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FileMaker Pro 11 Essential Training
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Creating and duplicating records


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FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Creating and duplicating records

So far in this title, we've discussed how to work with FileMaker to set up tables and fields in a FileMaker file for you to store data. Now, we're going to turn the discussion to working with data in those tables. In this chapter, we're going to be talking about working with records of data, starting first with creating or duplicating records. If you open up the file entitled 06_01, you'll notice that it has two records of data stored in it. We know that because in the upper left- hand corner of the Status toolbar, we see that there is a total number of two records, and that we're on the second record.
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  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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FileMaker Pro 11 Essential Training
9h 11m Beginner Jun 25, 2010

Viewers: in countries Watching now:

In FileMaker Pro 11 Essential Training, Cris Ippolite demonstrates the principal features and functions of this popular database software, including creating tables and relationships, managing fields and records, and working with layouts. The course shows FileMaker developers how to find, sort, and share data as well as how to create reports, calculations, and scripts. It also covers brand new features in FileMaker Pro 11 such as the Inspector tool, charting, and portal filtering. Exercise files accompany the course.

Topics include:
  • Creating databases from templates
  • Creating fields in spreadsheet format
  • Creating tables and relationships
  • Defining key fields
  • Adding validation and auto-enter values to fields
  • Managing records, including duplicating, locking, and deleting records
  • Creating and managing layouts
  • Formatting layout objects
  • Finding and sorting data
  • Creating calculation fields
  • Building reports
  • Printing and saving as PDF or Excel
  • Writing and triggering scripts
  • Using relationships throughout a database
Subjects:
Business Databases
Software:
FileMaker Pro
Author:
Cris Ippolite

Creating and duplicating records

So far in this title, we've discussed how to work with FileMaker to set up tables and fields in a FileMaker file for you to store data. Now, we're going to turn the discussion to working with data in those tables. In this chapter, we're going to be talking about working with records of data, starting first with creating or duplicating records. If you open up the file entitled 06_01, you'll notice that it has two records of data stored in it. We know that because in the upper left- hand corner of the Status toolbar, we see that there is a total number of two records, and that we're on the second record.

We, of course, can use the Book icon to navigate to the other records in the database, or simply type in a number and hit Enter to navigate us directly to the record of our choosing. A record in a database is an instance of whatever we're storing in the database table. So, in this case, we're in a layout based on the Customer table. So, that means that any one of these records that we're storing represents any one record. If you're familiar with spreadsheets, you'll be familiar with the Table view, and you'll notice that FileMaker records are no different than a row inside of a spreadsheet.

Back into Form View. There's different ways that you can add records to your database. Most common are to go under the Records menu and choose New Record, or you can follow one of the shortcuts that you see listed next to the option in our menu. On a Mac, you would use Command+N, and on Windows, it would be Ctrl+N. You can also use the buttons in your Status toolbar. As you see here, New Record is one of your default options. Pressing this button will allow you to create one of these new records. We notice now that our count changed to 3. We see that some of the fields have already been populated, because those are set for Auto-Enter, and you'll also notice something else onscreen.

All the other fields go blank. Now granted, you could have just come from a record that had data in all of the fields, and when you hit New Record, most of the things go blank. If you have a bunch of fields onscreen that don't have Auto-Enter, the entire field itself will go blank. It's important that both you and your users understand that you haven't deleted anything by hitting that button. But instead what you've done is created a new blank record that will allow you to enter data into the database. You're going to see that the fields onscreen are all blank, except for the _pkCustomerID, AddressState, the DateCreated, RecordCreatedBy, and the DataModified, and those, of course, were the ones that we set up with Auto-Entry.

We covered Auto-Entry in the previous chapter. When you click inside of a field, you'll notice that that field becomes black, and your cursor starts blinking. That indicates the active field and the location of your cursor. This will allow you to add new information into the field, like, for example, the name of a company. Then after you've entered all the appropriate information, you can click outside of the field. This is actually how FileMaker saves data. So, at the moment that we were still in the field, and you see all of the other fields show up with the dotted lines, it hadn't yet saved it to the database.

There is no Save button in FileMaker, because it is a database. And a lot of users who use other applications aren't used to this concept, because in most cases, you have to hit Save to commit any of the changes that you've just made, for example, on a spreadsheet, or on a Word document, or really anything else. But in FileMaker, and other databases, you just type the information into the field, and then click outside of the field, and this action is called committing a record. That's the activity of saving it. Now, keep in mind that you can't really navigate off the record. Anything you do, if you change to another layout or various other things, will commit it.

So really, FileMaker almost has an autosave-type option. These other events that will commit a record include clicking outside the Field area, pressing the Enter key, unless, of course, you change the field behavior of the Enter key, and we'll discuss that in Layout movies. If you switch modes, for example, from Browse mode to Find mode, or Browse mode to Layout mode, your value will automatically get committed, or if you switch from one layout to another, or even creating new records by hitting New Record, or if you simply close the file completely. By the way, if you have any field validation that you set up in these fields, it's going to try to run the validation before it allows any of these activities to occur.

So, not having data that passes muster might prohibit one of these activities from occurring. Tabbing from field to field within a record, however, will not commit the record. It's a good idea to get this concept of committing a record down, because you'll see this come up later in things like scripts and calculations, or just working with some more complex data entry concepts. There are other ways to create records, too, for example, using script steps, but we'll cover those in the chapter on scripting. Another way to add records to the database is do what's called duplicating a record. So, if you already have a record in your database, like this Record number 3 that you see here, and most of the information in your new record is going to be the same, then you can save yourself some data entry by simply duplicating it.

We can choose the option Duplicate Record, which then creates an exact duplicate of this record, except that that the primary key value has changed because that's the role of a primary key value. But we'll notice now that we can go in and type some other data, and thus commit it. You see the data in the original field doesn't change, but now we have a new record that was created using the original. So, this is a good idea if you want to save yourself a lot of data entry. The commands for duplicating the record can be found in the same locations, like we mentioned ,under the Record menu, or you can see if you open up your Status toolbar, you can add by right- clicking > Customize toolbar.

You can add Duplicate if you'd like. It's not one of the defaults, however. Or you can use the shortcut keys: Ctrl+D on Windows or Command+D on Apple. Now, of course, since we've duplicated a record, you see that we've got four total records in our database. These two options, of course, are how you can create new records in your database, which are an important building block when you're managing the data that goes inside of your FileMaker Pro database. These two options for either creating or duplicating records are important building blocks when managing the data that goes inside of your FileMaker Pro file.

Find answers to the most frequently asked questions about FileMaker Pro 11 Essential Training.


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Q: In the Chapter 16 tutorial, “Using Text Functions,” the instructor discusses how to calculate the First Name and Last Name from the Full Name. However, the method does not account for names ending with  “Jr.” or “Sr.” or “III,” etc.  How can I account for added suffixes in names?
A: For cases like this, you can create a third "Suffix" field. Then change the FullName calculation to:

NameFirst&" "&NameLast&" "&Suffix 

This way, nothing will appear if the Suffix has no value, but if it does have a value the suffix will appear.
Q: What information is actually on the “Invoice Line Item” table in the examples, and how does it actually connect to the tables that it comes from?
A: The information in each line item is native to the "Invoice Line Item" table. The fields are defined in that table and each record represents "A Product appearing on an Invoice."
Each time a product is used on an invoice, a record in the line item table is created. Many of the fields, for example "Quantity," are native to that table because those values only exists when a Product is used in an Invoice, and not as attributes of a Product itself.
 
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