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Electronic
Forms
User Guide
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Electronic Forms User Guide Welcome to Electronic Forms User Guide Welcome to Electronic Forms User Guide Welcome to WSDOT Forms Application. The form files included in this application are the same fillable (Fill and Print Online) used by WSDOT personnel. The package includes a FileMaker Runtime engine that will allow use of the files without any additional software. Some forms are “print only” (Adobe Acrobat) files. If you do not have Acrobat Reader, you need to install it to open those “PD
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Index of Topics Index of Topics Electronic Forms User Guide Basic Instructions for Windows Users 1-1 Form Buttons 2-1 Entering Information 3-1 Text Formatting 4-1 Browsing Records 5-1 Finding Records 6-1 Sorting Records 7-1 Menus 8-1 Printing 9-1 Layouts 10-1 Importing and Exporting Records 11-1 Supported Systems and Printers 12-1 Notes and Warnings Appendix A Appendix B Glossary of Terms Powered By Page ii
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Electronic Forms User Guide WSDOT Forms Windows Runtime Forms These forms are the same electronic versions that are used at the Washington State Department of Transportation. They are Filemaker Pro Version 5.0 databases and are designed to be used by one person at a time. For your convenience we have supplied a runtime application so you do not need your own copy of Filemaker Pro to use them. However, if you do have your own copy of Filemaker Pro 5.0 or later , you can use it to run these forms
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Buttons Electronic Forms User Guide Within each form you will find the following buttons which have different uses and functions. Form Buttons Print New Form Duplicate List View Print New Form Duplicate List View List View Buttons Find Sort To Form Print List Print List Find Find All Find All Sort To Form Optional Buttons Supplement Instructions Main Menu Supplement Instructions Main Menu Exit Exit These ‘Forms Buttons’ will be found on all forms: The ‘Print’ button will call up the Print Dialog
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Buttons Electronic Forms User Guide These ‘Forms Buttons’ will be found on all List Views: The Print button will call up the Print Dialog Box. Click on ‘Records Being Print List Print List Browsed’ to print the List View. See section 10 of the User Guide for more information. The keyboard shortcut is “Ctrl+P”. The ‘Find’ button will put you into the Find mode. In the Find mode you may Find Find find records that meet criteria defined within a field or fields. See section 7 of the User Guide for
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Entering Information Electronic Forms User Guide Filling in information or entering data is perhaps the easiest and most used function of electronic forms. This section describes the various options available in filling in forms using FileMaker Pro. A New Form Three options are available to fill in a new form (or record): 1. Click on the button called ‘New Record’. This will create a new record and put the cursor on the first ‘Field’ or fill in blank on the form. The alternate is New Form New
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Entering Information Electronic Forms User Guide Check Boxes, Pop-up Menus, and Radio Buttons Most forms include boxes that require a check or ‘X’ in the box to define information. These features are also found in FileMaker Pro. Three different options of limited information may be included on the form. They are: Check Boxes - more than one may be checked as needed: Yes No Unknown Radio Buttons - only one may be checked at a time: Yes No Unknown Pop-up Menus - popular choices show - simply click
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Text Formatting Electronic Forms User Guide Users of FileMaker Pro must keep in mind that this program is a database program and not a text processing program. There is some text processing capabilities available in FileMaker Pro, but you won’t find all of the capabilities available that are found in “Word”. Features that are available: 1. Tabbing: Tabbing is now available. If you have already used a form in FileMaker Pro you have found out that when you Tab your cursor moves from one field t
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Text Formatting Electronic Forms User Guide Let’s say you have data or text in a ‘Word’ document and you want to paste the data into a form in FileMaker Pro. If your computer has sufficient memory simply; (a) open both applications and (b) cut and paste from one to the other. If you do not have sufficient memory you would have to (a) open one application (b) highlight and copy the text you want to copy, (c) close the application, (d) open the FileMaker Pro file, (e) click in the appropriate fiel
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Browsing Records Electronic Forms User Guide In ‘Browse’ you can create new records and edit, sort, print, and export them to another file. The records appear in the current layout. FileMaker Pro selects ‘Browse’ after you define fields or open a new file. Layout Status Area Layout Dialog Box Form Layout Book Mark: Move directly to a specific record Flip through the pages of the book to browse through the records contained in the file Number of record on display 3 Total number of records in fil
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Browsing Records Electronic Forms User Guide Another option in viewing or browsing records is the ‘List View’ layout. The List View allows viewing of all records in the file in a generic list view. The list view does not include all fields in the database but enough information is included to identify specific records. After a specific record(s) is located you may then switch back to the ‘Form Layout’ to view or print that record on the form. The ‘List View’ may also be printed to provide a log
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Finding Records Electronic Forms User Guide Using Find Mode In ‘Find Mode’ you make ‘Find’ requests to locate records based on selected criteria. The located records become the ‘Found Set’ for browsing, sorting, previewing, and printing. FileMaker Pro switches to Browse after completing a find request. Use ‘Find Mode’ to work with find requests, blank records into which you type or paste search criteria. FileMaker Pro maintains a field-by-field index of the values in a file. When you run a find
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Finding Records Electronic Forms User Guide Omit Choose this option when you want to include all records except those meeting the selected criteria. Example: “Mary” as the selected criteria with ‘Omit’ checked will find all records except those with “Mary” in that field. Symbols Definitions < less than <= less than or equal Number range criteria > greater than => greater than or equal Range - Numbers, Dates, Alphabetical (example= = exact match 1/1/93...1/1/94 returns all records with
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Finding Records Electronic Forms User Guide If you ‘Find’ a record and then duplicate the record the duplicated record also becomes part of the ‘Found Set’ even if the selection criteria is changed in the record. Likewise, if you create a ‘New Record’ after a ‘Find’, that record also becomes a part of the ‘Found Set’. If you do not want these records as part of the ‘Found Set’ you must do another ‘Find’. Click on the ‘Find All’ button in List View Layout to make all records available for Find Al
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Sorting Records Electronic Forms User Guide Sort is selected by clicking on the ‘Sort’ button or choosing ‘Sort’ from the ‘Select’ Sort Sort menu. The keyboard shortcut is ‘Ctrl+S’. Sorting rearranges records according to the entries in a field or a set of fields. FileMaker Pro stores records in the order you add them. You can sort all records or a group of ‘Found Records’ and then browse, update, or print those records in the new sequence. The sort order instructs FileMaker Pro to arrange recor
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FileMaker and Electronic Forms User Guide Form Menus FileMaker Pro has nine pull-down menus on the menu bar. File Edit View Insert Format Records Scripts Window Help The menu groups, definitions and commands available within each group are as follows. The explanations are also available within FileMaker Pro Help. File Use File menu commands to manage, print, New Database... Print Setup... copy, and recover files, set preferences, Open... Print... work with files on a network, and exit Cl
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FileMaker and Electronic Forms User Guide Form Menus Format Use Format menu commands to change the Font Text... appearance of text and field entries. Size Number... Commands are available based on the Style Date... current mode and selection. In Browse, Align Text Time... formatting changes apply to the current Line Spacing Graphic... selection only and you can mix fonts, font Text Color Button... sizes, and styles in a single field entry. Text... Protal... Text Ruler Field Format... Line Spaci
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Printing Forms Electronic Forms User Guide There are several ways that electronic forms may be printed. One way is to use the ‘Print’ buttons provided that use a ‘Script’ to perform a function of FileMaker Pro. Print The ‘Print’ button will print all pages of the current Layout. Print Of course you may also use the ‘Menus’ located at the top of the screen. To do this you would click on ‘File’ ‘Print’ in the menu and that would bring up the Print Dialog Box. This method would be used if you want
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Printing Forms Electronic Forms User Guide Selecting Print Options In FileMaker Pro, you can print specific pages, control the print quality, print to a file, add page numbers, choose to print specific records, print field and script definitions, print a specific number of copies, and collate pages. To select print options, choose ‘Print’ from the ‘File’ menu and select an option or click on the “Print’ button. - To print all pages in a form, click ‘All’. - To print a range of pages, click ‘Page
