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Using the ProFile Options Package

Frequent Asked Questions

What is an "Options Package"?
How do I use the option package?
How many different options packages can I create and use?
Who can create an options package?
Can I switch between different options packages?
Can I protect the options packages so others cannot change them?

About Options Packages

Types of Options Packages
Creating a New Options Package
Loading an Existing Options Package
Updating an Existing Options Package
Deleting an Options Package

Transferring Option Packages

Transferring an Existing Options Package via USB key/external Media Device
Transferring an Existing Options Package via Email
Transferring an Existing Options Package via Network’s Shared Folder

Custom and Multiple Options Packages

Using Multiple, or “Custom”, Options Packages
Managing Files in Multiple Option Packages
Creating and Assigning Multiple Option Packages
Ordering of Multiple Option Packages

Troubleshooting

What is an "Options Package"?

An options package is a file that preserves customized ProFile settings. These can include office details, printing options, database settings, and template and module settings.

Creating an options package means that your ProFile settings can be used by you or by others without having to recreate any preferences.

How do I use the option package?

An options package can be used two different ways:

  • saved on a shared network/server where everyone has access to it
  • saved on a terminal server where everyone has access to it
  • saved locally to a single computer that is not on a shared network/server

Depending on which use is selected multiple users can work with ProFile in the same consistent manner, or an individual user can work with ProFile in a manner specific to themselves.

How many different options packages can I create and use?

There is no limit to the number of options packages that can be created and used in ProFile

Who can create an options package?

Any ProFile user can create an options package.

Can I switch between different options packages?

Yes, ProFile users can switch between different options packages.

Can I protect the options packages so others cannot change them?

Yes, you can learn how to password-protect options packages below in the “Troubleshooting” section.

Types of Options Packages

There are three types of options packages in Profile, individual, shared, or custom.

Individual options packages save on an individual computer and are loaded when ProFile launches.

Shared options packages save to a network/shared server where one or more individual computers have access to the package. This is the ideal option if you are using a network environment, Client Server, or Terminal Server environment.

Custom option packages allow the same ProFile options to be utilized even if an individual computer is disconnected from a network/server/terminal server. A Profile user creates custom options packages in different locations and instructs ProFile which to use.

Creating a New Options Package

1. Start ProFile.

2. Click the “Options” menu in the top toolbar.

A list of options displays:

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3. Set the necessary options for the package (e.g., template use, pricing, database, etc.); these selections will become the settings in the new options package.

4. Select “Options Administration…” from the “Options” menu:

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5. Select the options package type (1, 2, or 3).

6. Check the option “Include preparer and discounter name with Option packages.”, if applicable.

7. Check the option “Prompt to save changes”, if applicable. This feature applies only to package types 2, 3, and 4 and selecting the option prompts the user to save any changes made to an options package when closing ProFile.

Note: any changes made to an options package prior to ProFile being closed are NOT saved if the “Prompt to save changes” feature is not activated. Users must explicitly use the “Save” function to save any changes or they will be lost when closing Profile.

8. Click the “New” button.

The “New Settings” window displays.

9. Enter the name of the new options package:

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10. Click the “OK” button.

The new options package file saves to the designated location and displays in the “Options Packages” list:

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Loading an Existing Options Package

1. Start ProFile.

2. Select “Options Administration…” from the “Options” menu:

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3. Select the options package to be loaded in the “Options Packages” section.

4. Click the “OK” button.

The selected options package loads.

Updating an Existing Options Package

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu:

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3. Select an existing options package in the “Options Packages” section:

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4. Click the “Load” button; the options package loads.

5. Click the “Options” menu in the top toolbar.

A list of options displays:

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6. Set the necessary options for the package (e.g., template use, pricing, database, etc.)

7. Select “Options Administration…” from the “Options” menu.

8. Click the “Save” button; the changes made to the options package settings save.

Deleting an Options Package

Only someone with “administrator” privileges or the creator of the options package can delete an options package.

Only a user with the password or an “administrator” can delete a password-protected options package.

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu:

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3. Select an existing options package in the “Options Packages” section:

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4. Click the “Delete” button.

The “Confirm” window displays.

5. Click the “OK” button to confirm the deletion.

The options packages deletes from the “Options Packages” list.

If an error message displays, the user lacks sufficient privileges to delete the options package or it is password-protected:

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Transferring an Existing Options Package

It may be necessary to copy an options package to an individual computer that will not have access to the network/server/terminal server at a future date. For example, a preparer is traveling to visit a client but still requires the same options package shared amongst preparers connected to the office network/server/terminal server.

There are three options for transferring an existing options package:

  • USB key or other external media device
  • Email
  • from a network’s shared folder

Transferring an Existing Options Package via USB key/external Media Device

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu.

3. Identify the options package being transferred in the “Options Package” section (e.g. “Options Package 123”):

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4. Click the “Browse” button in the “Options package directory” section.

The “Option Package Directory” navigation window displays:

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5. Identify the location of the options package being transferred.

6. Close the “Option Package Directory” window.

7. Navigate to the option package directory in Windows Explorer.

8. Select and copy the options package being transferred.

9. Insert a USB key or other external media device into the network/server/terminal server computer and paste the copied options package to the key/media device.

10. Remove the key/media device and insert it into the non-network computer.

11. Create a directory location on the non-network computer matching that of the directory the options package file was copied from.

12. Paste the copied option package file to the new directory on the non-network computer.

Transferring an Existing Options Package via Email

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu.

3. Identify the options package being transferred in the “Options Package” section (e.g. “Options Package 123”):

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4. Click the “Browse” button in the “Options package directory” section.

The “Option Package Directory” navigation window displays:

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5. Identify the location of the options package being transferred.

6. Close the “Option Package Directory” window.

7. Navigate to the option package directory in Windows Explorer.

8. Select and copy the options package being transferred.

9. Create a new email; address the email to yourself and compose the email with the options package file included as an attachment.

10. Send the email.

11. Create a directory location on the non-network computer matching that of the directory the options package file was copied from.

12. Copy and paste the emailed options package file to the new directory on the non-network computer.

Transferring an Existing Options Package via Network’s Shared Folder

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu.

3. Identify the options package being transferred in the “Options Package” section (e.g. “Options Package 123”):

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4. Click the “Browse” button in the “Options package directory” section.

The “Option Package Directory” navigation window displays:

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5. Identify the network’s shared folder location for the options package being transferred.

6. Close the “Option Package Directory” window.

7. Navigate to the network’s option package shared folder in Windows Explorer.

8. Select and copy the options package being transferred.

9. Create a folder location on the non-network computer matching that of the shared folder that the options package file was copied from.

10. Copy and paste the emailed options package file to the new folder on the non-network computer.

Using Multiple, or “Custom”, Options Packages

A computer that is utilizing an options package on a network/server/terminal server will lose access to it if the computer disconnects from the network/server/terminal server.

However, ProFile can be set to access an alternate local options package (or packages) on the individual computer’s hard drive as a substitute to the network/server/terminal server options package. ProFile will first search for the designated options package on the network/server/terminal server; if that options package is not available ProFile will search for the next options package on the list.

Note: ProFile does not synchronize changes between options packages. Any changes to a local options package while disconnected from the network/server/terminal server are not saved in the network/server/terminal server options package.

Managing Files in Multiple Option Packages

When the laptop is connected to a network/server/terminal server, users should use the options package stored on the network/server/terminal server. When the laptop is disconnected from the network/server/terminal server users can specify an options package stored locally on the laptop itself.

However, be aware that by having two different sets of options you are using two different databases. Files created or changed when you are disconnected from the network/server/terminal server will not be listed in the database stored on the network/server/terminal server.

Creating and Assigning Multiple Option Packages

ProFile users who will disconnect at some future time from a network/server/terminal server and continue working will need to create at least two options packages: one for connected network/server/terminal server use and one for when disconnected from the network/server/terminal server. This allows the disconnected work to use the same options package settings as that on the network/server/terminal server.

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu:

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3. Select the “Allow Multiple Option Package Groups” option.

The “Option package groups” section expands:

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Note: the path set in the “Option package directory” field is the default path for the options packages.

4. Select the option “4. Custom: Try to load package from option package groups until available package is found” in the top of the “Options Administration” window:

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5. Click the “Default” entry under the “Group Name” column:

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6. Enter a descriptive name for the group. For example, if this group is only accessible when a laptop connects to the network/server/terminal server, name the group “Network”:

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7. Click on the file path listed under the “Folder” column.

8. Click the [...] button:

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The “Option Package Directory” navigation window displays:

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9. Identify the location of the options package and select the folder.

10. Click the “OK” button; the “Option Package Directory” navigation window closes.

The “Network” options package is created.

11. Click the “New” button.

12. Enter a descriptive name for the new group. For example, if this group is accessible when a laptop cannot connect to the network, name the group “Local”:

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13. Click on the blank path under the “Folder” column:

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14. Click the [...] button:

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15. The “Option Package Directory” navigation window displays:

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16. Identify the location of the options packages and select the folder.

17. Click the “OK” button; the “Option Package Directory” navigation window closes.

You have created both a network/server/terminal server options package (“Network”) and a local options package (“Local”) in ProFile.

Ordering of Multiple Option Packages

ProFile will search for option packages first on the network/server/terminal server and then on the local computer when starting.

It is critical to arrange the options packages in the correct order in order to preserve ProFile’s search-and-select process. For example, if the options package “Local” incorrectly lists before “Network”, ProFile will load and use the “Local” options package first, even if connected to the network/server/terminal server.

In the following example, the “Local” options package is incorrectly listed prior to the “Network” options package:

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Click and hold the “Network” options package; drag the “Network” options package above the “Local” entry and drop:

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The “Network” options package correctly orders prior to the “Local” options package.

Troubleshooting

Can I password-protect an options package?

Any options package can be password-protected.

1. Select the “Options password…” item from the “Options” drop-down menu in the top toolbar.

The “Set Options/Delete Password” window displays:

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2. Enter a password in the “Password:” field of the “New password” section.

3. Enter the same password again in the “Confirm:” field.

4. Click the “OK” button.

The password saves and the options package file is protected from alterations and deletion.

A prompt requesting the password displays any time changes are made to the settings.

I lost the password for an options package…can it be recovered?

A lost password may be recoverable by the ProFile support team, but it is not assured. We strongly recommended that any passwords be recorded according to your firm’s policies in order to prevent loss.

How can I change the default directory/location of my options package(s)?

1. Open ProFile.

2. Select “Options Administration…” from the “Options” menu.

3. Click the “Browse” button in the “Option package directory” section:

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The “Option Package Directory” navigation window displays:

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4. Select the location to save the new options package file.

5. Click the “OK” button; the new location is set as the default directory.

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