FileMaker Electronic Forms, eForms User Manual

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Page 1

eForms User Guide

Page 2

Index of Topics

WSDOT eForms User Guide - March 2010

Importing and Exporting Records

9-1

Printing

Finding Records

Browsing Records

Entering Information

Layouts

Menus

Form Buttons

2-1

3-1

4-1

5-1

6-1

7-1

8-1

Appendix A

Supported Systems and Printers

Glossary of Terms

10-1

Basic Instructions

1-1

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WSDOT eForms User Guide - March 2010

If this is your first installation of the WSDOT eForms, please disregard this section

New for the March 2010 Release

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. The forms from the previous release will not be changed or removed. After installation of the Runtime forms, you have several options concerning the data saved in the previous Runtime forms:

1. If you want to incorporate the data saved in the previous versions of the Runtime forms, you can import the data from the older form versions (WSDOT_Forms\DOTeForms_3.09\eForms

directory) to the new versions (WSDOT_Forms\DOTeForms_3.10\eForms directory).

Simply follow the instructions on importing and Exporting records in Section 9

of the

User’s Guide.

Once all of the data from the older versions are imported you can delete the DOTeForms_3.09 directory to conserve disk space.

2. You may want to preserve the data in the older form versions, in which case you need do nothing. They will not be affected by the new forms installation.

3. If you do not want to save the data from the earlier form versions, you can delete the DOTeForms_3.09 directory to conserve disk space.

We have added more electronic forms:

9 New and 58 Revised FileMaker Pro Runtime Forms

New Forms for the March 2010 WSDOT eForms

New:

224-071 EF Utility Construction Agreement - Work by State - Shared Cost 224-072 EF Utility Preliminary Engineering Agreement - Work by Utility - State Cost 224-301 EF Utility Preliminary Engineering Agreement - Work by State - Utility Cost 350-092A EF Mile Post Hot Mix Asphalt Compaction Report

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WSDOT eForms User Guide - March 2010

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 Local Agency Agreement 140-044 EF Local Agency Railway Agreement - Warning Devices 140-100 EF Local Agency Environmental Classification Summary 224-014 EF Local Agency Haul Road / Detour Agreement 224-030 EF Special Provisions for Permits and Franchises 224-053 EF Utility Construction Agreement - Work By Utility - Actual Cost 224-054 EF Developer Agreement - Const. by Developer at Developer Expense 224-060 EF Highway - Railroad Grade Crossing Agreement 224-061 EF Utility Construction Agreement - Work By Utility - Lump Sum 224-062 EF Utility Construction Agreement - Work by State - Utility Cost 224-063 EF Developer / Local Agency Agreement 224-064 EF Developer Agreement - Const. By State at Developer Expense 224-065 EF Local Agency Participating - Work by State - Actual Cost 224-067 EF State Participating Agreement - Local Agency - Actual Cost 224-068 EF Permit Application - Temporary Agricultural Directional Sign 224-074 EF Statewide Utility Facilities Installation - Work By State - Actual Cost 224-240 EF Turnback Agreement 224-696 EF Application for Utility Permit or Franchise 224-697 EF Utility Facility Description - Exhibit ‘B’ 224-697A EF Utility Facility Description - Exhibit ‘B’ - Continuation 224-698 EF Application for General Permit 224-699 EF Application for Utility Permit or Franchise for U.S. Government Agencies 224-700 EF Application for General Permit for U.S. Government Agencies 224-701 EF Local Agency Preliminary Engineering Participating Agreement 224-713 EF Special Provisions for Highway Encroachments 224-720 EF Equipment Rental Without Operator Agreement 261-005 EF Surplus Property Report 263-007 EF Property Inspection and Status Report (PISR) 263-009 EF Rental Agreement Transmittal 263-016 EF Memorandum of Lease - Benefiting Appurtenant Property 263-017 EF Memorandum of Lease 263-018 EF Memorandum of Lease Termination 271-015 EF Subcontractor List 272-001 EF Proposal Bond 272-002 EF Contract Bond - Highway Construction

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WSDOT eForms User Guide - March 2010

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 Disadvantaged Business Enterprise Utilization Certification 272-063 EF Contractor Prequalification Questionnaire ($100,000 or Less) 333-009 EF City/Town Report to the Secretary of Transportation 333-010 EF County Report to the Secretary of Transportation 350-005 EF Buy America-Foreign Steel Tracking 350-074 EF Field Density Test 350-092 EF Hot Mix Asphalt Compaction Report (Station) 350-115 EF Contract Materials Checklist 350-149 EF Digital Aerial Photography Service Request 350-162 EF Volumetrics Worksheet 410-029 EF Contractor’s Construction Process Evaluation 420-010 EF Standard Questionnaire 420-011 EF Supplemental Questionnaire 421-005A EF Change Order - Minor Change 421-012 EF Request to Sublet Work 422-020B EF Inspector's Record of Field Test 421-023 EF Quarterly Report of Amounts Paid as MBE/WBE Participants 422-110 EF Statement of Apprentice/Journeyman Participation 422-115 EF Apprentice Utilization Plan 520-001 EF D Agreement-Work by Others for Department (Not to exceed $100,000) 560-021 EF Oversize/Overweight Vehicle Permit Application 560-022 EF Request for Approval of Oversize/Overweight Movement - Superloads

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Welcome to eForms User Guide

WSDOT eForms User Guide - March 2010

Welcome to the WSDOT eForms (electronic) Application.

The number of fillable (Fill and Print Online) have been increased. Some forms are only available as Print only (Adobe Acrobat PDF files).

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.

1998-2007 - Washington State Department of Transportation - All Rights ReservedCopyright

This guide will not make you an ‘expert’ in FileMaker Pro, nor is it designed to provide you with the expertise to create your own forms or databases. The purpose of this tutorial is to assist you in filling out, adding new records, retrieving records, printing, and transferring data.

If you have a copy of FileMaker Pro version 9.0 (or later) from FileMaker, Inc. installed on your computer, you may want to review the instructions for use before using the forms. If, however, you do not, you may still use these forms effectively by following the instructions contained in this User Guide. Passwords were used to assure that the standard forms are not altered. If you find errors or have suggestions for improvement, please contact us so that any problems can be corrected.

FileMaker Pro File (Fill-in)

Acrobat PDF (Read Only)

Not Available

Electronic Form - Fill and Print

Blank Print Only - Requires Adobe Acrobat 6.0 or later

Not Available as of this release

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Buttons

eForms User Guide

Form Buttons

List View Buttons

Optional Buttons

Within each form you will find the following buttons which have different uses and functions.

These ‘Forms Buttons’ will be found on all forms:

The ‘Print’ button will call up the Print Dialog Box. Once you check that the record(s) and other information within the dialog box is correct, click on ‘OK’ and the form will print. See section 10 of the User Guide for more information. The keyboard shortcut is “Ctrl+P”.

The ‘New Form’ button will call up a new record or form in the database and place the cursor within the first field of the form. The keyboard shortcut is “Ctrl +N”.

The ‘Duplicate’ will take the current record and make an exact copy of it. This comes in handy when you have a record that you want to use all of the same information contained in that record but you want to change the date, or the name, or some other small bit of information but leave the original information or record intact. The keyboard shortcut is ‘Ctrl+D’.

The ‘List View’ button will take you to the List View layout. Every form has a generic List View included as an additional layout. There is no keyboard shortcut for this button but you may go to the 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”.

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Buttons

eForms User Guide

NOTE: Some buttons may not be included on some forms due to lack of space.

Buttons may also appear smaller than normally shown due to space limitations.

These ‘Forms Buttons’ will be found on all List Views:

The ‘Find’ button will put you into the Find mode. In the Find mode you may find records that meet criteria defined within a field or fields. See section 7 of the User Guide for more information on Finding Records. The shortcut key is ‘Ctrl+F’.

The ‘Show All’ button will make all records within the database available for browsing and printing. The keyboard shortcut is ‘Ctrl+J’.

The ‘Sort’ button calls up the Sort dialog box. The sort will be accomplished according to the fields selected and order listed. For more information on Sorting Records see Section 8 of this User Guide. The keyboard shortcut is “Ctrl

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. The keyboard shortcut is “Ctrl+P”.

The ‘Form View’ will take you to the main form layout. If there are other form layouts in the file those buttons will be shown such as a supplement page. There is no keyboard shortcut.

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Entering Information

eForms User Guide

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

A New Form

1. Click on the button called ‘New Record’. This will create a new record and put the cursor on the first ‘Field’ or fill in blank on the form. The alternate is found in the ‘Edit’ Menu’ under ‘New Record’. The shortcut key is ‘Ctrl+N’.

Another option that may be required is to delete records or forms in a file. This option is fairly easy but be very careful in using this feature because the deleted records cannot be recovered. Deleted records are lost forever unless a backup or duplicate file is made.

To delete or erase a record simply ‘Browse’ or ‘Find’ the record(s) then use the ‘Delete Record’ option in the ‘Edit’ menu. The shortcut is ‘Ctrl+E’. A button for this option was intentionally not included in electronic forms to preclude users from inadvertantly erasing files or records.

To navigate through the ‘Fields’ or blanks simply press the ‘Tab’ button. Tabbing moves the cursor to the next field or blank.

To go back to the previous ‘Field’ or blank hold down the ‘Shift’ key while pressing the ‘Tab’ button.

‘Fields’ may also be accessed by simply ‘Clicking’ with the mouse on the desired field. You can't press Tab to select summary and calculation fields in Browse Mode; you must click in the field.

2. The second option is to duplicate an existing record. Simply ‘Browse’ or ‘Find’ the desired record and click on the ‘Duplicate Record’ button. The alternate is ‘Duplicate Record’ under the ‘Edit’ Menu. The shortcut key is ‘Ctrl+D’.

Three options are available to fill in a new form (or record):

To enter information in a field, select the field while in Browse mode and start typing. The way values appear depends on how the field was formatted in Layout mode, on the system formats used when the file was created, or on your computer's system formats.

To type in a

Select the field and then

Text field Type the text (up to 64,000 characters) Number field Type the values (up to 255 characters) Date field Type the date in the format used when the file was created Time field Type the time in the format used when the file was

created. If you type a single digit in a time field, FileMaker Pro assumes it's the hour (typing 5 in a time field indexes it as 5:00:00).

Note If you mix numbers and text in a number field that's used in a calculation or summary formula, FileMaker Pro ignores the text when performing the calculation or summary.

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Entering Information

eForms User Guide

Check Boxes, Pop-up Menus, and Radio Buttons

Most forms include boxes that require a check or ‘X’ in the box to define information. These features are also found in FileMaker Pro.

Three different options of limited information may be included on the form. They are:

Check Boxes - more than one may be checked as needed:

Radio Buttons - only one may be checked at a time:

Pop-up Lists - popular choices show - simply click on selection and it shows - can be overwritten:

Yes No Unknown

Unknown

Repeating Fields

Another type of field used extensively in FileMaker Pro is a repeating field or a comb. In forms such as the Travel Expense Voucher, (DOT Form 133-103) repeating fields make up the majority of the form. These fields have slightly different properties from the regular single fields.

In value lists, you can use the keyboard to enter values for radio (option) buttons, checkboxes, and pop-up (drop-down) lists. Tab into the field and type the first letter of the value that you want to enter, or use the arrow keys to select it. Then press the Space bar to enter the value.

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. To format text within a field see Section 4, Text Formatting.

You can also use the keyboard to navigate between fields in a record, items in a value list, and records in a database in Browse.

To move to

Press

The next field (in the established Tab tab order) in a record The previous field Shift+Tab Items in a value list Arrow keys (except pop-up menus) The next record in the database Ctrl+Down Arrow or Shift+PgDn The previous record in the database Ctrl+Up Arrow or Shift+PgUp

Note You can't press Tab to select summary and calculation fields in Browse; you must click in the field.

Pop-up Menus - click on selection and it shows cannot be overwritten:

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Entering Information

eForms User Guide

Repeating field in vertical orientation

Field #1

Field #2

Field #3

Field #4

Field #1 Field #2 Field #3 Field #4

Repeating field in horizontal orientation

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’ or ‘Click’ on the field and change the required information. If a field is triple clicked, the entire field is selected for replacement. The field information can also be highlighted using the mouse.

Remember that the record will be permanently changed. To preserve the original information, ‘Duplicate’ the record first, then alter the copy.

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Browsing Records

eForms User Guide

In ‘Browse’ you can create new records and edit, sort, print, and export them to another file. The records appear in the current layout.

Status Area

Flip through the pages of the book to browse through the records contained in the file

Book Mark: Move directly to a specific record

Number of record on display

Total number of records in file

FileMaker Pro opens a file in ‘Browse’ mode by default.

Shows the layouts available in the file. Clicking on the box will indicate the available layouts.

The Layout Dialog Box

Clicking on the name of the layout will change to that layout. Layouts allow information in the records to be displayed in different ways.

Another option in viewing or browsing records is the ‘List View’ layout. The List View allows viewing of all records in the file in a generic list view.

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Browsing Records

eForms User Guide

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.

The ‘List View’ may also be printed to provide a log of all or specific records in a file.

The instructions on page 1-1 will also work in the ‘List View’.

Customized list views or display layouts can be added to form files to view information not contained in the generic list view.

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Finding Records

eForms User Guide

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.

Records that match the criteria are called the ‘Found Set’. Once you have created a ‘Found Set’, those are the only records available for browsing, sorting, previewing, and printing.

In ‘Find’, use the status area to create find requests. ‘Find’ requests locate the records that match your find criteria. Those records become the found set, and are the only records available for browsing, sorting, previewing, and printing.

Using Find Mode

Use ‘Find Mode’ to work with find requests, blank records into which you type or paste search criteria. FileMaker Pro maintains a field-by-field index of the values in a file. When you run a find request, FileMaker Pro looks through the index to find entries that match the search criteria.

To switch to ‘Find’, use the ‘Find’ button located on the List View Layout, select ‘Find’ with the mode selector at the bottom of your screen or choose ‘Find’ from the Mode menu. The keyboard shortcut is ‘Ctrl+F’.

Find Status Area

If more than one ‘Find Request’ is valid all of them can be accessed by using the request book.

Indicates number of current ‘Find Requests‘.

Click in box to ‘Include’ or ‘Omit’ the search criteria.

The ‘Show All’ button will undo any finds or found sets. To see all of your form records, click the ‘Show All’ button.

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Finding Records

eForms User Guide

Operators Definitions

< less than

<= less than or equal

> greater than

=> greater than or equal

= exact match

... range

! duplicates

/ / today’s date

? invalid date or time

@ one character

* zero or more characters

“” literal text

When making a ‘Find Request’, you can use wildcards to find words when you’re not sure of all the characters. FileMaker Pro looks for the words in text fields and in calculation fields with a text result.

Choose the ‘@’ wildcard when you know the number of unknown characters in a field but are not sure what they are.

For example, to find Gray and Grey, type Gr@y.

Wildcards

Wildcards (see below)

Number range criteria

Range - Numbers, Dates, Alphabetical (example= 1/1/93...1/1/94 returns all records within those dates inclusive)

Exact match (text)

Only duplicated records with the selected criteria

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” in that field.

Click on ‘Operators’ button to select range, wildcard, and other criteria.

Click on the ‘Perform Find’ button (or press ‘Enter’) to execute Find.

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Finding Records

eForms User Guide

Choose the ‘*’ wildcard to substitute for any number of unknown characters.

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FileMaker and Form Menus

eForms User Guide

FileMaker Pro has nine pull-down menus on the menu bar.

Open... Close Print Setup... Print...

Undo Cut Copy Paste Paste Special...

Use Edit menu commands to create new records, layouts, and find requests, to undo actions, and to cut, copy, paste, clear, and select FileMaker Pro data and objects.

File InsertViewEdit

Use File menu commands to manage, print, copy, and recover files, set preferences, work with files on a network, and exit FileMaker Pro.

File Import Records...

Export Records... Exit

Edit

Clear Select All Spelling Objects...

Object... Picture... QuickTime... Sound... Current Date Current Time

Use Insert menu commands to insert picture, sound, movie, or data into the database fields.

Insert Current User Name

From Index... From Last Record

HelpFormat Records Scripts Window

The menu groups, definitions and commands available within each group are as follows. The explanations are also available within FileMaker Pro Help.

Browse Mode Find Mode

Layout Mode

Preview Mode View as Form View as List View as Table Toolbars... Status Bar Status Area

Use View menu commands to switch between Browse, Find, and Preview modes, to search and sort records, to determine the type information in your fields. The View menu options are different in Browse, and Preview Mode.

View Text Ruler

Show... Zoom In Zoom Out

Format Font

Size Style Align Text Line Spacing Text Color Text... Text Ruler Line Spacing Text Color

Text... Number... Date... Time... Graphic... Field Format...

Use Format menu commands to change the appearance of text and field entries. Commands are available based on the current mode and selection. In Browse, formatting changes apply to the current selection only and you can mix fonts, font sizes, and styles in a single field entry.

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FileMaker and Form Menus

eForms User Guide

Script

DOT FORMS Help... About DOT FORMS...

Tile Cascade Arrange Icons

Help

Scripts

Window

Use Scripts menu commands to activate individual commands and scripts.

Use the Window menu commands to arrange and activate file windows.

Use Help menu commands to get information on using FileMaker Pro.

New Record Duplicate Record Delete Record Delete All Records Modify Last Find Show All Records Show Omitted

Use Records menu commands to work with records in the file. The Records menu commands are only available in Browse and Preview Modes

Records Omit Record

Omit Multiple... Sort... Replace... Relookup Revert Record

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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.

Of course you may also use the ‘Menus’ located at the top of the screen. To do this you would click on ‘File’ ‘Print’ in the menu and that would bring up the Print Dialog Box. This method would be used if you wanted to print anything other than just one copy of the form or layout such as the Field Definitions, multiple copies, all records being browsed, or just a certain page of a form or layout.

The following illustration shows what the Print Dialog Box looks like. The box will look slightly different between the Windows and the Macintosh versions but all of the functions are

The ‘Print’ button will print all pages of the current Layout.

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Printing Forms

eForms User Guide

Selecting Print Options

In FileMaker Pro, you can print specific pages, control the print quality, print to a file, add page numbers, choose to print specific records, print field and script definitions, print a specific number of copies, and collate pages. To select print options, choose ‘Print’ from the ‘File’ menu and select an option or click on the “Print’ button.

- To print all pages in a form, click ‘All’.

- 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.

- To store print jobs to print later or to print from a different computer, check ‘Print to File’.

- If a form uses the page number symbols ( # # ) in a layout, you can change the starting page number that prints at the bottom of each page by typing a number in the ‘Number Pages From’ box.

- To print all records in the ‘Found Set’, click ‘Records Being Browsed’.

- To print the current record only, click ‘Current Record’.

- To print a blank record, click ‘Blank Record’ and select one of the following options from the popup list;

As Formatted to print fields as formatted in the Field Borders dialog box. With Boxes to print each field shown by a box. With Underlines to print each field with an underline. To print a list of field definitions, click Field Definitions.

- To print a script definition, click ‘Script Definition For’ and select ‘All Scripts’ or a specific script from the pop-up list.

- To set the number of copies you want to print, type a number in the ‘Copies’ box.

- To print complete, collated copies instead of all copies of a page before going on to the next, click ‘Collate’ copies. Once you've selected your print options, click ‘OK’ to begin printing.

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Printing Forms

eForms User Guide

Troubleshooting Printer Problems

The majority of problems and user frustrations using FileMaker Pro are usually traced to printer problems.

FileMaker Pro uses the printer driver (for Windows) or printer definition (for Macintosh) to define how the screen looks like and where the print margins are located. 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).

Hewlett Packard LaserJet Series 4 in PCL Mode If you experience any difficulties or poor printing results with LaserJet series 4 printers in PCL mode, go into the Printers control panel, select Printer Setup (for the LaserJet 4), click Options, and change the Graphics Mode option from HP-GL/2 to Raster.

Hewlett Packard LaserJet Series 5 and 5si If the printer hangs on multi-page or landscape forms, check the installed memory in the Print Manager setup for the printer. It must match excatly the memory installed in the printer. This is not an automatic function when installing the drivers for the printer - it must be set manually.

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Layouts

eForms User Guide

Shows the layouts available in the file. Clicking on the box will indicate the layout names.

The Layout Dialog Box

Clicking on the name of the layout will change to that layout. Layouts allow information in the records to be displayed in different ways.

Will work in ‘Browse’ or ‘Preview’ Mode

See section 2 (Form Buttons) for more information on Buttons or section 4 (Browsing Records) for more information on Layouts.

FileMaker Pro can display the database information in different formats or displays. These displays are called ‘Layouts’.

These ‘Layouts’ may be accessed in several different ways:

Layout Buttons

Layout buttons are included in form layouts depending on layouts available.

Opens or goes to the Form Layout

Opens or goes to the Supplement Layout

Opens or goes to the List View Layout

Opens or goes to the Instructions Layout

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 Provisions for Permits and Franchises’ file). Layouts may also be accessed in the ‘Preview Mode’ or ‘Browse Mode’ by using the ‘Layout Dialog Box’ shown below.

Returns to the CD Library Electronic Forms Main Menu

List View

Main Menu

Instructions

Supplement

Form View

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Importing and Exporting Records

eForms User Guide

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. Choose ‘Import/Export’ in the ‘File’ menu and ‘Import Records’ from the submenu. You will see the ‘Open File’ dialog box.

*.DBF = dBase III and IV *.WKS & *.WK1 = Lotus 1.2.3. *.SLK = Microsoft Excel

*.TAB & *.TXT = Tab-Separated Text *.CSV & *.TXT = Comma-Separated Text *.XML = XML files *.FP7, E39, E10= FileMaker Files

Some of the importable file types are:

You will next see the ‘Import Field Mapping’ dialog box.

3. Locate the source file in the files list and click OK.

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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’ buttons to view data in the source file. By clicking the connection arrows between the fields, you can turn on or off the importing of data for those fields.

6. Click ‘Add New Records’ to append the imported records to the end of the destination file or ‘Replace Data in Current Found Set’ to overwrite any existing records with the imported records.

5. If the Destination file is a revised or updated version of the source file, or if the fields in both files are the same, click on the ‘Match Fields’ button to match the field entries.

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Importing and Exporting Records

eForms User Guide

To Import or Export selected files:

1. Open the source file.

2. Create a ‘Found Set’ (see Section 7, Finding Records) of the records to be exported or imported.

3. To import selected files open the destination file and follow the import procedures to import records from the source file. To export the selected files follow the procedures to export records.

2. Choose ‘Import/Export’ in the ‘File’ menu and ‘Export Records’ from the submenu. You will see the ‘Export Records To File’ dialog box.

3. Select the ‘File Type’ format desired.

4. Type an eight digit name for the file. You may type the three letter extension or, if omitted, FileMaker Pro will automatically add the correct extension according to the file type selected.

5. Click ‘OK’.

Importing and Exporting Selected or Sorted Records

To Import or Export Sorted Records:

Normally FileMaker Pro records are in order of creation, i.e., first record first, last record created last. The records can be sorted prior to importing or exporting, putting the records into a more usable order such as date, alphabetical, or numerical.

4. The ‘Found’ records may then be sorted if desired.

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 & *.WK1 = Lotus 1.2.3. *.SLK = Microsoft Excel

*.TAB & *.TXT = Tab-Separated Text *.CSV & *.TXT = Comma-Separated Text *.XML = XML files *.FP7, E39, E10= FileMaker Files

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Importing and Exporting Records

eForms User Guide

Simply perform a ‘Sort’ (see Section 2, Buttons) prior to importing or exporting.

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Supported Systems and Printers

eForms User Guide

FileMaker reads the printer driver and the printer you are using and that defines the page setup of the form on your system. Some printers will not print the forms correctly simply because their printable area is different than the supported printers.

This margin limitation comes into play when you are using a printer that has a smaller printable area than the listed 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.

Printer / System Troubleshooting

System Support

Since you are using the User Guide, it is assumed that your computer has at least the minimum requirements to run WSDOT eForms.

Windows

Pentium class processor with 1 GB RAM memory

Hard disk drive with at least 80 MB of disk space free

Windows XP w/SP3, Vista, or Windows 7

Laser or Ink Jet printer

Mac

Currently Not Supported

NOTE: The above specifications are minimum requirements to utilize FileMaker Pro 5.0 Runtime and

related software only. Operating additional applications simultaneously may require additional

The following are the minimum requirements to use WSDOT eForms (FileMaker Pro 10.0v3):

Supported Printers:

HP Series 2 HP Series 4000 HP Series 3, 3si HP Series 6000 HP Series 4, 4m, 4m+, 4si HP Deskjet 500, 550, 550c HP Series 5, 5p, 5si, 5L HP Deskjet Series 600, 700, 800,1100 HP Series 6 LexMark Inkjet Printers Brother HL Series printers NEC SIlentWriter Series printers

The forms have not been tested on dot-matrix printers.

Page clipping may occur with some inkjet printers, but should not be significant enough to cause problems. The forms have been designed to allow clipping to occur at the bottom of the forms in non-critical areas where no data will be lost in printing.

The forms should print on most laser printers with no problems. See the Notes and Warning Section for known problems with specific printers.

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Supported Systems and Printers

eForms User Guide

6. Low cache allocation - A low print cache or disk cache allocation may cause slow print times for both Macintosh and Windows systems. If possible increase cache size.

7. Multiple applications - Multiple applications running simultaneously on a system without sufficient memory can cause slow file response and print times.

For more information on printing problems see sections 7 (Printing) and Appendix A (Notes and Warnings).

4. Network attached printer - Wire routing and the number of users using the printer can significantly affect print times.

5. Fonts - Using a printer without the correct fonts or the fonts disabled can cause long print times. ‘Arial’ and ‘Times new Roman’ installed on a Macintosh printing to a printer without those fonts resident will cause very long print times.

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. There is no set remedy for these causes. Remedies will vary according to location, network type and location, and/or system type:

1. Printer driver - Check the printer driver. For Macintosh, LaserWriter 8.3 works quite well for printing to Apple LaserWriter Postscript, and Hewlett Packard printers.

If you are new to FileMaker pro and you do not have one of the supported printers available to print to, we suggest you contact your computer support staff to assist you.

2. Network attached printer - Wire routing and the number of users using the printer can significantly affect print times.

3. Fonts - Using a printer without the correct fonts or the fonts disabled can cause long print times. ‘Arial’ and ‘Times new Roman’ installed on a Macintosh printing to a printer without those fonts resident will cause very long print times.

Printer names longer than 31 characters (including the server name) have been known to cause long print times or can cause FileMaker to crash.

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Glossary of Terms

eForms User Guide

Field

Button

Click

Cursor

Destination File

Export Records

FileMaker Electronic Forms, eForms User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual