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Creating subsummary reports

From: FileMaker Pro 11 Essential Training

Video: Creating subsummary reports

One of the most powerful and useful capabilities of FileMaker Pro is its capacity to group and summarize data in a report format. This allows you to do things like, aggregate, organize and otherwise just manipulate data that users have already entered into your system into reports and outputs that give visibility of data you wouldn't normally have. The most powerful type of report in FileMaker is something that's called a sub-summary report. In general, a sub-summary report is a way to present a list of data that's grouped by a certain variable. Let me give you an example of this inside of our Invoice List View.

Creating subsummary reports

One of the most powerful and useful capabilities of FileMaker Pro is its capacity to group and summarize data in a report format. This allows you to do things like, aggregate, organize and otherwise just manipulate data that users have already entered into your system into reports and outputs that give visibility of data you wouldn't normally have. The most powerful type of report in FileMaker is something that's called a sub-summary report. In general, a sub-summary report is a way to present a list of data that's grouped by a certain variable. Let me give you an example of this inside of our Invoice List View.

A sub-summary report is based on a Layout part that's called a sub-summary part. Let's take a look in Layout mode, and we'll see the layout that we currently have has a Header, Body and Footer. We can also see that by going under the Layouts menu to Parts Setup. But now I'm going to introduce you to the summary parts. First, we're going to hit the Create button, and we see we've got our Part Definition window. We see that Header, Body and Footer are already grayed out, because we already have those parts in our layout, and we can only have one of each.

But I want to introduce you to the Sub-summary when sorted by part. It's quite a mouthful of a name, but it does contain a very specific and important piece of information, and that's the, when sorted by; we'll get to that in a second. What a aub-summary when sorted by part allows you to do is group data based on a certain break field, and the break field is something that you're going to introduce, and it's also something you're going to be sorting by. The way you introduce the break field is by selecting the sub-summary Part and then choose a field from the window on the right.

So in plain English, what this really means is Group by. So we're choosing a Grouping Part, and we need to choose the field by which we're going to group. So we've got 146 different invoices in our Invoice Table. Maybe it might be more helpful to look at these if we group them by Customer name. However, we don't have a Customer name field defined in the Invoice Table, because it's related to the Customer table. So why don't we click here and choose the related Customer Table and just simply pick the CompanyName field? So, FileMaker asked us what do we want to group by? And we said we want to group by CompanyName.

So now we hit OK, and we see we're being asked where we want to print the Part. In this case it's just really asking us, do we want the Part to be above the Body or below the Body? And in this case we're saying Print Above. So now let's hit Done and do a little bit of cosmetic changes to our Layout. First, let's get rid of the ContactName. Select both of those holding down the Shift Key and hit Delete. And now let's move the Invoice number field over to the right - just a little cosmetic touch-up - and you'll notice now that we've got this new part, the Sub-summary Part and if you go into the bottom left-hand corner here and toggle, to click to display the Parts, you'll see that it gives more description: Sub-summary when sorted by Customer's CompanyName.

So what we want to do is place a field here that's going to show up in our layout that will represent each group. In this case, we're just going to pull in the break field, which we determined was the related CompanyName. So let's say Insert > Field > choose Customers. We don't need a label on this case, and we'll say CompanyName. Insert > Field > Customers > CompanyName. So let's drop that part in between the Summary field, which we need to make sure it's totally encased inside that summary field, and now let's go back into Browse mode and hit Save.

Nothing too spectacular yet, because as a matter of fact, we haven't changed anything inside the Layout, by the looks of it, but there's one little secret here. If you remember, when we defined the Sub- summary Part, there was also something else in the name of the Part where it said sub-summary when sorted by. So let's see what happens when we sort by that break field. Of course, we remember the break field was from the Customer Table, and it was CompanyName, so let's see what happens now in Browse mode when we hit Sort. Now you see we've got the List View, but the orders are grouped by each customer, and if we do Show All and Sort again, thus triggering the groups, let's take a look at what happens at the top of our list.

Now you see we've got a customer and all their customers orders, the next customer, all their orders, so on and so on and so on. If we go into Layout mode, we can make just a couple of cosmetic changes. For example, if we choose the Summary Part, give it a little fill color, choose the CompanyName, maybe make it bold and also transparent, and you can see this will really make our Layout pop.

Now we have a report that groups by Customer, very clearly, and then gives us all the individual invoices for each one of those customers listed below, and one more thing to really make this a report. In Layout mode, remember the TotalSummary field. Well, here's something interesting. If we go into Layouts > Parts Setup > and hit Create, let's add another Sub-summary Part when sorted by - that's right, you guessed it - CompanyName, but this time let's say Print Below.

So now you see it's created a Sub-summary Part below the Body. So now what we're going to do is Shift+ Select both the TotalSummary field label and field, hit Copy, and now we're going to paste. So let's use our arrows to move this just above the other. Now it's the same field; we just put it into sub-summary Part. So what happens when we go into Browse mode now? We'll notice that the same Summary Part is now giving us a Total for each customer and then moving on to the next customer, and so on and so on, until finally, at the bottom, it's giving us a total of all customers.

So what's actually happening here is that we're creating mini found sets using sub-summary parts, and the data within the found sets is being summarized by a Summary field, because of course Summary fields summarize data within found sets. So what a sub-summary part does is not only group information, but create mini found sets of that information for us to use in our reports. So in just a few minutes, you can take any List View, add a couple of Summary Parts to it in a Summary field and end up giving yourself a group report, which will allow you to aggregate, organize, synthesize or even manipulate data that other users may have already entered into your database.

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This video is part of

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

94 video lessons · 15160 viewers

Cris Ippolite
Author

 
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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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