HP Electronic Forms User's Manual
Contents
1. Electronic Forms User Guide wa Washington State WR Department of Transportation 7 p Electronic Forms User Guide Welcome to Electronic Forms User Guide Welcome to WSDOT Forms Application The form files included in this application are the same fillable Fill and Print Online used by WSDOT personnel The package includes a FileMaker Runtime engine that will allow use of the files without any additional software Some forms are print only Adobe Acrobat files If you do not have Acrobat Reader you need to install it to open those PDF files Go to http www adobe com to donwload the free reader software As more electronic forms become available they will be added to the system Please let us know about any desired addtions or any problems with using the system If you have a copy of FileMaker Pro version 5 0 from FileMaker Inc installed on your computer you may want to review the instructions for use before using the forms If however you do not you may still use these forms effectively by following the instructions contained in this User Guide Passwords were used to assure that the standard forms are not altered If you find errors or have suggestions for improvement please contact us so that any problems can be corrected This guide will not make you an expert in FileMaker Pro nor is it designed to provide you with the expertise to create your own forms or databases The purpose of this tutorial i2. Other layouts may be included as required such as supplements instructions or related forms Some form files may also include several different form layouts using a shared database such as the Special Provisions for Permits and Franchises file When form files are opened they default to the Form Layout This may be customized by users by specifying which layout to open to in the Document Preferences menu The Layout Dialog Box Form Layout Form Layout Form Layout Shows the layouts available in the file Clicking on the box will Instructions Has indicate the layout names Supplement List View Clicking on the name of the layout will change to that layout Layouts allow information in the records to be displayed in different ways S Will work in Browse Find Layout or Preview Mode ae Unsorted See section 3 Form Buttons for more information on Buttons or section 6 Browsing Records for more information on Layouts Page 10 1 Importing and Exporting Records Electronic Forms User Guide Importing Records into FileMaker Pro You can import records from other FileMaker Pro files or from files created in other applications To import records from a FileMaker Pro file or files from other applications 1 Open the destination file This is the file that will receive the imported records 2 Choose Import Export in the File menu and Impor
3. B 1 Glossary of Terms Electronic Forms User Guide Find Activates Find mode In Find you make find requests to locate records based on selected criteria The located records become the found set for browsing sorting previewing and printing Folder Macintosh computer file directory in which computer files or programs are kept The PC equivelant is directory or subdirectory Font A style of text type used by a computer to display text on the screen and for printing Electronic forms use Arial Helvetica and Times New Roman Times for display and printing Found Set Records selected using the Find Mode becomes the Found Set Group Several items or symbols combined so that they can be treated as a single item Icon A symbol usually associated with a script or macro to perform a specific function Also can be referred to as a button Import Records Import records from other FileMaker Pro 5 0 for Windows or FileMaker Pro 5 0 for Macintosh files or from files created in other applications Layout You use a layout to organize information for display data entry and printing You can create several layouts for the same information because a layout is completely separate from the information it contains A layout determines how you present information not how you store it Locked With a file locked means it it not accessible without the proper password In Layout mode it refers to text or a graphic item that cannot be moved editied or
4. User Guide Filling in information or entering data is perhaps the easiest and most used function of electronic forms This section describes the various options available in filling in forms using FileMaker Pro A New Form Three options are available to fill in a new form or record 1 Click on the button called New Record This will create a new record and put the cursor on the first Field or fill in blank on the form The alternate is found in the Edit Menu under New Record The shortcut key is Ctrl N New Form 2 The second option is to duplicate an existing record Simply Browse or Find the desired record and click on the Duplicate Record button The alternate is Duplicate Record under the Edit Menu The shortcut key is Ctrl D Another option that may be required is to delete records or forms in a file This option is fairly easy but be very careful in using this feature because the deleted records cannot be recovered Deleted records are lost forever unless a backup or duplicate file is made To delete or erase a record simply Browse or Find the record s then use the Delete Record option in the Edit menu The shortcut is Ctrl E A button for this option was intentionally not included in electronic forms to preclude users from inadvertantly erasing files or records To navigate through the Fields or blanks simply press the
5. deleted With records it means the records cannot be altered or deleted Mode FileMaker Pro has four different modes Browse Find Layout and Preview You select a mode based on the work you need to do To enter data and view add change omit and delete records use Browse To work with a subset of records in your database that match the criteria you set use Find For example in a customer database you might want to find the customers who ordered a specific product or service To design layouts that present your data for different tasks Such as invoice reports or order processing use Layout To see how records will look when printed use Preview After previewing your records you can adjust the layout if needed Appendix B 2 Glossary of Terms Electronic Forms User Guide Preview Preview usually refers to a screen mode to see how records will look like when printed Read Only A Read Only file cannot be saved updated or written to Electronic forms files are located in a Read Only directory They must be copied to a directory where the user has read and write priveleges Record A record contains the information you keep about one product person or transaction A record corresponds to a paper form such as a purchase order which contains detailed information in many different categories Script A script instructs FileMaker Pro to carry out a sequence of specified tasks for a specific file Scripts can have subscript
6. field and enter desired information Repeating Fields Another type of field used extensively in FileMaker Pro is a repeating field or a comb In forms such as the Travel Expense Voucher DOT Form 133 103 repeating fields make up the majority of the form These fields have slightly different properties from the regular single fields Repeating field in vertical orientation Repeating field in horizontal orientation Field 1 Field 1 Field 2 Field 3 Field 4 Field 2 Field 3 Field 4 Page 3 2 Text Formatting Electronic Forms User Guide Users of FileMaker Pro must keep in mind that this program is a database program and not a text processing program There is some text processing capabilities available in FileMaker Pro but you won t find all of the capabilities available that are found in Word Features that are available 1 Tabbing Tabbing is now available If you have already used a form in FileMaker Pro you have found out that when you Tab your cursor moves from one field to the next To tab to the default tab stops within a field use Control Tab Default tabs are set to 1 2 inch increments Tabs can be set by using the text ruler located in the menu bar To set up custom tabbing simply click in the text ruler in the menu bar where you want a tab The tabs can be moved with the pointer You can also set the tabs by double clicking on the text ruler You can then set all
7. number that prints at the bottom of each page by typing a number in the Number Pages From box To print all records in the Found Set click Records Being Browsed To print the current record only click Current Record To print a blank record click Blank Record and select one of the following options from the pop up list As Formatted to print fields as formatted in the Field Borders dialog box With Boxes to print each field shown by a box With Underlines to print each field with an underline To print a list of field definitions click Field Definitions To print a script definition click Script Definition For and select All Scripts or a specific script from the pop up list To set the number of copies you want to print type a number in the Copies box To print complete collated copies instead of all copies of a page before going on to the next click Collate copies Once you ve selected your print options click OK to begin printing Page 9 2 Printing Forms Electronic Forms User Guide Troubleshooting Printer Problems The majority of problems and user frustrations using FileMaker Pro are usually traced to printer problems FileMaker Pro uses the printer driver for Windows or printer definition for Macintosh to define how the screen looks like and where the print margins are located These margins are defined by the maximum printable area for the pri
8. of your tabs 1 Identing Limited Identing is now available When you are in a text field the ruler bar will be shown in the menu bar Identing is handled by the paragrapg markers in the text ruler A Ble Edt Mode Select Format Script Window Help State Ap Titggutiatmrtg 10 Bj Z uf fe z ajm t alee in gt 2 3 qi Is 1 6 Semph Ota Surp Data Sanph Dar Sanple Des Semph Dea Sunph Dea Sunph Dar Sanple Des Sarple Des Serpl Duta Semph Data Senph Daa Surp Das Surplh Des Sarphe Des Semple Records bpi Duta Semple Data Surp Das Serph Das Sarpl Des Sanph Dea 1 2 Fonts All WSDOT electronic forms are designed using two fonts Ariel Helvetica for Macintosh systems for the forms text and Times New Roman Times Roman for Macintosh systems for the fill in text that users enter and for instructions You may change fonts and styles within fields just as you can in any text processing program You can change the font the size you can bold italicize underline condense extend change the color of the text or any combination You may also change the color of the text Simply highlight the text you want to change and chooseyour selection from the Forma menu If the form is used on another computer that does not have that particular font some unexpected results may occur 3 Cut and Paste You may cut and paste text within fields and between fields in electronic forms If you type data in the wrong field you can cut it
9. Picture From Index fields QuickTime From Last Record Sound Current Date Current Time Page 8 1 FileMaker and Form Menus Electronic Forms User Guide Format Use Format menu commands to change the Font Text appearance of text and field entries Size Number Commands are available based on the Style Date current mode and selection In Browse Align Text Time formatting changes apply to the current Line Spacing Graphic selection only and you can mix fonts font Text Color Button sizes and styles in a single field entry Text Protal Text Ruler Field Format Line Spacing Field Borders Text Color Records Use Records menu commands to work New Record Omit Record with records in the file The Records Duplicate Record Omit Multiple menu commands are only available in Delete Record Sort Browse and Preview Modes Delete All Records Replace Modify Last Find Relookup Show All Records Revert Record Show Omitted Layouts Use Layouts menu commands along New Layout Report Part Setup with the Layout status area tools to work Duplicate Layout Set Layout Order with layouts The Layout menu is Delete Layout Set Tab Order available only in Layout mode Layout Setup Set Rulers Arrange Use Arrange menu commands in Layout Group Send to Back to work with objects and fields You can Ungroup Send Backward group lock and position objects remove Lock Rotate extra space at the end of pr
10. Tab button Tabbing moves the cursor to the next field or blank To go back to the previous Field or blank hold down the Shift key while pressing the Tab button Fields may also be accessed by simply Clicking with the mouse on the desired field Altering an Existing Form Altering an existing form is very similar to entering information in a New Record Simply Find or Browse to the record desired Either Tab or Click on the field and change the required information If a field is triple clicked the entire field is selected for replacement The field information can also be highlighted using the mouse Remember that the record will be permanently changed To preserve the original information Duplicate the record first then alter the copy Page 3 1 Entering Information Electronic Forms User Guide Check Boxes Pop up Menus and Radio Buttons Most forms include boxes that require a check or X in the box to define information These features are also found in FileMaker Pro Three different options of limited information may be included on the form They are Check Boxes more than one may be checked as needed X Yes _ No X Unknown Radio Buttons only one may be checked at a time Yes CNo Unknown Pop up Menus popular choices show simply click on selection and it shows can be overwritten To overwrite the preselection simply highlight the
11. cial to save a form after you have finished they are automatically saved To fill out another form just click on the New Form button and enter data as described above Page 1 1 Buttons Electronic Forms User Guide Within each form you will find the following buttons which have different uses and functions Form Buttons List View Buttons These Forms Buttons will be found on all forms The Print button will call up the Print Dialog Box Once you check that the record s and other information within the dialog box is correct click on OK l and the form will print See section 10 of the User Guide for more information The keyboard shortcut is Ctrl P The New Form button will call up a new record or form in the database and place the cursor within the first field of the form The keyboard shortcut is Ctrl N The Duplicate will take the current record and make an exact copy of it This comes in handy when you have a record that you want to use all of the same information contained in that record but you want to change the date or the name or some other small bit of information but leave the original information or record intact The keyboard shortcut is Ctrl D The List View button will take you to the List View layout Every form has a generic List View included as an additional layout There is no keyboard shortcut for this button but you may go to the List Vie
12. d that defines the page setup of the form on your system Some printers will not print the forms correctly simply because their printable area is different than the supported printers This margin limitation comes into play when you are using a printer that has a smaller printable area than the listed printers This will cause the bottom of pages to be clipped off On most printers the clipping will be fairly minimal and not be a significant problem Some older printers or printers not tested may have considerable clipping enough to be unusable with the Runtime electronic forms Printer names longer than 31 characters including the server name have been known to cause long print times or can cause FileMaker to crash If you are new to FileMaker pro and you do not have one of the supported printers available to print to we suggest you contact your computer support staff to assist you Long Print Times Several different reasons will cause long print times of electronic forms Troubleshooting long print times can be difficult The following causes have been found to cause long print times for users There is no set remedy for these causes Remedies will vary according to location network type and location and or system type 1 Printer driver Check the printer driver For Macintosh LaserWriter 8 3 works quite well for printing to Apple LaserWriter Postscript and Hewlett Packard printers 2 Network attached printer Wire routing and
13. ds After a specific record s is located you may then switch back to the Form Layout to view or print that record on the form The List View may also be printed to provide a log of all or specific records in a file The instructions on page 1 1 will also work in the List View Customized list views or display layouts can be added to form files to view information not contained in the generic list view Page 5 2 Finding Records Electronic Forms User Guide Using Find Mode In Find Mode you make Find requests to locate records based on selected criteria The located records become the Found Set for browsing sorting previewing and printing FileMaker Pro switches to Browse after completing a find request Use Find Mode to work with find requests blank records into which you type or paste search criteria FileMaker Pro maintains a field by field index of the values in a file When you run a find request FileMaker Pro looks through the index to find entries that match the search criteria Records that match the criteria are called the Found Set Once you have created a Found Set those are the only records available for browsing sorting previewing and printing To switch to Find use the Find button located on the List View Layout select Find with the mode selector at the bottom of your screen or choose Find from the Select menu The keyboard shortcut is C
14. e required to be printed on other than standard white paper If a form requires special paper a Warning box will notify you when the file is opened This Warning Box will tell you what paper is required Warning The Property Disposal Request Form SF 267 A EF MUST be printed on 4 Part Carbonless Paper It will NOT be accepted on plain paper The most common paper required is 4 part carbonless paper This paper is available from Headquarters Reporduction and may be ordered using a Reporduction Request form Other papers that have been required are 3 part carbonless 8 1 2 by 14 paper and blue paper Retirement Information Form Failure to print the form on the paper specified will probably cause the form to be rejected when submitted Other Warnings or Special Instructions for forms may also be displayed in a Warning Box Page 9 4 Layouts Electronic Forms User Guide FileMaker Pro can display the database information in different formats or displays These displays are called Layouts These Layouts may be accessed in several different ways Layout Buttons Layout buttons are included in form layouts depending on layouts available Opens or goes to the Form Layout Opens or goes to the List View Layout Opens or goes to the Instructions Layout Wi Supplement Opens or goes to the Supplement Layout Electronic forms will always have at least two layouts the Form Layout and a List View Layout
15. from that field and paste it into the correct field You may also cut and paste from other compatible programs and FileMaker Pro Microsoft Word is one compatible software program You can even cut and paste field information data between different FileMaker Pro files Page 4 1 Text Formatting Electronic Forms User Guide Let s say you have data or text in a Word document and you want to paste the data into a form in FileMaker Pro If your computer has sufficient memory simply a open both applications and b cut and paste from one to the other If you do not have sufficient memory you would have to a open one application b highlight and copy the text you want to copy c close the application d open the FileMaker Pro file e click in the appropriate field and f paste the text into that field 3 Duplicate You may duplicate text within fields This is very useful in pasting repeating or duplicated data into several fields of the forms With a little trial and error and testing you should be able to manipulate the text within your form to look the way you want it to Just be patient Page 4 2 Browsing Records Electronic Forms User Guide In Browse you can create new records and edit sort print and export them to another file The records appear in the current layout FileMaker Pro selects Browse after you define fields or open a new file Layout Status Area Layout Dialog Box Form Lay
16. ightly different between the Windows and the Macintosh versions but all of the functions are the same Print SQ cimeli Printer Name BEECH HQ_1A2_HP4M Properties Status Ready Type HP LaserJet 4M Where 164 110 145 10 HQ_1A2_HP4M Comment l Printto file Print range Copies All Number of copies fi C Pages from 4 to 4 T iL 22 23 Collate Number pages from 1 OLE Update all Links before printing Cocal Page 9 1 Printing Forms Electronic Forms User Guide Selecting Print Options In FileMaker Pro you can print specific pages control the print quality print to a file add page numbers choose to print specific records print field and script definitions print a specific number of copies and collate pages To select print options choose Print from the File menu and select an option or click on the Print button To print all pages in a form click All To print a range of pages click Pages and type the first page in the From box and the last page in the To box If your printer offers different print qualities click Print Quality and select a print quality option such as a dpi value dots per inch or High Medium Low or Draft To store print jobs to print later or to print from a different computer check Print to File If a form uses the page number symbols in a layout you can change the starting page
17. inted fields Unlock Align and change the sequence of fields you Bring to Front Set Alignment move to with the Tab key Bring Forward Object Grids Scripts Use Scripts menu commands to define ScriptMaker scripts for running a series of FileMaker Pro commands and creating buttons to run scripts and activate individual commands Window Use the Window menu commands to Tile Horizontally Cascade arrange and activate file windows Tile Vertically Arrange Icons Help Use Help menu commands to access the Contents FileMaker Pro Help file and get information Keys on using FileMaker Pro Quick Info How to Use Help About FileMaker Pro Page 8 2 Printing Forms Electronic Forms User Guide There are several ways that electronic forms may be printed One way is to use the Print buttons provided that use a Script to perform a function of FileMaker Pro The Print button will print all pages of the current Layout Of course you may also use the Menus located at the top of the screen To do this you would click on File Print in the menu and that would bring up the Print Dialog Box This method would be used if you wanted to print anything other than just one copy of the form or layout such as the Field Definitions multiple copies all records being browsed or just a certain page of a form or layout The following illustration shows what the Print Dialog Box looks like The box will look sl
18. ker Pro has nine pull down menus on the menu bar File Edit View Insert Format Records Scripts Window Help The menu groups definitions and commands available within each group are as follows The explanations are also available within FileMaker Pro Help Use File menu commands to manage print New Database Print Setup copy and recover files set preferences Open Print work with files on a network and exit Close Import Records FileMaker Pro Define Fields Export Records Define Relationships Save a Copy As Define Value Lists Recover Access Privileges Exit Sharing Use Edit menu commands to create new Undo Clear records layouts and find requests to undo Cut Select All actions and to cut copy paste clear and Copy Spelling select FileMaker Pro data and objects Paste Objects Paste Special Preferences Use View menu commands to switch Browse Mode Text Rulers between Browse Find Layout and Preview Find Mode Page Margins modes to search and sort records to Layout Mode Graphic Rulers determine the type information in your fields Preview Mode Text Ruler The View menu options are different in View as Form Ruler Lines Browse Layout and Preview Mode View as List T Square View as Table Object Size Toolbars Show Status Bar Zoom In Status Area Zoom Out Insert Use Insert menu commands to insert picture Object Current User Name sound movie or data into the database
19. l windows can be opened at the same time Windows can be reduced to an icon or enlarged to fill the entire desktop Appendix B 3
20. neously on a system without sufficient memory can cause slow file response and print times For more information on printing problems see sections 10 Printing and Appendix A Notes and Warnings Multi User Electronic Forms Multi User forms and other File Maker Pro files even if only one user is using the file causes increased data traffic on a network which can cause a network slowdown and even a complete shutdown As a courtesy to other network users it is recommended that users keep Multi User FileMaker Pro files to a minimum If you encounter a problem or find a solution to a problem please call or E mail Larry Dykstra at Forms Management so this information can be shared with other users and computer support personnel Page 12 3 Notes and Warnings Electronic Forms User Guide FMPRO NOTE If a FileMaker Pro file is terminated without properly closing the next time the file is open you may get a message that the file was not closed properly FileMaker Pro will then make a file check and repair any damage that might have been done On occasion the file will become damaged and FileMaker Pro will give you a warning that the file is damaged and cannot be opened These files usually are recoverable using the Recover command in the File menu For more information consult your FileMaker Pro documentation NOTE FileMaker Files that have been E Mailed sometimes cannot be opened just by double clicking on the file icon If you
21. normal fonts VGA video adapter Laser or Ink Jet printer Laser or Ink Jet printer NOTE The above specifications are minimum requirements to utilize FileMaker Pro 5 0 and related software only Operating additional applications simultaneously may require additional memory MAC NOTE Previously we recommended using Arial and Times New Roman TruType fonts on the Macintosh platform We have discovered that those fonts installed on a Macintosh will cause extremely long print times as much as 3 hours for some multi page forms Do not use these fonts If you have these fonts installed on your Macintosh system and are experiencing long print times removal of these fonts should significantly reduce print times Contact your computer support staff for assistance Supported Printers HP Series 2 HP Series 4000 HP Series 3 3si HP Series 6000 HP Series 4 4m 4m 4si HP Deskjet 500 550 550c HP Series 5 5p 5si 5L HP Deskjet Series 600 700 800 1100 HP Series 6 The forms should print on any laser printer with no problems See the Notes and Warning Section for known problems with specific printers Page clipping may occur with some inkjet printers but should not be significant enough to cause problems The forms have not been tested on dot matrix printers Page 12 1 Supported Systems and Printers Electronic Forms User Guide Printer System Troubleshooting FileMaker reads the printer driver and the printer you are using an
22. nter selected and is not definable by the user This causes most of the problems such as multiple pages running onto the next or previous page s Hewlett Packard LaserJet Series 4 in PCL Mode If you experience any difficulties or poor printing results with LaserJet series 4 printers in PCL mode go into the Printers control panel select Printer Setup for the LaserJet 4 click Options and change the Graphics Mode option from HP GL 2 to Raster Hewlett Packard LaserJet Series 5 and 5si If the printer hangs on multi page or landscape forms check the installed memory in the Print Manager setup for the printer It must match excatly the memory installed in the printer This is not an automatic function when installing the drivers for the printer it must be set manually Hewlett Packard LaserJet 4000 If printing causes FileMaker to lock up or generates a General Protection Fault check to see that the printer is using PCL5e The default driver that comes with the HP 4000 uses PCL6 which will not work in FileMaker or Microsoft Office 97 products Print Setup x Printer Name WBEECH HO_1A2_HP4M Properties Status Ready Type HP LaserJet 4M Where 164 110 145 10 HQ_1A2_HP4M Camment Paper Orientation Size Letter Portrait non Source Automatically Select s C Landscape Network Cancel Page 9 3 Printing Forms Electronic Forms User Guide Special Printing Requirements Some forms ar
23. out Book Mark Move directly to a specific record Flip through the pages of the book to browse through the records contained in the file Number of record on display Total number of records in file Records 3 Indicates status of records Sorted Semi sorted Number Found The Layout Dialog Box Shows the layouts available in the file Clicking on the box will indicate the layout names Clicking on the name of the layout will change to that Form Layout Form Layout layout Layouts allow information in the records to be Instructions displayed in different ways Supplement List View The Record Book Allows several ways to browse through the records in the file The Book Mark may be used to go to a specific record by clicking and dragging the Book Mark up or down through the book The record number the Book Mark is on will be indicated at the bottom of the Book Clicking on the Book pages will move through the records one at a time Clicking on the Record Number and entering a valid record number will move directly to that specified record Page 5 1 Browsing Records Electronic Forms User Guide Another option in viewing or browsing records is the List View layout The List View allows viewing of all records in the file in a generic list view The list view does not include all fields in the database but enough information is included to identify specific recor
24. p for the printer It must match excatly the memory installed in the printer This is not an automatic function when installing the drivers for the printer it must be set manually Hewlett Packard LaserJet 4000 If printing causes FileMaker to lock up or generates a General Protection Fault check to see that the printer is using PCL5e The default driver that comes with the HP 4000 uses PCL6 which will not work in FileMaker or Microsoft Office 97 products Printer Names Longer than 31 Characters Printer names longer than 31 characters including the server name have been known to cause FileMaker to crash If you have problems with a form itself or if you have a suggestion to improve a form please contact Forms Management Larry Dykstra or Antonette Toni Benham by E mail or by phone at 705 7424 Appendix A 1 Glossary of Terms Browse Button Click Cursor Database Destination File Dialog Box Directory Duplicate Export Records Field File Electronic Forms User Guide In Browse you can create new records and edit sort print and export them to another file An object graphic or icon to which a script is attached so wneh the button is pushed the attached script or mini program will start Clicking means to point the pointer or l bar on an item in the layout and pressing the mouse or pointer button once In Browse mode a pointer to show what field is current to enter new information alter exis
25. porting of data for those fields 5 If the Destination file is a revised or updated version of the source file or if the fields in both files are the same click on the Match Fields button to match the field entries 6 Click Add New Records to append the imported records to the end of the destination file or Replace Data in Current Found Set to overwrite any existing records with the imported records 7 Click on OK and FileMaker Pro will do the rest Exporting Records from FileMaker Pro Exporting records from FileMaker Pro to another application type is just as simple 1 Open the source file Locate the source file in the files list and click OK Some of the exportable file types are DBF dBase Ill and IV TAB amp TXT Tab Separated Text WKS amp WK1 Lotus 1 2 3 CSV amp TXT Comma Separated Text SLK Microsoft Excel MER Microsoft Word Merge Document Page 11 2 Importing and Exporting Records Electronic Forms User Guide 2 Choose Import Export in the File menu and Export Records from the submenu You will see the Export Records To File dialog box 3 Select the File Type format desired 4 Type an eight digit name for the file You may type the three letter extension or if omitted FileMaker Pro will automatically add the correct extension according to the file type selected 5 Click OK Importing and Exporting Selec
26. r more characters j literal text Number range criteria Exact match text Wildcards When making a Find Request you can use wildcards to find words when you re not sure of all the characters FileMaker Pro looks for the words in text fields and in calculation fields with a text result Choose the wildcard when you know the number of unknown characters in a field but are not sure what they are For example to find Gray and Grey type Gr y Choose the wildcard to substitute for any number of unknown characters For example to find McKineh and McKenneh type Mck Page 6 2 Finding Records Electronic Forms User Guide If you Find a record and then duplicate the record the duplicated record also becomes part of the Found Set even if the selection criteria is changed in the record Likewise if you create a New Record after a Find that record also becomes a part of the Found Set If you do not want these records as part of the Found Set you must do another Find Click on the Find All button in List View Layout to make all records available for browsing or printing after a Find Find All is located in the Select menu The keyboard shortcut is Ctrl J Page 6 3 Sorting Records Electronic Forms User Guide Sort is selected by clicking on the Sort button or choosing Sort from the Select menu The keyboard shor
27. receive a file such as this then you will have to open FileMaker Pro first then open the file from within FileMaker Pro NOTE Ona few occasions FileMaker Pro files will get corrupted when they have been E Mailed and cannot be opened Be aware that this does happen and there is no known fix If you do receive a corrupted file that you cannot open even from within FileMaker Pro then the only recourse is to ask the person to send you another copy Usually these files are not recoverable FMPRO NOTE Most problems with WSDOT electronic forms are printer problems If you have printer problems and the suggestions included in this tutorial do not help you please contact your computer support staff for assistance NOTE One area that is overlooked by a lot of Users is the print area of the Dialog Box For example if Records being browsed is highlighted then all records in the file or all records in the Found Set will be printed If you have 200 records in the file all 200 records will be printed Hewlett Packard LaserJet Series 4 in PCL Mode If you experience any difficulties or poor printing results with LaserJet series 4 printers in PCL mode go into the Printers control panel select Printer Setup for the LaserJet 4 click Options and change the Graphics Mode option from HP GL 2 to Raster Hewlett Packard LaserJet Series 5 and 5si If the printer hangs on multi page or landscape forms check the installed memory in the Print Manager setu
28. s to assist you in filling out adding new records retrieving records printing and transferring data Copyright 1998 2001 Washington State Department of Transportation All Rights Reserved Page i Basic Instructions for Windows Users Form Buttons Entering Information Text Formatting Browsing Records Finding Records Sorting Records Menus Printing Layouts Importing and Exporting Records Supported Systems and Printers Notes and Warnings Glossary of Terms Powered By WL FileMaker 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 9 1 10 1 11 1 12 1 Appendix A Appendix B Page ii WSDOT Forms Electronic Forms User Guide Windows Runtime Forms These forms are the same electronic versions that are used at the Washington State Department of Transportation They are Filemaker Pro Version 5 0 databases and are designed to be used by one person at a time For your convenience we have supplied a runtime application so you do not need your own copy of Filemaker Pro to use them However if you do have your own copy of Filemaker Pro 5 0 or later you can use it to run these forms if you wish To run the forms 1 Open the DOTeForms or DOTeForms0 folder 2 Double click the DOTeForms exe application or FormMenu WF9 file Notes on Filemaker All of the forms ship with one blank record To enter data in a form click on the field you want to enter data into and start typing You don t need to do anything spe
29. s to perform additional tasks To build a script you define a set of steps you want the script to perform When setting up a script FileMaker Pro does not record your actions as you perform them You choose steps and build the script based on the current state of the file To perform a script you choose it from the Scripts menu or the Define Scripts dialog box You can also create buttons in a layout to perform scripts or run specific commands Sort Sorting rearranges records according to the entries in a field or a set of fields FileMaker Pro stores records in the order you add them You can sort all records or a group of found records and then browse update or print those records in the new sequence The sort order instructs FileMaker Pro to arrange records in ascending descending or custom order FileMaker Pro sorts by the first field in the sort order then by the second and so on You can sort records in any mode except Find Source File The file that contains the records or information that will be received or imported See also Destination File Subdirectory See Directory Wildcard When making a find request you can use wildcards to find words when you re not sure of all the characters FileMaker Pro looks for the words in text fields and in calculation fields with a text result Window A rectangular area on the screen desktop in which applications or documents are viewed Windows can be opened closed moved and resized Severa
30. t Records from the submenu You will see the Open File dialog box Open File File Name Directories 1401 00 FPR c transaid cd 134_146 FPR E cA 140_005 PDF a e gt Transaid CD 140038 FPR C archive 140_044 PDF CD USRs 140_063 PDF Dec9 Files 140_093 PDF original files 140_100 FPR 140_101 FPR 140_200 PDF Drives 140_200A PDF List Files of Type All Available Some of the importable file types are DBF dBase III and IV TAB amp TXT Tab Separated Text WKS amp WK1 Lotus 1 2 3 CSV amp TXT Comma Separated Text SLK Microsoft Excel FM FP3 FP5 WF9 FileMaker Files 3 Locate the source file in the files list and click OK You will next see the Import Field Mapping dialog box Page 11 1 Importing and Exporting Records Electronic Forms User Guide Import Field Mapping View By Matching Names Data in 134_146 FP3 Fields in 134_146 Copy FP3 j Field Names SS ek gt gt Define Fields Add new records z Replace data in current found set p l 4 The fields in the source file will map to the fields in the destination file as shown in the list You can drag the field names in the Fields In list to change where FileMaker Pro maps data Click the Scan Data buttons to view data in the source file By clicking the connection arrows between the fields you can turn on or off the im
31. tcut is Ctrl S Sort Records Current File buscards fp Sort Order Business Name Cellular Phone City CS2ZCalc Date Created Date Modified Fax Phone Full Name Motto al Ascending order bh Descending order La Custom order based on value list F Override field s language tor sort Sorting rearranges records according to the entries in a field or a set of fields FileMaker Pro stores records in the order you add them You can sort all records or a group of Found Records and then browse update or print those records in the new sequence The sort order instructs FileMaker Pro to arrange records in ascending descending or custom order FileMaker Pro sorts by the first field in the sort order then by the second and so on You can sort records in any mode except Find To sort records 1 Find the records you want to sort or choose Find All from the Select menu to sort all records For more information on Find see section 7 2 In any mode except Find choose Sort from the Select menu You will see the Sort Records dialog box 3 In the Field List select the name of the field you want to sort by and click Move to put the field name in the Sort Order list 4 Add any additional sort fields in the same way 5 Click Sort Page 7 1 FileMaker and a Form Menus Electronic Forms User Guide FileMa
32. ted or Sorted Records To Import or Export selected files 1 Open the source file 2 Create a Found Set see Section 7 Finding Records of the records to be exported or imported 3 To import selected files open the destination file and follow the import procedures to import records from the source file To export the selected files follow the procedures to export records 4 The Found records may then be sorted if desired To Import or Export Sorted Records Normally FileMaker Pro records are in order of creation i e first record first last record created last The records can be sorted prior to importing or exporting putting the records into a more usable order such as date alphabetical or numerical Simply perform a Sort see Section 8 Sorting Records prior to importing or exporting Page 11 3 Supported Systems and Printers Electronic Forms User Guide System Support Since you are using the tutorial it is assumed that your computer has at least the minimum requirements to run FileMaker Pro and WSDOT electronic forms The following are the minimum requirements to use electronic forms FileMaker Pro 5 0 Windows Macintosh Pentium class processor with 64 MB RAM 64 MB RAM memory memory Hard drive disk with at least 70 MB of disk Hard disk drive with at least 70 MB of disk space free space free System 7 6 1 or higher Windows 95 or later with TruType fonts installed Helvetica and Times
33. the number of users using the printer can significantly affect print times 3 Fonts Using a printer without the correct fonts or the fonts disabled can cause long print times Arial and Times new Roman installed on a Macintosh printing to a printer without those fonts resident will cause very long print times 4 Network attached printer Wire routing and the number of users using the printer can significantly affect print times 5 Fonts Using a printer without the correct fonts or the fonts disabled can cause long print times Arial and Times new Roman installed on a Macintosh printing to a printer without those fonts resident will cause very long print times Page 12 2 Supported Systems and Printers Electronic Forms User Guide 6 Multi User File A FileMaker Pro file being utilized by several users can cause slow processing and print times Also a user with a slow system in a Multi User file can cause very slow times A Multi User file operates at the speed of the host machine The more users connected to a Multi User file the slower the response times and print times Multi User files also increases Network traffic significantly even if only one user is using the file 7 Low cache allocation A low print cache or disk cache allocation may cause slow print times for both Macintosh and Windows systems If possible increase cache size 8 Multiple applications Multiple applications running simulta
34. ting information or delete information A collection of information or data Examples of information you can collect and store in a database include a catalog of parts or products and a list of sales contacts To organize a database you use a database management application like FileMaker Pro A FileMaker Pro database consists of records fields files and layouts FileMaker file that will receive imported records A window that appears temporarily to request or supply information Many dialog boxes have options that must be selected before a command is carried out Part of a structure for organizing files on a disk A directory can contain files and other directories called subdirectories Makes an exact copy of the current record You can use Duplicate Record to simplify data entry when there are only minor differences between records If you ve set up fields to automatically enter data FileMaker Pro enters the values in those fields for you Saves the records you select in a format that can be used by other applications You select a destination file for the records in the Export Records to File dialog box Within a record you enter information into a field which represents a category of information A field can contain names or other text numbers pictures or sounds dates times calculations or summaries A file is a set of related records A file also contains the layouts and scripts designed for the records Appendix
35. trl F Find Status Area In Find use the status area to create find requests Find requests locate the Form Layout __ records that match your find criteria Those records become the found set and are the only records available for browsing sorting previewing and printing If more than one Find Request is valid all of them can be accessed by using the request book Indicates number of current Find Requests Requests _ Omit Symbols D Find Click in box to not find according to the search criteria Click on Symbols button to select range wildcard and other criteria Click on the Find button or press Enter to execute Find Page 6 1 Finding Records Electronic Forms User Guide Omit Choose this option when you want to include all records except those meeting the selected criteria Example Mary as the selected criteria with Omit checked will find all records except those with Mary in that field Symbols Definitions lt less than lt less than or equal gt greater than gt greater than or equal exact match Range Numbers Dates Alphabetical example range _ 1 1 93 1 1 94 returns all records within those dates inclusive duplicates today s i ae Only duplicated records with the selected criteria invalid date or time one character Wildcards see below zero o
36. w layout using the layout dialog box Page 2 1 Buttons Electronic Forms User Guide These Forms Buttons will be found on all List Views The Print button will call up the Print Dialog Box Click on Records Being Browsed to print the List View See section 10 of the User Guide for more information The keyboard shortcut is Ctrl P The Find button will put you into the Find mode In the Find mode you may find records that meet criteria defined within a field or fields See section 7 of the User Guide for more information on Finding Records The shortcut key is Ctrl P The Find All button will make all records within the database available for browsing and printing The keyboard shortcut is Ctrl J The Sort button calls up the Sort dialog box The sort will be accomplished according to the fields selected and order listed For more information on Sorting Records see Section 8 of this User Guide The keyboard shortcut is Ctrl S The To Form will take you to the main form layout If there are other form layouts in the file those buttons will be shown such as a supplement page There is no keyboard shortcut PRPEEE NOTE Some buttons may not be included on some forms due to lack of space Buttons may also appear smaller than normally shown due to space limitations These Form Buttons may also be found on form layouts Page 2 2 Entering Information Electronic Forms
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