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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.
In previous movies we've discussed how in the New Quick Table View in FileMaker Pro 11, you can add and manage fields, and that you can also add and manage Records. In this movie I want to show you how we can add a part or at least the functionality that's produced by a part. Specifically speaking, we're talking about Sub-summary Parts, similar to how we added a Sub-summary Part in our previous movie in order to create a report. You can allow your users to go into any Layout that's in Table View and create a Sub-summary Report. For example, here in Customer List, you can see that we're in Table View, and now we can decide on a field that we want to use to group all our Records.
We see here that we've got an AddressState field. Let's say that we want to group all our records by the address, and we've got about 1523 records here and we want to group them each by State. So what I can do is hover over all the different column headers, and as you see as I hover over each, a little dropdown arrow appears, but I'll choose the field that we want to use as our break field, or our grouping field, click on the arrow on the dropdown, and now you see we have various options here, most of which we've talked about already, Sorting, Field Types, Field Options. But if you look here we've got the ability to Add a Leading Group by AddressState, or Add a Trailing Group by AddressState.
If you're familiar with reporting inside of FileMaker Pro, you know that you can set up a Part that's called the Sub- summary Part, and when you create it you're asked whether or not you wanted to place it above or below the Body. That's essentially what these two options are: Do you want this new part to be above or below the Body Parts? So what we're going to do is we're going to choose Add Trailing Group by AddressState. So now you see what we get is a part after each State that has a default gray value, and also FileMaker has already sorted all of our records by the break field, which in this case is State.
So also you see when we right- click into this area, we can change the part color, and make it pop a little bit more, and now we've got all of our records grouped by State. Let's say we want a subtotal by State. Well, if you first look under File > Manage > Database, we'll see that we don't have any Sub-summary fields defined inside the Customer Table. But if we go back into the column header for AddressState, you'll see we've got a couple other options. So you see we've got this option for creating Trailing Subtotals.
Now again, we don't have a Summary field in this table, but we can choose Trailing Subtotals, and either do a Count or a Running Count, and the reason we only have these options available to us is because AddressState happens to be a Text field. If it was a Number field, or even Date field, we'd have some of these other options like Total, Average, Maximum and Minimum available to us. Well, let's just choose Count for right now, and now you see it's included a count after each group. And in addition , what it's done, if you'd look under File > Manage > Database, is now it's defined a new Summary field for us based on the Count of AddressState, like we indicated here in Browse mode.
Not only can you create the report in Browse mode in Table View, but you can also create the supporting fields in Browse Table View as well. Creating Group Layouts in Table View helps you turn simple Lists in Table View into reports. With FileMaker Pro 11, you can now easily create grouped Layouts on the fly, using the New Quick Table View features.
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