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FileMaker Pro 11 Essential Training
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Creating relationships using the relationships graph and table occurrences


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FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Creating relationships using the relationships graph and table occurrences

At this point in the process of creating our FileMaker database, we have already gone through the data modeling exercise to determine the tables, and we've determined what the relationships are going to be. And if you go under the File > Manage > Database option, it will show us here that we've got all of those tables already defined inside of our database. And by clicking on one of the tables, you see that we've gone through each one and determined which Primary and Foreign Keys we will require and defined those appropriately within the table. Now if you look at the last tab on the Manage Database window, called Relationships, you will get your first glimpse that what's called the Relationship graph, and inside the Relationship graph this is where we can establish relationships between tables and also manage those in the future.
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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 relationships using the relationships graph and table occurrences

At this point in the process of creating our FileMaker database, we have already gone through the data modeling exercise to determine the tables, and we've determined what the relationships are going to be. And if you go under the File > Manage > Database option, it will show us here that we've got all of those tables already defined inside of our database. And by clicking on one of the tables, you see that we've gone through each one and determined which Primary and Foreign Keys we will require and defined those appropriately within the table. Now if you look at the last tab on the Manage Database window, called Relationships, you will get your first glimpse that what's called the Relationship graph, and inside the Relationship graph this is where we can establish relationships between tables and also manage those in the future.

You'll see that we have four different blocks or squares in the Relationship graph. Each one of these blocks is known as a Table Occurrence, and every time you define a table in FileMaker Pro, it automatically puts one of these blocks on the Relationship graph for you. It's important though not to think of them as a table, because as we'll learn later in the title, a single table could be represented on the relationship graph by multiple blocks, but we are not going to worry about that kind of stuff right now. For now we are going to focus on there being one table occurrence per table defined in our database.

And our goal is here is to create relationships, and this is really the easy part, too, as far as the task inside the database, because to physically create these inside a FileMaker, it doesn't really take that much effort. First, I want to give you a brief idea some of the tools that are available to us in this window. You see down here in the bottom left-hand side we've got a cluster of tables and relationships. These will allow us to create new table occurrences, as we'll get to in the future, or define relationships between them, or even write notes about the existing table occurrences if need be.

You'll also see that we can move these things around by clicking on them. You see the highlighted one is in yellow, and if we want to line them up a little bit better, we can drag-select them by holding down the Shift key and releasing. You see we've all three highlighted. And we can use our Arrange tool to do either distribute horizontally or vertically to kind of line them up a little bit better. Also, you can select them, again, holding down your mouse, dragging and then releasing, and you can choose to make them different colors by clicking on your color palette.

So, for example, we can make these all the same color, indicating that these where our initial base tables that we're using when we set up our database. You'll see we have a remaining set of tools here also. The Pointer tool allows us to select and move different table's occurrences around, and if we click on the text, I can click in here and make myself a note, and you'll see it will show up in here. It won't be a table occurrence, but just a note about table occurrences in case I want to give myself a note, or share a little note with other developers, and you can just hit Delete to get rid of it.

And then these are zooms, so if you have a lot of table occurrences you can zoom in or zoom out, or you could just type in the scale that you want to use. And since you can print your table occurrence, which is always a good idea, this allows you to determine how many pages you're going to print when you hit this button. So just like when you're in Layout mode, you'll see that the Pointer tool is the default, so therefore our cursor is an arrow. So in order to create relationships between the different tables, all we have to do is just select the Pointer icon. And so let's first create a relationship between Customers and Invoices.

What we'll do is we'll go into the parent, select the Primary Key field, and you'll see when we click down on the Primary Key field, you will see we get these little dumbbells underneath our cursor. By dragging them outside the table occurrence, now you see we have a line that now needs to be connected to the Foreign Key field in the Child table. So what's the Child table to Customers? One customer can have many invoices, right. So what we need to do is pick one of the fields in the Invoice that acts as the Foreign Key fields, and then connect the two tables together.

So that's why we use these naming convention, because we can easily see pkCustomerID is Primary Key of the Customer ID, to fkCustomerID, which is the Foreign Key. We'll just release, and now we see that that relationship has been defined, and we'll do the same thing over here, if we move the Invoice line item table. And I am going to pick the Primary Key, and I need to connect it with the Foreign Key, or fkInvoiceID. Again, the naming conventions are helping us here. And we'll choose the Primary Key in Products and link that to ProductID. And we can move these things around a little bit, and you can even collapse the table just so it shows the Primary Keys to give you a little bit more room, by hitting that little button in the upper right-hand corner.

So now that we've got the base architecture set up in our FileMaker database, you can continue on to develop the rest of your functionality. It's important to get your architecture in place first before you proceed, and when I say architecture, I mean you have to determine what kind of tables you are going to have, how they are going to be related, so therefore the key field you are going to have to use, and then you go and set up your relationships. So once you go through that process, you can then move on to start defining other things inside of your database. Later, in the Using Relationships chapter, we're going to show you various different ways that you can use the relationships that we've set up here.

A FileMaker database contain a database file with one single table in it or be composed of multiple tables inside one file that are linked internally using FileMaker relationships. These relationships are managed here inside of the Relationships tab.

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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