Revision of Mag DB Quick Start from Tue, 06/03/2014 - 20:27

Quick Start Flow for the ’ANRL Magazine Database

Updated Jun 03, 2014 rap Note: This file is linked to the Quick Help tab of ANRL Magazine Database

Quick Start Guide

  1. Launch Click on Filemaker Icon on Main Screen of the Gateway Computer. A Quick-Start panel will appear.
    1. On a PC, select ANRL Magazine Database then Shift-Click the Open button.
    2. On a Mac, select ANRL Magazine Database then Alt-Click the Open button.
  2. The First Thing To Do This Must Be Done
    1. Export All Records Find the button (117 Export) on the Main Magazine Window in the Special Tab. This sends an Email to the Database Administrator which contains a snapshot of the Database table before work starts.
  3. Process One Magazine Note You will be using this step over and over many times.
    1. Is Magazine Title already in the Database?
      1. Yes:
        1. Is the Magazine Issue already in the Database?
          1. Yes:
            1. Select issue (while in Table View), then click the Main Magazine Window button
            2. Make Necessary changes
            3. Go to Process One Magazine for the Next Magazine
          2. No:
            1. Select a Magazine Issue (while in Table View) that’s very close to the Desired Magazine Issue, then click the Main Magazine Window button
            2. Use the Clone button to create a new record exactly the same as the record being viewed
              1. Make necessary updates (Year, Vol, Month, etc.) to numbers on the newly cloned record
              2. Go to Process One Magazine for the Next Magazine
      2. No:
        1. Add Title with the Add New button
        2. Make necessary updates (Title, Publisher, Editor, Year, Vol, Month, Number in A1 Category, etc. on the newly cloned record
        3. Go to Process One Magazine for the Next Magazine
  4. Last Thing To Do
    1. Export All Records (Find this button on the Main Magazine Window in the Special Tab.) This does the same as before but its after your work session is done.
      1. This must be done to verify changes made were the desired changes and that no accidental changes were made.
  5. Close the Database
    1. Click the RED X in the upper right corner of the FileMaker Window
  6. Close FileMaker
    1. Click the RED X in the upper right corner of the FileMaker Window
  7. Close the Session
    1. Click Shutdown in the Windows Start Menu

Quick Start Guide Details

  1. Open the Database as usual
    1. Finding Magazines
      • Use Data Entry Box called Find Mag Title to select your magazine from a list of Mapped Titles. Simply start typing the first few letters of the name and the list will zoom in to possible choices. Click the correct choice.
      • Use the 104 Find All Magazines For This Title button to select records into a Found Set
    2. Whenever you search for a title, that title is saved and you can use it again if needed by clicking on the Find All Magazines From Last Selected Title button.
    3. If you see a message that says No Records Found. Modify the Find Criteria? you can fix that by going to top of page and clicking the Show All button.
    4. Is the Magazine Title already in the Database?
      1. Yes
      2. Is the Magazine Issue already in the Database? (Search in Table View for your Magazine Issue)
      3. Yes: 1. While in Table view, select a field on the record showing the Issue you want to update 2. click 102 Main Magazine Window button 2. Make changes to number of Archive/Surplus
      4. No: 1. Click on a field in a record for a Magazine Issue which is similar to the one you want to add, then click on the Main Magazine Window button 1. Click the 120 Clone This Record into New button. Note this must be done or you will change the original record. 1. Make updates to Year, Month, Volume, Issue, Number and Number of copies, etc. Most of the values for Publisher and Editor will already be correct.
        1. When changing some fields with Drop-Down Lists, the entire list might not show and you might see an ellipsis (…) symbol toward the bottom of the list. Click on this symbol and the full list will appear.
    5. No: (Adding a new Magazine Title that is not already defined )
      1. Use 101 Make A ‘New’ Record. An empty frame appears and you can fill in the blanks. The serial number will automatically fill in to the next available value
        1. Update fields as necessary to correctly enter the magazine
          • Note While updating the Magazine Title, you won’t see the desired title because it isn’t in the Database. Use the Drop-Down windows like you do for selecting values that are already in the Database. Scroll to the very bottom of the red Drop-Down list named Title and you will see an option to Edit… Another edit box pops up and allows you to enter the desired name. It doesn’t have to be in the correct alphabetical location but it would be nice if you positioned it correctly.
        2. Repeat steps from Find Mag Title
  2. Last Thing To Do

  3. Export All Records (Find this button on the Main Magazine Window in the Special Tab.) This does the same as before but its after your work session is done. 1. This must be done to verify changes made were the desired changes and that no accidental changes were made.

  4. Close the Database

  5. Close FileMaker


What is the meaning of the Archive and Surplus Fields?

This is well written and available on the Help-Material tab of the Main Magazine Window in the Database or on the Web site under Material and Location which is under the Digital Project link.