FileMaker has 4 modes:*
• Browse mode, where you do
your data entry.
• Layout mode, where you create
the different ways of viewing
your data.
• Preview Mode, which allows
you to see how something will
print before printing it.
• Find mode, where you can
search for different sets of data.
The one needed for creating
different reports and ways of
viewing data is Layout mode.
What is a Layout?
Layouts are simply ways to view
your data. You can see as much or
as little as you want, in a format
that suits your needs. FileMaker
allows you to choose an existing
style or create your own.
Starting Out
When you first make a database
and add the fields, FileMaker
automatically creates one Form
view and a List view as a default.
To create a new layout, go to
Layout mode, then to the Layout
menu on the top menu bar. Click
on ‘New Layout/Report’ and you
will be given a choice of layouts.
The Magnificent Six Layouts
There are six different types of
layouts. You can have many
different versions of each type in
one file, depending on how you
wish to display your data. You can
also choose a themed design.
Standard Form: the most
commonly used for Data entry.
This can have as many or as few
fields on it as you wish. In Browse
mode, you will see only one record
displayed at a time in Form view.
Columnar/List Report: usually
used for creating reports and lists
of data. This layout displays
multiple records in a list view.
Table View: replicates the look of a
spreadsheet with boxes.
Labels: includes a wide choice of
commercial sizes to choose from,
or customise your own.
Envelopes: again, choose the size,
and FileMaker does the rest!
Blank Layout: use when you want
to add fields and other elements
one by one, to your own design.
You can access the different layouts
by clicking the Layout menu on the
status bar.
Enter a name for your new layout,
choose one of the layout styles,
then press the NEXT button.
Depending on which one you have
chosen, you will be given different
sets of screens. All of them ask you
to choose the fields you need first.
Fields of Choice
Scroll up and down the list of
fields and double click any that
you wish to appear in your layout.
They will be put into the column
on the right of the screen.
If you have accidentally clicked
them in the wrong order, don’t
panic! Just put your cursor over
the arrows next to the field name
on the right, and click on and drag
the field up or down the list until it
is in its correct position.
Columnar List/Reports
This layout format enables you to
group the data on your layout. For
example, a list of all contact names
can grouped by company, so you
can see the company name, then a
list of all contacts at that company,
and then perhaps a total number of
staff at each company and a total
number of contacts (see example
below). You can also add a heading
and page numbers and the date of
generating the report.
Now for a Stunning Script
You will also be offered the chance to
create a Script. A Script is simply a list
of instructions for FileMaker.
It is recommended that you do create a
Script, as this will enable you to sort the
data into the correct order, and go to
the correct layout to print the report off
at any time in the future.
The script you have created will need to
be modified later (see Scripts…Love the
jobs you hate!, right).
When a report has grouped data, you
need to sort the report by those groups,
and you are given a option to do this
when creating the layout.
Licking Labels
When you first install your FileMaker
software (providing your system is
correctly set to a British machine, not
English US), the standard Avery Label
templates for the A4 label layouts will
be installed as a default.
When you create your label layouts,
you can either select a default label
from the list supplied, or you can enter
the margin widths and number of
labels on a page and FileMaker will set
up a completely new custom layout.
Before setting up your custom labels,
make sure that your page setup has the
correct orientation and page size.
Tweaking Labels
If you need to adjust your labels
slightly for some reason, you can go
into Layout mode once you have
finished creating the label layout, and
you will be presented with one label.
If you click on the BODY tab (it is
usually grey) you can then select VIEW,
Object Size. Here you can adjust the
height of the label body to ensure they
fit on the sheet correctly. Size can be
viewed as Inches (in), Centimetres (cm)
or Pixels (px). Click on in, cm or px to
change to the next measurement.
I hope these tips will help you get the
most out of your database and help you
to have it work for you. That is, after all,
what it is for! Happy tweaking!
Lovely Layouts and Ripping Reports - To learn more about this author, visit Paul Cruse's Website.
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Paul Cruse
(Visit Paul's Website)
www.cr
usecontrol.com FileMaker Pro database
developer. England.
Cruse Control offer a range of services
from FileMaker Database Design through to
Graphic Design, Microsoft Powerpoint
Templates and presentations on Mac and PC,
IT Consultancy and Web Design. For further
details on these services click to view
the Services page.
To download DEMO databases just click on
Demo Downloads from www.cr
usecontrol.com and choose CONTACTS!,
WorkflowPLUS!, or Publish! for PC or Mac.
For a full description of each of these
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This has been said before and in different ways, but I was reading Eric Hoffer on mass movements this morning and I came across this gem of an epigram:
