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FileMaker Pro 9: Beginner Tutorials

Auto-Entry / Lookups pt. 2




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So based on this starting point going to here. In other words, when we type into the postal code, look at the Zip Code field here. And then we want to copy over the City field into the City field here. This is the City field actually from Zips. We want to copy that value into there whenever these two match. Now there are some options here. Don't worry about them right now. There are options over here and most of them are pretty complicated and we're not going to get into them right now. But I usually leave it on Do not copy. In other words, don't copy the city over and replace whatever you might have in the City field over in here if there's no match on the zip code. And this is very similar; don't copy the contents if empty. So if you happen to have a zip code that has no city in your zips table, well then it's not going to copy over something that exists already inside the City field. So if this field is blank it won't copy over into that. I generally just leave these as the defaults, the most common way to use this. So for right now forget about the other features. Just leave it as is and we'll go over them in later tutorials. So we'll click Ok. Click Ok again. And we want to do the same thing with the State field. Go to Options, Looked up value. When it's starting with Contacts, go to Zips and this time choose State. It's that simple. So we'll click Ok. It's a Lookup. We'll click Ok again. Now what you'll notice is if we create a new record we have to type into this Postal code field for it to work, so we'll type in 91709. But it doesn't happen until we actually exit the field, that could be by clicking over here or clicking into another field or simply hitting the tab, you'll notice that it automatically fills that in. Now this is different than what we're going to learn about later, which is a Related field. A Related field is a live link. This is not a live link. This is an Auto-enter, meaning that you can type over it if you want. You can see how I just changed that. If it came up with the wrong city I could type in a completely different city. It's basically a snapshot, this Lookup and we can in fact even go over the Zips. Go over to Chino Hills and change it to something else. Change it to whatever. Click out of that right. Click into another record. Come back here. And notice that it hasn't updated. Not until I modify this field - and I could just take off one number and type another one and then tab - you'll see that that's when it takes a snapshot; whenever this field is modified. So that's kind of nice when you're looking at related fields, which we'll be looking at later which are a live link. Whenever I change something over inside of Zips, which I'm going to change back to Chino Hills now. And as soon as I change this to Chino hills and clicked out of the record. When I came back here, if it was a related field it would update automatically. As it is Lookup is a snapshot and I have to modify this field. So that's kind of nifty and it also allows me to again to override this; the city or state. So I might want to have something different in here. So what happens to the rest of the records? Well this is an Auto-enter. Take a look. These had information before but they may not be the right information. For instance if I come to this record, this may be the wrong zip code for this city. Well what we could is we can say lookup each one of these city and states for this postal code across all the records. It's kind of like a replace field contents. Rather than going to each one of the records and changing one digit and putting it back on to see if it's right, we can just click into this Postal code field and go to Relookup field contents. You get this message in the 44 records, blah, blah, blah. Are you sure you want to do a lookup on each one of these? We'll click Ok. And you notice that actually the information stored for this isn't different than concord. And it may be true there. So if you ever want the snapshot to occur again and you wanted to do it on all the records or a found set of records, you could simply do a Relookup. So, Lookups are nice. Related fields are nice. Auto-enter calculations are nice. They are all different ways to get information into your database without having to type it. So you want to learn each one of these methods. Don't just be a one trick pony and lean one method Lookups and use them everywhere. There's a disadvantage to Lookups. They store this data several times. If you don't want it to store it again copy and paste it from another table and put it in here, then don't do it. There's no reason to do it. So when you're going back and trying to build this portion of this tutorial remember that the Zips - that will be stored inside of the work files so you can go ahead and build this whole entire thing here.

Tutorial Information

Course: FileMaker Pro 9: Beginner
Author: John Mark Osborne
SKU: 33783
ISBN: 1-933736-95-X
Release Date: 2007-07-26
Duration: 12.5 hrs / 145 lessons
Work Files: Yes
Captions: Available on CD and Online University
Compatibility: Vista/XP/2000, OS X, Linux
QuickTime 7, Flash 8

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