User’s Guide
© 2003-2004 FileMaker, Inc. All Rights Reserved.
Document Version 2.0
FileMaker, Inc.
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FileMaker documentation is copyrighted. You are not authorized to make additional copies or distribute this documentation without
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All persons and companies listed in the examples are purely fictitious and any resemblance to existing persons and companies is purely
coincidental.
Table of Contents
About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iii
Chapter 1:
Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1
Introduction ............................................................................................................................ 1-1
System Requirements ............................................................................................................. 1-2
Getting Started ........................................................................................................................ 1-2
Configuring User and Administrator Accounts ............................................................... 1-2
Logging In ........................................................................................................................ 1-6
Global Features ...................................................................................................................... 1-8
Views: List and Detail ...................................................................................................... 1-8
Navigation ........................................................................................................................ 1-8
Context Menus ................................................................................................................. 1-9
Entering Dates .................................................................................................................. 1-9
Saving Additions and Changes ...................................................................................... 1-10
Using the Find Feature ................................................................................................... 1-10
Chapter 2:
Home. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1
Overview ................................................................................................................................ 2-1
Mail Templates ....................................................................................................................... 2-2
Adding a Template ........................................................................................................... 2-4
Editing a Template ........................................................................................................... 2-5
Deleting a Template ......................................................................................................... 2-5
Preferences ............................................................................................................................. 2-6
Chapter 3:
Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1
Detail View ............................................................................................................................ 3-1
Sending Task Information to Assignees and Groups ....................................................... 3-3
Adding a Task .................................................................................................................. 3-4
Finding a Task .................................................................................................................. 3-6
Adding a Predefined Subtask ........................................................................................... 3-7
List View ................................................................................................................................ 3-8
Chapter 4:
Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1
Detail View ............................................................................................................................ 4-1
Sending Group Email ....................................................................................................... 4-3
Duplicating a Group ......................................................................................................... 4-3
Merging Groups ............................................................................................................... 4-4
Adding a Group ................................................................................................................ 4-5
Deleting a Group .............................................................................................................. 4-6
Finding a Group ............................................................................................................... 4-6
List View ................................................................................................................................ 4-7
i
Chapter 5:
Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1
Detail View ............................................................................................................................. 5-1
Sending Email to a Contact .............................................................................................. 5-3
Adding a Contact .............................................................................................................. 5-4
Finding a Contact ............................................................................................................. 5-5
List View ................................................................................................................................ 5-6
Chapter 6:
Mail Archive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-1
Detail View ............................................................................................................................. 6-1
Resending an Archived Message ...................................................................................... 6-2
Finding an Archived Message .......................................................................................... 6-3
List View ................................................................................................................................ 6-4
Chapter 7:
Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7-1
Adding a Report ............................................................................................................... 7-3
Generating a Report .......................................................................................................... 7-3
Appendix A:
Customizing the User Interface . . . . . . . . . . . . . . . . . . . . A-1
Administrative Preferences ................................................................................................... A-2
Editing Value Lists .......................................................................................................... A-2
Editing Custom Tags ....................................................................................................... A-3
Backing Up Data ............................................................................................................. A-3
Restoring Backup Data .................................................................................................... A-4
Importing Contacts .......................................................................................................... A-4
Importing Data From Previous Versions ......................................................................... A-6
Editing User Profiles ....................................................................................................... A-7
Deleting Data ................................................................................................................... A-7
Adding Features ..................................................................................................................... A-9
Entity Relationship Diagram ........................................................................................... A-9
Entity Relationship Diagram for the Reports Manager ................................................. A-10
FileMaker Tasks Table Occurrences and Relationships ............................................... A-11
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Index-1
ii
FileMaker Tasks User’s Guide
About This Guide
This guide provides information about how to use the FileMaker™ Tasks application.
Audience
This guide is intended for individuals who wish to manage tasks and projects using the
FileMaker Tasks application.
In This Guide
This guide includes the following sections:
Chapter 1, “Overview” provides an overview of the Tasks application and general
information about features and behaviors that are consistent throughout the application.
Chapter 2, “Home” provides information about the Home page, where you can get a quick
overview of tasks, create or modify mail templates, and set your preferences. (If you have
administrative privileges, the Admin tab appears on the Home page; this tab is described in
Appendix A, “Customizing the User Interface”.)
Chapter 3, “Tasks” provides instructions on how to manage your tasks and all of the
information associated with them.
Chapter 4, “Groups” provides instructions on how to create groups of contacts.
Chapter 5, “Contacts” provides instructions on how to manage information about your
contacts, so you can add them to groups and assign them tasks.
Chapter 6, “Mail Archive” describes how you can view, resend, or delete archived messages.
Chapter 7, “Reports” provides information about how to create, modify, and run reports
about the information stored in the Tasks application.
Appendix A, “Customizing the User Interface” provides information about the Admin tab,
which allow administrators to customize parts of the user interface and perform various
administrative functions on the Tasks data.
Other Sources of Information
This guide is part of the complete FileMaker documentation set, which also includes:
FileMaker Pro 7 User’s Guide
iii
Typographic Conventions
This document uses the following typographic conventions to help you locate and identify
information:
Italic text
Used for new terms, emphasis, and book titles
<icon> Bold text
Identifies icon names
Bold text
Identifies names of keyboard keys and other elements you can select
Courier font
Identifies file and folder names
NOTE: Notes provide extra information, tips, and hints regarding the topic.
!
iv
CAUTION: Cautions identify important information about actions that could result in
damage to or loss of data or could cause the application to behave in unexpected
ways.
FileMaker Tasks User’s Guide
1
Overview
This chapter provides an overview of the FileMaker Tasks application and provides information
about getting started and its global features.
Introduction
FileMaker Tasks is a ready-to-use task management application that keeps you and your
workgroup on track and on task. FileMaker Tasks allows you to organize all task-relevant
information in one place. With FileMaker Tasks, creating and assigning tasks, tracking tasks to
completion, locating and reporting on tasks on demand, and communicating task-relevant details
and status to your group are all a snap.
A different breed entirely from complex project management software, FileMaker Tasks gives
you an instant, visual picture of what is on your plate. Think of FileMaker Tasks as an agile,
turbo-powered to-do list that lets you quickly view, act on, and manage everything you need to
accomplish with just a couple of mouse clicks.
Because FileMaker Tasks seamlessly integrates with your favorite applications, you do not have
to change your current computing environment. With FileMaker Tasks, you have the world-class
features and support you need to succeed as an independent contributor or as part of a
workgroup.
Top Features
With FileMaker Tasks, you can:
Organize all task-relevant information in one place.
Easily create and assign tasks and subtasks, either as an individual or for your entire group.
Save frequently used Finds for later re-use, saving time entering repetitive search criteria
Know what's not getting done, which is often the key to task completion. Easily ascertain the
progress of every task, especially those needing attention.
Orchestrate task management for your whole team, providing each team member
personalized visibility on who is doing what and when it is due.
Take advantage of FileMaker Tasks’ convenient overview page and reporting features to
check the status of all outstanding tasks or tasks for a specific project, group, or contact.
Set up mail templates to dynamically incorporate task-related information and automate
repetitive messages.
Create multiple windows at will to construct a personalized work environment.
Make use of FileMaker Tasks’ robust reporting engine, which features numerous report
templates, allowing you to easily create custom reports without any programming.
Share common data like contacts and tasks between multiple FileMaker Applications.
Because FileMaker Tasks is based on the award-wining FileMaker platform, you can
customize and extend FileMaker Tasks to suit your specific needs.
1-1
System Requirements
System Requirements
FileMaker Tasks requires FileMaker 7. In addition, you must set your monitor’s screen resolution
to a minimum of 1024 x 768.
Getting Started
To launch the Tasks application, click the FileMaker Tasks shortcut on your desktop or, if you
installed it in the default location:
Windows – Navigate to the My Documents\FileMaker Applications\FileMaker
Tasks 2.0 folder and double-click FileMaker Tasks 2.0.fp7.
Macintosh – Navigate to the Documents/FileMaker Applications/FileMaker
Tasks 2.0 folder and double-click FileMaker Tasks 2.0.fp7.
If you installed FileMaker Tasks in another location, navigate to that location and double-click
FileMaker Tasks 2.0.fp7.
Configuring User
and Administrator
Accounts
The first time you launch FileMaker Tasks, it does not require a login or password. You are
logged in as the administrator and have unlimited access to the entire application (including the
Admin tab on the Home page). Use this account to familiarize yourself with the Tasks application
before changing any account access information.
When you are done working with the sample data and are ready to begin entering real data, you
can delete all of the sample user accounts and create a user account and password for each real
user who intends to log in to FileMaker Tasks. Individual accounts allow each user to store their
own:
Preferences set on the Preferences tab of the Home page (See “Preferences” on page 2-6.)
Marked tasks on the Tasks page (See “Task Details” on page 3-2.)
Setting for displaying or not displaying FileMaker Pro error messages (See “Editing User
Profiles” on page A-7.)
Last find used for each page (See “Using the Find Feature” on page 1-10.)
Last position of each pop-up window
It is strongly recommended that you add a password to the existing Admin account, which has
full access privileges to the entire application. Once you create a password for any account, all
users must log in with their account names and passwords.
NOTE: Tasks 2.0 does not support the Guest account provided with FileMaker Pro. Do not
activate the Guest account.
To add a password to the Admin account and create or edit user accounts, launch FileMaker
Tasks as instructed in “Getting Started” on page 1-2. You must configure the Admin and user
accounts in three places:
In the Tasks application itself
In data shared with other FileMaker applications
In the FileMaker language file
The following steps provide instructions for configuring accounts.
NOTE: IMPORTANT: You must perform all three steps for each account you add or modify.
1-2
FileMaker Tasks User’s Guide
Getting Started
Step 1: Configure Accounts for the Tasks Application
1. On FileMaker’s File menu, select Define and then select Accounts & Privileges.
The Define Accounts & Privileges dialog appears.
2. Select the Admin account, and then click Edit.
The Edit Account dialog appears.
3. Enter a unique password for the administrator account.
4. Ensure that Active is selected for Account Status and that Full Access is selected for
Privilege Set.
You can change the account name for the administrator on this dialog, if desired. For more
information about editing accounts, refer to the FileMaker Pro User’s Guide.
5. Click OK.
6. Select all of the sample accounts and click Delete.
The only accounts left are the Admin and Guest accounts.
NOTE: Tasks 2.0 does not support the Guest account provided with FileMaker Pro. Do not
activate the Guest account for FileMaker Tasks.
Overview
1-3
Getting Started
7. Click New to add a new user account.
The Edit Account dialog appears.
8. Enter an account name and password for the new account.
You can enter the user’s full name (such as Emily Daniels) or assign an account name
(such as edaniels).
9. Ensure that Active is selected for Account Status.
10. Select User_Restricted from the drop-down list for the Privilege Set.
This option gives the user access to all functionality except the Admin tab, preventing the
user from making structural changes to the files.
11. Enter notes about the account in the Description field, if desired.
12. Click OK.
The new user account appears at the bottom of the list on the Define Accounts & Privileges
dialog.
13. Add more user accounts, if desired.
14. When you finish adding accounts, click OK to close the Define Accounts & Privileges
dialog.
The Confirm Full Access Login dialog appears.
15. Enter the administrator’s login and password, and click OK.
Both dialogs close, and you return to the Tasks user interface logged in as the administrator.
1-4
FileMaker Tasks User’s Guide
Getting Started
Step 2: Configure Accounts for Shared Data
16. From the FileMaker Windows menu, select Show Window, and then select
fma_Shared_Data.
A small blank window appears.
17. Repeat steps 1 through 15, entering exactly the same information for each account.
NOTE: Do not activate the Guest account for shared data.
18. Close the fma_Shared_Data window by clicking the X in the upper right corner of the
window.
Step 3: Configure Accounts for the Language File
19. From the FileMaker Windows menu, select Show Window, and then select fmt_Language.
Then fmt_Language window opens.
20. Repeat steps 1 through 5, entering the same password for the Admin account, ensuring that
Active is selected for Account Status and that Full Access is selected for Privilege Set.
21. For the Guest account, ensure that Active is selected for the Account Status.
NOTE: The Guest account is activated for the language file only.
22. Click OK to close the Define Accounts & Privileges dialog.
Overview
1-5
Getting Started
23. From the File menu, select File Options.
The File Options for “fmt_Language” dialog appears.
24. Select Log in using: Guest Account, and click OK.
A message informs you that the language file will be opened automatically using the selected
account. This setting prevents users from having to log in twice—once to the Tasks
application with their own login and once to the language file with the Guest login.
25. Click OK to close the message dialog.
26. Close the fmt_Language window by clicking the X in the upper right corner of the window.
The window closes, and you return to the Tasks user interface.
Be sure to test the accounts you have created by closing the FileMaker Pro, launching it again,
and logging in as each user you created. (See the next section, “Logging In”.)
After you log in as each user, their account names appear on the user profiles list. Click Edit User
Profiles on the Admin tab of the Home page, and make sure that all of the new accounts you
created appear on the list. Then you can enter additional information for each user profile. (See
“Editing User Profiles” on page A-7 for more information.)
When you are sure that all of the accounts are working properly, you can provide the account
names and passwords to the users.
Logging In
After you activate at least one account with a password, each time you launch FileMaker Tasks,
it displays the Login dialog:
If you are the administrator, enter the administrator name and password. If you are a user with a
FileMaker account, enter your account name and password.
1-6
FileMaker Tasks User’s Guide
Getting Started
When you click OK, Tasks opens to the Overview tab of the Home page. (See Chapter 2,
“Home” for detailed information about the Home page.)
Click the Preferences tab, and select the options you prefer. (See “Preferences” on page 2-6 for
detailed information about these options.)
Sample Data
When the Tasks application is distributed, it contains sample data to illustrate how to use it.
Before you start entering your real data, it is strongly recommended that you delete the sample
data. (See “Deleting Data” on page A-7.)
When you are ready to start using the application, you must enter your contacts and group lists
and information about the tasks you want to manage. You can also create or modify mail
templates and reports. Although you can enter data in any order, there are some dependencies in
the application. Therefore, it is recommended that you initially enter data in the following order:
1. Add contacts – “Adding a Contact” on page 5-4.
2. Add groups – “Adding a Group” on page 4-5.
3. Create or modify mail templates for sending automated email messages to your contacts –
“Adding a Template” on page 2-4.
4. Enter information about your current tasks – “Adding a Task” on page 3-4.
5. Create or modify reports so you can extract information from the system – Chapter 7,
“Reports”.
Overview
1-7
Global Features
6. Review the default preferences and change them, if desired (optional) – “Preferences” on
page 2-6 and “Administrative Preferences” on page A-2.
NOTE: As you start entering data, it is a good idea to perform a periodic backup. Tasks provides
Backup and Restore features explicitly for this purpose. If you do make frequent backups
and then you inadvertently delete or modify data, you can restore the data from the most
recent backup. See “Backing Up Data” on page A-3 and “Restoring Backup Data” on
page A-4 for complete details.
Exiting Tasks
To exit the Tasks application, perform either of the following actions:
Close the Tasks application only by clicking Ctrl + w or Ctrl + F4 in Windows or Cmd + w
on a Macintosh.
Exit the FileMaker application by clicking Ctrl + q or Alt + F4 in Windows or Cmd + q on
a Macintosh.
Global Features
There are certain features of Tasks that are the same throughout the application. This chapter
provides information about those features and instructions for using them.
Views:
List and Detail
The Tasks, Groups, Contacts, and Mail Archive pages provide their data in both Detail View and
List View. The Reports page provides its data in the Detail View only.
The Detail View displays the detailed information about one item at a time. The List View
displays a summary of all of the items associated with each page.
To switch from the Detail View to the List View, click
in the top left area of the page.
To switch from the List View to the Detail View, perform either of the following actions:
Click
next to the name of the list item you want to display.
Select the list item you want to display and click
in the top left area of the page.
Navigation
This section describes how to navigate in various contexts with the Tasks application.
In the List View of any page, the selection indicator (the black vertical bar on the far left side of
the page) appears next to the selected list item. To select a different list item, you can either:
Move the vertical bar up or down using the directional icons at the top of the page as follows:
First – Jump to the first list item.
Previous – Move up to the previous list item.
Next – Move down to the next list item.
Last – Jump to the last list item.
Click on any list item.
The text to the right of the directional icons indicates what number list item is selected.
The directional icons work the same way in the Detail View, except that they display each task
or group in the Detail View.
1-8
FileMaker Tasks User’s Guide
Global Features
Context Menus
In Windows, you can right-click anywhere within the Tasks application to display a context
menu. On a Macintosh, hold down Ctrl and click to display a context menu.
The context menu offers options appropriate to the context. These options simply provide an
alternative way to perform the tasks described in the other chapters of this book.
Copy Record
When you select Copy Record, it copies all of the text data to the Clipboard. Then you can paste
the text into another application, if desired.
New Record
When you select New Record, it opens a blank page for a new record.
Duplicate Record
When you select Duplicate Record, Tasks makes an exact copy of the record and displays the
content for you to edit. You use this command to save time if you’re adding a task, group, or
contact that is very similar to an existing one.
Delete Record
When you select Delete Record, the action is the same as clicking
page.
Delete at the top of the
Sort
When you select Sort, the standard FileMaker Sort Records dialog appears. For more
information, refer to the FileMaker Pro User’s Guide.
Entering Dates
Overview
Anytime you need to enter a date, the calendar icon
appears next to the date field. You can
either type the date directly into the date field in the MM/DD/YYYY format, or you can click
to display the calendar widget.
1-9
Global Features
The calendar widget displays the current month and year or the last month and year selected for
a date in the current session. On the calendar widget, you can:
Click the name of the month to display a context menu showing the month options.
Click
to display the previous month.
Click the year to display a context menu showing the year options.
Click
to display the next month.
NOTE: The year changes automatically if you change forward from December to January or
backward from January to December.
Click the date you want to select when the desired month is displayed.
The date automatically appears in the date field in the form Day, Month Date, Year, such as
Thu, Jul 31, 2003.
Click
Cancel to close the calendar widget without selecting a date.
Saving Additions
and Changes
As with all FileMaker applications, there is no need to explicitly save the additions and changes
you make in the Tasks application. As soon as you start entering text, the change is saved and
takes affect immediately.
Using the Find
Feature
To find a particular task, group, contact, or mail archive, click
Find from the page displaying
the type of information you want to find. For example, if you want to find a particular task,
display the Tasks page in either the Detail or List View, and then click
Find. The Find Tasks
pop-up window appears and displays the fields in which you can enter search criteria for the
current context—in this case, for tasks.
On this page, you can:
Click
Clear to clear all search criteria.
Click
New to clear all search criteria and add a new search to the list of saved searches of
the current type. Select <new find> and enter a name for the search.
1-10
FileMaker Tasks User’s Guide
Global Features
Enter all or the first few characters of any Find Criteria to find one or more items. (The Find
feature is not case-sensitive.) Then select the type of search you want to run from the Find
Type list as follows:
New Find – To search all records and replace any previous search results with the new
results.
Add to Found Set – To find records that meet the new search criteria and add them to
those already found.
Search within Found Set – To search within the current search results only.
Click Omit These Results to omit the items that match the search criteria from the search
results.
NOTE: When Omit is active, a red note appears at the top of the Find pop-up window informing
you that all items that meet the search criteria you enter will be omitted from the search
results instead of added. Unclick Omit These Results to deactivate this functionality.
Click
Run Find to display the search results in the List View.
Click
Cancel to close the Find pop-up window and return to the previous page without
running a search.
The search results from any of the Find features dictate the list of items (that is, tasks, groups,
contacts, or mail archives, depending on the context in which you perform the search) that are
available for you to display and work with.
NOTE: After you perform a search with Add to Found Set or Search within Found Set selected,
it is good practice to select Show All Records on the FileMaker Pro Records menu to
avoid missing relevant matches when you perform future searches.
Overview
1-11
Global Features
1-12
FileMaker Tasks User’s Guide
2
Home
The Home page
allows you to get a quick overview of tasks, create or modify mail
templates, and set your preferences. This chapter provides information and instructions for using
the features of the Home page. (If you have administrative privileges and the Admin tab appears,
see Chapter , “Customizing the User Interface” for information about that tab.)
Overview
The Overview tab displays a list of tasks. The type of tasks displayed depends on your selection
from the Display Tasks drop-down list the last time you logged in. If it is your first time logging
in, no option is selected and no tasks are displayed. (See “Getting Started” on page 1-2 for more
information about configuring user accounts and logging in.)
To view lists of different types of tasks, select an option from the Display Tasks drop-down list,
and then click
.
2-1
Mail Templates
The following information is displayed about each task:
Task ID – The sequential ID number of the task
Priority – The relative importance of the task
Task Name – The name of the task
Creator – The name of the user who created task
Assignee – The user assigned to take responsibility for the task
Label – The label used to provide more information about the task
Due Date – The date the task is scheduled to be completed
Completed – Indication of whether or not the task has been completed
The tasks are listed in the order in which you added them with the most recent at the top. You
can re-sort the list, if desired, by the content of any column by clicking the desired column title.
The first time you click a column title, it sorts the list in ascending alpha-numeric order.
About
Click
About to display information about the Tasks application, such as its version number
and copyright.
Mail Templates
The Mail Templates tab displays a list of the existing mail templates and allows you to view or
modify them or add new templates. Templates make it easier and faster to send information about
tasks to a task’s assignee or the associated group (page 3-3) by creating the email messages
automatically when you need them.
2-2
FileMaker Tasks User’s Guide
Mail Templates
Mail Templates
The Mail Templates list includes the name of each template. You can:
Add a new template (page 2-4)
Edit a template (page 2-5)
Delete a template from the list (page 2-5)
In addition, you can shorten the list of templates, if desired, by entering one or more characters
in the Filter By Name field and then clicking
. Only template names that contain the specified
characters appear on the list.
NOTE: To redisplay all templates, clear the Filter By Name field, and click
.
System Tags
The System Tags tab lists all of the tags predefined for tasks and contacts. When you click one
of the system tags, it appears at the insertion point in the template. Later, when you use the
template to send out task information, the tags are replaced by the corresponding data from the
Tasks database.
NOTE: System tags are not customizable.
Custom Tags
The Custom Tags tab lists all of the custom tags defined on the Admin tab of the Home page.
(See “Editing Custom Tags” on page A-3 or check with your system administrator for more
information.) When you click one of the custom tags, it appears at the insertion point in the
template. As with system tags, when you use the template to send out search or candidate
information, the tags are replaced by the corresponding data from the Tasks database.
Template Detail
The right side of the page displays the definition of the selected template. The template definition
includes the template’s name, the subject of the message, and the content of the message.
Home
2-3
Mail Templates
Adding a Template
To add a new mail template to the list:
1. Click
New.
The <new template> placeholder appears on the list (and is selected), and the right side of
the page is cleared.
2. Select <new template> and enter a unique name for the template.
3. Enter the subject of the message in the Subject field on the right side of the page.
4. Click one or more of the system or custom tags to add them to the message at the location of
the cursor.
The selected tags appear in the Body field at the current location of the cursor.
2-4
FileMaker Tasks User’s Guide
Mail Templates
5. Format the message as desired. For example, press Enter after each tag to put each tag on a
separate line. Use text around the tags, if desired, to make the message more readable. For
example:
Editing a Template
To edit an existing mail template, click to select the template from the Mail Templates list. Then
click anywhere in the field you want to change on the right side of the page, and edit the content.
Deleting a
Template
To delete a template, click
next to the template name you want to delete on the Mail
Templates list. A dialog prompts you to confirm the deletion. Click OK to delete the template,
or click Cancel to keep the template on your list.
!
Home
CAUTION: Deleting a template is not reversible. Use caution before executing this
command.
2-5
Preferences
Preferences
The Preferences tab displays your current preference settings and allows you to change them, if
desired.
The following sections describe each area of this page.
Current User Profile
The Current User Profile area displays the account name of the user currently logged in, along
with that user’s first name, last name, and email address. You can modify the information in this
area (except the account name) by clicking in the desired field and editing the text.
Default New Task Values
The Default New Task Values area allows you to specify the default value for new tasks in three
fields:
Due from Today – The number of days each new task or subtask is due after its creation date.
Label – An arbitrary label assigned to new tasks and subtasks.
Priority – An indication of the relative importance of new tasks and subtasks.
See “Detail View” on page 3-1 for more information about using these options on the Tasks page.
NOTE: FileMaker provides a list of status options for Label and common priority options for
Priority. However, your system administrator might have customized the Label and
Priority options to something more useful to your organization. (See “Editing Value
Lists” on page A-2 for more information and check with your system administrator, if
you have any question about these options.)
2-6
FileMaker Tasks User’s Guide
Preferences
Custom Tags
The Custom Tags area allows each user to specify the replacement text of the custom tags used
in mail templates. (See “Mail Templates” on page 2-2.) For example, each user can specify his
or her own name for the MyName custom tag.
To change the replacement text of a custom tag, on the line next to any custom tag, enter the
desired replacement text. When you tab or click elsewhere on the page, the tag label changes
immediately. The new custom tag values are available for use in mail templates immediately.
NOTE: Administrators can edit and add the custom tags available on this page. (See “Editing
Value Lists” on page A-2 for more information.)
Preview Email
You can check Preview Email if you want to display a preview of each email message in your
default email application before you send it. If you do not check this option (the default), the
Tasks application sends email messages as soon as you click
Send . (See the appropriate
sections in chapters 3, 4, 5, and 6 for details about sending task information.)
Export As
To export data for use in another application, select the desired format for the type of file you
want to create, and then click
Export As.
NOTE: When Tasks is installed, it creates Export folder within the FileMaker Tasks folder (My
Documents in Windows; Documents on a Macintosh). Do not delete this folder. If the
required folder does not exist in that location when you export your data, Tasks creates
the export files in the Tasks folder itself, which results in unnecessary clutter in your
Tasks folder.
If you are using a shared version of Tasks, you can use the Export feature from the host
computer only.
The export function creates one of the following sets of files, depending on the selected format.
If you select XML, it creates:
fmt_Contacts.xml
fmt_Group_Members.xml
fmt_Groups.xml
fmt_Mail_Archive_Messages.xml
fmt_Mail_Archive.xml
fmt_Tasks.xml
If you select CSV, it creates:
fmt_Contacts.csv
fmt_Group_Members.csv
fmt_Groups.csv
fmt_Mail_Archive_Messages.csv
fmt_Mail_Archive.csv
fmt_Tasks.csv
NOTE: Your list of exported files might not include all of the files listed above. If there is no data
in a particular area of the application, Tasks does not create an export file for that area.
Home
2-7
Preferences
2-8
FileMaker Tasks User’s Guide
3
Tasks
The Tasks page allows you to manage your tasks and all of the information associated with them.
This is the heart of the Tasks application.
Detail View
The Detail View of the Tasks page displays detailed information about the task.
Using the icons at the top of the Tasks page, you can:
Send information about the displayed task to another user. (See “Sending Task Information
to Assignees and Groups” on page 3-3.)
Add a task. (See “Adding a Task” on page 3-4.)
Delete the displayed task by clicking
Delete. A dialog prompts you to confirm the
deletion. Click OK to delete the task, or click Cancel to abandon the deletion.
!
CAUTION: When you delete a task, the task is permanently deleted everywhere it
appeared in the Tasks application. This action is not reversible. Be sure to back up your
data frequently before deleting significant information, such as a task. (See “Backing Up
Data” on page A-3 for more information.)
3-1
Detail View
Find one or more tasks that match your search criteria. (See “Finding a Task” on page 3-6.)
The following sections describe the contents of this page in more detail.
Task Name
The Task Name is the name of the task.
Description
The Description is a complete description of the task.
Comments
The Comments area is for any additional comments a user wants to add about the task.
Keywords
The Keywords area allows you to associate metadata with tasks and, later, use that metadata to
find associated tasks. For example, in the sample data provided with the Tasks application, you
could select the keyword “Denver” for all tasks related to your Denver office. Then you could
search for all tasks with the keyword “Denver”. (Your system administrator can customize the
keyword list. See “Editing Value Lists” on page A-2 for details.)
Task Details
The title of the task details area on the right includes the name of the task. This area displays the
following details about the task:
ID – A sequential ID number assigned by the Tasks application (not editable).
Priority – The relative importance of the task. (See “Default New Task Values” on page 2-6
for information about setting the default value for this option.)
Label – An arbitrary label that you can use to provide more information about the task, such
as the task status. (See “Default New Task Values” on page 2-6 for information about setting
the default value for this option.)
Creator – The name of the user who created task. You can click
to send email to the
specified creator.
Date Created – The date the task was created.
Group – The group associated with the task.
The group selection determines the contacts who appear in the list of Assignee options. You
can click
to send email to the specified group.
Assignee – The contact assigned to take responsibility for the task. You can click
to send
email to the specified assignee.
Date Due – The date the task must be completed. (See “Default New Task Values” on
page 2-6 for information about setting the default value for this option.)
Marked – An arbitrary way to identify a set of records against which you can perform a Find.
Complete – Indicates whether or not the task has been completed.
Subtasks
The Subtasks area displays a list of subtasks that are required for completion of the main task.
Each subtask is assigned an ID that contains the five-digit task ID of its parent, a hyphen, and a
three-digit number to indicate the order in which it was added to the subtask list.
3-2
FileMaker Tasks User’s Guide
Detail View
In the Subtasks area, you can:
Add a predefined subtask from the list of available tasks. (See “Adding a Predefined
Subtask” on page 3-7.)
Create a new subtask by clicking
New at the top of the Subtasks area. (The process of
creating a subtask is the same as the process of creating a task. See “Adding a Task” on
page 3-4.)
Delete or remove the subtask by clicking
Delete. A dialog prompts you to either delete
or remove the subtask.
If you click Delete, it deletes the subtask from the list of available tasks.
If you click Remove, it removes the subtask from this task but does not delete it from the
list of available tasks.
If you click Cancel, it abandons the deletion.
Historical Information
The bottom right area of the page displays the following historical information about the task:
The date and time the task was created and the user who created it.
The date and time the task was last modified and the user who modified it.
This information is not editable.
Sending Task
Information to
Assignees and
Groups
Tasks
To send task information to another user:
1. Display the task you want to send.
2. Click
Send Mail.
The Pick Template pop-up window appears.
3-3
Detail View
3. Select the mail template you want to use.
The definition of the selected template appears on the right side of the window.
4. Edit the subject or body of the message, if desired.
NOTE: Editing the body or subject on this page does not change the mail template. It changes
only the specific email message you are sending.
5. Click to select the task’s Assignee, Creator, and Group as recipients of the email message.
6. Click
Send.
If you selected Preview Email on the Preferences tab of the Home page, your default
email application opens (if it is not already open) and displays the email message. Again,
you can edit the message, if desired, and then send it.
If you did not select Preview Email, clicking
Send sends the message immediately
without allowing you to preview it in your default email application.
NOTE: You can click
Cancel at any time in the process described above to cancel sending
the task information.
Adding a Task
To add a new task:
New.
1. Click
A blank Tasks page appears.
3-4
FileMaker Tasks User’s Guide
Detail View
The Tasks application automatically assigns the following values in the task details area,
although you can change any value except the task ID:
Next sequential task ID (or subtask ID - see “Subtasks” on page 3-2 for format)
Default priority based on the Priority value set on the Preferences tab of the Home page
(See “Default New Task Values” on page 2-6 for information about setting the default.)
Label based on the Label value set on the Preferences tab of the Home page (See “Default
New Task Values” on page 2-6 for information about setting the default.)
The creator (the user currently signed in)
The current date for the creation date
The due date based on the Due From Today value set on the Preferences tab of the Home
page (See “Default New Task Values” on page 2-6 for information about setting the
default.)
2. Enter the name of the task under Task Name. When you do so, the name appears in the title
of the task details area. For example, if you enter “Interview Candidate”, the title of the task
details area becomes “Interview Candidate”.
3. Enter a description for the task, if desired.
4. Enter additional comments about the task, if desired.
5. Select one or more keywords that you want to associate with the task (optional). (See
“Keywords” on page 3-2 for more information about how keywords are used.)
6. Select the group associated with the task, if desired.
7. Select an assignee from the drop-down list, if it appears.
NOTE: The Assignee drop-down list appears only if you select a group.
8. Click Marked if you want to mark this task for a future search (optional).
Tasks
3-5
Detail View
Finding a Task
3-6
To find a particular task, click
Find. The Find Task pop-up window appears. To access the
FileMaker Find feature, you can use the FileMaker keyboard shortcut for Find (Ctrl-f in
Windows; Cmd-f on a Macintosh). (See “Using the Find Feature” on page 1-10 for more
information about this global feature.)
FileMaker Tasks User’s Guide
Detail View
Adding a
Predefined
Subtask
This section describes how to add a task or subtask that has been defined previously elsewhere
in the Tasks application. To add a predefined subtask to the current task:
1. Click Add Subtask.
The Pick a Subtask dialog appears.
This dialog lists all of the available tasks and subtasks in your system. If the list is long and
you have more than one FileMaker application installed, you can shorten the list by selecting
This Application from the drop-down list above the list. Alternatively or in addition, you can
filter the list by entering one or more characters in the Filter By Name field and then clicking
.
Only task/subtask names that contain the characters you enter appear on the list.
NOTE: To redisplay all tasks/subtasks, clear the Filter By Name field, and click
.
2. Select a task or subtask from the list.
The Pick a Subtask dialog closes and:
If you select a task, it is reassigned as a subtask to the displayed task and assigned a new
subtask ID. It no longer appears on the Tasks page as a separate task.
If you select a subtask, a copy of that subtask is added to the displayed task’s subtask list
and assigned a new subtask ID. It remains on the list of subtasks for its original parent
task as well as on the displayed task’s subtask list.
NOTE: The subtask ID reflects the five-digit task ID of its parent, a hyphen, and a three-digit
number to indicate the order in which it was added to the subtask list.
Tasks
3-7
List View
List View
The List View of the Tasks page displays a list of tasks in the current found set.
The List View provides the following details about each task:
Marked
Task ID
Task Name
Priority
Label
Creator
Group
Assignee
Date Due
NOTE: If a task is incomplete past its due date, the due date appears in red.
Complete
(See “Task Details” on page 3-2 for a description of each of these items.)
The tasks are listed in the order in which you added them with the most recent at the top. You
can re-sort the list, if desired, by the content of any column by clicking the desired column title.
The first time you click a column title, it sorts the list in ascending alpha-numeric order. To sort
in descending order, click the same column title again.
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FileMaker Tasks User’s Guide
List View
Using the icons at the top of this page, you can:
Send information about the selected task to another user by selecting the desired task and
clicking
Send Marked. (See “Sending Task Information to Assignees and Groups” on
page 3-3.)
Add a task by clicking
New to display a blank Tasks page in the Detail view. (See
“Adding a Task” on page 3-4 for more information about each field.)
Delete a task by selecting it and clicking
Delete. A dialog prompts you to confirm the
deletion. Click OK to delete the task, or click Cancel to keep the task on your list.
Find one or more tasks that match your search criteria by clicking
Find. (See “Using the
Find Feature” on page 1-10 for more information about using this global feature.)
In addition, you can:
Change any of the following information about a task by clicking the desired field and editing
it:
Name
Priority
Label
Creator
Group
Assignee
Date Due
Click
next to a task name to display that task’s information in the Detail View. (See
“Detail View” on page 3-1.)
Click to select the check box in the Marked column to perform a task on multiple selections.
Click to select the check box in the Complete column to indicate that the task has been
completed.
Tasks
3-9
List View
3-10
FileMaker Tasks User’s Guide
4
Groups
The Groups page allows you to create groups of contacts, called groups. You could create groups
based on functional groups, logical groups, participation in a particular project, or any other
grouping concept.
NOTE: Contacts must be on your contacts list before you can add them to groups (Chapter 5,
“Contacts”.
Detail View
The Detail View of the Groups page displays the name of the selected group, a list of group
members, and the functions you can perform on that group.
4-1
Detail View
Using the icons at the top of the Groups page, you can:
Send email to the members of the group. (See “Sending Group Email” on page 4-3.)
Duplicate the group. (See “Duplicating a Group” on page 4-3.)
Merge the members of the group into another group. (See “Merging Groups” on page 4-4.)
Add a group. (See “Adding a Group” on page 4-5.)
Delete the displayed group. (See “Deleting a Group” on page 4-6.)
Find one or more groups that match your search criteria. (See “Finding a Group” on
page 4-6.)
The following sections describe the contents of this page in more detail.
Group
The Group area displays the name and description of the group.
Members
The Members area displays a list of group members. In this area, you can:
Add a contact to the list. (See “Adding or Removing Group Members” on page 4-5.)
Remove a member of the group by either:
Clicking
next to the contact you want to remove. A dialog prompts you to confirm
the removal. Click OK to remove the contact from the group, or click Cancel to keep the
contact on the list.
Clicking
Add Contact at the top of the Members list, and following the instructions
in “Adding or Removing Group Members” on page 4-5.
NOTE: When you remove a member from a group, the contact remains on your contacts list. The
contact is removed from the group list only, not deleted.
Click
next to a contact name to display that contact’s information in the Detail View. (See
“Detail View” on page 5-1.)
Filter the list of members displayed by entering one or more characters in the Filter By Name
field and then clicking
.
Only group member names that contain the characters you enter appear on the list.
NOTE: To redisplay all group members, clear the Filter By Name field, and click
.
Group Functions
The Group Functions area lists the function you can perform on the group: Display member
contacts in list view. Click this function to display the Contacts page in list view, including only
the members of this group. The list view of the Contacts page provides more information about
the members than you can view on the Groups page.
Historical Information
The bottom right area of the page displays the following historical information about the group:
The date and time the group was created and the user who created it.
The date and time the group was last modified and the user who modified it.
This information is not editable.
4-2
FileMaker Tasks User’s Guide
Detail View
Sending Group
Email
To send email to all members of the displayed group:
1. Click
Group Form Email.
2. The Pick Template dialog appears.
This dialog lists the Mail Templates on the left and the content of the selected template on the
right. By selecting different templates, you can review the content to help you decide which
one to use.
3. Select the template you want to use, and
Send .
The email message is prepared to be sent individually to each member of the group using the
selected template. If you selected Preview Email on the Preferences tab of the Home page,
the email messages are displayed in your default email application, and you can review, edit
(if desired), and send them. If you did not select Preview Email on the Preferences tab of the
Home page, the email messages are sent as soon as you click
Send. In FileMaker Tasks,
you return to the Groups page.
Duplicating a
Group
You can duplicate a group if the new group you want to create is similar to one that already exists.
Once it is duplicated, you can simply change the aspects of the new group that are different from
the duplicated group.
To duplicate the displayed group:
1. Click
Duplicate.
A new group page appears with exactly the same information as the duplicated group, but its
name is changed to “Copy of” the original group name. The description and list of members
is the same.
2. Change the name of the new group to a new name.
3. Change the description of the new group, if desired.
4. Change the membership of the group, if desired.
Groups
4-3
Detail View
Merging Groups
To merge the members of the displayed group into another group:
1. Click
Merge.
The Pick a Group dialog appears.
This dialog lists all of the groups in your system. If the list is long, you can filter the list by
entering one or more characters in the Filter By Name field and then clicking
.
Only group names that contain the characters you enter appear on the list.
NOTE: To redisplay all groups, clear the Filter By Name field, and click
.
2. Select the name of the group into which you want to merge the members of the previously
displayed group.
The Pick a Group dialog closes, and the select group page appears. The members of the
previous group are merged in with the original members of this group. If there were any
members in common between the two groups, they appear on the list only once. The original
group remains intact with no changes. As with all groups, you can modify the list of members
in the newly merged group.
4-4
FileMaker Tasks User’s Guide
Detail View
Adding a Group
To add a group to your list of groups:
1. Click
New.
A blank Groups page appears.
2. Enter a name for the group in the Name field.
3. Enter a description of the group in the Description field, if desired.
4. Add members to the group. See “Adding or Removing Group Members” on page 4-5.
Adding or Removing Group Members
To add or remove group members:
1. Click
Add Contact at the top of the Members list.
The Manage Members for group_name page appears (where group_name is the name of the
group for which you want to add or remove members). A list of all contacts in the system
appears on the left, and the current list of group members appears on the right.
2. Filter the list of contacts to shorten the list, if desired, by entering one or more characters in
the Filter By Name field and then clicking
.
Only contacts whose first or last name contains those characters appear on the list.
NOTE: To redisplay all contacts on the left, clear the Filter By Name field, and click
.
3. Click next to any name you want to add to the group.
The selected contacts appear on the list of group members.
4. Click
next to any name you want to remove from the group.
5. When the Group Members list contains the contacts you want to include, click
Done.
The Manage Members for group_name page closes, and you return to the Groups page with
the group member list updated to reflect your changes.
Groups
4-5
Detail View
Deleting a Group
To delete a group, display the desired group, and then click
Delete. A dialog prompts you to
confirm the deletion. Click OK to delete the group, or click Cancel to keep the group on your list.
!
CAUTION: When you delete a group, the group is permanently deleted from the Tasks
application, although the contacts that were part of that group remain in the contacts
database and in any other groups of which they are members.
Deleting a group is not reversible. Be sure to back up your data frequently before deleting
significant information, such as a group. (See “Backing Up Data” on page A-3 for more
information.)
Finding a Group
4-6
Find. The Find Groups pop-up window appears. To access
To find a particular group, click
the FileMaker Find feature, you can use the FileMaker keyboard shortcut for Find (Ctrl-f in
Windows; Cmd-f on a Macintosh). (See “Using the Find Feature” on page 1-10 for more
information about using this global feature.)
FileMaker Tasks User’s Guide
List View
List View
The List View of the Groups page displays your list of groups, including groups names and
descriptions.
The groups are listed in the order in which you added them with the most recent at the bottom.
You can re-sort the list, if desired, by the content of any column by clicking the desired column
title. The first time you click a column title, it sorts the list in ascending alpha-numeric order. To
sort in descending order, click the same column title again.
Using the icons at the top of this page, you can:
Add a group by clicking
New and entering a name and description for the group. (To add
members to a group, you must display the group in the Detail View. See “Adding or
Removing Group Members” on page 4-5 for more information.)
Delete a group by selecting it and clicking
Delete. Then click OK when prompted to
confirm the deletion.
NOTE: The group is permanently deleted from the Tasks application, although the contacts that
were part of that group remain in the contacts database and in any other groups of which
they are members.
Find one or more groups that match your search criteria by clicking
Find. (See “Using
the Find Feature” on page 1-10 for more information about using this global feature.)
In addition, you can:
Change the name or description of a group by clicking the desired field and editing it.
Click
next to a group name to display that group’s information in the Detail View. (See
“Detail View” on page 4-1.)
Groups
4-7
List View
4-8
FileMaker Tasks User’s Guide
5
Contacts
The Contacts page allows you to manage information about the contacts involved in the tasks
you manage. Contacts must be on your contacts list before you can add them to groups (page 4-1)
or assign them tasks (page 3-1).
Detail View
The Detail View of the Contacts page displays the name and contact information for the selected
contact and a list of tasks assigned to that contact.
5-1
Detail View
Using the icons at the top of the Contacts page, you can:
Send email to the selected contact by clicking
Send Mail. (See “Sending Email to a
Contact” on page 5-3.)
Add contacts to your contacts database. (See “Adding a Contact” on page 5-4.)
Delete the displayed contact by clicking
Delete. A dialog prompts you to confirm the
deletion. Click OK to delete the task, or click Cancel to abandon the deletion.
!
CAUTION: When you delete a contact, the contact is deleted everywhere it appeared in
the Tasks application, including as a member of one or more groups and as a task
assignee. Any tasks to which a deleted contact was assigned become unassigned, and
you must designate a new assignee for those tasks.
Find one or more contacts that match your search criteria. (See “Finding a Contact” on
page 5-5.)
The following sections describe the contents of this page in more detail.
Contact
The Contact area displays and allows you to change the following information about the contact:
First Name – The first name of the contact
Last Name – The last name of the contact
Phone – The contact’s primary phone number
Fax – The contact’s fax number
Mobile – The contact’s mobile phone number
Email – The email address of the contact (Only one email address is allowed.)
Assigned Tasks
The Assigned Tasks area displays a list of tasks assigned to the contact. For each task, this list
includes:
Task ID – The task’s unique ID number
Task Name – The name of the task
Priority – The assigned priority level of the task
Complete – Indicates whether or not the task has been completed
In this area, you can:
Change the priority of a task by clicking
and selecting a different priority.
Indicating that a task is complete by selecting its complete check box.
Delete a task by clicking
next to it.
Click
next to a task name to display that task’s information in the Detail View. (See
“Detail View” on page 3-1.)
Filter the list by entering one or more characters in the Filter By Name field and then clicking
. Only task names that contain the characters you enter appear on the list.
NOTE: To redisplay all tasks, clear the Filter By Name field, and click
.
If you have more than one FileMaker application installed, you can shorten the list by
selecting This Application from the drop-down list above the list.
5-2
FileMaker Tasks User’s Guide
Detail View
Historical Information
The bottom right area of the page displays the following historical information about the contact:
The date and time the contact was created and the user who created it.
The date and time the contact was last modified and the user who modified it.
This information is not editable.
Sending Email to a
Contact
To send email to the displayed or selected contact:
Send Mail.
1. Click
The Pick Template pop-up window appears.
2. Select the mail template you want to use.
The definition of the selected template appears on the right side of the window.
3. Edit the subject or body of the message, if desired.
NOTE: Editing the body or subject on this page does not change the mail template. It changes
only the specific email message you are sending.
4. Click
Send.
If you selected Preview Email on the Preferences tab of the Home page, your default
email application opens (if it is not already open) and displays the email message. Again,
you can edit the message, if desired, and then send it.
If you did not select Preview Email, clicking
Send sends the message immediately
without allowing you to preview it in your default email application.
NOTE: You can click
Cancel at any time in the process described above to cancel sending
the email message.
Contacts
5-3
Detail View
Adding a Contact
To add a new contact:
1. Click
New.
A blank Contacts page appears.
2. In the Contact area, enter the first and last names for the contact and any contact information
you have.
As soon as you enter the contact’s name, that contact appears on all contacts lists throughout the
Tasks application. No tasks are on the Assigned Tasks list for new contacts. You can begin
assigning tasks to the contact and making the contact a member of one or more groups right
away.
5-4
FileMaker Tasks User’s Guide
Detail View
Finding a Contact
Contacts
To find a particular contact, click
Find. The Find Contacts pop-up window appears. To
access the FileMaker Find feature, you can use the FileMaker keyboard shortcut for Find (Ctrl-f
in Windows; Cmd-f on a Macintosh). (See “Using the Find Feature” on page 1-10 for more
information about this global feature.)
5-5
List View
List View
The List View of the Contacts page displays a list of contacts in your contact database.
The List View provides the following details about each contact:
First Name – The first name of the contact
Last Name – The last name of the contact
Phone – The contact’s primary phone number
Fax – The contact’s fax number
Mobile – The contact’s mobile phone number
Email – The email address of the contact (Only one email address is allowed.)
The contacts are listed in the order in which you added them with the most recent at the top. You
can re-sort the list, if desired, by the content of any column by clicking the desired column title.
The first time you click a column title, it sorts the list in ascending alpha-numeric order. To sort
in descending order, click the same column title again.
Using the icons at the top of this page, you can:
Send email to the selected contact by clicking
Send Mail. (See “Sending Email to a
Contact” on page 5-3.)
Add a contact to the list by clicking
New. The selection indicator appears next to a blank
row at the bottom of the list. Click on or tab to any field of that row to enter the contact’s
information. As soon as you enter a contact’s name, that contact appears on all contacts lists
throughout the Tasks application.
5-6
FileMaker Tasks User’s Guide
List View
Delete contacts from your contacts database by selecting it and clicking
Delete. A dialog
prompts you to confirm the deletion. Click OK to delete the contact, or click Cancel to keep
the contact in your contact database.
!
CAUTION: When you delete a contact, the contact is deleted everywhere it appeared in
the Tasks application, including as a member of one or more groups and as a task
assignee. Any tasks to which a deleted contact was assigned become unassigned, and
you must designate a new assignee for those tasks.
Find one or more contacts that match your search criteria by clicking
Find. (See “Using
the Find Feature” on page 1-10 for more information about using this global feature.)
In addition, you can:
Change any of the following information about a contact by clicking the desired field and
editing it:
First Name
Last Name
Phone
Fax
Mobile
Email
Click
next to a contact name to display that contact’s information in the Detail View. (See
“Detail View” on page 5-1.)
Contacts
5-7
List View
5-8
FileMaker Tasks User’s Guide
6
Mail Archive
The Mail Archive page displays the stored messages generated from various parts of the
application.
Detail View
The Detail View of the Mail Archive page displays information about the selected message on
the left and the text of the message on the right.
6-1
Detail View
Using the icons at the top of the Mail Archive page, you can:
Resend the message. (See “Resending an Archived Message” on page 6-2.)
Delete the message by clicking
Delete. A dialog prompts you to confirm the deletion.
Click OK to delete the message, or click Cancel to keep the message in the archive.
!
CAUTION: When you delete an archived message, the message is permanently deleted
from the Tasks application. Deleting a message is not reversible. Be sure to back up your
data frequently before deleting significant information, such as archived messages. (See
“Backing Up Data” on page A-3 for more information.)
Find one or more archived messages that match your search criteria. (See “Finding an
Archived Message” on page 6-3.)
The following sections describe the contents of this page in more detail.
Archive
The Archive area displays the:
Template Name – The name of the template used for the messages in this archive
Send Method – How the connection was made
Date Sent – The date the message was sent
The information in this area is not editable.
Messages
The Messages area displays a list of contacts to whom the archived message was sent. The
contacts are listed in alphabetical order by first name.
You can click a contact name on the list to view the message sent to that contact in the Message
area on the right.
Message Content
The Message area title includes the full name of the contact to whom the message was sent.
Under the title, the Message area lists the email addresses in the To, Cc, and Bcc fields and the
Subject of the message. The rest of the Message area displays the body of the message.
Historical Information
The bottom right area of the page displays the following historical information about the mail
archive:
The date and time the mail archive was created and the user who created it.
The date and time the mail archive was last modified and the user who modified it.
This information is not editable.
Resending an
Archived Message
To resend the displayed archived message:
Resend.
1. Click
The Resend Messages pop-up window displays the message with its original subject and
body and all of its original recipients selected.
2. You can deselect one or more of the recipients or edit the subject or body of the message, if
desired, or resend it to all of the original recipients in its original form.
6-2
FileMaker Tasks User’s Guide
Detail View
3. When you are ready to resend the message, click
Send.
If you selected Preview Email on the Preferences tab of the Home page, your default
email application opens (if it is not already open) and displays the message. Again, you
can edit the message, if desired, and then send it.
If you did not select Preview Email, clicking
Send sends the message immediately
without allowing you to preview it in your default email application.
NOTE: You can click
the message.
Finding an
Archived Message
Mail Archive
Cancel at any time in the process described above to cancel resending
To find a particular archived message, click
Find. The Find pop-up window appears. To
access the FileMaker Find feature, you can use the FileMaker keyboard shortcut for Find (Ctrl-f
in Windows; Cmd-f on a Macintosh). (See “Using the Find Feature” on page 1-10 for more
information about this global feature.)
6-3
List View
List View
The List View of the Mail Archive page displays a list of archived messages.
The List View provides the following details about each message:
Date Sent – The date the original message was sent
Time Sent – The time the original message was sent
Template Name – The name of the template used for the original message
Send Method – The send method used
The messages are listed in the order in which Tasks archived them with the most recent at the
bottom. You can re-sort the list, if desired, by the content of any column by clicking the desired
column title. The first time you click a column title, it sorts the list in ascending alpha-numeric
order. To sort in descending order, click the same column title again.
On this page, you can:
Delete a message by selecting it and clicking
Delete. A dialog prompts you to confirm
the deletion. Click OK to delete the contact, or click Cancel to keep the contact on your list.
!
CAUTION: When you delete an archived message, the message is permanently deleted
from the Tasks application. Deleting a message is not reversible. Be sure to back up your
data frequently before deleting significant information, such as archived messages. (See
“Backing Up Data” on page A-3 for more information.)
Find one or more messages that match your search criteria by clicking
“Finding an Archived Message” on page 6-3 for more information.)
Find. (See
In addition, you can click
next to a contact name to display that contact’s information in the
Detail View. (See “Detail View” on page 6-1.)
6-4
FileMaker Tasks User’s Guide
7
Reports
The Reports page displays a list of the existing reports and allows you to view or modify their
definitions. In addition, you can generate reports from the Reports page to view on the screen or
to print.
The following sections describe the contents of this page in more detail.
Reports
The Reports list includes the ID and name of each existing report.
The reports are listed in the order in which you added them with the most recent at the top. You
can re-sort the list, if desired, by the content of any column by clicking the desired column title.
The first time you click a column title, it sorts the list in ascending alpha-numeric order.
7-1
In the Reports area, you can:
Add a new report. (See “Adding a Report” on page 7-3.)
Edit a report by selecting the desired report from the list and then editing any of its fields or
by adding or removing finds.
Delete a report from the list by clicking
next to the report name you want to delete on the
Reports list. A dialog prompts you to confirm the deletion. Click OK to delete the report, or
click Cancel to keep the report on your list.
!
CAUTION: Deleting a report is not reversible. Use caution before executing this
command.
Filter the list by entering one or more characters in the Filter By Name field and then clicking
. Only report names that contain the characters you enter appear on the list.
NOTE: To redisplay all reports, clear the Filter By Name field, and click
.
Notes
The Notes area allows you to enter notes about the selected report. To enter a note, simply click
in the Notes field and enter or edit the text.
Report Detail
The right side of the page displays the definition of the selected report. The report definition
includes the following information:
Header:
Header – Text that appears at the top of each page of the report.
Subheader – Text that appears under the header of each page of the report.
Body:
Format – Definition of the type of content covered in the report and the page orientation
for the report.
Sort Order – The field by which the data in the report is sorted.
Use – Sets the content of the report to include either the current found set of records or
the results of a custom search.
If you select Saved Find(s), a list of saved finds associated with the displayed report
appears. The reported results will include all of the results of all of the saved finds listed.
The more saved finds you select, the more it narrows the results of the report.
For each saved find, the following information appears on the list:
Saved Find(s) – The name of the saved find.
Action – The Find Type selected on the Find Tasks pop-up window for the saved find.
Order – The order in which you want to run the saved finds to run.
You can add a find to the list of saved finds by clicking Add Find. The Find pop-up
window that appears reflects the context of the report. For example, if the report is about
tasks, the Find Tasks pop-up window appears. If the report is about groups, the Find
Groups pop-up window appears. (See “Using the Find Feature” on page 1-10 for more
information about this global feature.)
7-2
FileMaker Tasks User’s Guide
Footer:
Footer – Text that appears on the bottom left of each page of the report.
Date – Indicates whether or not the current date should appear at the bottom center of
each page of the report.
Page Number – Indicates whether or not page numbers should appear at the bottom right
of each page of the report.
Additional options:
Show Page Setup – Indicates whether or not the standard Page Setup dialog is to be
displayed before the report is displayed or printed.
Output To – Indicates whether you want to view the report on the screen or print it.
Creator – The user who created the report (automatically entered by the Tasks
application and not editable).
Adding a Report
To add a new report to the list, click
New. The Tasks application automatically assigns the
report a sequential number and clears the right side of the page (except for some default settings,
which you can change, if desired).
Select <new report> and enter a name for the report. Enter text or select options for each field
on the right side of the page. (See “Report Detail” on page 7-2 for more information about the
options.)
Generating a
Report
To generate a report:
1. Click one of the reports listed on the Reports page.
2. Edit any of the report options, if desired, as described in “Report Detail” on page 7-2.
Reports
7-3
3. Click
Run Report.
If Show Page Setup is checked, a standard Print Setup dialog appears. Change any
desired settings, and click OK.
If Show Page Setup is not checked:
If you selected Screen output, Tasks displays the report on the screen. (You must click
Continue on the left side of the page to close this window.)
If you selected Print output, the standard Print dialog appears. Change any desired
settings, and click OK. Tasks prints the report on the selected printer.
7-4
FileMaker Tasks User’s Guide
A
Customizing the User Interface
This appendix provides information about the Admin tab, which allow administrators to
customize parts of the user interface and perform various administrative functions on the Tasks
data. It also provides a pointer to information about how to further customize the Tasks
application using standard FileMaker tools.
NOTE: Changes to global content must be made locally, not on a version of Tasks running on a
network server. For example, if you open Tasks on a network server and make changes
to global content (such as strings, graphics, custom tag names, and so on) and then exit
the application, the changes are not saved on the server. The next time you open Tasks
on that server, the changes will not be there.
To make changes to global content on a server, you must open Tasks locally (from the
Tasks application running on a single-user computer), make the desired changes, and
then upload the revised files to the server.
!
NOTE: If you customize the Tasks application, be sure to make file-level backups. The
built-in backup feature in Tasks backs up data only. (See “Backing Up Data”
on page A-3 for more information about the built-in backup feature.)
A-1
Administrative Preferences
Administrative Preferences
When you log in to the Tasks application as a user with full access privileges, the Admin tab
appears on the Home page.
The Admin tab allows you to perform a number of administrative functions. The following
sections describe these functions.
Editing Value Lists
The Click to Edit Value List area allows you to customize the options provided for three dropdown lists that appear on the Tasks page. Then each user can select the default option for each
list on the Preferences tab of the Home page. (See “Default New Task Values” on page 2-6 for
details.) The value lists you can customize are:
Priorities – Allows users to specify the relative importance of a task and then to organize
their tasks by priority. FileMaker provides the options P1 through P5. You can modify or add
to these settings to comply with the standard terminology used by your organization.
Labels – A arbitrary labels that you can use as you see fit. FileMaker provides a list of
common status options. You can modify the labels to anything you find useful.
Keywords – Metadata that you can associate with tasks and, later, use to find associated
tasks. You can add to the list supplied by FileMaker or completely change the list to your own
set of keywords.
See “Detail View” on page 3-1 for more information about using these options on the Tasks page.
A-2
FileMaker Tasks User’s Guide
Administrative Preferences
To modify a value list:
1. Click next to name of the list you want to modify, and then click Edit at the bottom of the
list.
The value list editor appears.
2. Add, modify, or delete the options, as desired, by typing directly into the white box. Use
blank lines or hyphens to logically separate sections of the list, if desired.
3. Click OK to save your changes, or click Cancel to abandon any changes you have made.
NOTE: The order in which the options appear on these lists dictates the order in which they
appear on the drop-down lists on the Tasks page.
Editing Custom
Tags
When you create mail templates, you use the system and custom tags as building blocks to
construct the content of the message. (See “Mail Templates” on page 2-2 for more information
about creating mail templates.) The system tags are not editable; however, you can edit the
custom tags, if desired, to better reflect the terminology used in your organization.
To change the text of a custom tag, click the desired tag name, select the text you want to change,
modify the text as desired, and then tab or click elsewhere on the page. The label changes
immediately.
To add a custom tag, click the first blank tag name, enter the desired text, and then tab or click
elsewhere on the page. The label changes immediately.
Backing Up Data
To back up all data in the Tasks application, click
Perform Backup. A dialog prompts you
to confirm the action. Click OK to continue or Cancel to abandon the action.
NOTE: When Tasks is installed, it creates a Backup folder within the FileMaker Tasks folder
(My Documents in Windows; Documents on a Macintosh). Do not delete this folder. If
the required folder does not exist in that location when you back up your data, Tasks
creates the backup files in the Tasks folder itself, which results in unnecessary clutter in
your Tasks folder.
If you are using a shared version of Tasks through FileMaker Server, FileMaker
recommends that you use FileMaker Server’s backup feature instead of this feature in
Tasks.
!
Customizing the User Interface
CAUTION: This feature backs up data only. If you customize the Tasks application, be
sure to make file-level backups as well. (See Appendix A, “Customizing the User
Interface” for more information about customizing Tasks.)
A-3
Administrative Preferences
The backup function potentially creates the following sets of backup files:
fmt_bkp_Contacts.fp7
fmt_bkp_Custom_Tags.fp7
fmt_bkp_Finds.fp7
fmt_bkp_Group_Members.fp7
fmt_bkp_Groups.fp7
fmt_bkp_Mail_Archive_Messages.fp7
fmt_bkp_Mail_Archive.fp7
fmt_bkp_Mail_Templates.fp7
fmt_bkp_Report_Finds.fp7
fmt_bkp_Reports.fp7
fmt_bkp_Tasks.fp7
fmt_bkp_User_Profiles.fp7
fmt_bkp_Users.fp7
NOTE: Your list of backed up files might not include all of the files listed above. If there is no
data in a particular area of the application, Tasks does not create a backup file for that
area.
Restoring Backup
Data
To restore the data from your most recent backup:
1. Click
Restore Backup.
A message informs you that when you restore data, the current data is deleted.
2. Click Delete to confirm the deletion of the current data or cancel to abandon the action.
Another dialog prompts you to confirm the action.
3. Click Delete to continue or Cancel to abandon the action.
When the restore operation is complete, a message informs you that it was successful.
NOTE: If you are using a shared version of Tasks, the Restore Backup feature restores the
backup files created by the Perform Backup feature on the current computer.
!
Importing
Contacts
CAUTION: This feature copies the data from your last backup into Tasks, replacing all
current data. This is an extremely radical action, and you should be very cautious
before you do it.
You can import contacts from other applications, such as a personal digital assistant (PDA) or
email application. First, you must export the contact list you want to import from the other
application as a comma-separate list (.csv) or text (.txt) file. Then, to import contacts into
FileMaker Tasks:
1. Click
Import Contacts.
A standard Open File dialog appears.
A-4
FileMaker Tasks User’s Guide
Administrative Preferences
2. Navigate to and select the file you want to import, and click Open.
FileMaker’s Import Field Mapping dialog appears.
3. Using the displayed data record as a pattern, move the Target Field names by clicking and
dragging up or down to map each one to the correct data.
You need only map the fields to one data record; the others will map the same way.
4. Click the icons in the untitled column to indicate which fields to import, using the Field
Mapping key at the bottom of the dialog.
5. Click Import.
An Import Records Summary appears.
Customizing the User Interface
A-5
Administrative Preferences
6. Click OK.
The Import Contacts pop-up window displays the imported contacts.
7. Review the contact list and make any necessary changes.
8. Click
Done.
The next time you display the Contacts page, the imported contacts are included in the list. (See
Chapter 5, “Contacts” for details about the Contacts page.)
Importing Data
From Previous
Versions
To import data from a previous version of Tasks:
Import From Version 1.
1. Click
A message informs you that when you import data, the current data is deleted.
2. Click Delete to confirm the deletion of the current data or cancel to abandon the action.
Another dialog prompts you to confirm the action.
3. Click Delete to continue or Cancel to abandon the action.
When the import operation is complete, a message informs you that it was successful.
NOTE: If you are using a shared version of Tasks, you can use the Import From Version 1 feature
from the host computer only.
!
A-6
CAUTION: This feature copies the data from your last backup into Tasks, replacing all
current data. This is an extremely radical action, and you should be very cautious
before you do it.
FileMaker Tasks User’s Guide
Administrative Preferences
Editing User
Profiles
You can edit or delete the profiles of FileMaker Tasks users, if desired. FileMaker Tasks creates
a profile the first time a user logs in. (See “Configuring User and Administrator Accounts” on
page 1-2 for more information.)
To edit user profiles:
Edit User Profiles.
1. Click
The Edit User Profiles dialog appears.
2. Select a profile by clicking the Account Name or User Name of the desired user.
The details about that user appear on the right.
3. Click the First Name, Last Name, or Comments field, and modify the data, as needed.
4. Click to select or deselect Display FM Errors.
By default, FileMaker Pro error messages are not displayed. Either the Tasks application
deals with the issue or it displays its own error message to the user. If you select this option
for a particular user, all FileMaker Pro error messages will be displayed for that user.
FileMaker recommends that you select this option for the administrator only, not for all users.
This option is useful when debugging file access problems.
5. When you finish making all of the desired changes, click
The changes take effect immediately.
Deleting Data
Done.
Deleting All Data
To delete all data in the Tasks application, click
Delete All Data. You can use this command
to delete the sample data supplied with the Tasks application.
!
Customizing the User Interface
CAUTION: Deleting all data is not reversible. Use extreme caution before executing this
command after you start entering real data.
A-7
Administrative Preferences
Deleting All Mail Templates
To delete all mail templates but no other data, click
Delete All Mail Templates. You can use
this command to delete the sample templates supplied with the Tasks application.
Deleting All Reports
To delete all reports but no other data, click
Delete All Reports. You can use this command
to delete the sample reports supplied with the Tasks application.
Deleting All Saved Finds
To delete all saved finds but no other data, click
Delete All Saved Finds. You can use this
command to delete the sample finds supplied with the Tasks application.
A-8
FileMaker Tasks User’s Guide
Adding Features
Adding Features
Because FileMaker Pro is the foundation on which the Tasks application is built, you can
customize the application using the standard FileMaker functionality. For more information,
refer to the FileMaker Pro User’s Guide.
Entity Relationship
Diagram
The following entity relationship diagram (ERD) represents the data model for all aspects of
FileMaker Tasks except the Report Manager. (See “Entity Relationship Diagram for the Reports
Manager” on page A-10 for the Report Manager ERD.)
Customizing the User Interface
A-9
Adding Features
Entity Relationship
Diagram for the
Reports Manager
A-10
The following entity relationship diagram (ERD) represents the data model for the FileMaker
Tasks Report Manager.
FileMaker Tasks User’s Guide
Adding Features
FileMaker Tasks
Table Occurrences
and Relationships
This section lists all of the table occurrences and data relationships in FileMaker Tasks.
Table Occurrence
• Relationship Predicate(s)
Table Occurrence
Red = Parent TO
Brown = Child TO
Blue = Grandchild TO
Green = Great Grandchild TO
zk _P = Primary Key
zk _F = Foreign Key
zk _A = Alternate Key
zk _Comp = Compound Key
zk _Multi = Multi Line Key
zkc_ = Calculated Key
zkg_ = Global key
TOG = Table Occurrence Group
TO = Table Occurrence
_ui – indicates that the parent record is a session record
_tog - indicates that the parent record is from a data table
Customizing the User Interface
A-11
Adding Features
File – FileMaker Tasks 2.0.fp7
Home_ui (TOG for All Home Screens)
Home_ui
• zkc_A_Account_Name.t = Account_Name.t
home|User_Profile.account_name
Provides access to the current user’s login account.
Home_ui
• zkc_A_ID_Selected_Home_Template.n = zk_P_ID_Template.n
home|Template.selected_template
Provides access to the selected template.
Home_ui
• zkc_Filter_Group_Picker.t = zkc_Multi_Filter_by_Name.t
home|Group.filter_groups
Filters groups for group picker.
Home_ui
• zkc_Filter_Home_Template.t = zkc_Multi_Filter_by_Name.t
home|Template.filter_template
Filters templates for template editor.
Home_ui
• zkg_Multi_Tasks_Overview.t = zka_Multi_FMT_Home_Overview.t
home|Task.multi_tasks_overview
Displays found tasks in Home Overview portal.
home|Task.multi_tasks_overview
• zk_F_Account_Name_Creator.t = Account_Name.t
home|task|User_Profile.creator_account
Provides access to the task creator’s user profile.
home|Task.multi_tasks_overview
• zk_F_ID_Contact_Assignee.n = zk_P_ID_Contact.n
home|task|Contact.id_contact_assignee
Provides access to the task assignee’s contact record.
A-12
FileMaker Tasks User’s Guide
Adding Features
Find_Editor_ui (TOG for All Find Screens)
Find_Editor_ui
• zkg_A_Current_Find_Table.t = Table.t
find_editor|Find.current_table
Displays all finds for current table.
Find_Editor_ui
• zkg_A_Selected_Find.n = zk_P_ID_Find.n
find_editor|Find.selected_find
Displays current finds record.
User_Profile_Editor_ui (TOG for Popup User Profile Editor)
User_Profiler_Editor_ui
• zkc_A_Constant.n X Account_Name.t
user_profile_editor|User_Profile.x_product
Displays all profiles in the profile editor.
User_Profiler_Editor_ui
• zkg_A_ID_Selected_User_Profile.n = zk_P_ID_User_Profile.n
user_profile_editor|User_Profile.selected
Provides access to the selected profile record.
Template_Picker_ui (TOG for Popup Template Picker)
Template_Picker_ui
• zkc_A_Constant.n X zk_P_ID_Template.n
template_picker|Mail_Templates.x_product
Displays all templates in the template picker.
Customizing the User Interface
A-13
Adding Features
Task_tog (TOG for Task Table)
Task_tog
• zkc_A_Constant.n = zkc_A_Constant.n
task|User_Interface.constant
Provides access to interface calculations.
Task_tog
• zk_F_Account_Name_Creator.t = Account_Name.t
task|User_Profile.creator
Provides access to task creator’s profile record.
Task_tog
• zk_F_ID_Contact_Assignee.n = zk_P_ID_Contact.n
task|Contact.id_assignee
Provides access task assignee’s contact record.
Task_tog
• zk_F_ID_Group.n = zk_F_ID_Group.n
task|Group_Members.id_group
Provides access to task’s group members.
task|Group_Members.id_group
• zk_F_ID_Contact.n = zk_P_ID_Contact.n
task|group_members|Contact.id_contact
Provides access to group member’s contact record.
Task_tog
• zk_F_ID_Group.n = zk_P_ID_Group.n
task|Group.id_group
Provides access a task’s group.
Task_tog
• zk_F_ID_Task_Parent.n = zk_P_ID_Task.n
task|Tasks.parent
Provides access a task’s parent task.
Task_tog
• zk_P_ID_Task.n = zk_F_ID_Task_Parent.n
task|Task.subtask
Provides access to task’s subtasks.
A-14
FileMaker Tasks User’s Guide
Adding Features
Subtask_Picker_ui (TOG for Popup Subtask Picker)
Subtask_Picker_ui
• zkc_A_Constant.n ≠ zk_A_Is_Parent_Task.n
• zkc_Filter_Subtask.t = zk_Multi_Filter_Name.t
• zkg_A_ID_Selected_Task.n ≠ zk_F_ID_Task_Parent.n
subtask_picker|Task.not_parent
Displays tasks that are eligible to be subtasks.
Group_tog (TOG for Group Table)
Group_tog
• zkc_A_Constant.n = zkc_A_Constant.n
group|User_Interface.constant
Provides access to user interface calculations.
Group_tog
• zk_P_ID_Group.n = zk_F_ID_Group.n
group|Member.id_group
Provides access to group’s members.
group|Member.id_group
• zk_F_ID_Contact.n = zk_P_ID_Contact.n
group|member|Contact.id_contact
Provides access to member’s contact record.
Group_tog
• zk_P_ID_Group.n = zk_F_ID_Group.n
• zkc_Filter_Group_Members = zkc_Multi_Filter_by_Name.t
group|Filter_Member.filter_member
Displays filtered group members.
group|Filter_Member.filter_member
• zk_F_ID_Contact.n = zk_P_ID_Contact.n
group|filter_member|Contact.id_contact
Provides access to filtered member’s contact record.
Customizing the User Interface
A-15
Adding Features
GMM_Group_Member_Manager_ui (TOG for popup gmm)
GMM_Group_Member_Manager_ui
• zkc_Filter_Contacts_Group_Member_Manager.t = zkc_Multi_Filter_by_Name.t
• zkg_Multi_Contacts_In_Group.t ≠ zk_P_ID_Contact.n
gmm|Contacts.filter_contact
Displays filtered contacts not in current group.
GMM_Group_Member_Manager_ui
• zkg_A_ID_Current_Group.n = zk_F_ID_Group.n
gmm|Members.current_group
Displays members of current group.
gmm|Members.current_group
• zkg_A_ID_Current_Group.n = zk_F_ID_Group.n
gmm|members|Contact.id_contact
Provides access to member’s contact record.
GMM_Group_Member_Manager_ui
• zkg_Multi_Contacts_In _Group.n = zk_P_ID_Contact.n
gmm|Contacts.multi_contacts_in_group
Provides access to contacts in current group.
A-16
FileMaker Tasks User’s Guide
Adding Features
Contact_tog (TOG for Contact Table)
Contact_tog
• zkc_A_Constant.n = zkc_A_Constant.n
contact|User_Interface.constant
Provides access to interface calculations.
Contact_tog
• zkc_Filter_Contacts_Tasks.t = zkc_A_Multi_Filter_Name.t
• zk_P_ID_Contact.n = zk_F_ID_Contact_Assignee.n
contact|Task.id_contact.filter
Displays filtered tasks for current contact.
Contact_tog
• zkf_ID_Contact_CC.t = zk_P_ID_Contact.t
contact|Contact.id_contact_cc
Provides access to the contact’s CC address.
Contact_tog
• zk_P_ID_Contact.n = zk_F_ID_Contact_Assignee.n
contact|Task..id_contact_assignee
Provides access to all tasks for a contact.
Contact_tog
• zk_P_ID_Contact.n = zk_F_ID_Contact.n
contact|Group_Member.id_contact
Provides access to contact’s group membership records.
Customizing the User Interface
A-17
Adding Features
Mail_Archive_tog (TOG for Mail Archive Table)
Mail_Archive_tog
• zkc_A_Constant.n = zkc_A_Constant.n
mail_archive|User_Interface.constant
Provides access to interface calculations.
Mail_Archive_tog
• zk_P_ID_Mail_Archive_Message.n = zk_F_Mail_Archive_Message.n
• zkg_A_Selected_Message.n = zk_P_ID_Mail_Archive_Message.n
mail_archive|mam_selected_Mail_Archive_Message
Provides access to selected message.
mail_archive|mam_selected_Mail_Archive_Message
• zk_F_ID_Contact.n = zk_P_ID_Contact.n
mail_archive|mam_selected|Contact.id_contact
Provides access to the message’s contact record.
Mail_Archive_tog
• zkg_A_Selected_Message.n = zk_P_ID_Mail_Archive_Message.n
mail_archive| Mail_Archive_Message.selected_resend
Provides access to the message to be resent.
Mail_Archive_tog
• zk_P_ID_Mail_Archive.n = zk_F_ID_Mail_Archive.n
mail_archive|mam__Mail_Archive_Message.id_mail_archive
Provides access to all messages for an archive.
mail_archive|mam__Mail_Archive_Message.id_mail_archive
• zk_F_ID_Contact.n = zk_F_ID_Contact_Assignee.n
mail_archive|mam_|Task.id_contact
Provides access to the contact’s tasks.
mail_archive|mam__Mail_Archive_Message.id_mail_archive
• zk_F_ID_Contact.n = zk_P_ID_Contact.n
mail_archive|mam_|Contact.id_contact
Provides access to the message’s contact.
mail_archive|mam__Mail_Archive_Message.id_mail_archive
• zk_F_ID_Contact.n = zk_F_ID_Contact_Assignee.n
• zkc_A_Constant ≠ Complete
mail_archive|mam_|Task..contact_assignee..not_complete
Provides access to contact’s incomplete tasks.
A-18
FileMaker Tasks User’s Guide
Adding Features
mail_archive|mam__Mail_Archive_Message.id_mail_archive
• zk_F_ID_Task.n = zk_P_ID_Task.n
mail_archive|mam_|Task.id_task
Provides access to message’s task.
mail_archive|mam_|Task.id_task
• zk_F_Account_Name_Creator.t = Account_Name.t
mail_archive|mam_|task|User_Profile.creator
Provides access to task creator’s user profile record.
mail_archive|mam_|Task.id_task
• zk_F_ID_Contact_Assignee.n = zk_P_ID_Contact.n
mail_archive|mam_|task|Contact.id_assignee
Provides access to task assignee’s contact record.
mail_archive|mam_|Task.id_task
• zk_F_ID_Group.n = zk_P_ID_Group.n
mail_archive|mam_|task|Group.id_group
Provides access to task group’s record.
mail_archive|mam_|Task.id_task
• zk_P_ID_Task.n = zk_F_ID_Task_Parent.n
mail_archive|mam_|task|Subtask..id_parent
Provides access to task’s subtasks.
Customizing the User Interface
A-19
Adding Features
Report_ui (TOG for report manager screens)
Report_ui
• zkc_A_Constant.n = zk_P_ID_Report_Layout.n
report|Report_Layout.x_product
Displays all report layouts in report manager screen.
report|Report_Layout.x_product
• zkc_A_Constant.n = zk_P_ID_Report_Layout.n
report|report_layout.x_product|Tables.id_table
Provides access to report’s table record.
Report_ui
• zkc_A_ID_Report_Selected.n = zk_P_ID_Report.n
report|Report.selected
Provides access to the selected report record.
report|Report.selected
• Sort_Localize = zk_F_ID_Report_Layout.n
• zk_F_ID_Report_Layout.n = zk_F_ID_Report_Layout.n
report|report.selected|Report_Layout_Sorts.sort_order_localized
Provides access to the selected reports sort orders.
report|Report.selected
• zk_F_ID_Report_Layout.n = zk_P_ID_Report_Layout.n
report|report.selected|Report_Layout.id_layout
Provides access to the selected report’s layout record.
report|report.selected|Report_Layout.id_layout
• zk_P_ID_Report_Layout.n = zk_F_ID_Report_Layout.n
report|report.selected|report_layout|RL_Sorts.id_report_layout
Provides access to sorts allowed for the current layout.
report|Report.selected
• zk_P_ID_Report.n = zk_F_ID_Report.n
• Table = Table
report|report.selected|Report_Finds.id_report.table
Displays saved finds for the selected report.
report|Report.selected|Report_Finds.id_report.table
• zk_F_ID_Find.n = zk_P_ID_Find.n
• Table = Table
report|report.selected|report_find|Find.id_find
Provides access to the find record for the report finds.
A-20
FileMaker Tasks User’s Guide
Adding Features
Report_ui
• zkc_Filter_Report.t = zkc_Multi_Filter_by_Name.t
report|Report.filtered
Displays list of filtered reports.
report|Report.filtered
• zk_P_ID_Report.n = zk_F_ID_Report.n
report|report.filtered|Report_Finds.id_report
Provides access to report finds for filtered reports.
Stand Alone Table Occurrences
Data Access From Within Scripts:
Calendar_ui
Custom Tags
Finds
Group_Members
Mail_Archive_Messages
Mail_Templates
Reports
Report_Finds
Report_Layouts
Report_Layout_Sorts
Tables
User_Profile
Users
Global Tables:
zg_Local_Globals
zg_Shared_Globals
Localization Data:
zo_Alert_Text
zo_Button_Text
zo_Fields_Labels
zo_Header_Text
zo_Portal_Header_Text
zo_Tab_Text
zo_String
zo_Subtab_Text
zo_Value_List_Names
zo_Window_Titles
Graphics and Icons:
zr_Local_Graphics
zr_Shared_Graphics
zr_Shared_Icons
Style Sheets:
zss_Style_Sheet
Customizing the User Interface
A-21
Adding Features
File – fmt_Language.fp7
Stand alone Table Occurrences
Localization Data:
zo_Localization_Strings
zo_Alert_Text
zo_Button_Text
zo_Error_Codes
zo_Field_Labels
zo_Header_Text
zo_String
zo_Subtab_Text
zo_Tab_Text
zo_Value_List
zo_Window_Title
zo_Portal_Header
zo_Tags
zo_StyleSheet
Globals:
z_Dialog_Text
z_Shared_Globals
z_Globals
A-22
FileMaker Tasks User’s Guide
Adding Features
fma_Shared_Data.fp7 (version 1)
Task_tog (TOG for Task table)
Task_tog
• zka_Assignee_Lookup.t = Name_First_Last_c
task|Contact.assignee_lookup
provides access to lookup for assignee name
Task_tog
• zka_Created_by_Lookup.t = User_Name_First_Last_tc
task|FMT|User_Profile.creator_lookup
provides access to lookup for creator name
Task_tog
• zka_Group_Lookup.t = Name
task|FMT|Group.name_lookup
provides access to lookup for group name
Task_tog
• zkf_A_Account_Name_Creator.t = Account_Name.t
task|FMT|User_Profile.creator_account
provides access to creator account record
Task_tog
• zk_ID_Contact_Assignee.n = zkp_ ID_Contact.n
task|Contact.id_contact_assignee
provides access to assignee contact record
Task_tog
• zkf_ID_Group.n = zkp_ ID_Group.n
task|FMT|Group.id_Group
provides access to group record
Task_tog
• zkf_ID_Task_Parent.n = zkp_ ID_Task.n
task|Task.parent
provides access to task’s parent record
Task_tog
• zkf_A_Account_Name_Creator.t = Account_Name.t
task|task.parent|FMT|User_Profile.creator
provides access to task parent’s creator record
Task_tog
• zkf_ID_Contact_Assignee.n = zkp_ ID_Contact.n
task|task.parent|FMT|Contact.assignee
provides access to task parent’s contact record
Customizing the User Interface
A-23
Adding Features
Task_tog
• zkf_ID_Group.n = zkp_ ID_Group.n
task|task.parent|FMT|Group.id_group
provides access to task parent’s group record
Task_tog
• zkp_ID_Task.n = zkf_ ID_Task_Parent.n
task|Task.subtask
provides access to task’s subtasks
A-24
FileMaker Tasks User’s Guide
Index
A
D
accounts
configuring 1-2
guest 1-2
logging in 1-6
administrative preferences A-2
administrators, configuring accounts 1-2
data
B
backups
file-level A-1
performing A-3
restoring data A-4
body text area, messages 6-2
C
calendar, working with 1-9
comments, tasks 3-2
contacts
adding 5-4
assigned tasks 5-2
basic information 5-2
finding 5-5
historical information 5-3
importing A-4
listing information 5-6
managing information 5-1
predefined tags 2-3
sending messages to 5-3
working with 5-1 to 5-7
Contacts page
Detail View 5-1 to 5-5
functions 5-1 to 5-7
List View 5-6
views 1-8
content changes, global A-1
context menus 1-9
Copy Record option 1-9
copyright information, about 2-2
CSV data, exporting 2-7
Current User Profile area 2-6
custom tags
editing 2-7, A-3
tab 2-3
backing up A-3
deleting all A-7
entry, suggested order 1-7
exporting 2-7
importing from previous versions A-6
model diagram A-9, A-10
relationships A-11 to A-24
restoring A-4
dates, entering 1-9
default task values 2-6
Delete Record option 1-9
description, tasks 3-2
Detail View
Contacts page 5-1 to 5-5
Groups page 4-1
Mail Archive page 6-1
overview 1-8
Tasks page 3-1 to 3-7
Duplicate Record option 1-9
E
email
messages, see messages
templates, see templates
entity relationship diagram (ERD) A-9, A-10
exiting the application 1-8
export function 2-7
F
features
adding A-9
global 1-8 to 1-11
file formats for data export 2-7
Find feature, using 1-10
functions, group 4-2
Index-1
G
L
getting started 1-2
global
content changes A-1
features 1-8 to 1-11
groups
adding 4-5
deleting 4-6
details 4-1
duplicating 4-3
finding 1-10, 4-6
functions 4-2
Group area 4-2
historical information 4-2
listing 4-7
managing members 4-5
Members area 4-2
merging 4-4
sending messages to 4-3
working with 4-1 to 4-7
Groups page
Detail View 4-1
functions 4-1 to 4-7
List View 4-7
views 1-8
guest accounts, about 1-2
List View
Contacts page 5-6
Groups page 4-7
Mail Archive page 6-4
navigation 1-8
overview 1-8
Tasks page 3-8
lists
contacts 5-6
drop-down A-2
messages 6-4
modifying options A-2
navigating 1-8
tasks 3-8
value A-2
logging in 1-6
H
historical information
contacts 5-3
groups 4-2
messages 6-2
tasks 3-3
Home page
Admin tab A-2
functions 2-1 to 2-7
Mail Templates tab 2-2
Overview tab 2-1
Preferences tab 2-6
I
icons
About 2-2
calendar 1-9
contacts 5-2, 5-6
directional 1-8
groups 4-2, 4-7
mail archive 6-2
program 1-2
tasks 3-1, 3-9
interface, customizing A-1 to A-24
M
Mail Archive page
Detail View 6-1
functions 6-1 to 6-4
List View 6-4
views 1-8
Mail Templates tab 2-2
members, groups 4-2
menus, context 1-9
messages
archives 6-1 to 6-4
basic information 6-2
body text area 6-2
finding 6-3
historical information 6-2
listing 6-4
preview option 2-7
previewing 3-4
resending 6-2
sending task information 3-3
sending to contacts 5-3
sending to group 4-3
working with 6-1
monitor resolution 1-2
N
names, tasks 3-2
navigation 1-8
New Record option 1-9
O
omitting results 1-11
K
keys, data relationships list A-11 to A-24
keywords, tasks 3-2
Index-2
FileMaker Tasks User’s Guide
P
T
passwords
adding 1-2
logging in 1-6
preferences
adding features A-9
administrative A-2
backup A-3
changing settings 2-6
data A-3
default task values 2-6
drop-down lists A-2
message preview 2-7
tab functions 2-6 to 2-7
preview, messages 2-7
profiles, editing A-7
tags
R
records, working with 1-9
reports
adding 7-3
definition information 7-2
deleting all A-8
generating 7-3
listing 7-1
notes 7-2
working with 7-1 to 7-4
Reports page
functions 7-1 to 7-4
views 1-8
requirements, system 1-2
resolution, monitor 1-2
S
saved finds, deleting all A-8
saving changes 1-10
screen resolution 1-2
searches
case-sensitivity 1-11
deleting all A-8
Find feature 1-10
omitting results 1-11
settings, see preferences
software requirements 1-2
Sort option 1-9
starting the application 1-2
subtasks
adding predefined 3-7
overview 3-2
system
requirements 1-2
tags 2-3, A-3
Custom Tags tab 2-3, 2-7
defining 2-7
editing custom A-3
System Tags tab 2-3
task details 3-2
tasks
adding 3-4
application overview 1-1
caution for deleting 3-1
comments 3-2
contacts 5-2
default values 2-6
deleting 3-1
description 3-2
finding 3-6
historical information 3-3
incomplete 3-8
keywords 3-2
listing information 2-2, 3-8
managing 3-1
names 3-2
predefined tags 2-3
sending information about 3-3
subtasks 3-2
Tasks page
Detail View 3-1 to 3-7
functions 3-1 to 3-9
List View 3-8
views 1-8
templates
adding 2-4
creating 2-4
Custom Tags tab 2-3, 2-7
deleting 2-5
deleting all A-8
details 2-3
editing 2-5
Mail Templates tab 2-2
System Tags tab 2-3
working with 2-2 to 2-5
U
user interface, customizing A-1 to A-24
users
configuring accounts 1-2
current profile 2-6
editing profiles A-7
Index-3
V
value lists, editing A-2
version number, about 2-2
views
Detail, see Detail View
List, see List View
switching between 1-8
X
XML data, exporting 2-7
Index-4
FileMaker Tasks User’s Guide