FileMaker Pro 3.0 from Claris Goes Relational

Tony Jackson
Claris Corporation

The big news about FileMaker Pro 3.0 - the latest version of the popular 
database program for Macintosh and Windows - is that it offers 
relational capabilities. You can now share data between separate files, 
and when you change data in one file, the changes display automatically 
in any related file. FileMaker Pro 3.0 also offers improved text 
handling and aids for easier data entry, among many other new features.

System Requirements
To run FileMaker Pro 3.0, your computer must meet the following minimum 
system requirements:

Macintosh

* Any Macintosh running System 7.1 or later

* 8MB RAM (recommended for 680x0 machines; required for Power 
Macintoshes)

Windows

* Intel-compatible PC running Windows 95 or Windows NT 3.51 or later

* 8MB RAM (16MB recommended for Windows NT 3.51)

Improved Text Handling
FileMaker Pro 3.0 has a text ruler, which you can use whether you are 
designing a form in Layout mode or entering data in Browse mode.  The 
text ruler gives you instant access to fonts, and lets you change font 
size and font styles. You can also set Paragraph formatting from the 
ruler: this includes alignment, indents, margins, and tabs. A field can 
have hanging indents and custom tab stops, for example.

Value Lists
FileMaker's value lists can be used for two purposes: to make data entry 
easier (via a pop-up list or menu), or to ensure that data is valid 
(e.g., that the two-letter state code entered is a valid state.) While 
value lists aren't new to FileMaker, they have been significantly 
improved in version 3.0.

In previous versions, each item had to be typed into a value list. While 
that's still an option in 3.0, you can also define a value list based on 
existing values in another field. If you have a list of states in one 
database, you can use that list to define a value list of states in all 
your databases. If you modify the field that the value list is based on, 
all of your pop-up lists are updated automatically. Even better, you now 
have the option to show a second field in a pop-up value list. A good 
example would be a product number field, in which the pop-up list 
displays a list of product numbers and names, making it easier to select 
the correct product from the list.

Other Data Entry Aids
FileMaker Pro 3.0 offers several other ways to streamline data entry:

* The Revert Record command lets you undo all changes to the current 
record.

* The Replace command lets you replace a field's value in every record 
in the file. You can even replace 
using a calculation.

* You can validate data by calculation (e.g., Is Amount < Credit 
Limit?), and specify a message to be displayed if validation fails.

Wait, There's More
Other key features of the new FileMaker Pro include the following:

* TCP/IP support. This means that FileMaker Pro databases can be hosted 
over the Internet.

* More files, bigger files. You can now open up to 50 files 
simultaneously. Further, the 32MB file size limit has been upped to two 
gigabytes.

* Merge fields. Rather than requiring you to create a merge document 
(such as a form letter) in a word processing program, merges can be 
generated entirely within FileMaker Pro. This feature allows for easier 
text integration and is much more efficient than sliding fields.

* Enhanced scripting. FileMaker's ScriptMaker feature now offers loops, 
conditionals, and error checking.

* Customizable templates. FileMaker on CD comes with over 40 templates, 
for items ranging from mailing lists and time sheets to certificates and 
invoices. You can also get them at

ftp://ftp.claris.com/pub/USA-Macintosh/Templates/FileMakerPro3/
CD-ROM_extras/Templates.hqx

Upgrade Concerns
With so many new features, Claris needed to create a new file format for 
version 3.0. This means that you can't open 3.0 files with previous 
versions of FileMaker, although you can convert your older files into 
3.0 format. (FileMaker Pro will even rename your old files when you 
convert them so you'll have a backup in 2.1.)

If you want to share files with other users, everyone needs to be 
running the same version of FileMaker. If your office uses FileMaker Pro 
Server, it will need to be upgraded to Server version 3.0 when 
everyone's client software is upgraded. Keep in mind that the Windows 
version of FileMaker Pro 3.0 requires Windows 95.

The good news is that you don't have to relearn how to use FileMaker. 
Version 3.0 doesn't change how you use existing 2.1 features; it simply 
adds new capabilities. Many people don't need a relational database, and 
with FileMaker Pro 3.0, you're not required to create one. Still, should 
you want to make a database relational, FileMaker Pro 3.0 provides a 
seamless way to do so.

Purchase, Support, Training
You can buy FileMaker Pro 3.0 for Macintosh or Windows at the MIT 
Computer Connection in W20-021. The introductory price is $115. The MCC 
also sells a 10-pack for the Macintosh for $1059.

IS offers partial support for FileMaker Pro 3.0, and plans to offer full 
support soon.

The IS Training Lab has several FileMaker classes scheduled for the 
Spring quarter, including one that focuses on new features in FileMaker 
Pro 3.0. For more information, call x3-7685 or send email to 
<wray@mit.edu>.

The FileMaker User Group meets in E40-302 on the second Thursday of the 
month. Contact Joni Bubluski at x3-3551 <bubluski@mit.edu> for details.