the exercise files.
| | 00:29 | You'll go under File,
| | 00:30 | to Revert to Bento Backup,
| | 00:33 | and then you'll pick whichever one of
the exercises it is that you're working with,
| | 00:39 | select the appropriate backup
| | 00:42 | and hit Open.
| | 00:44 | You can hit the Continue button
| | 00:46 | and then you'll see a brief animation on screen and you'll
see the Bento database that you have up in front of you
| | 00:52 | change to the one that's being used in the exercise.
| | 00:54 | Now a couple quick notes.
| | 00:56 | The Address Book in the exercise files and the iCal tasks and events
| | 01:01 | are linked to the Address Book and iCal applications.
So if you already have data in your own iCal applications
| | 01:08 | and Address Book applications, you will see that data in
Bento rather than the data that's used in the exercise files.
| | 01:14 | But don't worry. You'll be able to go through each
one of the exercises using your own data if need be.
| | 01:19 | And if you're a monthly subscriber
or an annual subscriber to lynda.com,
| | 01:23 | you don't have access to the exercise files.
| | 01:25 | but you can still follow on from
scratch or even use your own assets.
| | 01:28 | So let's get started.
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1. Overview The Bento Home dialog| 00:00 | The very first thing you'll see when you open the Bento application
| | 00:03 | is something called the Bento Home dialog window.
| | 00:06 | This Home dialog window has four different buttons of navigation,
| | 00:10 | the first of which, called Learn about Bento,
navigates you over to a brief tutorial.
| | 00:16 | The second button takes you to a setup screen
for connecting Address Book and iCal.
| | 00:21 | We'll cover this information in a later movie.
| | 00:24 | Additionally you can also start by creating a library
to store data, which we'll also cover in a later movie.
| | 00:32 | Or you can choose Start using Bento now.
| | 00:34 | You can use the Home dialog window every time you start Bento,
but if you decide that you don't need the Home dialog window
| | 00:40 | you can turn it off by going under the Bento menu,
| | 00:43 | to Preferences,
| | 00:46 | and deselecting the default Display Home dialog option.
| | 00:51 | Now each time you open up the application
it will go right into the Bento window
| | 00:54 | and in the next handful of videos we're going to
explore the different sections of the Bento window.
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| Exploring the Bento window| 00:00 | The Bento window contains three main sections.
| | 00:03 | The left side of the window is what's called the source list.
| | 00:06 | The center area of the window displays records in Bento,
| | 00:10 | and you can look at multiple records at one time in a table view
| | 00:13 | or one record at a time in a form view.
| | 00:16 | The right-hand side of the window is what's called the Field list.
| | 00:20 | The source list
| | 00:21 | displays all the information that you're storing
inside Bento in the form of libraries and collections.
| | 00:27 | A library like you see here with the Address Book is a top-level
set of data that relates to a particular activity such as
| | 00:33 | managing your contacts or tracking your projects.
| | 00:36 | Bento provides several different libraries by default.
| | 00:39 | You'll see them here in the form of the Address Book library,
| | 00:43 | the iCal Events library
| | 00:45 | and the iCal Tasks library.
| | 00:47 | All which are displaying information
from the Address Book and iCal applications.
| | 00:52 | Now you can also create your own libraries
| | 00:54 | to store other categories of data.
| | 00:56 | For instance, here you see one that was created
| | 00:59 | for photographs and another that's created for sales.
| | 01:01 | The next level down from each library and is what's called a collection.
| | 01:05 | A collection is a subset of records from within a library
similar to an Address Book group or a playlist within iTunes.
| | 01:12 | The Fields list is on the right side of the Bento window
and it displays fields that are defined for the selected
| | 01:17 | library or collection.
| | 01:18 | A field is simply a place or a slot
where you're going to store information,
| | 01:22 | much like here you see the First Name and Last Name fields.
| | 01:26 | In form view,
| | 01:27 | where we're looking at one record at a time,
| | 01:29 | the Fields list is used to add, edit or
delete fields from within the chosen library.
| | 01:35 | If you switch over to table view,
| | 01:36 | the Fields list takes on a different role,
| | 01:39 | allowing you to choose which one of the fields
will show up as a column in table view.
| | 01:44 | You see here First Name is selected and First Name shows
up as a column. If we uncheck First Name you see that it disappears.
| | 01:51 | If I check First Name again
| | 01:53 | it'll reappear.
| | 01:54 | In the center area of the Bento window
| | 01:57 | is the Records area
| | 01:59 | where you can display information stored in Bento.
The Records area contains one default table view
| | 02:06 | and a minimum of one form view and potentially
more form views depending on how many you create.
| | 02:11 | Table view shows information in an entire library or collection
in a spreadsheet like view where each row in the table is a
| | 02:17 | record in the library.
| | 02:18 | And in table view you can view multiple
records on screen at one time.
| | 02:22 | In a chosen form view
| | 02:23 | it'll show fields from one record at a time in arrangements that
you can customize using either the themes that ship with Bento
| | 02:30 | or themes that you create yourself. By default, all
three sections of the Bento window are displayed.
| | 02:35 | To change the main window display settings you can
click on this button on the bottom right-hand corner,
| | 02:41 | and you'll see that you have four different options.
| | 02:43 | The default is Show All, which shows the source list, the
Records area and the Fields list all on screen at one time.
| | 02:49 | You can also choose Source and Records.
| | 02:52 | In this case, perhaps you just want to be able to use the
source list to navigate through to the different forms that you've
| | 02:57 | created that are all based on the libraries
that are currently in your Bento application.
| | 03:02 | The next option
| | 03:04 | would be to show the records in fields.
| | 03:06 | This could be if you want to set up different
forms, drop in different fields on layouts
| | 03:11 | or if you're in a table view and you just want to
customize the columns that are inside the table view.
| | 03:16 | You'll need to have the Fields list showing at the same time
| | 03:19 | as your records area.
| | 03:21 | Or you may just want to work with the data alone
| | 03:24 | either in table view looking at all the different records
that you've created or in form view one record at a time.
| | 03:29 | In this case, you won't have any of
the Fields list or the sources available,
| | 03:32 | but keep in mind, if you're looking at the records view
only you won't be able to navigate to different libraries.
| | 03:38 | So depending on what is it you're doing inside of Bento, you can
choose to either see all of the sections or just the sections that you
| | 03:44 | need to complete your task at hand.
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| Understanding the navigation bar| 00:00 | The navigation bar, which is visible both from table view
or form view, contains several controls that help you display
| | 00:07 | information inside of Bento.
| | 00:08 | For example, if you click on the word 'Table,'
| | 00:11 | you'll see records in a spreadsheet-like view that allows
you see multiple records at a time within a chosen library.
| | 00:17 | If you then choose on one of the form view options,
| | 00:20 | and in this example you see I've got a form view set up for
Sales Details and one that's set up for Customer Details and
| | 00:26 | in both cases, what we're seeing is a page-like
view allowing us to look at one record at a time.
| | 00:32 | In this case, it is one record
| | 00:34 | from the same library called Sales.
| | 00:37 | You can have as many forms as you'd like.
| | 00:39 | Once inside a form view, you can move through the records in a
library or collection by clicking either the Previous record button
| | 00:46 | or the Next record button.
| | 00:47 | And if you hold down the Option key,
| | 00:49 | you'll notice that the Next record button changes to the last record,
| | 00:53 | and the Previous button changes to the first record,
allowing you to navigate to the very first record or
| | 00:58 | the very last record in your set.
| | 01:00 | In addition to navigating between your single table view,
| | 01:03 | and your potentially multiple form views,
| | 01:06 | you'll see buttons for adding another form view
| | 01:08 | or removing a form view
| | 01:10 | and also for customizing a form view.
| | 01:12 | And we'll talk about those in a later video.
| | 01:14 | In addition to navigating between table and form views
and from record to record you also have the ability to find
| | 01:20 | certain records within your library
| | 01:22 | by using the Search field.
| | 01:23 | It's easy to locate the data you want because Bento
offers the same type of search that you used to with other
| | 01:28 | applications like iTunes, for example,
and it works in the same way.
| | 01:32 | For example, I can just type in a piece of text or
a text phrase. In this case I'll type in the letter B
| | 01:38 | and up on screen it tells me how many records within that library
match the criteria. In this case, I see five. Since I'm in form view,
| | 01:45 | I can only look at one of those records at a time.
| | 01:48 | So I can switch over to table view to
see all five of the matching records.
| | 01:51 | So in this case, I typed in the letter B and it searched
all the different fields for each one of the records in this
| | 01:57 | library and found all the ones that had a letter B in any field.
| | 02:00 | To get a more precise list of records,
| | 02:02 | I can use an option that's called Advanced Find
| | 02:05 | by clicking on the dropdown arrow to the right of the Search icon.
| | 02:10 | Selecting Advanced Find will navigate me over
to table view if I'm not already in table view,
| | 02:16 | and it will also present on screen a list of
all the different fields within the chosen library,
| | 02:21 | as well as different options for searching within those fields.
| | 02:24 | And then lastly I can type in the criteria that I'm looking for.
| | 02:28 | So in this example let's say I'm looking
for income received, a value greater then 10.
| | 02:34 | I can also add even more criteria to this same request,
| | 02:37 | but in this case we're just going to go ahead with the one request
so I'll collapse those others by clicking on the minus sign.
| | 02:43 | Once I've added all the criteria for
my request, I can hit the Find button
| | 02:47 | and you'll see that up on screen,
| | 02:49 | comes all list of all the records that match my criteria.
| | 02:52 | You can also see the criteria still up on screen and in
this case I have only one record within my Sales library
| | 03:00 | that has an income received of greater than $10. You see
in this case, this one record here's displayed in table view.
| | 03:06 | I could then toggle over to form view, if I'd like
just to look at that one record in a page-like view.
| | 03:10 | The navigation bar allows you controls that will help you
look at your data in several different ways. You can navigate
| | 03:16 | from tables to forms or navigate from record to record when in a
form view or you can search for records that match specific criteria.
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2. Using LibrariesUsing Libraries in Bento | 00:00 | Bento stores information in things called libraries
| | 00:03 | and a library is a set of data that relates to a particular activity.
| | 00:06 | In Bento you use these libraries to organize your information
| | 00:09 | and the libraries are composed of things called records.
| | 00:13 | You'll see here that we have several
different libraries in the example file.
| | 00:16 | We have Address Book library, iCal events,
| | 00:19 | iCal tasks and even the sample projects library,
| | 00:22 | and in each case,
| | 00:24 | a library is composed of records. If we go into table view
we can see that there are three records associated with the
| | 00:29 | projects library
| | 00:30 | and the libraries are defined by the fields in these records.
| | 00:33 | So if I select one of the records,
| | 00:36 | click on Overview,
| | 00:37 | I can see that in the Fields list I can see all the different
fields defined in this library. So we see the project
| | 00:42 | library has budget, date created, date modified, and so on
| | 00:46 | and on screen is a form
| | 00:47 | that shows me some of these fields. You notice that there
are still fields that are not grayed out, that are not
| | 00:52 | represented on this form. Another example
| | 00:55 | an Address Book.
| | 00:57 | The Address Book library contains contact records. We see one right here.
| | 01:01 | The contact record is then composed of
| | 01:03 | many different fields.
| | 01:04 | As you see on screen and these fields are
used to store information about contacts.
| | 01:09 | Bento also provides two different ways
for you to view the records in a library.
| | 01:12 | In form view, which we're looking at here,
shows fields from a single record.
| | 01:16 | Each page shows one record at a time.
| | 01:19 | For example,
| | 01:20 | a single contact record
| | 01:21 | from the Address Book library can have
more than one form view for the library.
| | 01:25 | Here's a form view called overview
| | 01:28 | and another form view that's called details.
| | 01:31 | However, each library will only have one table view.
| | 01:35 | For example, if we look at the projects library
| | 01:38 | and select table,
| | 01:39 | we'll see that the table view is a little bit different.
Instead of justing showing us one record at a time,
| | 01:43 | it shows us multiple records at a time,
as many records that can fit on screen.
| | 01:46 | So form view shows one single record at a time
| | 01:49 | and table view shows multiple records at a time.
| | 01:51 | As you review your information it'll be important for you
to think of it as information that fits inside of a field.
| | 01:57 | Like the project name in this case,
| | 01:59 | and fields that build records, you see all these
different fields together build this one single record,
| | 02:04 | and those records are then stored inside of libraries.
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| Planning records in a Library| 00:00 | Before you even start creating anything in your Bento application
you're going to want to plan out the information that you'll manage
| | 00:05 | and since the top level of information is a library in Bento
| | 00:09 | you're going to want to first determine
which libraries you're going to want to create.
| | 00:12 | So in our examples moving forward we're going to building a
Bento application that's can help us manage property rentals.
| | 00:19 | So if we look at the activities that involved in property rentals
we know that we're going to want to store information about
| | 00:23 | properties, who's renting them, when they're rented and the
different tasks associated with him. So from that analysis,
| | 00:29 | we can determine that we're going to need a library for
properties, a library for rental tasks, a library for renters,
| | 00:35 | as well as one for rentals themselves.
| | 00:38 | Those will all become libraries inside of our new Bento application.
| | 00:41 | So the next step is to determine where the information is going
to come from for each one of these libraries. So for example,
| | 00:47 | with renters, we've already got all our renters let's say
inside of our Address Book application. So in this case, we know
| | 00:52 | the information is going to come from linking to Address Book.
| | 00:55 | Let's say we're also already using iCal to link to our rentals
as well as any associated rental tasks. So when we create
| | 01:02 | those libraries we'll just create a link over to iCal so we
can pull that information in. That leaves us with properties.
| | 01:08 | We're currently not storing any information on properties so in that
case we're going to have to create a brand-new library from scratch.
| | 01:14 | So now that we've planned out the libraries that we're going
to need in our Bento application we can now move onto starting
| | 01:19 | up Bento and creating those libraries.
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| Creating Libraries by importing| 00:00 | Now that we've planned our Bento application to include four different
libraries, we've determine that we need to define a library for
| | 00:06 | properties, renters, rentals and rental tasks.
| | 00:09 | So even though in your source list you see that you've
got the default links to the Address Book and iCal,
| | 00:15 | for the sake of this example we're going to disable those links
| | 00:18 | and see if we can't replicate these libraries in other ways.
| | 00:21 | So in order to follow along with the example,
you can disable Address Book and iCal
| | 00:28 | by going to the File menu, to Address Book and iCal Setup
| | 00:31 | and simply unchecking the Display checkboxes and hitting OK.
| | 00:37 | Don't panic! Your screen did just go blank, but it doesn't
mean that you delete all your Address Book data and your
| | 00:41 | iCal data. It just means those links are temporarily disconnected.
| | 00:45 | But what we're going to do is create a library
| | 00:48 | and first we're going to create our Properties library and we're going
to do this by importing some data into Bento to create that library for us.
| | 00:55 | So we'll go under File,
| | 00:57 | to Import,
| | 00:58 | and we can choose a file.
| | 01:01 | Properties.csv inside of our exercise file folder.
| | 01:07 | And you see that we've chosen the target is a New Library,
| | 01:11 | because we have no other libraries. We could import data
into existing libraries, but since we don't have any,
| | 01:16 | we're going to create one via an import. And it
now shows all the different fields that we need
| | 01:21 | that are already defined inside the CSV file,
| | 01:25 | and by importing them, it will automatically create those
for us. So we see that we've really got three of them.
| | 01:33 | And we've got record one contains column names,
| | 01:37 | and it will actually import records two through four.
So let's see what happens when we hit the Import button.
| | 01:44 | Up pops a new file inside of our source list.
| | 01:48 | It's the Properties library,
| | 01:50 | and we also see when that library's chosen that we see
all the different fields that are defined inside Properties,
| | 01:55 | and in addition, we see that we've got three records that
are already pulled in. So those are some of the advantages of
| | 02:01 | importing libraries into Bento.
| | 02:03 | A couple things that you'll notice is that
Bento sets field types to Text by default.
| | 02:08 | And if we wanted to change the field types, we can click the pop-up menu
| | 02:12 | next to each field if we'd like.
| | 02:14 | But in this case all of these will work perfectly fine as text.
| | 02:17 | So you can use the import function to create a library on
your behalf, which will also take advantage of defining all the
| | 02:23 | fields for you and pulling data into your library.
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| Creating Libraries using Bento templates| 00:00 | We've already determined that our exercise files
will require that we have four different libraries.
| | 00:04 | The Properties, Renters, Rentals and Rental Tasks libraries.
We've already created our library for Properties by importing data
| | 00:12 | from another source. Now we're going to try to create a
new Renters library and we're going to try to use a template.
| | 00:18 | In order to create a new library we'll go down to the bottom
of our source list and select the Add a library button icon,
| | 00:25 | which pops up the New Library window.
| | 00:27 | Like iWork applications, Bento provides library templates
that create the fields to manage specific kinds of information.
| | 00:34 | These templates also applied predesigned themes to the form views.
| | 00:37 | So by selecting one of these templates that most closely
fits the type of information that we want to manage,
| | 00:42 | we can create a library that we need in a much quicker fashion.
| | 00:45 | So let's try to find one that matches Renters.
| | 00:51 | We see we've got Customers. That could possibly work.
| | 00:54 | Let's click on that and change that to Renters
| | 00:59 | and we'll select Choose.
| | 01:04 | Now we notice that the new library has been
created in our source list, called Renters,
| | 01:09 | and also a table view's been created
| | 01:11 | and two form views, the Overview and the Details.
| | 01:15 | We also see that all the fields have been defined
already and that there's one record inside of our library.
| | 01:21 | Whenever you bring a library in via a template, it will create
one default record so that you can see how your fields are populated.
| | 01:28 | However, let's say that all of our renters information is
actually stored on our computer in the form of our Address Book.
| | 01:34 | If that's the case it might make more sense for us to just
link to the existing Address Book through our library rather than
| | 01:39 | create a new library and have to populate all that data.
| | 01:42 | So first what we'll have to do is delete
the template-based Renters library.
| | 01:46 | If you want to delete a library all you have to do is go
into your source list, select one of your existing libraries
| | 01:52 | and hit the Delete key.
| | 01:54 | And say Delete,
| | 01:57 | and you'll see that were left again with the Properties library.
| | 02:00 | Although the templates didn't work here, these 20 different
templates that are designed by Mac artists that ship with Bento
| | 02:05 | may work perfectly for you.
| | 02:07 | You've got 20 different templates designed by Mac
artists that fit in the categories of educational,
| | 02:12 | personal,
| | 02:13 | or work and they've already got all your fields defined and layouts
designed and using a template could very well save you a lot of time.
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3. Using Address Book and iCal LibrariesDisplaying data from Address Book and iCal| 00:00 | Bento provides libraries that display data from Mac OS X
Address Book and iCal applications. With these libraries
| | 00:07 | you can manage contacts, events and tasks and even display
them as related records from other libraries within Bento.
| | 00:13 | For the sake of our exercise we've disabled the default
settings to display Address Book libraries as well as the
| | 00:20 | iCal tasks and iCal events.
| | 00:23 | Now I'm going show you now how you can turn those back on.
| | 00:25 | If you go under the File menu,
| | 00:27 | and choose the Address Book and iCal Setup,
| | 00:30 | you'll see this window pop up that simply has two options on it.
| | 00:33 | To display the Address Book data in Bento,
| | 00:36 | and to display iCal data in Bento,
which includes iCal event and iCal tasks.
| | 00:42 | So this will actually create three new libraries in our source list.
| | 00:47 | Since we already have a library for Properties we will now
be able to have a Renters library based on our Address Book,
| | 00:53 | a Rentals library based on iCal events
and a Rental Tasks based on iCal tasks.
| | 01:01 | I'll simply hit OK...
| | 01:05 | and now we have the default settings restored.
| | 01:07 | That have the Address Book,
| | 01:09 | which you can see shows all the data inside my Address Book.
| | 01:14 | iCal Events, which shows all the data
inside the events, and likewise with Tasks.
| | 01:23 | Although this is a default setting,
| | 01:25 | you should be aware that Bento provides these libraries
that will display data from either Address Book or iCal.
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| Updating Address Book and iCal from Bento| 00:00 | By default, Bento displays contact information in
groups from the Mac OS X Address Book application.
| | 00:06 | So when you make a change to records in the Bento
Address Book library that I have selected here on screen,
| | 00:12 | those changes will actually be updated in
the records in the Address Book application.
| | 00:15 | So let's take a look at that.
| | 00:17 | So I've isolated a record for Cris Ippolite,
| | 00:23 | and that record exists in Address Book as well.
| | 00:28 | Now I'm going to update it
| | 00:31 | and then click outside that area to commit my change.
| | 00:33 | And let's just quickly look in Address Book,
and we see that that information's been updated
| | 00:40 | and we'll see that those changes have been made in the background
as well. You can use the Bento Address Book library to edit data
| | 00:50 | from any application or device that
synchronizes with the Address Book application.
| | 00:54 | So by displaying the Bento Address Book library,
| | 00:57 | you can add your contacts to Bento,
| | 01:00 | keep your contacts up-to-date, whether you edit the information
in the Address Book application or in your Bento application.
| | 01:05 | Also you can add records inside Bento,
| | 01:09 | and those will show up inside your Address Book.
| | 01:11 | And conversely, you can delete records
| | 01:13 | in the Address Book library in Bento and
they'll be deleted from the Address Book application.
| | 01:17 | So you can use records in the Bento Address Book library
just like records in any other library collection in Bento.
| | 01:23 | So they are no different than the records
that we're storing inside the Properties library.
| | 01:27 | The same is true for iCal and iCal events and tasks.
| | 01:31 | iCal is a convenient application for keeping track of
your events and tasks and by default Bento gets calendar
| | 01:36 | information from the iCal application and keeps that
information in your iCal Events and iCal Tasks libraries.
| | 01:43 | Any time iCal adds a new event,
| | 01:46 | it'll automatically appear inside your iCal library.
The same is true if you add an event in the iCal library,
| | 01:53 | it'll show up in your calendar appropriately. The same
is true for iCal tasks. In addition to the fields that are
| | 01:59 | appearing here on screen for both the Address Book,
| | 02:02 | as you see listed here, and iCal Events,
| | 02:06 | you should be aware that you can add additional fields. So by
clicking on the button inside the Fields list I can add another
| | 02:12 | field to the iCal Events.
| | 02:14 | Now that field is not going to be added to iCal. It's just going
to be added to the iCal Events library in my Bento application.
| | 02:23 | The same is true for Address Book.
| | 02:25 | If I wanted to add a field let's say for hair color.
| | 02:28 | You would show up in my Fields list, but it would not add
a field to the Address Book application that's called hair color.
| | 02:36 | Let's take a look at some of the fields that are updated
| | 02:39 | automatically from Address Book.
| | 02:42 | The fields that you see on screen are from the Address Book library
and will update the information in the Address Book application.
| | 02:48 | Any fields that you add to Bento will not
be reflected in the Address Book application.
| | 02:54 | One thing you should be aware of, however,
| | 02:56 | even though these applications update from within Bento,
Bento does not actually store its own copy of the Address Book
| | 03:02 | and iCal information.
| | 03:03 | So when you're making a backup of Bento, keep in mind that you
are not backing up the data inside Address Book or inside iCal.
| | 03:11 | You'll need to back those up separately.
| | 03:13 | You see here one of the true strengths of the Bento application,
| | 03:17 | the ability to have one location to manage data
from Address Book, iCal and Bento all in one place.
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4. Using CollectionsUnderstanding Collections| 00:00 | In Bento your records are kept in libraries.
| | 00:04 | Here we have a library for the Address Book, for example.
| | 00:07 | Now, if you want to organize your records in different ways or
if you want to work with the subset of records within a library,
| | 00:13 | you can create something that's called a collection.
| | 00:15 | A collection in Bento is very similar to a playlist in iTunes.
| | 00:19 | If you've used iTunes, you know how convenient it is to
use a playlist to let's say, create a compilation of songs or
| | 00:24 | videos or burn a CD.
| | 00:26 | And collections in Bento give that same
convenience for grouping records in the library.
| | 00:30 | Also like in iTunes, a record can appear in many different
collections, much like a song appearing in many different playlists.
| | 00:37 | The collection contains records from one single library so
Address Book can have its own collections, iCal Events and so on
| | 00:43 | as well as Properties in our case.
| | 00:45 | So we can put records from the Address Book into
an Address Book collection, maybe call it Vendors.
| | 00:51 | But we cannot put another library's records in the Address
Book collections. So we can not mix records from different
| | 00:57 | libraries into one single collection.
| | 00:59 | They're actually a child of the library itself. So using
collections is very useful tool in organizing your data within Bento.
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| Creating Collections| 00:00 | A collection is a set of records from a library.
| | 00:03 | When you're working with data from within a library,
| | 00:06 | you can use Search or Advanced Search
to isolate certain subsets of records.
| | 00:10 | For example, if I was in this Address Book
| | 00:15 | and decided that I wanted to isolate a group of records
| | 00:22 | from California, having California as the state.
| | 00:26 | You see I come up with eight different records,
and I can work with these records while I'm in the system.
| | 00:30 | But if I want to save them for later, I need to have
this group isolated, for example, maybe to print out
| | 00:35 | mailing labels or send out e-mails to
special event that I have in that area,
| | 00:40 | I might not want to have to do the search all over again. So in
that case, what I can do is create what's called a collection.
| | 00:46 | One way to create a collection
| | 00:48 | is by selecting all the items in the list
and here what I've done this Shift+select.
| | 00:53 | And I can drag those selected items to the source list
| | 00:58 | and you see it is now asking me to name a collection
and I will call this collection CA Contacts.
| | 01:05 | And you see now that...
| | 01:09 | if I choose my collection I can see there
are all the eight records that match my criteria.
| | 01:15 | And if I go back into me Address Book, I see I have all 658.
| | 01:20 | So even though I have records that exist in both lists,
| | 01:25 | for example, the Cris Ippolite record.
| | 01:34 | See this record exists inside Address Book, a lot like having
a song that appears inside your music library in iTunes,
| | 01:41 | but also appears inside of a playlist.
| | 01:43 | And just as a note, a record can appear in multiple different
collections, much like in iTunes a song can appear in
| | 01:49 | multiple different playlists. So one thing you should see
is that we've created this collection inside Address Book.
| | 01:54 | But if we flip over to our Address Book application,
| | 01:57 | we see that a group has been named CA Contacts
as well with these same eight records.
| | 02:02 | So these eight cards show up inside our Address Book
application when we create a collection inside Bento.
| | 02:08 | The same is true in reverse. If I were
to create a new group inside Address Book,
| | 02:12 | that new group would appear
| | 02:13 | underneath the Address Book as a collection
| | 02:15 | based on the Address Book library.
| | 02:17 | Now this isn't isolated just simply to Address Book.
| | 02:21 | I can go inside Events, for example,
| | 02:24 | and I can choose some events.
| | 02:27 | Drag them into the source list,
| | 02:30 | and I can create a collection based on
iCal events, as well as iCal tasks, or
| | 02:38 | it doesn't necessarily have to be Address Book or the iCal linked
libraries, I can also do that in a library I create on my own as well.
| | 02:47 | A collection in Bento is similar to a playlist in iTunes.
| | 02:50 | If you've used iTunes, you how convenient is have a
playlist to create a compilation of songs and videos.
| | 02:55 | Collections in Bento give that same convenience
for grouping records from a library.
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| Modifying Collections| 00:00 | Once you've created a collection inside Bento, you can still
make modifications to the records that are found within that
| | 00:05 | collection thus modifying the collection you've already created.
| | 00:09 | So for example, we have a collection here that's called Lily Rentals
| | 00:13 | that contains three different records
| | 00:15 | that are found within our iCal Events library.
| | 00:18 | If I click on the iCal Events library I can see that
| | 00:21 | there are a few different items that also involve the Lily loft property.
| | 00:27 | If I select those I can create another collection
based on this by going under the File menu,
| | 00:33 | and selecting New Collection
| | 00:36 | or New Collection from Selection
| | 00:38 | or as I've done before, I can drag these
into the source list to create a collection.
| | 00:43 | Or in this case what I'm going to do
is modify the Lily Rentals collection
| | 00:47 | by dragging these multiple items on top of the collection.
| | 00:51 | And now we see that they've been added
to the existing Lily Rentals collection.
| | 00:56 | The same is true when it comes to removing records.
| | 00:58 | Let's say I've have got these records inside the California
contacts collection that I created based on the Address Book.
| | 01:06 | And I've created these for an event and determined that this
individual won't be able to make it to the event so I'm just
| | 01:10 | going or remove them from my collection.
| | 01:13 | If I select the record and hit the Delete button,
| | 01:16 | you see that I get an option that's very similar to the option
you get when you try to delete something in iTunes, for example.
| | 01:22 | It gives me the option to choose from
either removing it from the collection,
| | 01:26 | or deleting it completely. In this case, we just want to remove it from
a collection rather than delete it from our Address Book completely.
| | 01:33 | I'll hit Remove from collection
| | 01:36 | and we'll see that that records still exists in the Address
Book even though the record no longer exists inside contacts.
| | 01:46 | And we can delete an entire collection if we want to as well.
Let's say we no longer need to work with this collection.
| | 01:51 | You can simply select the collection within the source list
| | 01:54 | and hit the Delete button.
| | 01:57 | And it will give you ability to delete the record
without deleting the actual record from your source file.
| | 02:02 | So not only is creating collections a useful and handy tool within Bento,
| | 02:06 | but the ability to modify them as you move along when
you're working with this data to also quite helpful as well
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| Using Smart Collections| 00:00 | A collection in Bento contains records from within a single library.
| | 00:04 | For example, you see we have a collection called California contacts
| | 00:07 | that are contacts found within the Address Book that met a
certain criteria, in this case that the state equals California.
| | 00:14 | You see here we can create another group of information
| | 00:19 | and this time let's say,
| | 00:21 | we want to create one for the state of Colorado instead.
| | 00:26 | We'll do a search and we'll see that within the Address
Book, we found 17 records that match that criteria.
| | 00:32 | So now if I want I can create a collection based on
these records that will always just have these 17 records.
| | 00:37 | Unless I go in and I modify them by either removing records from
| | 00:41 | either the entire Address Book library or just the
collection itself, much like a playlist within iTunes.
| | 00:47 | However, in this case what I want to do is
create something that's called a smart collection.
| | 00:52 | You would create a smart collection when you want a
collection that contains records that meet a certain criteria.
| | 00:57 | So when we create a collection within Bento
we're saving the records of that record set.
| | 01:03 | If we want to save the criteria itself along with the records,
| | 01:07 | we would create this thing called a smart collection.
| | 01:10 | So let's take these records
| | 01:13 | and I'm going to select all of them by holding down the Shift key.
| | 01:16 | Go under File and I'm going to say New Smart Collection.
| | 01:21 | And now we see what's happened on screen is
| | 01:23 | I see a new collection created that's got a little bit
different icon. It's got a stack of records and then also
| | 01:29 | a little advanced wheel icon.
| | 01:32 | We're going to name this one Colorado Contacts.
| | 01:35 | But we see in addition to saving those 17 records,
| | 01:38 | it also exposes the criteria within
our Advanced Find area in the navigation bar.
| | 01:43 | This criteria is being saved within the
collection because it's a smart collection.
| | 01:47 | I can also modify this by adding
additional criteria. For example,
| | 01:52 | if I say Cell Phone Contains,
| | 01:57 | and now I've changed it to 20 records.
| | 01:59 | So now I've got two criteria.
| | 02:01 | Either the state is Colorado or the cell phone equals 970.
| | 02:06 | So what does that mean then for records that are created
or modified moving forward? Well, let's take a look.
| | 02:12 | If we switch over into Address Book,
| | 02:15 | and we go into pick a certain record
| | 02:19 | and let's edit this record.
| | 02:23 | And what we'll do here is we'll change the state
| | 02:26 | and save it.
| | 02:28 | Let's go back into our Address Book.
| | 02:31 | And that record exists in our Address Book,
but also if we go into our smart collection,
| | 02:35 | we see that now we've got 21 records,
not just the 20 records that we had before.
| | 02:40 | So you create a collection inside Bento when
you want to store different groups of records.
| | 02:45 | However, unlike a collection, when you create a smart collection
| | 02:48 | new records that are added to your database
that match the criteria in the collection
| | 02:51 | will then automatically be added to the collection,
| | 02:54 | much like the way a smart album works in iPhoto.
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5. Working with RecordsCreating records in Table or Form view| 00:00 | Bento allows you to link to libraries that
are based on other applications like Address Book,
| | 00:05 | or iCal events or iCal tasks.
| | 00:08 | Of course, you can create your own libraries as well.
| | 00:11 | However, Bento also allows you to add records to these libraries
| | 00:16 | and to do so, you want to be able to
create records within the Bento application.
| | 00:20 | You can create records in one of the two different views.
| | 00:23 | First, you can create a record in form view.
| | 00:26 | And this is sometimes more desired because you have more fields
on screen and you can populate more of the fields than might
| | 00:32 | be available to you in say, a table view.
| | 00:34 | In order to create a new record, you'd navigate
to the library where you want to add a record
| | 00:39 | and you can either go under the Records menu to New Record.
| | 00:42 | You can select Cmd+N
| | 00:45 | or you can go down to the bottom of the Records
area and select the plus button, which is Add a Record.
| | 00:51 | You see then that the entire screen goes blank.
| | 00:53 | You've created one more record in your library,
| | 00:56 | and now you can add various information.
| | 01:00 | After you get done entering data into one of the fields,
| | 01:03 | you can hit your Tab button
| | 01:05 | to the next field,
| | 01:09 | and you can then enter in whatever
information that you deem appropriate.
| | 01:14 | Now in order to save these changes
| | 01:16 | you need to click into an open area,
| | 01:19 | which then deactivates all the different fields
and then commits your changes to the library.
| | 01:25 | In addition, you can also create records inside table view
| | 01:30 | in the same manner,
| | 01:31 | either by selecting new record
| | 01:34 | Apple or Ctrl+N
| | 01:36 | or hitting the Add Record button.
Now in this case, it creates a blank row
| | 01:42 | and you click outside and you see that those records are committed.
| | 01:46 | Once you've created a record,
| | 01:47 | you can select that record
| | 01:49 | and choose to add that record to an
existing collection if you'd like to.
| | 01:55 | Or if you have a group of records that you just added you
can select all them and make a new collection out of that,
| | 01:59 | but in this case we're going to
add the new record I just created to
| | 02:04 | our California contacts and there we see it
automatically added even though we've just created it.
| | 02:09 | and also if we look inside of our Address Book application,
| | 02:14 | we see that that record has been added to the Address Book as well.
| | 02:17 | Bento allows us to not only link to records from other
libraries like Address Book or iCal, but also allows us the
| | 02:23 | interface to create records inside these libraries as well.
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| Editing records in Table or Form view| 00:00 | Bento allows you to use records from existing libraries,
| | 00:04 | or even add your own records using the Bento interface.
| | 00:06 | Additionally you can also make changes to records inside Bento.
| | 00:10 | For example, let's say that we found
that we have a record that needs to be changed.
| | 00:16 | So let's say we go in here.
| | 00:17 | We first select the library and do a search
or just manually locate the record
| | 00:23 | and from either table view --
| | 00:28 | For example, I can click into the field
make the change and then click outside the field.
| | 00:32 | Or in the Overview
| | 00:35 | I can make the change and then click into another area.
| | 00:38 | And that allows the record to be updated and that works
with any one of the fields inside of the Bento record.
| | 00:45 | Additionally, if need be,
| | 00:46 | I could create a new record by duplicating this
record by simply selecting a record that I'm on,
| | 00:51 | going under Records to Duplicate Record,
| | 00:54 | but also let's say we have--
| | 00:59 | Here we get four different records,
| | 01:01 | and I notice that I've got duplicates in this case.
| | 01:03 | I can also remove a record by clicking on the record,
| | 01:07 | either clicking the minus sign down below
here at the bottom of the records area
| | 01:11 | or going into the Records menu and
selecting the Delete Selected Record.
| | 01:16 | In this case I'm deleting the record
permanently from the Address Book,
| | 01:22 | and also by the way we see we made the change Jackson Caymus.
| | 01:26 | We go into Address Book, and we see that that =
has been updated within Address Book as well.
| | 01:31 | Additionally, if we search inside Address Book for
| | 01:37 | the Boo Radley record we see that we've only got one of those
records inside the Address Book library because any adding,
| | 01:44 | deleting, duplicating or editing of records within the Bento
application will also update the Address Book application.
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| Using the Current Date field| 00:00 | Bento allows you to add records to existing libraries as well
as edit or delete or modify the records within those libraries.
| | 00:07 | One quick note about adding data to a date field, if we go into
see a contact in my example file on screen, into my details form,
| | 00:15 | I've got a field here that's called Date Added. And this field
is a date field. We'll talk more about fields in the field chapter.
| | 00:21 | But one quick note, when you're creating
a record that has a date field in it
| | 00:24 | you have two different options for entering data inside here.
You can click on the little date icon in which pops up this
| | 00:30 | handy-dandy little date picker field which you can
navigate to different years, months, days and so on.
| | 00:36 | Or you can click inside the field and go under your Insert menu,
| | 00:40 | and there's only one option in here
for inserting a value inside of a field
| | 00:44 | and that is Current Date and Time. If you select that,
it gives you what is referred to as a timestamp
| | 00:50 | or the date that it was added
| | 00:53 | in this case, 5/28/2008.
| | 00:56 | Or I could override that by selecting another one of these values.
| | 01:00 | So in addition to being able to type in data
inside fields, if you're working with a date field,
| | 01:05 | you can use the Insert menu
| | 01:07 | or the pop-up calendar to assist you in choosing dates.
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| Sorting records| 00:00 | When you're working with records inside of Bento,
| | 00:03 | you can work with one record at a time inside one of your form views.
Here you see we've got two form views, Overview and Details.
| | 00:10 | Both of which allow us to look at our one record at a time,
| | 00:13 | but in different ways.
| | 00:15 | However, if you want to work with
multiple records you choose the table view.
| | 00:19 | The table view allows you to work with
multiple records on screen at one time.
| | 00:24 | Now, one of the things that happens when you're looking at
multiple records on screen at one time is that you may have
| | 00:28 | so many records that you need to sort them
or organize them in a certain order.
| | 00:32 | Bento allows you to sort your records when you're in table view.
| | 00:36 | When you first going to table view, you can see with the existing
sort order is by finding the column header that's already selected
| | 00:42 | and then you can determine whether it's sorted ascending or descending,
| | 00:45 | based on whether or not the arrow is pointed up or down.
| | 00:49 | So in this case, you see that we've
got our list sorted by first name.
| | 00:53 | And if we click on this first name header
again, it sorts it in reverse order, Z to A.
| | 00:59 | And this would be A to Z sort order.
| | 01:01 | By simply clicking on any one of the other
column headers it will then resort our values.
| | 01:06 | It also changes the active record.
You see that our active record was Ardell.
| | 01:11 | As I change the sort order,
| | 01:12 | you see that that Ardell record goes to
different locations within the found set.
| | 01:17 | So make sure that you know that when you're on screen
| | 01:19 | that although it's shifting around a
little bit, you're not always at the very top.
| | 01:23 | It's following the active record in your sort order.
| | 01:26 | You can sort on any field that you have on screen.
| | 01:29 | So for example cell phone
| | 01:31 | or are even state. So any field that you place inside of
a column in table view can be used as a sort field by simply
| | 01:37 | clicking on one of the headers.
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| Managing fields in Table view| 00:00 | Bento provides interface for you look at either
one record at a time or multiple records at a time.
| | 00:06 | One record a time can be used by selecting one of your forms.
| | 00:09 | And here you see a page-like view,
which allows you to look at a single record,
| | 00:13 | moving through other records in your library.
| | 00:16 | If you want to see multiple records on screen
at a given time, you'd go into table view.
| | 00:20 | Table view as you see is a spreadsheet-like view that
has multiple different columns along the top of your screen.
| | 00:26 | You can see in our example that we have
| | 00:28 | three different fields on the very far right
| | 00:31 | that have no data inside them.
| | 00:33 | So let's say that we want to eliminate those from our table view.
| | 00:37 | The way that we manage the fields that appear inside table view
| | 00:40 | is in our Fields list.
| | 00:42 | You'll notice of the Field list changes
| | 00:44 | when you're in table view
| | 00:46 | and turns to checkboxes,
| | 00:49 | which help us determine whether or not a
field is going to be visible as a column or not.
| | 00:53 | So if we look at the Note field,
| | 00:56 | which we see here, it has a checkbox next to it
and that's why it shows up as a column.
| | 01:00 | But if I uncheck Note,
| | 01:01 | you see that it now hides that column,
so it's no longer visible in our table view.
| | 01:06 | Let's go ahead and uncheck a Home Phone and Home Email as well
| | 01:10 | and now we see that we've got only the fields that we want
on screen with certain data in them. Of course we can add other
| | 01:15 | fields to if we'd like
| | 01:17 | by simply checking in on the checkbox next to the field name.
| | 01:21 | Additionally, we can also control how
much space the column headers take up.
| | 01:26 | So here we've got state, we know doesn't need that much room.
So if I hover over the far edges of the field column header,
| | 01:35 | I can collapse that field down to an appropriate size.
| | 01:40 | Same is true by clicking and hovering over that edge I can
| | 01:43 | widen the fields if I need more room for more of this data.
| | 01:47 | And in addition to resizing the columns
and having the columns hide or show,
| | 01:52 | I can also reorder the order in which they appear on screen.
So for example let's say I wanted to have Last Name appear
| | 01:58 | before First Name. I can simply click on the column header,
| | 02:01 | and you see that my cursor changes to a hand.
| | 02:04 | I release that,
| | 02:05 | and now it shows First Name, Last Name, and
I can even move let's say, State here if I wanted to.
| | 02:10 | In addition to being able to view multiple records on screen,
| | 02:13 | you also have the control over what fields and columns you
see inside table view as well as their width and the order in
| | 02:19 | which they appear on screen.
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| Summarizing column data| 00:00 | When you're viewing records inside table view in Bento,
| | 00:04 | you have the ability to show an optional summary row. It's not a
default setting, so if you're inside of the table view- you see here
| | 00:10 | we're inside Properties, and I've chosen Table.
| | 00:14 | If I go under View,
| | 00:15 | to Show Summary Row or hit Apple+R
| | 00:20 | we see on the bottom of the screen,
we've now got something called a summary row.
| | 00:24 | And what this allows us to do is perform basic operations
on the values within that column and then display the results.
| | 00:31 | Depending on the field type, the following functions may be available.
| | 00:35 | So for example, here we've got a Date field.
| | 00:38 | So you see that for Date,
| | 00:39 | I can do a Count of all the different records.
I can do a Minimum, giving me the earliest value,
| | 00:45 | or Maximum, giving me the latest.
| | 00:47 | So in this case let's choose earliest,
| | 00:50 | and we see that we've got a Minimum,
| | 00:52 | which is true even all these were created at the same time.
| | 00:56 | If we add another one, we'll still see this one be Minimum.
| | 00:59 | Now in the case of a text field like Property Name,
| | 01:03 | we only have one option in Text and that is Count.
| | 01:07 | I've added a field called Cleaning Fee to the Properties library
| | 01:11 | and then added it to the table view.
| | 01:13 | And since this is based on a Number field,
| | 01:16 | I have more options available to me.
| | 01:18 | I can either summarize all the values,
| | 01:21 | count the values individually,
| | 01:23 | come up with an average or a minimum and maximum value.
| | 01:27 | So if we look at the summary,
| | 01:29 | we see that the sum of all these values is 900.
| | 01:33 | Of course that changes with Count.
It just counts the total number of values.
| | 01:38 | Or we can look at an average.
| | 01:41 | Minimum
| | 01:42 | or maximum.
| | 01:45 | Now one thing to note is that these summaries
are giving summaries of the values that are in
| | 01:50 | the record set that you're viewing.
| | 01:52 | So for example if I use the Search or
Advanced Search function in this case,
| | 01:58 | I have now two records found. We see that
my sum changed automatically from 900 to 650,
| | 02:04 | and it'll change back when I reset that value.
| | 02:07 | So keep in mind that the summary row is optional.
It's not by default, it's something that you can turn on.
| | 02:12 | It can be a very easy tool for you to be able to either
summarize or counter, come up with minimums or maximums,
| | 02:18 | based on fields that are currently visible inside your table view.
| | 02:21 | And when you add the row to your table view,
| | 02:23 | it will also give you those aggregates based on whatever
set of records that you looking at any given time.
| | 02:29 | This can be very helpful tool for you to be able
to summarize data that you're viewing inside table view.
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6. Managing FormsCreating and deleting forms| 00:00 | With Bento you have different ways that
you can view the records that are stored in a library.
| | 00:04 | You can view multiple records at a time through a table.
| | 00:07 | Or one record at a time in a page-like view called a form.
| | 00:10 | You can have more than one form based on any one given
library, although you can only have one table view.
| | 00:15 | Creating multiple forms is helpful because you can decide
which fields you want to see on each form and then design
| | 00:21 | forms for viewing data in specific contexts.
| | 00:24 | So for example,
| | 00:25 | we're inside the Properties library.
| | 00:28 | Right now we have one table view and one form view.
| | 00:31 | Let's say I'd like to create a form view that just
has Property Name, Description, Rates and Cleaning Fee,
| | 00:36 | because now we see that there's a lot of information inside
Descriptions and Rates that I can't see because I don't have
| | 00:41 | room on screen.
| | 00:42 | This is a great example of when we need to create a new form.
| | 00:45 | So to create a new form,
| | 00:47 | select the library or collection that you want to create a form based on.
| | 00:51 | In this case, it's Properties,
| | 00:54 | and then we can go into the plus sign up in the upper right-hand corner.
| | 00:59 | Or we can also go into Insert,
| | 01:02 | New Form.
| | 01:04 | And up pops a window that allows you to name your form.
| | 01:06 | In this case we're going to call our form
| | 01:11 | Overview
| | 01:12 | and hit OK.
| | 01:14 | So now you see that we don't have any fields yet on screen
| | 01:17 | so what we can do is go into our Felds list and you'll note that
the Fields list is a little bit different in form view than it
| | 01:22 | is in a table view. In table view, there are
just a bunch of check boxes next to each field name
| | 01:27 | that allow you to say that the field is going to be turned on
| | 01:30 | or off, meaning that if it's turned on,
it'll show up as a column in your table view.
| | 01:34 | And if it's turned off, then it won't. However, in form view
| | 01:37 | you see that this Field list has a different icon to it.
| | 01:39 | It allows you to drag from the Field list into your form area
| | 01:44 | thus adding that this field to a form.
| | 01:46 | So here we have Property Name.
| | 01:48 | I'll select Property Name and drag and then release it
into the area that I'd like to have it appear in the form.
| | 01:54 | And we want Description
| | 01:58 | and we'll also say Rates,
| | 02:00 | and I'll add Cleaning Fee over here.
| | 02:04 | So now, in addition to being able to
create these forms and add fields to them,
| | 02:07 | if for some reason I want to delete a form, like
let's say I'd decide that I want to delete Overview,
| | 02:12 | we select the form itself and then you can hit the Minus button
| | 02:17 | to delete selected form. And it gives you an opportunity to
delete this. You say, Are you sure you want to delete this form?
| | 02:22 | And if you delete the form,
| | 02:23 | the fields still exist in your Field list,
| | 02:26 | and they still exist as defined within the library,
| | 02:29 | it's just that the form will then no longer be available to you.
| | 02:33 | So when you're using Bento, you can choose
to have more than one form for a library,
| | 02:37 | giving you the flexibility to decide
which fields you want to see on any given form
| | 02:41 | or design a form specific for viewing data in a specific context.
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| Moving and resizing fields and objects| 00:00 | In Bento, you can create more than one form based on one library.
| | 00:04 | Bento also has a separate customize mode
for you to construct and modify your forms.
| | 00:08 | Let's say for example you want to change the
size of fields that you've already added to a form.
| | 00:13 | When you create a form you can drag fields
onto the form so that they appear appropriately.
| | 00:17 | But in order to be able to make changes to the way
that they look or their sizes or even to delete fields,
| | 00:22 | you'll need to go into Customize mode.
| | 00:25 | When you've selected the appropriate library
and then chosen the form that you want to modify,
| | 00:29 | you'll see there's an icon in the upper right-hand corner
| | 00:31 | that looks like a wrench and a hammer. It's the customize
icon and when you click on it, you'll notice that your form
| | 00:37 | view changes. You can see outlines
for the number of columns that you have
| | 00:41 | and what we'll do here is show just the Records area
and the fields so we can see more of the columns.
| | 00:49 | You see that we've got four fields
that we've already added here on screen.
| | 00:52 | If I click on any one of the fields,
| | 00:55 | it then becomes highlighted,
| | 00:57 | and I can hover over the edge and see that
I can then drag and re-size these fields.
| | 01:05 | The same is true for not only dragging left and right,
| | 01:10 | but I can also drag north and south
| | 01:14 | and in this case, we wanted to give
| | 01:16 | these text boxes more room so that the user
could see the values that are found inside of them.
| | 01:21 | And when I try and line these up, you can see that I got helpful
guidelines. Here that green line indicates that I've matched
| | 01:27 | the exact same width as the Description field.
| | 01:30 | And also when I'm in this mode I can select certain fields
| | 01:34 | and click and drag and drop them into different
columns or different orders and location if I wish
| | 01:41 | and it will move those fields around for me.
| | 01:44 | Additionally when I'm in the Customize mode,
| | 01:47 | I can also drag new fields onto the layout as well.
| | 01:54 | If a field is already grayed out and does not have an
arrow to the left of it, like date created for example,
| | 02:00 | that indicates that it's already on the form.
| | 02:02 | In addition to adding fields, you can also click on a field
| | 02:06 | and hit your Delete key to remove a field from a form.
| | 02:09 | Not it only removes the appearance of the field on
that form and does not remove it from your Fields list.
| | 02:15 | And then when you're done doing your customization
you can click on customize again and you'll see
| | 02:21 | all of your changes reflected in your form
| | 02:25 | and you can move from record to record using
your new form to view one record at a time.
| | 02:30 | So Bento allows you to not only create forms.
| | 02:33 | It provides you a customization mode that allows you
to manage and resize any of the fields on your form,
| | 02:38 | add and delete fields on the form and
create the form exactly the way you see fit.
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| Customizing form layouts| 00:01 | Bento allows you to be able to create multiple forms
for each library that you store in your source list.
| | 00:06 | These multiple forms allow you to create context specific
forms for viewing the data in one record at a time.
| | 00:11 | You can also customize them because Bento
provides a special customization mode.
| | 00:16 | So once you selected the library and
then the form that you want to customize,
| | 00:22 | clicking the Customize icon in the upper right-hand corner-
| | 00:26 | that will take you into Customize mode.
| | 00:28 | Also since you're working with the Records area only,
| | 00:30 | you might want to toggle to view just the records area only.
| | 00:36 | Or records and fields in case you want to add new fields.
| | 00:39 | So now when you going to Customize mode you'll notice that there
are various different tools available for you to assist you
| | 00:44 | with customizing your form.
| | 00:45 | For example, you'll notice that there is a Theme option. Clicking
on the Themes tool will reveal the 20 different stylish themes that
| | 00:52 | Bento ships with.
| | 00:53 | You can change a form's theme, for example, to maybe just a
white background if you intend to use it for printing purposes.
| | 01:00 | Or you can change a theme based on whatever your preference might be.
| | 01:03 | So you can test each one of them
| | 01:05 | and note how not only does the header color and the Records area
color change but also the font that's been chosen that shows up
| | 01:11 | inside each field.
| | 01:13 | So you can go through each one of them
and choose the ones that you prefer.
| | 01:18 | Let's go with the Powder Puff option
| | 01:21 | and note that the text changed in the header,
| | 01:23 | as well as the background image and the text inside the
fields here, as well as the text color in this case also.
| | 01:28 | Additionally, you see that we've got two columns on screen and
| | 01:31 | those are indicated by the red outlined areas,
which also tells you when you're in customization mode.
| | 01:37 | So let's say we just want to consolidate them into one.
| | 01:39 | First, I can click on a field and of
course I can drag a field and release it
| | 01:44 | to move it into a different column.
| | 01:46 | And I can choose my Columns tool
| | 01:49 | to allow me just one column on screen. Now we see a just have
one red box available to me in customization mode on the form.
| | 01:55 | I can also resize the column by selecting the far right edge
| | 01:59 | and moving it to whatever size I'd like.
| | 02:04 | However, you'll also note that if the edge of
your column touches the edge of your fields,
| | 02:09 | not only can you resize the width of the column, but you
can also resize the fields at the same time by simply
| | 02:14 | holding down the Option key while you resize your column.
| | 02:17 | Some of the other tools available to you in Customization
mode, for example, are the ability change the position of the
| | 02:22 | field labels.
| | 02:23 | Note by default that the field labels show up above each field
| | 02:27 | as you place them onto a form.
| | 02:30 | But I can also show them beside each field.
| | 02:34 | You can toggle those and see which one you prefer.
| | 02:36 | When you're done you can click on the Customization
icon and you go back into your Records area
| | 02:42 | and you can now interact with the fields and you'll see that
this form is now applied to each record that you'd look at
| | 02:48 | when you look at it one record at a time.
| | 02:50 | We have another form here called Property Details,
| | 02:54 | and if we click over to Property Details,
| | 02:56 | we can also make some adjustments.
| | 02:58 | We note that the width of the fields aren't all in line.
| | 03:01 | There's some other things that we can work on
here so we'll click in the Customization mode.
| | 03:06 | And let's say the first thing that we
want to do is align the edges of the field.
| | 03:11 | If I hold down the Shift key while I select each field,
| | 03:16 | I can then choose this other tool called Align Edges,
| | 03:19 | and you see that it automatically aligns all
the edges to the right-hand side of the column.
| | 03:23 | So they're all even width.
| | 03:25 | I can do the same thing in this column.
| | 03:30 | Holding down the Shift key as I select
| | 03:32 | and hitting Align Edges.
| | 03:34 | Now, they perfectly fit the width of the column.
| | 03:36 | And of course if I resize these columns
because these edges are touching,
| | 03:39 | it'll resize the width as well.
| | 03:41 | Another one of the tools is the Shading tool.
| | 03:43 | If you select a field,
| | 03:45 | let's say a Property Name
| | 03:48 | and select Shading, you see the can change it from either no
shading in the background, which gives it a contrast between
| | 03:53 | the field area and then the background of the field.
| | 03:56 | Or I can choose Dark, giving it even more contrast.
| | 04:00 | And you notice that Address List
| | 04:02 | has some shading in it as well. If I want the shading of
the field label to match the background I can change that to
| | 04:08 | Dark and you see now it all fills in completely.
| | 04:11 | Another one of the tools allows you to change the size of the text.
| | 04:14 | I choose Description and Rate, let's say,
| | 04:17 | I can go down to Text Size
| | 04:19 | and make the text inside the fields even smaller.
| | 04:22 | Or larger, if I wish.
| | 04:24 | In this case we're going to make them the smallest font size
that we can get so we can see more information in the field
| | 04:29 | at any given time.
| | 04:30 | And also you notice that we can add objects to a layout as well.
| | 04:34 | Down here by selecting Objects, you see that we can add a spacer.
| | 04:38 | A spacer is an object that allows us to put
space in between different fields or other objects.
| | 04:44 | If I drag and reposition this and then drop,
| | 04:48 | you'll see that I can then add what will eventually be invisible
space to give us a little bit of separation between the
| | 04:53 | Address List and the rest of the fields below it.
| | 04:56 | And it works just like a field from resizing. So if I
select the spacer and choose the field I can hit Align Edges
| | 05:02 | and have those line up appropriately.
| | 05:04 | Now if I want have a spacer with a visible line,
| | 05:07 | I can choose Horizontal Separator.
| | 05:10 | So for example, let's say I want to put a horizontal separator
| | 05:13 | between Phone and
| | 05:17 | Description,
| | 05:19 | I can drag it and release it to the position that I want
| | 05:22 | and also pick a field to align it with and align the edges.
| | 05:27 | And now when I go into Customize mode you can see
| | 05:30 | all the changes are reflected both in the shading
and the column widths and the size of the fields.
| | 05:35 | Also the blank area that's represented by a spacer,
| | 05:38 | as well as a spacer with a visible horizontal line
| | 05:41 | are also visible as I go from record to
record inside my newly customized form.
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|
7. Understanding Related Field ListsUnderstanding Related Records lists| 00:00 | Bento allows you to create relationships or invisible links
between your Bento application and information in your
| | 00:06 | Address Book and the information that's stored
within iCal in the form of events or tasks.
| | 00:12 | You can also create links between the different libraries
within your Bento application and you do so by creating a
| | 00:17 | related record list.
| | 00:19 | A related record list is a field that can be placed onto one
of the forms that are based on one of your libraries that
| | 00:24 | allows you to link and display data from another library.
| | 00:27 | More specifically it allows you to link the data between two
libraries creating a relationship between them similar to the
| | 00:33 | relationship between Bento
| | 00:34 | and Address Book or iCal.
| | 00:36 | So imagine that you'd want to keep track of your properties,
| | 00:39 | but also the rentals of each property.
| | 00:41 | Currently those rentals are stored as iCal events and
you see here for each property we've got different
| | 00:47 | rentals with start and end dates but let's say
you'd like display those onto the same layout.
| | 00:51 | That way you have sort of a dashboard view of everything
relating to a property. So in this case, you would want to go
| | 00:57 | onto a form for Properties and create a related records
list that will allow you to view the appropriate iCal events.
| | 01:03 | Making connections between the different libraries of
information in your Bento database can make much more useful forms,
| | 01:09 | 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,
| | 00:03 | and it's called a related record list fields.
| | 00:06 | By adding a related record list field to an
existing form we can show data from another library,
| | 00:12 | and we can also only show related records from the library.
| | 00:15 | For example in our Properties library, let.s say that we want
to be able to view rental activity that's currently stored
| | 00:21 | in iCal Events
| | 00:22 | as well as some of the tasks that are related to that rental,
| | 00:26 | currently shown in iCal Tasks.
| | 00:29 | In this case let's say we want to create a new form just to display
this related record data. So in order to create a new form, we'll
| | 00:34 | first select the Property library, hit the plus sign,
| | 00:39 | we'll call it Rental Activity.
| | 00:41 | And we'll want to drag a couple of initial
fields on here, like Property Name.
| | 00:46 | We can even go into Customize
| | 00:50 | and open that information up and let's maybe add Description
as well. OK, so now we've got a little bit of information
| | 00:56 | about each property so we know what property it is when we're
on the form and now we want to do is create a little bit of a
| | 01:01 | dashboard here. So by looking at one single form we want to
be able to view it not only information about the property
| | 01:07 | itself but also all of it's related rental history, as well
as all the related rental tasks. So to do that, what
| | 01:13 | we're going do is create something that's
called a related record list field.
| | 01:17 | We can do that by going under the Fields
list and clicking on Add a field.
| | 01:22 | When your Create a Field window pops up, what you are choosing
is the Related Records List option. That's the type of
| | 01:28 | field that we want to choose. So in this case we're going to name it
| | 01:33 | Rentals and the third option is to select the data source.
So in this case, all of our rentals happen to be
| | 01:40 | stored on our iCal counter so we're going to choose iCal Events
| | 01:44 | and we're going to hit Create and Continue, which shows us that
we created the field Rentals and the reason we're continuing is
| | 01:49 | because we want to do one more field called Rental Tasks.
| | 01:55 | And this time we're going to choose a different source for the data.
| | 01:58 | You see that the iCal Events is already grayed out, and that's
because Bento knows that it's already created a related list
| | 02:04 | field between Properties and iCal Events so we don't need
to create another one. So now we're going to choose from a
| | 02:09 | different source. It's going to be between properties,
| | 02:12 | which is the selected form that we're on and iCal Tasks, in this case.
| | 02:17 | We hit Create,
| | 02:18 | and we see both of those show up inside of our Field list.
So now we drag them over just like we would a field, we notice
| | 02:25 | that little mini tables are created in the
areas where we selected to have our field show.
| | 02:29 | I'm going to put in Rental Tasks as well.
| | 02:33 | And now in both of these cases we can now add and then work
with related data from other libraries all on one form.
| | 02:39 | So first let's get into our form view
| | 02:43 | and now you see that we've got inside of iCal Events, let me
flip over there for second, we see that we've got some events
| | 02:49 | that are specific to certain properties. See this group here's for
the Freed House and these are from Lily, Mountain Village and so on.
| | 02:56 | Same thing with tasks.
| | 02:58 | So inside Property we want that related information
to show up inside these related Field lists.
| | 03:03 | So way that we add that is first we get to the field that we
want to be on, in this case Telerate mountain sunset house.
| | 03:08 | And you see we've got a couple different options on the bottom
left corner of each related Field list. The first one is
| | 03:13 | Adding related records from a list or Adding-
or Removing a related record.
| | 03:18 | In this case, we want to add related records
from another library so will click on this button
| | 03:24 | and the iCal Events library window pops up
| | 03:28 | and we see now we're going to look for the Mountain Village
| | 03:32 | items and hit Add To List and you see that those get added to
our related Field list, but also we can click on these if
| | 03:38 | we'd like, by holding down the Shift key, so we can do multiple
selections. We can even drag it from this window into the
| | 03:44 | appropriate Field list.
| | 03:47 | Now these values are going to change depending on which record we're
viewing in our form. So, for example, now we've got Lily's Loft.
| | 03:54 | And I can go in and I can pick
| | 03:56 | all the Lily Rentals, holding down the Shift key and then
dragging those and then also Send the Lily Rental Maps,
| | 04:03 | holding down the Shift key and dragging down those.
| | 04:06 | And we do that one last time for the Colorado Freed House.
| | 04:10 | So here's all our Freed House. Hold on the Shift key
and either hit Add To List or drag it into that table.
| | 04:16 | So not only do we have the ability now to look at property
information on a form but also see any of the related rental
| | 04:22 | information. You see that changes as we go from property to property.
| | 04:26 | I can also view information from yet a
third library, in this case, the Rental Tasks.
| | 04:32 | So we've got Telluride Mountain.
| | 04:34 | Add that to list.
| | 04:37 | And we'll do the Lily's.
| | 04:43 | Add to list.
| | 04:45 | And so now you see that we've created essentially a dashboard
here that allows us to view information that's not only
| | 04:50 | from other libraries within our Bento application
but other applications on our computer.
| | 04:56 | So to demonstrate that if we go into the Telluride Mountain
Sunset House, we have the ability to create a related
| | 05:03 | rental record thus a record inside iCal
Events by hitting this button here.
| | 05:08 | You see that gives us a blank record
| | 05:11 | that we'll call Test Rental.
| | 05:14 | And we choose the date.
| | 05:19 | For the start date.
| | 05:22 | And scroll over and choose a date for the end date.
| | 05:27 | And we can even choose the calendar that it appears on.
| | 05:30 | And now when we go View, iCal,
| | 05:35 | we see that we've got a rental here.
| | 05:37 | And if we right-click on that and choose Get Info,
we see that it starts on the ninth, ends on the 13th
| | 05:42 | and it took over the name of Test Rental and if
we happen to go into iCal now and delete that,
| | 05:48 | we'll notice- back in Bento-
| | 05:53 | that our Test Rental no longer appears. And we can do the
same thing and delete them by selecting the item inside the
| | 05:59 | related list field and hitting the minus button
which will remove the selected related record.
| | 06:04 | It will actually delete the selective related record.
This doesn't operate like a collection but instead it operates
| | 06:09 | like actual fields on a form.
| | 06:11 | A related record list like these that you see on this form will
allow you to link two or possibly even more libraries all onto
| | 06:17 | one form so Bento's going to provide you
with an easy way to link data between libraries.
| | 06:22 | These links will allow you to view data from all
libraries all at once into one single form.
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| Managing Related Records lists| 00:00 | You can use a related record list to display records
that are related to the current record you're viewing
| | 00:05 | and these related records that you're viewing are from another
library or collection. So for example, you see here in our
| | 00:10 | Rental Activity form, which is based on the Properties library,
| | 00:14 | we have two related record list fields, one that displays
Rentals that are coming out of iCal Events and one that
| | 00:20 | displays of Rental Tasks that are coming out of iCal Tasks.
| | 00:24 | In both of these cases we see that the values that appear in
those fields change as we go from form to form and the reason
| | 00:30 | for that is because there are different related
records based on whatever the parent form is each time.
| | 00:35 | You'll notice that these look a lot like table views and
really that's probably the best way to wrap your head around this.
| | 00:40 | Inside of a form view, you can place a table view from another
library and in the case of viewing these other libraries,
| | 00:48 | one of the things that you might notice is that
when you create a related records list on a form,
| | 00:52 | it's going to inherit and use the fields that are currently
displayed in the table view of that source library.
| | 00:57 | So when I first dropped Rentals as a related list field-
you see I have Title, Start Date, End Date, Calendar and Repeats
| | 01:04 | and if we go into the table view of Events,
| | 01:08 | I have Title, Start Date, End Date, Calendar and Repeats.
| | 01:13 | So we have some tools that are available to us that allow us to
change these so that they only look a certain way inside this
| | 01:19 | form view and we don't have to adopt what they look like
inside the corresponding table view. So first off, what we
| | 01:25 | can do is manage the columns themselves.
| | 01:27 | When you add the list you may or may not see any columns in there.
If your table view doesn't have any columns in it for some reason,
| | 01:32 | you're not going to see any columns here, but as you see
we've adopted the same column headings as table view.
| | 01:37 | We can change the different fields that show up in here.
So you see our Field list when we're working with the form
| | 01:43 | lists all the different fields that are defined for the
chosen library. However, if you look real close, if you click
| | 01:49 | inside of the related list field when you're in the regular form mode
| | 01:53 | or even if you click on it
| | 01:55 | when you're inside the Customize mode, you'll notice that it
changes to the Field list for the related library and in this
| | 02:02 | case it takes on the same format as what your Field list
looks like when you're viewing something in table view.
| | 02:07 | So in either one of these views- we'll just go back to the regular
form view- we can decide which fields are going to show up here.
| | 02:13 | So let's say that we've don't find it necessary
to have the calendar that shows up on here
| | 02:18 | and uncheck Calendar and Repeats.
| | 02:23 | And now we've got Title, Start Date
| | 02:27 | and End Date, which seems sufficient for right now.
So I click outside there and those are committed.
| | 02:32 | And the other thing you'll notice when you go back into iCal Events
is that this has remain unchanged. So even though this is used as
| | 02:37 | the starting point for our related list field, there's no
relationship between the table from a library and the table
| | 02:43 | represented in a related list field.
| | 02:45 | The other thing that you can do when you're in
this mode is sort the fields inside this view.
| | 02:50 | You notice that you can scroll from the left and the right
and also from the top to bottom, which gives you essentially
| | 02:54 | unlimited amounts of records in here and when you have larger amounts
of records you might want to view them in different sort orders.
| | 02:59 | So for example in the Title,
| | 03:01 | just like in table view I can click on the header
to either sort in acsending or descending fashion.
| | 03:07 | Same is true for Start Date
| | 03:09 | and End Date.
| | 03:11 | So any column header that I click on will serve as the sort order.
| | 03:15 | Additionally, you may need to change the widths of the columns
and much like you manage these inside of the table view,
| | 03:21 | if you see when you hover over the column edges,
| | 03:24 | you can move these all the way over
| | 03:26 | and take your data in to one view without having users having
scroll to the left or right, for example. This way you can fit
| | 03:35 | more fields in the same area, if you'd like.
| | 03:39 | So all the same tools that you use when you're inside table
view work for you here when you're inside the related list view.
| | 03:45 | And so one little tip here. If you hold down your cursor
on the column head and you'll notice it changes to a hand.
| | 03:52 | Hold down for second- there you see a change.
| | 03:54 | And now you can move these around as you see fit,
| | 03:58 | and you see the same is true when we change these also.
| | 04:04 | So really the same discipline that
you got used to you when you're
| | 04:07 | managing your table view, the same concepts apply here when you're
managing the way that your data books inside of a related list field.
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8. Using FieldsUnderstanding fields| 00:00 | Bento provides a wide variety of field types to store different
kinds information that you use in your daily life. In Bento,
| | 00:06 | you can choose from many different field
types to track things like property name,
| | 00:11 | addresses,
| | 00:12 | phone numbers,
| | 00:13 | text descriptions,
| | 00:15 | URL lists,
| | 00:16 | countless other types of fields and information that you can
store. This chapter describes the purpose of field types,
| | 00:22 | how to create and modify fields,
| | 00:24 | how to use the fields in the Field lists, either in table view
| | 00:28 | or in form view,
| | 00:29 | and how to work with list fields.
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| Reviewing field types| 00:00 | course we've seen where we did fees or rental rates, those
are all numeric values and those will affect how things are
| | 00:00 | Bento provides a wide variety of field types to store
the kind of information that you use in your daily life.
| | 00:05 | For example, on screen you see we've got property name, phone
number and address, that type of thing. In Bento you can choose
| | 00:12 | from many different field types in order
to build these fields in your Bento application.
| | 00:16 | Becoming familiar first with the types of fields that are
available to you is the first step in making decisions on
| | 00:21 | which ones to use.
| | 00:23 | Bento offers 20 different field types. We've looked already
at some where we've used text field types, like for instance
| | 00:29 | property type and the various different things like notes
and descriptions. Those are commonly used for types. Number of
| | 00:41 | summarized in table view as well.
| | 00:43 | Choice allows you to create pop-up menus so you can choose
from different values. A check box is an on or off type
| | 00:49 | checkbox option and we'll look at media and file lists in later movies.
| | 00:53 | Time, date fields are pretty self explanatory. We'll also
look at duration and calculation in later movies as well.
| | 01:00 | Currency of course allows you to store in format values based on
money and there's kind of a handy little feature in here called
| | 01:06 | the rating field type, which gives a number of stars that
you can assigned much like you have in your favorites inside
| | 01:12 | of iTunes.
| | 01:13 | Address and phone number
| | 01:15 | will store all parts of a single street address. You should
note that address actually can include as a group, street,
| | 01:22 | address 1, address 2, city, state and
Zip and country altogether as one group.
| | 01:27 | Same thing the phone number, the type and the phone number
itself. E-mail addresses and URLs all have actionable
| | 01:34 | functionality based on them. You can launch e-mail addresses
or URLs, which we'll cover later movies, and you have IM
| | 01:40 | accounts and there's a couple notes at you should be aware
of. Text fields can store up to about 2 GB of information.
| | 01:46 | What you really want to do here's plan a little bit ahead,
figure out what kinds of information you're going to store,
| | 01:50 | and then find the field type at best suit it before
you go ahead and start creating those field types.
| | 01:55 | This will put that choice in your hands and make sure that
you're picking the right field type before you start building
| | 02:00 | things in Bento.
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| Creating fields| 00:00 | Bento provides a wide variety of the field types to store the
kinds of information that you use in your daily life. You can
| | 00:06 | use these field types to create fields to help you
store this information inside your Bento application.
| | 00:11 | Let's take a look at how we create fields.
| | 00:13 | First what we'll probably want to do since we'll just dealing
with the Records area and the Fields list is we can go ahead down
| | 00:19 | in the bottom right-hand corner
| | 00:21 | and just show the Records area and Fields list. Since we're just
going to work with one single library we can hide our source list.
| | 00:27 | So to create a field,
| | 00:29 | you'll first select the library that you want to create your field in,
which we've done already, and then you go into your Fields list and
| | 00:35 | choose the plus button.
| | 00:37 | Up on screen will pop the Create a Field window and the
first thing that you see that you do use choose a field type.
| | 00:43 | There are various different fields types that you can choose from
| | 00:46 | and in this case we're going to explore couple of them.
We've worked with a lot of different text fields in some of the
| | 00:51 | previous examples and you see a lot of them on screen in
the Bento application right now. Number fields are pretty
| | 00:56 | self-explanatory but let's look at a choice field.
| | 00:59 | I've selected Choice field and we're going
to create a field that's called Rental Type.
| | 01:05 | And you see here inside a choice field not only do you name
the field, but you also get to choose options that the viewer
| | 01:11 | will see when they click into the field. So this is kind of like
a drop-down list of different options that they can choose from.
| | 01:16 | So here we'll say Rental Type,
| | 01:18 | and we can add a couple of those values.
For instance, we have Vacation,
| | 01:24 | Seasonal,
| | 01:26 | and let's say Monthly.
| | 01:29 | And now when we create this field, we'll say Create,
| | 01:33 | and we'll see that this field has now been added to our
Fields list. So let's take a look at what this look like.
| | 01:39 | If we go in to Customize
| | 01:42 | and say we shrink up our Address List just a tad bit,
| | 01:45 | and we're going to drop in Rental Type.
| | 01:49 | And let's see what Rental Type looks like when we look at it in the form.
| | 01:52 | Now when either a user clicks into this with their mouse
or tabs into it from a previous field, you see that they can
| | 01:56 | choose from one of the different values
that we've added when we set up the field.
| | 02:01 | And this is called a choice field. Mow, although Bento
does not automatically sort the items in a choice field,
| | 02:06 | it doesn't offer any automatic way to resort the list,
| | 02:09 | but it is possible to simply drag and drop the items to the list
in a new position when you go inside you field. So you can select a
| | 02:14 | field in your Field list,
| | 02:17 | hit Edit,
| | 02:19 | and then I can just drag these values around, should I want
to change that and hit OK. And we'll see those reflected
| | 02:24 | differently on the form when we select the form as well. Let's
try creating another field. We'll go back into the Fields list.
| | 02:30 | This time we're going to use something that's called a
checkbox field, which is the next option down in the types,
| | 02:36 | and this one we're going to call Permits on File.
| | 02:40 | And this one just simply means we either have
a permit on file for this property or we don't.
| | 02:45 | And this is how it looks on screen. We hit Create,
| | 02:47 | and we see the newly added field shows up in our Field list.
| | 02:51 | Drag that
| | 02:52 | onto the area in our form that we deem appropriate and now you
see it's just a single checkbox that allows you to to check, yep,
| | 02:58 | this permit is on file, yes it is.
Or it's not. Either true or falls.
| | 03:02 | Now let's take a look at another type of field.
| | 03:06 | If you scroll down here little bit further,
| | 03:08 | you see we've got automatic counter,
| | 03:10 | and this is one that will serialize a unique value giving us
like an ID field for every record that's created in our library.
| | 03:18 | So here we'll call this one Property ID,
| | 03:22 | and we can set options for what the next
value's going to be and how to increment it.
| | 03:27 | I hit Create
| | 03:28 | and if I drop Property ID,
| | 03:31 | you see now that each record in the library now has its own unique
ID inside that field because we've used the automatic counter.
| | 03:40 | Another area where we can always look for more fields,
if we look at these large description areas we have here
| | 03:45 | something for rates. If we go in to Customize
| | 03:49 | and open up that field a little bit larger, we see that
there are other values that are stored inside this text field.
| | 03:54 | Sometimes when you see that you might think this is probably
a good place for me to create new fields. So the first thing
| | 04:00 | I see is, what would the nightly rates be?
| | 04:03 | So why don't we put a field in there for nightly
rate? And when we think about nightly rate,
| | 04:07 | What value are we going to have inside the field? Well it
will be a numerical values so we'll select Number as the type.
| | 04:16 | And we can say Nightly
| | 04:19 | and hit Create.
| | 04:21 | And if we drag that in down here,
| | 04:25 | we now in a field where users can take information out of
this field and put it in its own compartmentalized field down below.
| | 04:31 | And finally to introduce you to one
very unique type of field within Bento,
| | 04:35 | the Rating field.
| | 04:36 | In this case, we can call it Rating. It's a lot like your favorites
in your iTunes and we can pick the values. One through ten,
| | 04:43 | one through five. This one we'll leave
one to five and when we hit Create
| | 04:47 | and drag that field onto the layout,
| | 04:53 | what I'm doing is clicking and dragging on these so it
allows the user to assign a rating to either a property that you
| | 04:58 | visited. You can just do a drag and give it a five star rating if
you wish, and you can give a different rating for each record in
| | 05:04 | your library.
| | 05:05 | So Bento gives you a lot of different field types that
you can mix and match to help you find places to store
| | 05:11 | information that you use in your daily
life right inside your Bento application.
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| Using Email and URL fields| 00:00 | Bento has special formatting for two types of fields when they
are placed in the form. Those types of fields are the E-mail
| | 00:06 | field and a URL field.
| | 00:08 | You see the getting example of each on the Property Details form.
| | 00:12 | For example, down here in the E-mail Address List field next
to the button for deleting an e-mail address from the list and
| | 00:19 | adding an e-mail to a list is a button
for sending an e-mail to this address.
| | 00:23 | What I press this button, the value that's inside this field
| | 00:27 | will be added to the TO field inside of a new mail message.
| | 00:31 | Now Bento will automatically send this instruction
to whatever your default e-mail application is.
| | 00:36 | In this case it happens to be Mail but if you're using something
like Entourage, it will author a new mail message in Entourage
| | 00:41 | for you as well.
| | 00:44 | Also, in a URL field you'll see that there's a button
| | 00:48 | that says Open this address.
| | 00:49 | When this button is pressed, Bento will load the web
address in the field inside of your Safari browser.
| | 00:55 | In addition to providing connectivity between Bento and
Address Book and iCal, Bento can also extend functionality out
| | 01:02 | to your default e-mail application and your Safari browser.
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| Understanding list fields| 00:00 | When you create address, phone number,
e-mail address, URL or IM account fields
| | 00:06 | Bento will create an associated list field that lets you store
multiple addresses, phone numbers and so on for just one record.
| | 00:13 | You see that in our database we've got a couple examples of these.
| | 00:17 | Inside the Property Details form, you see that we've
got an E-mail Address List field and a URL List field.
| | 00:23 | The difference between these list fields is they will allow
you to contain more than just one value. For example, if I hit
| | 00:30 | the button for Add an e-mail addres,
| | 00:33 | you'll note that it creates another space for me to add an e-mail address.
| | 00:39 | Where the user can type information right into the field.
And as the more you create these fields, you'll notice that
| | 00:47 | you get an automatic scrollbar. Sometimes it might be a good
idea for you to go into Customize mode and if you're planning on
| | 00:54 | adding several e-mail addresses,
| | 00:56 | open up that space just a tad bit more.
| | 01:00 | Otherwise, you'll automatically get a scroll each time.
| | 01:02 | Not only that but any time there's a list field,
there's also a type field that's automatically added.
| | 01:08 | So in this case, you see we can have work,
home, other or multiple of each if necessary.
| | 01:13 | You see here that we've got a URL List field,
which operates in the same manner.
| | 01:23 | We can have different types of URLs. What you're doing here is
creating multiple field entries for the data that you defined in
| | 01:29 | the original field.
| | 01:31 | A couple things to make sure you're aware of when you're using
list fields are that you can import and export values that
| | 01:36 | are stored in regular fields. For example, Cleaning Fee,
| | 01:39 | but you cannot import or export values that are stored in
list fields. You can also see list fields for the Records
| | 01:45 | area in form view.
| | 01:47 | But if you attempted to add a list field
to a table view, you won't be able to see it.
| | 01:52 | However, when using list fields inside form view, it provides
you a nice compact way to store multiple values for just
| | 01:58 | one field that you've defined within your form.
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|
|
9. Using File List FieldsUnderstanding file list fields| 00:01 | Bento has a very interesting feature
| | 00:03 | called a file list field.
| | 00:05 | It allows you to keep track of related files and
data inside of your Bento database records.
| | 00:10 | You might use one of these file lists to store a list
of aliases to files or folders on your computer
| | 00:15 | and each one of these aliases will contain a path to a specific
file or folder in a specific location on your hard drive.
| | 00:21 | So one more way that you can integrate not only other
applications into Bento but in this case, other documents
| | 00:27 | possibly created by other applications.
| | 00:29 | Let's take a look at how you would
add a file list field to your form.
| | 00:33 | First you have to create the file list field itself. You can that by
selecting the library that you want. We're going to stick with Properties.
| | 00:41 | And then going to the Field list,
| | 00:44 | hitting the new button and under the field
type, you're going to choose file list.
| | 00:49 | In this case what we're going to do is we're going
to create a file list field that's going to store
| | 00:53 | all of the documents that pertain to our
properties, things like contract PDFs,
| | 00:58 | to do lists, that type of thing.
| | 01:00 | So we'll just call our new file list field Documents.
| | 01:04 | We hit Create
| | 01:05 | and then we see documents shows up in our Field list
| | 01:09 | and like any other field we'll drag that into an area on our
form and we see that it looks a lot like a related Field list.
| | 01:16 | It takes on those table properties
| | 01:19 | with sortable headers and such, but
in this case because it's a document,
| | 01:23 | we've got a name, a kind of document and where
it might be located, which is going to be the path.
| | 01:29 | So once we have these file list fields created and then
placed onto our forms, we can then use the operators below.
| | 01:36 | You see we've got Adding a file,
| | 01:38 | Removing a file,
| | 01:40 | Opening the selected file and Showing in Finder.
| | 01:42 | So let's take look at adding some files
| | 01:45 | So in this case we've got a property for the Telluride Mountain
Sunset House and you click on the button to Add a file alias.
| | 01:51 | Up pops your Finder window and if you want to navigate
over to your using file list fields exercise folder,
| | 01:59 | we can select
| | 02:01 | the document called Mountain Contract and if we hold down
the Shift key we can choose Property Inspection Checklist and
| | 02:07 | Property Management Fees and hit Select.
| | 02:09 | And now you see that three documents have been
associated with this record. If we go to the next record,
| | 02:15 | which is Lily's Loft,
| | 02:17 | we can go into the same exercise folder and
choose all four of these contracts and hit Select.
| | 02:23 | Now in this case we happened to grab the Mountain Contract
| | 02:26 | so we'll hit the minus button
| | 02:28 | to remove that from the list.
| | 02:30 | Now that we've added these files we see that we've got
| | 02:33 | the Name field and just like in a related Field list or in a table,
| | 02:38 | I can give myself more room by clicking on
the header for even clicking on it to sort
| | 02:43 | or moving it to resize these values.
| | 02:45 | And if I hold it down it'll turn into a hand,
| | 02:48 | which will allow me to rearrange the different column headers.
But you see here by default what we're storing is the name of
| | 02:54 | the document, in these cases PDF documents,
| | 02:57 | and also the path to those documents
| | 03:00 | as well as the kind of document that we have here.
| | 03:02 | Now,
| | 03:03 | in addition to being able to store files and choose
multiple files at a time I can also choose a folder.
| | 03:10 | So here you see I've choosen the entire
09 Using file list fields exercise folder,
| | 03:15 | which then stores this alias saying
that it's a folder as you see here,
| | 03:20 | instead of a PDF document.
| | 03:22 | What this allows you to do is to use Bento to create a
database to manage all those different documents that might
| | 03:28 | currently be scattered all over your operating system.
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| Opening files stored in file list fields | 00:01 | You can use a file list field in Bento to store a list
of aliases or files or folders that are on your computer.
| | 00:06 | You can quickly open these files or applications that are stored
inside file list fields like the one you see here for Documents
| | 00:13 | and all you can do is click on the document row.
| | 00:16 | Let's say Mountain Contact and you'll see that there's an
option for either showing inside Finder or opening the selected
| | 00:22 | file alias.
| | 00:23 | In this case, let's open up the selected file,
| | 00:25 | and it's a PDF file so it's going to open up in
a PDF reading application, in this case Preview.
| | 00:31 | So we see it automatically goes from Bento,
| | 00:35 | finds the file, opens up the file in whatever reading application,
| | 00:41 | and additionally, if you don't one open it, you just want to
locate the file you can choose the locate in Finder option,
| | 00:49 | which opens up your Finder and automatically finds that file for you.
| | 00:52 | Now you should keep in mind that if
you move or rename a file or folder
| | 00:56 | that the alias here refers to,
| | 00:58 | then that aliases is going to be broken.
So if you try to open the file or folder.
| | 01:02 | You might need to navigate to it or remove
it from the alias list or add it again.
| | 01:07 | And you should be aware that you can store in PDF files,
QuickTime movies, OS X Preview, QuickTime player applications if
| | 01:14 | you want to or even an entire folder.
| | 01:16 | So you can use your Bento application as a
document management system by simply defining
| | 01:22 | a file list field or file list fields
and incorporating them into your forms.
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10. Working with Media FieldsUnderstanding media fields| 00:00 | In Bento, you can store many types of sound, image or
movie files inside something that's called a media field.
| | 00:07 | These include JPEGs, QuickTimes and even MP3 files. In order to
be able to store of these assets inside of your Bento database,
| | 00:14 | you first need to create a media field to contain them.
| | 00:17 | So in our example file we'll go into
| | 00:20 | the Rental Activity form, which is based on the Properties
library and here's our Field list for Properties.
| | 00:25 | So what we'll need to do is add a new field
| | 00:28 | by hitting the Add a field button,
| | 00:30 | and in this case we're going to choose the option for Media,
| | 00:34 | because we won a stored either a picture, a movie, a sound file
inside this database record. Keep in mind though that only
| | 00:40 | one file at a time can be stored inside of a media field.
| | 00:43 | So if we want have a video clip
| | 00:45 | on our record and an image we'll need to
create separate media fields for them.
| | 00:50 | So in this case, we'll call it Media
| | 00:53 | and hit Create.
| | 00:55 | And now we see it in our Fields list for the Properties library.
| | 00:59 | And of course with any field that we see in the Properties
library we can then drag that onto one of our forms and let's
| | 01:04 | drag into the area that we see here in column number two.
| | 01:07 | Immediately you'll see that a media field
takes on a different look than the other fields.
| | 01:12 | One thing you can do is go into Customize and resize your media field
| | 01:17 | by clicking on the corner or dragging the left and right area.
| | 01:21 | And we'll give this a nice, large space within the form.
| | 01:25 | So in upcoming movies we're going to take a look at adding
images, movies and sound files to our existing media field.
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| Adding images to a media field| 00:01 | Media fields in Bento allow you to store sound, image or movie files
| | 00:05 | right inside your database record.
| | 00:07 | To do this, you create a Media field which we have created
here. This one's called Media. And then place it on a form
| | 00:12 | that's based on one of your libraries.
| | 00:14 | In this case we're basing it on library of properties,
| | 00:17 | and we've resized the Media field
| | 00:19 | so that we can see larger images.
| | 00:21 | Now in order to add any kind of media to Media field,
you just click inside the area that's currently empty
| | 00:27 | and you see you have two different options. You can add media
| | 00:30 | or you can take a photo.
| | 00:32 | So let's take a picture.
| | 00:33 | If your computer has an internal or external iSight camera
you can take pictures with it and use them inside your forms.
| | 00:40 | When you click on the take a picture, up pops either
the recent photos that you've taken with your iSight
| | 00:45 | or allows you to take a new picture.
Here's a picture that was recently taken.
| | 00:49 | and we'll hit Set and we see now that
the image appears inside of our Media field.
| | 00:53 | But in this case, we've got a property here
| | 00:56 | and we really don't need a picture
of a person inside this Media field.
| | 01:00 | How about we click inside the field,
| | 01:02 | and once we're clicked inside the field,
we can actually hit our Delete key,
| | 01:06 | which will remove the image.
| | 01:07 | And now clicking back into the field
will allow us to use the other option,
| | 01:11 | which is Choose a picture, movie or sound file.
| | 01:14 | This'll pop up our Finder
| | 01:16 | and allow us to choose from any type of QuickTime,
JPEG or MP3 file anywhere found on our machine.
| | 01:23 | Here we're going to choose the mountain.JPG.
| | 01:27 | The image now appears inside of our Media list field.
| | 01:31 | One thing you can do once your image is inside the field when
you click inside of a media list that already contains an image,
| | 01:36 | you see that she have some positioning options.
| | 01:39 | First of which is to view the image at
its largest size or to fit the frame.
| | 01:43 | And when images are larger than the area that you allow, you can
also use this slider to position it and then crop that appropriately.
| | 01:50 | In addition to using be add media from either taking photo from iSight
| | 01:55 | or from a file,
| | 01:56 | you can also drag images into your Media
list fields so that they can be displayed.
| | 02:01 | Now a Media field can be used to store images, movies or sound files,
| | 02:05 | and the default behavior is that when you either drag and
drop one of these files or insert one of these files into a
| | 02:10 | Media field you're actually storing a copy of the actual file
into your Bento database. Now, obviously this can lead to the
| | 02:15 | database becoming very large, very quickly. So an alternative
is to hold down the Option key when you drag a file into a
| | 02:22 | Media field. Now what this is going to do is store the file's alias
| | 02:26 | or a link to the file rather than the file itself.
| | 02:28 | And that's actually advantageous for you. It acts more like a
file list in a case, it stores a path to file as long as that file
| | 02:34 | stays in that same location and the name doesn't change.
| | 02:37 | The reason it works so much better is because this is
only storing a piece of data, which is about 4 K in size,
| | 02:43 | which is almost insignificant in the size of the database,
| | 02:45 | rather than a huge image which could be any number of different
sizes. So just an alternative for storing media inside of
| | 02:51 | a Media list field.
| | 02:53 | So Bento allows you to not only store images by either dragging
and dropping or inserting for using your iSight camera
| | 02:59 | but then position them appropriately inside a Media list field
so that they can be displayed as part of your database record.
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| Adding movie or sound files| 00:01 | When you create a Media list field and add one to your form, Bento
allows you to store sound, image or movie files in that Media field.
| | 00:09 | This includes JPEGs, QuickTimes or even MP3 files.
| | 00:12 | In this record we're storing a image file in the Media field.
If we go to another record and click inside the empty Media field,
| | 00:19 | you'll see that in addition to images,
we can also add QuickTime movies.
| | 00:24 | And when you add a QuickTime movie to a Media field,
| | 00:27 | you'll notice that you have a play bar on the bottom of the
movie. By clicking the play bar, you see that you can watch the
| | 00:32 | movie in its entirety right inside your Bento form.
| | 00:35 | This makes Bento a very unique asset management tool or
it even lets you put your favorite movie clips inside of a
| | 00:41 | form and save data about them inside the
different fields and in addition to just movies-
| | 00:47 | If we go to another blank record, click inside that record,
| | 00:51 | I can also store sound files. This happens to
be just a sound file that saved as QuickTime.
| | 00:56 | This could be an MP3 file that you
can also store inside your Media field
| | 01:00 | and the same thing is true here.
| | 01:02 | You see a play bar on the bottom and when
you click it it'll play the audio back for you.
| | 01:05 | Now, if you know that you're just going to be creating a
Media field just to store a sound file, you might want to just
| | 01:10 | make it only the size of the play bar since there isn't
anything else it's going to show except for the sound icon.
| | 01:15 | Another thing that you should be aware of this that sound
files and movie files that were purchased off of the iTunes
| | 01:20 | store can be inserted into a Media field.
| | 01:23 | You just have to be aware that you may have to enter the account
name and password for the count that was used to purchase the file
| | 01:28 | in order to be able to the play those back.
| | 01:30 | So you can use Bento to store favorite clips, your favorite
songs, your favorite sounds or your home movies and create
| | 01:36 | database records to support all those,
all inside your Bento application.
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| Exporting images| 00:01 | Media fields inside your Bento application allow you to store
either sound, movie or image files right inside your database records.
| | 00:08 | This allows you to use Bento as an asset management tool,
| | 00:11 | and at the same time you have the ability to extract at media
out of Bento and save it to other locations on your computer.
| | 00:17 | For example, if you're in a record, like in this
record here for the Telluride Mountain Sunset House,
| | 00:22 | that contains an image you can just click inside of a Media
list field and you see that since there is an image inside
| | 00:28 | of the field, you get an image settings dialog that pops up.
| | 00:32 | Over here on the left hand side we see
that there's a Save as, which when pressed,
| | 00:36 | allows us to save this picture into a location on our machine.
| | 00:42 | Now you'll notice if you have a movie
or sound file stored inside Media field,
| | 00:47 | When you click inside the field, it doesn't pop up any image
settings of course, but if you Ctrl-click or right-click,
| | 00:54 | you'll see that you can use the Save as option
| | 00:57 | to also save that movie or sound file to your desktop.
| | 01:01 | With the ability to store media inside of database records,
| | 01:04 | and extract media out of database records,
| | 01:07 | Bento can become an excellent asset management tool for you.
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11. Using Calculation FieldsUnderstanding calculation fields| 00:00 | Bento allows you to create different fields based on your libraries.
| | 00:05 | In previous movies we've covered the different field types.
| | 00:09 | For example, text fields as you see in Property Name,
| | 00:13 | number fields like you see in Cleaning Fee and
| | 00:16 | even things like file lists and related record lists. For
example, the file list that we see here managing our documents.
| | 00:23 | Most of these field types are for entering and storing data
but there's a very unique field type called a calculation
| | 00:30 | that allows you to bring data in from other fields as well as
other values to create new values inside a calculation field.
| | 00:37 | In order to be able to determine when calculations will
be useful for you first need to become familiar with the
| | 00:43 | Calculation dialog window.
| | 00:45 | Unlike the other field types, you see that the Calculation
dialog window actually provides you with the workspace to
| | 00:51 | author the formula for your calculation.
| | 00:54 | You'll notice, like other fields,
| | 00:56 | first you will name the field, but in the Specify
Calculation area you'll notice the differences.
| | 01:01 | First you see you've got a list of available fields,
| | 01:04 | and also note that available fields come from either list fields,
| | 01:08 | as you see here with Address.
| | 01:10 | If you happen to have related fields defined within
your library, you'll note that you can use those as well.
| | 01:15 | They're indented under the related Field list name.
| | 01:19 | Picking any one of these fields you can then press the Insert
button which allows you to move it into your Calculation workspace.
| | 01:27 | You also have a series of mathematical operators like adding,
subtracting, multiplying and dividing that allow you to create
| | 01:33 | mathematical calculations based on either values that you're
adding into your calculation workspace or other fields from
| | 01:39 | your library.
| | 01:41 | In addition, you'll see that
| | 01:42 | Bento provides you with a Today and then a Now button. Today
is useful when calculating durations, which we'll cover in
| | 01:49 | one of our movies.
| | 01:51 | Today represents the current calendar date and it's very useful
in calculating durations, which we'll cover in one of our examples.
| | 01:56 | Now does the current time, which is also useful
in calculating durations within a certain day.
| | 02:02 | Value allows you to insert placeholders like text strings
| | 02:06 | or numerical values, either in the form of a straight
number or percentage or currency, which might be useful
| | 02:12 | depending on the context of the type
of calculation that you're creating.
| | 02:16 | Finally after you've authored your calculation formula,
| | 02:19 | you'll then have to choose the format of the output of your
calculation. You see your options there are Text, Number, Currency
| | 02:25 | Duration, Date or Time.
| | 02:27 | We'll look at a couple of examples of these in an upcoming movie.
| | 02:31 | Depending on the type of output that you select
you'll see that you have different options
| | 02:36 | within those outputs. Dates you can display them in certain
forms, durations as well, currency and numbers give you things
| | 02:44 | like thousands separator options and
options on how to highlight negative numbers.
| | 02:50 | Once you become familiar with this dialog, it will give you a
better idea of what's possible when you create calculation fields.
| | 02:56 | In the upcoming videos, we'll show several examples of calculations
that you might be able use within your own Bento application.
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| Merging fields| 00:00 | Sometimes in Bento you may want to combine values
from different fields together into one single field.
| | 00:06 | It may be more visually appealing on your form or maybe you
just have values that are in fields that are in different
| | 00:11 | forms that you want to combine together into one place.
| | 00:14 | You can use a calculation to merge these fields together.
| | 00:17 | So for example, we've got some fields. Manager First-
| | 00:21 | let's put that on our layout.
| | 00:23 | And Manager Last.
| | 00:26 | So let's say we put some values in these fields.
| | 00:35 | But instead of having them separated as first name and last
name, let's say we would rather just have them in Manager Name.
| | 00:42 | So we can create a calculation
| | 00:44 | in order to combine those fields together.
| | 00:47 | So first we'll need to create a field. We'll go to
the bottom of our Fields list, hit the Add Field button
| | 00:52 | and we'll choose Calculation.
| | 00:54 | You see that our other options disappear. We have the Continue
button that allows us to get into the Calculation dialog window.
| | 01:00 | So we'll name the field first.
| | 01:06 | And now we have to choose which fields we're working with.
| | 01:09 | So in this case, we want to a merge
together Manager First and Manager Last.
| | 01:14 | So let's put Manager First in our window.
| | 01:17 | We can do that by selecting the field and
hitting the Insert button. Now in Bento,
| | 01:23 | in order to either combine different values
together or different fields you'll use the plus sign.
| | 01:30 | So since if we just did Manager First
| | 01:32 | plus Manager Last, let's look at what we'd actually get in that case.
| | 01:39 | If we resulted that in text, we'd get all this information
jammed together into one big word. So instead what we'd like to do
| | 01:46 | is actually add a string value
| | 01:49 | that we'll choose from our Value drop-down
list. And instead of the words string
| | 01:55 | we're going to put a space in there.
| | 01:59 | And we're going to add that space
| | 02:02 | to the beginning
| | 02:04 | of Manager Last. So now you see what our results will look,
are the first name, space and last name. Exactly what we want
| | 02:11 | to have on our layout. It's important too to make sure
you're picking the right format for the options, for the output
| | 02:17 | because if we outputted this as a number, it would just give
us zero, currency, date, time and so on. So you got to make
| | 02:24 | sure before you close out or create your field that you've
chosen the right options. So we'll go ahead and hit Create.
| | 02:31 | And now we'll go into Customize,
| | 02:33 | and we can select our fields and hit Delete.
| | 02:35 | to remove them.
| | 02:38 | While the value inside the field is still maintained.
| | 02:41 | Now we'll choose our new field Manager Name
| | 02:45 | and go back into the form and we see now that those two
| | 02:49 | values have been combined together into one name. Note that
because it's a calculation, in order to edit the values you'd
| | 02:55 | need to edit them in the original source fields
in order for it to show up in your calculation.
| | 02:59 | Using the merge capabilities inside the calculation fields
in Bento allows you to take values from other fields and
| | 03:06 | combine them together in one place.
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| Calculating ages| 00:00 | A very useful calculation inside Bento is the ability to calculate ages.
| | 00:05 | In this example we're going to calculate the age of individuals
in our Address Book based off of their birth date.
| | 00:12 | First let's navigate over to the Address Book library,
| | 00:16 | and now we're going to add a field. We've already
got a field in here called Birthday, by the way.
| | 00:21 | And we're going to do is now add a field that will automatically
calculate age. So this way, we don't have to type in
| | 00:26 | an age for each individual. We can let Bento calculate it
and do that dynamically on the fly, thus taking the value from
| | 00:33 | Birthday and giving us back an age.
| | 00:36 | So to do this we'll create a new field.
| | 00:39 | Choosing Calculation as the type.
| | 00:42 | We'll hit Continue and let's call this field Age. Now, what we're
actually going to do here is we're going to subtract one date
| | 00:49 | from another date and this is where we're going
to use the operator, which is the Today button.
| | 00:54 | Clicking the Today button will actually represent today's date.
So in this calculation we want to figure out from today's date,
| | 01:01 | how many years have elapsed since the date found
in the Birthday field. So I could simply say Today
| | 01:07 | and then subtract
| | 01:09 | and move the Birthday field over and we'd think, okay, this
gives us a number value. Well, let's look down below here.
| | 01:16 | We happen to see that we're getting a preview of our results.
This gives us a very significantly high number and
| | 01:22 | as disconcerting as this might be this is not actually
the age of the individual whose address record that we're on.
| | 01:30 | What this is is a number of seconds that
have elapsed since the person's birthday
| | 01:35 | to the current day.
| | 01:37 | So what we want to do is translate this into
the number of years. So first what we have to do-
| | 01:43 | we'll type in separators so the values inside here
will represent this number. So now what do we do to this number
| | 01:52 | to try to get it to turn into number of years?
| | 01:57 | We're going to divide it by another formula.
| | 02:00 | So this is a useful formula. If you want to make note of
this, you can use it in your own calculations. It'll translate
| | 02:05 | seconds into days. Because as you note here, if you're doing
any kind of calculation value between two dates, in this case
| | 02:12 | today and birthday, it's always going to result in seconds.
| | 02:16 | So it's the number of seconds that have elapsed in between
those two days. And then using some iteration of the formula
| | 02:22 | I'm about to show you, you can translate that into years
or weeks or hours or whatever you might want to do.
| | 02:28 | So the formula that we're going to create
is going to use several different values.
| | 02:32 | So we can insert a value and change it from
100 to the number we want to use, which is 60.
| | 02:37 | 60 represents seconds.
| | 02:40 | So we'll multiply 60,
| | 02:43 | for seconds, times 60 representing minutes
| | 02:49 | times number of hours in a day. So we've got 60
| | 02:55 | seconds in a minute, 60 minutes in an hour,
and how many hours do we have in a day?
| | 03:00 | 24.
| | 03:03 | And then how many days do we have in a year?
| | 03:06 | And we will use 365.25
| | 03:12 | as our value.
| | 03:15 | And then we'll wrap that. And now we see that our result is changed
to the number 38. So instead of being over a million seconds old,
| | 03:21 | we've taken this value that was in seconds and turn it into the
| | 03:25 | number of years and we see that we've got 38 years, which is
the desired outcome for this calculation. Feel free to use this
| | 03:33 | formula in calculating ages or any other kind of duration
where you need to change these seconds into the number of years.
| | 03:39 | Of course we can do days by just chopping off this portion
of it or hours or seconds or depending on how far we want
| | 03:46 | to translate those seconds.
| | 03:48 | So that's a helpful note to know that when you're doing
calculations with dates that they will result in seconds and
| | 03:54 | this may be something that you want add to your own Address
Book or this could be a duration that you use between two
| | 03:59 | dates somewhere else within your Bento application.
| | 04:02 | Now we hit Create,
| | 04:04 | and we see that our Age field shows up in our
Field list. We can drag it onto our layout,
| | 04:09 | and there we have Age.
| | 04:12 | So this may be a formula that you want add to your own Address
Book library or you can use different iterations of this
| | 04:18 | in any other type of libraries, thus converting seconds into years.
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| Calculating duration| 00:00 | Calculating durations might be useful for you
inside your Bento application. For example,
| | 00:06 | if we look in our Properties database,
each one of the properties has rental activity.
| | 00:13 | It might be useful for us to store how many days have elapsed
between when the rental started and when it ended. Now of course
| | 00:19 | we can just create another field and calculate those numbers on
our own or we can create a Calculation field to do that for us.
| | 00:26 | For example, if we go into the Events,
| | 00:28 | we can add a field here for the number of days that have elapsed.
| | 00:32 | So what we do is we go into the library, in this case iCal Events,
| | 00:36 | we then choose to add another field,
| | 00:38 | clicking on the New Field button.
| | 00:40 | Select Calculation,
| | 00:42 | and then Continue.
| | 00:43 | We'll call this one Duration of Stay.
| | 00:49 | Now in this case,
| | 00:51 | what we need to do is take the end date of the stay
| | 00:55 | and subtract from that the start date.
| | 00:59 | And we'll notice that there's a couple different
ways of looking at this. We can look at it as text.
| | 01:05 | A number, which gives us the number
of seconds that we can convert,
| | 01:10 | or the duration.
| | 01:12 | Now you'll notice that Bento has an output option that's called
| | 01:15 | Duration that gives you weeks, hours, minutes and seconds.
This may be useful information for you if you're determining a
| | 01:22 | duration but in the case of a duration of stay in a rental,
all we're really interested in is the number of days.
| | 01:29 | So instead of using the Duration output, we can go to Number
| | 01:32 | and then just translate these seconds into days.
| | 01:35 | So in order to do that,
| | 01:40 | we can put separators around this value,
| | 01:45 | and we can say divided by
| | 01:51 | 60
| | 01:53 | times
| | 01:58 | 60
| | 02:01 | times- so that 60 seconds times 60 minutes and since
we're trying to determine days, we can now put in
| | 02:07 | the number of days.
| | 02:11 | And we'll wrap that all together into one value,
and we see now that it outputs a number of eight days.
| | 02:18 | Of course if we looked at that in durations it's evaluating
that as seconds. So in this case we're choosing to output as a
| | 02:24 | number and we're getting a nice clean number of the number of
days for this duration of stay, which is exactly what we're
| | 02:29 | looking for in this case.
| | 02:31 | So we hit Create,
| | 02:34 | and now we see that our Duration of Stay field appears
on our list so we can, let's say, remove Repeats.
| | 02:43 | And we can add Duration of Stay,
| | 02:46 | as you see here in this column.
| | 02:48 | So in the relevant areas,
| | 02:50 | we notice that we've got Duration of Stay for each rental and we
can even go into Properties if we like. Go into Rental Activity.
| | 03:00 | And we can show the Duration of Stay field,
| | 03:05 | and even sort by those values.
| | 03:08 | So we can see that this can be a very useful
| | 03:10 | piece of information, either on our table view and
our form view or even inside related list fields.
| | 03:17 | So calculating duration can be very helpful
even in your own Bento application.
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| Displaying summary information in the Parent Library| 00:00 | to calculate it by hand and instead Bento will do that for us
automatically. One thing that's really important to note here is
| | 00:00 | Another trick worth knowing is that once you've added a related
records list, much like our Rentals or Rental Tasks related
| | 00:07 | record lists in this example, you can perform calculations
on it, which means that you can display summary information in
| | 00:14 | the related record lists.
| | 00:16 | So in this case, what we would do is define a calculation field
that can summarize some of these values. So let's look at a couple of
| | 00:23 | examples of those.
| | 00:24 | So we're actually inside the Properties library at this point
| | 00:27 | and we're going to create another field.
| | 00:30 | And this field is going to be called
| | 00:35 | Rental Count.
| | 00:37 | What this field will do is Count all the different rentals
for each one of the properties, so that way we don't have
| | 00:50 | that you'll see your related records lists show up
| | 00:54 | in sort of in outline form, and now that's
important because Bento is going to assume
| | 00:59 | that you're coming from the Properties and looking into the
Rentals. So obviously you're doing some type of summarization.
| | 01:06 | In this case it's going be easy for us. We can pick really
any one of the fields inside Rentals, because we're going to do
| | 01:12 | a Count, it's just going to Count any field that's got a value in
it. So let's take Start Date since there wouldn't be a record in
| | 01:19 | there unless it had a Start Date value. So when we insert it,
you'll notice something here. It didn't just pull over Start Date.
| | 01:26 | It pulled over start date,
| | 01:28 | and also the library which start date is based, which is Rentals
in this case. And the Count. It automatically gives us a Count.
| | 01:36 | Now you'll when you click on any one of these values,
in the case of Count we can summarize all these. Or give an
| | 01:42 | average or minimum or maximum, but in this case we're just simply counting how many rentals there are. It did choose the right
| | 01:48 | one for us.
| | 01:49 | You'll also notice that you can swap out different
fields by clicking on those dropdown arrows as well.
| | 01:55 | So in this case we're done. We're going to hit Create
| | 01:59 | and again just to reiterate, this is a field that was
defined inside the Properties library, not inside the
| | 02:06 | iCal Events, which is our Rentals library.
| | 02:09 | So let's take this new field that we just created
| | 02:13 | and drag it right below our related records list
and now you'll see as we go from record to record,
| | 02:20 | it will automatically update without us having to do manual
calculations as to how may total rentals each property might have.
| | 02:26 | Additionally, we can create another field
| | 02:28 | that instead of doing a Count,
| | 02:32 | might do, for example...
| | 02:37 | Let's say Duration of Stay. Instead of Count, how about an Average?
| | 02:45 | And we'll name this
| | 02:49 | Average Stay.
| | 02:52 | We'll take Average Stay,
| | 02:54 | drop that onto our layout and now that
we see as we go through one at a time,
| | 03:00 | we've got the total number of rentals and what the average
stay is for each one of the properties. Again, not information
| | 03:05 | that we've had to type into Bento, but instead
information that Bento is providing for us.
| | 03:09 | Now another interesting way to use this is if we go into table view,
| | 03:14 | and here we have all the different properties,
| | 03:16 | and what we can do is, let's say, remove the
E-mail field, and instead will add our Average Stay.
| | 03:25 | And now we see we've got the Average Stay listed for each one
of these and what we can do now, since for showing our Summary,
| | 03:32 | we can then now
| | 03:33 | do an Average of the Average Stays. So one important not
here: you notice that we're summarizing here and we're also
| | 03:40 | summarizing and on the record level.
| | 03:42 | We're creating a calculation to summarize related records
| | 03:46 | on the calculation level.
| | 03:47 | But when we're looking at a summary row it's important to note
that this summarizes all the records that you see on screen
| | 03:54 | at a given time.
| | 03:55 | If I happened to change this,
| | 03:59 | and only isolate two of the properties, we see that the Average
now changes to five. So these are two completely different
| | 04:06 | areas where you might use a summary and it's important
to know the distinction between both of those.
| | 04:11 | So summarizing related record information inside a form can be
useful to you in your Bento application. For example, maybe
| | 04:18 | you want to display CD duration, number of tracks, length of
the shortest track, length of the longest track or average
| | 04:24 | length of tracks if you have a form based on a CD, with
a related record list of all the songs. These are all things
| | 04:30 | you can do by creating calculation fields
and placing them on the parent form.
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12. Importing and ExportingImporting information into Bento| 00:00 | A great way to start using Bento is by importing
information to create your very first libraries.
| | 00:05 | You can also import information into Bento into existing libraries.
| | 00:09 | Bento supports the comma separated value
text file format, otherwise known as CSV.
| | 00:14 | For example, you can import a CSV file
that's created from a spreadsheet
| | 00:18 | or exported from another database or really
any other application that stores data.
| | 00:22 | You can even download CSV files from database driven websites.
| | 00:25 | So for example, let's say that we've got this properties
management tool that we have built into Bento
| | 00:31 | and we'd like to start selling homes and managing
the homes that we're interested in listing.
| | 00:36 | So what we can do is to get the data from another application.
| | 00:40 | So let's say in this case, we've got a spreadsheet in Excel,
| | 00:43 | and you see that we've gotten this Excel spreadsheet from
a source that lists all the different listings in the area
| | 00:48 | that we're interested in selling homes.
| | 00:50 | So we've got it in Excel
| | 00:52 | and just like any other application that stores data,
| | 00:55 | you can save your data as CSV file.
| | 00:59 | Using Excel as an example,
| | 01:01 | we go in and select Save As,
| | 01:03 | and you usually find it under Format.
| | 01:05 | Here we see Comma Separated Values, .CSV,
| | 01:09 | and we can save the .CSV file
| | 01:11 | and now we can return back to Bento.
| | 01:14 | Now that we've got our data in the proper CSV format,
| | 01:18 | we can import it into Bento.
| | 01:20 | There's a couple ways that we can import a file into Bento.
| | 01:23 | You can choose the File, Import menu,
| | 01:26 | which we're going to choose right now.
| | 01:28 | Or you can do- choose New Library,
| | 01:32 | and you can select the Import Data button.
| | 01:34 | Or you could drag a CSV file directly from your
desktop into the source list in Bento and release it
| | 01:41 | and the same is true by dragging a CSV document
icon into specific library and releasing it.
| | 01:47 | And finally, if you drag a CSV file onto your
Bento icon in your dock or in your desktop,
| | 01:53 | it will also pop open the Import menu.
| | 01:56 | In either case, you end up with the File, Import menu.
| | 02:00 | In our case here since we're initiating this from within Bento,
we have to choose what file we want to import. If we're doing any
| | 02:06 | of the drag and drop options,
| | 02:08 | it already knows what file we want to import.
So here we select our CSV file
| | 02:12 | and now we can choose to either create a new library or import it
into an existing library. Well, we already have a library that's
| | 02:18 | similar to this that's called Properties.
| | 02:20 | So let's take a look at importing this into the Properties library.
| | 02:24 | Here you see when you're choosing an existing library
to import your data, you notice that it will line up
| | 02:30 | all the fields that are inside the source file
| | 02:33 | and try to match those up with fields
that already exist inside your library.
| | 02:37 | So we look, we see that we've got City, State, Zip match up
| | 02:41 | but really all the other fields that we have inside Properties
| | 02:46 | don't necessarily match up.
| | 02:47 | So really what this tells us- it's a good
moment to kind of stop for second and think.
| | 02:51 | Maybe I don't need to import this into an existing
library. Maybe it needs to be its own library,
| | 02:56 | and it's pretty safe to say that we've got so many different
fields in each one of these that they really are their own entities.
| | 03:02 | So let's choose New Library,
| | 03:04 | and let's call this library Homes. You see it takes on
the name of the CSV file. We can name it anything we like.
| | 03:09 | And now you see that we're able to map the fields.
| | 03:13 | First you'll notice
| | 03:14 | that we've got a checkbox and record number one, which is
generally the column header record from an exported spreadsheet.
| | 03:21 | It maintained the filenames so it's good that we
have that, so we can use this to map up the fields.
| | 03:27 | We can uncheck this if that wasn't the case.
| | 03:29 | And you see we can move through each record,
making sure that the data is mapped appropriately.
| | 03:35 | But going back to the very first record, we can now make
decisions on what type of field we want to create within this
| | 03:41 | new library that gets created.
| | 03:43 | And before you make these decisions on what type
of field you want to choose for incoming data,
| | 03:47 | you might want to first look at some of the supported field types.
| | 03:51 | Here you see a table that indicates the different
types of supported field types on import.
| | 03:55 | You'll notice on the left-hand side that if we want to import
something into a text, choice, address, phone number or IM
| | 04:02 | account field within a Bento library,
| | 04:05 | then that data just simply needs to be text.
| | 04:08 | You can see there some other rules that you need to taking
into consideration like, for example, if you want to import
| | 04:13 | into an e-mail address field,
| | 04:14 | it must include the @ symbol character.
| | 04:17 | URLs can be any text, checkbox needs either be a one or a zero or
a true or a false, which is which shows the check in the checkbox.
| | 04:25 | And number or currency fields need to simply be numeric,
| | 04:28 | and a rating needs to have a numerical value between zero and 10.
| | 04:32 | Time has some rules that you might
want to take into consideration as well.
| | 04:35 | Mainly the formatting of the fields and an optional AM and PM.
| | 04:39 | And the same is true for dates. There's
formatting considerations to take into account.
| | 04:44 | And duration is pretty specific since that's
a field type that's pretty specific to Bento.
| | 04:48 | You really do have to have that formatted properly
in your source data before you export that out.
| | 04:53 | It is important to note you cannot
import into the following field types:
| | 04:57 | file list, media, automatic counter,
calculation or related record lists.
| | 05:02 | All of those are fields that are pretty unique to Bento
anyway so it's unlikely that you got a source file that
| | 05:07 | contains fields that are that similar.
| | 05:09 | So based on that information let's make a couple of decisions here.
| | 05:13 | So we know that Address, City, State and
Zip will be text. List Price can be currency.
| | 05:19 | Property Type can be text.
| | 05:21 | Number for Number of Bedrooms. Number of Bath
can be number as well. Square Footage is number.
| | 05:27 | And the reason we would want to make that number instead of
text is because at some point we might want to add bedrooms and
| | 05:32 | bathrooms together, for example, and in that
case they would need to be a numerical field type.
| | 05:36 | So now that we've got everything mapped appropriately,
| | 05:39 | we can choose to import.
| | 05:41 | And now that we've imported you see that we've got
a new library in our source list that's called Homes,
| | 05:46 | and if we look at that in table view, we see that our List
Price has came over as currency, so they're formatted properly
| | 05:52 | and everything came over as text.
| | 05:54 | So you can see that importing CSV data into Bento is
an excellent way to create libraries or even to get started
| | 06:01 | within the Bento application.
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| Exporting information from Bento| 00:00 | Bento makes it quite easy to share your
information with anyone you'd like to,
| | 00:03 | because Bento can export information
into something called a CSV file.
| | 00:07 | CSV stands for comma separated values.
| | 00:11 | You can export information from either a
library or a collection or a smart collection.
| | 00:15 | Then you can open up a CSV file or import a CSV file into
any other application that supports CSV text file format.
| | 00:22 | When you export records from a library or collection,
| | 00:25 | keep in mind that you're going to export all of the records
that are found within that collection or library as well as
| | 00:31 | all of the fields that are defined for that library.
| | 00:34 | There are a couple different ways
that you can export this information.
| | 00:37 | The first of which is by selecting either
the library or collection that you want to export,
| | 00:42 | going under the File menu and choosing Export.
| | 00:46 | Here you'll pick the name of your CSV file,
| | 00:49 | and then choose the location
| | 00:50 | and then hit Save.
| | 00:52 | Keep in mind that you only have one file format option, CSV,
because that's the only export file format supported by Bento.
| | 00:59 | You can then hit Save
| | 01:01 |
and you can open up your CSV in another application.
| | 01:06 | In here you see all of the fields and all of
the records that were defined in your library.
| | 01:11 | There are a couple other ways that
you can create CSV files out of Bento.
| | 01:15 | One of which is by dragging one of your libraries to the
desktop of your computer or to another folder in your computer
| | 01:21 | and then a CSV file will automatically be created in that location.
| | 01:25 | Additionally you can grab one of your libraries or collections
| | 01:28 | and drag it on top of an icon of an application that supports CSV.
| | 01:32 | And as you see it will automatically create a CSV file for you.
| | 01:36 | One thing that you should be aware of is that there are certain
types of fields that cannot be exported from within Bento.
| | 01:41 | Those fields are list fields.
| | 01:43 | For example address list fields,
| | 01:45 | URL list fields,
| | 01:47 | or even phone list fields.
| | 01:48 | You can also not export file list
fields or related record list fields.
| | 01:53 | You can however export data from individual address.
| | 01:57 | Also keep in mind that you cannot export the
binary data that's stored inside your media fields.
| | 02:03 | However, you can click into those fields
| | 02:05 | and select Save and export that image out,
| | 02:10 | or in the case of a movie, you can right-click and Save As.
| | 02:14 | So Bento does allow you to not only manage the
information into your Bento application all in one place,
| | 02:19 | but also to share it by creating CSV files that you
can then use in other CSV supported applications.
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13. PrintingPrinting from forms, tables, and searches| 00:00 | If you're storing all of your information inside your Bento
application, at some point you might want to share this in form
| | 00:05 | of a hard copy or let's say a PDF.
| | 00:07 | Bento allows you to print information from one of your
libraries in the form of either a table view or a form view.
| | 00:13 | So when you want to print records from a library or collection,
| | 00:15 | the selected table or form view is what you are going to see.
| | 00:19 | So you have a couple decisions to make.
First, what information is it that I want to print?
| | 00:23 | And from that you'll select the library that you want to print.
| | 00:27 | So let's say we want to print Properties.
| | 00:29 | The next decision that you have to make is whether or not
you're going to print your information from a table view
| | 00:33 | or one of the form views that you've already set up.
| | 00:37 | Let's take a look at printing the Rental Activity form view.
| | 00:40 | Once you decided on the Library and the view,
| | 00:43 | you can go under the File menu and select Print
| | 00:46 | or hit Cmd+P.
| | 00:49 | Then you see the Bento Print Options screen,
| | 00:52 | and you have a couple of the decisions to make. You can either choose
| | 00:55 | to print the selected record only, which
you see will only print one record at a time,
| | 00:59 | or all the records in the set of records from your chosen form.
| | 01:03 | You can also choose to print the background.
| | 01:07 | You'll notice that even though Bento comes with some very stylish
themes, some of them don't print as well as they look on screen.
| | 01:13 | So with this one simple checkbox,
| | 01:15 | you can only leave the field data and the borders. You
also see that you can optionally remove the title banner
| | 01:23 | and include page numbers, include date and time,
| | 01:28 | if you so desire.
| | 01:30 | You can also print from within a table view, and there's
one slight other option that you need to be aware of.
| | 01:35 | Choose your library,
| | 01:37 | choose table view,
| | 01:38 | and then File and Print.
| | 01:40 | You'll notice that you can also print
selected records only, all displayed records,
| | 01:45 | and also choose to print the background or not,
| | 01:47 | as well as all the others, banner, page numbers and date and time,
but you'll notice that there's one other option, Fit to page.
| | 01:54 | If you do not select Fit to page, the print area will crop
whichever columns are available that fit inside the selected
| | 02:01 | print area as determined by your paper size.
| | 02:03 | Or it will make sure that all of the columns fit within the
width of your selected paper size, if you choose Fit to page.
| | 02:12 | If you don't want to select all of the information
inside of your library you can first do a search.
| | 02:19 | Let's say for example, I only want to print
the records for our Arvada, Colorado.
| | 02:23 | I choose my library.
| | 02:24 | I then do a search so I'm selecting which records I want to print.
| | 02:27 | In this case I'll choose Table
| | 02:29 | and I'll say File and Print.
| | 02:33 | And now I want to make sure, since I want to get all my subset,
to choose All displayed records, and I can decide on the other
| | 02:39 | options as I see fit.
| | 02:41 | So not only can you store your information inside Bento,
| | 02:44 | but you can also print it out in either a table view or form view.
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| Printing mailing labels| 00:00 | Here's a tip for printing mailing labels using
data that's stored inside your Bento application.
| | 00:04 | If you've chosen to link your Address
Book into your Bento application,
| | 00:09 | then your contact records update the data in Address Book.
| | 00:12 | Address Book can then subsequently
allow you to print mailing labels.
| | 00:15 | So let's say for example, you want to print out a
mailer to all the contacts in your Bento Address Book
| | 00:20 | from the state of Idaho.
| | 00:22 | You can do in Advanced Find,
| | 00:24 | pick the home address and state,
| | 00:26 | type in Idaho,
| | 00:28 | and then Find.
| | 00:29 | And now let's save these as a collection.
| | 00:33 | We can save these as a collection by selecting all of them
| | 00:36 | and dragging them into our source list
| | 00:41 | and naming the collection.
| | 00:42 | Now that we have a collection you'll notice
when we toggle over into our Address Book,
| | 00:47 | that we have the ID Contacts created from within Bento.
| | 00:51 | When I select that group,
| | 00:53 | I can then go to File, and then Print,
| | 00:56 | and you'll see that I have the option here
| | 00:58 | for either printing mailing labels and actually
envelopes, lists for pocket Address Books.
| | 01:04 | Mailing Labels allows you in a couple of different options
to print. You can select which address you want to show.
| | 01:10 | Or all the addresses.
| | 01:11 | And you can print in postal code order or alphabetic order.
| | 01:15 | And then you can generate mailing labels from the
data that you find within your Bento application.
| | 01:20 | So this is a handy tip in case you want to be able to send out
mailers from contacts that you're currently storing inside Bento.
| | 01:26 | Keep in mind, however, that these are just going to be
contacts that are stored in the Bento Address Book library.
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14. Backing Up and Restoring InformationCreating Bento backup files| 00:00 | You should always make a habit our of backing up the data on your Mac.
| | 00:04 | Bento has a built-in backup function for making saved copies
of your information, so that you can perform regular backups
| | 00:10 | or even if you just want to take a snapshot of your
collections and libraries before you try something out.
| | 00:15 | A Bento backup file contains the data in Bento
at the time you've run the backup command.
| | 00:19 | The backup command is pretty easy to use.
| | 00:21 | You simply need a specify a name and location for the backup file.
| | 00:25 | A couple notes though.
| | 00:27 | To save a copy of your backup file you need to copy it to
another location and it's always better to copy it to an external
| | 00:32 | hard disk instead of your local disk because
if something happens to your computer,
| | 00:36 | you've now lost your backups as well.
| | 00:37 | Another note is that the Bento backup file does not contain
the data that's found in your linked libraries. Your linked
| | 00:44 | libraries, of course, are Address Book, iCal and iCal Tasks,
if you've chosen to link goes to your Bento application.
| | 00:51 | If you want to create a backup of the data in Address Book or in iCal,
| | 00:55 | consult those applications backup features.
| | 00:57 | However, if you add fields or records in the Address Book library,
| | 01:01 | like for example in Address Book, we added Age,
| | 01:04 | those fields will be part of the Bento backup file
as well as the data that's stored within them.
| | 01:10 | There are some fields that require some additional consideration.
| | 01:13 | For example,
| | 01:14 | file list fields.
| | 01:16 | In the case of file list fields,
| | 01:18 | the list of filenames and their locations are
stored, but not the actual files themselves.
| | 01:23 | Because of course file list fields are actually
storing aliases to files are stored on your Mac.
| | 01:27 | So if you do a regular backup of your Mac
those files will be backed up at some point.
| | 01:31 | Media fields,
| | 01:36 | in most cases, actually store of the media
themselves, either images or videos or sound.
| | 01:41 | However, if you used an alias to the media
file when you inserted it into the Media field,
| | 01:46 | then only the alias and the location of
that file will be stored in the Bento backup.
| | 01:51 | In this case, as well as in a file list field,
the media itself as can be somewhere on your Mac
| | 01:56 | and if you do backup of your Mac then
that media would be backed up as well.
| | 02:00 | And then finally,
| | 02:01 | if you have related record list fields,
| | 02:03 | the data will be backed up if these are related records
| | 02:07 | that are related to properties that you've created in Bento.
| | 02:10 | If there are related records like we have here for iCal Events and Tasks,
| | 02:15 | then the data itself will not be backed up unless you backup iCal.
| | 02:19 | So when you create a Bento backup file you
create a copy of the data that's in Bento.
| | 02:23 | It's a good idea to backup your Bento information before
you make extensive changes such as importing data, deleting
| | 02:29 | libraries or doing any significant changes to forms.
| | 02:32 | So to create a backup,
| | 02:34 | you'll go to the File menu and choose
| | 02:36 | Backup Bento Data.
| | 02:38 | You'll see another reminder about the Address Book
and iCal data not being part of the Bento backup
| | 02:43 | and also a reminder about media fields in file list fields.
| | 02:47 | You can hit OK or choose to not show this message again.
| | 02:51 | Then you choose the location of your backup and you can
choose a name and you'll see by default that it's called
| | 02:56 | Bento Backup and whatever the current date is.
| | 02:59 | It's helpful to date your backups in case
you have multiple backups to manage.
| | 03:04 | Then you simply hit Save,
| | 03:05 | and within a moment your data has now been backed up.
| | 03:08 | So it's a very good idea to come up with a schedule for backing
up your Bento applications so that any changes that you make or
| | 03:14 | any data that you add also are safe.
| | 03:17 | Bento provides this backup utility, and it's a good idea
to get into a habit of doing this as often as you can.
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| Using the backup reminder| 00:00 | Sometimes when you first open your Bento application you might
see this message that's asking if you'd like to create a backup.
| | 00:05 | It's because by default, Bento has a backup reminder
that reminds you to backup your file once a week.
| | 00:11 | You can change this setting if you'd like to, but if you
leave it at its default setting it'll prompt you at least once
| | 00:16 | a week to back up your Bento database.
| | 00:18 | And all you have to do in that case is simply hit the Backup button.
| | 00:23 | It will then prompt you with a reminder that your Address Book
and iCal data are not part of the backup and then ask you
| | 00:30 | to choose a name and location for your backup
| | 00:35 | and then takes you into your Bento application.
| | 00:37 | Now if you want to control how often that reminder
shows up or whether or not it shows up at all,
| | 00:42 | you can go under your Bento application menu,
| | 00:45 | choose Preferences,
| | 00:47 | and down where it says when Bento starts, you can see there's
a checkbox for Display a reminder to back up, Every week
| | 00:55 | or Every month.
| | 00:57 | When you install Bento,
| | 00:59 | the check for Display a reminder to
back up, Every week is already selected.
| | 01:02 | But if you'd prefer to not have this reminder
| | 01:05 | you can uncheck that option
| | 01:07 | and hit Close.
| | 01:08 | Of course, now it will be up to you to remind yourself
to save a backup now that you have your reminder disabled.
| | 01:13 | Since it is always a good idea to back up your Bento application
you might want a leave this setting on, but it's up to you,
| | 01:20 | depending on whether or not you already
have a backup discipline in place.
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| Restoring data| 00:00 | If something happens to your Bento files or if you make a
major mistake when using Bento, for example like deleting
| | 00:05 | the wrong library, then you still have the ability to restore
a backup using the Revert to Bento Backup item in the File menu,
| | 00:13 | that you see here.
| | 00:15 | This process will overwrite all of your existing Bento
information with information from you last backup file and it
| | 00:21 | is not library specific. However, if you do want to make backups
of your libraries, keep in mind that you can always select
| | 00:26 | the library and export them to a CSV file.
| | 00:29 | And if you ever want to restore a library,
| | 00:31 | you can delete one and then import it
from your backup CSV file individually.
| | 00:35 | When you revert data from your backup file,
| | 00:38 | you replace the data that's in Bento
with the contents of that backup file.
| | 00:41 | So any additions that you've made to Bento since
you created the backup file are going to be lost.
| | 00:46 | However, any deleted records will be recovered.
| | 00:48 | So to restore the data from the backup file,
| | 00:51 | go to the File menu
| | 00:53 | and select Revert to Bento Backup.
| | 00:56 | At this point you'll then point to the
backup file that you want to restore
| | 01:01 | and hit Open.
| | 01:03 | And you'll get a reminder on screen that asks you if you're sure
you want to do this. Probably a safe idea to keep this message
| | 01:08 | showing up just in case you've selected the Revert by accident.
| | 01:12 | But if not, you can hit Continue,
| | 01:15 | and you'll see a brief animation on screen
| | 01:17 | as your selected Bento database gets restored inside the application.
| | 01:22 | Because it's a good idea to regularly back up Bento,
| | 01:24 | Bento provides an optional reminder
to periodically back up your data
| | 01:28 | and the facility to create backups and also restore those
backups. So getting into a routine of backing up is always a
| | 01:34 | good idea because you never really sure when
you're going to need to restore that information.
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| Using Time Machine with Bento| 00:00 | Time Machine is the OS X application that
backs up your computer on a regular basis.
| | 00:05 | You can use Time Machine to back up your Bento data
| | 00:08 | and set the backup option so that Time Machine backs up the
user's Library folder. So in order to set up Time Machine,
| | 00:14 | you go into your System Preferences,
| | 00:16 | and you can choose Time Machine
| | 00:20 | and make sure Time Machine is turned on.
| | 00:21 | Now this is an OS X Leopard application. It's not specific to Bento
so you might want to use this to back up other things on your computer.
| | 00:29 | But to make sure that you're including all
the right data files for Bento to be backed up,
| | 00:34 | you'll want to go inside your Options
| | 00:36 | and make sure that you have not excluded
certain folders that are specific to Bento.
| | 00:41 | Let's take a look to what those folders are.
| | 00:45 | Inside your Library folder,
| | 00:48 | you'll see that there's a folder called Application Support.
| | 00:51 | You want to make sure that this is
included in your Time Machine backup.
| | 00:54 | Within that folder, you see the Bento folder,
which will back up your Bento application.
| | 00:59 | Additionally, you may want to include
Address Book as part of your backup
| | 01:03 | since if you're using a linked library from Address Book,
| | 01:07 | This is going to be critical to really restoring
the entire Bento application that you using.
| | 01:12 | So include Address Book,
| | 01:14 | the Bento library and then in its own folder, there's
a Calendars folder that will back up your iCal Events
| | 01:20 | in your iCal Tasks.
| | 01:22 | So it's very important to be creating backups of
all your Bento applications as you're adding data
| | 01:27 | or changing libraries and forms.
| | 01:29 | And including them inside your Time Machine schedule
| | 01:31 | is probably the best way to create an extensive backup of
all the data that you need to run your Bento application.
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| Using Bento with .Mac| 00:00 | Since it's very important to back up your Bento data,
| | 00:03 | you might want to consider making sure that
you're backing up to an external source.
| | 00:06 | You can use Time Machine to back up to an external sources
| | 00:09 | or if you have a .Mac account, it's probably get a good idea
| | 00:13 | to save your Bento backups to your remote .Mac account.
| | 00:17 | To do so, you can choose File, Backup Bento Data,
| | 00:21 | hit OK.
| | 00:24 | And then you can choose your iDisk that will appear
once you set up your .Mac account appropriately.
| | 00:28 | After choosing your iDisk, you'll see your remote drive show up.
You can pick a location and then save your Bento backup.
| | 00:37 | So it's good to have a discipline for backing up your Bento
information but at the same time, you might want to make sure
| | 00:42 | that you doing that remotely and using your .Mac account
is an excellent way to pack up your data remotely.
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ConclusionGoodbye| 00:00 | Hi! This is Cris again. Thanks for listening. I hope this title
has served as an introduction to your very first database, Bento.
| | 00:06 | Now it's up to you to go create your own Bento database
to manage contacts, coordinate events, prioritize tasks,
| | 00:12 | all the details of your busy life.
| | 00:14 | I wish you the best of luck and we'll see you next time.
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