Introduction to FileMaker layouts

Create and edit layouts for screen and print with FileMaker

2.1 Introduction to layouts

Layouts are a central part of the FileMaker platform and play a critical role in how you view and interact with the data stored in a database. In this tutorial, you will learn how to use layouts in FileMaker to create user-friendly and appealing interfaces for your database applications. Layouts are at the heart of any FileMaker solution as they determine how data is presented and interacted with. We'll look at what layouts are, learn about layout mode, and finally create a simple layout.

Table of contents

2.1 Introduction to layouts

Introduction video to layouts in FileMaker

Watch the following video to see in practice how layouts can be created in FileMaker and how objects can be placed on layouts.

What are layouts and what are they used for?

A layout in FileMaker is essentially a visual representation of data from one or more tables in your database. It determines how information is displayed, edited and entered. Layouts can include anything from simple data entry forms to complex reports or dashboards.

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What are layouts used for?

Data entry and processingLayouts provide the interface through which users can enter and edit data in your database. They can contain fields, buttons, drop-down menus and more.
Data displayYou can design layouts to display data in a structured and easy-to-understand way, be it in the form of lists, tables or even charts.
Reports and print templatesLayouts are also used for reports that summarize and present data in a way that is suitable for print or digital distribution.
User guidance and navigationLayouts allow you to create navigation buttons and menus that allow users to easily navigate through the database.

Overview of the layout mode

Layout mode in FileMaker is the central tool with which you design the user interface of your database. Here you have full control over how your data is displayed and interacted with.

To switch to layout mode:

Access via the menu: You can switch to layout mode by going to the top menu View > Layout mode select. Another option is to use the key combination Cmd + L(macOS) or Ctrl + L (Windows).
About the status bar: You can also select the layout mode in the status bar at the bottom. This method is particularly practical if you want to switch quickly between modes.

Main areas of the layout mode:

ToolbarIn the top status toolbar, you will find tools for adding, editing and arranging objects. There are also options to create new layouts or duplicate existing ones. Show or hide the status toolbar in the FileMaker menu bar under [View > Status toolbar].
Field and object palette: The field and object palette is located on the left. It contains all the fields and objects on your layout and can be switched between "Fields", "Objects" and "Add-ons" at the top. Use the search field to quickly find fields and objects on your layout.
InspectorThe inspector on the right-hand side offers detailed settings for the objects that you use in the layout. You can adjust properties such as color, font, size and position. Show or hide the inspector under [View > Inspectors]. You can also use the [New inspector] command to open an inspector in a separate window.
Layout areaIn the central area of the screen, you design the layout yourself. Here you drag objects from the object palette into the layout and place them where you want them.
Parts of the layoutIn the lower area, you can see the various layout parts, such as headers, main section and footers. These areas determine how the objects are displayed in the layout. For example, the "Header 1st page" area only appears on the first page of a document, while the "Header section" area appears on all pages (except the first page if "Header 1st page" is used in the document. Use overall or intermediate evaluations to display statistical data or to structure your document.

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Create a simple layout

In this section, we will create a simple layout step by step that you can use for data entry and display.

Step 1: Create a new layout

Start new layout: Switch to layout mode and click on New layout/new report in the toolbar. The layout wizard opens and guides you through the first steps.
Select layout typeSelect "Form" as the layout type, as it is best suited for data entry and display.
Select tableSelect the table on which the layout should be based. This determines which data can be displayed in your layout.
Name layoutGive the layout a meaningful name, e.g. "Customer data form". This way you will know exactly what this layout is used for later.

Step 2: Add fields and objects

Now that your layout is created, you can start adding fields and other objects.

Add fields: Open the Field list and drag the desired fields into the layout area. Position them so that they are arranged in a logical and user-friendly way.
Labels and textsAdd text to label the fields. Select the text tool from the object palette and click in the layout to add text. Enter clear and helpful labels.
Add buttonsButtons are important for triggering actions such as saving or creating a new data record. Drag a button from the object palette and position it in your layout. Link the button to a script or a standard action.

Step 3: Customize and test the layout

Once you have added the objects, customize the layout further and test it to make sure everything works as desired.

Alignment and arrangementUse the alignment tools to distribute and align the fields and buttons evenly. A neat layout is not only visually appealing, but also makes it easier to use.
Testing in browse mode: Switch to browse mode (Cmd + B or Ctrl + B) to test the layout from the user's perspective. Enter some data and check that all functions work correctly.
TroubleshootingIf you encounter problems, return to layout mode and make the necessary adjustments.

Step 4: Provide layout

Once your layout has been created and tested, you can prepare it for use in your database.

Saving and namingMake sure that the layout is named correctly and that all changes are saved. This is particularly important if several users are working with the database.
Set access rightsDefine who can access the layout. You can manage this via the security settings in FileMaker.
Integration into the databaseAdd navigation buttons so that users can easily find and use the layout.

Print layouts in gFM-Business

In all versions of the gFM Business ERP software, all print layouts can be called up via the integrated print layout management. Navigate to [Settings > Print layouts] and select the [Call print layout] function in the context menu of the desired print layout. As soon as the print layout has been opened, you can use the key combination Cmd + L(macOS) or Ctrl + L (Windows) to switch to layout mode and edit the print layout.

Layout objects in the FileMaker toolbar

Field
Inserts a database field into the layout that is used to display and edit data records. It can be customized depending on the field type (text, number, date, container) and is directly linked to the underlying database.
Text
Inserts static text into the layout. This can be used to label fields, notes or for descriptive texts that are not linked to database fields. The text can be customized in different styles, sizes and colors.
Button
Adds an interactive button that is used to execute scripts or actions. Buttons can be used for navigation, calculations, data updates or other user-defined processes.
Popover button
Adds a button that opens a popover window when clicked. Popovers can contain fields, text or other layout objects and are often used to display additional information or input options without leaving the current layout.
Table object
Enables the creation of tab controls where content is organized in different tabs. This provides an easy way to structure layouts and make information accessible in multiple sections without taking up too much space at once.
WebViewer
Adds a web viewer that displays web content directly in the layout. This is useful for displaying websites, maps, reports or other external information that is loaded via a URL.
Diagram
Adds a chart that displays data graphically. Charts can take various forms, such as bar charts, pie charts or line charts, and allow data to be presented in a visually appealing and easy to understand way.
Image
Allows you to insert an image from a file or container field into the layout. Images can be used for visual design or as part of the data (e.g. product images).
Line
Inserts a line that serves to visually separate layout content. Lines can be horizontal or vertical and offer simple design options for structuring.
Rectangle
Adds a rectangle, which is often used to visually group objects or for design. Rectangles can be color-customized and used as background elements.
Circle/Oval
Adds a circle or oval shape that is used similarly to rectangles for design or grouping. These shapes can be filled or bordered and provide additional visual elements.
Text object toolbar
Adds descriptive text that is often used to identify other layout objects. The text can be formatted and customized.
Button bar
Adds a button bar that contains interactive buttons that are linked together. This is often used for navigation elements or a collection of buttons that together offer a certain functionality.

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Frequently asked questions about FileMaker layouts

What is a layout in FileMaker and what is it used for?
- A layout in FileMaker is a visual user interface that makes it possible to enter, display and edit data. Layouts are used to control how records from a table are displayed and interacted with. You can create different layouts to enable different views and functions for your users, e.g. forms, reports or list views.
How do I create a new layout in FileMaker?
- To create a new layout, switch to layout mode and select "Layouts" > "New layout/New report" in the menu. You can then select a table for which the layout is to be created and specify a layout type (e.g. form, list view or report). You can then design the layout according to your requirements.
What layout types are available in FileMaker?
- FileMaker offers various layout types that can be used for different purposes. The most common include forms, list views, reports and table views. Forms are good for data entry, while list views and reports are used to display multiple records at once.
How do I add fields to a layout in FileMaker?
- In layout mode, you can add fields to your layout using the field bar. Click on "Add field", select a field from the list of fields in the underlying table and place it in the layout. You can also add calculation fields or summary fields to display specific data.
How can I customize the design and appearance of a layout?
- You can customize the design of a layout by editing elements such as fonts, colors, backgrounds and borders. In layout mode, you can select objects and use the formatting tools in the inspector bar to change their appearance. You can also apply themes and styles to ensure a consistent design.
How can I add objects such as buttons or popovers to a layout?
- In layout mode, you can use the status toolbar to add various objects such as buttons, popovers, tabs or sliders to your layout. Select the desired object from the toolbar, place it in the layout and define the desired actions or content. Buttons can be linked to scripts to execute certain functions.
How can I adapt a layout to different screen sizes?
- FileMaker provides automatic customization options for layouts to fit different screen sizes and resolutions. In Layout mode, you can set the options for anchors in the Position section of the Inspector. This allows you to specify how objects are anchored in the layout so that they automatically adjust when the window size changes.
How can I create a layout for mobile devices such as iPads or iPhones?
- FileMaker provides special mobile layout templates that are optimized for devices such as iPads and iPhones. When creating a new layout, you can select a layout specifically for FileMaker Go devices. These layouts have customized dimensions and provide larger buttons and fields to ensure usability on mobile devices.
Can I copy or duplicate a layout in FileMaker?
- Yes, you can easily duplicate a layout in FileMaker. Switch to Layout mode, choose Layouts > Manage Layout from the menu and select the layout you want. Click on "Duplicate" to create a copy of the layout, which you can then edit without changing the original.
How can I design multilingual layouts in FileMaker?
- To offer a layout in several languages, you can create several layout versions, each of which is designed in the corresponding language. Alternatively, you can use formula-based field labels that are dynamically changed depending on the set language. You can use global fields or script parameters to control which language is displayed in the labels and text fields.
How can I automate the layout change for users?
- You can automate the layout change by using scripts. You can use the "Go to layout" script to automatically display the appropriate layout to users based on certain conditions (e.g. user role or device size). This is useful to ensure that users always see the appropriate layout for their task.
How do I save and publish layouts for other users?
- Once you have created or edited a layout, you can save it and make it available to other users by hosting the database on a FileMaker server. Users who have access to the database can then use the layout. You can also use the access rights to control which user groups can access certain layouts and whether they can edit them.

2.1 Introduction to layouts

Introduction to FileMaker layouts

2.1 Introduction to layouts

Introduction video to layouts in FileMaker

What are layouts and what are they used for?