Frequently asked Questions

General FAQS

[ Printing Problems | File Sharing ]

1. Q: What do I do after I download an archived file for a tool?

   A: All tools downloaded from this site must be decompressed before it can be used. Depending on how your browser is set up to work with helper applications, it may or may not automatically decompress the file for you. If it has automatically decompressed the file, you will see a new folder with the pertinent Filemaker Pro files in them. During this process, it will ask you for where to locate this new folder. If it has not automatically decompressed the file, you need to double-click on the downloaded file to start the self-extracting process. For Windows users, this can be done in Windows Explorer.

2. Q: I enter data into a field but cannot see it when I look at the record in Browse or see a question mark in its place. However, when I click on the field, there's the data. Why does this happen?

   A: Question marks appear when a number or calculation field is not wide enough to display the number. To fix this problem reduce the number of decimal points or decrease the size of the font. If it is a calculated field, you will not be able to modify it. Notify desktools_support@biostat.wisc.edu.

3. Q: Only the first line of my text appears on the record when I've entered two lines of text. How do I correct this?

   A: If only the first line of a field is displayed, this means that the field is sized as a single line field or a repeating field. FileMaker will not automatically resize the field. If there are additional fields available, re-enter the hidden data there. If not, modify the text to fit in one line.

4. Q: I noticed in certain fields, when I'm at the end of a line, I have to manually place the cursor in the next line as I run out of space. Can't it automatically jump to the next line?

   A: No, Filemaker Pro does not automatically return the cursor from line to line if they are separate fields. Each field is defined accordingly and kept separately to calculate the totals properly. You can tab to the next field.

5. Q: Can I change the formatting for some fields in my desktop tool?

   A: Yes, you can change the format of the fields for which you have entered text or numbers. Simply highlight the text and change its size, font or style within the format menu.

6. Q: When I change fonts on a form page, is there an easier way to change them than to do each field one by one.

   A: No, FileMaker does not allow changes to more than one field at a time. Each field has to be modified separately.

7. Q: Why are passwords required? Can we open the desktop tools without passwords?

   A: Passwords are necessary to keep the tools from being tampered with inadvertantly. Many of the automatic calculations and look-ups may be damaged when modifications are made to a single field. Because of the inter-dependance of many fields, one minor change can effect numerous others with users unaware of the resulting errors.

8. Q: The zipped file that I downloaded to my PC will not unzip. When I try to open it, I get error messages, what can I do?

   A: This happens when zipped files are downloaded as ascii text files. All Filemaker tools should be downloaded as binary files in order for the PC to read and upzip the files properly.

Printing Problems

1. Q: I enter data into a field but cannot see it when I look at the record in Browse or see a question mark in its place. However, when I click on the field, there's the data. Why does this happen?

   A: Question marks appear when a number or calculation field is not wide enough to display the number. To fix this problem reduce the number of decimal points and/or decrease the text size.

2. Q: Why does text sometimes become overlapped or cropped on the printout when it looks fine on my screen?

   A: This is a printer driver problem that occurs across platforms. While FileMaker specifies its text size according to the System font size, the printer may change the text by substituting its own version of the font which may be slightly different in size, causing some text to overlap or truncate.

   Replacing the driver should correct this problem, if not you will need to modify the text accordingly. Check that you are using the correct driver for your printer. On a Macintosh, LaserWriter driver 8.1.1 is the only driver that will not run into this problem.

3. Q: Why do I keep getting blank pages when I print to my printer?

   A: All Desktop tools are tested to print properly onto one page. But because Filemaker 2.x sets up page parameters according to the default settings of the printer, the page size will vary. If this setting is slightly smaller than the original, an additional page will be added to the print job. This can be corrected by specifying only page one to be printed in the print dialogue box.

4. Q: When I print sometimes my fonts do not print correctly. For example a Times New Roman bold font prints like Times bold or Helvetica Narrow will print as Courier. How do I correct this?

   A: This is a printer driver problem and you need to check the versions of System Software and printer driver. Some drivers may not reliably correlate the fonts that is seen on your screen to the printer. Contact the printer manufacturer for assistance.

5. Q: When I send my print job to my HP Laser printer, it gives me an error message about memory overflow. Can this be fixed?

   A: This is a documented problem with the HP III , III D, III P, and III Si drivers version 31.3.89 which are included with Windows 3.1. The solution is to use the HP II drivers or the new HP III drivers provided by Microsoft. Call your computer support personnel or download it using Netscape at URL www.hp.com/cposupport/cpoindex.html#Printers.

6. Q: Some text on the face page and other pages on the Windows version doesn't print correctly. For example, the text seems to run over its allocated space, can this be fixed?

   A: This may be a printer driver problem and updating the driver may correct it. Otherwise, you can modify the text by using a smaller font if it is a text field you've entered. If it is text that is a permanent part of the application, notify the desktools support team about the problem at desktools_support@biostat.wisc.edu.

File Sharing

1. Q: I need to share some of the records in my Desktop Tool with another person. How can I do this?

   A: To share records, create an export file onto a disk or send it over a network. Using the find command under the Select menu, a subset of the records you want to share can be found and exported. This file than can then be imported by other users into the appropriate Desktop Tool.

2. Q: How can I use the records from an older version of a Desktop Tool when I want to upgrade to a new version?

   A: Download the new application into a temporary location. If the names of the applications are the same, change the name of the older version and place files in their approriate locations. Open the new tool and use the Import Records command in the File pull-down menu to obtain the old records. Make sure the file type is designated as Filemaker Pro and choose the correct file in the Import dialogue box.

3. Q: I would like to share my FileMaker database with a co-worker using a floppy disk, but the file is too big for a disk. What can I do?

   A: There are several ways to achieve this.

   a. Use a compression program such as Stuff It, Disk Doubler, etc., to get the file small enough to fit on a single disk. You would need to have the same compression software on each machine to be able to complete the compress/decompress cycle. If you are transferring the file from a Macintosh to a Windows machine, compression software such as Stuffit and PKZip are available for both computers and can be used for a cross platform transfer.

   b. Use a backup utility such as DiskFit, HD Backup, Retrospect, etc., that will split/recombine a file between two or more diskettes. But these will not allow transfers between platforms.

   c. Create two or more clones of the original database, FIND a subset of records in the original, import the FOUND set records into the clone. Repeat this procedure with other FOUND subsets of the original until all records are stored in clones. This breaks up the original file into diskette sized chunks and allows transferring the file to another computer, even across platforms as long as the disk can be read at the receiving computer.

   *If you want to know more about sharing or transferring files between a Macintosh and a Windows machine, see question #4.

4. Q: Can people who have Macs and PCs share the same Filemaker files?

   A: Yes, FileMaker Pro version 2.0 and 2.1 allows you to share files between Macintosh and DOS/PC computers in two ways, file sharing and transferring. Generally, names of the files must use the correct extension, ".FM", for consistent recognition by FileMaker in either case.

   I. File sharing -both Macs and PCs can open and use the same FileMaker Pro files simultaneously. Complete instructions for simultaneously sharing FileMaker Pro 2.0 files between Macs and PCs can be found in the FileMaker Pro for Windows Installation Guide. Here is a quick overview of the different methods:

   a. Files on an AppleShare server
   Access to the files on an AppleShare server can be accomplished through the Chooser on a Mac, and through appropriate network software, like PhoneNet Talk or AppleShare for Windows on a PC.

   b. Using the Network feature on a FileMaker Pro
   In the Open dialog box for FM Pro, there is an option to open a file through a network. This feature allows files to be stored on either a PC or a Mac.

   c. Files located on a Novell Netware server
   Files located at a Novell site can be simultaneously shared among multiple PCs and/or Macs. Like the AppleShare servers, access can be given through the Chooser on a Mac and through proper Netware on a PC.

   II. Transferring files - (Mac <--> PC) When transferred, Filemaker Pro files are fully usable on the other computer without conversion. The transfer can be done by floppy disks or over a network. To perform over a network, the instructions for file sharing(above) are applicable. Here are some suggestions to transfer files via floppy disk.

   a. Using Apple File Exchange on a Macintosh This is a utility application included with the System software disks for the Macintosh which translates a floppy disk formatted on a PC. You will need compatible external drives. Launch AFE first, then insert the DOS disk. You will need to launch FileMaker first and open the translated file through the Open dialog box.

   b. DOS Mounter, PC-Exchange, Mac-In-DOS These utilities, among others, allows you to read the disk of the opposing platform. For example, with PC-Exchange, your Macintosh will read a PC formatted disk. Files can be transferred between a PC and a Mac if just one machine has the software to read the other's disks.