Using Conditional Formatting

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Conditional formatting is a way you can format layout objects to change automatically when they meet specified conditions. For example, you can use conditional formatting to automatically display balances that are over 30 days past due in bold, red text. Conditional formatting settings affect only the way data is displayed or printed, not how data is stored in the database.

Conditional Formatting being used throughout a Profit/Loss dashboard.
Conditional Formatting being used throughout a Profit/Loss dashboard.

Conditional formatting has become an essential part of any FileMaker system because it makes tasks so much easier for the user. It allows the user to quickly identify certain variables that could otherwise be missed.

How to specify conditional formatting for objects:

  1. In Layout mode, select one or more objects.
  2. Choose Format menu > Conditional.
  3. In the Conditional Formatting dialog box, click Add to define a new condition.
  4. Specify the condition for formatting data in the selected objects.

To specify a format based on common conditions, for Condition choose Value is. Then choose one of the following conditions and set the parameters.

Choose
To format
between
Data that falls between and includes the values specified
not between
Data that does not fall between and does not include the values specified
equal to
Data that is equal to the values specified
not equal to
Data that is not equal to the values specified
greater than
Data that is greater than the values specified
less than
Data that is less than the values specified
greater than or equal to
Data that is greater than or equal to the values specified
less than or equal to
Data that is less than or equal to the values specified
containing
Data that contains the value specified
not containing
Data that does not contain the value specified
beginning with
Data that begins with the value specified
ending with
Data that ends with the value specified
empty
An empty field
before today
Date data before the current day
today
Date data on the current day
after today
Date data after the current day
more than x days passed
Date data more than the specified number of days in the past
more than x days ahead
Date data more than the specified number of days in the future
less than x days passed
Date data less than the specified number of days in the past, including the current day and any future days. See notes below.
less than x days ahead
Date data less than the specified number of days in the future, including the current day and any past days. See notes below.

To specify a format based on a calculation, for Condition choose Formula is. Then click Specify to define the calculation.

Tip: Use the Self function to reference data for the selected object. For more information, see Self [FileMaker Help].

5. Specify the text and field fill format for data that meets the conditions you specified.
For example, select bold red text appears in a yellow field, when data meets your criteria.
Tip: Click More Formatting to see additional formatting options.
6. Click OK.

REMEMBER: CONDITIONAL FORMATTING ONLY AFFECTs THE WAY DATA IS DISPLAYED OR PRINTED, NOT HOW DATA IS STORED IN THE DATABASE.

Note: To see which fields have conditional formatting, choose View menu > Show > Conditional Formatting. You see a blue and red arrow icon in fields with conditional formatting.

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