In this documentation, files will be identified by their name without the “.fp5” suffix. Depending on the operating system of the computer, this suffix may or may not appear in directories. This suffix indicates the version of FileMaker Pro that must be used to access these files. For a file with the “.fp5” suffix, the user must have either FileMaker Pro 5.0, 5.5 or 6.0 on his or her machine. For ease of reading, the prefix of PT has also been left off each file name. For example PTINQUIRIES will be referred to as INQUIRIES in the documentation.
The PORTAL solution consists of the following files:
PORTAL
This is the Central Navigation file that allows you to move easily between your primary work areas. It is also the file that you opened when launching the solution.
INQUIRIES
The INQUIRIES file contains a record for every instance when a child makes contact with your school. If a child inquires multiple years, there will then be multiple records. There is no additional file for children who subsequently apply; the record remains in this file. It is recommended that records not be deleted from this file. Deleting records will prevent you from doing important year-on-year statistics.
FAMILIES
The FAMILIES file contains a record for each household. A household can contain one or two people that live together and are the parents or guardians of children in the INQUIRIES database. A household will be related to a child as either Family 1 (custodial) or Family 2 (non custodial) and additional families can be accommodated.
CONTACTS
The CONTACTS file contains a record for each school, consultant or alumni connection. These can be related to multiple children as needed.
PREFS
The PREFS file contains Global Preferences for the system including the school name, addresses and phones, as well as the current academic year, current admission season, tuition amounts, etc.
CAPACITIES
The CAPACITIES file is a system file that connects to the solution preferences, holding the projected capacities for each grade for the current and coming years. This is a system file—meaning that you will never directly work in this file. Access is from other files as needed.
DIALOGS
The DIALOGS file presents itself when you are performing tasks, such as linking families or inputting new records. It is never opened directly.
INTERESTS
The INTERESTS file is a system file that contains a record for each interest that a child has.
PROCESS
The PROCESS file is a system file that is used to produce year-to-date and year-on-year reports.
