FileMaker Pro is famed for its ease of use. However, if you are to use this program to create a useful database solution, it is important that you resist the temptation to dive straight in and spend some time planning your database. Only then can you be sure that the database management system (DBMS) you end up creating is suitable for your purposes.
One of the first operations in the process of database design is the specification of tables and the columns they contain. Basically, your database will be a repository of related data which will allow you to retrieve this information in a useful fashion. At a very early stage in the design process, you need to identify each individual piece of information that is important for you. The information will almost certainly fall into different groups or categories. When you come to build your database, each of these separate categories will become a table.
Tables consist of rows and columns, just like an Excel worksheet. Columns are often referred to as fields; rows are often referred to as records. In a very simple database, only one table may be required; but this is very rare; most databases require several tables, each containing information relating to one aspect of the overall system. It is important to ensure that you do not bundle information relating to different aspects of the project into the same table when designing your DBMS since this will lead to duplication and loss of data integrity.
Version 1 and 2 of FileMaker forced users to save all information in one table. It was only with the release of FileMaker 3 in 1995 that the program offered the use of multiple tables. In its current release, version 10, FileMaker automatically creates your first table for you whenever you create a new database. The table will have the same name as the database itself and contain no fields. Your first step will usually be to rename this table and define the fields you wish it to contain. To rename a table, activate the Tables tab in the Define Database dialogue, click on the current name, enter a new one and then click the Change button.
To create fields, activate the Fields tab in the Define database dialogue, enter the name of each of the fields that you want the table to contain, specifying the data type (Text, Number, Date, etc.) then click the Create button. Be sure to create a primary key field in each of your tables. This will be used to create relationships with other tables to make up your final solution. To create a primary field, enter a name as per usual, set the field type to number then click Create. Next, click the Options button and in the Auto-Enter section, activate the option "Serial Number". Finally, in the Validate section, activate the options "Not Empty" and "Unique Value".
One of the first operations in the process of database design is the specification of tables and the columns they contain. Basically, your database will be a repository of related data which will allow you to retrieve this information in a useful fashion. At a very early stage in the design process, you need to identify each individual piece of information that is important for you. The information will almost certainly fall into different groups or categories. When you come to build your database, each of these separate categories will become a table.
Tables consist of rows and columns, just like an Excel worksheet. Columns are often referred to as fields; rows are often referred to as records. In a very simple database, only one table may be required; but this is very rare; most databases require several tables, each containing information relating to one aspect of the overall system. It is important to ensure that you do not bundle information relating to different aspects of the project into the same table when designing your DBMS since this will lead to duplication and loss of data integrity.
Version 1 and 2 of FileMaker forced users to save all information in one table. It was only with the release of FileMaker 3 in 1995 that the program offered the use of multiple tables. In its current release, version 10, FileMaker automatically creates your first table for you whenever you create a new database. The table will have the same name as the database itself and contain no fields. Your first step will usually be to rename this table and define the fields you wish it to contain. To rename a table, activate the Tables tab in the Define Database dialogue, click on the current name, enter a new one and then click the Change button.
To create fields, activate the Fields tab in the Define database dialogue, enter the name of each of the fields that you want the table to contain, specifying the data type (Text, Number, Date, etc.) then click the Create button. Be sure to create a primary key field in each of your tables. This will be used to create relationships with other tables to make up your final solution. To create a primary field, enter a name as per usual, set the field type to number then click Create. Next, click the Options button and in the Auto-Enter section, activate the option "Serial Number". Finally, in the Validate section, activate the options "Not Empty" and "Unique Value".
About the Author:
The The writer of this article is a training consultant with Macresource Computer Solutions, a UK IT training company offering FileMaker Pro Classes at their central London training centre.
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