ANRL Database Help

ANRL Database Help

Updated Nov 09, 2014

Notes

  1. You will notice that the Magazine Database is not part of this ANRL Database. Also, you will notice that Membership doesn’t show on any panel of the ANRL Database.
    • Magazine Database was separated and has become its own Database. While it would be possible to merge it back in to the ANRL Database, it would take some work and tinkering. That may be done one day if I can work it in.
    • The Membership Database is actually part of the ANRL Database. It just doesn’t show on any of the panels.
  2. The size of the FileMaker 13 file is around 525 MB. Data for all containers is stored separately from the actual Database. If the FileMaker 13 file is moved, the underlying data must also be moved and then re-loaded into container fields. There are buttons on the Special tabs that make this process easier.
  3. I use the terms Stem1 and Stem2 and they refer to parts of a directory path in which content resides. For example,
    1. If the directory location of a scanned magazine is Foreign/Germany/DasGymnasion/DasGymnasion_1957_05.pdf
    2. Stem1 is Germany therefor searching with this Stem1 would find all scanned magazines from Germany.
    3. Stem2 is DasGymnasion therefor searching with this Stem2 would find all scanned magazines with title DasGymnasion.

Using the ANRL Database

  1. Starting with UserID Guest
    1. When you click on the FM–13 Icon on the desktop of the Gateway computer, the FileMaker 13 Quick Start panel appears. Selecting ANRL Database and clicking on Open will open the Database with UserID Guest active. This is the UserID for Read-Only usage.
  2. Starting with UserID Librarian
    1. When you click on the FM–13 Icon on the desktop of the Gateway computer, the FileMaker 13 Quick Start panel will appear as before. Select ANRL Database and then Shift-Click on Open button. A panel will appear allowing you to enter UserID Librarian and Password FM13librarian. The Database will now open with Data Entry Mode.

Basic Structure of the Database

  1. When the Database opens, you will see a tabbed window with 3 Tabs. The active tab is the main screen of the Database and is the place where you can navigate to any of the ten Database Parts. Once you click on one of the ten Database Parts, you can get back by clicking on the ANRL button which appears on every page in the upper-left corner. The three tabs of this main screen are:
    1. Main There are ten buttons here for selecting any one of the ten Databases parts
      1. Book Database Most of the data in here is legacy from the old Database. Librarians will be doing updates when material comes or goes.
      2. Audio Database This is mostly static. Librarians will not be making changes very often. The data (.mp3) files were obtained by converting cassette tapes and meeting notes to .mp3.
      3. Video Database This Database is mostly legacy from the old FileMaker 5 Database. Librarians will be updating quantities and adding titles as material comes and goes.
      4. Who’s Who Database This Database is mostly static and was created by converting the scans of the Who’s Who folders into .jpg, and then converting the .jpg into .pdf.
      5. Club Database This Database is far from complete but it does have contact information for ~400–500 clubs. There is a panel that shows the Web site for the club and another that shows a Google Map of the club’s location.
      6. Club Folders Database This Database is mostly static and was created by converting the scans of the Club folders into .jpg, and then converting the .jpg into .pdf. In many cases the quality of the scans is very poor, but we have what we have and here it is. The scanning took place around 10 years ago and more documents have been added to the folders but the scanning was never re-done. We have what we have, no more, no less.
      7. Newsletter Database This is a static Database. Computer folders are scanned and the found names are used to re-build the Database. This data is static and Librarians do not update it.
      8. Scanned Magazine Database Containers are filled with .pdf files for each scanned magazine.
      9. Photograph Database Containers are filled with .jpg images.
      10. The Bulletin Database There are no active containers as of today.
    2. Help This tab will show a help will file from the anrl.org Web site.
    3. Special This is for Database administrative work.
Summary of Database Parts
Database Part Add Records Find Updates Container
Book Dynamic by Title Librarian: Count & Notes None
Audio Static by Title Librarian: Notes .mp3
Video Dynamic By Title Librarian: Count & Notes None
Who’s Who Static By Who Librarian: Notes .pdf
Club Dynamic By Name Librarian: Notes, URL, Address None
Club Folders Static By Name Librarian: Notes, URL, Address .pdf
Newsletter Static By Name Librarian: Notes, URL, Address .pdf
Scanned Magazine Static Stem1 & Stem2 Librarian: Notes .pdf
Photograph Static Stem1 & Stem2 Librarian: Notes .jpg
The Bulletin Dynamic Stem1 & Stem2 Librarian: Notes None
  1. The basic structure for each of the ten Database Parts is a tabbed interface screen with four tabs:
    1. Primary window This is where you can view container content or make edits
    2. Find This is where you can find content. There is a drop-down selection box and a button to actually do the find. After finding something, you will either get a single item or multiple items.
      1. Single items (like books, videos, ) will automatically go back to the primary window where you can view content.
      2. Multiple items will take you to a table view. You select a table row by clicking on a field of the row and then go back to the Primary Window by clicking on the Form View Icon at the top of the window. Once back in Form View you can view content.
    3. Help Special Help will be included in this window
    4. Special The buttons in this window are for loading new Newsletters into the Database. This loading process is usually done every few weeks and after a disc update from the Newsletter computer files to the source data of the Database. Normally it’s the job of the Database administrator to do the updates.

Maximize Viewing Area

  1. Move the Windows Taskbar from the bottom of the screen to the left edge of the screen. This will gain 1/2" of vertical screen height.
  2. You will see a button in windows with containers called Stretch Window to See Better Clicking on this button hides FileMaker tool bars and formatting bars. You can return to the normal screen configuration by clicking on Reset To Normal Window.

Basic Flow for Using the Database

  1. Navigation Buttons are used so normally there is no need to go into FileMaker menus.
  2. Choose a Database Part (Book, Video, Who’s Who, etc.)
  3. Do a Find
  4. If a table appears, Look at Content, select something then click the button to Return to the Main Screen
  5. Make necessary edits while in Form View
  6. Repeat the process…

Links between tables in this Relational Database

While all the links do not exist today, they will be added one day. Stay tuned!

  1. Newsletters will link to Clubs
  2. Audio will link to Who’s Who so you can hear the voice of a Who.
  3. Clubs will link to Club Folders
  4. Photographs will link to Who’s Who so you could see all photographs for a Who.
  5. Other relationships will be added as we add data to the Database