Layout Parts - File Maker

The Detail View 1 layout that you just created has three of the eight possible layout parts on it: a header, body, and footer. (In reality, a detail view only really needs a body layout part, because there’s pretty much only one record per page, but FileMaker’s default for a standard form includes these three starter layout parts and there’s no reason not to just leave them on this layout for now.)

Make sure that you recognize where the part labels appear in a layout: along the left side of the database window, touching the right edge of the status area when the status area is turned on. A part label appears just below the part it is labeling, and you can drag part labels up and down, making your layout parts taller or shorter. The dotted line that appears between layout parts is called the part boundary, which helps you see where one layout part ends and another begins.

You usually don’t want layout objects, like fields or shapes, midway between layout parts because they can cause some funky results in a printout. One exception is long vertical lines that you can use to separate columns on a columnar report. Dragging a vertical line across the body and several summary layout parts allows for one continuous line from the top to the bottom of each printed page. Now let’s learn how to add, delete, and update a database layout part.

Adding Layout Parts
Adding a new layout part is pretty easy using the layout part tool, located on the status area.

For example, say you want to add a title footer to Detail View 1 in Company.fp5. To do so, click and hold on the part tool and drag a silhouette of the new part into the gray area of the database window just below the bottom of the footer part and then release the mouse button. The part definition window will come up and you can select Title Footer. To add a layout part between two existing parts, drag the new part label to where you want the bottom of the new part to be located. This new layout part will usurp the screen space that had been used by the layout part immediately below the new layout part, but you can always resize all the layout parts by dragging their labels up and down again.

Deleting Layout Parts
You can delete a layout part, and all objects contained completely within that part, in one of several ways. First, you can highlight the part by single clicking its part label and pressing DELETE /DEL or BACKSPACE. Or, you can grab a layout part’s label and drag it up against another layout part label until the layout part’s height is zero. If you do this, the layout part you dragged will evaporate. Finally, you can delete (or add or arrange) a part in Layouts > Part Setup which is described later.

Modifying Layout Parts
You’ll notice in Layout mode that a new control appears at the bottom left of each database window. This is the part label control and, by clicking it, the labels for all the parts on your layout will be displayed either vertically (as long bars) or horizontally (as draggable tabs). CONTROL- clicking / COMMAND- clicking a layout part label will also toggle the orientation of layout part labels. Double-clicking a layout part label will bring up the layout part definition dialog.

To set the fill color or pattern of a layout part, single-click the layout part label so that it’s highlighted and then pick the desired fill color or pattern from the tools on the status area. You can also right- click / CONTROL- click a part label and set the fill color/pattern.

The other possible layout parts that aren’t contained in your Detail View 1 layout are title header, leading grand summary, leading or trailing sub-summary, trailing grand summary, and title footer. Here’s a brief description of all layout parts in order, from top to bottom on a layout.

Title Header
A title header is the header that will appear at the top of the first (title) page of a printout. If you make a title header large enough, it can actually be formatted as an entire title page, which you could use to preface the data that follows in the subsequent layout parts with something like a cover letter.

You can only have one title header per layout. If you put a field in a title header, it will show data from the first record in the found set.

Header
A header is the “head” that will appear at the top of the page of any screen or printout. Of course, a header is superceded on the first page of a printout if you’ve also got a title header on the layout. Usually, you put the title of your report and labels for all of your fields in a header so that this information appears at the top of every page of a printout.

On a list view in Browse mode (viewing the layout as a list), everything in a header will stay fixed on the top of the screen as you scroll up and down a list of records. If you put a field in a header, it will show data from the first record on that page.

Leading Grand Summary
A leading grand summary is the first of several layout parts that allow you to show summary data on a layout. Summary data can be counts, sums, averages and several other types of data summaries. A leading grand summary must appear above the body layout part.

Usually, a leading grand summary part contains summary fields that give summary information for all records in the current found set. For instance, the summary field sCustomers that you created in Company.fp5 to give a total of the cConstant field will show “10” in a leading grand summary part when ten records are in the found set. If you put any other regular fields in a leading grand summary, the data shown will be pulled from the first record in the found set.

Body
The body part usually contains all of the fields on a data entry view or on a report. Only in the body of a layout can you (in Browse or Find mode) put your cursor into a field to enter or find data. (Fields in headers, footers, or summary parts are not enterable in Browse or Find mode, or in any mode for that matter).

Anything that appears in the body of a layout will appear on the screen or on a printout for every record in a found set of records. For instance, in a list view, the CompanyName field in the body part allows each record’s CompanyName to appear on each line or row in a list view of the Company.fp5 database.

Sub-summary
A sub-summary layout part contains subsets of data and subtotals on a printed report. When you view a report with sub-summary parts on it, the data in the database is grouped together in these sub-summary parts by predefined break fields, fields that your report “breaks” on or fields that you want to summarize on.

For example, you might want to view a report of all the candy in a candy store’s inventory first by Brand (Nestle, Mars) and then by Candy Type (chocolate, peanut butter, fruit, or gum). In this case, Candy Brand and Candy Type are the break fields that require their own sub-summary layout part in order to “break out” the candy database into meaningful subsets of data on the report.

(First you would see all Mars chocolate bars, then all Mars peanut butter bars, then all Mars fruit bars, and so on.) Any changes made to the data between report runs that affects the contents of the break fields immediately changes the contents of the report the next time it is run.

You can have as many sub-summary layout parts as you like in a report, and they can be placed above or below the body layout part.

Trailing Grand Summary
A trailing grand summary is identical to a leading grand summary, except that a trailing grand summary must appear below the body layout part of a layout. Why use a trailing grand summary then? It all depends on what you want your report to look like: Some reports require grand totals be at the top of the report, some at the bottom. You could also place different summaries at the top than you do at the bottom (for instance, count summaries in the leading grand summary and average summaries in the trailing grand summary).

Footer
A footer is the “foot” that will appear at the bottom of the page of any screen or printout. A footer is superceded on the last page of a printout if you’ve also got a title footer on the layout. Usually, you put page numbers and the date and or time in a footer so that this information appears at the bottom of every page of a printout.

On a list view in Browse mode (viewing the layout as a list), everything in a footer will stay fixed on the bottom of the screen as you scroll up and down through a list of records. If you put a field in a footer, it will show data from the last record on that page.

Title Footer
A title footer is the “foot” that will appear at the bottom of the first (title) page of a printout, replacing any regular footer that might be specified. You can only have one title footer per layout. If you put a field in a title header, it will show data from the last record in the found set.

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