Print layouts in gFM-Business

In the business software gFM-Business, a print layout is a layout intended for the print output of any data. In gFM-Business all print layouts are located in the separate FileMaker file [gFM_Drucklayouts.fmp12]. When updating the software, print layouts can therefore in most cases simply be taken over from the previous version.

Print layouts in print dialog

Each print dialog within gFM-Business shows all print layouts that have been set up for the module you have called up.

In the example above, the print dialog in the article management contains a total of eight different print layouts to choose from. After selecting a print layout, the preview for the printout is automatically updated in the right area. After clicking on the button [Print] the called data record or all called data records are printed on the selected print layout.

Manage print layouts

All print layouts are managed under the menu item [Settings > Print layouts]. There, all print layouts located in the file [gFM_Drucklayouts.fmp12] are listed with all associated settings.

In this mask, the following settings can be made for each print layout:

  • Layoutname – This value is given from the print layout file and cannot be changed at this point. The name corresponds to the name of the print layout in the file “gFM_Drucklayouts.fmp12”.
  • Paper Size – Used to set the paper size for the selected print layout. You can choose between A3 portrait, A3 landscape, A4 portrait, A4 landscape, Dymo 11352, Dymo 11354, Dymo 11355, Dymo 11356 and Dymo 99014. Own and deviating paper formats can be set up in gFM-Business Custom and in the open license.
  • Assigned module for the selected print layout
  • Table (TOC) – Table origin for the selected print layout. For documents, the item table for the respective document type is always specified here.
  • Function (optional) – function of the print layout, only needed for receipts.
  • Layout type – Layout type of the selected print layout, either document or list.
  • Archiving Path – In order for the software to know where generated PDF documents should be stored, an archiving path must be specified here for each print layout. With the function [Set all paths], the paths of most print layouts can also be entered in one step. The archiving path can be specified separately for Mac OS X and Windows computers.

Set up e-mail templates

For each print layout, corresponding text templates for e-mails can be saved under the tab [Details]. These texts are used when documents are sent by e-mail as PDF files. In this way, it is possible, for example, to have different cover letters automatically generated by e-mail for quotations and invoices.

You can insert any number of e-mail placeholders in both the subject and the e-mail text. Please note that placeholders must always be inserted in curly brackets {}.

Placeholders for e-mail templates

Placeholders can be used in all e-mail templates. They can be defined in the third tab [E-mail placeholders]. In gFM-Business more than 250 placeholders are already included, which should be sufficient for most requirements.

If a placeholder for a field you require is not yet in the list, you can create a new placeholder. To do this, click on the [+] button at the top right of the list and enter the following data in the pop-up dialog:

  • TOC – Table origin from which the print layout is called. See TOC in Print Layout
  • placeholder – name of the placeholder in curly brackets {}
  • table – table in which the desired field is located
  • field – name of the desired field
  • Reference key – Key by which the table was linked to the table origin.

Since new placeholders are usually fields that are in the same table as most other fields matching the print layout, you can in most cases use the existing placeholders for the respective print layout as a guide.

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About Author

Markus Schall
Development of FileMaker databases since 1994, modification and extension of FileMaker solutions, conversion of FileMaker databases from .fm, .fp3, .fp5 (FileMaker 2-6) or .fp7 (FileMaker 7-11) to .fmp12 (FileMaker 12-17), interfaces to third-party systems such as online shops, CMS or other databases. Development of individual FileMaker database systems based on the gFM business framework with personal advice from Oldenburg. Operator of the online specialist portal goFileMaker.de, developer of the CRM and merchandise management system gFM-Business. Member of FileMaker Business Alliance, FileMaker Developers Subscription and FMM Expert. Winner of an FMM Award 2011, awarded by the FileMaker Magazine.