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FileMaker Pro 11 Essential Training
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Editing and locking records


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FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Editing and locking records

Once you have added records to your FileMaker database, or if you've already got records in your FileMaker database, you have the ability to edit the data that's already in those fields. Now I should mention that you can control whether or not some of your users, or all of your users, can edit values inside of the database. There's something that you'll find under File > Manage > Security, and it will allow you to set up accounts and privileges. Now, we are not going to be covering that in this title, but I urge you ,if this is of interest to you, to go check out the FileMaker Help System under the topic Security. You can also prevent users from entering a field when in Browse mode through Field Attributes, which we'll discuss in a later chapter on Formatting Layout Objects.
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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

Editing and locking records

Once you have added records to your FileMaker database, or if you've already got records in your FileMaker database, you have the ability to edit the data that's already in those fields. Now I should mention that you can control whether or not some of your users, or all of your users, can edit values inside of the database. There's something that you'll find under File > Manage > Security, and it will allow you to set up accounts and privileges. Now, we are not going to be covering that in this title, but I urge you ,if this is of interest to you, to go check out the FileMaker Help System under the topic Security. You can also prevent users from entering a field when in Browse mode through Field Attributes, which we'll discuss in a later chapter on Formatting Layout Objects.

But assuming that you've allowed users to make edits to the data that's in your database, all they need to do is click into one of the fields. You'll see that it puts a border around the active field, and puts the position of your cursor as a blinking line, and then they simply need to just start typing. You'll see here I am hitting the Delete key, and I am typing in a new value. I can now tab to other fields, or click into other fields if I'd like to. You see I've just Drag+Selected the entire contents and by typing anything into this field, it will overwrite the previous value.

Now, once you've made a change to a field value, and you click outside of the record, this is what's called committing the entry. This is how FileMaker saves changes to data and once the record is committed, it's automatically saved to your FileMaker database. Therefore you, or your users, do not need to save any of the changes that you've just made, like you may have to in other applications. Now, keep in mind there is one way that you can undo changes. For example, if we go down into this Notes field and we type in a value, before we commit the field, there you see we've committed this value, but now if I make changes, I can go under the Edit menu to undo typing, which will then change the value that I just entered.

You can do this multiple times, as long as the user has not committed the change. So it doesn't allow you a lot of recourse for updating any changes that you make in a field, but if you can train your users that before they commit, they can undo the changes that they've made. Otherwise, simply committing the record will commit those changes to the database. Another very important thing to know about editing records is that only one user can be editing a record in a database at the same time. This means that a user can only be editing a single record, not the concept of editing inside of the database.

It's very common to share your FileMaker databases on a network, so in that case, you may have multiple users that are interested in working on a single record. Let's take a look at what that would look like. I am going to open up a new window which is basically, just another copy of the same database that I am currently working on, and you'll see by going under Window, to New Window, it's going to pop up the same database on the same record on the same layout, and this is just to demonstrate two different users trying to access the same record at the same time. If you are interested in more details on managing windows, feel free to take a look at the FileMaker Help System under Managing Windows.

Now, let's say I am a user over here, and I've selected Record number 4, and I click inside the field, and I start making a change. User number 2, who would be on another computer, could be on Record number 1 and you see they can click into the Notes field, and they can start entering in whatever kind of value that they'd like to. Now, what if User number 2 navigates over to Record 4? Now, you see that we have two users modifying the same record. What happens now if I try to click inside this field and make a change? I am going to hit the Delete key right now.

Now, you see a window popped up saying the record cannot be modified in this window, because it's already being modified in a different window. Now, that's a message that you see if you have two windows open at the same time, like I do. But the message that you'll see if you are sharing a database is very similar, just a slightly different wording, and it basically says another user is already updating this record. This is what's called Record Locking, and it prevents confusion while updating records in your FileMaker database. For example, if we allowed two users to edit the same record or even the same field at the same time, how's one user going to know that their changes that they've just entered got completely overwritten by somebody else? So when this record locking message appears in a multiuser environment, you'll see the information on the account of the person who is making a change, which allows you to possibly contact that person and say, hey, are you editing this field? Can I get in there when you are done? It's not a bug or anything to work around in FileMaker.

It's actually there by design because this is a way that two users who are trying to edit the same record makes only one of them aware that their changes have been saved. So this way the other person is going to be restricted from making any changes, so that there is no confusion by the users or the database as to who got to save the last change. The concept of record locking is something you'll need to be taking into consideration when you are training your users on updating records in your FileMaker database when it's hosted. It's important for you to understand how changes can be made, and even some of the restrictions that may occur that prevent multiple users from editing the same record at once.

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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