Instructions for changing Race/Ethnicity in FileMaker Pro ...



Instructions for changing Race/Ethnicity in FileMaker Pro Database (Ver. 10 & 11, notes for ver. 8: UPDATED MARCH 2011)

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IT IS ALWAYS RECOMMENDED THAT YOU CREATE A BACKUP COPY OF YOUR DATABASE PRIOR TO MAKING ANY MAJOR CHANGES!

Section I

Step 1: Choose MANAGE | VALUE LISTS… to update list.

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Step 2: Select “Ethnicity” and click EDIT.

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Step 3: Modify the custom values list to match new value options.

(You can cut and paste the new values from the end of this document to prevent typographical errors.)

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Step 4: Select “OK” when list is updated.

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Step 5: Choose “OK” one more time to close the remaining box.

Section II: Updating Record Values (Data)

In this section you will be changing the actual data within your database. Please be sure you understand the implications of making these edits prior to proceeding. The steps below instruct how to use the script in the file included to quickly update your data values. Due to that fact that there is not a one-to-one correlation between the old values and the new values in all cases you may have to make a few manual changes. For example, with the old values you might have a child coded as “2 Asian or Pacific Islander,” but with the new values a code of “2” represents only Asian, and Pacific Islander is now coded as “6”. For the purposes of this task, we will recode all of the “2 Asian or Pacific Islander” values to the new “2 Asian,” and you will manually need to go through and update those that you know are actually Pacific Islander, etc.

Make sure you have saved a copy of the “Update Ethnicity.fp7” file to your computer prior to starting the steps below. It will not be necessary to open the file, it simply needs to be saved in a location you can find it later. Also note, if the Child Information (Child Registry) layout has been re-named or the Ethnicity field name (Column 9 Ethicity Code) has been changed, the script will not work. If you have trouble getting the following steps to work, this may be the problem.

Step 1: Open the Script Manager using the Ctrl+Shift+S keys, or use the top menu bar as shown below.

|FileMaker Pro v. 10 and 11 |FileMaker Pro v. 8 |

|[pic] |[pic] |

Step 2: Use the Ctrl+M keys or click the “Import” button as shown below. When the OPEN FILE dialog box opens, choose the “Update Ethnicity.fp7” file from the location you saved it.

|FileMaker Pro v. 10 and 11 |FileMaker Pro v. 8 |

|[pic] |[pic] |

Step 3: Check the box next to the “Create 7 Code Ethnicity” script. Click OK.

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Step 4: Click on the up/down arrow to the left of the new script and drag it to the top of the list. Then OK to close the box.

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Step 5: Lastly, click on SCRIPTS in the top menu bar, then click on “Create 7 Code Ethnicity” to run the script.

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Step 6: Go to the 4 page Child Count Print Out layout screen and scroll through your records to verify that the data is showing in the Ethnicity radio buttons.

Section III: Modifying Forms/Layouts

For those who use the 4 page Child Count Print Out you will need to edit the layout in order for all of the new field choices to fit. To do so, follow these steps:

Step 1: Go into Layout Mode.

|FileMaker Pro v. 10 and 11 |FileMaker Pro v. 8 |

|Choose Ctrl + L or the Edit Layout button as shown below |

|[pic] |[pic] |

| | |

|Located on right side of the screen on the gray horizontal |Located on the left side of the screen on the gray vertical |

|control bar across top. |control bar. |

Step 2: Choose the Race/Ethnicity field to adjust it to fit.

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|Click anywhere in the Race/Ethnicity field section in order to choose it. (Do not click on the “Race/Ethnicity” title, as that will only |

|select the title text.) You should see small black “handle” boxes (highlighted above) when it is properly selected. |

Step 3: Edit to fit.

|FileMaker Pro v. 10 and 11 |FileMaker Pro v. 8 |

|[pic] |While mouse is still over the field choices,|

|Choose Text button to reveal text editing options if they are not showing. (see below)|Right Click to open text editing options and|

| |choose “Text Format…” |

|Text Edit flyout v.11, located on left side of gray horizontal control bar across top.|[pic] |

|[pic] | |

| | |

|Make edits as necessary. (Usually setting the font at 10pt will allow everything to fit.) |

|When finished, click the “Exit Layout” |When finished, select the “Browse Tool” |

| |button |

| |[pic] |

Step 4: Choose “Save” when asked. Double check that everything is showing on the page. This is the final step for changing the layout!

|New Codes for copy and paste: |

|1 American Indian or Alaskan Native |

|2 Asian |

|3 Black/African American |

|4 Hispanic/Latino |

|5 White |

|6 Native Hawaiian/Pacific Islander |

|7 Two or more races |

If you have any problems, give Robbin a call or email: 503.838.8562, bullr@wou.edu

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NOTE: A step-by-step video of these edits is also available.

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