Filling pre-printed forms

[BoomBubba]

Well, to begin with, I'm new to FileMaker. I haven't been able to find an answer to my question just by searching, so I decided I'd post it and see if you guys could help me out.

In our office we have pre-printed insurance forms that we used to fill out by typewriter. We've decided to switch over and do it on the computer. Is there a way to design a template in FileMaker that will allow us to tab to the different fields that need to be filled out, and then print the data onto the insurance forms in the printer? I need to be able to see the data fields I need to fill in (i.e. "first name", "last name", "address", etc.) but just print out the data (don't print out "first name: BoomBubba", we just want "BoomBubba") onto certain places on the pre-printed forms. We will also have some check boxes for different options, so I might want a set of radio-buttons or something like that.

Basically I just need to figure out:

1) how to make data fields where just the data you enter is printed out, and

2) how to move the data fields around so they will print out in the correct spots on the pre-printed forms.

Thanks!

[zincb]

You can (1) precisely measure the positions of every field on your form with a ruler, and use "Layout-View-Object Size" to exactly position their corresponding Filemaker fields to match the preprinted forms, or (2) you can eyeball them into position on a blank layout and burn up a twenty or so forms getting them arranged just right, or (3) you could scan in a form and paste it on a Layout, and add Filemaker fields in the appropriate places, on top of it. In option 3, you could print everything from Filemaker, and use your pre-printed forms when the power goes out.

Then make a Duplicate of this Print layout to use for Data Entry and display it as a Table view, with the "Layouts-Set Tab Order" sequenced in the order that you like to enter the data. Column View or Form View might be better, if there are fields with a lot of content.

[Lee Smith]

First the easy question.

1). There is an option in the Layout Mode that you can use to keep an item (or items) from being printed.

Layout Mode, highlight the field, then go to the Menu - Format - last item Sliding/Printing - there is a Box at the bottom of that menu, "Do not print selected item". You can do multiple items at once by having them selected prior to going into the Sliding/Printing menu. You can select all fields, or field labels, etc. by using the "Select objects by type" feature that is available in Layout Mode. You will find it in the "Arrange Tool Menu".

Now the harder one.

2). There are a few variables you will have fun dealing with when doing this, but it can be done. To begin with, make a scan of the form, and then copy and paste it onto your layout, or use the "Insert" - "Picture" from the Menu to place it on your layout. I would print it out and compare it to the original, moving it around until they appear to be the same. Once it is in place, you could then use the Sliding/Printing menu to turn it off. Next, start placing your fields on the image.

You may find different printers need to have their own tweaking. Sometimes it is easier to Create the Form in FileMaker and print the whole thing out.

HTH

Lee

[Fenton]

You could scan the form into a graphic format which could be pasted into a FileMaker layout. This would depend on the platform I imagine. It could be a bit fuzzy, but you'd want the spacing to be exactly the same. Check carefully before proceeding. Try the format on an example file first.

Then you can put the field boxes in the right places (within 1 pixel anyway). You could possibly build the entire form in FileMaker. It can often be done so you can't tell the difference, using custom line spacing, etc.. But it's tedious.

Any object in FileMaker can be set to "Do not print," in the Format, Sliding/Printing dialog (use the command keys).

Tip: set the Layout, Set Rulers... to Pixels, 1 pixel. That gives you the most flexibility of movement. You can switch to Inches when needed to compare to the original form. You can do this quickly on the Object Size palette also, by clicking on the dimension label.

You probably want to set the Layout Setup Margins to a fixed size. Otherwise it may shift on different printers. Do this first.

Once everything is all set up you can delete the background scanned graphic. Another little addition would be to draw little boxes around/behind the fields, non-printing, so data entry people can see exactly where to type (as you can't turn on borders of the fields themselves, since they'd print). You can make them 3D engraved (a 1-step option). Very cute.

[Oldfogey]

The data entry layout does not have to be the layout used for printing. If you use different layouts, you can make the D/E layout quite user-friendly without worrying about what can/cannot be printed.

Create 'Print Me' button which executes the script -

Go to Layout (Print Version)

Print Setup Restore

Print

Return to Original Layout