FileMaker Pro 7 version of 3.8 Practical skills Presenting information
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1 FileMaker Pro 7 version of 3.8 Practical skills Presenting information Creating a report Screens 1 to 15 show you how to create a basic report using the New Layout/Report assistant. Switch to layout view by opening the View menu and selecting Layout Mode as shown in screen 1. Then open the Layouts menu and select New Layout/Report as shown in screen 2. This will start the New Layout/ Report assistant as shown in screen 3. For this exercise, we will create a report that groups movies by their year of production. Select and enter the details as shown in screens 3 8. Screen 1 Selecting Layout Mode 3. Select a layout type. 1. Select the movies database. 2. Enter a Layout Name for your report. Screen 2 Selecting New Layout/Report 1. Select Report with grouped data. Screen 3 Creating a new layout/report 1. Hold down the [control] key and click once on each of these fields. 4. Click Next. 2. Click Move. Screen 4 Selecting Report with grouped data 2. Click Next. Screen 5 Selecting the fields to display in the report 1
2 1. Select Year field. 2. Click Move. Screen 6 List of fields in the report Click Next. Screen 7 Selecting the Year field for grouping records 1. Select Title field. 2. Select Ascending order. 3. Click Move. Screen 8 Year selected for grouping records Click Next. You can group the records by their Year field, as shown in screens 7 and 8. You can also sort records by Title within groups of years, as shown in screens 9 and 10. Clicking Next on screen 10 reveals a list of possible display themes. Remember that this report will be printed on paper so you should choose one that will be readable when printed. You will be asked if you want to create a script to produce this report for you. This will allow you to run the report at any time in the future. Select this option as shown in screen 13. Screen 9 Selecting Title field to sort records within Year Click Next. Screen 10 Sort order box showing grouping by Year and sorting by Title 2
3 1. Select a Layout theme that will print well. 1. Select suitable items to display in the header and/or footer of each printed page. 2. Click Next. 2. Click Next. Screen 11 Selecting a Layout theme 1. Select Create a script. 2. Use report name for the Script name. Screen 12 Setting options for Header and Footer 1. Select View the report in Preview mode. Screen 13 Creating a script for your report 3. Click Next. Screen 14 Completing report options 2. Click Finish. Click to move between pages. Screen 15 The completed report shown in Preview mode The finished report is shown in screen 15. It is obvious that it will need some editing for example, the spaces provided for the date in the header and Title are too narrow, while the data area for Year is too big. You may also prefer to remove the boxes around some of the data items; you can probably find several other changes that may be needed. 3
4 Open Layout menu list. Screen 16 Default layout of Year Report Report display area Header: Date field Body: Field data Summary: Text labels Header: Page number field You can return to your original data display by opening the Layout drop-down menu and selecting Layout #1 from the list as shown in screen 16. Then open the View menu and select Browse Mode. Editing a report It is a simple matter to change the layout and appearance of a report after it has been created. Select the Year Report layout from the Layout drop-down list shown in screen 16. Open the View menu and select Layout Mode. You should now see the display shown in screen 17. The report display area has been divided up into separate areas a header containing the date and page number, a summary area containing the names of the selected fields, and a body containing the selected field data. Click on the Genre and Rating fields and drag them across to the right-hand side of the report display area as shown in screen 18. Screen 17 Report display area Screen 18 Changing the report layout 4
![1. Select all three fields (hold down the [control] key while you click). Screen 20 Running the Year Report script 2. Open the Line thickness tool.](/docs-images/88/116861848/images/5-0.jpg "Screen 19 Layout of the modified report 3. Click None. This will give you enough room to stretch the Title field to give it more space.")
5 1. Select all three fields (hold down the [control] key while you click). Screen 20 Running the Year Report script 2. Open the Line thickness tool. Screen 19 Layout of the modified report 3. Click None. This will give you enough room to stretch the Title field to give it more space. Also, stretch out the Date field in the header. You will also need to adjust the positions of the Rating and Genre labels, and perhaps reduce the space for the Year field. The outlines around the Title, Rating and Genre fields can also be removed as shown in screen 19. Screen 19 also shows the newly modified appearance of the report. To run your new report, open the Scripts menu and select the Year Report script you have just created, as shown in screen 20. The result is shown in screen 21. The report layout and script that you have just created can be used to display the data produced by a search. For example, screen 38 in the FileMaker Pro 7 version of 3.7 Practical skills Analysing data shows the data displayed after running the script YearRating to select only those movies made after 2000 with a rating of 8 or above. The result of running the new Year Report script for those records is shown in screen 22. Screen 21 The resulting Year Report Screen 22 Year Report for the results of the YearRating script 5
6 Forms Forms are a common way of presenting the data from an individual record. While it is possible to print forms, they are usually designed for screen displays. Unlike reports, forms are interactive they can be used to enter and edit data. Like reports, forms are also used to display the results of searches. The table views shown in 3.4 Database outputs on page 54 of the textbook are often used for data entry and editing but they do present some problems. If the database has many fields, they will not all fit across the width of the screen. Errors can occur easily because the records and fields are so close together that you can accidentally select the wrong one. The solution is to create a view of a single record that can be used for data entry. Select Layout #1 from the Layout drop-down list and Layout Mode from the View menu. Instead of creating a new layout for the data form, we will create and modify a copy of this layout. Open the Layouts menu and select Duplicate Layout as shown in screen 23. The MovieID field will be the only field from the database not used in the form. Because data in the MovieID field are added automatically by the DBMS and not the user, it is not necessary to have it on the form. a Delete the MovieID label and field click on each and press the [del] key. b Select and move each field and label to a position on the side of the screen. Pressing [control]+[a] will select all the fields and labels and allow them all to be moved at the same time. Screen 23 Creating a new report with the same layout Screen 24 Repositioning field and labels Screen 25 An example layout for the form c Select the Title field and its label and drag them to their new positions as shown in screen 24. Leave sufficient space above for a large form title and graphic. Stretch out the data area for the Title field so that it covers the width of the available space. Drag each field and label to its display position. 6
7 One possible final arrangement is shown in screen 25. The next steps involve changing the appearance of the data and labels. d Select each of the labels hold down the [shift] key while clicking once on each then open the Format menu as shown in screen 26. e Select the Size option and then select a suitable font size for the field labels. After increasing the size of the labels, you may need to adjust their positions slightly. A quick way to make minor adjustments to all their positions is to select all the labels and use the cursor arrow keys on the keyboard. The result is shown in screen Select the Text tool. 2. Click in the space above the data area and type the title imovies. Screen 26 Changing the font size of field labels 1. Select the Arrow tool. 2. Click on the title. Screen 27 Adding a title to the form Screen 28 Changing the appearance of the form title Screen 29 Saving your new layout f The next step is to add a text title to the form as shown in screen 27. g Select the arrow tool and click on the title you have just created as shown in screen 28. Open the Format menu and select a suitable font, style and size for your title. At this point, you should save the new layout. Open the Layout menu and select Layout Setup. Enter the details as shown in screen 30. 7
8 1. Enter a Layout Name. Add, Duplicate and Delete record icons 2. Select Save record changes automatically. 3. Click OK. Screen 30 Entering form layout details 1. Select the Button tool. Screen 31 The completed form 1. Scroll down to Miscellaneous. 2. Select Open URL. 3. Click Specify... Screen 32 Creating a button 2. Draw a rectangle for the button. Open the Layouts menu again and select Save (or click the Save icon on the toolbar). To view your database form, open the View menu and select both Browse Mode and View as Form. You can edit the data in this form view by clicking on any field and making any alterations you require. Records can be added, duplicated and deleted using the icons shown in screen 31. Adding a hyperlink In FileMaker Pro 7, adding hyperlinks is much easier than in previous versions. You simply create a button in the layout and give it the ability to open a weblink using the browser installed on the user s computer. Screen 33 Selecting Open URL function for the button Return to the layout view (Open the View menu and select Layout Mode). Add a button to the form using the instructions in screen 32. When you release the mouse button after drawing the rectangle, the Specify Button requestor box appears as shown in screen 33. 8
9 When you click Specify, the Open URL Options requestor box opens. Click Specify again, as shown in screen 34. Select the field IMDb (which contains the IMDb web address) as shown in screen 35. Click OK in the Open URL Options requestor box, and again in the Specify Button requestor box. Type a suitable message for the button, such as Link as shown in the example in screen 37. Click outside the button to complete its data entry. Click on the button to select it and then select a suitable appearance for the text. In screen 38, the text has been made 12 point, bold, underlined and blue to resemble a normal web page hyperlink. Switch to Browse Mode. The changes you have made to the layout are saved automatically so you can now test the link by clicking on the button. Screen 34 Open URL Options requestor box Screen 35 Specifying the field to be hyperlinked 1. Double click on IMDb field. 2. Click OK. Screen 36 IMDb selected to be hyperlinked Screen 37 The IMDb hyperlink button on the form Screen 38 The completed hyperlink button 9
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