FAQs
Q. Can multiple users use Making Contacts at the same time?
A. The free version is not multi-user. However, there is a commercial version that is. That version is also totally open so that you can modify it as you choose. It does, however, require FileMaker Pro 5.0 or greater to run it.
Q. I was wondering about the logo feature on the
demo of Making Contacts. It seems to be looking for Claris
which I do not use. Can this be modified to import from
Illustrator or Photoshop?
A. When you downloaded the demo, did you also take the folder called For System Folder? That contains the necessary translators to allow importing EPS, PICT, TIFF, JPG, or GIF images. As long as your Illustrator or Photoshop images are in one of those formats you can import them.
Q. I open a demo program with MCContacts
Solution.exe. Then when the program starts and I am in Data
Entry window. I am not able to open or restore any other
windows in this program, e.g., MCLetter. When I minimize
MCContacts window there are other windows there. However,
when I click on them, the Making Contacts splash screen
appears and after clicking on it, the Data Entry screen pops
up again. It looks like there is no way I can open other
options in this demo version.
A. Use the buttons we have provided to navigate, do not go through the Window menu (for example, click on the Letter button). This will ensure that you end up on the right layout in the right mode, etc.
Q. Does Making Contacts have the possibility of
printing more than one size Avery label?
A. The free version of Making Contacts is not customizable. However, the commercial version can be customized in any way you like, including additional label sizes. The commercial version requires FileMaker 5.0 or greater. You may choose to do the customization yourself or work with a developer. If you'd like us to provide custom programming, let us know in as much detail as possible what changes you want and we'll be happy to provide an estimate.
Q. We are looking for a simple membership software program for our non-profit organization. We require a database with name, address, phone number, date of birth, male or female, with the capability to prepare a card file, letters, labels, envelopes and membership cards selectively chosen from the database. Do you have a program that might fit our needs?
A. We have a product called Membership Manager that should suit your needs quite well. You can download a demo and/or purchase it from our website: http://databasediva.com/solutions.htm
Q. I just
downloaded the Membership Management program. I see that you
can print membership name tags and was wondering if I could
print out the membership information onto a
postcard?
A. Absolutely. You would need to add a properly sized layout, or we can do that for you for an additional fee.
Q. In
Membership Manager there is a box labeled "marked
membership." What would you use that for?
A. When using a database, you may want to randomly mark certain records. This field is for that purpose. As you go through the database, you mark the records with a letter/number or combination. With this mark you can then do a find for records that might otherwise have nothing else in common to allow you to find them.
Q. When
Membership Manager is purchased, do I have the ability to
change or add fields? For instance I would like to add a
Middle Initial field and a Salutation field. If I do not
have access to modify the database, how much would it cost
to buy a version with source code access?
A. Yes, Membership Manager is totally open. You can change fields, layouts, or anything else to customize it for your needs. You must, however, own FileMaker Pro 5 or greater to do so.
Q. My database isn't working right and I'm getting a message that the Prefs file is missing. Everything was fine until I changed the name of the Prefs file.
A. The Prefs file must be kept in the same folder as your other database filed. It also must not be renamed (nor should any of the other filed in the solution). If you have moved or renamed the file, restore one from the backup, or contact us for a replacement file.
Q. When printing an envelope, it looks OK on screen, but when I go to page setup for commercial 10 envelope, the dialogue says "Printing p 7." It won't allow me to cancel. Another time it printed with the wrong orientation, but this time it didn't print the data on screen. Why does this happen?
A. FileMaker has two options when printing, Current Record and Records Being Browsed. We have stored the correct setting in our scripted buttons to avoid problems like printing seven pages instead of one. However, if you need to modify the page setup, you cannot use the button, as you have obviously discovered. Here's the way to fix it:
Go to Envelope and hit the Print button. That will reset the print options appropriately. Then go to Page Setup under the File Menu and choose your settings. Next, go to ScriptMaker. You want to edit the Print Envelope script. Be very careful to edit only that script so that you don't inadvertently change something else. When you choose Edit, you get a screen with the script steps. Click OK. You will get a second screen with Keep/Replace options. Click on Replace for Page Setup (only Page Setup), then click OK and Done. The next time you print an envelope it will remember those settings. Problem solved.
Q. I decided
to put regular paper in the printer to see what happens with
the envelope screen showing one name that I wanted to print
on an envelope. It printed names from my database two on a
page, on several sheets of paper, with my return address and
the name and address of the contact. However, it did not
print the contact name that was on the screen. I pulled out
the paper and stopped the printing; otherwise it would have
kept printing more contacts. Also, some of the names have a
blank below, then the street, city etc. This seems to have
to do with how contact info is entered in fields. How can
this be solved?
A. With the correct Page Setup you shouldn't have the two-to-a-page problem. Be sure to use the buttons we have supplied, rather than simply going to the menu and choosing print. This will ensure the results you want in most cases. For exceptions refer to the answer directly above this one. If you are getting blank spaces it is likely that when the street address was entered, a paragraph return was inadvertently added. You need to clean up those records, removing the returns. FileMaker will reliably return what you enter. There are workarounds, but it is always wise to enter data properly.
Q. I have modified the database slightly to allow for a different label size. It was a little cumbersome for me to do. Is there an easy way to allow for different types of labels, printing on a postcard, etc.?
A. The way to do this is to create a separate layout for each style of label or post card. Go into Layout mode. Choose New Layout. Select Labels as the type of layout. FileMaker will give you the opportunity to choose the size of the label and the fields, and then it will automatically create a properly sized layout for you. If the label or postcard you need is not included in FileMaker's list, then duplicate one of your two-column label layouts and change the body size to match the postcard or label. You will have to experiment a bit to get the proper header size. Just keep tweaking it until all of the records fit on the page in the position you require.
Q.
Currently, when we go into labels to print our
contacts, only one label appears per page. How do you adjust
the layout of the labels to show more than one label on each
page? I don't know what we did, but previously 27 contacts
would print on an Avery 5160 label sheet and now it prints
only one per label sheet.
A. Often this occurs when a user doesn't use the button we've supplied and chooses print from the File menu. If the last thing printed was Current Record that setting remains and you would get a sheet of labels with only the first one. When you preview the page do you see more than one label? If you do then it's a simple matter of choosing to print Records Being Browsed in your print dialog box. If you don't, then somehow you've changed the layout. The easiest way to fix it is to create a new layout, choosing the appropriate label size. FileMaker will set everything up for you. You should then edit your label script to go to the new layout.
Q. If I change the margins of a letter in layout, does it then change the margins for ALL form letters?
A. If you change a layout then, yes, you change it for all letters. If you only want to change it for an alternate group, duplicate the layout and change that one. This way you maintain both versions. When you print you'll want to be sure that you are on the correct layout. We like to add buttons to let the user easily move between layouts. You may choose to do that or we can help you with it.
Q. There are times when I would like to select all the contact fields in Data Entry so that I can change the font size all at once, rather than select and change the font in each field one by one. I did try to change View to Table and select an entire record, but with no result. I often want to change font size because I have pasted contact info from an email and sizes can be irregular. How can this be alleviated?
A. That's not how FileMaker works. In FileMaker fonts are layout specific so that you can have different settings wherever you like. You can go into Layout mode and change the field font; all records will then reflect that change on that layout. However, if you paste into a field and the font is not the same as the settings, whatever font was pasted in will be retained. That override will carry over to layouts where those fields are displayed unless they are part of a calculation, as in the envelope layout.
You could get around this problem if you do batches by first pasting them into another FileMaker file that you create for this purpose. Then import them into your Making Contacts database. Upon importing, the fonts will get set to the defaults in the file. As in most things involving FileMaker there are other ways to correct the problem. This is probably the simplest to explain in this format. Read below for another method.
Q. I copied
and pasted a letter from MS Word into Auto Text so that I
could send a form letter. But the fonts are now different
from my other letters.
A. You'll need to reset the font in FileMaker to the default. This is a little tricky, but if you follow these steps carefully you'll be fine. In the Auto Text file perform a find for the letter to be changed. It is vital that the found set contain only the record to be changed. Then, with your cursor in the Body field, go to the Records Menu and choose Replace. Choose Replace with Calculated Result and then type the word "body" where you see the cursor flashing (or double click the name of the field in question from the list above). Click OK, then Replace. The text will be reset.
Q. The
bullets in the body of the text that I pasted into the
template turned into something else. How do I do bullets
directly in the letter template mode?
A. Option 8 will type a bullet on a Macintosh.
Q. I would like to sort the contact type list so it is alphabetical. How do I do this?
A. You can sort any time by going to the Records menu and choosing Sort. Then select the field(s) desired and perform the sort. Be sure to make a backup before you do the modifications and then have fun experimenting.
You might want to pick up one of the books on FileMaker Pro. The Visual Quick Start series is a good one and deals with many of the basic questions you are encountering.
Q. I imported records into my database and I'm getting a message that there is no ID and that it is required.
A. When you import records you first get an Import Field Mapping dialogue box. After clicking through that dialogue, you get a secondary one that asks a few questions. The first question is whether to perform auto enter options. Check this box and the ID numbers will automatically be assigned. The simplest solution is to delete the records that were improperly imported and run the import again with the box checked.
Q. I need to
export some of my records into an Excel format. How do I do
that?
A. First, find the records you want to export. Then go to the File Menu and choose Export Records. You will be asked to name the file you are exporting (we recommend that you save it on the desktop) and choose a type. It will probably either be Tab Separated or Comma Separated; but check with whomever you are sending it to for the best choice. Save that and then you will be presented with a dialog box to select the fields to be exported. Double click each field name to move it across to the right side (or use the buttons). Once you are happy with the list, click Export. That's it, you're done!
Q. I'm
exporting data to be used in Quark XPress and I want to add
formatting. Can FileMaker help?
A. Absolutely. By adding calculations that include XPress Tags and using a little creativity, you can export data that will flow into Quark completely formatted. You will save many hours on typesetting. This is something we specialize in and have been doing for many years.
Q. I like the kind of interface that is very clear, contains some bells and whistles, but gives me the ability to modify on the fly, to delete fields or adapt the gui to my visual preference so I can have a form that is as simple to use as possible.
A. We sell our solutions totally open so that you can make any changes you wish. Some caution should be used, however, to ensure that changes don't break the programming.
Q. When I open my database I want the window to fill the screen. Is there a way to get it to open large immediately without having to go to lower toolbar to enlarge?
A. You could add a step to the Open script that does a Toggle Window [Maximize]. It will not change the size of things, only open the window wider. FileMaker does not have the ability to dynamically resize layouts.
Q. When I open my database I get a message about a file missing and am requested to locate the missing file. What does this mean?
A. First, unless you are sure you know what you're doing, DO NOT locate the missing file. If you choose the wrong one, you will break relationships and get very undesirable results. Instead, Cancel, close the database and check the database folder to be sure that all of the original files are there and that they have not been renamed. If any names have been changed, change them back if you are able to. Otherwise you will have to consult your developer or restore from a backup of the file.
To prevent this from happening you can do two things: keep your database files in the same folder (i.e., one of each of the files, excluding your backups), and NEVER rename any of the files. Doing these two things will prevent untold headaches and ensure your data integrity. If you absolutely must change the name of a file contact your developer. They can use special software that will change the names without breaking any relationships.
Q. After I
have been using Making Contacts for a while, it starts
telling me that I cannot open it because "File MCPref is
missing. This file is required to run Making Contacts and
must be restored." This does not make any sense to me since
I used the program several times before, and I have not
deleted or moved any files from FileMaker Pro. Why is this
happening?
A. In our solution Making Contacts, and in other solutions, the Prefs file is required. For Making Contacts it is called MCPrefs.fp5. You can restore this file from a backup if you have one. You have backed up haven't you? If you no longer have the file, contact us and we will send you a new one. The first time you open the solution with a new Prefs file, you will have to reenter your registration information. Then the solution will be restored and you can get back to work.
Q. Is there a way to make searchable a field that can't be searched within the Find mode?
A. Does the field show up on the layout? If not, go into layout mode and add the field. If yes, go into layout mode and click on the field. Go to the Format Menu. Choose Field Format. You'll notice a checkbox bottom left: Allow User Entry. That should be checked.
Q. I want to send the same letter to a number of the contacts in my database. Using the batch letter function that you have provided, how would I do that?
A. First, you'll want to set up the body of the form letter using the Auto Text button in the Letters module. Create a record that contains only the body of the letter and then name it. Then go to Contact Data Entry. Click on the Batch Letter button. If you want to send the batch to the current found set choose This One or choose Another to perform a find for another group. The script will take you to the Letters module. Fill in the particulars (salutation choice, complimentary close, signature, title), and click on the form letter name in the Auto Text list. When you're ready, click Continue and the script will create a letter for each person. Click Preview Batch to take a look, and either print or edit.
Q. Could you send out emails using your program? Also, could you send out a batched email to a particular member group? For example, if I want to send out an email to all of our exhibiting members, could I do that through the program by typing in one email message and then send it to the entire exhibiting member group? Or would I have to send an email to each individual member?
A. That functionality can be added. Depending upon your email program, it could be entirely automated or it might require a paste into the address field on the email. We have set this up for a number of clients who send both individual and batch emails.
Q. Is it possible to tag records so they pop up with a reminder to call on a specific date? I'm not sure how it would work, but something along the lines of a "Contact Again On" field where you pick a date off the calendar. Then, on that day, you get a reminder to call the person. Is this possible and/or easy to program?
A. We routinely add this functionality to our solutions. Using the Notes section enters the reminder date and the action to be taken in the note field. Click on the To Do List button to automatically find all items with dates today or greater. The script will pause to allow you to change the date and/or user name. The To Do List can be set to run at startup or can be manually run as needed. Alternatively, there are plug-ins that can be configured to pop them up in an alarm fashion. Contact your developer for more information on plug-ins.
Q. I have a network running FileMaker Pro 4.1 and I want to add another computer. The sales people tell me that the current version will not work on just one of the computers, and I must purchase it for all machines along with licensing. The program runs fine with the version we have. Is there any way to get 4.1 installed on the additional computer?
A. That is correct, you cannot mix 4.1 and the current version. They are incompatible. You might be able to find a single copy of 4.1 from a vendor who has older software; otherwise you'll need to upgrade the entire network. The new version contains significant enhancements, and we recommend you upgrade if at all possible.
Q. How do I convert an FP5 database into FP3?
A. FileMaker 5 files are not backward compatible. You'll have to revert to a backup in version 3, or recreate it in version 3. Better yet upgrade to the newest version of FileMaker. Many wonderful enhancements have been added since version 3.
Q. I have both Windows and Macintosh machines on my network. Can all the machines network to the same database files?
A. Yes. You'll need the appropriate version of FileMaker for each machine. Be sure that each machine is set to the same network protocol (TCP/IP is the most common). Launch FileMaker, choose to open an existing file, and click on Hosts. Any files that are open on the server will be listed. To make things even easier, we like to create a helper (Launch) file that resides on each user's machine. This file is scripted to open the hosted files, saving users the trouble of going through the steps mentioned above. They just double click and get their database.
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E-mail: lupien@databasediva.com
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