1. Creating Electronic Datasheets for Field Work
with
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Travis Heckford

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

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

12. 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

13. 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

14. 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

15. 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

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

17. 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

18. 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

19. 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

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

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

22. 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

23. 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

24. 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

25. 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

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

27. 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

28. 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

29. 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

30. 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

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

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

33. 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

34. 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
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

35. 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

36. 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

37. 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