For each text, number, date, time, and container field, you can set or change options to make entering data fast and accurate. You can have default data entered in the field and have the data checked against validation requirements set for the field.
1. Create a file, or choose Define from the File menu and then choose Fields.
2. In the Define Fields dialog box, double-click a field you want to set data entry options for.
3. In the Entry Options dialog box, click a tab for the type of entry options to set (at the top of the dialog box).
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To have a default value automatically entered in the selected field for each record, click Auto-Enter.1
To have data in the field checked against validation requirements you set for the field in each record, click Validation.4. Define repetitions and storage options.
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To make the field a repeating field, select Repeating field with a maximum of n repetitions, and then type the number of repetitions. (See “Defining repeating fields” on page 2-10.) To set options for indexing the field’s values, click Storage Options, and then select indexing options. You can also choose a language for indexing and sorting text fields. (See “Indexing fields” on page 2-11.)5. Select options for automatically entering and validating data. Choose FileMaker Help Index from the Help menu, and then type:
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fields, definingFor To Do this
Auto Enter Turn off automatically entered data Select Nothing.
Enter the date, time, or user name when the record was last created or changed
Choose an option from the drop-down list. Assign a unique, sequential number to the field in each
record
Select Serial number, and then type a starting value (for example, 1001) and the number to increment by. Enter the value from the previously accessed record Select Value from previous record.
Enter data you specify Select Data, and then type the data you want, up to 255 characters.
Enter the result of a calculation in the field Select Calculated value, and then define the formula. (See the note at the end of this section and “Understanding formulas” on page 2-13.)
Enter a value that’s copied from a field in the same or a different file
Select Looked-up value, and then define the lookup. (See “Defining lookups between files” on page 10-11.) Prevent users from changing an automatically entered
value
Select Prohibit modification of value.
Validation Check that the data is a number, date, or time Select Of type and then choose a type from the drop-down
list. Check that the field is not empty, or that the value is unique or already existing in the file
Select Not empty, Unique, or Existing.
Check that the value is in the value list you specify Select Member of value list, and then choose a value list from the drop-down list, or define a value list. (See “Defining value lists” on page 3-74.)
Check that the value falls within the range you specify Select In range, and then type a starting value and ending value for the range.
Check that the value matches the result of a calculation Select Validation by calculation, click Specify, and then define a formula. The result must be Boolean—“true” or “false,” “yes” or “no,” and so on. (See “Understanding formulas” on page 2-13.) The result is false when the result is 0 or null (empty); otherwise the result is true.
Prevent users from entering invalid data Select Strict: Do not allow user to override validation.
Display a message you specify when the data doesn’t meet the validation requirements
Select Display custom message if validation fails, and then type a message (up to 255 characters).
6. Click OK, and then click Done. Keep these points in mind:
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You can’t set FileMaker Pro to enter data automatically for calculation, summary, and global fields.Set entry options for entering default data in the field Click Auto-Enter to have default data entered in the field
Set validation options for the current field
Click Validation to set validation options for the current field
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If you create or edit records using FileMaker Pro Web Companion, auto-entered data appears only after the record has been submitted from the browser software.1
Select Calculated value to calculate a value only when a record is first created or when a value in a field the calculation refers to changes (as long as the field with the calculation doesn’t already contain a value). If necessary, you can enter a different value in the field (when Prohibit modification of field isn’t selected). However, when you want a calculated value that’s always up to date and which you can’t change by entering data in the field, define the field as a calculation field. See “Defining database fields” on page 2-3 and “Understandingformulas” on page 2-13.