FileMaker's Insert menu includes a great feature that lets you insert field data that is automatically updated. There are two types of fields in the Insert menu: fixed and variable (Figure 11.48). Fixed data fieldCurrent Date, Current Time, and Current User Namepaste information that is current at the time it is entered. Once pasted into a file, the data remains fixed and is not updated. In contrast, the variable fieldsDate Symbol, Time Symbol, User Name Symbol, Page Number Symbol, and Record Number Symbolare updated when the file is viewed or printed. Figure 11.48. The Insert menu contains two types of fields: fixed and variable. These variable fields are particularly handy for form letters because a letter can be prepared in advance, yet contain the dates and times reflecting the time when it's actually printed out. This trick, by the way, need not be confined to form letters. Use it in any layout where you need updated information to appearincluding onscreen forms. To insert a variable field 1. | Make sure you're in Layout mode ( in Windows, on the Mac), select the Type tool from within the Layout mode's status area, and click in the layout where you want the variable data to appear.
| 2. | Choose Insert and then the variable field type you want: Date Symbol, Time Symbol, User Name Symbol, Page Number Symbol, or Record Number Symbol (Figure 11.48). Release your cursor and a placeholder symbol is inserted (Figure 11.49). For more on what appears in the layout, especially the placeholder symbols, see Table 11.1.
Figure 11.49. When you choose Insert > Date Symbol, a double forward slash (//) acts as a placeholder within the layout. Table 11.1. Variable Field SymbolsTO USE | CHOOSE INSERT AND: | INSERT (SYMBOL) |
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Fixed date | Current Date | Date at time field created | Fixed time | Current Time | Time at time field created | Fixed user name | Current User Name | Name of person creating field | Variable date | Date Symbol | Placeholder (//) | Variable time | Time Symbol | Placeholder (::) | Variable name | User Name Symbol | Placeholder (||) | Variable page | Page Number Symbol | Placeholder (##) | Variable record | Record Number Symbol | Placeholder (@@) |
| | | 3. | Return to Browse mode and the placeholder is updated to reflect the most current data (Figure 11.50).
Figure 11.50. When you switch from Layout to Browse mode, the date symbol is replaced by the current date, which will be continually updated. | Tip The formatting for dates, times, and numbers inserted with variable fields is controlled like any other date, time, or number field. For example, you can have dates appear as 5/6/2008 or May 6, 2008. For more information, see Formatting and Graphics in Layouts on page 197. |