TweetFollow Us on Twitter

Nov 01 Databases2

Volume Number: 17 (2001)
Issue Number: 11
Column Tag: Databases

by Mark Shuchat-Marx

All in the Family: Relational Databases in FileMaker Pro 5

Apple's FileMaker Pro database has long been the standard to beat for the Mac world, much as Microsoft Access is the database standard for Windows. While many users keep records in FileMaker of video collections or recipes, it does have some considerably more advanced features, such as ODBC (stands for Open Database Connectivity, a standard cross-platform protocol for accessing data from SQL servers) and use of relationships. It is this second feature that we will examine here.

Relationships in databases have nothing to do with giving flowers or making a commitment. It has everything to do with how different database files share data with each other. Suppose that you are constructing an expense report database and you don't want to type in the employee's name, department number, and so on every time you create a new record. If you already have an existing employee database, you can set up a relationship between the two files that will keep the data organized for you. (For this example, we took the sample files "Personnel Records" and "Expense Report" included as part of the FileMaker installation.)

In the expense report file, go to the "Define Relationships" item in the File menu and create a relationship between the expense report and the personnel files, linking the related fields in the two databases. In this example, we linked the Employee ID fields from the two database files so that data in the expense report will be automatically filled in based on data in the personnel file. Why did we choose the Employee ID field? Because in this example that is the one field guaranteed to be unique for each and every person.

The second step is to set up the fields you want to be automatically filled in. In our example, we want FileMaker to automatically fill in the employee's first and last names whenever we enter in the Employee ID number. Go to "Define Fields" in the File menu and scroll down to the First Name and Last Name fields, then select First Name and press the Options button. Check off "Lookup" under the "Auto-Enter" tab, then press the Specify button.

Now select the relationship you created earlier, and you will see the fields from the personnel file. Select the "First Name" field, make sure the "Don't copy contents if empty" box is checked off, then press OK. Do the same for the Last Name field.

You are now ready to create records. Put a few sample records into the Personnel Records file, making sure each person has a unique Employee ID number. Now switch to the Expense Report file and create a new record, Put in an Employee ID number of the person for whom you want to fill out an expense report. And voilà, you will see that the person's first and last names are automatically entered into the form.

Another way to do this is simply to put a field from the related form onto the original. In our example, we put the First Name, Last Name and Title fields from Personnel Records (using the relationship created earlier) onto the Expense Report form directly. To do this, put the form into Layout mode, and then drag the "Field" item from the toolbar on the left side of the window to the desired location on the form. Select the desired field from the list that appears.

Once you select the field and it's placed on the form, you can manipulate it like any other field, changing the size, font, color, and so on. On your form, it looks like any other field from the original file, except that in layout mode, the field name begins with two colons (::)

Now go back into Browse mode and create a new record. Put in an existing Employee ID number from Personnel Records and you will see the fields you just placed populated with data from Personnel Records.

A third method of using a database relationship is to use a portal. This is a way of placing several instances of a field on a form. Suppose you want to create a travel record form to track travel records that groups take. Create a relationship between the travel file and the aforementioned Personnel Records file, then place a portal on the layout form. Once you are back in Browse mode, you can then use the portal to display multiple records from Personnel Records in a single travel record.

In a way, you can use the portal even in database files that are not related. In such files, this is called a repeating field, and is a way of containing a relational database within a single file. Suppose you're creating a database to keep track of your video collection and you want to put in a field to hold cast members. You can create a single text field and use commas to separate the stars' names (e.g., "Humphrey Bogart, Ingrid Bergman, Claude Rains" and so on) or you can designate the field as a repeating field.

To do this, go into the "Define Fields" item in the File menu, select the field you want to repeat and press the Options button. Under the "Storage" tab, you'll see an option to turn on repeating fields, as well as the number of times you want the field repeated. Once you press OK, you'll see "Repeating" listed next to the field name under Options. [display "repeating field list" picture here]

Now, when you place the field on your form, it will look like any other field. But if you select the field and select "Field Format" from the Format menu (or control-click on the field and select "Field Format" from the contextual menu), you'll see an option to display anywhere from none to all of the field's repeats. You can also place the repetitions horizontally or vertically. This will let you enter data on multiple cast members within one field.

The ability to use relationships in linking databases together is one of FileMaker Pro's strongest features. With several ways to do it, you are sure to find a method that fits your requirements.

As of this writing, FileMaker Pro 5.5 has been introduced, and has replaced version 5 on the store shelf. The biggest change in 5.5 is that the program now comes in two versions: a Classic version for OS 8.1 or higher, and a Cocoa version for OS X. The Classic version requires a Power Mac with 32MB of RAM and running Mac OS 8.1-9.1. The Cocoa version requires an OS X-capable Power Mac G3 or G4 (upgrade cards are not supported) with 128MB of RAM and running Mac OS X.

The list price for a new copy of 5.5 is $249, with a price of $149 for registered owners of FileMaker 2.1 or later. More information, including downloadable demo copies of both Classic and Cocoa versions, is available at http://www.filemaker.com.


Mark Shuchat-Marx is a longtime Mac technician, consultant, and writer. He lives in the foothills of Albuquerque with his wife Jacqueline, their cats Gingie and Pyewacket, and a Power Mac G4 named Godzilla. You can reach him at marksm@mac.com.

 

Community Search:
MacTech Search:

Software Updates via MacUpdate

Latest Forum Discussions

See All

Six fantastic ways to spend National Vid...
As if anyone needed an excuse to play games today, I am about to give you one: it is National Video Games Day. A day for us to play games, like we no doubt do every day. Let’s not look a gift horse in the mouth. Instead, feast your eyes on this... | Read more »
Old School RuneScape players turn out in...
The sheer leap in technological advancements in our lifetime has been mind-blowing. We went from Commodore 64s to VR glasses in what feels like a heartbeat, but more importantly, the internet. It can be a dark mess, but it also brought hundreds of... | Read more »
Today's Best Mobile Game Discounts...
Every day, we pick out a curated list of the best mobile discounts on the App Store and post them here. This list won't be comprehensive, but it every game on it is recommended. Feel free to check out the coverage we did on them in the links below... | Read more »
Nintendo and The Pokémon Company's...
Unless you have been living under a rock, you know that Nintendo has been locked in an epic battle with Pocketpair, creator of the obvious Pokémon rip-off Palworld. Nintendo often resorts to legal retaliation at the drop of a hat, but it seems this... | Read more »
Apple exclusive mobile games don’t make...
If you are a gamer on phones, no doubt you have been as distressed as I am on one huge sticking point: exclusivity. For years, Xbox and PlayStation have done battle, and before this was the Sega Genesis and the Nintendo NES. On console, it makes... | Read more »
Regionally exclusive events make no sens...
Last week, over on our sister site AppSpy, I babbled excitedly about the Pokémon GO Safari Days event. You can get nine Eevees with an explorer hat per day. Or, can you? Specifically, you, reader. Do you have the time or funds to possibly fly for... | Read more »
As Jon Bellamy defends his choice to can...
Back in March, Jagex announced the appointment of a new CEO, Jon Bellamy. Mr Bellamy then decided to almost immediately paint a huge target on his back by cancelling the Runescapes Pride event. This led to widespread condemnation about his perceived... | Read more »
Marvel Contest of Champions adds two mor...
When I saw the latest two Marvel Contest of Champions characters, I scoffed. Mr Knight and Silver Samurai, thought I, they are running out of good choices. Then I realised no, I was being far too cynical. This is one of the things that games do best... | Read more »
Grass is green, and water is wet: Pokémo...
It must be a day that ends in Y, because Pokémon Trading Card Game Pocket has kicked off its Zoroark Drop Event. Here you can get a promo version of another card, and look forward to the next Wonder Pick Event and the next Mass Outbreak that will be... | Read more »
Enter the Gungeon review
It took me a minute to get around to reviewing this game for a couple of very good reasons. The first is that Enter the Gungeon's style of roguelike bullet-hell action is teetering on the edge of being straight-up malicious, which made getting... | Read more »

Price Scanner via MacPrices.net

Take $150 off every Apple 11-inch M3 iPad Air
Amazon is offering a $150 discount on 11-inch M3 WiFi iPad Airs right now. Shipping is free: – 11″ 128GB M3 WiFi iPad Air: $449, $150 off – 11″ 256GB M3 WiFi iPad Air: $549, $150 off – 11″ 512GB M3... Read more
Apple iPad minis back on sale for $100 off MS...
Amazon is offering $100 discounts (up to 20% off) on Apple’s newest 2024 WiFi iPad minis, each with free shipping. These are the lowest prices available for new minis among the Apple retailers we... Read more
Apple’s 16-inch M4 Max MacBook Pros are on sa...
Amazon has 16-inch M4 Max MacBook Pros (Silver and Black colors) on sale for up to $410 off Apple’s MSRP right now. Shipping is free. Be sure to select Amazon as the seller, rather than a third-party... Read more
Red Pocket Mobile is offering a $150 rebate o...
Red Pocket Mobile has new Apple iPhone 17’s on sale for $150 off MSRP when you switch and open up a new line of service. Red Pocket Mobile is a nationwide MVNO using all the major wireless carrier... Read more
Switch to Verizon, and get any iPhone 16 for...
With yesterday’s introduction of the new iPhone 17 models, Verizon responded by running “on us” promos across much of the iPhone 16 lineup: iPhone 16 and 16 Plus show as $0/mo for 36 months with bill... Read more
Here is a summary of the new features in Appl...
Apple’s September 2025 event introduced major updates across its most popular product lines, focusing on health, performance, and design breakthroughs. The AirPods Pro 3 now feature best-in-class... Read more
Apple’s Smartphone Lineup Could Use A Touch o...
COMMENTARY – Whatever happened to the old adage, “less is more”? Apple’s smartphone lineup. — which is due for its annual refresh either this month or next (possibly at an Apple Event on September 9... Read more
Take $50 off every 11th-generation A16 WiFi i...
Amazon has Apple’s 11th-generation A16 WiFi iPads in stock on sale for $50 off MSRP right now. Shipping is free: – 11″ 11th-generation 128GB WiFi iPads: $299 $50 off MSRP – 11″ 11th-generation 256GB... Read more
Sunday Sale: 14-inch M4 MacBook Pros for up t...
Don’t pay full price! Amazon has Apple’s 14-inch M4 MacBook Pros (Silver and Black colors) on sale for up to $220 off MSRP right now. Shipping is free. Be sure to select Amazon as the seller, rather... Read more
Mac mini with M4 Pro CPU back on sale for $12...
B&H Photo has Apple’s Mac mini with the M4 Pro CPU back on sale for $1259, $140 off MSRP. B&H offers free 1-2 day shipping to most US addresses: – Mac mini M4 Pro CPU (24GB/512GB): $1259, $... Read more

Jobs Board

All contents are Copyright 1984-2011 by Xplain Corporation. All rights reserved. Theme designed by Icreon.