The lesson requires the file: Students.fp7

It is more efficient for data entry people to tab from one field to the next during the data entry process to avoid changing from the keyboard to the mouse to navigate between fields. Filemaker Pro sets the tab order by default to the order fields were placed on the original layout. As databases develop over time and new fields are added, it is often necessary to adjust the tab order to include new field additions.

1. Select the layout "Student Data". In Layout Mode, hold down your left mouse button and draw a rectangle around all of the fields between "Student Number" and "Registration Date" including the field labels. Notice the fields and their labels will be selected. Type Ctrl-C to copy these fields to the clipboard.

2. Select the layout "Contact Info". Place your cursor into the large colored rectangle and press Ctrl-V.

3. Click on the field "Registration Date" and shift-click on the field label. Drag the field and its label to the right of the field "Student Number". Shift-click the "Student Number" field and the "Registration Date" field and select Arrange -> Set Alignment. Click on the "Align Bottom Edges" radio button under the Top to Bottom list and click OK. Select View -> Browse Mode. Click in the "Student Number" field then press Tab. Notice that the cursor jumps to the "First Name" field instead of the "Registration Date" field. Filemaker automatically assigns the Tab Order left to right, top to bottom based on the original position of the fields at the time they are added to a layout.

4. To change the Tab Order select View -> Layout Mode. Select Layout - > Set Tab Order. Click in the arrow over the field "Logo" and backspace over the "1". Click in the arrow over the field "Student Number" and change the number to "2". The number in the arrow over the field "Registration Date" will automatically change to "3".

5. Click "OK". When the dialog box warns you that some fields have been omitted and asks if you wish these fields to be added to the Tab Order click "Omit" since a data entry person should never need to enter anything in the "Logo" field.

To help data entry personnel distinguish between data entry fields and informational fields, I usually set informational fields to a different color. With Filemaker Pro 5, you can also make fields "Embossed", "Engraved", or apply a "Drop Shadow".

6. Click on the "Student Number" field. Select Format -> Field Borders and check the "Top" and "Left" checkboxes and select a contrasting color and line size. Click OK.

7. Now select the Field color palette and select a color slightly lighter than your background rectangle. Then click the "Effects" button and select "Engraved" from the pop-up menu. Select View -> Browse Mode to see the result.

8. If a field's value is computer-generated, like a serial number, and should not be altered it is prudent to select the field and choose Format -> Field Format and deselect the "Allow Entry Into Field" checkbox and click OK. However, remember that fields set to prevent data entry will also be unavailable to use as search criteria in "Find" mode.

 

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