FileMaker Pro 11 Essential Training
Illustration by Richard Downs

Using the Layout Assistant to create List views


FileMaker Pro 11 Essential Training

with Cris Ippolite

Video: Using the Layout Assistant to create List views

We've talked about the different types of layouts that you traditionally create inside of FileMaker databases, one of which is a Form layout, which is called the Detail View, which displays all the fields possible onscreen at a time. But there's another field type that's called a List View. List View is not only a way to view your layouts and records, but it's also a way that you can create a layout in order to show the maximum amount of records onscreen at a given time. Perhaps you want to create one of these List Views, or maybe you just want to display the same data with a different look or functionality, but in either case, you'll need to create a new layout.
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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

Using the Layout Assistant to create List views

We've talked about the different types of layouts that you traditionally create inside of FileMaker databases, one of which is a Form layout, which is called the Detail View, which displays all the fields possible onscreen at a time. But there's another field type that's called a List View. List View is not only a way to view your layouts and records, but it's also a way that you can create a layout in order to show the maximum amount of records onscreen at a given time. Perhaps you want to create one of these List Views, or maybe you just want to display the same data with a different look or functionality, but in either case, you'll need to create a new layout.

So, let's say that we want to create a List View for each one of the primary tables in our database. We'll begin by first going into Layout mode. There are various different ways you can enter Layout mode. You can go under the View menu and choose Layout mode, or use the shortcut key, which is Command+L on Mac, or Ctrl+L on Windows. In either case, this will get you to Layout mode. Once you're in Layout mode, you can go under the Layouts menu and choose New Layout/Report. You can use your quick keys for Ctrl+N or Command+N, or hit the New Layout/Report button.

This pops up the New Layout/Report dialog window, which is very useful for creating various different types of layouts. You'll see that on this screen, you've got a couple of different decisions to make. The first one is the most important. When you're creating a layout, the first and most important thing that you need to specify is what's called the context of the layout. This is the term for what table the layout will be based on. Every layout in your FileMaker database has to be based on one of the tables in your database. So, for example, what we're trying to do here is to create a List View for each of the primary tables.

Since we already have a Form, or Detail View for customers, we're going to first start off by creating a List View for customers. So, that means that this layout will need to be based on the table, Customers. So, this is the first time we're seeing in our FileMaker database that we're creating two layouts based on the same table. Again, you can create an unlimited amount of layouts in your database, and an unlimited amount based on any given table. So, in this case, we'll choose Customers, and the next decision we're going to make is what we're going to name the layout. Here, we'll call this layout Customer List, to make it obvious to our users.

Then we're going to choose whether or not this layout will appear in the Layout dropdown list in Browse mode. All layouts will appear in the Layout dropdown list in Layout mode, so that you can access them and manipulate them accordingly, but only some of them will appear in Browse mode, and those are the ones where you have this option checked. We want all of our users to be able to use the Customer List, so we'll leave this option selected. Next, we need to select a layout type. We've got various different layout types to choose from. We've got the Standard form, which allows us to create a Form View or a Detail View layout.

We've got Table View, which allows us to create a spreadsheet type view with multiple records onscreen at a time. Similarly, a List View will also give us multiple records onscreen at a time, but it won't appear as though it's a spreadsheet. We've also got Reports, Blank layouts, Labels, and Envelopes, all of which we'll use in upcoming movies. In this case, we're going to choose List view, since we're creating a Customer List view. We see, as we choose each one of them, our preview option changes on the right. This gives us a little bit of an idea of what our layout is going to look like when we're finished. The other option when you choose List view is whether or not you want to constrain the columns to a page width.

Here, you would have the print driver cutoff area on your layout, and if you choose to constrain, it's going to wrap your List view around and give you multiple rows. In the majority of the cases when you create a List view, you're only going to want to have one row of information. This way, you can maximize the amount of data that you can fit onscreen for either printing off various different records, or just viewing as many onscreen at a time as you can. So, we're not going to choose Constrain columns to page width. We're just going to make sure that we only put as many columns that will fit on one printed layout.

Hitting the Next button allows us to specify the fields that we want to include in our List view. Now, as I mentioned before, it's pretty traditional to create a List view for every primary table that you have in your database. This will be helpful when you're doing things like searching, or printing multiple records, but the key on a List view is that it's only going to have a subset of the fields. It will have enough fields for you to identify whether this is the record you're looking for. Then when you select that record, you can then navigate over to a Form view to be able see all of the fields available. So, when you're selecting fields for your List view, choose fields that will help you identify this record over other records in the found set.

In this case, we'll pick things like AddressCity, and if I select it and hit the Move button, you see it show up in our Fields shown on layout/report. You can also just double-click on a field to easily get it over to the other side. So, we'll click State, Name, or choose NameFirst, and hold down the Shift key in NameLast, and hit Move, and you see both of them go over at the same time, and Title, and let's just say the last one we pick is AddressEmail. Just like other windows that you've seen that are similar, you can choose one of these items, and then grab the handles and move it to the top of the list.

This will be the order in which the fields appear as columns from left to right. Once we've got all the fields, and in the order that we want, we can hit the Next button. Next, you'll see the option for choosing the record that you want to sort by. When you're in List view, you're going to see your records sorted in a certain way, and this is where you choose the field that you want to sort them by. Let's say, in this case, we'll pick CompanyName, and hit Move. Also, while we have the fields sorted, we want to choose whether or not we're going to see them displayed in ascending or descending order.

We'll talk more about sorting options in the chapter on sorting. For now, we'll hit Next, and you see we move on to select the theme. FileMaker ships with many pre-designed themes, but the majority of the time you can use FileMaker's Layout tools to design the layout just the way you like. So, you'll just end up choosing Default or the Standard. In this case, they're both the same, but if I've made changes to one of my existing layouts, it's going to be saved as a default. That way, I can apply that same layout style to any new layouts I create.

For now, we'll just choose Standard, and hit Next. On the next screen, you see we've got something called Header and Footer Information. This allows us to choose different pieces of static data that could appear in our header, which is the part at the top of the screen, or in our Footer, which is a layout part on the bottom. We'll choose Page Number in the bottom right-hand corner, and hit Next. The final option allows us to choose whether we want a script made. We haven't covered script yet, so we'll skip this until a later chapter.

When you're done, you can choose whether or not you're going to view your layout in Browse mode, so that you can see the data, or in Layout mode, so you can make further changes. Let's go into Layout mode, and hit Finish. Now you see that I've got a new layout. The main thing that you'll notice is that the part that's called the body, which is where all the fields exist, is very short, compared to our Customer layout, where the body is much taller. You see in the Customer List, it's very short. This is what allows many records to appear on one layout at a given time.

When we look at this in Browse mode, we can now see that we get multiple different records onscreen at a given time, making it easier for us to view all of the different records in either a Found Set or a printable layout. The other thing that you'll notice is the reason that we do see multiple records onscreen is not only because the body part is so much shorter, but also because we've chosen View As a list. If we didn't have View As a list, we would just see one record onscreen at a time with a very short body. We'll make sure that any List view that we create still has List view associated with it.

In the next exercise file, you'll see that I will have created Product list and Invoice list layouts. You can do the same thing as additional practice, if you like. Because layouts are the primary way that your users will interact with your data, the Layout Assistant is a great way to quickly create new layouts for your system.

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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