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FileMaker Electronic Forms User Manual

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Summary of Contents for FileMaker Electronic Forms

  • Page 1 Powered By eForms User Guide...

  • Page 2: Table Of Contents

    WSDOT eForms User Guide Index of Topics Basic Instructions Form Buttons Entering Information Browsing Records Finding Records Menus Printing Layouts Importing and Exporting Records Supported Systems and Printers Glossary of Terms Powered by - March 2010 10-1 Appendix A Page ii...

  • Page 3: Importing And Exporting Records

    WSDOT eForms User Guide New for the March 2010 Release We have added more electronic forms: 9 New and 58 Revised FileMaker Pro Runtime Forms If this is your first installation of the WSDOT eForms, please disregard this section This release of the WSDOT eForms will install the Runtime forms in a new directory named WSDOT_Forms\DOTeForms_3.10 in the c:\Program Files\WSDOT_Forms folder.
  • Page 4 WSDOT eForms User Guide 350-092B EF Hot Mix Asphalt Compaction Report (80 Ton) 350-120 EF Reduced Acceptance Criteria Checklist 421-050 EF Design-Build Contract - Minor Change 530-040 EF Supplier Confirmation or Specification Compliance 670-079 EF Standard Prequalification Questionnaire (Ferries) Revised: 130-015 EF Y Agreement Information 140-039 EF...
  • Page 5 WSDOT eForms User Guide 272-006 EF Contract - Highway Construction 272-008 EF Contract - Building Construction 272-036C EF Region Ad and Award Contract Proposal - Signature Page 272-036D EF Proposal - Signature Page 272-036H EF Non Collusion and Debarment Affidavit 272-040 EF Certification for Federal Aid Contracts 272-056 EF...

  • Page 6: Printing

    There are 352 FileMaker Pro Runtime forms available on this release and 15 Adobe Acrobat PDF forms. As more electronic forms become available, they will be added to the system. Please let us know about any desired addtions or any problems with using the system.

  • Page 7: Form Buttons

    List View layout using the layout dialog box. The ‘Main Menu’ button will close the current form file and return to the CD Library Electronic Forms Main Menu. The keyboard shrotcut is “Ctrl+W”. eForms User Guide Page 2 - 1...

  • Page 8: Finding Records

    Buttons These ‘Forms Buttons’ will be found on all List Views: The ‘Print List’ button will call up the Print Dialog Box. Click on ‘Records Being Browsed’ to print the List View. See section 10 of the User Guide for more information.

  • Page 9: Entering Information

    Entering Information Filling in information or entering data is perhaps the easiest and most used function of electronic forms. This section describes the various options available in filling in forms using FileMaker Pro. A New Form Three options are available to fill in a new form (or record): 1.

  • Page 10: Menus

    Entering Information Text Fields can contain up to 64,000 characters, however depending how the layout is arranged, not all data may show when printed. The only data that will print is what is displayed within the defined field boundary within that layout. The extra data is still in the database, it will simply not print.
  • Page 11 Entering Information Repeating field in vertical orientation Field #1 Field #2 Field #3 Field #4 Altering data in an Existing Record Altering an existing form is very similar to entering information in a “New Record’. Simply ‘Find’ or ‘Browse’ to the record desired. Either ‘Tab’...

  • Page 12: Browsing Records

    Browsing Records In ‘Browse’ you can create new records and edit, sort, print, and export them to another file. The records appear in the current layout. FileMaker Pro opens a file in ‘Browse’ mode by default. Status Area Flip through the pages of the book to browse through the records contained in...
  • Page 13 Browsing Records The list view does not include all fields in the database but enough information is included to identify specific records. After a specific record(s) is located you may then switch back to the ‘Form Layout’ to view or print that record on the form.
  • Page 14 Finding Records Using Find Mode In ‘Find Mode’ you make ‘Find’ requests to locate records based on selected criteria. The located records become the ‘Found Set’ for browsing, sorting, previewing, and printing. FileMaker Pro switches to Browse after completing a find request. Use ‘Find Mode’...
  • Page 15 Finding Records Click on the ‘Perform Find’ button (or press ‘Enter’) to execute Find. Omit Choose this option when you want to include all records except those meeting the selected criteria. Example: “Mary” as the selected criteria with ‘Omit’ checked will find all records except those with “Mary”...
  • Page 16 Finding Records eForms User Guide Choose the ‘*’ wildcard to substitute for any number of unknown characters. For example, to find McKineh and McKenneh, type McK*. Page 5 - 3...
  • Page 17 FileMaker and Form Menus FileMaker Pro has nine pull-down menus on the menu bar. File Edit View Insert The menu groups, definitions and commands available within each group are as follows. The explanations are also available within FileMaker Pro Help. File Use File menu commands to manage, print, copy, and recover files, set...
  • Page 18 FileMaker and Form Menus Records Use Records menu commands to work with records in the file. The Records menu commands are only available in Browse and Preview Modes Scripts Use Scripts menu commands to activate individual commands and scripts. Window Use the Window menu commands to arrange and activate file windows.
  • Page 19 Printing Forms eForms User Guide There are several ways that electronic forms may be printed. One way is to use the ‘Print’ buttons provided that use a ‘Script’ to perform a function of FileMaker Pro. The ‘Print’ button will print all pages of the current Layout.
  • Page 20 - To print a range of pages, click ‘Pages’ and type the first page in the ‘From’ box and the last page in the To box. - If your printer offers different print qualities, click ‘Print Quality’ and select a print quality option such as a dpi value (dots per inch) or High, Medium, Low, or Draft.

  • Page 21: Troubleshooting Printer Problems

    These margins are defined by the maximum printable area for the printer selected and is not definable by the user. This causes most of the problems such as multiple pages running onto the next or previous page(s).
  • Page 22 Returns to the CD Library Electronic Forms Main Menu Electronic forms will always have at least two layouts: the Form Layout and a List View Layout. Other layouts may be included as required such as supplements, instructions or related forms. Some form files may also include several different form layouts using a shared database (such as the ‘Special...
  • Page 23 Importing and Exporting Records Importing Records into FileMaker Pro You can import records from other FileMaker Pro files or from files created in other applications. To import records from a FileMaker Pro file or files from other applications: 1. Open the destination file. This is the file that will receive the imported records. 2.
  • Page 24 Importing and Exporting Records eForms User Guide 4. The fields in the source file will map to the fields in the destination file as shown in the list. You can drag the field names in the ‘Fields In’ list to change where FileMaker Pro maps data. Click the ‘Scan Data’...
  • Page 25 Importing and Exporting Records 7. Click on ‘OK’ and FileMaker Pro will do the rest. Exporting Records from FileMaker Pro Exporting records from FileMaker Pro to another application type is just as simple. 1. Open the source file - Locate the source file in the files list and click ‘OK’. Some of the exportable file types are: *.DBF = dBase III and IV *.WKS &...
  • Page 26 Importing and Exporting Records eForms User Guide Simply perform a ‘Sort’ (see Section 2, Buttons) prior to importing or exporting. Page 9 - 4...

  • Page 27: Supported Systems And Printers

    This will cause the bottom of pages to be clipped off. On most printers, the clipping will be fairly minimal and not be a significant problem. Some older printers or printers not tested, may have considerable clipping, enough to be unusable with the Runtime electronic forms. eForms User Guide...
  • Page 28 Long Print Times Several different reasons will cause long print times of electronic forms. Troubleshooting long print times can be difficult. The following causes have been found to cause long print times for users.
  • Page 29 Glossary of Terms Browse In Browse you can create new records and edit, sort, print, and export them to another file. Button An object, graphic or icon to which a script is attached so wneh the button is ‘pushed’ the attached script or mini-program will start. Click Clicking means to point the pointer or I-bar on an item in the layout and pressing the mouse or pointer button once.
  • Page 30 The PC equivelant is directory or subdirectory. Font A style of text type used by a computer to display text on the screen and for printing. Electronic forms use Arial (Helvetica) and Times New Roman (Times) for display and printing. Found Set Records selected using the Find Mode becomes the Found Set.
  • Page 31 Preview usually refers to a screen mode to see how records will look like when printed. Read-Only A Read-Only file cannot be saved, updated or written to. Electronic forms files are located in a Read-Only directory. They must be copied to a directory where the user has read and write priveleges.

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