FileMaker Mobile 8 User`s Guide

FileMaker Mobile 8 User`s Guide
For Windows, Mac, Palm OS, and Pocket PC
FileMMobile
aker8
®
Companion for Palm OS
and Pocket PC
User’s Guide
© 2000 - 2006 FileMaker, Inc. All Rights Reserved.
FileMaker, Inc.
5201 Patrick Henry Drive
Santa Clara, California 95054
FileMaker is a trademark of FileMaker, Inc., registered in the U.S. and other countries, and
ScriptMaker and the file folder logo are trademarks of FileMaker, Inc.
FileMaker documentation is copyrighted. You are not authorized to make additional
copies or distribute this documentation without written permission from FileMaker. You
may use this documentation solely with a valid licensed copy of FileMaker software.
All persons and companies listed in the examples are purely fictitious and any
resemblance to existing persons and companies is purely coincidental.
Credits are listed in the Acknowledgements document provided with this software.
For more information, visit our website at www.filemaker.com.
Edition: 01
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Contents
Chapter 1
Overview of FileMaker Mobile
Registration and customer support
New features
Overview of FileMaker Mobile software
System requirements
Desktop Requirements*
Handheld Requirements*
Supported languages
1-1
1-1
1-2
1-3
1-3
1-3
1-4
Chapter 2
Installing FileMaker Mobile
Installing the FileMaker Mobile application on your desktop computer
Installing the FileMaker Mobile application on a Palm handheld
Installing the FileMaker Mobile application on a Pocket PC handheld
2-1
2-1
2-3
Chapter 3
Setting up FileMaker Mobile
Adding FileMaker Pro databases to share with the handheld
Add Starter Solution
Add local database
Add hosted database
Making FileMaker Pro databases available for synchronization
Setting up FileMaker Pro databases to work with FileMaker Mobile
Configuring mobile settings for hosted databases
3-1
3-2
3-2
3-3
3-3
3-4
3-8
Chapter 4
Using FileMaker Mobile for Palm OS
Loading a FileMaker Pro database onto your handheld
Opening a database on the handheld
Viewing records
Adding records
Finding records
Sorting records
Deleting a record
Deleting all records in a found set
Deleting a database from your handheld
Setting database options
Synchronizing information between your handheld and computer
4-1
4-1
4-1
4-3
4-3
4-3
4-3
4-4
4-4
4-4
4-5
iv
FileMaker Mobile User’s Guide
Chapter 5
Using FileMaker Mobile for Pocket PC
Loading a FileMaker Pro database onto your handheld
Opening a database on the handheld
Viewing records
Adding records
Finding records
Sorting records
Deleting a record
Deleting all records in a found set
Deleting a database from your handheld
Setting database options
Synchronizing information between your handheld and computer
5-1
5-1
5-2
5-3
5-3
5-4
5-4
5-4
5-4
5-5
5-5
Chapter 6
Administering FileMaker Mobile solutions
Product information
Field contents
Field definitions
FileMaker Mobile database limits
FileMaker Mobile field types
Using a different handheld
Adding a new handheld device
Resetting the handheld identification
Removing FileMaker Mobile
Removing FileMaker Mobile from your Palm handheld
Removing FileMaker Mobile components from your Pocket PC handheld
Removing FileMaker Mobile from your desktop computer
FileMaker Pro scripts supported in FileMaker Mobile
6-1
6-1
6-1
6-2
6-2
6-2
6-2
6-3
6-3
6-3
6-4
6-4
6-5
Index
I-1
Chapter 1
Overview of FileMaker Mobile
With FileMaker® Mobile and a Palm OS or Windows Mobile-based Pocket PC handheld you can:
1
1
1
select information from FileMaker Pro databases to load onto your handheld
view, add, modify, and delete records in your databases when you are away from the office
synchronize changes made to both your desktop databases and handheld databases
If you’re new to the Palm OS or Pocket PC, you need to know how to use the HotSync or
ActiveSync software to synchronize information on your handheld with information on your
computer. If you have not performed a sync operation with your handheld before, see the
documentation that came with it.
Registration and customer support
Please take the time to complete the registration for your product, or register online at
www.filemaker.com/register/.
For information about technical support and customer service, see:
www.filemaker.com (North American customers)
www.filemaker.com/intl/ (customers outside of North America)
On the web site, you will find the FileMaker, Inc. Service Directory, which details the service
options available to North American customers, as well as links to FileMaker, Inc. international
sites, answers to frequently asked questions, and access to extensive software libraries used
by technical support staff. If you do not have access to the Web, please refer to the FileMaker
support/service sheet included in the software box. North American customers can also call
1-800-965-9090 to learn about the service options available.
New features
FileMaker Mobile 8 presents new features, such as:
1 Compatibility with FileMaker Pro 8, FileMaker Pro 8 Advanced, FileMaker Server 8, FileMaker
Server 8 Advanced
1
1
1
Synchronize with hosted FileMaker Pro databases
6 pre-designed FileMaker Starter Solutions
Support for people with special needs — FileMaker Mobile 8 documentation is provided in
tagged Adobe® Portable Document Format (PDF). Tagged PDF files work with assistive
technology, such as the JAWS for Windows screen reader. For more information about tagged PDF
files, see www.adobe.com.
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FileMaker Mobile User’s Guide
For late-breaking information about FileMaker Mobile, browse the contents of the CD and view the
Readme file, or visit www.filemaker.com (North American customers) or
www.filemaker.com/intl/ (customers outside of North America).
Overview of FileMaker Mobile software
FileMaker Mobile synchronizes FileMaker Pro databases with many handheld devices. The
following table shows the software components that you need to install in order to run FileMaker
Mobile, and where the software components are installed.
Palm or Pocket PC Handheld
Mac or Windows Computer
Installed Software
1
FileMaker Mobile application
1
1
1
FileMaker Mobile desktop
FileMaker synchronization module
Palm Desktop/HotSync or ActiveSync
software
Data Storage
1
Palm or Windows Mobile
handheld databases
1
FileMaker databases (.fp7)
1
1
FileMaker Pro or
FileMaker Pro Advanced
Database Management
Software
The software components perform the following functions:
On handheld
1
FileMaker Mobile handheld application – is installed on the handheld and provides the user
interface for viewing, editing, and managing FileMaker data on your handheld.
On desktop computer
1
FileMaker Mobile desktop application – is used on your desktop computer for adding and
configuring FileMaker database files (.fp7) for use with FileMaker Mobile.
1
FileMaker synchronization module – is installed along with the FileMaker Mobile desktop
software, and provides the synchronization capability between local or hosted FileMaker databases
and your handheld device.
1
Palm Desktop/HotSync or ActiveSync software – is used during installation to upload the
FileMaker Mobile application to your handheld device and is used for synchronization.
1
FileMaker Pro or FileMaker Pro Advanced – is used to create or modify your FileMaker Pro
databases for use with FileMaker Mobile 8.
Overview of FileMaker Mobile
1-3
On hosted computer
1
(optional) FileMaker Server or FileMaker Server Advanced – can be used to host FileMaker
databases for remote access by the FileMaker Mobile application.
Note You need to synchronize your handheld device with a desktop computer in order to establish
a connection to the remote host. You cannot synchronize the handheld directly to FileMaker Server.
System requirements
Desktop Requirements*
FileMaker Mobile 8 works with:
1 FileMaker Pro 8; FileMaker Pro 8 Advanced; FileMaker Server 8; FileMaker Server 8 Advanced
1 FileMaker Pro 7; FileMaker Developer 7
Windows
1
1
1
1
Pentium III 500 MHz or higher, 256MB of RAM; CD or DVD drive
Windows 2000 (Service Pack 4), Windows XP (Service Pack 2)
Palm Desktop 4.1.4 software with HotSync Manager installed for Palm OS handhelds
ActiveSync 3.8 installed for Pocket PC handhelds
Mac OS X
1
1
1
Macintosh computer with G3, G4, or G5 processor; 256MB of RAM; CD or DVD drive
Mac OS X 10.3.9, 10.4
Palm Desktop 4.2 software with HotSync Manager installed
Handheld Requirements*
Palm OS (Windows and Mac)
1
1
1
Palm OS compatible handheld; 2MB of storage
Palm OS 4.1 - 5.4
HotSync cradle and/or cable
Pocket PC (Windows Only)
1
ARM-based Windows Mobile 2003 (Second Edition included), and 5.0-based Pocket PCcompatible handheld
1
1
*
16MB of RAM
ActiveSync cradle
Version stated is the minimal requirement. The software will also work with later versions
certified by FileMaker.
1-4
FileMaker Mobile User’s Guide
Supported languages
FileMaker Mobile is designed to work with the following languages: English, French, German,
Italian, Japanese, and Spanish. The FileMaker Mobile software interacts with the operating systems
as follows:
This component
Displays the language used in
FileMaker Mobile application
Desktop operating system
FileMaker Mobile Synchronization Module
Desktop operating system
FileMaker Mobile handheld application
Palm OS or Pocket PC
Chapter 2
Installing FileMaker Mobile
The following sections explain how to install FileMaker Mobile software on your desktop
computer and handheld device.
You install the FileMaker Mobile application and synchronization module on your computer and
then install the FileMaker Mobile application on your handheld.
Installing the FileMaker Mobile application on your desktop computer
Important If you have FileMaker Mobile 7 installed, perform an ActiveSync or HotSync before
proceeding. This will back up your handheld databases. The FileMaker Mobile 8 installation will
replace your FileMaker Mobile 7 installation on your desktop PC.
To install the FileMaker Mobile application and synchronization module:
1. Exit other open programs and turn off virus protection utilities.
2. If you are installing from a CD, insert it into your CD or DVD drive.
3. Do one of the following:
For this system
Do this
Windows
Click Install FileMaker Mobile.
Mac OS
Double-click FileMaker Mobile 8.
4. Follow the instructions of the installation wizard.
5. Follow the instructions that appear on your screen.
1
When the license agreement displays, review the terms. If you accept the terms, click Accept,
then click Next.
1
When prompted for an installation code, type the code that comes with the product, then
click Next.
6. When the installation is complete, click Finish or Quit.
Installing the FileMaker Mobile application on a Palm handheld
Important If you have FileMaker Mobile 7 installed on your Palm handheld, you must remove it
before installing FileMaker Mobile 8. For more information, see “Removing FileMaker Mobile
from your Palm handheld” on page 6-3.
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FileMaker Mobile User’s Guide
The following steps install three files:
Filename
Description
FileMaker Mobile 8.prc
FileMaker Mobile application file
FileMaker Mobile Inf.pdb
License key information file
FileMaker 8 Lang [Language].prc
FileMaker Mobile application resource file for each of the languages
To install the FileMaker Mobile application on your Palm handheld:
1. In Windows or the Mac OS, launch the Palm Desktop application.
2. Click the Install tool (Windows) or choose Hot Sync menu > Install Handheld Files (Mac OS).
3. Click Add (Windows) or Add To List (Mac OS).
4. Navigate to the folder where the FileMaker Mobile application for the handheld was installed.
5. Select FileMaker Mobile 8.prc, then click Open (Windows) or Add To List (Mac OS).
6. Click Add (Windows) or Add to List (Mac OS).
7. Select the corresponding language file, then click Open (Windows) or Add To List (Mac OS).
For
Select
English
FileMaker 8 Lang English.prc
French
FileMaker 8 Lang French.prc
German
FileMaker 8 Lang German.prc
Italian
FileMaker 8 Lang Italian.prc
Japanese
FileMaker 8 Lang Japanese.prc
Spanish
FileMaker 8 Lang Spanish.prc
8. Click Add (Windows) or Add to List (Mac OS)
9. Select FileMaker Mobile Inf.pdb, then click Open (Windows) or Add To List (Mac OS).
10. Perform a HotSync operation to install the application on your handheld.
You can confirm the successful installation of FileMaker Mobile by locating the icon in the list of
available applications on your Palm handheld.
11. Perform a HotSync operation to transfer the user code and the license key to the desktop.
You can check the user identification by starting the desktop FileMaker Mobile 8 application and
clicking User.
Chapter 3 tells you how to transfer your databases to your handheld.
Installing FileMaker Mobile
2-3
Installing the FileMaker Mobile application on a Pocket PC handheld
Important If you have FileMaker Mobile 7 installed on your Pocket PC handheld, you must remove
it before installing FileMaker Mobile 8. For more information, see “Removing FileMaker Mobile
components from your Pocket PC handheld” on page 6-4.
To install the FileMaker Mobile application on your Pocket PC handheld:
1. Insert your Pocket PC handheld in the cradle.
2. In Windows launch ActiveSync.
3. Choose Tools menu > Add/Remove Programs....
4. Click the FileMaker Mobile 8 application.
5. Click OK.
If a warning states that the program is from an unknown publisher, click Yes to continue the
installation.
6. When prompted, enter the handheld license key.
7. When prompted on the handheld, remove and replace your handheld in the cradle. This enables
ActiveSync to identify the files to download.
8. Click OK in Windows to close the dialog box.
9. In ActiveSync, choose Tools menu > Options....
10. Check the FileMaker Mobile 8 application, then click OK to enable ActiveSync to transfer files
to the handheld.
11. Perform an ActiveSync operation to transfer the user code and the license key to the desktop.
You can confirm the successful installation of FileMaker Mobile by locating the icon in the list of
icons on your Pocket PC handheld.
You can check the user identification by starting the desktop FileMaker Mobile 8 application and
clicking User.
Chapter 3 tells you how to transfer your databases to your handheld.
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Chapter 3
Setting up FileMaker Mobile
This chapter tells you how to set up FileMaker Pro databases to work with FileMaker Mobile and
how to check which databases are ready to be loaded onto the handheld.
Note FileMaker Mobile 8 works with FileMaker Pro 7 and FileMaker Pro 8 databases. FileMaker
Mobile 8 does not work with earlier versions of FileMaker Pro databases.
Adding FileMaker Pro databases to share with the handheld
To share FileMaker Pro databases with the handheld:
1. Start the FileMaker Mobile 8 application.
2. If no databases are currently shared, the Add Database dialog will appear automatically.
Otherwise, click Add in the main FileMaker Mobile window.
Select to add FileMaker
Starter Solutions
Select to add a FileMaker
Pro database on a local
disk
Select to add a hosted
FileMaker Pro database
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FileMaker Mobile User’s Guide
You can add databases using one of three methods:
1 Add Starter Solutions – add one or more of the ready-to-use FileMaker Starter Solutions included
with FileMaker Mobile 8.
1
Add local database – add any local database on your desktop computer.
Note For each database selected you will need to specify mobile settings. For more information,
see “Setting up FileMaker Pro databases to work with FileMaker Mobile” on page 3-4.
1 Add hosted database – add any remote, hosted database on your network that is already configured
with mobile settings. For more information, see “Configuring mobile settings for hosted databases”
on page 3-8.
Add Starter Solution
1. In the Add Database dialog box, select Add Starter Solution.
2. Specify one or more of the Starter Solutions that you want to share with the handheld.
3. Click OK.
The Starter Solutions are FileMaker Pro databases that are pre-configured with the mobile settings
that you need. These solutions can be used on your handheld device immediately following your
first synchronization.
If you want to modify any of the default settings, see “Setting up FileMaker Pro databases to work
with FileMaker Mobile” on page 3-4.
In addition, if you would like to view or modify these FileMaker Pro databases, you can open the
files using FileMaker Pro 8 or FileMaker Pro 8 Advanced. These files are in the following
locations:
Platform
File
Windows
C:<My Documents>\FileMaker\ FileMaker Mobile\Starter Solutions
Mac OS
<Documents>/FileMaker/FileMaker Mobile/Starter Solutions
Add local database
1. In the Add Database dialog box, select Add Local Database.
2. When prompted, specify the FileMaker Pro database that you want to share with the handheld.
Note If the database does not contain any mobile settings, you will be prompted to specify the
mobile settings before adding the database. For more information, see “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 3-4.
3. Click OK.
Repeat these steps for each FileMaker Pro database you want to share with the handheld.
Setting up FileMaker Mobile
3-3
Add hosted database
1. In the Add Database dialog box, select Add Hosted Database.
2. Specify the Network File Path for the FileMaker Pro database on the hosting machine (FileMaker
Pro 8 or FileMaker Server 8), or click Browse to locate the hosting machine on the network.
Example of Network File Path: fmnet:/hostIPAddress/filename
Note You will not be able to add the hosted database if the database does not contain any mobile
settings. For more information, see “Configuring mobile settings for hosted databases” on page 3-8.
3. Click OK.
Repeat these steps for each hosted FileMaker Pro database you want to share with the handheld.
Making FileMaker Pro databases available for synchronization
After you have added the FileMaker Pro databases that you want to synchronize with the handheld
device, they will by default be enabled for synchronization. You can temporarily turn off the
synchronization for each database by removing the checkmark next to the database name.
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FileMaker Mobile User’s Guide
Setting up FileMaker Pro databases to work with FileMaker Mobile
Note To set up databases, your access privileges must include Design Layouts. The database must
not be open or hosted during setup.
To set up a FileMaker Pro database to work with FileMaker Mobile:
1. Start the FileMaker Mobile 8 application. (If no databases are available on the handheld device,
the Add Database dialog will appear.)
2. Select the database to configure mobile settings.
You can also click Configure to locate a database file on your computer to configure mobile settings.
This option is primarily used for configuring hosted database files.
You can choose who has
access to the file
Select the fields to transfer
Specify actions performed
before or after
synchronization
3. Click Settings.
4. In Sharing, specify the handheld access to the file. Click Specify to grant database access by the
user’s privilege set.
Note The options specified under Sharing will enable the fmmobile extended privilege set in the
database. You can also modify the accounts and privileges directly using FileMaker Pro or
FileMaker Pro Advanced.
5. Click Specify Fields.
Setting up FileMaker Mobile
3-5
6. In the Available Fields list, select the field you want to transfer to the handheld and click Add.
Repeat this step for each field you want to transfer.
You can transfer up to 50 fields and their data. Only Text, Number, Date, and Time field types can
be transferred and only these will appear in the Available Fields list.
Select the fields to
transfer to the
handheld
Click to specify
how fields
display on the
handheld
To change the order that fields will appear on the handheld, select a field in the Handheld Fields
list and click Move Up or Move Down. Arrange the fields now in the order you want them to appear
on your handheld.
7. (Optional) To specify how fields display on the handheld, click Properties.
Click to show or
hide properties
The available
options depend
on the field type
and selected
properties
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FileMaker Mobile User’s Guide
When you select a field in the list of handheld fields, you can edit the following properties:
To
Click a field in the Handheld Fields list, then
Select a data entry format
Choose one of the following from the Format list. See the examples following
this table.
1
1
1
Use a list of values for data entry
For text or number fields, choose Standard, Popup Menu, Popup List, Single
Checkbox, or Notes.
For date fields, choose Date Picker, Popup Menu, or Popup List.
For time fields, choose Time Picker, Popup Menu, or Popup List.
For Use value list, choose a value list defined in the database. Value lists from
related databases aren’t supported.
For a Single Checkbox, only the first value in the value list displays on the
handheld. Tip Choose a value list that contains a single value.
Allow changes to field data
Select Allow entry into field.
Capitalize the first letter when
entering data in an empty field
Select Use auto capitalization.
Display a custom label instead of the Select Use custom label. Type the label text.
field name
Shown below is an example of how these handheld field properties will appear on a Palm OS or
Pocket PC handheld device.
Use popup menus to choose values
defined in the associated value list
Use popup lists to choose values
defined in the associated value list or
enter new information in fields
Standard field
Single Checkbox
Click the Notes icon to view or
change text in a Notes fields
For more information on using FileMaker Mobile 8 on the handheld device, see chapter 4, “Using
FileMaker Mobile for Palm OS” or chapter 5, “Using FileMaker Mobile for Pocket PC”.
8. When you’ve finished specifying the list of fields and the properties for each field, click OK.
9. To specify synchronization options for the desktop and handheld device, click Synchronization.
Setting up FileMaker Mobile
3-7
10. In Mode, select the record transfer direction. Choose one of the three transfer options:
Choose this option
To do this
Bi-directional
Transfer modified records to and from the handheld.
Upload to desktop only
Transfer modified records from the handheld database to the
desktop database. All records are deleted on the handheld
database.
Download to handheld only
Transfer desktop database to the handheld database. All
records on the handheld database that are not in the desktop
database are deleted.
11. In Records, select the set of records you want to transfer to the handheld.
Select the record
transfer direction
Select the set of
records to transfer to
the handheld
Select how to resolve
record differences at
synchronization
Select actions before
and after
synchronization
If you want to load only a subset of records onto your handheld, select Found set at time of
synchronization. In FileMaker Pro, create a FileMaker Pro script which selects an appropriate found
set. Then choose that script as an after synchronization action described in step 13.
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FileMaker Mobile User’s Guide
12. In Conflict Resolution, choose how you want to resolve record differences at synchronization.
When you modify the same records in both the handheld database and the desktop database,
FileMaker Mobile uses one of the following options to resolve differences at synchronization.
Choose this option
To do this
Duplicate record
Create and place handheld records in the desktop database.
See the FileMaker Pro User’s Guide for information about finding duplicate
records.
Handheld overwrites desktop
The handheld record replaces the desktop record.
Desktop overwrites handheld
The desktop record replaces the handheld record.
13. Click Specify Actions, to choose what actions are performed on the database before and after
synchronization.
Select FileMaker Pro
script to run before
synchronization
Select FileMaker Pro
script to run after
synchronization
You can optionally choose to run a FileMaker Pro script before and after synchronization. Check
the Perform Script checkbox and select the script from the menu.
For more information on supported scripts, refer to “FileMaker Pro scripts supported in FileMaker
Mobile” on page 6-5.
14. Click OK, then OK again.
Repeat the steps in this section for each database for which you want to set up mobile settings.
Configuring mobile settings for hosted databases
To allow FileMaker Mobile 8 to access hosted databases on FileMaker Pro 8, FileMaker Pro 8
Advanced, FileMaker Server 8, or FileMaker Server 8 Advanced, you must configure mobile
settings for each hosted database file using the FileMaker Mobile 8 desktop software. The mobile
settings are stored in the .fp7 database file, therefore the mobile settings only need to be defined
once before uploading the file to the server for hosting.
Note For convenience, you may want to install a separate copy of FileMaker Mobile 8 on the host
machine to use for configuring any database files.
Setting up FileMaker Mobile
3-9
Important Be sure to close the hosted database on FileMaker Server 8 or FileMaker Pro 8 before
configuring the mobile settings. In addition, your access privileges must include the Design Layouts
privilege.
To configure mobile settings for a hosted database:
1. Start the FileMaker Mobile 8 application.
2. From the main FileMaker Mobile 8 window, click Configure.
3. When prompted, go to the FileMaker Pro database that you want to configure mobile settings for.
4. Define mobile settings for the database.
1 For Mobile Sharing, specify the handheld access to the file by allowing all users access, or by
allowing access by the correct extended privilege.
1
For Mobile Fields, specify the fields you want to transfer to the handheld.
For more information, see “Setting up FileMaker Pro databases to work with FileMaker Mobile”
on page 3-4.
5. After hosting the file, use the Add hosted database command in FileMaker Mobile 8 to locate the
hosted file on the network.
For more information on adding databases, see “Adding FileMaker Pro databases to share with the
handheld” on page 3-1.
6. After the Network File Path is established in your local copy of FileMaker Mobile 8, you will be able
to synchronize your handheld device successfully with the remotely hosted database file.
For more information on hosting database files with FileMaker Pro 8 or FileMaker Server 8, see
the FileMaker Pro User’s Guide and the FileMaker Server Administrator’s Guide.
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Chapter 4
Using FileMaker Mobile for Palm OS
This chapter explains how to work with data in databases on your Palm OS handheld.
Loading a FileMaker Pro database onto your handheld
Perform a HotSync operation to load one or more databases onto your handheld:
Be sure all the databases are shared with FileMaker Mobile. See “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 3-4.
Warning Do not interact with FileMaker Pro during the HotSync operation.
Opening a database on the handheld
To open a database on the handheld:
1. In the handheld’s Applications Launcher, tap the FileMaker 8 icon.
2. Tap a database in the list.
Viewing records
You can look at records one by one or in a list.
Tap anywhere in a
line to switch to
form view
List View
Form View
4-2
FileMaker Mobile User’s Guide
To
Tap
View the list of databases
View records in a list
View one record at a time
In list view, scroll column to column
In list view, scroll list up and down
In form view, scroll record to record
In form view, scroll field to field
You can navigate by pressing the scroll buttons on the front panel of your handheld. You can also
use the Jog Dial navigator on Sony handhelds to scroll through databases and records.
To go directly to a record, choose Record menu > Go to Record, then enter the record number and
tap OK.
You can change the way fields display.
To
In this view
Do this with the stylus
Resize a field
List
Tap and hold the line between the field labels.
Change the field order
List
Tap and hold a field label, then drag it to a new location.
Allow or prevent resizing or
reordering columns, or sorting
by column label
List
Choose Options menu > List View Options, then select the
desired options. Tap OK.
Change the text width,
alignment, or color in a field
List
Tap the field, choose Options menu > Field Options, then select
the desired options. Tap OK.
Color options are only available on handhelds that support
text colors.
Change the alignment of field
labels
Form
Choose Options menu > Form View Options, then choose from
the Field Labels pick list. Tap OK.
Allow changes to records
List
Choose Options menu > List View Options, then select
Edit in list view. Tap OK.
Prevent changes to records
(read-only display)
Form
Choose Options menu > Form View Options, then clear
Edit in form view. Tap OK.
Using FileMaker Mobile for Palm OS
4-3
Adding records
To add a record, tap New. Tap a field to select it and start entering information. Use the stylus to
write Graffiti characters in the writing area or use the onscreen keyboard. The new record is added
after the last record.
In form view, you can insert a phone number from your Palm OS Address list into a field formatted
as Standard, Popup List, or Notes. Display the record, tap the field that contains the name you want
to look up, then choose Options menu > Phone Lookup.
Finding records
To find records:
1. Tap Find.
2. For Field, select the field you want to search in.
3. Enter the word or first few characters of the item you want to find and tap OK.
Sorting records
To sort records:
1. Choose Record menu > Sort Records.
2. For Field, select the field you want to sort by.
3. Select Ascending Order or Descending Order and tap OK.
You can also sort records in list view by tapping a column heading. The underlined column heading
indicates that the records are currently sorted by that field. To enable or disable this feature, see
“Viewing records” on page 4-1.
Deleting a record
To delete a record from a database on the handheld:
1. Select the record.
2. Choose Record menu > Delete Record.
To also delete the corresponding record in the desktop database the next time you do a HotSync,
select Delete original on PC.
3. Tap OK to confirm the action.
4-4
FileMaker Mobile User’s Guide
Deleting all records in a found set
To delete all of the records in the current found set:
1. Choose Record menu > Delete All Records.
To also delete all of the corresponding records in the desktop database the next time you do a
HotSync, select Delete originals on PC.
2. Tap OK to confirm the action.
Deleting a database from your handheld
To delete a database from your handheld:
1. Tap
to display the list of databases.
2. Choose Database menu > Delete Database.
3. Select a database and tap Delete, then tap Yes to confirm the action.
4. Tap Done.
Setting database options
To set database options:
1. Choose Options menu > Database Options.
2. Set the following options.
To
Select
Allow the active FileMaker Mobile database to be searched when you use the Palm
OS Global Find command
Include in Global Find
Create a backup of the FileMaker Mobile .pdb file during a HotSync operation. The Backup at HotSync
file is located in the backup directory of the Palm user directory, for example:
C:\Palm\username\Backup.
Tip A .pdb file is a Palm database file. Select this option if you perform a HotSync
operation on a computer that doesn’t have the FileMaker Mobile conduit installed.
You can also select this option if you use a backup utility to back up to an external
card.
Enable synchronization of the active database.
Synchronize database
Change the login account to access database records during synchronization.
Login > Specify
3. Tap OK.
Using FileMaker Mobile for Palm OS
4-5
Synchronizing information between your handheld and computer
Perform a HotSync operation to synchronize information between your handheld and computer:
Be sure all the databases are shared with FileMaker Mobile (see “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 2-1).
Warning Do not interact with FileMaker Pro during the HotSync operation.
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Chapter 5
Using FileMaker Mobile for Pocket PC
This chapter explains how to work with data in databases on your Pocket PC handheld.
Loading a FileMaker Pro database onto your handheld
Perform an ActiveSync operation to load one or more databases onto your handheld:
Be sure all the databases are shared with FileMaker Mobile (see “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 3-4).
Warning Do not interact with FileMaker Pro during the ActiveSync operation.
Note All databases downloaded to your Pocket PC are downloaded to the
\My Documents\FileMaker directory.
Opening a database on the handheld
To open a database on the handheld:
1. In the handheld’s Programs folder, tap the FileMaker Mobile 8 icon.
2. Tap a database in the list.
5-2
FileMaker Mobile User’s Guide
Viewing records
You can look at records one by one or in a list.
Tap anywhere in a
line to switch to
form view
List view
To
Form view
Tap
View the list of databases
View records in a list
View one record at a time
View first record
View previous record
View next record
View last record
Create new record
Sort records
Find records
Show/hide toolbar
To go directly to a record, choose Records menu > Go to Record, then enter the record number and
tap OK.
Using FileMaker Mobile for Pocket PC
5-3
You can change the way fields display.
To
In this view
Do this with the stylus
Resize a field
List
Tap and hold the line between the field labels.
Change the field order
List
Tap and hold a field label, then drag it to a new location.
Enable or prevent resizing or
reordering columns, or sorting
by column label
List
Choose Tools menu > Options menu > List View Options, then
select the desired options. Tap OK.
Change the column width,
alignment, or color in a field
List
Tap the field, choose Tools menu > Options menu > Field, then
select the options. Tap OK.
Use large fonts
List
Tap the field, choose Tools menu > Options menu > List View,
then select the option. Tap OK.
Allow/prevent changes to
records
List
Choose Tools menu > Options menu > List View Options, then
select/clear Edit in list view. Tap OK.
Allow/prevent changes to
records
Form
Choose Options menu > Form View Options, then select/clear
Edit in form view. Tap OK.
Change the alignment of field
labels
Form
Choose Tools menu > Options menu > Form View Options, then
choose from the Field Labels pick list. Tap OK.
Use large fonts
Form
Choose Tools menu > Options menu > Form View Options, then
select Use large fonts. Tap OK.
Adding records
To add a new record, choose Records menu > New Record. Tap a field to select it and start entering
information. Use the stylus to write characters in the writing area or use the onscreen keyboard. The
new record is added after the last record.
To copy an existing record, choose Records menu > Duplicate Record. Tap a field to select it and
change the existing information. Use the stylus to write characters in the writing area or use the
onscreen keyboard. The new record is added after the last record.
Finding records
To find records:
1. Choose Records menu > Find Records....
2. For Field, select the field you want to search in.
3. Enter the word or first few characters of the item you want to find and tap Find.
5-4
FileMaker Mobile User’s Guide
Sorting records
To sort records:
1. Choose Record menu > Sort Records....
2. For Field, select the field you want to sort by.
3. Select Ascending or Descending and tap Sort.
You can also sort records in list view by tapping a column heading. An arrow next to a column
heading indicates that the records are currently sorted by that field. To enable or disable this feature,
see “Viewing records” on page 5-2.
Deleting a record
To delete a record from a database on the handheld:
1. Select the record.
2. Choose Records menu > Delete Record....
To also delete the corresponding record in the desktop database the next time you do an
ActiveSync, select Delete original(s) on Desktop.
3. Tap Delete to confirm the action.
Deleting all records in a found set
To delete all of the records in the current found set:
1. Choose Records menu > Delete All Records....
To also delete all of the corresponding records in the desktop database the next time you do a
ActiveSync, select Delete original(s) on Desktop.
2. Tap Delete to confirm the action.
Deleting a database from your handheld
To delete a database from your handheld:
1. Tap
to display the list of databases.
2. Tap-and-hold on the database to delete.
3. Tap Delete.
4. Tap Yes to confirm.
Using FileMaker Mobile for Pocket PC
5-5
Setting database options
To change database options:
1. Choose Tools menu > Options menu > Synchronization.
2. Set the following options.
To
Select
Enable synchronization of the active database.
Check Synchronize database
Change the login account to access database records during synchronization.
Choose one of the login
account options.
3. Tap OK.
Synchronizing information between your handheld and computer
Perform an ActiveSync operation to synchronize information between your handheld and
computer:
Be sure all the databases are shared with FileMaker Mobile. See “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 3-4.
Warning Do not interact with FileMaker Pro during the ActiveSync operation.
Note Only databases stored in the \My Documents\FileMaker directory on your Pocket PC
handheld will be synchronized.
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Chapter 6
Administering FileMaker Mobile solutions
Product information
For up-to-date product information, see:
1
1
www.filemaker.com (North American customers)
www.filemaker.com/intl/ (customers outside of North America)
Field contents
If a database on your handheld doesn’t appear to contain any fields, be sure you specify fields on
your desktop before loading the database to your handheld. See “Setting up FileMaker Pro
databases to work with FileMaker Mobile” on page 3-4.
A field’s display is limited to the size of a Palm OS handheld’s screen. To view a field’s entire
contents, tap the last line in the field and drag the stylus downwards. The text that was hidden (up
to the limit of approximately 2000 characters) scrolls into view. You can also resize a field in list
view. (See “Viewing records” on page 4-1.)
If you can’t enter or change data on your handheld, the field or records may be set to display as
read-only:
1
Be sure Allow entry into field is selected in the Specify Fields dialog box before you load the
database to your handheld. See “Setting up FileMaker Pro databases to work with FileMaker
Mobile” on page 3-4.
1
Be sure Edit in list view and Edit in form view are selected on your handheld. See “Viewing
records” on page 4-1.
Field definitions
If you change a Text field to a Number, Date, or Time field on your desktop, any data after the first
255 characters will be deleted. If you then also make changes to the data in the corresponding field
on the handheld, FileMaker Mobile writes the modified records to a comma-separated values file,
which is stored in the FileMaker Mobile folder inside the handheld user directory. For example:
Platform
File
Windows
C:<My Documents>\FileMaker\ FileMaker Mobile\Palm\Users\
<PalmUserName>\Asset Management.csv
C:<My Documents>FileMaker\FileMaker Mobile\CE\Users\
<device_name>\Asset Management.csv
Mac OS
<Documents>/FileMaker/FileMaker Mobile/Palm/Users/
<PalmUserName>/Asset Management.csv
6-2
FileMaker Mobile User’s Guide
Next, use the Import Records command in FileMaker Pro to import the data into your desktop
database. After you have imported the records, delete the comma-separated values file. See the
FileMaker Pro User’s Guide for more information.
FileMaker Mobile database limits
Item
Maximum size
Field size
Up to 2KB of information (approximately 2000 characters). Number, date, and
time fields can contain up to 255 characters.
If a record contains one or more fields with more than 2KB of information, the
record is not loaded onto the handheld.
Number of fields per handheld
database
50
Number of records per handheld
database
5000. Note This limit can be exceeded, but has not been tested and is not
recommended.
Number of FileMaker Pro
databases per handheld
50
Note Size limits depend on the number of fields and amount of memory available on the handheld.
FileMaker Mobile field types
FileMaker Mobile supports text, number, date, and time field types.
FileMaker Mobile only supports sorting whole numbers. You may experience an incorrect sort
order if you sort numbers with decimal values.
Using a different handheld
You can install FileMaker Mobile 8 on one or more handheld devices. Each handheld using
FileMaker Mobile 8 is identified by the user identification that includes a user code and an unique
license key on the handheld. If you add a new handheld device, you create a new user identification
for that device. If you replace a handheld device, you can reset the user identification for the old
handheld and transfer the license key to the new handheld device.
Adding a new handheld device
To add a new handheld user identification to FileMaker Mobile 8:
1. Install the FileMaker Mobile 8 application on the new handheld.
See “Installing FileMaker Mobile” on page 2-1 for more information.
2. Start the handheld FileMaker Mobile 8 application and enter the handheld license key.
Administering FileMaker Mobile solutions
6-3
3. Perform a HotSync or ActiveSync operation to transfer the user code and the license key.
You can check the user identification by starting the desktop FileMaker Mobile 8 application and
clicking User.
4. In the desktop FileMaker Mobile 8 application, select the databases for transfer to the handheld.
See “Setting up FileMaker Mobile” on page 3-1 for more information.
5. Perform a HotSync or ActiveSync operation to transfer the databases to the new handheld.
Resetting the handheld identification
To reset FileMaker Mobile 8 to remove a handheld device or transfer the license key to a different
handheld:
1. Backup your databases by performing a HotSync or ActiveSync operation with your old
handheld.
2. Start the desktop FileMaker Mobile 8 application and click User.
3. In the User Identification dialog box, select the handheld user code to reset.
Note the license key for the selected handheld if it will be transferred to a new handheld.
4. Click Reset User and confirm the reset.
5. Click Done.
Removing FileMaker Mobile
You can use the following steps to remove either FileMaker Mobile 7 or FileMaker Mobile 8 from
your desktop computer and handheld device.
Removing FileMaker Mobile from your Palm handheld
Important This procedure deletes FileMaker Mobile databases from your handheld. Before
continuing, be sure to perform a HotSync operation to back up your FileMaker Mobile databases.
1. In the handheld’s Applications Launcher, choose App > Delete.
2. Tap FileMaker [7 or 8], then tap Delete.
3. Tap Yes, then tap Done.
6-4
FileMaker Mobile User’s Guide
Removing FileMaker Mobile components from your Pocket PC handheld
Important Be sure to perform an ActiveSync operation to back up your FileMaker Mobile databases
prior to removing the FileMaker Mobile software.
Removing FileMaker Mobile directly from the Pocket PC
To remove the FileMaker Mobile application from your Pocket PC handheld directly from the
handheld:
1. On the handheld, choose Start menu > Settings.
2. Click the Systems tab.
3. Click the Remove Programs.
4. Click the FileMaker Mobile application and click Remove.
5. When prompted, restart your handheld, then repeat steps 1 through 4 to remove additional files
that could not be deleted when the FileMaker Mobile system files were still in memory.
If a message states that the FileMaker Mobile application was not completely removed, click No to
cancel the dialog box.
Removing FileMaker Mobile from the Pocket PC using ActiveSync on your Windows desktop
To remove the FileMaker Mobile application from your Pocket PC handheld using ActiveSync on
your Windows desktop:
1. On the Windows desktop, launch ActiveSync.
2. Choose Tools menu > Add/Remove Programs....
3. Uncheck the FileMaker Mobile application and click OK.
4. When prompted on the handheld, restart your handheld, then repeat steps 1 through 3 to remove
additional files that could not be deleted when the FileMaker Mobile system files were still in
memory.
If a message states that the FileMaker Mobile application was not completely removed, click No to
cancel the dialog box.
Note This procedure removes the FileMaker Mobile application from your Pocket PC handheld,
but not from the desktop PC. You can reinstall the FileMaker Mobile application to your handheld
from your PC at a later date.
Removing FileMaker Mobile from your desktop computer
Removing FileMaker Mobile from your computer (Windows)
1. Close the FileMaker Mobile application if it is open.
2. Click the Start button > Settings > Control Panel.
3. Double-click Add/Remove Programs.
4. Select FileMaker Mobile from the list of applications.
Administering FileMaker Mobile solutions
5. Click Remove or Add/Remove.
6. Click Yes to confirm that you want to remove FileMaker Mobile.
7. Click Close or OK.
Removing FileMaker Mobile from your computer (Mac OS)
1. Close the FileMaker Mobile application if it is open.
2. Double-click FileMaker Mobile installer.
3. Select Uninstall.
4. Click Uninstall.
5. Click OK.
FileMaker Pro scripts supported in FileMaker Mobile
FileMaker Mobile supports the following FileMaker Pro script steps during synchronization.
Category
Steps Supported
Control
Perform Script
Exit Script
If
Else If
Else
End If
Loop
Exit Loop If
End Loop
Set Variable
Navigation
Go to Layout
Go to Record/Request/Page
Go to Releated Record
Go to Portal Row
Go to Field
Go to Next Field
Go to Previous Field
Enter Browse Mode*
Enter Find Mode*
Editing
Undo
Cut
Copy
Paste
Clear
Set Selection
Select All
Comments
*Pause option not supported.
6-5
6-6
FileMaker Mobile User’s Guide
Category
Steps Supported
Comments
Fields
Set Field
Set Next Serial Value
Insert Text
Insert Calculated Result
Insert from Last Visited
Insert Current Date
Insert Current Time
Insert Current User Name
Replace Field Contents*
Relookup Field Contents*
*Perform without Dialog option must
be selected.
Records
New Record/Request
Duplicate Record/Request
Delete Record/Request*
Delete Portal Row*
Delete All Records*
Open Record/Request
Revert Record/Request*
Commit Records/Requests*
Copy Records/Requests
Copy All Records/Requests
*Perform without Dialog option must
be selected.
Found Sets
Perform Find
Constrain Found set
Extend Found Set
Modify Last Find
Show All Records
Show Omitted Only
Omit Record
Omit Multiple Records*
Sort Records*
Unsort Records
*Perform without Dialog option must
be selected.
Accounts
Add Account
Delete Account
Reset Account Password
Change Password*
Enable Account
Re-Login*
*Perform without Dialog option must
be selected.
Miscellaneous
Comment
Index
Symbols
.pdb files 2-2
creating with backup 4-4
.prc files 2-2
A
ActiveSync 1-2, 5-5
options for synchronizing 5-5
Adding records 4-3, 5-3
Application
enabling 3-4
installing 2-1
B
Backup option, creating .pdb file 4-4
C
Capitalizing data 3-6
Checkboxes 3-6
Comma-separated values file 6-1
Customer support 1-1
D
Data entry options 3-6
Databases
maximum number 6-2
options 4-4, 5-5
Date fields 3-6
Deleting
all records in found set 4-4, 5-4
database from handheld 4-4, 5-4
records 4-3, 5-4
Desktop application, described 1-2
F
Field definitions, changing 6-1
Field types, changing 6-1
Fields
changing
definitions 6-1
types 6-1
changing order 4-2, 5-3
data entry options 3-6, 4-2, 5-3
display options 3-6, 4-2, 5-3
hidden contents 6-1
inserting phone numbers 4-3, 5-3
labels 3-6, 4-2, 5-3
maximum number 6-2
maximum size 6-2
missing from handheld 6-1
preventing changes 3-6, 6-1
properties 3-6
resizing 4-2, 5-3
specifying for transfer to
handheld 3-5
FileMaker Server, synchronizing
hosted files for 1-3
Files
comma-separated values 6-1
hosted 1-3, 3-8
loading onto Palm handheld 4-1
loading onto Pocket PC
handheld 5-1
opening on Palm handheld 4-1
opening on Pocket PC
handheld 5-1
setting up to work with
FileMaker Mobile 3-4
sharing with handheld 3-2
Finding records
Global Find option 4-4
on handheld 4-4, 5-3
on Palm handheld 4-3
prior to ActiveSync operation 5-1
prior to HotSync operation 3-7,
4-1
Form view
described 4-1, 5-2
options 4-2, 5-3
Found sets, transferring to
handheld 3-7
G
Global Find option 4-4
H
Hosting databases 1-3, 3-2
configuring 3-8
HotSync
options for synchronizing 3-7,
4-4
synchronizing data 1-2, 4-5
I
Installing FileMaker Mobile
application 2-1
application on handheld 2-1, 2-3
J
Jog Dial navigator 4-2
L
Labels, fields 3-6, 4-2, 5-3
Language support 1-4, 2-2
Limits
field size 6-2
number of databases 6-2
number of fields 6-2
number of records 6-2
List view
described 4-1, 5-2
options 4-2, 5-3
Local databases 3-2
M
Mobile application
described 1-2
enabling 3-4
Mobile application and
synchronization
installing 2-1
I-2
FileMaker Mobile User’s Guide
N
Notes fields 3-6
O
Opening files
on Palm handheld 4-1
on Pocket PC handheld 5-1
Overview, FileMaker Mobile 1-2
P
Phone lookup 4-3, 5-3
Popup lists 3-6
Popup menus 3-6
Product registration 1-1
Properties for fields 3-6
R
Record view. See Form view
Records
adding 4-3, 5-3
deleting 4-3, 5-4
deleting all in found set 4-4, 5-4
finding on handheld 4-4, 5-3
finding on Palm handheld 4-3
maximum number 6-2
preventing changes 4-2, 5-3, 6-1
resolving differences at
synchronization 3-8
sorting 4-3, 5-4
viewing 4-1, 5-2
Registering FileMaker Mobile 1-1
Remote databases 3-2
configuring 3-8
Removing FileMaker Mobile 6-3
Resetting FileMaker Mobile 6-3
S
Script steps allowed in
synchronization scripts 6-5
Sharing files 3-2
Single checkbox 3-6
Sony Jog Dial navigator 4-2
Sorting records 4-3, 5-4
Standard field format 3-6
Starter Solutions 3-2
Support
customer 1-1
technical 1-1
Synchronization module,
described 1-2
Synchronization scripts, steps
allowed 6-5
Synchronization, installing 2-1
Synchronizing data 4-5, 5-5
resolving record differences 3-8
with remote files 1-3, 3-9
System requirements
Windows 1-3
T
Technical specifications 6-2
Technical support 1-1
Text formats 3-6, 4-2, 5-3
Time fields 3-6
Troubleshooting 6-1
U
Using multiple handhelds 6-2
V
Value lists 3-6
Viewing records 4-1, 5-2
W
Web site
for registering software 1-1
technical support 1-1
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