Studio Manager 11 Installation & Setup Guide Tokerud Consulting Group Studio Manager 11 Installation & Setup Guide Janet Tokerud, President, Developer Kathy (Scout) Tomyris, Associate Developer, Technical Writer Sally Shannon, QA & Editing Tokerud Consulting Group 122 Marinero Circle Tiburon, CA 94920 USA (415) 789-5219 [email protected] www.studio-manager.com www.tokerud.com Studio Manager 11 Installation and Setup Guide Last updated December 2011 © 2010, 2011 Disclaimers iPhone, iPod touch and iPad are trademarks of Apple Inc., registered in the U.S. and other countries. FileMaker is a trademark of FileMaker, Inc., registered in the U.S.and other countries. TABLE OF CONTENTS TA B L E O F C O N T E N T S Using the Documentation ...........................................................................iv Doing Things in Order, or not ......................................................................iv Introduction to Studio Manager 1 Advantages of Using Studio Manager.........................................................1 Studio Manager Features ............................................................................1 Types of Studio Manager Users ..................................................................2 Phased Implementation ..............................................................................4 Phases by Module Phases by Type of User The Impact of Staff Turnover.......................................................................4 System Overview 5 Overview of Studio Manager’s Tables Primary Modules (Tables) Secondary Tables Support Tables Back-End Tables Windows Compatibility................................................................................8 Disclaimer Playing It Safe .............................................................................................9 Testing Studio Manager with Historical Data Never Assume the computer can’t make a mistake. Garbage in, garbage out Backing up Saving Backups Sending a Copy to Us Multiple Users 10 Setting Up Studio Manager for File Sharing Opening Studio Manager over a Network Networking Recommendations Installation 12 Before Using Studio Manager the First Time ............................................12 Minimum Requirements ............................................................................12 Fonts Installing FileMaker ...................................................................................12 FileMaker skill required Installing Studio Manager on your Hard Drive .........................................13 Single-user Multi-user but not Server Multi-user with Server Opening Studio Manager...........................................................................14 Customization Considerations ..................................................................15 Personalization 15 Customization ............................................................................................15 i Backup, Backup, Backup Including Your Company Name on Reports ..............................................16 Customizing Forms and Report Layouts ..................................................16 Customizing a Report Layout Customizing A Print Estimate Customizing Entry Screen Layouts ...........................................................18 Customizing Tab Labels ............................................................................18 Customizing Tab Order ..............................................................................19 Customizing the Help File .........................................................................19 Customizing Scripts and Relationships ...................................................19 Customizing Page Setup and Printing Scripts .........................................19 Adding More Email Capability...................................................................20 Email Attachments ....................................................................................20 Considerations for creating email attachments Using a Plug-In to Add More Email Functionality Setup Instructions 22 Steps to Follow When Setting Up Studio Manager 11 ..............................22 Setting Up the Billing Codes Table ............................................................22 How Billing Codes are Used Deciding on Billing Codes Billing Code Numbers Setting Defaults .........................................................................................25 Personalization Tab SM Prefs Tab Job Specs Job Brief Holiday List System Tab Preparing the Contacts Table ....................................................................27 Adjusting the Phone Value Lists Setting Default Rates for Each Client Modifying the User Tab Setting Up Job Assignments Preparing the Jobs Table...........................................................................31 Job Numbers and Job ID Numbering Component Jobs Defining Job Specs Entering Current Jobs Setting Up the Designers Value List Setting Up the Acct Exec Value List Preparing the Estimates Table ..................................................................34 Defining Average Cost per Hour for Estimates Putting Unit Costs into Your Estimates Preparing the Estimate Items Table .........................................................34 Creating Email & Print Versions of an Estimate Preparing the Invoices Table .....................................................................36 Set Default Print Method for Invoices Customizing the Invoice Preparing the Mail Log Table ....................................................................38 ii TABLE OF CONTENTS Preparing the Weeks Table ........................................................................38 Preparing the Tax Rates Table...................................................................39 Preparing Other Tables ..............................................................................39 Managing Security 40 Principles of Security and Access Design ................................................40 Security and Security Management Features ..........................................40 What you get and why The Privilege Sets Layout Access Script Access Creating User Accounts Other Notes about Security .......................................................................45 Basic Studio Manager 46 Before Opening Studio Manager ...............................................................46 Opening Studio Manager...........................................................................46 The Studio Manager Interface ..................................................................46 Entry Screens ............................................................................................46 Tabs The Button Bar On Entry Screens List Screens ...............................................................................................47 Navigation ..................................................................................................47 Tables Places Scripts Menu..............................................................................................48 Printing from Studio Manager...................................................................48 Standard Audit Fields ................................................................................49 Data Entry 49 Relationships .............................................................................................49 Lookups .....................................................................................................50 Related Fields ............................................................................................50 Calculated Fields .......................................................................................50 Manage Database .....................................................................................50 Data that is Automatically Entered ...........................................................51 Data Entry Order 51 Importing Contacts 52 Preparing Contacts for Importing Importing One Category at a Time Importing Data from Text Tables Importing from Another Copy or Version of Studio Manager Matching Fields Import Options Getting a Good Import Updating Imported Data Importing in Batches iii Studio Manager Mobile 54 FileMaker Pro Resources 55 Tokerud Consulting Group ........................................................................55 FileMaker, Inc.............................................................................................55 Training ......................................................................................................55 Resources ..................................................................................................55 Read a book ...............................................................................................56 Consultants ...............................................................................................56 USING THE DOCUMENTATION Repeating Instructions & Making Assumptions We make the assumption here that while setting up Studio Manager, you are going to follow the installation section of this manual sequentially. We also assume that you are intelligent enough to be bored by the endless repetition of instructions that is typical of software manuals. Therefore, you may assume that we will repeat instructions for common tasks, features or functions, only a few times. From that point forward, we will assume that you know how to do it. If you are using FileMaker Pro 11, you may notice that there are some features available to you that did not exist in FileMaker Pro 10. We don’t describe the differences in this manual, so it is up to you to learn how to use those new features on your own. We are using FileMaker Pro 11 now ourselves. Contact us if you get confused. In general all documentation for Studio Manager uses the following formatting standards. At least that was our goal. Go easy on us if something doesn’t match exactly. Thanks. Emphasis = bold or italic depending on context Buttons = underlined or named as buttons or both; in all caps (if that’s how they appear) Field names = Italics Data in fields = in “quotes” Table names = Initial Caps Links to another part of the manual are underlined and clicking should take you there Outside links are underlined and colored blue. Clicking will take you to the web page to which it points assuming that you are connected to the internet. An email link will open a new mail window for you as long as your computer is configured for this function. DOING THINGS IN ORDER, OR NOT Not surprisingly, the order in which you do some setup tasks is like the old chicken and egg conundrum. Which comes first? Although it might make sense to modify something like the layout of your estimate before you begin using Studio Manager, it may be difficult for you to do so without the presence of some data so that you can test the result of your customizing efforts. For best results, read through this entire manual before you actually begin to do anything. By the time you are done, you will have a better sense of whether you want to quickly create some fake data for testing purposes, or if you would rather begin to enter your real data and follow with customization tasks later. iv Studio Manager 11 Installation & Setup Guide INTRODUCTION TO STUDIO MANAGER Welcome to Studio Manager 11, the world’s best FileMaker™ Pro template for the management of creative services. Effectively managing the business end of producing creative projects is as important to the ultimate success of a design operation as your ability to generate stunning graphics. Studio Manager 11 is the most current iteration of a product that began way back in 1987, before most designers had become skilled computer jockeys. Based on the very popular database FileMaker™ Pro, Studio Manager has evolved, along with FileMaker, from simple single-user software to a multi-user, featurerich management system that offers her users ultimate control over every aspect of running a time and expense type of business. This Installation and Setup Guide is a companion to the Studio Manager 11 User Manual. Together they are intended to first give you an overview of Studio Manager 11, and then to provide you with detailed instructions in how to use all the features. If applicable to you, also check out the Studio Manager 11 Mobile Manual (for iPad, iPhone and iPod touch). Studio Manager 11 is the first version of Studio Manager to support Apple mobile devices. Our goal is to teach you how to use Studio Manager 11 as competently as you use your design skills. We intend for our manuals to be visually pleasing, easy to understand and fun to read. Each person using these manuals, regardless of their role, only needs to read those chapters that are relevant to them. Users of previous versions of Studio Manager (who want to learn about new features), as well as those returning to the manual to find specific information, can anticipate being able to locate what you need quickly and easily. ADVANTAGES OF USING STUDIO MANAGER If you are reading this then you, or someone in your business or department, chose Studio Manager as the best software solution for managing your work. Ours is not the only system out there that markets itself to the creative services profession. Others that cost more may offer additional functionality like accounting: an inflexible task particularly unsuitable for management objectives. Some of them are less expensive (and have fewer features). A few are also based on FileMaker Pro which is a cross-platform (Mac and Windows) database application. Ever heard the term "black box" in reference to software? It refers to applications that offer specific functionality that cannot be customized. Microsoft® Word, QuarkXPress® and Adobe® Photoshop® all fall in the black box category. You may be able to do many things with them, but you cannot add or change features or the graphical user interface. Compare that to Studio Manager which can be extensively customized to look and work exactly like you want, but is not useful if you don't need the functionality. Studio Manager is customizable because it is based on FileMaker Pro. Studio Manager 11 requires FileMaker Pro 10 or 11. In order to use Studio Manager, you must also own and run FileMaker Pro. Doing so gives you the "keys to the kingdom." Although jam-packed with features that enable you to do everything from estimating to billing, keep in mind that Studio Manager is not a final product. It is totally modifiable by anyone with the skill to do so. FileMaker Pro makes this possible although FileMaker itself is a black box program. Using Studio Manager well requires that you learn some FileMaker along with the specifics of SM11. This manual will walk you through all required steps the first time it is mentioned. If you are new to FileMaker Pro, we recommend that you get up to speed by obtaining some training. See the Resources section at the end of this guide for some recommendations. STUDIO MANAGER FEATURES Each feature is presented in detail later on. Here is an overview that will give you a good sense of the essentials, a few frills and how it all works together. Contact management with specialized screens for prospects, clients, vendors and employees. Page 1 Studio Manager 11 Installation & Setup Guide Job tracking with instant access to every aspect of each job whether that is a list of tasks, a schedule of deadlines, the estimates, POs, actual job costs, and even billing. Installation and Setup Guide Job cost tracking means that you can look at a project at any point to determine exactly how much time and direct expenses have been recorded. Compare estimates to actuals in order to make informed decisions. Job Cost Reports Customizing Managing Access and Privileges Timesheets 3. Project Manager. This might be the db Administrator and the Executive in a small shop or multiple managers in a large organization. In charge of managing the flow of projects in the shop, this frontline position requires a thorough understanding of Studio Manager. At least skim each chapter, focusing on the features that are most relevant. Timesheets that will track your time per project can be enabled for every single person on your network. Estimating is so easy (SM11 uses a checklist and modification scheme) and intuitive that any excuses to not estimate promptly and often are rendered irrelevant. Entire User Manual, cover to cover Invoices can be generated from actual costs or estimates as well as from scratch. Mobile Manual, if applicable For those that need them, Studio Manager 11 also includes Purchase Orders, Payables and Communications. 4. Sales. Marketing and sales execs track their tasks within the contacts management parts of Studio Manager. TYPES OF STUDIO MANAGER USERS Identify who you are in the list below or in the chart. Then refer to the chapters of these manuals that are recommended. 1. Database (db) Administrator. This is the person or persons that have access to every aspect of the program. They know in their bones why you use Studio Manager and how to use virtually every aspect of the program, from setting it up to making changes. Installation and Setup Guide Role What to Read Database Admin Entire manual, cover to cover. Skim. Then read and refer to in detail as you implement modules in phases. Executive Entire manual perhaps skimming and then reading details as desired. Then use as reference when needed. Project Manager Entire manual except set-up section of manual. Skim, then go into detail on pieces you need to master. Sales Introduction, Managing Contacts, Jobs, Estimates, Timesheets. Designer Introduction, Managing Contacts, Jobs, Estimates, Timesheets, plus customizing if you are designing the invoice and estimate formats in Studio Manager. Freelancer Introduction, Managing Contacts, Timesheets. IT Skim entire manual lightly. Master Installation and Setup. Also need to read FileMaker and FileMaker Server documentation. Support DB admin as appropriate. FileMaker Consultant Skim entire manual lightly. Master Installation and Setup if IT isn’t doing this. Study sections you are specifically customizing, supporting or training on. Upgrader Read Appendix G on new features in Studio Manager 11 and any other sections you have been meaning to read. Then use the manual for reference. Entire User Manual, cover to cover Mobile Manual, if applicable 2. Executive. This is generally the owner, the partners or the head of the department. They are the ones likely responsible for the use of Studio Manager in the first place. They may not know how to use each feature, but they do know why. Unless they have delegated the job, it is the Executive who sets preferences and determines details like billing codes and rates. Introduction Page 2 Studio Manager 11 Installation & Setup Guide Introduction Introduction Managing Contacts Installation and Setup Managing Jobs Customizing Managing Estimates Managing Access and Privileges Timesheets otherwise, Entire Manual, cover to cover Invoicing - if included in the job description Mobile Manual, if applicable Mobile Manual, if applicable 5. Designer. This user type also includes Production Artists. These are the creative staff, the ones who actually design and produce graphics and communications. Largely populated by right-brain individuals, these folks may not use Studio Manager as much as those in charge of the finances. Introduction Managing Contacts Managing Jobs Timesheets Customizing - if modifying layouts or forms 6. Freelance. It is up to the Executive to determine just how much access an independent contractor or temporary can have to the Studio Manager system. It is common for them to be limited to entering their time. Some may be included when tasks are scheduled and if so, they need access to Contacts. 8. FileMaker Consultant. If you require extensive customization, hand holding during installation or personalized training, then we recommend that you hire an experienced consultant. In addition to doing this ourselves, we keep a list of those already familiar with Studio Manager. These folks are spread out all over the world. Unless they learned Studio Manager 11 from another client, we recommend full immersion. All manuals, cover to cover 9. Upgrader. This is the person who has used, and so is familiar with, a previous version of Studio Manager. At this point, that could be Studio Manager 4 to 10. Upgrading requires importing old data into SM11 along with any custom features or previously modified layouts. It requires a fairly high-level type of user who understands both the old and new versions. At the very least, read Introduction New Features (Appendix E: User Manual) Introduction Upgrade Manual (separate document) Timesheets Mobile Manual, if applicable Managing Contacts 7. IT. Many studios are blessed with one or more Computer Geeks or Information Technology specialists. These are the folks who are best prepared to fiddle behind the scenes (customize) and assist with installation and setup. How much they do is going to depend on their FileMaker Pro skill. If they know FileMaker well, then they may even be able to offer training. It is quite common for upgraders to work directly with us, Tokerud Consulting Group. This ensures that the upgrade process is both smooth and accurate. Page 3 Studio Manager 11 Installation & Setup Guide PHASED IMPLEMENTATION Part of the power in holding the keys to the kingdom is in choosing to install, configure and implement the various features of Studio Manager a little at a time. Of course, you could jump right in, take a FileMaker class or two over the weekend, make everyone read the whole manual and then dive into the entire program first thing Monday morning. We don't recommend this, but it's your choice. Our advice is that you bring Studio Manager online in phases. By doing so, you don't overwhelm anyone and you don't waste valuable design time while you are still learning. Like any software application, you can expect for Studio Manager to have a learning curve. It's a bit slow at first and a few mistakes get through. As the screens and functions become more familiar, folks will learn more quickly. Anyone who uses Studio Manager for more than filling out timesheets can benefit from some basic FileMaker Pro training in addition to learning the specifics of Studio Manager. Two approaches have been identified. Pick the one that you believe will work best in your situation: phases by module (feature-based) or phases by type of user. PHASES BY MODULE What is a module? We are so glad you asked. We latched onto this term to describe what FileMaker Pro refers to as a "table." In the world according to FileMaker, tables are the distinct parts of the database that contain both the layouts and the data and which have "relationships" to each other. The word “table” is rather generic and is also used to describe something else (a type of chart) in the graphics world. Since we, Tokerud Consulting Group, the developers of Studio Manager, like to think in terms of functionality rather than programming, the term "module" makes more sense to us. It is a technicality that some of our modules have the same name as some of our tables. There are many other tables in Studio Manager that you will rarely, if ever, see. Unless you are one of those geeks or a consultant, all the ways that the tables relate to each other is too esoteric for a user manual that purports to be simple. Page 4 That said, if you choose to implement Studio Manager in phases by module, here is the order that we recommend: 1. Contacts, Billing Codes, Jobs 2. Tasks 3. Timesheets 4. Job Costs 5. Estimating, Invoicing 6. Purchase Orders (optional) 7. Payables (optional) 8. Correspondence PHASES BY TYPE OF USER Refer back to "The Types of Studio Manager Users." To phase in SM11 by user type, first decide what functions are most important to you. Then bring Studio Manager into the workflow gradually by having fewer and then more and more staff use it until everyone is up to speed. You might even have an employee or two that help train everyone else. Regardless of the order, it really makes a difference to have someone who is in charge. THE IMPACT OF STAFF TURNOVER Organizations that use Studio Manager, or any other management system, are affected by staff changes, especially when those with primary responsibility for maintaining the database depart. If at all possible, we recommend that employees train their replacements. All new hires, trained or not, deserve to be given a copy of the manuals. Of course, they only need to read the chapters that are applicable to them. Occasionally you are going to get lucky and discover that a new hire has FileMaker or even Studio Manager experience. Both have become popular enough that they have generated a following. Studio Manager 11 Installation & Setup Guide SYSTEM OVERVIEW In this section you will learn about the relational database structure of Studio Manager, a set of interrelated FileMaker™ Pro tables* designed to help you better operate, coordinate, participate in and evaluate the work of your studio. * Tables contain all the records, fields and data in a file. A file with multiple tables linked together contains all the information about related topics, thus forming a relational database. *TABLES: are used to organize sets of data records into logical groups. For example, Studio Manager has tables for contacts, jobs, invoices, estimates, notes, tasks, etc. In the contacts table, any number of contact records can be kept. Each record is like a rolodex card that stores a contact’s name, address, phone, email and other pertinent details. But since the rolodex cards are electronic, the information can be displayed in many different ways including in lists, forms and reports. While you work in Studio Manager, you’ll always be working in one table or another. Sometimes you’ll be in the Jobs table, working on creating new jobs or tracking and updating job details. Other times, you may be working in the Contacts table, looking up information about a client or vendor. And still other times you’ll be creating new estimates in the Estimates table, or entering a timesheet in the Timesheets table. Because the tables in Studio Manager are linked together, when you are in one table, you can view or enter information into related tables without actually having to go to that related table. The core functions of Studio Manager are job tracking (costs, time and tasks), estimating and billing. Additionally, SM11 includes tables designed for contact management, purchase orders, payables and timesheets. OVERVIEW OF STUDIO MANAGER’S TABLES Studio Manager 11 is a single file. Inside this single file there are more than 25 data tables and almost 20 auxiliary tables that perform various behind-the-scene functions. RELATIONSHIPS. Different tables in Studio Manager are linked to each other by relationships. Relationship are defined by matching a field in one table to a unique identifier in another table. Since Studio Manager has defined a relationship between Contacts and Jobs, when a new job record is created, only the contact number for the key client contact needs to be entered into the job record. This single identifier allows FileMaker to lookup the matching contact number in Contacts and then display or print anything about the contact that has been entered into his or her contact record. Once you’ve entered the contact number into a job, the name, company, address and billing rates are looked up. Other similarly established relationships allow contact information to flow effortlessly into new invoices, estimates, purchase orders and payables as soon as the contact number is entered. By means of the relationship between Contacts and Jobs, you can also see downstream from Contacts to Jobs. This allows you to view all the related jobs and estimates for a particular client within a scrolling sub-window called a “portal”. You can also see all the purchase orders and payables for a vendor in a portal. Or all of the timesheets or unfinished tasks for an individual employee. Relationships allow you to drill down to see details. They also allow you to go up the chain to the “owner” or parent record. You might be viewing a timesheet, for example, and want to look at some detail about the employee who filled out the timesheet. Because Studio Manager has defined a relationship between employees and timesheets, you can jump up the chain to the employee record with one click. This allows you to quickly get the information you need. The primary tables are those that you work in most often – where you enter and process data and where you go to print forms and reports. Because Studio Manager is a relational database, some of the data that you view and enter into the main tables is actually stored in one or more secondary tables in the background. Some reports also take advantage of secondary tables. The exact tables used to perform a function are often transparent to the average user. A good example are the layouts used to print reports. These sometimes reside in secondary tables. Tables like Purchase Orders and Payables are also considered secondary because their use is optional. Page 5 Studio Manager 11 Installation & Setup Guide We include a third type of table in Studio Manager; what we call support tables. These include the online help tables. clients. Because of this, the formatting is crucial for a creative services firm. You’ll want to take a few minutes to personalize the invoice. We have a fourth type of table in Studio Manager that we call back-end tables. These tables are used to store small amounts of data about the system. Estimates. When you create a new estimate from the Jobs table it imports the default billing codes and descriptions you have specified for estimating as estimate line items. PRIMARY MODULES (TABLES) Contacts. This module contains the master contact list of everyone your firm deals with. For the purposes of Studio Manager, there are four types of contacts we need to account for: prospects, clients, vendors and employees. [You can also include other types of contacts if you like.] In order to track the details of jobs and create estimates, invoices, etc., all of your active prospects, clients, vendors, and employees should be included in Contacts. Most operations in Studio Manager begin with Contacts and all the other main tables are linked to Contacts. Jobs. This is where you track your jobs or projects. Each record covers the details about a single job. Job numbers, titles, descriptions, specs, statuses, start and completion dates and job rates are stored here. These line items appear in scrolling check lists on the Estimates entry screen but are actually stored behind the scenes in the related Estimate Items table. The average user doesn’t need to know where the line items are stored, but we thought you might want to know. You enter hours and projected expenses to build your estimate. Rates are applied and totals are calculated instantly and automatically. This functionality allows you to create and print out your estimates in minutes. Again, you’ll want to look at the several alternate estimate formats that Studio Manager provides and take a few minutes to refine the format of the layouts you think you’ll use. As mentioned above, when you create a new job record, normal hourly rates for the client are automatically looked up from the Contacts table. You may change the default rates if a particular job has special circumstances or requirements. Job Costs. This is the master data table where time, expenses, estimate and billed amounts are stored by job for reporting purposes. Job Costs is such an important table that even though regular users never come here, we consider it a primary table. However, if you are the studio manager, you may come here often to run the reports you need to control and track the status of your jobs. Because you can see downstream and drill down from a job to its estimates, time, expenses, invoices and purchase orders, Studio Manager’s Jobs table becomes the control center for your business. Even though few layouts in Job Costs will be viewed by anyone outside the your own organization, you may want to format these reports to your own standards, when time permits. Timesheets. You and your staff can use Timesheets over the network from your own computers to enter your time electronically as you work. Whenever an entry is made into a timesheet, it is immediately added to the Job Costs table and available for status reports. Calendar. New in Studio Manager 10 was a calendar view that shows task deadlines. Click on the one line task name to open a modular Task Detail window for more information or to edit. Draws in data from Jobs, Contacts and Tasks. Also jumps to a Week view. Invoices. This is where you input and manage your invoices, although much of the actual data that you work with here – the invoice line items, is stored in the related Invoice Items table. Invoices is where some of Studio Manager’s biggest magic happens. Generate invoices from time and expenses or from estimates with the push of a button. Besides quickly getting bills out, you can track and report on your accounts receivables, monthly sales and quarterly sales tax too. Invoices go to your most important audience, your Page 6 SECONDARY TABLES Billing Codes. This table contains the records of your standard billing descriptions and billing codes. You include here codes for design, illustration, photography, comps, art direction, production, printing, etc. Billing codes are used when you and your staff enter expenses and time worked, and in the creation of estimates, invoices, purchase orders and payables. Studio Manager 11 Installation & Setup Guide Purchase Orders. POs can be generated in one of two formats. One is very simple and freeform with a large description area and a single amount field. The other allows up to 6 line-items on the same PO with amounts for each and a total. The actual line-item data for POs is stored in the Job Costs table and when you need the most flexibility, you have the option to print the PO in Job Costs. When you first start using purchase orders, if you choose to do so, try out all three purchase order formats so you’ll know all your options. You’ll probably find that one of the three formats suits your needs for most purposes. Then the other formats will just be there if you ever find yourself with an unusual purchase that doesn’t work with your favorite format. Again, you’ll want to take a few minutes to customize the purchase order layouts to fit with your standards when time permits. Estimate Items. Estimate line items are stored in the Estimate Items table but are usually viewed from the Estimates module. Detailed estimates are printed in the Estimate Items table for maximum flexibility. Estimate Items are also used to create invoices so that you can bill the client what you said you were going to bill without having to re-enter the details. The Get Estimate link on the Invoices entry screen, grabs an estimate with or without change orders and fills in the invoice for you. Invoice Items and Invoice Payments. Invoice items are the line items of every invoice and Invoice payments are your record of payments on those invoice. By keeping this data in separate tables, you are able to analyze and report on billing results. If the line items and payments were stored in the Invoice record directly, you couldn’t sort and subtotal them in different ways for different purposes such as reporting on sales by service category or client payments by month. Tasks. The work of scheduling, allocating work, gauging whether you can finish a new job to meet a client’s requirements, is vitally important in a creative services firm. Studio Manager is designed to make this work as easy, effective and efficient as possible. Normally, you’ll work with tasks in a portal on the Tasks tab in the Jobs table. There you can print a schedule for a job or view your entire schedule of deadlines using the tabs provided. Each task that appears in Jobs or Contacts in scrolling portals is actually stored in the Tasks table. You can enter and edit tasks directly from the portals in Jobs and Contacts. Notes. From the Jobs table, your team can enter notes about a particular job as needed. The portal in Jobs shows the related records stored in the Notes table. Payables. If your accounting program doesn’t handle payables the way you want, you can track them in Studio Manager’s optional Payables table. Just enter supplier invoices as they come through the door (or via email). Allocate single bills to multiple Job Numbers quickly when you need to. Since one of the main functions of a payables feature is to help you pay your bills on time, when you open Payables, you see your current Accounts Payable report. Mail Log and Mail Templates. These two tables are the basis of the correspondence features in Studio Manager. The Mail Log contains a record for each letter, fax, email or other type of correspondence you send to each person in the Contacts table. Besides speeding up data entry, you also get better storage and access to all your correspondence. It’s all stored in a table which is searchable by name, topic, date or any other field you might choose. Mail Templates allow you to create and save forms and standard messages for bulk mailing. It also lets you save a list of the people you sent those mailings to in case you want to send to that same group in the future. Tax Rates. This table contains a list of California counties plus special codes for Resale and Out of State. Each record includes an abbreviation for the county, the county name and the current sales tax rate. California-based businesses should check this table against an official Franchise Tax Board sales tax rate table to make sure the table is up-to-date. As rates change, you will need to update the table. If you are not in California, delete the sample data and add your own (if you need to tax invoices). It is fairly easy to modify the built-in tax calculations to get them to work for a variety of tax requirements. Weeks. The Weeks table is a tiny lookup table that makes it possible for Studio Manager to create weekly Job Cost and Schedule reports. It assumes you start your weeks on Mondays and end them on Sunday. If you need to start your weeks on Sundays, contact us for instructions to change the weeks table to fit your needs. It’s an easy one-time change. Page 7 Studio Manager 11 Installation & Setup Guide In Studio Manager 10 the Weeks table was expanded to work with the Calendar in order to show you task deadlines in a more detailed week view. SUPPORT TABLES Help. Studio Manager comes with its own on-line help system. The Help table contains a single record for each help item. It does not contain nearly everything in the manuals, but does include many of the instructions for setting up and operating Studio Manager. When you click the Help button, you get taken to the help table to see what’s available for the table you were working in. You can add your own help or modify existing help entries to reflect additions and changes you’ve made. In current versions of Studio Manager, Tooltips have been added to some buttons as a way to learn what that button will do before you click. Tooltips are not intended as a replacement for Help or this manual. HelpIndx. The HelpIndx table is used to match help topics to particular tables. Users never need to access this table directly, but it is vital to the help system and should not be removed or changed. BACK-END TABLES We do not have to create whole separate tables every time we want to track something. There are several little tables used for this purpose. We gave each of these back-end tables a “z_” prefix so they would sort to the bottom. In the security piece, we’ve got Accounts and Privilege Sets. We keep lots of good information about Layouts, Tables and Scripts in those tables. We’ve got some miscellaneous tables for error codes, global variables, custom functions, new layouts, new scripts and user feedback. WINDOWS COMPATIBILITY Although most of our clients use Macintosh computers, a significant minority are running Windows on a PC. We are in business to serve you, not Microsoft or Apple, so although Studio Manager is developed entirely on Macs, we make the extra effort to stay compatible with Windows. Page 8 If you are a Windows user, be aware of two limitations that we have. We are small and don’t have the resources to test Studio Manager with a wide range of operating systems or hardware. If the past is any predictor though, we’ve received nary a complaint. Cross platform functionality is very well implemented. We refer you to FileMaker Inc. for printer compatibility issues since they are not specific to Studio Manager. If you have any doubts about your printer being supported, contact FileMaker Inc. before you purchase Studio Manager. Also take a look at our demo on one of your Windows machines to see for yourself how it looks. We know that if anyone is particular about appearances, it is graphics professionals, so we don’t take for granted that you will be satisfied with our choices. you can however change fonts and layouts to fit your taste and needs. DISCLAIMER No software is ever certain to be without bugs. Even though computer calculations tend to remain accurate when they have been built correctly, unusual data input (which was not originally anticipated when the calculation was written) can be mishandled by the system. Although we would like to offer an iron-clad guarantee, we cannot. We’ve tested Studio Manager 11 very thoroughly and we’ve especially tested and retested critical data processing scripts that delete data. Even still, we have to allow for the unknown. Studio Manager is offered to you as is. Tokerud Consulting Group can’t bear the responsibility for any loss of data or loss to your business because of a bug in the software. This disclaimer is consistent with industry standards. The next part of this manual offers some good advice to help you avoid any pitfalls. Studio Manager 11 Installation & Setup Guide PLAYING IT SAFE TESTING STUDIO MANAGER WITH HISTORICAL DATA The most likely time to find a “bug” (or simply something that doesn’t work the way you expect) is when you first start using Studio Manager. A good precaution to take when you are just starting out is to enter data on a variety of small completed jobs to see if Studio Manager calculates the answers the same way as your old system. Compare the output from Studio Manager against your old reports. If there are discrepancies, try to find out why. Please call us if you have any questions. Once you are confident that Studio Manager handles your completed jobs correctly, start using it on current jobs. But double-check everything Studio Manager does until you are confident that it works perfectly. NEVER ASSUME THE COMPUTER CAN’T MAKE A MISTAKE. Even though you will get much higher rates of accuracy with Studio Manager than you would get using a calculator or even a spreadsheet, don’t have blind faith in its output. Make a practice of glancing over your invoices and estimates before they go out and make sure they look reasonable. If not, check into it. Contemplate the figures and contact information. Check out anything that looks like it might be wrong. GARBAGE IN, GARBAGE OUT Studio Manager can detect many fairly gross data entry errors and warn you about them. For example, if you enter a number into a date field, you will get an error message. But Studio Manager can’t detect a transposition error where you enter in 39 instead of 93. Typos can slip through. There are some simple cross-checks you can make to help insure accuracy. We suggest that you compare key totals from Studio Manager to your accounting totals. Then, after you’ve entered all your time into Studio Manager, compare Studio Manager’s total against your calculator total. It is good business practice to have a cross-check for each major aspect of your system. If, after consulting our documentation, you feel you have detected a “bug”, please call us at (415) 789-5219. Or even better, send an email with Studio Manager in the subject line to Janet at [email protected] and followup with a phone call if it is urgent. We will be happy to help you check out the problem. Our policy is that we don’t bill you for time we spend helping to diagnose or eliminate real bugs, but we do charge for our time when the problem you are having is not due to a bug, but is really just a user error. BACKING UP As with any important data, it is vital that you back up your Studio Manager file. Because it contains information critical to the operation of your business, we recommend that you back up at least once every day that you use it. We strongly recommend that you keep multiple Page 9 Studio Manager 11 Installation & Setup Guide backups. If you already have a reliable backup system in place for all data on your hard drive or network, then just make sure Studio Manager is included. Remember, backing up is the only way to absolutely insure the safety of your data. Back up often (daily at minimum) and make multiple copies. Keep at least one copy of your backup off-site. Rotate your on-site and off-site backups at least weekly. If you use FileMaker Server, please take advantage of the built-in automated backup feature that allows you to make backup copies without closing the file. As Scout is fond of saying, computer equipment is cheap, easy to replace and doesn’t care a lick about your data. Your data is your business. Invest whatever time and expense is required to reliably back up all of your important data! Backups are important for all data until the computer industry creates the totally reliable hard drive. Until then (don’t hold your breath) it is not a matter of whether your your hard drive will crash; it is only a matter of when. SAVING BACKUPS Make backups of Studio Manager on a schedule something like this: every day for 7 days, every week for 6 weeks, every month for six months, every year. Back up to hard drives, removable media or online backup services. SENDING A COPY TO US If you ever need to send Tokerud Consulting Group a copy of Studio Manager, you can send it compressed as a Zip file. Contact us first. It’s better if you don’t just send your file via email. You may already have a system in place for sending and receiving large files via FTP, MobileMe (from Apple) or another internet service. We will happily send you an invitation to Dropbox, our current choice. M U LT I P L E U S E R S FileMaker Pro is designed to permit more than one user to access a file over a network. If you have Macs and or PCs wired (or attached wirelessly) together to print to a single laser printer, then you have a network. FileMaker has its own built-in networking capability. Turning Network Sharing On/Off The capabilities of Studio Manager can be shared and enhanced by using it over a network. In order for file sharing to be enabled, Network Sharing must be turned on. From the File menu, select Sharing and then FileMaker Network. Click on the radio button to turn it on. If you are not going to use Studio Manager over a network, you can shorten the time it takes for the file to open by turning Network Sharing off. SETTING UP STUDIO MANAGER FOR FILE SHARING When sharing Studio Manager over a network, put it on a server with a fixed IP address. If you don’t have a dedicated server (highly recommended), put the file on the computer you use least for intensive processing. This does not need to be your most powerful computer, but it should be one that is lightly used and not prone to crashing. A dedicated server is highly recommended because a machine running only FileMaker will rarely, if ever, crash and performance will be better. TIP. Keep Studio Manager open on the server. Use both a dedicated hardware server and the FileMaker Pro Server software if you have five or more concurrent users. Technically, a copy of FileMaker Pro can host a maximum of 9 concurrent users. Our personal experience has led us to recommend up to 5 clients. Follow instructions in the FileMaker Pro Server manual to make Studio Manager accessible across your network. OPENING STUDIO MANAGER OVER A NETWORK Users who want to access Studio Manager on a local area network (LAN) should have a copy of FileMaker Pro that is the same version number as the server. At the very least FileMaker Server needs to be version 10, although FileMaker Server 11 is recommended. Page 10 Studio Manager 11 Installation & Setup Guide To open Studio Manager across a network, follow these steps: Make sure Studio Manager is open on the server. Launch FileMaker Pro on the client computer. At the Open dialog box, click the Remote... button Double-click Studio_Manager in the right panel of the dialog that appears (If you are accessing remotely, first select the server in the left panel). network. Although you’ll be subject to delays whenever you first access a particular data set, subsequent access is cached and is quite reasonable on a remote broadband connection. Using a bit of patience with the occasional delay, we’ve been comfortable working an hour or more connecting to many of our clients’ Studio Manager servers on the East coast (from California). Networking with FileMaker is pretty straightforward for someone with basic networking knowledge and the FileMaker user guide (a PDF) plus the Studio Manager manuals close at hand to answer any questions that come up. If there is a staff person or consultant who normally handles your network, get them involved here to make sure your network is set up correctly for best performance. Please note that FileMaker Server 11 requires an Intelbased Dual core Mac or compatible Windows PC. NETWORKING RECOMMENDATIONS Gigabit Ethernet, or in a pinch 100BaseT Ethernet, is recommended for acceptable access speeds for computers on the network. Local wi-fi access speeds are also usually quite good but not as fast as hardwired networking. If your access speeds as a client on your local network isn’t good, check with your local networking consultant or in-house expert. If you intend to use an iPad or iPhone to connect with Studio Manager 11, then version 1.2 of FileMaker Go is recommended. Most features will also work with FileMaker Go 1.1. For more about the compatibilities between FileMaker Go and FileMaker see http:// help.filemaker.com/app/answers/detail/a_id/7733/ kw/. You can also share Studio Manager data via the internet. This may be convenient for remote users, but it also makes your tables available to anyone who might have access to the IP address of your server. Good thing you have password protection. Work with an expert if you also want a firewall. Starting with Studio Manager 11, it is now possible to access Studio Manager via FileMaker Go from any Apple mobile device that supports it: iPad, iPhone and iPod touch. Currently both the iPad and iPod touch require access to a wireless network. Although it is possible to connect with the host via the 3G cellular network on your iPhone, this is not recommended due to slow performance and the fact that it uses your iPhone’s data plan (which could cost you extra). If you are thinking about accessing remotely via 56k modem or with the average cell phone, be prepared for very slow going. A modem connection, unless it is broadband, is much, much slower than a local Page 11 Studio Manager 11 Installation & Setup Guide I N S TA L L AT I O N BEFORE USING STUDIO MANAGER THE FIRST TIME You may only need to use this section of the manual one time, when you set up Studio Manager for the very first time. If Studio Manager is already up and running, you might wish to skip to the sections starting with Basic Studio Manager. MINIMUM REQUIREMENTS Studio Manager requires FileMaker Pro, FileMaker Pro Advanced, FileMaker Server, or FileMaker Server Advanced. For simplification of this documentation, any reference made to FileMaker applies to all 4 of these applications, unless stated otherwise. Studio Manager runs on FileMaker 10 or 11 in Mac OS X or Windows. For details, consult the FileMaker, Inc. website for software and hardware requirements (http://www.filemaker.com). For best results install both FileMaker and Studio Manager on a fast Mac or PC. If you want multiple users to access Studio Manager, then choose a relatively fast, recent model computer as the server. The Studio Manager template has been designed to work best on a modern color monitor that can display at least 1024 x 768 pixels. If you are in an unusual situation where you don’t have a monitor big enough to see everything, you can modify layouts as needed. Some layout elements (especially backgrounds) are locked and will need to be unlocked (a simple menu command) before they can be moved or resized. FONTS Studio Manager uses the fonts Lucida Grande for entry and list screens, and Arial for reports. We needed a condensed font that would be legible in a small point size for the schedule report, so we chose Adobe’s Futura Condensed. This font is NOT supplied with Studio Manager, but is widely available. If you do not have Futura Condensed, then substitute another condensed font or use a smaller point size of a regular font like Helvetica or Helvetica Neue. Use a different condensed font if you prefer. If you don’t have a condensed font, you may want to apply the Condense style. The condense command in FileMaker isn’t all that pretty. It smashes letters together. You have been forewarned. Page 12 Be sure to install the same version of each of these fonts on each computer that will be used with the tables. You may of course customize Studio Manager to use any fonts you wish, just be sure that these same fonts are installed and opened on all the computers that will use it. INSTALLING FILEMAKER Studio Manager 11 was developed from Studio Manager 10 using the FileMaker Pro Advanced 11 application. In order to use all features of Studio Manager 11, you must use FileMaker Pro 11 or FileMaker Pro Advanced 11. Prior to using the Studio Manager template, install FileMaker. A separate installation code is required for each computer used concurrently. As a registered owner of FileMaker you receive regular email regarding updates. Alternately, check the FileMaker website, from where you can download or purchase any update/upgrade you require. Although the file format used by FileMaker Pro 11 seems to be the same as versions of FileMaker 7, 8, 9 and 10 (note the .fp7 extension at the end of the file name), Studio Manager 11 requires FileMaker Pro 10 or 11 and will quit if you attempt to open it in an earlier version. Although the file will open and is mostly useable with FileMaker 10, features that require FileMaker 11 will not work. If you wish to access Studio Manager via FileMaker Go (iPad, iPhone, iPod touch) then you must use FileMaker 11 or higher. FILEMAKER SKILL REQUIRED Using all of the features in Studio Manager requires basic FileMaker Pro skills. If you have never used FileMaker before, take the time to work through the tutorial that comes with the FileMaker application, or contact a local training resource. We strongly recommend that the person responsible for database maintenance receive the training they need to be at least a competent intermediate-level FileMaker user. Studio Manager 11 Installation & Setup Guide You can stop looking for the Studio Manager box. This software and its manuals are in digital format. Whether you purchase or upgrade, you receive an email with a URL for downloading. This allows you to choose when you want to download it. Updating from an earlier version of Studio Manager If you are updating from an earlier version of Studio Manager, refer to the separate document on that topic. There is a set of recommended steps to take to prepare your older Studio Manager tables (or files) for conversion. Please read that information carefully before conversion. The URL is designed to initiate a download of the Studio Manager folder. The folder is zipped and expanded automatically (or manually depending on settings on your end). The folder contains the Studio Manager 11 file and PDFs of the User Manual, this Install and Setup Guide, an ePub (for use on your iPad, iPhone or iPod touch) and a ReadMe. If you upgraded it also includes an Upgrade Guide. SINGLE-USER If you are a one-person shop or only use Studio Manager on one computer, then simply install one copy of FileMaker Pro or Pro Advanced with your other application programs and place the Studio Manager folder where you store your documents. Open Studio Manager with the master password and set Sharing (from the File menu) to “Off”. INSTALLING STUDIO MANAGER ON YOUR HARD DRIVE You installed Studio Manager based on instructions in the ReadMe PDF. Since this was already done, those instructions are not duplicated here. If you need to reinstall the file you received (which includes none of your data unless we upgraded for you) return to the original folder and ReadMe file. MULTI-USER BUT NOT SERVER In a small installation of 2 to 9 users, you may opt to serve Studio Manager from a copy of FileMaker Pro or FileMaker Pro Advanced, even though performance with FileMaker Server is somewhat faster. Install Studio Manager only on the computer you are designating as the server computer. Install FileMaker Pro on each computer from which you wish to use Studio Manager. Page 13 Studio Manager 11 Installation & Setup Guide MULTI-USER WITH SERVER In this scenario you have dedicated a server-type computer onto which you install FileMaker Server or Server Advanced software and Studio Manager. Follow the instructions supplied with FileMaker Server. OPENING STUDIO MANAGER When you launch Studio Manager, unless the security feature has been disabled, you will be asked to login with a username and password. If this is the first time you have opened Studio Manager, use the name and password given to you. If you see the Welcome screen, click on the triangle icon at the right end of the field to see a list of approved users. If this is the first time a new copy of Studio Manager is opened, then select New Employee. Otherwise select your own name. Page 14 Once a user account has been activated, that user will skip the Welcome screen and be taken directly to their Employee Dashboard. Studio Manager 11 Installation & Setup Guide CUSTOMIZATION CONSIDERATIONS Because this version of Studio Manager is base on FileMaker 11, it is easy to customize to your unique needs and preferences. We encourage you to consider working with us in some capacity to help you customize your system. We can be especially helpful in the planning stages, whenever you contemplate a substantial change or extension to Studio Manager. Although we are a small firm, we make ourselves available to handle customization projects for our customers partly because it’s a way that we can stay in tune with our customer base and your needs. You must use the most current version of FileMaker Pro or Pro Advanced for any extensive customization. If you have a competent local FileMaker consultant or expert staff member already, we are available, if you wish, at our normal hourly rates, to assist them in implementing advanced customization tasks. We recommend that you budget at least a few hours (3 or more) to use us as consultants to support your people so that they can get all of their system questions answered as they proceed with their customization work. Since we built Studio Manager, we can often quickly answer a question that might take them longer to figure out without our input. Refer to the section on Personalization for more information about modifying Studio Manager to meet your unique needs. If you do make significant changes to your system, be prepared to share the revised version with us when and if you need our help. Chances are that you already have a preferred method for sharing large files. We are flexible about the method (ftp, iDisk, Dropbox, etc.). For best results, zip the file after you have closed it, then tell us how you’d like us to grab it. Contact us first [email protected] if you want our help to figure out the best way for you to share your file with us. The Map Wherever you see it in Studio Manager, we’ve used the Studio Manager logo as a button that takes you to the map of Studio Manager. On the map, you’ll see the key places in Studio Manager and how they interrelate. We encourage you to use the Map screen often as you are learning Studio Manager. Click on the icons there to navigate to a particular module. P E R S O N A L I Z AT I O N CUSTOMIZATION You are encouraged to make Studio Manager your own. As part of the setup process you will be instructed in ways to do that via two methods. Personalization techniques generally are settings or data entry that you make in Browse mode. They do not require more than beginner level skill in the use of FileMaker Pro and are easily accomplished by following the instructions in this manual. Customization, on the other hand, requires dipping into the back end, adjusting layouts, scripts, field definitions or more. In order to customize Studio Manager, we recommend that you have at least intermediate level skill with FileMaker Pro or that you assign the work to someone else who does. We hope that we, Tokerud Consulting Group, developers of Studio Manager, will be your first choice and we are far from your only choice. Customizing for our Studio Manager customers is synergistic because it gives us the experience we need to keep improving Studio Manager and stay current with needs of the creative services business community. Because we built and continuously enhance Studio Manager, we can work very efficiently to change it. The internet and cheap or free long distance phone lets us extend our reach around the globe. However, if you have extensive needs or have already got a staff person or local consultant you like, we are pleased to serve as support on an as needed basis only. We are very generous in our support of other FileMaker consultants who work with our Studio Manager customers. The more Studio Manager knowledge in the world, the better. It is a common thing for a FileMaker consultant to recommend Studio Manager to his or her other customers once he or she has one installation or customization under his or her belt. BACKUP, BACKUP, BACKUP As a general rule of thumb, figure that mistakes, accidents, power outages, disasters, user error and mechanical failure are possible at any time. Your only insurance is to make regular backups. We’ve said this before. We’ll say it again. Always backup before doing any personalization or customization. Page 15 Studio Manager 11 Installation & Setup Guide INCLUDING YOUR COMPANY NAME ON REPORTS Make sure your company name, phone and fax numbers are entered correctly on the Studio Manager Preferences screen in Billing Codes. Your company name will then appear automatically in all existing Studio Manager reports. Select the SM Prefs tab. If a member of your design staff has some time, you may also wish to change the report typeface from Arial to a font of your choice on each report layout. Changing the font will likely require some extra layout work to realign fields with labels. While you are getting the hang of it, we advise you to make a duplicate of each layout before you change it. Or, you can simply backup the whole database file to your desktop and have it handy if you need to revert to it to start over on your layout changes. On Filemaker reports, you need to be careful to keep fields within their correct parts. CUSTOMIZING FORMS AND REPORT LAYOUTS It is a good idea to make a backup of Studio Manager before you start making revisions. Another safeguard is to make a duplicate of a layout before you revise it. In Layout mode, duplicate the intended layout. Then, using the Layout menu, go back to the original layout to make your changes. You will never regret having made this backup. You can always delete it when you are satisfied with your edits. If you make mistakes on the real layout, refer back to this duplicated copy to see how it looked before you started making changes. Unless you are very experienced and really good at this sort of thing, it is also best to make important layout changes to Studio Manager when it is not being shared over the network. It is possible to do that, but we advise against it. Of course, we do it (very carefully), so if you are a FileMaker Pro, have at it. You may want to add your logotype or letterhead to one or more layouts in Studio Manager. If you can’t recreate it to your satisfaction using FileMaker Pro’s layout tools (likely), then insert graphics into the layouts of your choice using the Insert... Picture command while in Layout mode. A few words of caution. If the graphic includes any fonts, either convert them to outlines or make sure the fonts will be loaded and open on each computer that will run Studio Manager. Otherwise the fonts will be bitmapped and they’ll look way ugly. Page 16 Each layout that you modify for email PDFs can also be used for faxing. Fax machines are quickly becoming obsolete although you may be set up to use a fax modem. If so, use the same layout for faxing that you use for email. Studio Manager is supplied with only one layout per form or report, that assumes that you will print on your letterhead from a printer. If you want the option to print to your letterhead sometimes and to print the whole thing to PDF or paper on other occasions, you will need to use separate layouts for each option. To do this you will need to duplicate one or more layout and modify or duplicate and modify one or more scripts. You may also want to add a new button to the appropriate entry screen(s). The invoice layout has been designed to allow you to insert graphics of your choosing into container fields that are set to print or not depending on your choice at the moment you are printing. Refer to Customizing the Invoice for more about this approach to adding graphics in Browse mode. See Customizing a Print Estimate for a description of how the Print Estimate script has been designed to include both print and email/PDF layouts. The purchase order is another report that is commonly submitted via email and that you might wish to customize. You are certainly welcome to add graphics, adjust fonts and reposition fields and other layout objects on any report (or other layout). Because doing so is tedious and time-consuming, most Studio Manager users choose to modify only those few layouts that are deemed important to customize. Working on FileMaker Pro layouts can initially be frustrating for users who expect FileMaker to behave just like Adobe InDesign™ or QuarkXPress™. Refer to the FileMaker Pro User’s Guide and on-line help as needed. Many of the graphic elements you see in Studio Manager were created right in FileMaker. It is just a matter of learning how to use the tools. Keep in mind that layouts may not be in the table where you expect them. For instance, you’ll find most of the estimates reports are in Estimate Items and the “with Tasks” version of the Jobs List in Tasks. CUSTOMIZING A REPORT LAYOUT As with all customization tasks, first backup Studio Manager or make sure that you have a current backup. If you are on a network remember that only one user Studio Manager 11 Installation & Setup Guide can modify a layout at the same time. An estimate or an invoice is considered a report. The naming of layouts is very consistent – all reports end with the word “Report” and all words are separated with an underscore (“_”). 1. Open the SM Prefs tab in Billing Codes. Check the option to Preview before Printing. 2. Navigate to the table that contains the report you want to modify. Click once on the Print button for that report. 3. At the preview, click to Cancel. This leaves you at the layout you want. 4. Enter Layout mode and... A. In FM Pro 11, select Manage Layouts in the Layout Bar. The current layout is the only one that is highlighted. Click on the Duplicate button. The dupe appears under the original and is automatically selected. B. In FM Pro 10, select Duplicate Layout from the Layouts menu. An exact copy is made and it becomes the currently viewed layout. Open Manage Layouts from the Layout Bar and scroll to the bottom to locate this copy. Drag it up the list to just below the original. 5. Many Studio Manager users always send PDFs of reports and never print onto letterhead. If that’s what you want to do, then all you need to do is to add your graphics to the original layout. Caution. When you duped the layout you were transferred to the copy, but you want to change the original. Be sure to select the original! 6. Add your graphics, adjust the fonts, reposition fields, layout text and if necessary, move parts. Return to Browse mode and test by printing. You may have to adjust things a few times on the layout to get it to where it comes close to matching your letterhead. When it looks and behaves correctly, you were successful. 7. If you want 2 layouts, one for PDFs and one for printing on your letterhead, then you’ve got a bit more work to do. The layout that you just modified would work if it did not contain those graphics. 8. So duplicate that layout again and on this copy, remove the elements that are already on your letterhead. Since this is your second duplicate, the name will be appended with “ Copy2”. 9. While you are still in Layout mode, open the Layout menu and choose Layout Setup... and edit the name. To preserve the naming convention already established, insert a new word or abbreviation (like _Print”) before _Report. Now you have one layout with graphics (for PDFs), an identical layout with no graphics (for printing to letterhead) and a 3rd layout that is a backup of the original SM version. If you have not done so already, open Manage Layouts and move the duplicates, each uniquely named, so that they are grouped together. 10. Open Manage Scripts from the Scripts menu. Locate the script for printing the report you are working on. Follow the appropriate step below: A. Print Estimate. Follow the instructions for estimates in the next section as the Print Estimate script has been written to accommodate a number of variations. B. Print Invoice. Use the container fields on the layout to add graphics. If these don’t work for you then contact us abut modifying your invoice. C. Print other report. Duplicate the script and rename it so you can tell by the name that it is intended to print on letterhead. Open the script and look for “Go to Layout” script steps that contain the name of the original layout. Highlight the line and click on the Specify button and then Layout... Select the name of the letterhead layout. Close the window and save at the prompt. Close the folders in the Manage Scripts list. 11. If necessary duplicate the Print... button on the entry screen, rename it and assign it to the script you just made. Return to Browse mode and test. 12. To finish, go back to Billing Codes and SM Prefs. Uncheck Preview before Printing, unless that is an option that you have decided you want to use. Keep in mind that you can always contact [email protected] in order to determine which layout is the one and to receive advice for your implementation of Studio Manager. Alternately, you can always hire us to do the work for you. Page 17 Studio Manager 11 Installation & Setup Guide CUSTOMIZING A PRINT ESTIMATE Because you want to be able to send out estimates in whatever format your client or prospect prefers, the script that controls the printing of the itemized estimate has been designed to allow you to add an additional layout; for one, two, three and four options. The idea here is to end up with two layouts for each estimate option that you wish to use. Most folks just use the one column option for all their estimates. Studio Manager contains separate report layouts for: • EI_Budget_Report • EI_Estimate_Screen_Report • EI_Estimate_Screen_wTax_Report • EI_Est_2column_Report • EI_Est_3column_Report • EI_Est_4column_Report We recommend that you create email/PDF and print versions of only the reports that you intend to use. Then, duplicate and modify the layouts one at a time, testing and refining one before moving on to the next (if you are customizing more than one). Read the steps above before you begin. Turn on Preview before Printing in SM Prefs while doing this. 1. In Estimates, click on the Print Estimate button. This triggers the script and all of its behind-the-scene commands. 2. At the preview of the estimate, click Cancel. This drops you into the Estimate Items table at the itemized estimate form. 3. Switch into Layout mode. Duplicate the layout according to the instructions in step 4 of the previous section. 4. Modify the original layout so that it looks like your letterhead. Add type or graphic elements using the FileMaker Pro tools. Insert graphics as desired. You can always create the type in Illustrator or Photoshop, then paste it into the layout as a graphic. Just remember that large graphic files slow down the process. 5. Test and refine. Once the layout looks just like you want, open the Layouts menu and select Layout Setup... to add “Email” or “PDF” to the name. 6. Duplicate the PDF layout. Change the name to indicate that this is the print version. Remove the graphics. Page 18 7. Open the script (EI Print Estimates/Budget based on SP). It is the first script for Estimate Items on the Manage Scripts list Adjust it to use the new layouts. The parts of the script you need to change should be fairly obvious: A. Confirm that the Go to Layout line after If ($_Email_Or_Print = "Email") is the layout that has the graphics. B. Change the Go to Layout line after If ($_Email_Or_Print = "Print") to use the layout for printing (the one from which you removed the graphics). 8. Once you have modified the script, your task is complete. Phew. That’s it. You now have two layouts for each option chose that are identical except for the graphics. Tips for finding the right script. Double-click the button to see the exact name of the script. Most scripts start with the 2-letter table code. Scripts are organized by table. You might be able to use the widget in the script button dialog to navigate directly to the script. This works for editing but not duplicating a script. CUSTOMIZING ENTRY SCREEN LAYOUTS In addition to making visual changes to report layouts, you can also change entry screen layouts. If you find that you are not able to resize, move or delete a layout element, then it is locked. Select the object, open the Arrange menu and choose Unlock. To make adding and removing fields and labels easier, it helps to keep the backgrounds locked. CUSTOMIZING TAB LABELS You can easily change the name of almost every tab label in Layout mode. Locate the screen that contains the tab(s) you wish to rename or whose position you wish to change. Enter Layout mode. Click once to select the the body portion of a tabbed object. If it is locked, unlock it from the Arrange menu. Select Tab Control Setup... from the Format menu, or just double-click to open Tab Control Setup. Here you can drag the tabs up or down the list to rearrange them. Click on a time name to edit. Keep the names short and make them clear. Notice that there are other Studio Manager 11 Installation & Setup Guide changes you can also make to the appearance of tabs. Keep in mind that any changes you make apply only to the tabs on this layout. When you are done, be sure to return to the Arrange menu to Lock the tab once again. Doing so will prevent you from accidentally moving or changing the tab background. CUSTOMIZING TAB ORDER For most users, the order, from left to right, in which tabs and subtabs appear, are fine as is. However, since tab controls are native to FileMaker, you can change the order tabs appear to match your needs. In Layout mode double-click on any blank spot on the tab control you want to change. You’ll get the Tab Control Setup dialog in which you can drag tabs up and down to reorder them. If you’ve changed the frontmost first tab, be sure to select it as the Default Front Tab in the pop-down menu before clicking OK. Test in Browse mode. CUSTOMIZING THE HELP FILE The built-in Help table only partially duplicates the contents of this User Manual. With the Help function, though, you don’t have to crack open the manual. Also, you can add a help page any time you need one to better explain to yourself or staff how to do something. This is great when you add new reports or other new features to Studio Manager. Add to the Help table any instructions or tips that would be useful. If something really important is missing, let us know so that we can include it in the next version of Studio Manager. Open the Help table and go to the first record in the table for detailed instructions on how to add new records. Don’t attempt to customize scripts or relationships on your own if you don’t have some training or experience. That said, if you’ve got the authority to be customizing Studio Manager and have the confidence to pull it off, we encourage you to do so. If you have other programming experience, you’ll soon get the hang of scripting in FileMaker which is designed to be both easy and powerful. The relationships graph is also pretty simple once you see how it works. We use the straight-forward Anchor Buoy method of graph organization and are extremely consistent in naming relationships. You can add or change relationships to get new portals, filtered portals and other functionality. Studio Manager is designed to be customized even at this more advanced level. We are more than pleased to answer your questions. We must charge for our consulting time, but we love to help you learn and can often do so in a very short consulting session or email. It is always best to work on a copy of Studio Manager and to duplicate scripts before you change them. CUSTOMIZING PAGE SETUP AND PRINTING SCRIPTS Layouts for printed reports assume that you are using a laser printer. Most will also work on other types of printers (like ink jets), but they may not be positioned correctly on the page (especially envelopes). You may need to adjust the layout to improve the positioning of elements on the printed page. When printing envelopes on a non-laser printer, or for printing to page sizes not commonly used in the United States, you may also need to adjust the Page Setup. To save your changes, change the script. CUSTOMIZING SCRIPTS AND RELATIONSHIPS Most of the automation in Studio Manager is done via Scripts and depends on Relationships defined on the Relationships Graph. What’s a Script? A script is one or more commands that when run in sequence perform a function. This might be a very simple command, like open the Job Costs table. Some scripts are more complex and some of them call on multiple subscripts. It is via the use of scripts that a FileMaker Pro template like Studio Manager is able to automate processes and offer features that would not otherwise be possible. Page 19 Studio Manager 11 Installation & Setup Guide To Change a Print Setup Script, follow these steps: From the preview screen (where you can see that the page setup is not correct), choose Page Setup from the File menu. Change the settings so that they are correct for this report and print to test it. Then return to Browse mode. ADDING MORE EMAIL CAPABILITY FileMaker itself can save records as Excel or PDF right from the File menu with the Save/Send Records As... command. Once saved, you can tell it to email it. Locate the Print Setup scripts and then open the appropriate script such as Print Setup #10 Envelope with a double-click. There’s also a script step for sending email. It works well for sending via the most typical email applications on the Mac and PC. Setting up the SMPT option is a bit more challenging at times. You can also have FileMaker Server send email without involving an email program at all. That’s sometimes the exact solution you need when your firm uses an email program FileMaker doesn’t support. Choose the Page Setup script step and click on Specify. Define it the same as you did in your manual test. But, all sorts of powerful automation is possible in sending emails. Several third party email plug-ins are available. Close the script and save or save and close. Return the Manage Scripts window to its original condition by closing GENERIC FUNCTIONS and then MASTER SCRIPTS. Finish by closing the Manage Scripts window. FileMaker Plugins for Email MailIt 4 from Dacons: integrates full email capability including send and receive, works with Server. Open the Scripts menu and select Manage Scripts. Click the triangle button to open MASTER SCRIPTS and again to open GENERIC FUNCTIONS. Test the script to see if you got it right. POP3it Pro from CNS Plug-ins has similar features plus the ability to download email without scripting. Current version works with Server. The 360Works Email plugin and MondoMail from ACME technologies are two other options. Explore them all for the best combination of features, pricing and support to meet your needs. EMAIL ATTACHMENTS Throughout the User Manual you will find instructions on how to print all of the various forms and reports that you might want to produce from Studio Manager. Any of these can be saved as a PDF or emailed as PDF attachment directly from the Print Dialog. Read on. CONSIDERATIONS FOR CREATING EMAIL ATTACHMENTS FileMaker Pro 11 has built-in Adobe PDF creation abilities. Any layout or report can be saved as a PDF from the print dialog box. From the PDF menu you can also choose to Email PDF among other more esoteric options. Given your aptitude in creative arts, you, or someone in your office, probably knows more about working with PDF documents than we do. Page 20 Studio Manager 11 Installation & Setup Guide USING A PLUG-IN TO ADD MORE EMAIL FUNCTIONALITY See Adding More Email Capability for a listing of some of the better known third-party FileMaker Plug-ins that make this possible. If you choose to use a plug-in, typically you will need to import some scripts and a add a few fields to the table you want to send from. We can help with this. FileMaker Tip. FileMaker has some neat and very simple email features that may be sufficient for your needs. Let us know what worked and what didn’t. Page 21 Studio Manager 11 Installation & Setup Guide SETUP INSTRUCTIONS Prepare to issue purchase orders by marking the billing code records that you want to use for POs. STEPS TO FOLLOW WHEN SETTING UP STUDIO MANAGER 11 Customize the Estimate, Purchase Order and Invoice layouts to fit your letterhead and to use your preferred font. You can add your company logo and address to the estimate layout. Add these to the invoice in Browse. We recommend that you follow this order in preparing the Studio Manager template for your use. Detailed instructions for each table follow this section. NOTE: Eager beaver hotshots can try following these cursory instructions. But, be forewarned that you’ll miss a ton of practical tips if you skip the detailed version ahead. But, then again, if you come back soon to go through the details in a You may also wish to change the report typeface from Arial to a font of your choice on each report layout. Changing the font will likely require a little extra layout work , e.g. realign fields with labels, but your design staff should be able to do this quickly and easily with just a glance at the FileMaker Pro User’s Guide or online help. second pass after jumping ahead now, your impatience may actually pay off. Login using the Master Password. Modifications to database definitions, like Fields, requires an account with master level access. If you are setting up Studio Manager for the first time, you are likely the person in your firm who has been awarded Master status. Turn off File Sharing. Open Studio Manager with FileMaker Pro or FileMaker Pro Advanced on the computer onto which it is stored. Under the File menu select Sharing and make sure that FileMaker Network Sharing is turned “off”. Unless you are the sole user, turn this back on when you are done. Customize the Billing Codes table. Edit, delete and create new billing code records as needed. Fill in the various fields that control how different billable categories will be handled in the system. Enter your company name, phone, fax, email and website URL on the Personalization tab. This will assist in personalizing your external-facing documents. Finish by printing the Billing Codes List. Prepare Contacts and Jobs. See the detailed instructions below. If you want to do estimating in Studio Manager, a little upfront prep will help. Go back to the Billing Codes list screen and mark each Billing Code record that should appear on the estimate by clicking the estimates checkbox. Also make sure you have entered an Average Cost per Hour on the SM Prefs tab there. Page 22 SETTING UP THE BILLING CODES TABLE HOW BILLING CODES ARE USED The Billing Codes table is central to the operation of the job costing system. It specifies how each billing item is handled by the system. Every estimated item, purchase order, payable, chunk of time or supplier invoice that is entered into Studio Manager must be assigned a valid billing code. The Billing Code itself is a short string of characters that represents a billable activity or type of expense. Billing codes might be assigned for services such as: design, production, research, project management and vendor coordination. Billing codes representing expenses might include color copies, media, deliveries, photography, printing, long distance phone and trip expenses such as airfare and lodging. By classifying each time and expense entry by billing code, Studio Manager can generate reports that summarize job time and expenses by category, showing you where the time and money went. This will improve your estimating and help you see where you stand vis a vis your budget while jobs are in progress. Because the Billing Codes table is the backbone of the entire Studio Manager system, it is not easy to change billing codes that have already been put into use. The Billing Code field is the “key field” in the Billing Codes table. See “Changing Billing Codes” in the Studio Manager User Manual for more about how to do this. Studio Manager 11 Installation & Setup Guide DECIDING ON BILLING CODES The billing codes that come with Studio Manager are samples – a place to start. You can use them exactly as provided (while warming up), change them, delete them and add new ones that reflect the kind of work performed in your shop. First make a comprehensive list of the service and expense codes you need. “Other” is not a good one. If you think about it, you will be able to come up with codes that are general enough to cover just about anything without having to resort to codes like “Miscellaneous Service” and “Unspecified Expense”. If you feel the need, you can create codes like these, just realize that time and expenses lumped into these categories have very little meaning — make sure you only use them for exceptional or unusual situations. Create a billing code for every billing category you need to track. Don’t go overboard – a shorter list will be easier for you and your staff to deal with. Make billing codes memorable and brief. We have suggested the billing code “DESGN” for Design and “PRINT” for Printing. Whatever codes you use, we strongly recommend that each code use the same exact number of characters used for every code. Four to six-letter codes seem to work the best. The system also works with shorter codes, numeric codes or alphanumeric codes, whatever works for you, up to six characters. If you do not use the same number of characters for each code, the Pop-down value lists from which you choose billing codes won’t line up vertically and will thus be hard to read and use. Required Billing Codes There are four records in Billing Codes that we request that you neither delete nor modify. Only one of these is for services: “CRFEE” or “Creative Fee” is used automatically when you enter an amount into Input Hrs for a flat fee or summary estimate. “EXPNS” is short for “Expenses” and is similar in that it is used when you type a figure into the Input Cost field for a summary estimate. These codes are used when you elect to create a Summary Estimate. Important: If you are choosing to use codes that are not 5 characters each (like our samples) then you may want to modify these codes too. If you do so, you are also going to need to also modify an invoicing script that is hard-wired to use these exact codes. Contact us if you want to do this. There are two other Billing Code records that you will always keep. One is “DEPST” or “Deposit”. This code is used during invoicing when you enter a deposit. The other code, “SBJOB” or “Sub-job”, is used by estimates and invoices for component jobs. BILLING CODE NUMBERS Number the billing codes so that they will appear in the sequence you want on estimates, invoices and reports. NOTE: you can “insert” billing codes where you want in the list by assigning them the appropriate number. For example, you might want a new category Account Management to go after Consulting which is number 200 and before Project Management which is 210. Add a new record for Account Management, give it the billing code number 205 and then click the Sort by Number button. Without numbers to sort by, your lists by billing code would appear in alphabetical order. If you use increments of ten in the numbers, you will leave room so that later you can insert additional billing codes that you forgot or didn’t know that you would ever need. TIP: When you are done updating your codes, you can restore them to an evenly numbered order by first sorting by number and then using the “Replace” command to “Replace with Serial Numbers”. Set the Initial Value to 100 and increment by 10. One warning though, don’t try this trick after you’ve already started using billing codes in timesheets and in entering expenses. If you do, you will have to re-code all existing time and expense entries to match your new scheme. Categories Each billing code/description must be categorized as “Services” for services delivered (labor performed by the hour), or “Expenses” for both in-house and outside expenses associated with a job. Rate Codes Each billing code/description needs to have a Rate Code. Read this section and the one describing the Rates tab before you begin updating existing billing codes or adding new ones. Studio Manager is configured to accommodate the following rate codes: Page 23 Studio Manager 11 Installation & Setup Guide Hourly Rates: A, B, C, D, E, F, G, H (where you assign meaning to each code like A for your top rate, B for the next lower rate and so on) and N = Non-billable Expense Markup Rates: E1, E2, E3, E4 = Markup Rate1, Markup Rate2, etc. U = Unit Price (For when you charge per unit. For example, you might have a unit price for travel mileage like 30¢/mile; 10¢/copy for copies and laser prints, or 15.00 each for DVDs.) Z = Zero Markup Units. This field describes the unit of measure. Examples of units might be each, hours, dollars, miles, pages, copies, etc. Unit Price. For expenses incurred by the unit or quantity used, specify a Unit Cost and Unit Price. Typical expenses that might be billed on a unit basis are: media (DVDs perhaps), mileage, copies, fax transmissions, laser prints, color prints, etc. A Unit Price for laser prints might be 10¢ per print. If so, set the unit price for laser prints at .10. A unit cost for DVDs might be $15.00 each, enter 15.00 (including the decimal point and zeroes) in the Unit Price field. Unit Cost. This is your “standard cost” per unit for an internal expense that you bill by the unit. Maybe you bill laser prints at 10¢ per print, but you think it only costs you about 4.5¢ per print. Set the unit cost for laser prints at “.045”. NOTE: If you sometimes charge for an item by amount and sometimes by a unit price calculation, you will need to create 2 separate billing codes, one with a markup rate code and one with the rate code U for units. Taxable checkbox. Mark each billing code that normally must be taxed with a check mark in the “Taxable” field. When it comes time to invoice, you can override it if you need to. Use in: Estimates checkbox. Studio Manager builds estimates by presenting you with a checklist of the billable activities and expenses that you might want to include on an estimate. If you want a Billing Code item to be listed when you create a new estimate, then check the box labeled “Use in: Estimates” on the Billing Codes Entry Screen or the Estimate checkbox on the Page 24 List Screen. You can come back and change the selected Billing Code records any time and all future estimates will reflect the changes. Invoices checkbox. Mark this if you want a Billing Code to appear in the Value List as one of your choices when entering line items into an invoice. A Billing Code like Deposit is an important one for Invoices, but you wouldn’t need it for Purchase Orders. A Billing Code for Non-billable time is not useful for Invoices but necessary for Job Costs. The Billing Codes List Screen is a good place to work when marking records for use in the various tables. Timesheets, Purchase Orders and Payables Checkboxes As with “Use in Invoices”, these checkboxes are used to set your preference for which Billing Codes appear in value lists in the respective tables. All the checkboxes appear together on the List Screen. TIP: These special checkboxes let you customize the value lists so the exact billing descriptions that you want pop-down. For example in Timesheets, you’ll want to check all services billed hourly and also may want to put in-house consumables that your staff use on jobs. Timesheets checkbox. It is possible to enter some expenses directly into a timesheet. It is totally up to you to decide if you want to configure Studio Manager this way. Small shops that lack an admin person to enter expenses or studios that wish to empower designers to manage the expenses they authorize, will benefit. If the Timesheets checkbox is marked for an expense (or any other billing code), then that code will appear on the value list in Timesheets. Appropriate codes include mileage (entered as miles), items printed in the office (enter units), out-of-pocket expenses (enter amount) and any other expense for which an employee knows which code to use. Studio Manager will recognize the entry as an expense (because of the code) and apply the correct multiplier and/or markup. The quantity or amount entered will not count in the calculation of total hours nor will it show up on a timesheet report. The decision to allow staff to enter specific expense codes is made by you or someone in your office. Large expenses (like printing, photographers, consultants, etc) are normally entered into Job Costs directly, in the office, often by an administrative person. It is not a Studio Manager 11 Installation & Setup Guide good idea to allow everyone direct access to Job Costs because the data is so mission critical. Advanced. Relaunch Studio Manager with FileMaker Server and you are back in business. Because mobile users do not have access to Billing Codes, this setting must be modified in the office using FileMaker Pro. PERSONALIZATION TAB Change the placeholder text (seen below) to show the full name of your business and your phone and fax numbers. The company name you enter here will appear on reports throughout Studio Manager. The phone and fax numbers appear on the fax form only. SETTING DEFAULTS With the exception of Notes and System, all of the tabs in the bottom half of the Billing Codes entry screen are used to set default values that affect all of Studio Manager. If you are setting up Studio Manager for the first time, you should already be running in Singleuser mode (Network Sharing is off). When making changes later on, how you adjust defaults depends upon whether you are the only user, you network just a few folks using FileMaker Pro or you run a Multi-user system using FileMaker Server. Single-user Data entered and boxes checked (on) or not checked (off) are effective immediately and do not require that you restart Studio Manager or FileMaker Pro. Multi-user with FileMaker Pro Changes to defaults made by a user over the network are effective only for the current session. This is also true for changes made on the computer acting as server if Network Sharing is turned “on”. Open Studio Manager with your master password. From the File menu choose Sharing and then FileMaker Network... This opens the FileMaker Network Sharing window. To permanently change defaults, set Network Sharing to “Off”. Return to Billing Codes and adjust the fields and checkboxes in each tab from Personalization through Holiday List. When you are done, return to the FileMaker Network Sharing window and return Network Sharing to “On”. Multi-user with FileMaker Server Use the same steps described above with one exception, an important one. Normally you run Studio Manager from the server using FileMaker Server. In order to make permanent changes to the defaults here you cannot use FileMaker Server. Do this instead: [DEFAULT BILLING] RATES TAB How many hourly rates do you need? Eight hourly rates can be defined in Studio Manager: Rate A through H. It is up to you to decide what each rate represents. If you use 4 rates, you could set Rate A as the highest rate, for consulting maybe, then Rate B for design (if that’s billed at a lower amount), Rate C for production and Rate D for admin. You don’t have to use all eight rates. Probably the most common scheme is two rates: a design rate and a lower production rate. Some top firms use one rate for everyone, figuring it all averages out in the end. How many markup rates do you need? Decide how many markup rates you need for expenses. Most firms use one markup rate. The most typical markup is probably 20%, but small firms often charge 15% or 17.65%. Studio Manager allows for four markup rates to accommodate big ticket categories like printing or photography, where you might want to charge differently. Some firms markup all expenses and others make exceptions for things like long distance phone calls, deliveries and postage. Have all users quit out of FileMaker Pro. Quit FileMaker Server. Open Studio Manager using FileMaker Pro 11 or FileMaker Advanced 11. Turn off Network Sharing. Set the defaults. Turn Network Sharing back on. Quit out of FileMaker Pro or Page 25 Studio Manager 11 Installation & Setup Guide Setting Default Billing Rates Enter both billing rates and markup rates on the Rates subtab. Use whole numbers for the hourly rates and decimal numbers for the markups. When entering the markup rates, be sure to use decimal amounts (since these are percentages). For example, enter .20 (not 20 or 1.2) for 20% markup. Enter .1765 for 17.65%. Tax Estimates? In most cases, estimates do not include sales tax. If you do want your estimates to include this tax, then check this box and Studio Manager will use the estimate layouts that include a subtotal, tax and total. Alternate Names Estimates and invoices group projected costs by category into Services and Expenses. These terms appear on the estimate. If you prefer different terminology like “Fees” and “Outside Costs” then enter the alternative wording here. This does not affect the entry screens or tab labels. These rates are automatically looked up and entered in Contacts whenever you create a new client or prospect. The rates can be changed there if needed for any particular prospect or client. SM PREFS TAB Click on the SM Prefs tab to enter miscellaneous Preferences and default settings. In order to make data entry faster and easier, we have included several different default values. If you leave one of these fields blank, then no default amount is entered in the corresponding table. Our Country Enter the abbreviation for your country in all caps. Preview before Printing Turned off by default because now you can always opt to preview from the Print dialog box. Check to turn on this preference to see a preview of print jobs in FileMaker’s Preview mode. Use Units of Estimate If checked each estimate that you create automatically defaults to showing the unit data (e.g. 5 @ 25 each). You can change it for any particular estimate, so only set the default if you want the unit values to appear on most of your estimates. Page 26 Defining an Average Cost per Hour for Estimates If you will be using Studio Manager for estimating and you would like to see hours and estimated costs for those hours, then enter an Avg Cost/Hr (average cost per hour). It is too cumbersome to enter a cost rate for every service line item. This is your average labor cost. It is an approximation but still valuable information, if you pair it with hourly Cost Rates for each of your billable staff members. This example might help: If you have two staff cost rates, $120 for senior staff and $80 for junior staff, and your job-related work tends to split evenly between senior and junior employees, then the average cost rate for estimating purposes would be $80/hour. Keep in mind that what it costs you per hour for labor likely includes at least salary + benefits + overhead. As with all rates, this default average can be changed for any particular estimate where you expect to use staff that have a higher or lower average cost. Invoice Terms Enter the default invoice payment terms that you wish to be displayed on your invoices. This can be changed for any particular invoice but entering it here means that you don’t have to type it in each time. Studio Manager 11 Installation & Setup Guide Security Message Pref If a user attempts to access a layout or feature that is greater than their security privilege permits, they get a message. Verbose messages contain details about what level of access they would need in order to gain access. Quiet messages are brief and to the point, like “Access Denied”. This is appropriate for most users. See the section “Managing Security” for detailed instructions. Allow Task Entry for Time Makes entering Timesheets a little more complex in some cases. But tracking time by task is tends to be easier for staff and makes it possible to show how much time is left in the budget by task. This is an advanced usage since you need to also enter time budgets for each task. Great for certain situations. JOB SPECS Job Specs are great for defining exactly what you want. We’ve come up with a way to give you maximum flexibility and make your specs more readable. Although you might not be able to locate the dates in the required format, there are many websites that contain the information. In the United States, search for “federal holidays” to determine the dates you need to enter. SYSTEM TAB In addition to the audit fields for Billing Codes, this screen contains a couple of important buttons. Re-Login Also available as a choice from the Scripts menu. This button allows you to change identity without needing to quit and restart Studio Manager. Manage Database This button opens the Manage Database window for Studio Manager. It is referred to often in these setup instructions. In older versions it was called Define Database In order to access field, table and relationship definitions, log in with the master password. By just entering a text label and a text specification, you can have the 10 exact specs relevant to a job rather than a form with a thousand check boxes - most of which are blank and force you play hunt for the specs. PREPARING THE CONTACTS TABLE We provide an editable standard set of spec categories (labels) that can be entered with one button push. Also, you can do things like select the specs that apply by job type and copy specs from other existing jobs or save spec sets that you want to use again. Powerful. Setting a Default City You can choose to have Studio Manager automatically enter the city when you create new contact records. If more than half of your contacts are in one city, this might save you some time. See Defining Job Specs for details. JOB BRIEF A job brief includes conceptual considerations regarding a job. Unlike specs, the items in a brief describe aspects like the overall scope, the intended audience and/or the desired outcome. These intangibles influence design and marketing decisions. HOLIDAY LIST If you are in the United States, the dates provided should work with the calendar function to slip task deadlines over major holidays as well as weekends. We acquired the code from another developer and cannot guarantee that it will work perfectly. If your shop is always closed on other specific dates, just enter them in the same format, one to a line and in chronological order. Do not include holidays that fall on a weekend. To set auto-enter for City, click the Manage Database… button on the System tab in Billing Codes and select the Fields tab at the dialog. Select the Contacts table at the top left. Scroll down to and double-click the City field or click once on the Options... button. Check the box next to the label “Data” and enter the name of the city in the field to the right. Click OK to close the Entry Options window. Then click OK again to exit Manage Database. Setting City to Use the Previous Entry Another auto-enter option for auto-entering the city name is to use “Value from previous record” also in the Entry Options. If you enter existing clients or vendors one city at a time, this can be handy. When you create a new record the city entered in the previous record will automatically be entered into the city field. Page 27 Studio Manager 11 Installation & Setup Guide CONTACT PHONE LABELS VALUE LIST EDIT DIALOG All pop-up menus and lists can be easily modified to include the Edit… option at the bottom of the list. Only pop-up menus also include the Other option. This is because you can freely enter a unique value directly into a drop-down list field (so it isn’t needed). You’ll probably want to turn this option off once you’ve finished your initial entries. At that point, just go into Entry Options for City and uncheck the “Value from previous record” checkbox to turn it off. Setting a Default State Studio Manager can also be set to automatically enter the state abbreviation into the State field when you create a new Contact record. If you have an out-ofstate client, change the state to the correct value. To set auto-enter for State, open Manage Database… on the System screen in Billing Codes and select the Fields tab at the top. (See Appendix A for more detailed instructions.) Select the Contacts table at the top left. Scroll to and double-click the State field. On the Entry Options dialog, check Data and enter the 2-letter abbreviation for the state you want. Click OK, OK (yes, that’s OK twice) to exit. ADJUSTING THE PHONE VALUE LISTS You may wish to change the Phone Label choices for the four phone label fields: Phone1 Label, Phone2 Label, Phone3 Label and Phone4 Label. You will almost surely want to change the Industry Value List. To add, remove or move an item in one of these popup menus, select Edit... at the bottom of the pop-up menu. This opens the Value List. Make any changes you desire. If all you want to do is to enter something different, but you don’t want to actually change the list, then select Other.. and type in the unique value. You can also edit and define Value Lists by choosing Manage > Value Lists... from the File menu. Do not change a Value List that uses values from a field or values from a related table unless you know exactly what you are doing. SETTING DEFAULT RATES FOR EACH CLIENT Default billing and markup rates are set in Billing Codes. These rates are looked up and copied into each new record in Contacts. You can change these rates to make an exception for a particular client. Rates changed in Contacts only apply to new Jobs for that Client and don’t change rates for existing jobs. If the contact is a prospect, click on the Marketing tab, locate the contact, click on the Estimates subtab and make the changes you want. When this prospect becomes a client, those unique rates will remain intact. For a client, locate their record on the Clients tab and select the Jobs subtab in order to edit the rates. You guessed it! Rates can also be adjusted for each job. One reason you create a job before estimating is so that the same rates are used for estimating and calculating actual job costs. MODIFYING THE USER TAB The User tab on the Employee Dashboard shows the name of each active employee in a portal. Jump quickly to another employee’s record in Contacts by clicking on their name on this tab. The name of the current employee record is highlighted in yellow. Adjust the number of employee names that show on Page 28 Studio Manager 11 Installation & Setup Guide this tab during setup. The portals (which have no borders) can be modified to show fewer or more. Names are not typed into these fields. Rather, they appear for each active employee, sorted by last name. Spaces for 9 employee names are supplied. These are arranged in 3 almost identical portals, each containing 3 rows. As you can see, there is room on the tab for a whole lot more. Each column fills down first and then the list continues in the next column. Double-click on the first portal, in the gray area below the field name to display the Portal Setup dialog box. To add one additional row just change the Number of rows to 4. You can add as many rows as you want, although if you add more than 2 rows you are also going to need to move all the fields and portals up in the window. Remember, all objects must stay inside the tab area. Whatever the number, make a note of it. If your shop has just a few employees and you wish to reduce the number of portals and portal rows here, you certainly can, and doing so is completely optional. That’s all you need to do in the first portal. Click OK to return to the layout. Move fields and portals if necessary. The Portals in Layout Mode Go into Layout mode and click on the Employees tab. Note that there are 3 columns below each field. Both the field names and the portal names are identical. They are so close together that it may not be obvious that there are actually 3 separate portals here. The clue is there are 3 fields with the same name. Double-click in the second portal. If you added a 4th row to the first portal then the Initial row in the 2nd portal needs to start with the 5th record, so enter a 5. If Add more rows If you have more active employees and want to show them all, here are instructions for changing the number of rows and the number of columns. Begin by deciding how many active employee names need to be displayed. If up to 12, you can add a row to each portal and then adjust the portal definitions. For 20 employees you might create an additional column, assign each portal to 5 rows and move the entire group of portals up and to the left. The Category field and the Add Address Book button can be moved to create even more space for names. You could have 2 columns with lots of rows. The options here are limited only by your imagination and the size of the tab. Do not allow any object to extend past any edge of the tab box. you added 2 rows, then the new Initial row number will be 6. You get the idea: the Initial row represents the next number in the sequence. The number of rows in the 2nd portal will be the same number you entered for the first one. Make a note of both numbers. When you are done, click OK. Page 29 Studio Manager 11 Installation & Setup Guide Open Portal Setup for the 3rd portal. This time you will change the Initial row number so that it also follows in sequence. If you changed the first and second portals to 4 rows, then the Initial row in the third portal is 9. If you added 2 more rows then the Number of rows is 5 and the Initial row is 11. The tab space is wide enough to accommodate a 4th portal at the same size. Just select all 3 portals and move them over to the left. Then select just the last one (with its field of course), duplicate it, position it, open it and adjust the numbers, then click OK to close. By moving the other field and button on the layout, adding rows and a 4th column, you can greatly expand the number of names shown. If after you are done, some names of active employees are mysteriously missing, go back into Layout mode and check those Portal Setup windows again. The problem is likely due to an incorrect Initial row number. SETTING UP JOB ASSIGNMENTS Preparing Studio Manager to assign jobs to specific employees requires setup in both Timesheets and Contacts. We have included also instructions for using Job Assignments below so that you understand the logic behind the configuration steps. When you enter a new job, you may assign the people you need to perform that job. By doing so, you save time for everyone working on the job as now Studio Manager can shorten job value lists to only those relevant to the current user, when entering time. 4. Open the Value list menu by clicking once on the doublearrow menu icon to the right of the name. 5. Choose the value list just above this one: JA Active Jobs Assigned this Emp. 6. Now when you enter Timesheets, you will see a list of just the active jobs assigned to the current employee. When using the Job Assignment feature, the value list assigned filters the job list pop-down to only show jobs that are assigned to the current user. 7. Return to Browse mode and navigate to Contacts. Enter Layout mode, click on the Employees tab and repeat the steps above for Today’s Timesheet. How to Assign People to a Job We didn’t implement Job Assignments until we could think of a way to make it dead simple. First, we’ll describe what it is like to assign people to a job, then we will cover the brief one-time set-up you’ll need to do to get Job Assignments going and flowing. Studio Manager 11, unlike SM10, makes the assumption that you do not wish to assign people to jobs. If you have a shop with many jobs, each of which is worked on by a limited number of employees, then you will want to change the default configuration. Here’s how using FileMaker Pro 11: 1. Open Timesheets and enter Layout mode. 2. Click once on the Job ID field to select it. This field is in the portal. 3. Click on the Data tab in the Inspector and notice which value list is already selected for this field: JA Active Jobs by Job ID (the SM11 default) Page 30 Once the job is created, look to the blank People tab in the upper right quadrant of your Jobs screen. Click the plus sign to go to the assignment screen for a minute. We created a dedicated screen to make the process as easy as possible. Studio Manager 11 Installation & Setup Guide The Job Assignment Screen Click the right-pointing arrow in the Assign column in the portal on the left side (People Available) to assign someone to this job. As you assign people, they move from left to right. If you make a mistake and assign someone you don’t want, use the left-pointing arrow on the right side (People Assigned) to remove them from this job. While you are having fun, select the role you want each person to play on this job. That’s pretty easy because during setup you assigned each employee or freelancer a default role which comes in automatically. All you have to do is make exceptions as needed. In the example above we have a very small shop and we’ve already assigned three people by clicking the Assign arrow for the people we wanted. When done, just click the Back to Entry Screen button. Making job assignments takes a few seconds in most cases. The power of this step however is huge. This enables Studio Manager to show a custom list of jobs for each employee. Setting up the Job Role Value List 1. Edit the Job Roles value list. To do so you require access to the Manage Database feature. From the File menu in Jobs, select Manage and then Value Lists... Scroll down the list to CT Job Roles. 2. Double-click (or highlight the CT Job Roles line and click the Edit... button). Change the list of job roles to match the roles in your shop. Make sure that each role is on a separate line. Cut and paste to put them in alphabetical (or other preferred) order. Use abbreviations only if they are familiar to everyone. Click OK to close the edit window and OK again to close Manage Value Lists. 3. Click on the Home button (the bullseye next to List Screen) or the Contacts button in PLACES to move to the Contacts table. 4. On the Employee tab in Contacts, on the Admin tab, select the Default Role you want for each employee (including freelancers). Remember, you can always change their role on a job by job basis, so this is just their primary role, the one you wish to use for them most often. PREPARING THE JOBS TABLE JOB NUMBERS AND JOB ID Because each job you work on must be assigned a unique identifying code, Studio Manager comes configured to enter a different Job Number each time you create a new job. The Job Number is used along with the Client ID to calculate the Job ID. To make data entry most efficient, job numbers are set to autoenter sequentially, so each time you create a new job it gets assigned the next sequential number. Most design firms are accustomed to a job number or code that includes a short abbreviation for each client as the beginning of the job number. For example, ABC Inc. might have a client code of ABC, so all of its job numbers start with ABC. Job numbers for ABC might include: ABC1004, ABC1023 and ABC1039. To accommodate this convention, the calculated field called Job ID automatically joins the Client ID with the Job Number. This full Job ID is displayed on the invoice and in reports in addition to being one of the first fields on the entry and list screens for which a Job ID is relevant. Most often you will enter Job ID via a pop-up menu or list. These data-driven value lists also include the title you gave the job. This makes it easy to select the correct Job ID and avoids your needing to memorize or type Job IDs. This works in Find mode as well as Browse. Page 31 Studio Manager 11 Installation & Setup Guide JOB ID IS A COMBINATION OF CLIENT ID AND JOB NUMBER Whenever you create a new estimate, invoice or purchase order from the Jobs table, the Job ID is automatically entered for you. The Job ID is the most important code in Studio Manager. It ties all the transactions together. Changing the Job Number You may already have a job numbering system and want to start where you’ve left off. The Jobs table is provided with “1001” set as the first number. To change the auto-enter serial number for Job Number, select Manage Database from the System screen in Billing Codes. Choose the Jobs table, then scroll to and double-click on the Job Number field. When the Entry Options dialog appears, locate the Auto-enter “serial number, next value” field. Enter the number that should appear on the next new job record you create. Or uncheck the box to turn off auto-enter (meaning you intend to enter the job number manually or see below). Click OK and then click Done. Option to Number your Jobs by Client A significant minority of Studio Manager users prefer to number jobs sequentially by client. Doing so requires both turning off auto-numbering and changing the preference setting in Jobs. For example, let’s say that in the past you did 2 jobs for a company with the code ABC. Let’s say we started numbering with 1001, so 101 and 102 have already been used. When you create the third job for ABC, you automatically get 103. To use this option, select Serial by Client on the System screen in the Jobs table and also be sure to turn off auto-enter by serial number for the Job Number field from the Manage Database screen. To make doing so easy for you, there is a Manage Database button on this tab. Page 32 CAUTION: Remember that if you decide to number jobs by client the auto-serial numbers should be permanently turned off. CAUTION: Keep in mind that numbering jobs by client can make sense if that’s how you’ve worked prior to Studio Manager or if you are starting afresh with Studio Manager. It’s probably not a good idea to switch numbering schemes once you’ve got a one already in place, especially if you plan to mix your old jobs with your old job numbering scheme in with your new Studio Manager-created jobs. NUMBERING COMPONENT JOBS Component jobs consist of a parent job and one or more child jobs. Unless you as the user enters these jobs in consecutive order, they will not be numbered in order. It may be important to you to have the Job ID for each component be consecutive, even though Studio Manager is smart enough to group all parts of a Component Job together on reports. To ensure consecutive numbering, create all jobs in a Component Job at the same time. Start with the parent job. Make sure to check the Parent Job checkbox. Then create each child job, being sure to enter the parent Job ID in the appropriate field for each component. NOTE: if you prefer a different format for your Job IDs, other approaches can be implemented easily. Call or email us if you need assistance in making the necessary changes. See below for one option. DEFINING JOB SPECS There is a Job Specs tab in the Jobs table so that you have a special place to store the mechanical, physical plane kind of details about a job. This makes it easier to enter enter job specifications in an organized manner. You have a whole screen on which to enter and edit specifications for each job. The definition of those specs is up to you. Think of the most basic set of specifications for a job as the standard or generic specs. These are items that can be used for all jobs if all of your projects are similar or if they are a basic set of specs that you use frequently. Studio Manager 11 Installation & Setup Guide CAUTION: To change the default list of specs, you’ll need to be using Studio Manager as a single user -- not as a client. If you normally run FileMaker Server, shut it down; then startup Studio Manager in FileMaker Pro. The list of these standard specs is stored in the Billing Codes table on the Default Job Specs tab. All you do is edit the sample set. You can make it shorter or longer. Delete or edit the sample data to make your own list. We provide Studio Manager with a set of 12 predefined spec labels. We are talking “labels” here in the sense of descriptive tags or titles. With the help of your colleagues, we came up with 12 different items that are frequently used by creative service professionals for print jobs. How to toggle auto-enter sequential job numbers: From the main Jobs tab select the System subtab and click on the Manage Database button. Scroll through the list of fields to find Job Number, then double-click on Job Number to bring up the Entry Options dialog box. To turn automatic entry of sequential job numbers off temporarily, uncheck the Autoenter Serial number option. To turn automatic number entry back on, follow steps 1-2 above and then check Autoenter Serial number and type in the number you want as the next job number. SETTING UP THE DESIGNERS VALUE LIST On the Contacts Employees tab on the Admin tab, make sure each of your designers’ employee records has the designer checkbox checked. This will assure that they show up in the Designer value list on the Admin tab on the Jobs entry screen. If you specialize in projects for printing, our categories may work for you. If you produce film, multi-media, web pages, radio spots, commercials, video or advertising (just to name a few), you will want to modify the specs list so that it is more useful to you. If your firm handles many types of jobs then enter the most common or generic specs here. From the Job Specs tab in Jobs, you can create and save any number of Spec Sets for any or all of the Job Types you handle. SETTING UP THE ACCT EXEC VALUE LIST In the Contacts Employees tab on the Admin tab, make sure each of your account execs or account managers employee records has the Acct Exec checkbox checked. This will assure that they show up in the Acct Exec value list in Jobs. You can assign an account exec to each client and then that same person will be assigned to any new jobs for that client account. ENTERING CURRENT JOBS Descriptions of each field on the Jobs table Entry Screen can be found in the section on Jobs in the User Manual. When you first start using Studio Manager, you will, more likely than not, want to enter in the jobs that you are currently working on. If you want to test Studio Manager before entrusting it with your active jobs, then enter some completed jobs for testing purposes. If the first group of jobs you enter do not have sequential numbers, then turn auto-numbering off temporarily. Page 33 Studio Manager 11 Installation & Setup Guide PREPARING THE ESTIMATES TABLE Most of the set-up steps that affect estimates are made in tables other than the Estimates table itself. In Billing Codes you check the estimate checkbox for the records that you want to use in estimating. You also enter the default average cost rate on the SM Prefs tab in Billing Codes. The rates used by each estimate are stored in the Jobs table. You can adjust the rates which live in the Jobs table on the Invoices tab. You only need to do this if the rates for this particular job (estimate through invoice) are different than the standard rates for this client. Setting an initial value for the Estimate Number Studio Manager comes set to start numbering your estimates at Estimate Number 10001. Each subsequent estimate or change order will be numbered sequentially. The original estimate and any change orders for the same project are related to each other by virtue of the Job ID they share. Estimate Numbers are needed for reference and because Studio Manager requires a unique code of some kind in each record. If you want to change the auto-enter number for estimates (before you create any estimates) open Manage Database/Fields for the Estimates table and select Entry Options for the Estimate Number field. Do not turn off the auto-enter serial numbering. Simply change the number in the data field. DEFINING AVERAGE COST PER HOUR FOR ESTIMATES If you will be using Studio Manager for estimating, we strongly encourage you to enter an Avg Cost/Hr (average cost per hour) on the SM Prefs tab in Billing Codes. This is your average labor cost. By defining this rate you allow Studio Manager to track not only the hours, but the likely cost of your labor. You definitely want to do this if you decide to enter a Cost Rate for each billable staff member. For estimates, it would be too cumbersome to enter a cost rate for every service line item. So instead, you define an amount that represents the average cost. All cost rates, in order to really reflect what it costs you for each hour of work, ought to include hourly salary + benefits + taxes + other overhead. If you have two staff cost rates, $90 for senior staff and $50 for junior staff, and your job-related work tends to split evenly between senior and junior employees, then the average cost rate for estimating purposes would be $70 per hour. Page 34 This can later be changed for any particular estimate where you are using staff that have a higher or lower average cost. PUTTING UNIT COSTS INTO YOUR ESTIMATES There is a default setting in Billing Codes called Use Units on Estimate. If checked, each estimate shows unit prices and you estimate by entering the quantity. This can be changed for any particular estimate. The Unit Price is set in the Billing Codes table. You cannot change the unit price once the estimate has been created. This is to ensure that the same unit price is used when entering job cost expenses and when invoicing as you used on the estimate. Unlike the rate codes, which you can change in Jobs, unit prices vary depending on the billing code. If you sometimes charge for an item by amount and sometimes by a unit price calculation, create two separate billing codes, one with a markup rate code like E1 and one with the rate code U for units. PREPARING THE ESTIMATE ITEMS TABLE Customizing the Estimate Layout The estimate layouts provided do not automatically include any personalization as they are designed to print it on your own letterhead. In order for this to work however, you will likely need to change the font or margins and move things around. It is also possible to insert a logo and company information so that you can print or send estimate PDFs via email. Most of the included estimate layouts are in Estimate Items. To change these layouts you will need to navigate to that table and enter Layout mode. FileMaker Pro includes rudimentary page layout tools to allow you to make these adjustments. Take a screen shot of the layout in Layout mode before you start (so you have a visual for reference). Or, make Studio Manager 11 Installation & Setup Guide a duplicate as a backup, renaming and repositioning it in the Layout menu so that you always know which layout you are working with. If you want to email or fax your estimates, you may be able to recreate your letterhead on the layout by inserting one or more graphics. The FileMaker Pro User’s Guide and on-line help explain in detail how to use all aspects of these simple layout tools. You have a choice of many graphic file formats. Best results will be obtained with graphics that are low resolution, cropped tight and sized to fit before inserting. Probably the only thing you won’t be familiar with if you are new to FileMaker’s layout mode is working with layout “parts.” Parts form horizontal bands across a layout in order to create sub-divided lists and summaries, headers and footers. A header part will print at the top of every page. A footer part prints at the bottom of the page. Other parts are designed to work with varying kinds and amounts of data. The body part will repeat once for each record. If you have three line items, you’ll get three lines, each the height of the body part. Subsummary parts will print or preview either above or below the detailed data. Sub-summary parts hold subheads and subtotals. A Grand Summary allows you to see the total of all the sub-summaries. Unless you attempt to create a report from scratch, you really don’t need to know the ins and outs of these layout parts. Follow this simple rule to avoid trouble: move text, fields and images, but keep these various layout objects within their original parts. An object that overlaps a part by even one pixel may appear in the wrong place when printed, so be careful. If after moving things around, you find the report or other document isn’t printing as expected, it may be that you inadvertently violated this rule. Just move the object so that it is wholly enclosed by the part to fix. CREATING EMAIL & PRINT VERSIONS OF AN ESTIMATE You can create a version of your estimate that includes your logo and other items for faxing or for creating a PDF of your estimate that you attach to an email. To create a PDF/fax of a layout, modify the existing layout by adding graphics and/or text. Duplicate it first so you have a backup. Fiddle with it until you are satisfied. Test it by printing to PDF and paper. Most find that they can re-create the look of their letterhead. If you also send estimates printed onto your letterhead, all you have to do is to duplicate your PDF estimate layout and remove the logo and other objects you added, in order to create a print version. Rename the duplicate without graphics to EI_Print_Estimate. Finish by deleting your backup copy. CAUTION:. When you duplicate a layout in FileMaker Pro 10, the dupe may be placed at the bottom of the Layout menu and you are moved to this duplicate. Move back to the original layout before you start making changes. Move the dupe up the list so that it is just below the original. Modifying the Print Estimate Script To modify the script, select Modify Script from the Scripts menu. Studio Manager’s print estimate script, in Estimate Items (EI Print Estimates/Budget based on SP) is written to make it easy for you to specify different layouts for email and printing. Initially, the script uses the same layout for both. Where the script has an End If step that = “Print”, change the Go to Layout step so it uses the layout you just created, the one without graphics. Studio Manager allows you to produce several estimate options and even a budget. Many are controlled by the same script. Repeat the duplication, customization and renaming steps for each different estimate option for which you want to be able to print onto letterhead or to PDF. Most users just pick one estimate layout and stick to that for simplicity. Since the budget is an internal report, it is not usually customized this way. For instructions regarding how to work with Estimates in Studio Manager, please refer to the chapter entitled Page 35 Studio Manager 11 Installation & Setup Guide “Managing Estimates” in the User Manual. REMEMBER: You’ll need to go into FileMaker’s Manage Database area via the Billing Codes table’s System tab to adjust the serial number. SET DEFAULT PRINT METHOD FOR INVOICES There are two different ways to print an invoice, as a form containing a portal from Invoices, and from Invoice Items as a report. Studio Manager comes set to print the invoice from Invoice Items as a default. Change the preference on the Preferences on the More Info tab in Invoices. (Tip: Whenever you set preferences, you must enter them in single user mode – not while accessing Studio Manager as a client on the server – otherwise you will lose the changes.) Print as a Form from Invoices When you choose this method, the Print Invoice button in Invoices gives you a choice: to print or to edit the invoice first. If you choose Edit, then it takes you to the Invoice Screen in Invoices in Browse mode. Here you modify existing line items on the invoice on the actual layout from which it will be printed. You have only one short line for each line item description, 14 lines in all. This is the method favored by most Studio Manager users and thus comes set as the default. Refer to the section on “Customizing Forms” for more information about adding graphics to FileMaker Pro layouts. PREPARING THE INVOICES TABLE As with estimates, some of the settings that you need to make are not actually in the Invoices table itself. Setting an initial value for the Invoice Number Studio Manager automatically enters invoice numbers sequentially starting at 1001. You probably already use invoice numbers. We suggest that you temporarily turn off the auto-numbering feature while you enter your currently unpaid invoices. When you are ready to create new invoices using Studio Manager, turn Autoenter Serial number back on and set the next number to whatever is appropriate for your next invoice number. Page 36 Print as a Report from Invoice Items The advantage of this method is that you have many lines for your line item description and you can have an unlimited number of line items on the invoice (although single-page invoices will always print more reliably). The disadvantage is that you cannot edit the invoice on a screen that looks like the invoice. In order to use this method as a default, you must change the preference. From within the Invoices module, select the More Info tab and then the Preferences subtab. Click the radio button next to the “Print as report from Invoice Items..” option. In order to make the preference stick for all users, heed the warning shown on the Preferences subtab. Print from Invoice Screen If your preference is set to print as a form from Invoices and you select Edit from the dialog box, you are presented with the Invoice Screen. From there you Studio Manager 11 Installation & Setup Guide have the choice to Print on Paper or Print PDF (from Invoices) or to Print as Report (which uses layouts in Invoice Items). If you want to use both methods on a regular basis, then choose “Print as report from Invoices..” as your default. CUSTOMIZING THE INVOICE A new and simpler way to customize invoices was introduced with Studio Manager 10. It only requires inserting a logo graphic, and a second graphic that contains your company contact information. All this is done in Browse mode and requires no specific FileMaker Pro skills or entering Layout mode. It is more of a personalization feature than true customizing: a quick and easy method. Of course you still have the option to customize your invoice layout so that the size, position and formatting of your logo and contact information approximate the appearance of your letterhead. This true customization method requires an understanding of how to adjust layouts. If you also want the choice to print to PDF as well as to print onto your letterhead, using either print method described above, you need to be able to manage multiple layouts. Using the Quick and Easy Method Open the Invoices module and click on the More Info tab. Then click on the Invoice Graphics subtab. Here you see 2 different container fields. You cannot type into either field. The larger one (zg_Invoice_Logo) appears in the upper left area of the invoice and is intended for your logo. Since this is for a PDF, use a low resolution version of your logo, perhaps one that has been optimized for the web. Prepare by sizing this graphic to the physical dimensions you desire and by cropping it so that the graphic does not contain margins. You will have the best results if the background is white or transparent. To insert a graphic, choose Picture... from the Insert menu and navigate to the graphic you created especially for this purpose. Quick and Easy Method Please note that using this method is optional and not very flexible. The invoice is not likely to match the look of your letterhead, but it also does not require true customization skills. Your logo graphic fits in the upper left corner of the page in a Container field which can be resized and moved to fit your design standards.. A graphic of your company contact information appears on the lower right portion of the page in a container field which also can be positioned at resized to fit the content you want to display in it. Because this is a graphic, it can be formatted in whatever style and color you desire. Studio Manager 11 is provided with our own graphics as placeholders. When you insert yours, they replace ours. Using the Invoice Graphic fields is a simple alternative that allows you to personalize your invoices regardless of your FileMaker Pro skills simply by moving and resizing the two provided container fields. The container field below the first one is labeled zg_Invoice_Footer_Graphic and is intended for a graphic of your company name, address, email, phone, etc. Again, you will have best results if you create this block of type, colorize and size it as you wish and crop it tight before placing it using the Insert:Picture.. menu command. Page 37 Studio Manager 11 Installation & Setup Guide Customization of the Invoice If this container fields method of customizing the invoice layouts does work for you, then you must customize the layouts themselves. With any luck you will simply be able to reposition and/or resize the container fields along with moving and adjusting the position and formatting of the other fields and text. This is a best case scenario because it takes advantage of the scripts that let you choose to print to paper (no graphics) or to PDF (graphics included). FileMaker Pro includes page layout tools to allow you to make these adjustments. The FileMaker Pro User’s Guide (a PDF provided with FileMaker Pro) explain how to use them. If your letterhead is radically different from the ones provided, you may require more extensive customization of both layouts and scripts to make them match. You can hire us or an experienced FileMaker consultant to assist you or to do it for you. You might also decide that now is a good time to simplify your invoice. Customization Precautions As a precaution, make duplicate copies of the layouts so that you can start over if you make a mistake. There are invoice layouts in both Invoices and Invoice Items. We recommend that you make your changes to both, even if you have already decided to use one or the other for printing all your invoices. Never say never. When you are on deadline or need to get that invoice out quick, it’s nice to have the other format as a backup for special circumstances not anticipated. PREPARING THE MAIL LOG TABLE Changing the auto-enter value for your name A field for your name appears at the bottom of letters and in the upper portion of a fax. To turn on the auto-enter option, use the Manage Database button on the System subtab in Billing Codes. Choose the Fields tab. Scroll to and double-click the From field, click in the checkbox to enable the Auto-Enter Data feature, then enter the name you want to appear on letters and faxes. If you do not want a name to automatically appear, then clear the field if necessary and turn AutoEnter Data off by unchecking. Page 38 Changing the pop-up menu for your name The From field is also formatted as an editable value list. This is useful if a number of names might possibly be used. Easily delete or add names to the drop-down list. Click on the arrow at the right end of the From field, then select Edit... at the bottom of the list. Delete or add names in any order you wish - one name per line. You can also enter any name you wish into the field without using the Value List by simply clicking on the field to select the contents. When you see that the entire field is selected you may delete and type or just begin typing to replace the contents. Putting your phone and fax numbers on the fax layout If you haven’t done so already, open Billing Codes and select the Personalization tab. Enter your phone and fax numbers in addition to your company name. Because these values are used throughout Studio Manager, be sure to type them in carefully, exactly as you would like them to appear. PREPARING THE WEEKS TABLE Unless you want the Week Start Date to be on a different day of the week than Monday, you can use the Weeks table without any adjustments. Currently the Weeks table contains data necessary to accommodate the years 1988 through 2023. Although it does not appear in More Places, you can open the Weeks table from the Layout menu (in Layout mode) in the Status Bar of any entry screen or by clicking on Weeks in the menu bar of the Calendar module. Studio Manager 11 Installation & Setup Guide PREPARING THE TAX RATES TABLE If you are in California, open this table and review the list to make sure that the rates are current. If you are not in California and do not need these rates, you may want to delete the existing records and enter data appropriate for your needs. If your state, province or country does not charge sales tax, then be sure that none of your Billing Codes are marked as Taxable. Regardless of whether you charge sales tax or not, never delete this (or any other table) from Studio Manager. PREPARING OTHER TABLES Little prep is required in other tables unless you wish to change the font or add graphics to reports that will be printed. Page 39 Studio Manager 11 Installation & Setup Guide MANAGING SECURITY PRINCIPLES OF SECURITY AND ACCESS DESIGN Before we get into the nitty gritty of how to manage and modify security settings, we believe that it is both important and helpful to understand the Studio Manager philosophy of granting and restricting access. Security restrictions can be very annoying to system users at all levels below the master level (where there aren’t any restrictions) unless they are designed carefully with the user in mind. Your challenge is to allow enough access that you do not hamstring users while also protecting proprietary data. Studio Manager arrives with fairly liberal security settings. In general, we recommend that you begin implementation with loose security and then as more data is entered, users become more sophisticated and managers more skilled, access can be tightened intelligently and with finesse. Enlist the help of your most trusted staff, and those who are most eager to have Studio Manager succeed, to give you feedback. These folks will be the most patient with testing and implementation. Whenever tightening security it is crucial that the changes be tested prior to rolling them out. Make this easy on yourself by modifying access a little at a time. After making changes, then login at the level at which you intended to restrict access. Test to insure that access is indeed restricted. Re-login at the level at which you desire access. Test to determine that this level can see the data they require and produce the reports they need. SECURITY AND SECURITY MANAGEMENT FEATURES Built into FileMaker Pro is a set of sophisticated tools for managing access and privileges. Taking advantage of those, Studio Manager 11 contains a basic security control system already organized into custom Privilege Sets. In addition to the ability to create Accounts and Privilege Sets provided by FileMaker Pro, we added another layer in Studio Manager that we call Access Levels. This feature allows you to control access down to the script and layout level using the the Layouts and Scripts tables provided. You set up an Account for each employee. Each Account requires a password and is assigned to a Privilege Set. You’ll learn how to do this soon. Page 40 WHAT YOU GET AND WHY Studio Manager includes eleven different pre-defined Privilege Sets that you may choose to refine. GLOSSARY. Accounts allow you to log in to Studio Manager. An account has a single Privilege Set assigned to it. Privilege Sets control which layouts and fields are accessible and which actions can be taken. Access Levels are unique to Studio Manager. Each privilege set is given an access level from 1-90. Each script and layout is also given an access level number between 1 and 90. A user has access to all scripts and layouts whose access level number is less than or equal to the access level number of the privilege set of their account. Here’s some access level and privilege set suggestions: 1. Owner – Finance (60), Finance Plus (80) or Master (90). If you are the owner and the FileMaker expert in your shop, you should probably use Master all the time. If you are all thumbs with the computer, you’ll want to use Finance which gives you full access to your data but doesn’t let you change the underlying system components and layouts. If you generally don’t want to mess with the system but want the ability to fine-tune layouts, choose Finance Plus where you get all data access plus layout modification privileges. 2. In-House Database Administrator – User Pro (35), System (50) or System Plus (70). All 3 of these privilege sets give you close to 100% power with the system elements. User Pro is lower level in the data access department with System in the middle and System Plus being close to full data access along with the almost full system access. 3. Finance – Finance (60) or Finance Plus (80). This gives you full data access. Finance Plus adds layout modification privileges. 4. Admin – Admin (40). Starts with the same full data access as Finance but keeps you out of the system and can be given specific access or not to various kinds of information. 5. Trusted Employee or Account Manager – User Plus (30). Larger firms will have not only an Admin person but also will probably allocate some responsibility for creating jobs, Studio Manager 11 Installation & Setup Guide estimates and possibly even invoices to trusted employees in more responsible positions. That’s what User Plus is for. 6. Sales employee – Sales (25). This is for sales or marketing staff. They have the same privileges as Users except they also have full access to tracking sales activity. 7. Average employees – User (20). Depending on how you run things, this is what the average employee who just needs to enter timesheets, keep track of their job task due dates and occasionally lookup a contact address, email or phone number. 8. Newbies, Temps or infrequent Freelancers – Newbie (10). This privilege set is restricted to just entering timesheets. Because of the sheer number of layouts and scripts as well as the typically hectic schedule in a creative services environment, it might feel a little daunting at first to make changes in the FileMaker Security Overlay. If you want help with a few changes or a more elaborate security scheme, please email [email protected] or give us a call (415) 789-5219 and we’ll help you out at our regular consulting rates. Don’t underestimate what a 10 or 15 minute phone call might provide in getting you over the hump with this set-up piece. THE PRIVILEGE SETS There are 16 privilege sets in all: 11 standard Studio Manager privilege sets, two rarely used sets (Web Master and Web User, intended for use in a system customized for web use) and two sets defined by FileMaker Pro: Read Only and Data Entry Only. User Pro - User Plus level data access plus System level system access. This privilege set is for a very computer savvy user who still needs to be somewhat limited in his or her access to data. Level 35. Admin - This level lets you access most data except internal system-use-only data. Level 40. System – This is Admin data and full system access except field modification. Level 50. Finance - This is the access level that lets you access all data except internal system-use-only data. Level 60. System Plus - This is all system access and Finance level data access. Level 70. Finance Plus - This is all data access, but just layout access, not scripts or fields. This could work well as the regular account for the owner if he or she is not very Filemaker savvy. The owner might just get the Finance level if completely non-FM savvy. Certain Finance or owner types of data access could be reserved for this level. Level 80. Master - This is as much access as you can get without actually having full access.: all data, all system. The owner might have this password. Make sure it's also held somewhere else (perhaps in a safe deposit box) where it can be located in case of emergency. Level 90. [Full Access] - Tokerud Consulting Group retains the password to this level of access in your system unless you’ve purchased the unlimited user license. The 11 standard privilege sets are each given an access level number which determines how much access a user has. You don't need to know these by heart but eventually you may know them well depending on your number of users and how often you modify access. For now, just take a quick look. Newbie - This is a limited account that lets users work with Timesheets but that's about all. Level 10. User - This is the basic user account that allows access to Contacts, Jobs and Timesheets. Level 20. Sales - User level access but can get into Activities and marketing stuff. Level 25. User Plus - More responsible than plain User level. Level 30. We've given you or your favorite local FileMaker expert the ability to do 99% of what you want to do without 100% access. That way you aren’t dependent on us. You don’t need to coordinate your schedule or wait for us to schedule time for you if you know how to Page 41 Studio Manager 11 Installation & Setup Guide do it yourself. For more information about using Tokerud Consulting Group or someone else to assist you, reread Customization. LAYOUT ACCESS Studio Manager 11 has over 350 layouts as of this writing (some are just dividers). So we needed a Layouts table in Studio Manager to keep track of them all. The Layouts table can be updated any time you add, delete or change layouts by using the “Refresh Layouts list” button. With a security level of 35 (User Pro) or above, you can use Command-9 to get to the the heart of the back end of Studio Manager. In the Scripts menu this is called the “System Maintenance Screen•” which is actually the first of a number of tables and layouts that begin with the Tables table. From there, click the Layouts button in the button bar to open the Layouts screen. Optionally, click the Refresh Layouts list button (it’s green) to have Studio Manager refresh the table/list (1-3 minutes). If you know that no layouts have been added or removed, then skip this step. Page 42 Click the List Screen button in the button bar to open a list view that you can also use to to modify layout Studio Manager 11 Installation & Setup Guide access. The arrow at the left end of each row or the Layouts button will return you to the entry screen. the Invoice list screen, but 40 (Admin) to view the Invoice entry screen showing detail. Notice the 3rd column from the left labeled Access. That’s the minimum level required for a user to access that particular layout. Click the Sort button (in the footer) to group layouts by Table. You can use the Find command or scroll through the records to locate any particular layout. SCRIPT ACCESS Some tables contain more confidential data whose confidentiality is up to you. Please note that we have limited access to level 90 (Master) in order to access the Employee Confidential screen in Contacts. If you wish for lower level staff to be able to view and edit data on this screen, then you can lower the access number, although we don’t really recommend it. You can make Invoices, for example, not accessible to users with a level below 40 or 50. Or you can vary access by layout. It's up to you. We've started you off with a relatively lenient scheme which you can tighten up as you see fit. If you change access levels in the Invoices table, also consider adjusting the access levels for comparable layouts in Invoice_Items and Invoice_Payments. Making Batch Edits to Layout Access You may change access levels one record (one line) at a time, or use the Replace command (with care) to change access level in batches. To make batch edits, begin by performing a find that includes only the tables you wish to edit. You can limit your found set even more by finding by table and access level. For example, you might find all the Access 40's in a given table and change them to 30's. In the case of Invoices, you can find all 3 related tables by performing a find with multiple requests. There are almost 700 scripts in Studio Manager 11. The Scripts table is similar in function to the Layouts table. The Scripts table can also be refreshed as you add and change scripts. Open the Scripts table by clicking on the Scripts button from Tables or Layouts on the entry or list screen. Open at the Scripts table and Refresh [the] Scripts List (yellow button). Then open the Scripts List Screen. Click on the Sort button to group the scripts by table. You will notice that Scripts have been assigned different access levels within the same table. Some scripts have access level blank because they aren't regular scripts, they are just labels or dividers and are designated as such in the Script Type column. Scripts run directly by the user have higher numbers if they pertain to financial data or critical updating operations that would be expected to be run by experienced users, not casual users who may only know how to enter their own time on a timesheet. Subscripts that are run by other scripts tend to have very low access level requirements because, the Script that runs them controls access. Once that access is approved, there is no reason to have another barrier for the subscript. CREATING USER ACCOUNTS Read about “Replacing the contents of a field” in FileMaker Pro Help to understand how it works. Data changes made in this way cannot be Undone so use it carefully. Replace (Records menu) is very handy in data manipulation. It’s easy but so powerful, we want to make sure you know exactly how it works. Layout access is controlled by security checking scripts that run as soon as you click a navigation button that takes you to another screen. These security scripts check to see if the current user has enough access level points in their account privilege set to access a particular layout. This point system lets you determine that it takes, for example, 30 (User Plus) to get to view You create and modify user accounts on the User Accounts Screen, accessible via the Employees Admin tab in Contacts. To activate new accounts or to modify existing ones, you must login at the Level 60 (Finance) or higher. Most employees will lack the access required to open and use this layout. Page 43 Studio Manager 11 Installation & Setup Guide Although 60 is the minimum access level for this, it is not possible to create or modify a user account that has more access. So your Finance user can create Sales, User Plus, User and so on, they cannot add/edit Finance Plus or higher. From the Admin subtab on the Employee Dashboard, click on the User Accounts Screen button. If you are going to change access for multiple employees, click next on the Find All Active Employees button. Use the book tool in the status bar to move through the employee records. You need to have a login account for each employee who uses Studio Manager. The first time that you open this screen for someone on the staff you will create and activate an account, then assign them to the desired level. Accounts are not records. Adding or removing them changes an existing record – it does not add or delete a record. The fields at the top of the screen are for the account currently logged in. Below this appear the fields for the employee record you are looking at. You see their first and last name. You can search in these fields. If they are new to Studio Manager, the CD Privilege Set and CD Account Status fields will be blank. “CD” is employee ID of the record your are looking at. In the Account Set-up Area below. Choose a Privilege Set to Assign from the pop-down list (click on the arrow). The privilege sets are listed by name, not number. Refer to the descriptions of the Privilege Sets above if you need a reminder of the Access Level. Then click the blue Create Account for This Employee button. Click OK at the confirmation prompt. At that point you will see that the Privilege Set has now been set and the Account is “Active”. TIP. You can create a set of accounts for a particular PrivilegeSet very easily if you have lots of employees in your company or work group. Just create a Found Set of the employees you want for a particular PrivilegeSet and select that PrivilegeSet. Then press the Create Accounts for Found Set button and it will create the accounts with a little log of what was done entered into a temporary log right on your screen. If you like, you can copy and paste that log to a text a or word processing file (whatever) to retain a permanent record of what was done. Page 44 Disable Account Disable Account is used to lock out an active user. It has two uses. When you are first setting up, you probably want to go ahead and enter an Employee record for all users but you may not want every one of them to have immediate access to Studio Manager. For those that you want to block, just Disable the account. They won’t be able to log in. When you are ready for them to use Studio Manager, just return to this screen and click the Activate Account button. You can also use the Disable Account button to quickly block someone who just quit or for some other reason. TIP. Remember that accounts are an internal FileMaker construction. As an employee’s account is validated against an employee’s record (the account is matched to the employee’s full name), but is not a record. Deleting an account does not delete the employee record. Changing an Assigned Privilege Set You must delete a user’s account before you can assign that user to a different account. If you want to promote someone from User to User Plus, go to their record in, delete their account using the orange Delete Account button. If you get an error message, click the eraser icon to fix the problem. then recreate the account, starting with choosing their new Privilege Set. Note that doing this shows the same button, prompt and confirmation dialogs as when you first created an account for them. Passwords. The creating accounts button assigns a password equal to the user's contact number. Each user is given his or her own account with a particular privilege set. Studio Manager 11 Installation & Setup Guide Studio Manager uses the user’s full name as their account name and, by default, assigns their contact number as their password. Users should change their passwords once they've started using their accounts. This can be done very easily with the File>Change Password... command. OTHER NOTES ABOUT SECURITY When first setting up Studio Manager it may be necessary to grant Master access to your IT person or an outside consultant who is assisting with the installation. We recommend creating an employee record and an account for them that can be quickly and easily disabled when their services are no longer necessary. It is important that there always be a top person who has Master level access and a unique password that is kept in a safe place. This is most often the owner or the department head. Please note than anyone who has access to the ReadMe PDF that is delivered with Studio Manager, has the default name and password for the Master level. Changing this immediately will ensure that only the data you want can be viewed or edited by others. If you are a single user, you still might want to take advantage of Studio Manager’s security. If you are confident that you know what you are doing, then give yourself Master access. If you want to be able to get to all your data and reports but don’t want to accidentally screw up layouts, log in at the Finance level. Then just login at the master level when you are needing to change layouts and do things that require a higher level of access than you need in your normal work. Page 45 Studio Manager 11 Installation & Setup Guide BASIC STUDIO MANAGER The User Manual contains all operating instructions for Studio Manager. This section on Running Studio Manager is included here to provide you with the basics without your having to refer to a different document. It is duplicated in the User Manual. BEFORE OPENING STUDIO MANAGER The file is named “Studio_Manager_11.fp7” or “Studi_Manager 11.xx.fp7”. OPENING STUDIO MANAGER To begin working with Studio Manager 11, double-click its file icon if you are the only user, or, if you are accessing Studio_Manager on a FileMaker server, open FileMaker Pro 11 and then click the Remote... button in the Open dialog. Then double-click Studio_Manager to select it. If you are accessing from another location entirely, select the host from the Open Remote File dialog left panel, Favorite Hosts and then double-click Studio_Manager after it appears in the right panel. GETTING STARTED TIP. If you don’t already have an account using your full name), you will be prompted to select an employee name from the popup menu. You will see the names of all the people that were entered into the Contacts table under the category Employee. Unless you are a manager checking someone else’s time, select your own name. By selecting a name from the list, you tell Studio Manager who you are. During the current session, the program will remember the name you chose. The first thing that it does with this information is to show you your current outstanding tasks (Employee Tasks Screen/ Contacts). Later, when you are entering Timesheets, Studio Manager will also recall who you are and only display your timesheet records. If you already have your own login account, you’ll be taken to your employee record where you can see your assigned job tasks and gain access your timesheets. Page 46 Heads Up. If you haven’t entered employees into the Contacts table yet, no names will be available to select in the menu – you can use the layouts menu above the book icon in the status area at the left to move directly to Contacts where you can enter all employees in the employees tab. Then use the Re-Login command in the Scripts menu to log-in correctly. THE STUDIO MANAGER INTERFACE There are two main types of screens used in Studio Manager: (1) entry screens that display a single record’s details and (2) list screens that list multiple records – each record limited to showing a few fields. ENTRY SCREENS When you create new records, it is usually easier to do that on an “entry screen” that devotes all of the screen real estate to a single record. With all that room, you can enter all the data about a person, a job, an invoice, etc.. Even with a full-screen, though, you’ll run out of room if you are keeping track a lot of information in each record. TABS To provide a mechanism for keeping large amounts of data in a record, Studio Manager uses tabs. Studio Manager is particularly concerned with tracking contacts and jobs, so there tabs are used extensively. In contacts, there are full screen tabs for different types of contacts (prospects, clients, vendors and employees) and within those full screen tabs, there are smaller subtabs. The important thing to know about tabs is that a tab takes you to different views of data without moving you to a different table or data set. For example, if you are in the Contacts table and you click a tab, you won’t suddenly go to the Jobs table. A subtab in Contacts might be labeled Jobs or Invoices, but it doesn’t take you to jobs or invoices. It just lets you look at a list of the jobs or invoices for that particular contact in a portal (a small rectangle on the screen that lets you see related records from another table without going to that other table). Studio Manager 11 Installation & Setup Guide THE BUTTON BAR ON ENTRY SCREENS The rightmost 1 inch of each entry screen is reserved for a vertical button bar. The Studio Manager button bar is split into two or three sections. Commands If there are any commands that are common to all tabs for a particular table, you’ll see them in the commands section at the top of the button bar. The Middle Section Any commands unique to a particular tab appear in the middle section of the button bar. Tables that don’t have multiple screen-sized tabs, don’t have a middle section. Any commands are simply listed under COMMANDS at the top of the button bar. Places The bottom section, called PLACES, has buttons for the main places you can go in Studio Manager. There’s a More Places button at the bottom that provides more options. See “Navigation” below. Studio Manager Logo Wherever you see it in Studio Manager, we’ve used the Studio Manager logo as a button that takes you to the map of Studio Manager. On the map, you’ll see the key places in Studio Manager and how they interrelate. We encourage you to use the Map screen often as you are learning Studio Manager. Click on the icons there to navigate. LIST SCREENS While Entry Screens are great when you want to see a lot of information about a single record or when you want to create a new record, list screens are optimized to let you see and work with multiple records at once. want to look at all the records that meet a criterion. You might use a list screen to see all the jobs you’ve done that were for web sites or all the contacts you have in your home state. When you want to doublecheck that your data is correct, it can can help to quickly scan down a list of records looking to see that all the data in a column has been entered correctly. In Studio Manager there is a list screen for every table. On the list screen you’ll find an arrow at the left edge of each row (record) which will take you to the entry screen for that particular record. NAVIGATION TABLES As mentioned earlier, a table is a data set about a particular type of thing. Studio Manager has tables or data sets that keep information about contacts, jobs, estimates, invoices, timesheets and several other kinds of things relevant to creative services businesses. When you want to create, work with or view data about a particular type of thing, you need to navigate to the table for that thing. If you want to look up a phone number for a particular client, you would go to the Contacts table. If you want to know who the primary contact is for a job, you would go to the Jobs table. PLACES But how do you “go” to a the Contacts table or the Jobs table? In Studio Manager, we think of tables as places. You go to Contacts you travel to that place. When you are there, you can create records, enter data, look up data and create reports about the data there. All entry screens contain a PLACES menu that is always located at the bottom of the button bar along the right edge of the window, just below the Studio Manager icon which doubles as a button to the map. A good time to use a list screen would be when you Page 47 Studio Manager 11 Installation & Setup Guide The PLACES menu includes the same places in most tables. If the table that is currently open appears in this short list of places, then it will have a white background. Click on a gray button to jump to the table you desire. If the table you want is not listed, click on More Places. More Places The last button is called More Places. Click it to see a floating window containing the other tables that a user might wish to access. Billing Codes is on this menu. If you open it by mistake, click on the Cancel button at the bottom to close it. SCRIPTS MENU Although you can move between layouts, print reports and do most of what you need to do in Studio Manager just by pressing buttons, sometimes the button you need may not be on the current layout or the function you want to perform is not very common. If you’ve tried the More Places button or it’s not available on the screen you are on, pop-down the Scripts menu. The Scripts menu holds the most common systemwide things you might want to do like go to Contacts, Timesheets or Jobs. Open the Scripts menu to learn the keyboard equivalents for these common functions. Page 48 PRINTING FROM STUDIO MANAGER This is an important section – read it carefully. In order to ensure that forms and reports print correctly, scripts and buttons have been added to control the printing process. Look for Print... buttons in the button bars. Behind the scenes, the script “remembers” the correct Page Setup and Print configurations in addition to performing Finds and Sorts that are required. After clicking a Print... button you may be offered some options. Your choices depend on the nature of the report. You may be asked to choose between a current job or all active jobs. You might be given the option to print to paper or to PDF. Always you are given the choice to Cancel and if you got there by mistake, then this is the best choice. If you choose to proceed, what happens next depends upon a preference set on the SM Prefs tab in Billing Codes. Studio Manager 11 comes to you with the option to see a Preview before Printing turned off. Previous versions were different Prior to Studio Manager 11, the printing process defaulted to showing you a preview from within FileMaker Pro of what was to be printed. While there are some advantages to that, it is time-consuming for those who don’t want to see a preview every time. A feature of Mac OS X is the ability to preview before you print. So it was sort of a “no brainer” to turn off the feature in Studio Manager since you can choose it when you want and skip it if you don’t. A change was made in Studio Manager 10 that allows you to set the default to see a preview every time or not. By default, Studio Manager 11 is shipped with the preference Preview before Printing turned off. If you wish to always see a preview or you want to turn the option on and off, you can change this setting: 1. Open Billing Codes from More Places. 2. Click on the SM Prefs tab 3. Click once in the box labeled Preview before Printing to place an “X” in the box and thus turn on this feature. It takes effect immediately, but only on your computer and only for awhile. In a multi-user, networked system, the change will persist only through your current session. See Setting Defaults for instructions on changing it permanently and the implications of that choice. Studio Manager 11 Installation & Setup Guide If you choose to Preview before Printing then you need to remember to always click Continue at the preview. Otherwise you will be dumped out of the script and left staring at the layout that is used for printing. This may bear little resemblance to what you just previewed and not even be in the table where you started. Most of these layouts include an Entry Screen button to get you back to a screen with a full set of navigation buttons on it. Click that, then use the navigation buttons to find your way back to the table you were working with when you chose to print. TIP. If Preview before Printing is turned on, you must click the Continue button in the status bar to either print or cancel. This is an important step. Never cancel at the preview whether you wish to print or not. Do this to avoid being dumped into a layout or table that makes little sense to you. Doing so you will be returned to the originating screen or a more appropriate one. If you set Studio Manager to Preview before Printing then we encourage you to actually look at the preview. Make sure that what is about to be printed is exactly what you were expecting. Use the Book tool in the status area to look at additional pages of multi-page reports. If you are previewing in Preview, use the Thumbnail view to see all the pages. If you are using a Windows PC, print preview is a function of your printer driver. TIP. You will rarely if ever print anything from Studio Manager by going to the file menu to choose Print. If you do try to print something this way you may be unpleasantly surprised. This is because of the way FileMaker Pro remembers the last Page Setup settings that were used. If you just printed an envelope using the script and then you try to print a list without the script and without changing the Page Setup, you are going to waste paper and your own time. Always use the Print buttons and Print scripts! STANDARD AUDIT FIELDS These fields can be found on general System or Audit Info tabs in almost all tables. If there is a System tab, click that tab to see all available audit fields for a particular table. These eight fields can provide an audit trail when you are trying to track down the source of a problem. The System screen may also contain audit or other fields required for a specific table. Creation Date and Time. Studio Manager is designed to automatically enter date and time stamps for each entry that you make, putting the current date and time (of the computer clock) into these fields. Creator Name and Creator Account. Studio Manager records the name of the computer user (if one has been specified) and the Account that was active when the record was created. If you have multiple people making entries to the system over a network, this information can be useful. Modification Date and Time. Studio Manager date and time stamps whenever a change is made to a record. Modifier Name and Modifier Account. Studio Manager records the user name of the computer and the logged in Account when a change was made. D ATA E N T R Y RELATIONSHIPS The order in which data is entered into the various tables in Studio Manager is based on how the tables are related to one another. The magic that connects the tables in Studio Manager is a FileMaker Pro feature called Relationships. Relationships are created by defining matching fields (called keys) between two tables. Most tables contain a text field that is unique to that table and is usually entered automatically as a sequential number. Examples are Contact Number, Job Number, Estimate Number, Invoice Number and PO Number. These are frequently used as key fields, both alone and within calculations. Some key fields in Studio Manager are calculations Page 49 Studio Manager 11 Installation & Setup Guide designed to filter data in a specific way. These fields contain the word “zk_” at the beginning of the field name so they are grouped together at the bottom of the list (that’s what the z is for). create a new job. Once the job has been created however, you can change the rates in Jobs as needed for that particular project without altering the rates that you normally want to use for this customer. It is very important that you not delete or change relationships or key fields without understanding what you are doing. If you feel that you need to change a key field calculation, duplicate (back up) the file first, make the changes and then test before proceeding. The Relookup Field Contents command in the Records menu can be useful in certain circumstances. Studio Manager uses lookups, related fields or calculations depending on the function of that data. Once a relationship has been defined, data can be exchanged between tables in a variety of ways. Many of the efficiencies derived from Studio Manager exist because of lookups and related fields. Since data often flows from table to table in a specified sequence, it is important to enter data in the correct order. When this is done, all the data needed by each table is available and correct. LOOKUPS A lookup is used when editing data should not affect (or be affected by) the data in the another table. For example, address data is looked up into Invoices from Contacts. This is because you want invoices to show the address to which they were delivered. Even if you change the address in Contacts, the old address data remains in existing invoice records. Any new invoices that you create will of course use the new address. A lookup is a FileMaker Pro function that copies information from a related table when you enter matching data into the trigger field. For example, when you enter a Job ID into the Job Costs table, Studio Manager uses the data in this trigger field to match the correct record in the Jobs table. It then copies data from other fields in Jobs into counterpart fields in Job Costs that have been defined to be looked up from Jobs whenever the Job ID field in Jobs Costs is entered for the first time or subsequently modified. In Studio Manager, the hourly and markup rates in Jobs are looked up from the matching record in Contacts and the hourly and markup rates in Job Costs lookup from the matching record in Jobs. In order for lookups to work correctly, the correct data must already exist in the originating table. For example, rate data is looked up from the client contact record and copied into Jobs, so those rate fields should be filled in or adjusted (in Contacts) before you Page 50 Be Careful when you do Relookups. You can force data to be relooked up for a particular record by modifying the trigger field. A relookup on a single record is manageable. But doing a Re-lookup on a Found Set can have dire consequences. Some of your old looked up data may have been altered here and there for good reason and these exceptions will be overwritten by a relookup operation. This is why you should use extreme caution when forcing a re-lookup. The Relookup command in FileMaker Pro affects all records in the current found set. Be especially careful when using this function. RELATED FIELDS Related fields display data similar to lookups, except that instead of copying data from on table to another table, they simply display the data from the other table. The data exists in only one place. For example, the rate fields you see in Estimates are related fields in Jobs. If you change them in the Estimates table, they will also change in Jobs. This guarantees that the same rates will be used for both estimating and when entering time and expenses. CALCULATED FIELDS In addition to being used for obvious purposes, like calculating actual amounts from the cost in Job Costs or adding up totals for estimates or invoices, calculations are used to display data in a certain manner. Sometimes a calculated field is used to allow you to search in that field, but to prevent you from accidentally editing or deleting the data. Calculations often combine data from several fields. MANAGE DATABASE Studio Manager’s guts are located in its Tables, Fields and Relationships. These elements are so essential to the function of Studio Manager that access to changing them requires that you login using your Master password. Then click the Manage Database button on the System subtab, either in in Billing Codes or Jobs. Any customization of Studio Manager’s functionality Studio Manager 11 Installation & Setup Guide will require access to Manage Database. Additional tables and fields may be added without altering the basic operation of Studio Manager. Any changes or additions to Relationships should be done by someone with knowledge of what they are doing. In older versions of Studio Manager, a Define Fields dialog box could be opened from the File menu. This has changed. Manage Database appears in the File menu, but it is grayed out, meaning you cannot use it. Here are the step by step directions that you need to modify field definitions in Studio Manager: 1. Use your Master account to open Studio Manager. 2. Go to the Billing Codes table and click on the System subtab. 3. Click once on the Manage Database button. 4. From the Table pop-up (upper left in the window) choose the table that contains the field that you want to modify. 5. Click on the Fields tab (the one in the middle). 6. Fields are listed in alphabetical order. To locate a particular field, e.g. Job Number, scroll down the list. When you find it, click once on the field name to access its characteristics. 7. Click on the Options button to open the Entry Options dialog box for this particular field (or double-click on the field name). In most cases you will be modifying Auto-Enter options. Note that this window also allows you to modify Validation and Storage options. 8. Click on the Auto-Enter button (most likely it will be the one open already) to enter, modify or remove any of the automatically entered values that have been defined for this field. For example, change the Job Number that Studio Manager starts with by modifying the Serial Number in this window. 9. When you are done, click OK, and then OK again to exit the Manage Database dialog box. DATA THAT IS AUTOMATICALLY ENTERED As you are entering data, notice whether or not the lookups, related fields and calculations are displaying correctly. Most data entry of important key fields is done via value lists or is controlled by scripts, so it should be hard for you to make a data entry error. If you notice that normally looked up data is missing, check to see that the data you expected to see looked up is actually in the originating table and that the key field is precisely correct. D ATA E N T R Y O R D E R When you first begin to use Studio Manager, you will need to enter data into many of the tables. You have already read about the necessity to enter data in an order that makes sense to Studio Manager. Here is the order in which we recommend you enter the data you want to get started. Enter all billing codes and set all defaults in the Billing Codes table, if you have not already done so. Enter all current employees into Contacts and give each one a unique Employee ID. Print the Employee list. Enter your currently active clients into the Contacts table. Be sure to assign Client IDs. Modify the default hourly and markup rates as needed. Print the Client list. FileMaker can import data in many different file formats so you may be able to save time by importing data from other sources (see below). Enter all your active jobs into the Jobs table. Print the Job List. While you are at it, go to the Job Types table and edit the table by adding, deleting and changing job type records to reflect the kinds of work you handle. When you are ready, enter standard tasks and job specifications categories for each major type of job you deal with. This small amount of extra set-up work upfront will pay you back time and time again once in place. Enter vendors and prospects into Contacts. Print the Vendor and Prospects lists. Page 51 Studio Manager 11 Installation & Setup Guide Do some testing to make sure you understand how to enter job cost data. Select a job or make a fake job, create an estimate for it (and transfer that to Job Costs), then enter some time records, both via the Timesheets table and directly into the Job Costs table. Also enter some expenses into Job Costs. Then run some reports from the Job Costs table. Compare these to your own calculations. The arithmetic calculations performed by Studio Manager are very reliable. If your results are different, then check to be sure you are entering the correct codes. I M P O R T I N G C O N TA C T S There are at least three reasons you might want to import existing data into Contacts: You have an earlier version of Studio Manager and want to retain the data already in that copy of the Contacts table. You started entering your contact data into the Studio Manager Demo and don’t want to have to re-enter it. You have contact data in another file or application and you would like to transfer as much of that data as possible into Contacts. You can import data from another FileMaker Pro “.fp7” file (and some Excel files) directly. Importing data from most other applications requires that the data first be exported to a tab-delimited text file that is formatted in a manner that FileMaker can work with. Then the data can be imported into Contacts. If you aren’t already familiar with importing into FileMaker Pro, spend time studying FileMaker’s online help on the subject. Choose FileMaker Pro Help and type in the words “importing data”, to see a list of all the help regarding importing data. Print out the ones that are relevant to your situation. PREPARING CONTACTS FOR IMPORTING The first thing to do before importing contacts is to make at least one backup of Studio Manager. Please. It will just take a couple minutes. Page 52 IMPORTING ONE CATEGORY AT A TIME If you are importing data from FileMaker Pro 7 or higher, open that table first and find all of the records that you wish to import. It is better to import contact data in small chunks rather than all at once. It will be easier to import each different category of contacts separately. Once you import the data, you can assign the appropriate category for all the records in the found set with a single Replace command. If you import all the contact data you have at one time and the import doesn’t include the category, you will have to set that field for each record, one at a time. If you are importing from another Studio Manager Contacts table, this isn’t an issue because you’ll already have correct categories set and they will import. If your FileMaker Pro file is version 6 or older, it must be converted before you can run an import. This is true even if it’s Studio Manager. In Help enter “Converting files from FileMaker Pro 6 and earlier” to read all about it. IMPORTING DATA FROM TEXT TABLES If you cannot import directly from FileMaker into Contacts, then you will have to export a text file from whatever application contains the data. Study the export instructions for that program before proceeding. Compare how the data is stored in that file or program with how it is stored in Contacts. You may have to be creative in some cases. Contacts stores the first and last name in separate fields for instance. What if your program stores them in one field? The address fields in Contacts are also separate. Decide in advance which fields you want to import data into when the fields do not match. TIP: A trick we often use is to open the new tabdelimited text file as a new FileMaker file. Open Manage>Database in this new file and assign field names there to exactly match Studio Manager’s field names. If you do this, you’ll be able to take advantage of the Matching Names option when you get to the match fields screen during import. Studio Manager 11 Installation & Setup Guide IMPORTING FROM ANOTHER COPY OR VERSION OF STUDIO MANAGER If you already have a copy of Studio Manager or the Studio Manager Demo and you are importing all of your contact records, you have to decide whether to keep the existing Contact Numbers or assign new ones. If you are also planning on importing job records into Jobs or any Job Costs data into that table, keep your original Contact Numbers because they link to your other data. In this case you want to include Contact Number with the import and you do not want to replace these with new numbers. If you are only importing contact data but will enter data in all other tables from scratch, then do not import the Contact Number. MATCHING FIELDS Following the instructions you printed out earlier, import the desired data. You will be given the opportunity to match all the fields. GETTING A GOOD IMPORT Once the data has been imported, check it carefully for accuracy by scrolling through the records. Really look at the data in each field to determine if it is correct or not. Do NOT change the found set by doing a Find, Show All or Omit. It is not unusual to find something missing or in the wrong field, especially if you are importing from a text file and you’ve never done this before. If so, select Delete Found Records... from the Records menu and try again until you get the data imported to your satisfaction. This delete function only removes records in the current found set. Once you are satisfied with the import you are ready to update the data by adding a Contact Number and assigning a Category (if this data was not imported). You want to update the data you just imported before importing the next batch. UPDATING IMPORTED DATA As we said above, this can be tedious if the field names are very different or don’t match well. Take your time and double check your selections. Then run the import. The imported records will appear in a found set in Contacts. IMPORT OPTIONS After you have matched names chosen Import on the Import Field Mapping dialog, you’ll be confronted with a second dialog called Import Options. If the contact data you are entering doesn’t already have unique contact numbers that link with job and transaction data elsewhere, check the Perform Autoenter Options while Importing checkbox so that Studio Manager assigns your new contacts the next available unique contact numbers. Note: If you imported from a different copy of the Studio Manager Contacts table, skip this step because the imported records already have good contact numbers and categories assigned. You should have just imported a single category of contact such as vendors or clients. Click into the Category field on the first record on the List Screen. Select the correct category. Choose the Records/ Replace Contents... command and replace the contents of this field in all the records of the found set with the category that you chose. IMPORTING IN BATCHES If you are importing data in batches according to Category, then you will repeat the above steps three more times (assuming that you have records to import in all three categories). Page 53 Studio Manager 11 Installation & Setup Guide STUDIO MANAGER MOBILE Studio Manager 11 includes a number of new layouts that allow you to access it remotely via FileMaker Go for iPad, iPhone and iPod touch. Rather than repeat the instructions here, review the ePub as a PDF on your computer, or upload it to your mobile device and read it there with eBooks or another compatible eReader app. We have found it quite easy to copy from a computer to a mobile device by connecting them via a USB cable and using iTunes to drag and drop the ePub. Page 54 Studio Manager 11 Installation & Setup Guide FILEMAKER PRO RESOURCES TOKERUD CONSULTING GROUP Janet Tokerud, chief developer for Studio Manager, is somewhat of a tech nerd who loves keeping current with the latest, greatest, cutest, fastest, coolest and most awesome gadgets, software and hardware for your Mac, iPod, iPhone, iTV, Kindle and more. She writes frequent blogs and is quite active on Twitter where you can sign up to read her tweets at http:// twitter.com/tokerud. FILEMAKER, INC. FileMaker, Inc. is the publisher of FileMaker Pro and one of the best resources you have for all things FileMaker. We here at Tokerud Consulting Group have specialized in building FileMaker database solutions since the very first non-relational version of the application. We are charter members of the FileMaker Solutions Alliance and attend the FileMaker Pro Developers Conference every summer. http://www.filemaker.com We have a number of websites that we hope you will check out. http://www.tokerud.com/ TRAINING Tokerud Domain: Serving the technology needs of cultural creatives and their businesses From the developers of FileMaker Pro: http:// www.filemaker.com/support/training/ http://www.studio-manager.com/ FileMaker authorizes trainers and you might wish to work with one of these businesses: http:// www.filemaker.com/support/training/ authorized_trainers.html Studio Manager Story: Say "yes" to great design and "no" to missed deadlines, job overruns and negative cash flow. This is our primary product site. http://tokerud.typepad.com/filemaker/ FileMaker Fever: All things FileMaker http://tokerud.typepad.com/ Tech Ronin: life in the 21st century, personal technology, free agent nation, social web... This is Janet’s blog site. Look for Janet at these sites: Delicious Bookmarks from Janet Facebook Janet hardly ever uses fb Flickr Janet is also an amateur photographer and uploads a Linkedin photo here and there. Add Janet to your network Twitter Join Janet’s ever-growing list of followers Locate additional sources by entering “Filemaker Pro training” into Google or your favorite internet search. Check out local Junior Colleges and similar institutions of higher learning in your area for seminars and classes. FileMaker Pro classes are sometimes taught through adult education programs at your local high school or community center. These are often very inexpensive although they range wildly in quality. In general we recommend hands-on training. It is mostly a waste of time for you to attend a workshop where you just sit and watch a demonstration. RESOURCES For those who want to stay current with the world according to FileMaker, take a look at the website for FileMaker Today, home of a wealth of FileMaker resources including FileMaker Cafe, an online community. http://filemakertoday.com/ Just so you know, most of the resource websites and companies that focus on FileMaker provide services for FileMaker developers rather than users. Page 55 Studio Manager 11 Installation & Setup Guide READ A BOOK CONSULTANTS For the highly self-motivated and those who don’t live where training is offered, we recommend picking up a book to supplement the Studio Manager User Manual so that you have a general resource for FileMaker that you can turn to when you have a question about how to do something. In addition to being the developers of Studio Manager, we are also consultants. Regardless of where you are located in the world, please consider hiring us, Tokerud Consulting Group, to customize, upgrade and/or train you to use Studio Manager. After all, we know Studio Manager better than anyone. The Missing Manual series of books are excellent. It’s also available in as a Kindle/eBook and for FileMaker Pro 11. The FileMaker Pro 10 Bible is the latest in this series that covers everything from the basics to advanced techniques. Available in print and as an eBook. Over the years we have seen a number of good FileMaker books go out of print or never be upgraded to the latest version. The Missing Manual is just about the only exception. Page 56 Over the years we have worked directly with a number of FileMaker Consultants around the world. While none of them know Studio Manager as well as we do, they are highly capable professionals who have the skills necessary to customize Studio Manager to your specifications. We currently have authorized consultants in San Francisco, New York, Boston, Florida, Colorado, Kansas, Chicago, Vancouver BC, Japan and New Zealand. We are actively recruiting additional consultants in major metropolitan areas of the United States, Canada, the UK and Australia. Contact us if you are looking for help – we may have a referral for you. Click here for our consultants page. Search the FileMaker site for consultants. Also refer to the FileMaker website describing the FileMaker Technical Network, formerly known as the FileMaker Solutions Alliance, at http:// www.filemaker.com/technet/. From here you can find an expert for consulting or training.