also just for information, I am using the mac osx version
Importing the data from excel should be fairly straight forward and something you can do either from the file menu or with a script. The key questions here are:
What tables have you defined in your database to receive the imported information? (If you haven't figured that out yet, skip to the next question.)
What will the reports look like?
As you can tell, I am pretty new to this. So I don't know what you mean by "have you defined what tables you are going to use in your database." As for the Look of the records, I want them to look like this.
Student name School Name
Course 1 Name Course 1 Percentage Course 1 Grade
Course 2 Name Course 2 Percentage Course 2 Grade
Course 3 Name Course 3 Percentage Course 3 Grade
I am doing ok, getting the data into my database, but my problem is conerting it from the exell format which looks like this for one student.
Name School Class Class Percentage Grade
Jonh Doe Someschool English 65% D
John Doe Someschool Math 85% B
John Doe Someschool History 75% C
I need it all in one record for john doe, with a list of his classes and their data.
ok, I apologise for the spelling in that last post. It should have said "converting" instead of concerting.
What you can use is a simple summary report with a sub-summary part to hold the Student and School names. Eventually, you'll want to set up one table where you have one record for each school and second table where you have one record for each student and this third table where you import your data, but let's get the report working first.
Here's a link to a simple tutorial on setting up summary reports that you may find useful:
Creating Filemaker Pro summary reports--Tutorial
(You can use the techniques in this tutorial, but use all the fields from your one table to get the report you want.)
So there is no unique identifier for each student.
You could have two students with the name "John Doe"
Could you have two students with the name "John Doe" from the same "School"?
These fields would be in one "Student" table.
The other fields would be in another "Class" Table
Are the Excel files in the same format - Column Name and Column order?
Do they even have the same Column Name?
the exell files are not in the same format at first, but I am combining the files into one master file with a set format. Also, after the report is created, is it possible to update it automatically?
Once you've imported the data into your tables, that should standardize your data so that your report is possible.
"after the report is created, is it possible to update it automatically?"
It depends on what you mean by "update". If each import simply adds additional rows of data, it's simple. If the import requires changing existing records, it can still be done, but you'll need to set up a script that takes your imported data and makes appropriate updates to your existing records.
ok, thatnks for the tutorial. I think I have a better grasp on how to set this up. Now I need to figure out how to import the data from the excel file and have it automaticaly creat the report.
I applied the concepts from the tutorial to my student reports, and am still having trouble. It was succesful in importing and sorting the data, but I am still getting 5+ records per student. I want to import the spread sheet and have one student name with the 5 classes listed underneath in the same record.
"I want to import the spread sheet and have one student name with the 5 classes listed underneath in the same record. "
All but the import is covered in the tutorial.
You place the student name field into the sub-summary part set with "when sorted by" student name (or a student ID field if you have one).
You place the fields for your classes in the body.
Then you import your records and sort on the same "sorted by" field(s) you specified in your sub-summary parts to see the student name appear as a subheading for each group of records labeled with that student's name or ID.
Thank you so much! I see how it works now. Now, two more questions and I will have all i need. For this to work, my first table needs to only have one student name per record. Is there a way to set it up so when I import the student names from my excel file it deletes the copies of the students name, so only one of each student comes into that table?
oh and is there a way to format how the list view looks?
Yes, but you'll need spell out what you need in order for me to suggest exactly what to do here. You can control text size, style, color. Which field is in colum1, etc...