Understanding DIF
The key to transferring data between FileMaker and ClarisWorks is to save the data in a file format recognized by both programs. Since both programs can export and import files in Data Interchange Format (DIF), and since database files in DIF retain their field names (unlike other available formats), you should use DIF files for these transfers.
DIF files include two types of records. The first records in the file contain information about the structure of the original database, including the field names and other information about the database file. The remainder of the DIF file contains the data organized so the importing application can create a new database that replicates the original source file.
Transferring a database from ClarisWorks to FileMaker is similar to the process you used to transfer a database from FileMaker to ClarisWorks. Proceed through these four stages:
Stage I. Prepare to Transfer Your Database
Before transferring your data, you should record some information to help you import your data into FileMaker.
Get the ClarisWorks database file on your screen and follow these steps:
1. Record an image of each ClarisWorks layout. To do that, select Layout from the Layout Menu to display a layout on the screen. Then capture or print the screen image using image capturing software. Later you can print those images with ClarisWorks. Certain combinations of Macintoshe computers and printers can create and print paint files via Command-Shift-3 or Command-Shift-4.
2. Write down each field name and field type in the file. Include the formulas you entered for every Calculation and Summary field.
3. Print a copy of each report you developed for the database.
Stage II: Export the Data as a DIF File
Now you are ready to create a DIF file that contains your ClarisWorks data. Follow these steps:
4. With the ClarisWorks database file on the screen, go to the File Menu and select "Save As..."
5. In the "Save As" Dialog Box on the screen, click on the file format button (which reads "ClarisWorks" in its default mode), then select the "DIF" option from the pop-up menu .
6. Enter a file name for your new file. Add the suffix ".DIF" to the end of the file name to help you identify the file. Then click on the Save Button.
7. Quit ClarisWorks.
Stage III. Import the DIF File into FileMaker
Your next task is to convert the DIF file into a FileMaker database. Continue as follows:
8. Launch FileMaker and click on "Cancel" if any dialog boxes appear. Then go to the File Menu, and select "New".
9. FileMaker will prompt you to create a new database. Navigate to the folder and/or volume where you want to store the new database file. Then enter a name for your FileMaker database and click on "New".
10. The Define Fields Window will appear on the screen; it looks like the example in Figure 1.
11.Type in the names of the fields and select their field types. You gathered this information in step #2 earlier.
12.Type in the formulas that you used in your ClarisWorks Calculation and Summary fields. Then click on ÒDoneÓ.
You are now ready to import records from the DIF file into the new FileMaker database.
13. Go to the File Menu and select "Import"
14. With the Import Window on your screen, click on "Import Records". FileMaker will display the dialog box that appears in Figure 2.
15. Navigate through the folders and disk volumes until you find the DIF file you created with ClarisWorks.
16. Double-click on the file name. FileMaker will display the window that appears in Figure 10. This window lets you select the fields that transfer into FileMaker. You want to import the complete ClarisWorks file into FileMaker; click on "Done". FileMaker will make all necessary conversions and will display the new database.
17. Issue a Command-S and save your new FileMaker database.
Stage IV: Enhance the New Database
Your ClarisWorks field names and records will translate into FileMaker. You do not have to define the field types; you did that earlier. However, you must still re-create your layouts. Continue as follows:
Recreating Layouts
18. Start by printing a copy of each layout that you saved as a paint or PICT file earlier.
19. Choose one of your printouts as the basis for a new layout in your FileMaker database.
20. Go to the Select Menu and select "Layout".
21. Refer to the printout and recreate the first layout by arranging fields and field names. To do this, click the mouse on a particular field or field name and drag it to the new location. Use the Alignment Command on the Arrange Menu to line up the fields and designators.
22. To change the appearance of field names or data, click on an item (or hold down the Shift Key as you click on a number of items) to select the item. Then, go to the Format Menu and select fonts, sizes, and styles to meet your needs.
23. Save your file; then print your new layout for future reference.
24. To prepare additional layouts for data entry or for your reports, select Layout from the Layout Menu, and repeat steps #21-23 for each screen format and report.
That completes the process of translating the FileMaker database into ClarisWorks. You can now add, edit, or delete records and print your reports as if you created the original database file with ClarisWorks.
Figure 1
Figure 2