User s Guide. For Windows, Mac, Palm OS, and Pocket PC. Companion for Palm OS and Pocket PC

Transcription

1 For Windows, Mac, Palm OS, and Pocket PC FileMMobile aker8 Companion for Palm OS and Pocket PC User s Guide FileMaker, Inc. All Rights Reserved. FileMaker, Inc Patrick Henry Drive Santa Clara, California FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and ScriptMaker and the file folder logo are trademarks of FileMaker, Inc. FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without written permission from FileMaker. You may use this documentation solely with a valid licensed copy of FileMaker software. All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely coincidental. Credits are listed in the Acknowledgements document provided with this software. For more information, visit our website at Edition: 01

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3 Contents Chapter 1 Overview of FileMaker Mobile Registration and customer support 1-1 New features 1-1 Overview of FileMaker Mobile software 1-2 System requirements 1-3 Desktop Requirements* 1-3 Handheld Requirements* 1-3 Supported languages 1-4 Chapter 2 Installing FileMaker Mobile Installing the FileMaker Mobile application on your desktop computer 2-1 Installing the FileMaker Mobile application on a Palm handheld 2-1 Installing the FileMaker Mobile application on a Pocket PC handheld 2-3 Chapter 3 Setting up FileMaker Mobile Adding FileMaker Pro databases to share with the handheld 3-1 Add Starter Solution 3-2 Add local database 3-2 Add hosted database 3-3 Making FileMaker Pro databases available for synchronization 3-3 Setting up FileMaker Pro databases to work with FileMaker Mobile 3-4 Configuring mobile settings for hosted databases 3-8 Chapter 4 Using FileMaker Mobile for Palm OS Loading a FileMaker Pro database onto your handheld 4-1 Opening a database on the handheld 4-1 Viewing records 4-1 Adding records 4-3 Finding records 4-3 Sorting records 4-3 Deleting a record 4-3 Deleting all records in a found set 4-4 Deleting a database from your handheld 4-4 Setting database options 4-4 Synchronizing information between your handheld and computer 4-5

4 iv FileMaker Mobile User s Guide Chapter 5 Using FileMaker Mobile for Pocket PC Loading a FileMaker Pro database onto your handheld 5-1 Opening a database on the handheld 5-1 Viewing records 5-2 Adding records 5-3 Finding records 5-3 Sorting records 5-4 Deleting a record 5-4 Deleting all records in a found set 5-4 Deleting a database from your handheld 5-4 Setting database options 5-5 Synchronizing information between your handheld and computer 5-5 Chapter 6 Administering FileMaker Mobile solutions Product information 6-1 Field contents 6-1 Field definitions 6-1 FileMaker Mobile database limits 6-2 FileMaker Mobile field types 6-2 Using a different handheld 6-2 Adding a new handheld device 6-2 Resetting the handheld identification 6-3 Removing FileMaker Mobile 6-3 Removing FileMaker Mobile from your Palm handheld 6-3 Removing FileMaker Mobile components from your Pocket PC handheld 6-4 Removing FileMaker Mobile from your desktop computer 6-4 FileMaker Pro scripts supported in FileMaker Mobile 6-5 Index I-1

5 Chapter 1 Overview of FileMaker Mobile With FileMaker Mobile and a Palm OS or Windows Mobile-based Pocket PC handheld you can: 1 select information from FileMaker Pro databases to load onto your handheld 1 view, add, modify, and delete records in your databases when you are away from the office 1 synchronize changes made to both your desktop databases and handheld databases If you re new to the Palm OS or Pocket PC, you need to know how to use the HotSync or ActiveSync software to synchronize information on your handheld with information on your computer. If you have not performed a sync operation with your handheld before, see the documentation that came with it. Registration and customer support New features Please take the time to complete the registration for your product, or register online at For information about technical support and customer service, see: (North American customers) (customers outside of North America) On the web site, you will find the FileMaker, Inc. Service Directory, which details the service options available to North American customers, as well as links to FileMaker, Inc. international sites, answers to frequently asked questions, and access to extensive software libraries used by technical support staff. If you do not have access to the Web, please refer to the FileMaker support/service sheet included in the software box. North American customers can also call to learn about the service options available. FileMaker Mobile 8 presents new features, such as: 1 Compatibility with FileMaker Pro 8, FileMaker Pro 8 Advanced, FileMaker Server 8, FileMaker Server 8 Advanced 1 Synchronize with hosted FileMaker Pro databases 1 6 pre-designed FileMaker Starter Solutions 1 Support for people with special needs FileMaker Mobile 8 documentation is provided in tagged Adobe Portable Document Format (PDF). Tagged PDF files work with assistive technology, such as the JAWS for Windows screen reader. For more information about tagged PDF files, see

6 1-2 FileMaker Mobile User s Guide For late-breaking information about FileMaker Mobile, browse the contents of the CD and view the Readme file, or visit (North American customers) or (customers outside of North America). Overview of FileMaker Mobile software FileMaker Mobile synchronizes FileMaker Pro databases with many handheld devices. The following table shows the software components that you need to install in order to run FileMaker Mobile, and where the software components are installed. Palm or Pocket PC Handheld Mac or Windows Computer Installed Software 1 FileMaker Mobile application 1 FileMaker Mobile desktop 1 FileMaker synchronization module 1 Palm Desktop/HotSync or ActiveSync software Data Storage 1 Palm or Windows Mobile handheld databases 1 FileMaker databases (.fp7) Database Management Software 1 FileMaker Pro or 1 FileMaker Pro Advanced The software components perform the following functions: On handheld 1 FileMaker Mobile handheld application is installed on the handheld and provides the user interface for viewing, editing, and managing FileMaker data on your handheld. On desktop computer 1 FileMaker Mobile desktop application is used on your desktop computer for adding and configuring FileMaker database files (.fp7) for use with FileMaker Mobile. 1 FileMaker synchronization module is installed along with the FileMaker Mobile desktop software, and provides the synchronization capability between local or hosted FileMaker databases and your handheld device. 1 Palm Desktop/HotSync or ActiveSync software is used during installation to upload the FileMaker Mobile application to your handheld device and is used for synchronization. 1 FileMaker Pro or FileMaker Pro Advanced is used to create or modify your FileMaker Pro databases for use with FileMaker Mobile 8.

7 Overview of FileMaker Mobile 1-3 On hosted computer 1 (optional) FileMaker Server or FileMaker Server Advanced can be used to host FileMaker databases for remote access by the FileMaker Mobile application. Note You need to synchronize your handheld device with a desktop computer in order to establish a connection to the remote host. You cannot synchronize the handheld directly to FileMaker Server. System requirements Desktop Requirements* FileMaker Mobile 8 works with: 1 FileMaker Pro 8; FileMaker Pro 8 Advanced; FileMaker Server 8; FileMaker Server 8 Advanced 1 FileMaker Pro 7; FileMaker Developer 7 Windows 1 Pentium III 500 MHz or higher, 256MB of RAM; CD or DVD drive 1 Windows 2000 (Service Pack 4), Windows XP (Service Pack 2) 1 Palm Desktop software with HotSync Manager installed for Palm OS handhelds 1 ActiveSync 3.8 installed for Pocket PC handhelds Mac OS X 1 Macintosh computer with G3, G4, or G5 processor; 256MB of RAM; CD or DVD drive 1 Mac OS X , Palm Desktop 4.2 software with HotSync Manager installed Handheld Requirements* Palm OS (Windows and Mac) 1 Palm OS compatible handheld; 2MB of storage 1 Palm OS HotSync cradle and/or cable Pocket PC (Windows Only) 1 ARM-based Windows Mobile 2003 (Second Edition included), and 5.0-based Pocket PCcompatible handheld 1 16MB of RAM 1 ActiveSync cradle * Version stated is the minimal requirement. The software will also work with later versions certified by FileMaker.

8 1-4 FileMaker Mobile User s Guide Supported languages FileMaker Mobile is designed to work with the following languages: English, French, German, Italian, Japanese, and Spanish. The FileMaker Mobile software interacts with the operating systems as follows: This component FileMaker Mobile application FileMaker Mobile Synchronization Module FileMaker Mobile handheld application Displays the language used in Desktop operating system Desktop operating system Palm OS or Pocket PC

9 Chapter 2 Installing FileMaker Mobile The following sections explain how to install FileMaker Mobile software on your desktop computer and handheld device. You install the FileMaker Mobile application and synchronization module on your computer and then install the FileMaker Mobile application on your handheld. Installing the FileMaker Mobile application on your desktop computer Important If you have FileMaker Mobile 7 installed, perform an ActiveSync or HotSync before proceeding. This will back up your handheld databases. The FileMaker Mobile 8 installation will replace your FileMaker Mobile 7 installation on your desktop PC. To install the FileMaker Mobile application and synchronization module: 1. Exit other open programs and turn off virus protection utilities. 2. If you are installing from a CD, insert it into your CD or DVD drive. 3. Do one of the following: For this system Windows Do this Click Install FileMaker Mobile. Mac OS Double-click FileMaker Mobile Follow the instructions of the installation wizard. 5. Follow the instructions that appear on your screen. 1 When the license agreement displays, review the terms. If you accept the terms, click Accept, then click Next. 1 When prompted for an installation code, type the code that comes with the product, then click Next. 6. When the installation is complete, click Finish or Quit. Installing the FileMaker Mobile application on a Palm handheld Important If you have FileMaker Mobile 7 installed on your Palm handheld, you must remove it before installing FileMaker Mobile 8. For more information, see Removing FileMaker Mobile from your Palm handheld on page 6-3.

10 2-2 FileMaker Mobile User s Guide The following steps install three files: Filename FileMaker Mobile 8.prc FileMaker Mobile Inf.pdb FileMaker 8 Lang [Language].prc Description FileMaker Mobile application file License key information file FileMaker Mobile application resource file for each of the languages To install the FileMaker Mobile application on your Palm handheld: 1. In Windows or the Mac OS, launch the Palm Desktop application. 2. Click the Install tool (Windows) or choose Hot Sync menu > Install Handheld Files (Mac OS). 3. Click Add (Windows) or Add To List (Mac OS). 4. Navigate to the folder where the FileMaker Mobile application for the handheld was installed. 5. Select FileMaker Mobile 8.prc, then click Open (Windows) or Add To List (Mac OS). 6. Click Add (Windows) or Add to List (Mac OS). 7. Select the corresponding language file, then click Open (Windows) or Add To List (Mac OS). For English French German Italian Japanese Spanish Select FileMaker 8 Lang English.prc FileMaker 8 Lang French.prc FileMaker 8 Lang German.prc FileMaker 8 Lang Italian.prc FileMaker 8 Lang Japanese.prc FileMaker 8 Lang Spanish.prc 8. Click Add (Windows) or Add to List (Mac OS) 9. Select FileMaker Mobile Inf.pdb, then click Open (Windows) or Add To List (Mac OS). 10. Perform a HotSync operation to install the application on your handheld. You can confirm the successful installation of FileMaker Mobile by locating the icon in the list of available applications on your Palm handheld. 11. Perform a HotSync operation to transfer the user code and the license key to the desktop. You can check the user identification by starting the desktop FileMaker Mobile 8 application and clicking User. Chapter 3 tells you how to transfer your databases to your handheld.

11 Installing FileMaker Mobile 2-3 Installing the FileMaker Mobile application on a Pocket PC handheld Important If you have FileMaker Mobile 7 installed on your Pocket PC handheld, you must remove it before installing FileMaker Mobile 8. For more information, see Removing FileMaker Mobile components from your Pocket PC handheld on page 6-4. To install the FileMaker Mobile application on your Pocket PC handheld: 1. Insert your Pocket PC handheld in the cradle. 2. In Windows launch ActiveSync. 3. Choose Tools menu > Add/Remove Programs Click the FileMaker Mobile 8 application. 5. Click OK. If a warning states that the program is from an unknown publisher, click Yes to continue the installation. 6. When prompted, enter the handheld license key. 7. When prompted on the handheld, remove and replace your handheld in the cradle. This enables ActiveSync to identify the files to download. 8. Click OK in Windows to close the dialog box. 9. In ActiveSync, choose Tools menu > Options Check the FileMaker Mobile 8 application, then click OK to enable ActiveSync to transfer files to the handheld. 11. Perform an ActiveSync operation to transfer the user code and the license key to the desktop. You can confirm the successful installation of FileMaker Mobile by locating the icon in the list of icons on your Pocket PC handheld. You can check the user identification by starting the desktop FileMaker Mobile 8 application and clicking User. Chapter 3 tells you how to transfer your databases to your handheld.

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13 Chapter 3 Setting up FileMaker Mobile This chapter tells you how to set up FileMaker Pro databases to work with FileMaker Mobile and how to check which databases are ready to be loaded onto the handheld. Note FileMaker Mobile 8 works with FileMaker Pro 7 and FileMaker Pro 8 databases. FileMaker Mobile 8 does not work with earlier versions of FileMaker Pro databases. Adding FileMaker Pro databases to share with the handheld To share FileMaker Pro databases with the handheld: 1. Start the FileMaker Mobile 8 application. 2. If no databases are currently shared, the Add Database dialog will appear automatically. Otherwise, click Add in the main FileMaker Mobile window. Select to add FileMaker Starter Solutions Select to add a FileMaker Pro database on a local disk Select to add a hosted FileMaker Pro database

14 3-2 FileMaker Mobile User s Guide You can add databases using one of three methods: 1 Add Starter Solutions add one or more of the ready-to-use FileMaker Starter Solutions included with FileMaker Mobile 8. 1 Add local database add any local database on your desktop computer. Note For each database selected you will need to specify mobile settings. For more information, see Setting up FileMaker Pro databases to work with FileMaker Mobile on page Add hosted database add any remote, hosted database on your network that is already configured with mobile settings. For more information, see Configuring mobile settings for hosted databases on page 3-8. Add Starter Solution 1. In the Add Database dialog box, select Add Starter Solution. 2. Specify one or more of the Starter Solutions that you want to share with the handheld. 3. Click OK. The Starter Solutions are FileMaker Pro databases that are pre-configured with the mobile settings that you need. These solutions can be used on your handheld device immediately following your first synchronization. If you want to modify any of the default settings, see Setting up FileMaker Pro databases to work with FileMaker Mobile on page 3-4. In addition, if you would like to view or modify these FileMaker Pro databases, you can open the files using FileMaker Pro 8 or FileMaker Pro 8 Advanced. These files are in the following locations: Platform Windows Mac OS File C:<My Documents>\FileMaker\ FileMaker Mobile\Starter Solutions <Documents>/FileMaker/FileMaker Mobile/Starter Solutions Add local database 1. In the Add Database dialog box, select Add Local Database. 2. When prompted, specify the FileMaker Pro database that you want to share with the handheld. Note If the database does not contain any mobile settings, you will be prompted to specify the mobile settings before adding the database. For more information, see Setting up FileMaker Pro databases to work with FileMaker Mobile on page Click OK. Repeat these steps for each FileMaker Pro database you want to share with the handheld.

15 Add hosted database 1. In the Add Database dialog box, select Add Hosted Database. Setting up FileMaker Mobile Specify the Network File Path for the FileMaker Pro database on the hosting machine (FileMaker Pro 8 or FileMaker Server 8), or click Browse to locate the hosting machine on the network. Example of Network File Path: fmnet:/hostipaddress/filename Note You will not be able to add the hosted database if the database does not contain any mobile settings. For more information, see Configuring mobile settings for hosted databases on page Click OK. Repeat these steps for each hosted FileMaker Pro database you want to share with the handheld. Making FileMaker Pro databases available for synchronization After you have added the FileMaker Pro databases that you want to synchronize with the handheld device, they will by default be enabled for synchronization. You can temporarily turn off the synchronization for each database by removing the checkmark next to the database name.

16 3-4 FileMaker Mobile User s Guide Setting up FileMaker Pro databases to work with FileMaker Mobile Note To set up databases, your access privileges must include Design Layouts. The database must not be open or hosted during setup. To set up a FileMaker Pro database to work with FileMaker Mobile: 1. Start the FileMaker Mobile 8 application. (If no databases are available on the handheld device, the Add Database dialog will appear.) 2. Select the database to configure mobile settings. You can also click Configure to locate a database file on your computer to configure mobile settings. This option is primarily used for configuring hosted database files. You can choose who has access to the file Select the fields to transfer Specify actions performed before or after synchronization 3. Click Settings. 4. In Sharing, specify the handheld access to the file. Click Specify to grant database access by the user s privilege set. Note The options specified under Sharing will enable the fmmobile extended privilege set in the database. You can also modify the accounts and privileges directly using FileMaker Pro or FileMaker Pro Advanced. 5. Click Specify Fields.

17 Setting up FileMaker Mobile In the Available Fields list, select the field you want to transfer to the handheld and click Add. Repeat this step for each field you want to transfer. You can transfer up to 50 fields and their data. Only Text, Number, Date, and Time field types can be transferred and only these will appear in the Available Fields list. Select the fields to transfer to the handheld Click to specify how fields display on the handheld To change the order that fields will appear on the handheld, select a field in the Handheld Fields list and click Move Up or Move Down. Arrange the fields now in the order you want them to appear on your handheld. 7. (Optional) To specify how fields display on the handheld, click Properties. Click to show or hide properties The available options depend on the field type and selected properties

18 3-6 FileMaker Mobile User s Guide When you select a field in the list of handheld fields, you can edit the following properties: To Select a data entry format Use a list of values for data entry Allow changes to field data Capitalize the first letter when entering data in an empty field Display a custom label instead of the field name Click a field in the Handheld Fields list, then Choose one of the following from the Format list. See the examples following this table. 1 For text or number fields, choose Standard, Popup Menu, Popup List, Single Checkbox, or Notes. 1 For date fields, choose Date Picker, Popup Menu, or Popup List. 1 For time fields, choose Time Picker, Popup Menu, or Popup List. For Use value list, choose a value list defined in the database. Value lists from related databases aren t supported. For a Single Checkbox, only the first value in the value list displays on the handheld. Tip Choose a value list that contains a single value. Select Allow entry into field. Select Use auto capitalization. Select Use custom label. Type the label text. Shown below is an example of how these handheld field properties will appear on a Palm OS or Pocket PC handheld device. Use popup menus to choose values defined in the associated value list Use popup lists to choose values defined in the associated value list or enter new information in fields Standard field Single Checkbox Click the Notes icon to view or change text in a Notes fields For more information on using FileMaker Mobile 8 on the handheld device, see chapter 4, Using FileMaker Mobile for Palm OS or chapter 5, Using FileMaker Mobile for Pocket PC. 8. When you ve finished specifying the list of fields and the properties for each field, click OK. 9. To specify synchronization options for the desktop and handheld device, click Synchronization.

19 Setting up FileMaker Mobile In Mode, select the record transfer direction. Choose one of the three transfer options: Choose this option Bi-directional Upload to desktop only Download to handheld only To do this Transfer modified records to and from the handheld. Transfer modified records from the handheld database to the desktop database. All records are deleted on the handheld database. Transfer desktop database to the handheld database. All records on the handheld database that are not in the desktop database are deleted. 11. In Records, select the set of records you want to transfer to the handheld. Select the record transfer direction Select the set of records to transfer to the handheld Select how to resolve record differences at synchronization Select actions before and after synchronization If you want to load only a subset of records onto your handheld, select Found set at time of synchronization. In FileMaker Pro, create a FileMaker Pro script which selects an appropriate found set. Then choose that script as an after synchronization action described in step 13.

20 3-8 FileMaker Mobile User s Guide 12. In Conflict Resolution, choose how you want to resolve record differences at synchronization. When you modify the same records in both the handheld database and the desktop database, FileMaker Mobile uses one of the following options to resolve differences at synchronization. Choose this option Duplicate record Handheld overwrites desktop Desktop overwrites handheld To do this Create and place handheld records in the desktop database. See the FileMaker Pro User s Guide for information about finding duplicate records. The handheld record replaces the desktop record. The desktop record replaces the handheld record. 13. Click Specify Actions, to choose what actions are performed on the database before and after synchronization. Select FileMaker Pro script to run before synchronization Select FileMaker Pro script to run after synchronization You can optionally choose to run a FileMaker Pro script before and after synchronization. Check the Perform Script checkbox and select the script from the menu. For more information on supported scripts, refer to FileMaker Pro scripts supported in FileMaker Mobile on page Click OK, then OK again. Repeat the steps in this section for each database for which you want to set up mobile settings. Configuring mobile settings for hosted databases To allow FileMaker Mobile 8 to access hosted databases on FileMaker Pro 8, FileMaker Pro 8 Advanced, FileMaker Server 8, or FileMaker Server 8 Advanced, you must configure mobile settings for each hosted database file using the FileMaker Mobile 8 desktop software. The mobile settings are stored in the.fp7 database file, therefore the mobile settings only need to be defined once before uploading the file to the server for hosting. Note For convenience, you may want to install a separate copy of FileMaker Mobile 8 on the host machine to use for configuring any database files.

21 Setting up FileMaker Mobile 3-9 Important Be sure to close the hosted database on FileMaker Server 8 or FileMaker Pro 8 before configuring the mobile settings. In addition, your access privileges must include the Design Layouts privilege. To configure mobile settings for a hosted database: 1. Start the FileMaker Mobile 8 application. 2. From the main FileMaker Mobile 8 window, click Configure. 3. When prompted, go to the FileMaker Pro database that you want to configure mobile settings for. 4. Define mobile settings for the database. 1 For Mobile Sharing, specify the handheld access to the file by allowing all users access, or by allowing access by the correct extended privilege. 1 For Mobile Fields, specify the fields you want to transfer to the handheld. For more information, see Setting up FileMaker Pro databases to work with FileMaker Mobile on page After hosting the file, use the Add hosted database command in FileMaker Mobile 8 to locate the hosted file on the network. For more information on adding databases, see Adding FileMaker Pro databases to share with the handheld on page After the Network File Path is established in your local copy of FileMaker Mobile 8, you will be able to synchronize your handheld device successfully with the remotely hosted database file. For more information on hosting database files with FileMaker Pro 8 or FileMaker Server 8, see the FileMaker Pro User s Guide and the FileMaker Server Administrator s Guide.

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23 Chapter 4 Using FileMaker Mobile for Palm OS This chapter explains how to work with data in databases on your Palm OS handheld. Loading a FileMaker Pro database onto your handheld Perform a HotSync operation to load one or more databases onto your handheld: Be sure all the databases are shared with FileMaker Mobile. See Setting up FileMaker Pro databases to work with FileMaker Mobile on page 3-4. Warning Do not interact with FileMaker Pro during the HotSync operation. Opening a database on the handheld To open a database on the handheld: 1. In the handheld s Applications Launcher, tap the FileMaker 8 icon. 2. Tap a database in the list. Viewing records You can look at records one by one or in a list. Tap anywhere in a line to switch to form view List View Form View

24 4-2 FileMaker Mobile User s Guide To Tap View the list of databases View records in a list View one record at a time In list view, scroll column to column In list view, scroll list up and down In form view, scroll record to record In form view, scroll field to field You can navigate by pressing the scroll buttons on the front panel of your handheld. You can also use the Jog Dial navigator on Sony handhelds to scroll through databases and records. To go directly to a record, choose Record menu > Go to Record, then enter the record number and tap OK. You can change the way fields display. To In this view Do this with the stylus Resize a field List Tap and hold the line between the field labels. Change the field order List Tap and hold a field label, then drag it to a new location. Allow or prevent resizing or reordering columns, or sorting by column label Change the text width, alignment, or color in a field Change the alignment of field labels List List Form Choose Options menu > List View Options, then select the desired options. Tap OK. Tap the field, choose Options menu > Field Options, then select the desired options. Tap OK. Color options are only available on handhelds that support text colors. Choose Options menu > Form View Options, then choose from the Field Labels pick list. Tap OK. Allow changes to records List Choose Options menu > List View Options, then select Edit in list view. Tap OK. Prevent changes to records (read-only display) Form Choose Options menu > Form View Options, then clear Edit in form view. Tap OK.

25 Adding records Finding records Using FileMaker Mobile for Palm OS 4-3 To add a record, tap New. Tap a field to select it and start entering information. Use the stylus to write Graffiti characters in the writing area or use the onscreen keyboard. The new record is added after the last record. In form view, you can insert a phone number from your Palm OS Address list into a field formatted as Standard, Popup List, or Notes. Display the record, tap the field that contains the name you want to look up, then choose Options menu > Phone Lookup. To find records: 1. Tap Find. Sorting records 2. For Field, select the field you want to search in. 3. Enter the word or first few characters of the item you want to find and tap OK. To sort records: Deleting a record 1. Choose Record menu > Sort Records. 2. For Field, select the field you want to sort by. 3. Select Ascending Order or Descending Order and tap OK. You can also sort records in list view by tapping a column heading. The underlined column heading indicates that the records are currently sorted by that field. To enable or disable this feature, see Viewing records on page 4-1. To delete a record from a database on the handheld: 1. Select the record. 2. Choose Record menu > Delete Record. To also delete the corresponding record in the desktop database the next time you do a HotSync, select Delete original on PC. 3. Tap OK to confirm the action.

26 4-4 FileMaker Mobile User s Guide Deleting all records in a found set To delete all of the records in the current found set: 1. Choose Record menu > Delete All Records. To also delete all of the corresponding records in the desktop database the next time you do a HotSync, select Delete originals on PC. 2. Tap OK to confirm the action. Deleting a database from your handheld To delete a database from your handheld: 1. Tap to display the list of databases. 2. Choose Database menu > Delete Database. 3. Select a database and tap Delete, then tap Yes to confirm the action. 4. Tap Done. Setting database options To set database options: 1. Choose Options menu > Database Options. 2. Set the following options. To Allow the active FileMaker Mobile database to be searched when you use the Palm OS Global Find command Create a backup of the FileMaker Mobile.pdb file during a HotSync operation. The file is located in the backup directory of the Palm user directory, for example: C:\Palm\username\Backup. Tip A.pdb file is a Palm database file. Select this option if you perform a HotSync operation on a computer that doesn t have the FileMaker Mobile conduit installed. You can also select this option if you use a backup utility to back up to an external card. Enable synchronization of the active database. Change the login account to access database records during synchronization. Select Include in Global Find Backup at HotSync Synchronize database Login > Specify 3. Tap OK.

27 Using FileMaker Mobile for Palm OS 4-5 Synchronizing information between your handheld and computer Perform a HotSync operation to synchronize information between your handheld and computer: Be sure all the databases are shared with FileMaker Mobile (see Setting up FileMaker Pro databases to work with FileMaker Mobile on page 2-1). Warning Do not interact with FileMaker Pro during the HotSync operation.

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29 Chapter 5 Using FileMaker Mobile for Pocket PC This chapter explains how to work with data in databases on your Pocket PC handheld. Loading a FileMaker Pro database onto your handheld Perform an ActiveSync operation to load one or more databases onto your handheld: Be sure all the databases are shared with FileMaker Mobile (see Setting up FileMaker Pro databases to work with FileMaker Mobile on page 3-4). Warning Do not interact with FileMaker Pro during the ActiveSync operation. Note All databases downloaded to your Pocket PC are downloaded to the \My Documents\FileMaker directory. Opening a database on the handheld To open a database on the handheld: 1. In the handheld s Programs folder, tap the FileMaker Mobile 8 icon. 2. Tap a database in the list.

30 5-2 FileMaker Mobile User s Guide Viewing records You can look at records one by one or in a list. Tap anywhere in a line to switch to form view List view Form view To Tap View the list of databases View records in a list View one record at a time View first record View previous record View next record View last record Create new record Sort records Find records Show/hide toolbar To go directly to a record, choose Records menu > Go to Record, then enter the record number and tap OK.

31 Using FileMaker Mobile for Pocket PC 5-3 You can change the way fields display. To In this view Do this with the stylus Resize a field List Tap and hold the line between the field labels. Change the field order List Tap and hold a field label, then drag it to a new location. Enable or prevent resizing or reordering columns, or sorting by column label Change the column width, alignment, or color in a field List List Choose Tools menu > Options menu > List View Options, then select the desired options. Tap OK. Tap the field, choose Tools menu > Options menu > Field, then select the options. Tap OK. Use large fonts List Tap the field, choose Tools menu > Options menu > List View, then select the option. Tap OK. Allow/prevent changes to records List Choose Tools menu > Options menu > List View Options, then select/clear Edit in list view. Tap OK. Allow/prevent changes to records Form Choose Options menu > Form View Options, then select/clear Edit in form view. Tap OK. Change the alignment of field labels Form Choose Tools menu > Options menu > Form View Options, then choose from the Field Labels pick list. Tap OK. Use large fonts Form Choose Tools menu > Options menu > Form View Options, then select Use large fonts. Tap OK. Adding records Finding records To add a new record, choose Records menu > New Record. Tap a field to select it and start entering information. Use the stylus to write characters in the writing area or use the onscreen keyboard. The new record is added after the last record. To copy an existing record, choose Records menu > Duplicate Record. Tap a field to select it and change the existing information. Use the stylus to write characters in the writing area or use the onscreen keyboard. The new record is added after the last record. To find records: 1. Choose Records menu > Find Records For Field, select the field you want to search in. 3. Enter the word or first few characters of the item you want to find and tap Find.

32 5-4 FileMaker Mobile User s Guide Sorting records To sort records: Deleting a record 1. Choose Record menu > Sort Records For Field, select the field you want to sort by. 3. Select Ascending or Descending and tap Sort. You can also sort records in list view by tapping a column heading. An arrow next to a column heading indicates that the records are currently sorted by that field. To enable or disable this feature, see Viewing records on page 5-2. To delete a record from a database on the handheld: 1. Select the record. 2. Choose Records menu > Delete Record... To also delete the corresponding record in the desktop database the next time you do an ActiveSync, select Delete original(s) on Desktop. 3. Tap Delete to confirm the action. Deleting all records in a found set To delete all of the records in the current found set: 1. Choose Records menu > Delete All Records... To also delete all of the corresponding records in the desktop database the next time you do a ActiveSync, select Delete original(s) on Desktop. 2. Tap Delete to confirm the action. Deleting a database from your handheld To delete a database from your handheld: 1. Tap to display the list of databases. 2. Tap-and-hold on the database to delete. 3. Tap Delete. 4. Tap Yes to confirm.

33 Using FileMaker Mobile for Pocket PC 5-5 Setting database options To change database options: 1. Choose Tools menu > Options menu > Synchronization. 2. Set the following options. To Enable synchronization of the active database. Change the login account to access database records during synchronization. Select Check Synchronize database Choose one of the login account options. 3. Tap OK. Synchronizing information between your handheld and computer Perform an ActiveSync operation to synchronize information between your handheld and computer: Be sure all the databases are shared with FileMaker Mobile. See Setting up FileMaker Pro databases to work with FileMaker Mobile on page 3-4. Warning Do not interact with FileMaker Pro during the ActiveSync operation. Note Only databases stored in the \My Documents\FileMaker directory on your Pocket PC handheld will be synchronized.

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35 Chapter 6 Administering FileMaker Mobile solutions Product information Field contents Field definitions For up-to-date product information, see: 1 (North American customers) 1 (customers outside of North America) If a database on your handheld doesn t appear to contain any fields, be sure you specify fields on your desktop before loading the database to your handheld. See Setting up FileMaker Pro databases to work with FileMaker Mobile on page 3-4. A field s display is limited to the size of a Palm OS handheld s screen. To view a field s entire contents, tap the last line in the field and drag the stylus downwards. The text that was hidden (up to the limit of approximately 2000 characters) scrolls into view. You can also resize a field in list view. (See Viewing records on page 4-1.) If you can t enter or change data on your handheld, the field or records may be set to display as read-only: 1 Be sure Allow entry into field is selected in the Specify Fields dialog box before you load the database to your handheld. See Setting up FileMaker Pro databases to work with FileMaker Mobile on page Be sure Edit in list view and Edit in form view are selected on your handheld. See Viewing records on page 4-1. If you change a Text field to a Number, Date, or Time field on your desktop, any data after the first 255 characters will be deleted. If you then also make changes to the data in the corresponding field on the handheld, FileMaker Mobile writes the modified records to a comma-separated values file, which is stored in the FileMaker Mobile folder inside the handheld user directory. For example: Platform File Windows C:<My Documents>\FileMaker\ FileMaker Mobile\Palm\Users\ <PalmUserName>\Asset Management.csv C:<My Documents>FileMaker\FileMaker Mobile\CE\Users\ <device_name>\asset Management.csv Mac OS <Documents>/FileMaker/FileMaker Mobile/Palm/Users/ <PalmUserName>/Asset Management.csv

36 6-2 FileMaker Mobile User s Guide Next, use the Import Records command in FileMaker Pro to import the data into your desktop database. After you have imported the records, delete the comma-separated values file. See the FileMaker Pro User s Guide for more information. FileMaker Mobile database limits Item Field size Number of fields per handheld database Number of records per handheld database Number of FileMaker Pro databases per handheld Maximum size Up to 2KB of information (approximately 2000 characters). Number, date, and time fields can contain up to 255 characters. If a record contains one or more fields with more than 2KB of information, the record is not loaded onto the handheld Note This limit can be exceeded, but has not been tested and is not recommended. 50 Note Size limits depend on the number of fields and amount of memory available on the handheld. FileMaker Mobile field types FileMaker Mobile supports text, number, date, and time field types. FileMaker Mobile only supports sorting whole numbers. You may experience an incorrect sort order if you sort numbers with decimal values. Using a different handheld You can install FileMaker Mobile 8 on one or more handheld devices. Each handheld using FileMaker Mobile 8 is identified by the user identification that includes a user code and an unique license key on the handheld. If you add a new handheld device, you create a new user identification for that device. If you replace a handheld device, you can reset the user identification for the old handheld and transfer the license key to the new handheld device. Adding a new handheld device To add a new handheld user identification to FileMaker Mobile 8: 1. Install the FileMaker Mobile 8 application on the new handheld. See Installing FileMaker Mobile on page 2-1 for more information. 2. Start the handheld FileMaker Mobile 8 application and enter the handheld license key.

37 Administering FileMaker Mobile solutions Perform a HotSync or ActiveSync operation to transfer the user code and the license key. You can check the user identification by starting the desktop FileMaker Mobile 8 application and clicking User. 4. In the desktop FileMaker Mobile 8 application, select the databases for transfer to the handheld. See Setting up FileMaker Mobile on page 3-1 for more information. 5. Perform a HotSync or ActiveSync operation to transfer the databases to the new handheld. Resetting the handheld identification To reset FileMaker Mobile 8 to remove a handheld device or transfer the license key to a different handheld: 1. Backup your databases by performing a HotSync or ActiveSync operation with your old handheld. 2. Start the desktop FileMaker Mobile 8 application and click User. 3. In the User Identification dialog box, select the handheld user code to reset. Note the license key for the selected handheld if it will be transferred to a new handheld. 4. Click Reset User and confirm the reset. 5. Click Done. Removing FileMaker Mobile You can use the following steps to remove either FileMaker Mobile 7 or FileMaker Mobile 8 from your desktop computer and handheld device. Removing FileMaker Mobile from your Palm handheld Important This procedure deletes FileMaker Mobile databases from your handheld. Before continuing, be sure to perform a HotSync operation to back up your FileMaker Mobile databases. 1. In the handheld s Applications Launcher, choose App > Delete. 2. Tap FileMaker [7 or 8], then tap Delete. 3. Tap Yes, then tap Done.

38 6-4 FileMaker Mobile User s Guide Removing FileMaker Mobile components from your Pocket PC handheld Important Be sure to perform an ActiveSync operation to back up your FileMaker Mobile databases prior to removing the FileMaker Mobile software. Removing FileMaker Mobile directly from the Pocket PC To remove the FileMaker Mobile application from your Pocket PC handheld directly from the handheld: 1. On the handheld, choose Start menu > Settings. 2. Click the Systems tab. 3. Click the Remove Programs. 4. Click the FileMaker Mobile application and click Remove. 5. When prompted, restart your handheld, then repeat steps 1 through 4 to remove additional files that could not be deleted when the FileMaker Mobile system files were still in memory. If a message states that the FileMaker Mobile application was not completely removed, click No to cancel the dialog box. Removing FileMaker Mobile from the Pocket PC using ActiveSync on your Windows desktop To remove the FileMaker Mobile application from your Pocket PC handheld using ActiveSync on your Windows desktop: 1. On the Windows desktop, launch ActiveSync. 2. Choose Tools menu > Add/Remove Programs Uncheck the FileMaker Mobile application and click OK. 4. When prompted on the handheld, restart your handheld, then repeat steps 1 through 3 to remove additional files that could not be deleted when the FileMaker Mobile system files were still in memory. If a message states that the FileMaker Mobile application was not completely removed, click No to cancel the dialog box. Note This procedure removes the FileMaker Mobile application from your Pocket PC handheld, but not from the desktop PC. You can reinstall the FileMaker Mobile application to your handheld from your PC at a later date. Removing FileMaker Mobile from your desktop computer Removing FileMaker Mobile from your computer (Windows) 1. Close the FileMaker Mobile application if it is open. 2. Click the Start button > Settings > Control Panel. 3. Double-click Add/Remove Programs. 4. Select FileMaker Mobile from the list of applications.

39 Administering FileMaker Mobile solutions Click Remove or Add/Remove. 6. Click Yes to confirm that you want to remove FileMaker Mobile. 7. Click Close or OK. Removing FileMaker Mobile from your computer (Mac OS) 1. Close the FileMaker Mobile application if it is open. 2. Double-click FileMaker Mobile installer. 3. Select Uninstall. 4. Click Uninstall. 5. Click OK. FileMaker Pro scripts supported in FileMaker Mobile FileMaker Mobile supports the following FileMaker Pro script steps during synchronization. Category Steps Supported Comments Control Navigation Editing Perform Script Exit Script If Else If Else End If Loop Exit Loop If End Loop Set Variable Go to Layout Go to Record/Request/Page Go to Releated Record Go to Portal Row Go to Field Go to Next Field Go to Previous Field Enter Browse Mode* Enter Find Mode* Undo Cut Copy Paste Clear Set Selection Select All *Pause option not supported.

40 6-6 FileMaker Mobile User s Guide Category Steps Supported Comments Fields Records Found Sets Accounts Miscellaneous Set Field Set Next Serial Value Insert Text Insert Calculated Result Insert from Last Visited Insert Current Date Insert Current Time Insert Current User Name Replace Field Contents* Relookup Field Contents* New Record/Request Duplicate Record/Request Delete Record/Request* Delete Portal Row* Delete All Records* Open Record/Request Revert Record/Request* Commit Records/Requests* Copy Records/Requests Copy All Records/Requests Perform Find Constrain Found set Extend Found Set Modify Last Find Show All Records Show Omitted Only Omit Record Omit Multiple Records* Sort Records* Unsort Records Add Account Delete Account Reset Account Password Change Password* Enable Account Re-Login* Comment *Perform without Dialog option must be selected. *Perform without Dialog option must be selected. *Perform without Dialog option must be selected. *Perform without Dialog option must be selected.

41 Index Symbols.pdb files 2-2 creating with backup 4-4.prc files 2-2 A ActiveSync 1-2, 5-5 options for synchronizing 5-5 Adding records 4-3, 5-3 Application enabling 3-4 installing 2-1 B Backup option, creating.pdb file 4-4 C Capitalizing data 3-6 Checkboxes 3-6 Comma-separated values file 6-1 Customer support 1-1 D Data entry options 3-6 Databases maximum number 6-2 options 4-4, 5-5 Date fields 3-6 Deleting all records in found set 4-4, 5-4 database from handheld 4-4, 5-4 records 4-3, 5-4 Desktop application, described 1-2 F Field definitions, changing 6-1 Field types, changing 6-1 Fields changing definitions 6-1 types 6-1 changing order 4-2, 5-3 data entry options 3-6, 4-2, 5-3 display options 3-6, 4-2, 5-3 hidden contents 6-1 inserting phone numbers 4-3, 5-3 labels 3-6, 4-2, 5-3 maximum number 6-2 maximum size 6-2 missing from handheld 6-1 preventing changes 3-6, 6-1 properties 3-6 resizing 4-2, 5-3 specifying for transfer to handheld 3-5 FileMaker Server, synchronizing hosted files for 1-3 Files comma-separated values 6-1 hosted 1-3, 3-8 loading onto Palm handheld 4-1 loading onto Pocket PC handheld 5-1 opening on Palm handheld 4-1 opening on Pocket PC handheld 5-1 setting up to work with FileMaker Mobile 3-4 sharing with handheld 3-2 Finding records Global Find option 4-4 on handheld 4-4, 5-3 on Palm handheld 4-3 prior to ActiveSync operation 5-1 prior to HotSync operation 3-7, 4-1 Form view described 4-1, 5-2 options 4-2, 5-3 Found sets, transferring to handheld 3-7 G Global Find option 4-4 H Hosting databases 1-3, 3-2 configuring 3-8 HotSync options for synchronizing 3-7, 4-4 synchronizing data 1-2, 4-5 I Installing FileMaker Mobile application 2-1 application on handheld 2-1, 2-3 J Jog Dial navigator 4-2 L Labels, fields 3-6, 4-2, 5-3 Language support 1-4, 2-2 Limits field size 6-2 number of databases 6-2 number of fields 6-2 number of records 6-2 List view described 4-1, 5-2 options 4-2, 5-3 Local databases 3-2 M Mobile application described 1-2 enabling 3-4 Mobile application and synchronization installing 2-1

42 I-2 FileMaker Mobile User s Guide N Notes fields 3-6 O Opening files on Palm handheld 4-1 on Pocket PC handheld 5-1 Overview, FileMaker Mobile 1-2 P Phone lookup 4-3, 5-3 Popup lists 3-6 Popup menus 3-6 Product registration 1-1 Properties for fields 3-6 R Record view. See Form view Records adding 4-3, 5-3 deleting 4-3, 5-4 deleting all in found set 4-4, 5-4 finding on handheld 4-4, 5-3 finding on Palm handheld 4-3 maximum number 6-2 preventing changes 4-2, 5-3, 6-1 resolving differences at synchronization 3-8 sorting 4-3, 5-4 viewing 4-1, 5-2 Registering FileMaker Mobile 1-1 Remote databases 3-2 configuring 3-8 Removing FileMaker Mobile 6-3 Resetting FileMaker Mobile 6-3 S Script steps allowed in synchronization scripts 6-5 Sharing files 3-2 Single checkbox 3-6 Sony Jog Dial navigator 4-2 Sorting records 4-3, 5-4 Standard field format 3-6 Starter Solutions 3-2 Support customer 1-1 technical 1-1 Synchronization module, described 1-2 Synchronization scripts, steps allowed 6-5 Synchronization, installing 2-1 Synchronizing data 4-5, 5-5 resolving record differences 3-8 with remote files 1-3, 3-9 System requirements Windows 1-3 T Technical specifications 6-2 Technical support 1-1 Text formats 3-6, 4-2, 5-3 Time fields 3-6 Troubleshooting 6-1 U Using multiple handhelds 6-2 V Value lists 3-6 Viewing records 4-1, 5-2 W Web site for registering software 1-1 technical support 1-1