Creating Electronic Datasheets for Field Work with For more information visit their website: Travis Heckford Heckford.Travis@gmail.com http://www.filemaker.com/products/filemaker-pro/

Table of Contents Important Notes What is FMP? Templates/Creating New Databases Databases From Hard-Copy Datasheets Working Directory/Opening FMP/New Solutions Interface Tips (Key Components), Description, and Breakdown Adding Pictures/Objects Creating Tabs/Sliders How to Create a Database How to Create a UUID Field How to Create a Timestamp Multiple Databases Database Relationships Datasheet: Placing Fields, Text, Creating Buttons (Activating Scripts) Using Buttons to Create/Export Records Using Portal for Related Databases Final Product: Using the Form/Datasheet

Important Notes: Fields/layout design/all editing has to be done in the Layout view mode Use Inspector to stylize and control text/field boxes/images Field Picker allows you to drag and box fields from all related tables When switching between Layout and Browse mode the FMP project will prompt you with a Save option If you want a script to collect GPS coordinates using the iPads cellular enable location finder – I can provide the script For specific locations this is not the best option as the iPad spatial accuracy = 25 – 50 meters FMP is the software that allows you to make a form/datasheet File Maker Go (FMG) is the iPad/Android application that allows you to enter data on your handheld/mobile device

What is File Maker Pro (FMP)? Allows you to create custom apps Front end database interface Entered values populate database fields Entered values can be exported in various formats Coded values for fields  decrease human error Can specify required fields that must be populated Check boxes for Yes/No or category fields Scripting Data management in the background Acquire location data (iPad cellular enabled) Entered values are automatically saved Warning: if working with multiple database through the portal function data can be lost if application crashes Take screenshots (on iPad) in case of crash Large support community Wealth of knowledge on existing threads Active online community = fast answering/problem solving on new threads https://community.filemaker.com/welcome

Template/Creating Databases from Datasheets: Existing databases can be imported: Excel, MS Access Fields and values will be retained Change field properties (string, double, container, calculation.. etc) Arrange field placement on the form layout to facilitate data entry Finesse/stylize the form Existing relational schema can be importing or created in FMP Fast and simple way of creating new forms Databases from hard-copy datasheets New database/from existing datasheet: Just like any database: create and define fields, and construct relationship A FMP database is mechanically the same as Excel, MS Access Datasheets can be tricky, the way data are entered does not always reflect how data are managed in a database

Databases From Hard-Copy Datasheets Below is an example of two related databases These databases will be created as an example This one collects many records/event This one collects a single record/event This is a 1 to many relationship TreeID  primary key

Databases from hard-copy datasheets Below is an example of two related databases These databases will be created as an example This one collects many records/event This one collects a single record/event This is a 1 to many relationship and my datasheet will need to export 2 separate databases This is how the relationship looks in FMP Primary key = TreeID A Universal Unique Identifier (UUID) is used/record and linked to each database I will link these databases using the TreeID field  this will be my primary key

Working Directory/Opening FMP/New Solutions Create a working directory Store datasheets, associated tables, and graphics Numbering allows you to keep track project(s) progress Open the File Maker Pro (FMP) application In the Launch Center using the New dropdown menu field Select: New Solution Save your FMP datasheet in your working directory

Interface Tips (Key Components), Description, and Breakdown Blank Layout Inspector pop-up menu can be access through the (i) icon. Manage icon – options for managing scripts/values/datasets

Manage: access to database options Also available under File Tool Bar Layout: changes view of datasheet Field Picker: Drag and drop fields onto the sheet Can chose multiple tables/database to pull field from All Design work is done in Layout Mode You can toggle between this mode and other using options under the View menu Inspector: Allows you to configure display elements, add coded values to data (also available under Manage), use tabs to explore options when an element is selected This is the sheet where you design your datasheet

Header Choose your datasheet size In this case I will choose the iPad landscape option This is the datasheet outline Footer

Adding Pictures/Objects Draw line or insert a textbox From the tool bar use the polygon drawing option Draw a polygon Open Inspector and use graphic option to define an image for the polygon Set fit options once it loads

Creating Tabs/Sliders For this datasheet I will use the tab format (it works well compared to the slider options which can get sticky and cause problems when the screen is wet) Select the Tab option and drag it across the sheet to fill the desired space (because there is a lot of lichen species I will likely use the whole sheet) A Tab Control Setup pop-up menu will prompt you with options

How to Create a Database Access: File  Manage  Database This is the database manager interface Manage tables/fields/relationships Type the field name out, and the select type, if a calculation or script runs in the fields define this in the options Create new field

How to Create a Database Create your fields The TreeID is the primary key and is a required value Use Timestamp in the date field and through the options section set to ’Creation Timestamp’ meaning this field is populated when a New Record is created Once you have created fields, hit OK, and the new fields will appear on your datasheet You can drag and drop fields to wherever you see fit

How to Create a UUID Field Using UUIDs Select the UUID field Select Option

How to Create a UUID Field Option menu for UUID should look like this under the Auto-Enter tab Make sure these are checked Select Specify to set UUID script

How to Create a UUID Field Specify Calculation menu From the list on the right, scroll down and select Get ( UUID ) Make sure the correct table is selected

How to Create a Timestamp From the manage database interface, select the Timestamp field (ensure type is set to timestamp), and select the Options button Check the Creation option  will create a timestamp when a new record is created

Multiple Databases Select the Tables tab in the manage database interface Create new or import existing databases/tables Edit table name

Multiple Databases Select the Fields tab in the manage database interface Switch between tables to create/add/edit fields

Database Relationships Select the Fields tab in the manage database interface Select your primary key field This field type must be set to Calculation Select Options to link primary key field values

Database Relationships Specify Calculation menu Use table drop down menu to select the other database you want to link this field to From the field menu on the left select the field you want to link this field to Ensure calculation result is set to Text Default is numeric

Database Relationships In the database manage interface select the Relationships tab Select the field in one of the databases you want to link Drag across to the field in the other database E.g., TreeID links with TreeID in both databases

Database Relationships In the database manage interface select the Relationships tab Access: File  Manage  Database Select the field in one of the databases you want to link Drag across to the field in the other database E.g., TreeID links with TreeID in both databases Double clicking on the relationship bridge will prompt a popup menu to Edit Relationship

Database Relationships The edit Relationship popup menu allows you to set how this relationship interacts You can setup multiple relationship interactions

Design Your Datasheet: Placing Fields, Text, Creating Buttons (Activating Scripts) Use Inspector: Set text size/font/style Add images to button popups Set borders Link coded values to fields Edit field box style Drop down list Check box selection Radio buttons Drag and place fields/text/images

Design Your Datasheet: Placing Fields, Text, Creating Buttons (Activating Scripts) Create buttons to request ’New Record’ Double click the button to enter the setup menu Select The ‘Single Step’ option and selection the function new Record Request

Using Buttons to Create/Export Records Double click on a button to access setup menu Name of button Set action (run script) Clicking here will prompt script interface to open

Using Buttons to Create/Export Records Note: same process to create a new record button This is the script interface (Button Action) Can type in own script or select from options This is our export records button

Using Buttons to Create/Export Records Manage icon for button action Allows you to specify field(s) export order

Using Buttons to Create/Export Records Manage icon for button action Allows you to specify field(s) export order

Using Portal for Related Databases In order to enter data in the TreeData table while on the LichenData Layout you must create a Portal to that database and put TreeData fields in the portal box The Portal option allows you to drag and resize the portal Fields can be accessed from the Field Picker menu Place fields from another database in the Portal box

Final Product: Using the Form/Datasheet In order to use the FMP form/datasheet on a handheld/mobile device you must install the app: File Maker GO (FMG) Once the field form/datasheet is complete load it onto your handheld/mobile device and open with FMG Email the FMP document Load via iTunes  drag and drop the FMP document into the FMG ’documents’ section under the ‘apps’ menu Airdrop FMP document between Apple devices

Final Product: Using the Form/Datasheet Use the New Record button to create a new record Populate field with data Alternate between tabs (Lichen and Tree) Popup buttons can provide quick access to resources Use Export buttons to retrieve data Export options Save Name Export data type In iPad (select/deselect) fields to export

Final Product: Using the Form/Datasheet Use the New Record button to create a new record Populate field with data Alternate between tabs (Lichen and Tree) Popup buttons can provide quick access to resources Use Export buttons to retrieve data Export options Save Name Export data type In iPad (select/deselect) fields to export

Final Product: Using the Form/Datasheet Use the New Record button to create a new record Populate field with data Alternate between tabs (Lichen and Tree) Use Export buttons to retrieve data Export options Save Name Export data type In iPad (select/deselect) fields to export