VISUAL QUICKPRO GUIDE FileMaker Pro 7 Advanced FOR WINDOWS AND MACINTOSH [Electronic resources] نسخه متنی

Entering Data in a Standard Layout

Although you or someone else will have to type in most of the data for a FileMaker database, there are a few ways to streamline the process. Not only will these shortcuts speed up data entry, but they will also help eliminate typing errors. Two of the most useful shortcuts are the Insert > From Index command and Value Lists.

To use Insert From Index, you'll first need a field whose options have been set to index its records. When you set a field to be indexed, FileMaker keeps track of the data every time you add a record to the field. Then, when you search for data, it checks the index rather than looking up the records themselves.

Indexing is a time-saving device, but it can have some minor downsides. Because an indexed field can contain a lot of data, if you're running FileMaker on a computer with a small hard drive, you could run into space problems. In addition, users in a multiuser environment will notice a performance slowdown, particularly when a file first loads. If you have lots of storage space and a responsive network, use the indexing function with confidence, because the search time it saves you definitely makes it worthwhile.

The Insert From Index command lets you access a field's index directly. You can choose from a list of all entries that have already been entered into a specific field and paste the entry you want directly into the field. You can use this command to verify that your input is phrased identically to other records, and to decrease the trailing or initial spaces that can confuse an alphabetical sort. Insert From Index is particularly useful when using the Find mode to search for data, since by definition the data you're searching for already exists in that field.

To index an existing field

1. Go to File > Define > Database.

2. When the Define Database dialog box appears, click the Fields tab.

3 .Click the field name that you'd like to index and click Options (Figure 3.19).

4. When the Options dialog box appears, click the Storage tab (Figure 3.20).

5. In the Indexing section of the Storage panel, click the All radio button, then click the "Automatically create indexes as needed" check box if it isn't already checked. Click OK (Figure 3.21).

6. The field list will update to show that the field is now indexed (Figure 3.22). Click OK to close the Define Database dialog box.

To paste an entry from the index

1. Make sure you're in Find (Control+F/ Command+F) or Browse (Control+B/ Command+B) mode. Click inside the data entry field that you want, then choose Insert > From Index (Control+I/ Command+I; Figure 3.23).

2 .A list of each entry already made in that field will appear (Figure 3.24).

3. Double-click the desired entry to insert it into the data entry field.

Indexing Options

Indexes are very useful, but they also can lead to chunky files. Fortunately, not only can you turn indexing on, you can select what type of index you create for each field. Selecting indexing options allows you to reap the benefits of faster searches without necessarily bloating your files.

Select Minimal, and FileMaker treats the entire contents of a field as one value, even if it contains a string of text. Value indexes are very compact, and add very little to your file size. Their drawback is that they don't allow you to search for a single element inside a string.

Select All, and FileMaker indexes every word, value, and calculation in the field, both as a value index and as a word index. A word index, which allows searches of individual words, not just returned results or strings, requires that every discrete element be stored. This creates big indexes, and larger file sizes.

If you turn on indexing, always select "Automatically create indexes as needed." When it's checked, FileMaker refrains from indexing the field until a user actually performs a tasklike using the field for a searchthat could benefit from indexing.

If you have fields containing large blocks of text (and you know that the text won't be used for a Find), you can prevent the file size from bloating by setting indexing to None and turning off the Automatic setting.