FileMaker Pro 11 Essential Training
Illustration by Richard Downs

Exploring the Status Area in Layout mode


FileMaker Pro 11 Essential Training

with Cris Ippolite

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Video: Exploring the Status Area in Layout mode

Once you've created layouts in your FileMaker Database, you'll want to start modifying them and making them more attractive and useful to your users. You may want to first make yourself familiar with the tools that you have available in Layout mode before you start making any changes. So, if we go into Layout mode, by going View > Layout mode, we'll notice that all the tools in the toolbar and all the icons will change when we go from Browse to Layout mode. We'll notice in Browse mode, we've got one Status toolbar, and in Layout mode we've got an entirely different set of tools.
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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

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Watch the Online Video Course 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
FileMaker Pro
Cris Ippolite

Exploring the Status Area in Layout mode

Once you've created layouts in your FileMaker Database, you'll want to start modifying them and making them more attractive and useful to your users. You may want to first make yourself familiar with the tools that you have available in Layout mode before you start making any changes. So, if we go into Layout mode, by going View > Layout mode, we'll notice that all the tools in the toolbar and all the icons will change when we go from Browse to Layout mode. We'll notice in Browse mode, we've got one Status toolbar, and in Layout mode we've got an entirely different set of tools.

Starting in the upper left-hand corner, you'll notice that your Navigation tools now become the way that you navigate between the layouts in Layout mode. So, rather than giving you a full record count, you'll see the full number of layouts that you currently have in your system. You'll also be able to navigate between those layouts by using the Book icon. And if you click inside that field, and type in a number and hit Enter, it will navigate directly to the layout, based on its number. And you will see a button to the right of the Navigation tools, called the New Layout/Report button, which we've been using to create new layouts.

Then you see a series of different tools, and by default you'll notice that the Pointer tool is active. That's what allows you to point and grab and select different items that are on your layout, and that's the most common one used, so that's why it's the default when you first enter Layout mode. And you'll notice that when you have the Selection tool active and you do click on something, that you can tell that a layout object is selected, because it's got these handles in all four corners. You'll see when I select something else, you'll notice that it has the handles available.

Next, you will notice that we've got a Text tool. By clicking on this Text tool, it turns our Cursor into a crosshair and when we click into a certain area of the layout, it allows us to type in text that can then become part of our layout. So you don't have to just have text as field labels, but you can type your own text in when you are designing your own layouts. You can also double-click on any one of your field labels, and modify the text that displays for each field label. This, however, does not change the original name of the field.

What might be a good idea is to make it more useful for users is if you go on and change some of your field labels, so that they have more user-friendly names, rather than the naming conventions that you applied when you were first defining them. You'll see a couple of examples of that here. To the right of your Text tool, you'll see that you've got several different drawing tools. For example, you can click on this Line Drawing tool to draw a line on your layout. You can also select the line with the Pointer tool and hit Delete to remove it.

You've also got the ability to create a square, a rounded rectangle or an oval, by selecting one of these drawing tools and just picking the space on your layout and then releasing the Cursor. Next, you've got a series of layout tools that add different layout objects, that have different functionality to your layouts. We'll be using each one of these throughout the remaining chapters. As you will see, we've got Field Control options, the ability to add buttons and assign actions to them, create something called a Tab Control, Portals, Charts and so on.

You'll notice another tool at the end, which is called the Format Painter. And if you select something using your Pointer tool, and then choose your Format Painter, the next item that you click will then adopt the same format as the original item you selected. This is similar to the Painter tools in other applications that you might be familiar with. If you are not already showing the Format toolbar, you can do so by clicking on the two As right next to the Revert button. This will drop down the ability for you to modify different text on your layout, much like this text that we have selected.

We can change the Font, or even the Size, or even choose to Bold, Italic and choose different Alignment options. Clicking on this box allows us to choose a different color, as well. Here, you will see that we can choose different lines, whether it's a Line tool that we selected onscreen or the lines that are borders outside of our fields. And here you will notice some controls for lines. If you've used the Line Drawing tool in various different areas on your layout, you can choose the thickness of the line, the color of the line, and even any fill colors of any objects that are selected, and different effects and patterns that you can apply to either a line or different layout objects on your layout.

And you can select them and delete them. Any changes that you make on your layout can be saved by simply clicking this button, or you can revert the layout back to its original design by hitting the Revert button. You can navigate back to Browse mode by hitting the Exit Layout button. You will also notice in your toolbar that you have a quick and easy way to get to the Manage Database, or managing any one of these other options instead of having to go into the File menu. I also have a couple of tips for you while you are in Layout mode, when you are using some of these tools.

For example, if you want to select multiple objects at one time, you can drag-select, which means clicking down on your mouse and holding down the mouse as you drag, and you will see this dotted line appear, and you can select as many layout objects as you want,, and when you release, you see that they all have handles on them, allowing me to treat them as one object. So, for example, I can click and drag all these address fields down below the logo. Also, if I select a field while holding down the Ctrl key on Windows or the Option key on Mac, and while holding down those keys I drag, it will create a copy applying the same format into the field, but as I release, it will allow me to choose another field, with or without the label, to appear in that location on the layout.

This is a good way for to be able to copy various different formats of the fields on your layout one after another as you apply new fields to your layout onscreen. You can also use the drag-select tool to select object and then hit the Delete key on your layout, thus removing it from the layout completely. Finally, you can also select the layout object, like a field, and when you see the four handles, you can choose one of the corners and then drag to resize the field. So here you see now, I have got a larger Notes field, allowing me to display more data in the Notes field than I had before.

I'll be making some of the same changes on some of the other layouts in upcoming exercise files, but if you'd like, you can do the same on this file for more of a practice. All of these tools will become useful when making changes to the designs of your layouts. It's best to understand the tools that you have at your disposal before you continue on to make these layout changes.

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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