Instant Web Publishing Help

FileMaker basics

About database solutions

A database is a collection of information, or data, that you can organize, update, sort, search, and print. FileMaker® solutions contain records that can be accessed from another copy of FileMaker on a Local Area Network (LAN) or from a web browser. The records consist of fields, which store and display the data.

Note: This document presents features available only when accessing FileMaker databases from a web browser. For information on working in FileMaker, see the documentation that came with the FileMaker product.

What are fields?

Fields store, calculate, and display the data you have entered into a record. The information you type or paste into a field is its value. Field values can be text, numbers, dates, and times. Each piece of information in a record -- like a name, address, or telephone number -- is stored in a field.

What are records?

Records are a collection of fields that contain data about a single activity, individual, subject, or transaction. To add data, you make a new record and enter data into the fields that belong to that record. After you create records in a file, you can edit them, sort them, or find a group of records that contain a particular value.

What are layouts?

Layouts display the records contained in a database solution. The layouts, created by the database designer using FileMaker Pro or FileMaker Pro Advanced, determine how data is organized for viewing, printing, reporting, finding, and entering data. When you change data in a field on a layout, the changes are reflected in the same field on all the layouts and views in the database.

See also

Switching layouts

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About working with FileMaker solutions from a web browser

You can view and work with data in a FileMaker solution from a web browser in many ways. You can:

• see records on different layouts and views
• add, duplicate, edit, and delete records displayed in web-based forms
• search for a subset of records
• sort to rearrange the records

To navigate through a FileMaker solution, use the buttons in the status area or the database layout. Avoid using the Back, Forward, and Refresh buttons in your web browser.

Note: The database designer or administrator may disable some features. For example, your account might allow you to enter, but not delete records. Additionally, the database administrator can customize the interface and automate many features in buttons, which might invalidate some of the instructions in this document. For example, you may see the words "Script paused" next to Continue and Cancel buttons in the status area if the database administrator included a script in your FileMaker solution.

If you desire more flexibility and power, you may want to access the solution directly from FileMaker instead of a web browser. For example, with FileMaker Pro, you can:

• modify the database design (with full access privileges, you can create new tables, change field definitions, define relationships, define value lists, manage accounts and privileges)
• modify layouts, script definitions, and value lists (with full access privileges)
• view and print complex, multi-page reports
• work with rich text and data types, like pictures, sounds, and QuickTime files
• import and export data

For a complete list of features, visit www.filemaker.com.

See also

Can't find a feature

Web page doesn't display properly

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About the status area

The status area provides access to features by means of navigation controls and buttons that vary depending on which mode you're in. Move the pointer over a button or control to see its description.

You can use the buttons and controls in the status area to:

• view data on different layouts
• change layout views
• view the next or previous record
• create, edit, duplicate, or delete records
• create, edit, duplicate, delete, and perform find requests to view a subset of the records
• omit records from the found set
• sort the records

Status area in Browse mode

Status area in Find mode

To show the status area when it is hidden, click the Show Status Area toggle located in the upper left corner of the web page. To hide it, click Hide Status Area . If the status area toggle is dimmed, access has been restricted by the database administrator.

To display menu commands for the Records, Find, or Requests buttons, click the triangle next to each of these buttons. For example, when you click the triangle next to Records, the following menu appears:

Menu displayed for Records button

See also

Can't find a feature

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About modes

You work with data in Browse or Find mode.

When you open a database, Instant Web Publishing displays the records in Browse mode. You can add, view, change, sort, omit (hide), and delete records when you are in Browse mode.

When you are in Find mode, you can search for particular records that match a set of criteria. To switch from Browse mode to Find mode, click Find in the status area. You can then work with the subset of your records, called the found set. After you find a group of records, Instant Web Publishing returns to Browse mode so you can begin working with them.

See also

Finding records

Can't find a feature

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Accessing solutions with Instant Web Publishing

To access a FileMaker solution on the web using Instant Web Publishing:

1. In compatible web browser software, type the IP address or domain name where the solution is hosted in the following format: http://<name>. For example, http://192.169.123.101.
   Visit www.filemaker.com for system requirements.
2. You see either the Instant Web Publishing Database Homepage, or a custom homepage designed by your database administrator.
   If you see the Instant Web Publishing Database Homepage, click the database you want to access. If you see a custom homepage, follow the instructions provided by your database administrator. If do not see the Instant Web Publishing Database Homepage, you can also type the address in this format: http://<name>/fmi/iwp. For example, http://192.169.123.101/fmi/iwp.
3. You may need to log in by providing an account name and password to start the session and access the database.

Note: You may need to log in before you see the Database Homepage or custom homepage. Your account determines the level of access you have to the data. For information on your access level, see the database administrator.

See also

Web page doesn't display properly

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Logging out of a solution

When you are finished, it is important to log out from the file before closing the browser window.

To end your session securely, click Log Out , then quit the web browser application.

Important security considerations:

• If you don't log out and quit the web browser software, the connection to the database is still active, and data may be accessible to other web users.
• When accessing a FileMaker solution from a web browser, you are connected to the database, and you might be prohibiting others from accessing the file. If you are not working with the solution, it's good practice to log out.
• If you stop using the solution for a period of time, your account may time out. If this happens, re-access the database from the Home Page. For more information, see the database administrator.

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Printing records

When printing FileMaker records from a web browser, you can only print the records you see onscreen. The status area and records that are not visible will not print. If you need to print all the records, talk to the database administrator about accessing the database solution with a copy of FileMaker Pro.

Note: Specific printer and print setup options depend on the web browser, printer and system software you're using. Refer to the printer and system documentation for more information.

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Adding and viewing data

Moving through records

You can move from one record to another using the navigation controls in the status area and window.

To	Do this
Go to the next record in a file	Click the right arrow in the book in the status area.
Go to the previous record in a file	Click the left arrow in the book.
Go to a specific record	Click the current record number above the slider. Then type the record number of the record you want, and press Enter (Windows) or Return (Mac OS).
Move quickly through records	Drag the slider left or right.
Move through records in a list or table	Use the scroll bar on the right side of the window.
Toggle between showing: The records that are in the current found set The omitted records in the database	Click the pie chart.

Note: Don't use your web browser's Back and Forward buttons to move from one record to another.

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Adding data to the database

You add or duplicate records in Browse mode. FileMaker stores new records at the end of the file. In Browse mode, you see the new record after the last record in the found set.

To add a record:

1. In Browse mode, click New Record to add a record to a database.
2. Click in a field and type the new information. Press Tab to move between fields.
   • You cannot enter text with any formatting, for example, bold or underline styles. To enter rich text, you must access the solution with a copy of FileMaker Pro.
   • Click Revert to clear the data in the new record.
   • Click Cancel to return to Browse mode without adding a record.
3. When you finish entering the information in the fields, click Submit to add the record.

To duplicate a record, click Records , choose Duplicate Record, then click Submit .

Note: For layouts that contain tabs, click a tab to bring the associated tab panel to the front for viewing.

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Editing records

To edit a record:

1. In Browse mode, display the record you want to edit.
2. Click in the field and edit the data, or click Edit Record and then click in the field and edit the data.
   • Click Revert to clear your changes and return the original field values.
   • Click Cancel to return to Browse mode without editing the record.
3. Click Submit in the status area.

Important: You cannot revert to the original values after clicking Submit.

See also

Moving through records

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Switching layouts

Change layouts to view the data in a different arrangement. To view data on a different layout, choose a layout from the Layout pop-up menu in the status area.

See also

About the status area

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Viewing records in a form, list, or table

You can change the way records display and print on a particular layout by switching its view.

When viewing records in a list or table view, the current record is always at the top of the screen. To view previous records, click the left arrow in the book or enter a record number above the slider and press Enter (Windows) or Return (Mac OS).

Note: For layouts that contain tabs, click a tab to bring the associated tab panel to the front for viewing.

See also

Moving through records

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Selecting the current record

In Browse mode, a solution has one current (selected) record at a time.

When viewing records in a list or table view, the current record is always at the top of the screen. To view previous records, click the left arrow in the book or enter a record number above the slider and press Enter (Windows) or Return (Mac OS).

See also

Moving through records

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Deleting records

When deleting a record from the database, you permanently discard the data that is entered in all the fields in that record.

To delete a record:

1. In Browse mode, navigate to the record you want to delete.
2. Click Delete Record , then click OK to permanently delete the record. Click Cancel to return to Browse mode without deleting the record.

See also

Moving through records

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Finding and sorting data

Finding records

Use Find mode to locate records based on search criteria. You type criteria (the value or values to find or to omit) into fields in one or more find requests. Find requests are created, edited, deleted, and navigated like actual records.

When you perform the find, FileMaker searches through all the records, comparing your search criteria with the data in the file. Records with data matching the criteria become the found set, which is the subset of records displayed in Browse mode when the search is complete.

To find a record or group of records:

1. Click Find . (You can also click the triangle next to Find , then choose Create New Find.)
2. From the Layout pop-up menu, select a layout that contains the fields you want to search on.
3. Click in the field you want to search on and enter the search criteria.
   For example, to find records where the city is New York, click in the City field and type New York.
4. You can use the Insert Operators list in the status area to help you enter criteria.
   
5. Click Perform Find to search the database and view a subset of the records.
   The status area indicates how many records were found. The light green area of the pie chart in the status area indicates the portion of the total records displayed. When all records are displayed, the pie chart is a solid color.
   

Using operators and search criteria

You can use the following operators and search criteria to find records.

Additional tips

• To revert the find request while you are in Find mode, click Requests , then choose Revert Request.
• If no records are found, click OK in the message dialog box that appears. You can then search again by changing the criteria in the find request and clicking Perform Find .
• To cancel a find request and switch to Browse mode while you are in Find mode, click Cancel Find .
• To reset the found set to include all records while you are in Browse mode, click Show All .
• To view, repeat, or change a find request, click the triangle next to Find , then choose Modify Last Find.
• You can click the pie chart in the status area to toggle between your found set and the omitted records in the database.
• You can further refine a search by omitting a specific record that you are browsing, omitting multiple consecutive records, or by constraining or extending the found set with additional find requests.

Note: When you perform day of the week searches on systems set to a system format other than English, you can use English day names and abbreviations. Sunday is the first day of the week in English and Japanese, but Monday is the first day of the week in other system formats.

See also

Performing and/or searches

Finding record exceptions

Omitting records from a found set and viewing omitted records

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Performing and/or searches

To perform an AND search, specify one find request using multiple fields. For example, you can perform a search where City = New York AND Name = Smith.

1. Click Find and click the field you want to search.
2. Type the search criteria.
   For example, to find records where City = New York, click in the City field and type New York.
3. Click into the next field to specify additional criteria (an AND search). For example, click in the Name field and type Smith.
4. Repeat step 3 until you have entered all your search criteria.
5. Click Perform Find to search the database and view a subset of the records.

To perform an OR search, where any search criteria is matched, you specify multiple find requests. For example, you can perform a search where City = New York OR Paris, or you can perform a search where City = New York OR Name = Smith.

1. Click Find and click the field you want to search.
2. Type the search criteria.
   For example, to find records where City = New York, click in the City field and type New York.
3. Click New Request .
4. In the new blank find request, click into the field you also want to search on and type the additional search criteria (for example, Name = Smith).
5. Repeat steps 3 and 4 until you have entered all your search criteria.
6. Click Perform Find to search the database and view a subset of the records.

Keep these points in mind:

• Each find request can contain multiple fields that specify an AND request. For example, to find all records where City = New York AND Name = Smith.
• Multiple find requests are performed in the order they are created.
• To delete a request from multiple find requests, click the triangle next to Find , choose Modify Last Find, then click Delete Request . The last find request you entered is deleted. Then click Perform Find to search the database using the remaining find requests.
• To duplicate a request, including the criteria entered in it, click Requests , then choose Duplicate Request while you are in Find mode.
• For multiple find requests, AND operations are evaluated before OR operations. For example, a complex and/or search with multiple find requests are evaluated as: (City = New York AND Name = Smith) OR (City = Paris AND Name = Smith) OR (City = Paris AND Name = Dupont).
• For search criteria using Omit (when your criteria DOES NOT EQUAL data), it is generally best to specify search requests with Omit last. (First include all the records you want to select from, then exclude undesired records from the group).
• You can make modifications to the found set by constraining or extending the found set.

See also

Finding records

Finding record exceptions

Omitting records from a found set and viewing omitted records

Constraining (narrowing) a found set

Extending (broadening) a found set

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Finding record exceptions

To find records that do not equal a specified value, you omit records with that criteria while performing a find. For example, to find all sales records except those for the city of London:

1. Click Find , type the search criteria for the records you want to omit.
   For example, type London in the City field.
2. Click Omit in the status area.
3. Click Perform Find .

You can also find some records while omitting others. For example, to find vendors in the state of California, except those in Los Angeles:

1. Click Find , type the search criteria for the records you want to find.
   For example, type CA in the State field.
2. Click New Request .
3. Type criteria for the records to exclude (type Los Angeles in the City field).
4. Select Omit in the status area.
5. Click Perform Find .

Keep the following in mind:

• You can have Omit search criteria in more than one request.
• Multiple find requests are performed in the order they are created. For example, in a Contacts solution with clients in the US and France:
  • If the first request finds all clients in Paris and the second request omits all clients in the USA, the found set will not find records in Paris, Texas or anywhere else in the USA.
  • If the order of the requests is reversed (the first request omits all clients in the USA and the second request finds all clients in Paris), the found set includes all clients in Paris, France and in Paris, Texas, but no records for clients elsewhere in the USA.

You can also omit records from a found set after performing a find.

See also

Omitting records from the found set and viewing omitting records

Constraining (narrowing) a found set

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Omitting records from a found set and viewing omitted records

Omit a record or a series of records to remove them from the found set. Omitted records are still in the database; they just aren't included in the found set.

Keep these points in mind:

• You can also reduce the number of found records by constraining the found set.
• You can omit records while performing a find request (a "does not equal" search) by selecting Omit when specifying the search criteria.

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Constraining (narrowing) a found set

Constraining a found set lets you narrow find results incrementally, looking for more specific detail as you search your database. To find records based on multiple criteria in separate fields (a logical AND search), perform a find, specify the next criteria, click Requests , then choose Constrain Found Set.

For example, after searching for all of the employees who work in Sales, you can narrow the search to find all of the employees within Sales named Alvarez.

1. Perform a find so that your database contains a found set. (For more information, see Finding Records.)
   
2. Switch back to Find mode and type the criteria to narrow the search.
3. Click Requests , then choose Constrain Found Set.

The constrained found set is displayed in Browse mode.

See also

Finding records

Finding record exceptions

Performing and/or searches

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Extending (broadening) a found set

Broadening a found set lets you expand your search to include additional applicable records without starting over, if you have constrained a previous find request too much. To find records that match multiple criteria in the same or different fields (a logical OR search), perform a find, specify the next criteria, click Requests , then choose Extend Found Set.

For example, after searching for customers in New York, you can broaden the search to also find customers in Hong Kong:

1. Perform a find so that your database contains a found set. (For more information, see Finding Records.)
   
2. Switch back to Find mode and type the criteria to broaden the search.
3. Click Requests , then choose Extend Found Set.

The broadened found set is displayed in Browse mode.

See also

Finding records

Finding record exceptions

Performing and/or searches

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Sorting records

You can sort records in ascending order, descending order, or a custom order based on a list of predefined field values.

To sort records:

1. In Browse mode, navigate to the Layout that has the fields you want to sort on, then click Sort .
2. In the Sort Records dialog box, select the first field to sort.
   For example, select Last Name.
3. Choose the sort order.
   For example, choose Ascending order, for A to Z; Descending order for Z to A, or a custom order based on predefined field values.
4. Click Move to move the selected field to the Sort Order column.
5. Repeat steps 2, 3, and 4 for each sort field.
   For example, choose First Name to sort it after Last Name.
6. Click Sort.

In Table View, you can also click the column header (the field name) to sort the table in ascending or descending order on that field.

After you sort records, the current record does not change. In List View, the current record is displayed at the top of the page. In Table View, the current record is displayed on the top row of the table. To view the records in sorted order starting with the first record or set of records, click the current record number above the slider in the status area. Then type the record number of the record you want, and press Enter (Windows) or Return (Mac OS). Or, you can drag the slider all the way to the left.

To restore the records to the creation order, click Sort . In the Sort dialog box, click the Unsort button.

Note: You can only sort by fields that are on the current layout.

See also

Can't find records after sorting

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Troubleshooting

Web page doesn't display properly

If a page doesn't display correctly, check for the following:

• Verify that JavaScript is enabled in the web browser. See the web browser documentation for more information.
• Verify that you are using a supported web browser. For browser requirements, visit www.filemaker.com or ask your database administrator.

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Can't find a feature

If you can't find a feature, check for the following:

• Verify that the status area is showing by clicking the Show Status Area toggle located in the upper left corner of the web page.
• If the status area toggle is dimmed, the database administrator may have locked it. Look for the equivalent functionality in a button the database administrator has provided.
• Verify that you are in the correct mode. For example, you cannot create a new record when you are in Find mode.
• The account you are using might not allow access to all features. For more information, see your database administrator.
• If you did not enter your account and password when accessing the database, you might be logged in with the "guest" account, which typically does not have full access. For more access, see the database administrator.

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Can't find records after sorting

When you sort records, the current record does not change. In List View, the current record is displayed at the top of the page. In Table View, the current record is displayed on the first row of the table. To view the records in sorted order starting with the first record or set of records, click the current record number above the slider in the status area. Then type the record number of the record you want, and press Enter (Windows) or Return (Mac OS). Or, you can drag the slider all the way to the left.

See also

Sorting records

Moving through records

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Can't go back or forward in a web viewer

Use your browser's shortcut menu to go back/forward in a web viewer. Right-click (Windows) or Control-click (Mac OS) within a web viewer and choose Back or Forward.

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