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FileMaker Pro 11 Essential Training
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Creating subsummary reports in Table view


From:

FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Creating subsummary reports in Table view

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.
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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 subsummary reports in Table view

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.

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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