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Creating and applying static value lists

From: FileMaker Pro 11 Essential Training

Video: Creating and applying static value lists

Several of the field control styles - Drop-down list, Pop-up menu, Checkbox, and Radio button set - require that you specify a Value List first for the values that will be presented to the user using those styles. Value Lists exist independently of field control styles, but they are closely affiliated. A given Value List can be associated with any number of fields in your file, even on a number of different fields in the same layout. Value Lists are defined in the Manage Value List dialog, which can be accessed from the File > Manage > Value Lists.

Creating and applying static value lists

Several of the field control styles - Drop-down list, Pop-up menu, Checkbox, and Radio button set - require that you specify a Value List first for the values that will be presented to the user using those styles. Value Lists exist independently of field control styles, but they are closely affiliated. A given Value List can be associated with any number of fields in your file, even on a number of different fields in the same layout. Value Lists are defined in the Manage Value List dialog, which can be accessed from the File > Manage > Value Lists.

And in this window, you see we've already got one from our sorting chapter. Here we'll select the New button to create a new Value List. You'll see, from the Edit Value List window, that we've got three different options for setting up a Value List in FileMaker. We're going to concentrate on the option called Use custom values, and that's commonly referred to as creating a static Value List, because here you'll just enter in some static values, of course, and that will make up your Value List. The rest of these options are more dynamic, and we're going to cover those in a later movie.

In this example, we're going to create a Value List for the Shipping Status field. This field can contain either one of these three values: Pending, Processing, or Shipped. So first let's name our Value List something that will be easy for us to retrieve later, Shipping Status, and we'll type a return delimited text list in the order we want these to be presented. And we'll put Pending, Processing, and Shipped.

Now, when we're done, we'll hit OK, and we'll see this list appear in our list of Value Lists, and we'll also see a preview of the values that we're assigned. Now, we can dismiss this window by hitting OK. If we go into Layout mode, let's choose the Shipment Status field, and then looking at our Inspector in the Data tab, we can see that we've got the Invoice Shipment Status field selected, but we can also click on a Control style, and in this case, we're going to choose Drop-down list.

Once you choose Drop-down list, it requires that you choose a Value List. Here we can click on the Drop-down and choose Shipping Status, and you'll also note that if you haven't yet created a Value List, you can just hit the Pencil icon, and it will pop up the Manage Value List window for you. The Drop-down list style that we selected allows the user to select from an item from the Value List, or to manually enter a value if they don't want to choose one of your options, and this list will also include a handy vertical scrollbar, so it's best used for very long Value Lists.

You'll notice the option to Include arrow to show and hide list will affect the display of the field, and determines whether clicking into the field will trigger the list to appear. So let's look at it first without this option selected. We'll go into Browse mode and hit Save to save our changes. And now we notice that we can either tab into a field or click into the field, and you see by clicking into the field, it invokes this Drop-down list. But also notice that if I click outside the field or click twice into the field, I can still add my own value.

That's one of the features of a Drop-down list. If I go back into Layout mode, select the Shipment Status again, you see we have two different options: Include arrow to show and hide list, and also I'm going to choose Allow editing of value list. Back in Browse mode, after we've saved our changes, you'll notice now that by just clicking or tabbing into the field, it doesn't invoke the Drop-down list. When the icon appears, the user will have to click the icon, and now you'll see, in addition to having our three fields from the Value List that we chose, there's also an Edit option.

When a user clicks on the Edit option, a window pops up allowing them to edit the Value List that was created. You want to be careful when you select that. Possibly you don't want users to add values to the Value List, because what you're trying to achieve is data entry consistency, and they may make the same mistakes when editing your Value List as they would by just adding values to the field. You'll probably only show the icon if you want the Drop-down list to be an option, or sort of a helper option of different values, rather than a required value to select from.

So let's go into Layout mode and quickly add another type of a Value List. Let's say, for example, we click on the Taxable field, and we're going to go into a Control style here, and we're going to choose Radio button set. But we don't yet have a Value List to choose from, so we're going to click on the Pencil icon and hit New, and we'll call this one Yes No, and we'll just choose Yes, Return, No, and hit OK, and OK again, and now we see that that's been applied to the Taxable field.

If we go into Browse mode, Save our changes, we'll see now that a Radio button has mutually exclusive options. A user can either select Yes or No, but not both at the same time. By creating a Value List, you can provide your users with the options to choose from, rather than have them try to figure out what data to enter into the field. You'll want to use a static Value List when the values you wish to present to users will barely ever change.

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This video is part of

Image for FileMaker Pro 11 Essential Training
FileMaker Pro 11 Essential Training

94 video lessons · 15060 viewers

Cris Ippolite
Author

 
Expand all | Collapse all
  1. 7m 22s
    1. Welcome
      1m 8s
    2. Understanding the FileMaker family
      2m 15s
    3. Using the FileMaker Quick Start screen
      2m 52s
    4. Using the exercise files
      1m 7s
  2. 21m 9s
    1. What is a database?
      2m 26s
    2. Flat vs. relational databases
      2m 29s
    3. How FileMaker works
      4m 48s
    4. Understanding the essential preferences
      3m 13s
    5. Touring the interface
      8m 13s
  3. 11m 44s
    1. Creating databases from templates
      2m 29s
    2. Creating new databases in the spreadsheet-like format
      5m 35s
    3. Importing tables
      3m 40s
  4. 9m 9s
    1. Determining which tables you will need
      5m 10s
    2. Creating tables in the Managing Tables window
      3m 59s
  5. 34m 47s
    1. Understanding relationship types
      6m 58s
    2. Diagramming relationships (with ER diagrams)
      8m 50s
    3. Determining which key fields you need
      5m 18s
    4. Defining primary and foreign keys
      7m 56s
    5. Creating relationships using the relationships graph and table occurrences
      5m 45s
  6. 50m 34s
    1. Deciding what fields you will need
      5m 34s
    2. Understanding field types
      7m 54s
    3. Defining fields
      9m 56s
    4. Using Auto Enter options in fields
      9m 33s
    5. Reviewing field validation options
      8m 16s
    6. Building with container fields
      9m 21s
  7. 14m 8s
    1. Creating and duplicating records
      5m 40s
    2. Editing and locking records
      4m 42s
    3. Deleting records and backing up files
      3m 46s
  8. 21m 6s
    1. Importing data
      9m 57s
    2. Importing records to refresh data
      7m 2s
    3. Exporting data
      4m 7s
  9. 18m 30s
    1. Understanding layouts
      4m 15s
    2. Using the Layout Assistant to create List views
      7m 59s
    3. Using the Layout Assistant to create labels and envelopes
      6m 16s
  10. 27m 11s
    1. Using the Layout Setup dialog box
      4m 54s
    2. Understanding layout parts
      4m 40s
    3. Understanding the new Inspector
      2m 26s
    4. Exploring the Status Area in Layout mode
      6m 46s
    5. Managing layouts and layout folders
      8m 25s
  11. 41m 9s
    1. Arranging, aligning, grouping, and locking layout objects
      11m 5s
    2. Placing and formatting objects, parts, and graphics
      4m 10s
    3. Formatting fields and applying field attributes
      8m 26s
    4. Setting field behaviors
      4m 4s
    5. Using the Tab Control feature
      9m 8s
    6. Setting tab order
      4m 16s
  12. 36m 48s
    1. Using the basic find functions
      7m 31s
    2. Reviewing new requests in the Find mode
      5m 54s
    3. Establishing search operators
      6m 43s
    4. Constraining or extending found sets
      3m 24s
    5. Finding records using date, time, or timestamp criteria
      5m 18s
    6. Using Fast Match and Quick Find
      4m 41s
    7. Working with saved finds
      3m 17s
  13. 17m 28s
    1. Sorting with one criterion
      6m 4s
    2. Sorting with related fields
      2m 18s
    3. Sorting with multiple criteria
      1m 36s
    4. Sorting using custom values
      3m 14s
    5. Sorting using buttons
      4m 16s
  14. 17m 14s
    1. Reviewing Field/Control styles
      5m 43s
    2. Creating and applying static value lists
      5m 20s
    3. Creating and applying dynamic value lists
      6m 11s
  15. 23m 52s
    1. Previewing pages and print options
      6m 20s
    2. Printing in different views
      2m 54s
    3. Sliding objects
      3m 26s
    4. Printing merge letters
      4m 53s
    5. Saving as a PDF or Excel file
      6m 19s
  16. 15m 1s
    1. Building simple reports with summary fields
      4m 36s
    2. Creating subsummary reports
      6m 51s
    3. Creating subsummary reports in Table view
      3m 34s
  17. 52m 19s
    1. Defining calculations
      2m 31s
    2. Exploring the Calculation dialog box
      5m 8s
    3. Using number functions
      12m 41s
    4. Using date and time functions
      4m 58s
    5. Using text functions
      11m 43s
    6. Using get functions
      4m 0s
    7. Using logic functions
      11m 18s
  18. 46m 56s
    1. Understanding scripts and script steps
      2m 23s
    2. Assigning script steps to buttons
      3m 54s
    3. Understanding the ScriptMaker dialog box
      8m 28s
    4. Creating multi-line scripts
      6m 44s
    5. Adding find criteria to a script
      4m 58s
    6. Understanding the If script step
      8m 36s
    7. Using script parameters
      4m 42s
    8. Reviewing the Send Mail option
      7m 11s
  19. 28m 0s
    1. Understanding script triggers
      2m 41s
    2. Using object-based triggers
      11m 58s
    3. Using layout-based triggers
      7m 51s
    4. Using file-based triggers (Open and Close scripts)
      5m 30s
  20. 56m 42s
    1. Using related fields
      7m 18s
    2. Creating portals and using portal filtering
      10m 38s
    3. Using related fields in calculations
      7m 6s
    4. Understanding multi-predicate relationships
      11m 11s
    5. Using the Go to Related Record script step
      7m 26s
    6. Creating a chart
      13m 3s
  21. 30s
    1. Goodbye
      30s

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