FileMaker Electronic Forms Manual de usuario

eForms

User Guide

Index of Topics

WSDOT eForms User Guide - March 2010

Importing and Exporting Records

9-1

Printing

Finding Records

Browsing Records

Entering Information

Layouts

Menus

Form Buttons

2-1

3-1

4-1

5-1

6-1

7-1

8-1

Appendix A

Supported Systems and Printers

Glossary of Terms

10-1

Basic Instructions

1-1

Page ii

WSDOT eForms User Guide - March 2010

If this is your first installation of the WSDOT eForms,

please disregard this section

New for the March 2010 Release

This release of the WSDOT eForms will install the Runtime forms in a new directory named

WSDOT_Forms\DOTeForms_3.10 in the c:\Program Files\WSDOT_Forms folder. The forms

from the previous release will not be changed or removed. After installation of the Runtime

forms, you have several options concerning the data saved in the previous Runtime forms:

1. If you want to incorporate the data saved in the previous versions of the Runtime forms,

you can import the data from the older form versions

(WSDOT_Forms\DOTeForms_3.09\eForms

directory) to the new versions (WSDOT_Forms\DOTeForms_3.10\eForms directory).

Simply follow the instructions on importing and Exporting records in Section 9 of the

User’s Guide.

Once all of the data from the older versions are imported you can delete the

DOTeForms_3.09 directory to conserve disk space.

2. You may want to preserve the data in the older form versions, in which case you need do

nothing. They will not be affected by the new forms installation.

3. If you do not want to save the data from the earlier form versions, you can delete the

DOTeForms_3.09 directory to conserve disk space.

We have added more electronic forms:

9 New and 58 Revised FileMaker Pro Runtime Forms

New Forms for the March 2010 WSDOT eForms

New:

224-071 EF Utility Construction Agreement - Work by State - Shared Cost

224-072 EF Utility Preliminary Engineering Agreement - Work by Utility - State Cost

224-301 EF Utility Preliminary Engineering Agreement - Work by State - Utility Cost

350-092A EF Mile Post Hot Mix Asphalt Compaction Report

WSDOT eForms User Guide - March 2010

350-092B EF Hot Mix Asphalt Compaction Report (80 Ton)

350-120 EF Reduced Acceptance Criteria Checklist

421-050 EF Design-Build Contract - Minor Change

530-040 EF Supplier Confirmation or Specification Compliance

670-079 EF Standard Prequalification Questionnaire (Ferries)

Revised:

130-015 EF Y Agreement Information

140-039 EF Local Agency Agreement

140-044 EF Local Agency Railway Agreement - Warning Devices

140-100 EF Local Agency Environmental Classification Summary

224-014 EF Local Agency Haul Road / Detour Agreement

224-030 EF Special Provisions for Permits and Franchises

224-053 EF Utility Construction Agreement - Work By Utility - Actual Cost

224-054 EF Developer Agreement - Const. by Developer at Developer Expense

224-060 EF Highway - Railroad Grade Crossing Agreement

224-061 EF Utility Construction Agreement - Work By Utility - Lump Sum

224-062 EF Utility Construction Agreement - Work by State - Utility Cost

224-063 EF Developer / Local Agency Agreement

224-064 EF Developer Agreement - Const. By State at Developer Expense

224-065 EF Local Agency Participating - Work by State - Actual Cost

224-067 EF State Participating Agreement - Local Agency - Actual Cost

224-068 EF Permit Application - Temporary Agricultural Directional Sign

224-074 EF Statewide Utility Facilities Installation - Work By State - Actual Cost

224-240 EF Turnback Agreement

224-696 EF Application for Utility Permit or Franchise

224-697 EF Utility Facility Description - Exhibit ‘B’

224-697A EF Utility Facility Description - Exhibit ‘B’ - Continuation

224-698 EF Application for General Permit

224-699 EF Application for Utility Permit or Franchise for U.S. Government Agencies

224-700 EF Application for General Permit for U.S. Government Agencies

224-701 EF Local Agency Preliminary Engineering Participating Agreement

224-713 EF Special Provisions for Highway Encroachments

224-720 EF Equipment Rental Without Operator Agreement

261-005 EF Surplus Property Report

263-007 EF Property Inspection and Status Report (PISR)

263-009 EF Rental Agreement Transmittal

263-016 EF Memorandum of Lease - Benefiting Appurtenant Property

263-017 EF Memorandum of Lease

263-018 EF Memorandum of Lease Termination

271-015 EF Subcontractor List

272-001 EF Proposal Bond

272-002 EF Contract Bond - Highway Construction

WSDOT eForms User Guide - March 2010

272-006 EF Contract - Highway Construction

272-008 EF Contract - Building Construction

272-036C EF Region Ad and Award Contract Proposal - Signature Page

272-036D EF Proposal - Signature Page

272-036H EF Non Collusion and Debarment Affidavit

272-040 EF Certification for Federal Aid Contracts

272-056 EF Disadvantaged Business Enterprise Utilization Certification

272-063 EF Contractor Prequalification Questionnaire ($100,000 or Less)

333-009 EF City/Town Report to the Secretary of Transportation

333-010 EF County Report to the Secretary of Transportation

350-005 EF Buy America-Foreign Steel Tracking

350-074 EF Field Density Test

350-092 EF Hot Mix Asphalt Compaction Report (Station)

350-115 EF Contract Materials Checklist

350-149 EF Digital Aerial Photography Service Request

350-162 EF Volumetrics Worksheet

410-029 EF Contractor’s Construction Process Evaluation

420-010 EF Standard Questionnaire

420-011 EF Supplemental Questionnaire

421-005A EF Change Order - Minor Change

421-012 EF Request to Sublet Work

422-020B EF Inspector's Record of Field Test

421-023 EF Quarterly Report of Amounts Paid as MBE/WBE Participants

422-110 EF Statement of Apprentice/Journeyman Participation

422-115 EF Apprentice Utilization Plan

520-001 EF D Agreement-Work by Others for Department (Not to exceed $100,000)

560-021 EF Oversize/Overweight Vehicle Permit Application

560-022 EF Request for Approval of Oversize/Overweight Movement - Superloads

Welcome to eForms User Guide

WSDOT eForms User Guide - March 2010

Welcome to the WSDOT eForms (electronic) Application.

The number of fillable (Fill and Print Online) have been increased. Some forms are only

available as Print only (Adobe Acrobat PDF files).

There are 352 FileMaker Pro Runtime forms available on this release and 15 Adobe

Acrobat PDF forms. As more electronic forms become available, they will be added to

the system. Please let us know about any desired addtions or any problems with using

the system.

1998-2007 - Washington State Department of Transportation - All Rights ReservedCopyright

This guide will not make you an ‘expert’ in FileMaker Pro, nor is it designed to provide

you with the expertise to create your own forms or databases. The purpose of this tutorial

is to assist you in filling out, adding new records, retrieving records, printing, and

transferring data.

If you have a copy of FileMaker Pro version 9.0 (or later) from FileMaker, Inc. installed

on your computer, you may want to review the instructions for use before using the

forms. If, however, you do not, you may still use these forms effectively by following

the instructions contained in this User Guide. Passwords were used to assure that the

standard forms are not altered. If you find errors or have suggestions for improvement,

please contact us so that any problems can be corrected.

FileMaker Pro File (Fill-in)

Acrobat PDF (Read Only)

Not Available

Electronic Form - Fill and Print

Blank Print Only - Requires Adobe Acrobat 6.0 or later

Not Available as of this release

Page i

Buttons

eForms User Guide

Form Buttons

List View Buttons

Optional Buttons

Within each form you will find the following buttons which have different uses

and functions.

These ‘Forms Buttons’ will be found on all forms:

The ‘Print’ button will call up the Print Dialog Box. Once you check that the

record(s) and other information within the dialog box is correct, click on ‘OK’

and the form will print. See section 10 of the User Guide for more information.

The keyboard shortcut is “Ctrl+P”.

The ‘New Form’ button will call up a new record or form in the database and

place the cursor within the first field of the form. The keyboard shortcut is “Ctrl

+N”.

The ‘Duplicate’ will take the current record and make an exact copy of it. This

comes in handy when you have a record that you want to use all of the same

information contained in that record but you want to change the date, or the

name, or some other small bit of information but leave the original information

or record intact. The keyboard shortcut is ‘Ctrl+D’.

The ‘List View’ button will take you to the List View layout. Every form has a

generic List View included as an additional layout. There is no keyboard

shortcut for this button but you may go to the List View layout using the layout

dialog box.

The ‘Main Menu’ button will close the current form file and return to the CD

Library Electronic Forms Main Menu. The keyboard shrotcut is “Ctrl+W”.

Page 2 - 1

Buttons

eForms User Guide

NOTE: Some buttons may not be included on some forms due to lack of space.

Buttons may also appear smaller than normally shown due to space limitations.

These ‘Forms Buttons’ will be found on all List Views:

The ‘Find’ button will put you into the Find mode. In the Find mode you may

find records that meet criteria defined within a field or fields. See section 7 of

the User Guide for more information on Finding Records. The shortcut key is

‘Ctrl+F’.

The ‘Show All’ button will make all records within the database available for

browsing and printing. The keyboard shortcut is ‘Ctrl+J’.

The ‘Sort’ button calls up the Sort dialog box. The sort will be accomplished

according to the fields selected and order listed. For more information on

Sorting Records see Section 8 of this User Guide. The keyboard shortcut is “Ctrl

+S’.

The ‘Print List’ button will call up the Print Dialog Box. Click on ‘Records

Being Browsed’ to print the List View. See section 10 of the User Guide for

more information. The keyboard shortcut is “Ctrl+P”.

The ‘Form View’ will take you to the main form layout. If there are other form

layouts in the file those buttons will be shown such as a supplement page. There

is no keyboard shortcut.

Page 2 - 2

Entering Information

eForms User Guide

Filling in information or entering data is perhaps the easiest and most used function of

electronic forms. This section describes the various options available in filling in forms using

FileMaker Pro.

A New Form

1. Click on the button called ‘New Record’. This will create a new record

and put the cursor on the first ‘Field’ or fill in blank on the form. The alternate

is found in the ‘Edit’ Menu’ under ‘New Record’. The shortcut key is ‘Ctrl+N’.

Another option that may be required is to delete records or forms in a file. This option is fairly

easy but be very careful in using this feature because the deleted records cannot be recovered.

Deleted records are lost forever unless a backup or duplicate file is made.

To delete or erase a record simply ‘Browse’ or ‘Find’ the record(s) then use the ‘Delete Record’

option in the ‘Edit’ menu. The shortcut is ‘Ctrl+E’. A button for this option was intentionally not

included in electronic forms to preclude users from inadvertantly erasing files or records.

To navigate through the ‘Fields’ or blanks simply press the ‘Tab’ button. Tabbing moves the

cursor to the next field or blank.

To go back to the previous ‘Field’ or blank hold down the ‘Shift’ key while pressing the ‘Tab’

button.

‘Fields’ may also be accessed by simply ‘Clicking’ with the mouse on the desired field. You can't

press Tab to select summary and calculation fields in Browse Mode; you must click in the field.

2. The second option is to duplicate an existing record. Simply ‘Browse’

or ‘Find’ the desired record and click on the ‘Duplicate Record’ button.

The alternate is ‘Duplicate Record’ under the ‘Edit’ Menu. The shortcut

key is ‘Ctrl+D’.

Three options are available to fill in a new form (or record):

To enter information in a field, select the field while in Browse mode and start typing. The way

values appear depends on how the field was formatted in Layout mode, on the system formats

used when the file was created, or on your computer's system formats.

To type in a Select the field and then

Text field Type the text (up to 64,000 characters)

Number field Type the values (up to 255 characters)

Date field Type the date in the format used when the file was created

Time field Type the time in the format used when the file was

created. If you type a single digit in a time field,

FileMaker Pro assumes it's the hour (typing 5 in a time

field indexes it as 5:00:00).

Note If you mix numbers and text in a number field that's used in a calculation or summary

formula, FileMaker Pro ignores the text when performing the calculation or summary.

Page 3 - 1

Entering Information

eForms User Guide

Check Boxes, Pop-up Menus, and Radio Buttons

Most forms include boxes that require a check or ‘X’ in the box to define information. These

features are also found in FileMaker Pro.

Three different options of limited information may be included on the form. They are:

Check Boxes - more than one may be checked as needed:

Radio Buttons - only one may be checked at a time:

Pop-up Lists - popular choices show - simply click

on selection and it shows - can be overwritten:

Yes No Unknown

Unknown

Repeating Fields

Another type of field used extensively in FileMaker Pro is a repeating field or a comb. In forms such

as the Travel Expense Voucher, (DOT Form 133-103) repeating fields make up the majority of the

form. These fields have slightly different properties from the regular single fields.

In value lists, you can use the keyboard to enter values for radio (option) buttons, checkboxes, and

pop-up (drop-down) lists. Tab into the field and type the first letter of the value that you want to enter,

or use the arrow keys to select it. Then press the Space bar to enter the value.

Text Fields can contain up to 64,000 characters, however depending how the layout is

arranged, not all data may show when printed. The only data that will print is what is displayed

within the defined field boundary within that layout. The extra data is still in the database, it will

simply not print. To format text within a field see Section 4, Text Formatting.

You can also use the keyboard to navigate between fields in a record, items in a value list, and

records in a database

in Browse.

To move to Press

The next field (in the established Tab

tab order) in a record

The previous field Shift+Tab

Items in a value list Arrow keys

(except pop-up menus)

The next record in the database Ctrl+Down Arrow or Shift+PgDn

The previous record in the database Ctrl+Up Arrow or Shift+PgUp

Note You can't press Tab to select summary and calculation fields in Browse; you must click

in the field.

Pop-up Menus - click on selection and it shows -

cannot be overwritten:

Page 3 - 2

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