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Tips & Tricks

eXpd8 Case / File / Client / Property Management

Sometimes your antivirus software can interfere with the eXpd8 update process and not permit it to complete fully, it is easily remedied. Go into my Computer, into your C drive, into the Program Files (X86)  then the Practpro folder under eXpd8 and locate a file called Rebrand, double-click on it – that’s it!

XPS Viewer is a feature in Windows that may need to be turned ON.  You need to go to Control Panel -> “Programs and Features”

Select “Turn Windows features On or Off”  Tick “XPS Viewer”

1. Outlook receipts (read or send receipts) cannot be included

(a)  So search for them in the activity screen and be sure to exclude them from the brief – or else they will cause your brief to fail.

2. Adobe – if your Adobe (PDF) updates itself – it has an awful habit of resetting its own security which prevents the brief from opening it and including it in a doc merge.  Unfortunately where this setting in depends on your version of Adobe in this case below

It is in Edit (top toolbar) Preferences then …..  Security (Enhanced) – ‘Enable protected mode at startup’ – must not be ticked

3. Make sure you do not have any of the items for inclusion in the doc merge open

4. If any documents have password protection – when the doc merge gets to that doc – it will be looking for the password (which means you will have to sit looking at it till it gets there) so best to remove the password during the process

Sometimes your pc does not release a program even though you have closed it.  If you are familiar with using Ctrl Alt Del, you can locate eXpd8 in the list of applications and End Task on it.  This fully closes the software and you can open it again.

eXpd8 Link can only exist in one instance of Outlook, so if you have 2 instances of Outlook open, it can only be displayed in one of them. If you only have one Outlook open, close it and open it again, re-launching Outlook usually resolves this problem.

Your eXpd8 data lives on the server, usually this message indicates that you have lost connectivity to the server. Resolve this by clicking into My Computer, locate the network drive which eXpd8 is located on, if there is a red X next to it, try open the folder anyway. Manually making the connection (if it does open) will resolve the problem. If the folder will not open, your pc has lost (and not regained) the connection. Try rebooting the pc. If you cannot see the eXpd8 drive, check that your pc is connected to the network.

If you find when you are running a brief that includes PDF documents, that the brief does not run smoothly, it can be a setting in your Adobe. It can be even after an update to Adobe that it returned to a default setting that was not present before.

How do I fix it

  • Change Adobe’s default setting to not ‘Enable Protected Mode at startup’
  • It depends on the version of Adobe you are running
  • Adobe XI
  • Edit (top toolbar)
  • Security (Enhanced)
  • Remove the tick from ‘Enable Protected Mode at startup’

Scan watcher is a simple application that lets you view items you have scanned into a particular folder.  If you cannot see the items you have scanned in, generally it is one of two problems:

1- You have not scanned to the folder you think you have:


Change the folder by clicking File in the top left corner and Select Folder, browse to the folder that you are scanning to.

2- Scan watcher is looking at the wrong folder:

On your scanner, check to see what folder you are scanning to.

The eXpd8 link in Outlook takes it’s lead (file name or code) from the setting you have applied in the main eXpd8 at the point when you launch Outlook.

If it is set to code – it will stay set to code unless:

  • You remove the tick for search by code from the eXpd8 link button in Outlook – and also remove it from the main search in eXpd8
  • Exit both
  • Launch eXpd8 again – which will set your default search to be by file name (presuming you closed it with file name being the search)
  • Launch Outlook which will take it’s lead from the eXpd8 current default search

By pressing F1 while in the eXpd8 application, you can access the eXpd8 user manual which contains a step by step guide on how to use eXpd8.

The eXpd8 Cloud

How to access eXpd8 Cloud:

In order to access eXpd8 Cloud you will need your Cloud Server connection name, your username and password. If you do not have these please contact eXpd8 Support.

Remote Access for Windows

  • Click on the Start > All Programs > Accessories > Remote Desktop Connection
  • Enter YOUR Cloud Server in the Computer box and click the Connect button
  • Click on Use another account
  • Enter your username and password. Your username should be entered as EX01\username
  • Click OK and you will connect to the server. (You can also check the Remember my credentials box).

Remote Access on iPhone and iPad

  • Install the Microsoft Remote Desktop app by searching the App Store or following this iTunes link:
  • Open Microsoft Remote Desktop.
  • Tap New Remote Desktop.
  • Type in Your Company Name under Connection name.
  • Put in YOUR Cloud Server for the PC name.
  • Tap User name and enter EX01\username and your password in the boxes. Tap Save at the top right. (You will have to edit the password here when you change it).
  • Tap Save at the top right.
  • The connection will be saved in the list of Remote Desktops, just tap to connect.
  • To change the mouse cursor to follow your taps instead of dragging the cursor:
    Tap the name at the top of the screen next to the keyboard icon, then tap the mouse cursor icon at the top left.

Remote Access on Android phones and tablets

  • Open the Google Play Store
  • Search for and install and open Microsoft Remote Desktop.
  • Tap the plus sign on the bottom left of the app to add a new computer.
  • Type in Your Company Name under Connection name.
  • Put in YOUR Cloud Server for the PC name.
  • Under User name, enter EX01\username and enter your password for that account under Password below that.
  • Tap Done at the top right to save.
  • The connection will be saved in the list of Remote Desktops, just tap to connect.
  • To change the mouse cursor to follow your taps instead of dragging the cursor:
    Tap the name at the top of the screen next to the keyboard icon, then tap the mouse cursor icon at the top left.

Remote Access on Mac OSX

  • Download the Microsoft Remote Desktop Client from the Mac App Store.
  • Create a Remote Desktop – On the Connection Centre screen, click New.
  • In the Edit Remote Desktops window, enter information for the remote desktop connection:
  • Connection name (Optional): Use Your Company Name, for example.
  • PC name: YOUR Cloud Server
  • Credentials: The user name and password to be used. Use EX01\username and your password here.
  • Click the close button to save the remote desktop.
  • Start a Remote Desktop Connection: Double-click the remote desktop connection.
  • If you are in full screen mode, the menu bar at the top of the screen will be hidden. This remote connection menu bar includes tools you can use to navigate the session.


  • When closing out of the hosted environment, log out correctly, do not simply close the session. Hitting the X at the top of the logged in environment closes the connection
  • To log off correctly click on your user name and selecting sign out will close the connection correctly
  1.  Login in to the cloud with your current password.
  2.  Once logged in press the following key combination at the same time : (CTRL + ALT + END).
  3. Click on Change a Password and Enter your Old and New Password and Press the Submit Button.
  4. After finishing, you will get a confirmation that the password was changed and upon your next subsequent proper login, you will be asked for the new password.


This is a fairly frequently asked question. The answer in a nutshell is: “There is no perfect antivirus that catches every unwanted software, every time.” But if you read on I explain it a little bit more:

Computer viruses are very similar to their biological counterparts. They spread, they cause malfunction and most importantly they mutate. However, the last one does not happen spontaneously (thank God!) but is facilitated by their creators. Amongst the primary goals of a virus writer is to create a code that evades detections and goes past all known antivirus protection software. So there’s a constant cat-and-mouse game between antivirus software developers and virus developers.

When a new virus comes out it takes days, or sometimes more than a week before antiviruses pick up on it. Simply because they need to get a sample of it, analyse it and have the “antidote” developed. During this period computers that come in contact with the new virus will get infected no matter what kind of antivirus they have.

The situation of viruses & antiviruses are like insect control. You can keep the vast majority of insects out of your house but you can never eliminate them completely.

As the saying goes “best protection is prevention”. It’s is very true for viruses. Taking proactive actions and minimizing the chances of contact with them is the best route.

So…what can you do to protect yourself?

First of all, recognize that humans and their behavior are still the weakest links in the security chain, and the most sophisticated anti-malware software in the world can’t protect you against people doing dumb things. It is critical to educate your users.

Second, if you’re still running Windows XP, you should be planning to migrate to Windows 7 as soon as you possibly can. Microsoft’s “User Account Control” really can help protect you against “zero-day” exploits and careless surfing. Yes, the implementation in Vista was annoyingly intrusive and heavy-handed. The implementation in Windows 7 is customizable at a more granular level. The point is that having a window pop up and ask, “Are you sure you really want to do this?” can be the difference between being compromised and not being compromised.

Third, find ways to lock down your users’ desktops. Yes, this will in some cases be politically difficult. But you really need to do it.

Finally, understand the need for a layered approach to security. The threats to your organization are many and varied, and one point solution (like anti-virus software on the desktop) simply cannot protect you from all of them.

The Internet is a dangerous place, and we will, for the foreseeable future, be locked in an arms race between the people who write malware and the people who come up with defenses against it. Most of all, you need to stay informed about security issues

Protecting your computer from viruses and other threats isn’t difficult, but you have to be diligent. Here are some actions you can take:

  • Install an antivirus program. Installing an antivirus program and keeping it up to date can help defend your computer against viruses. Antivirus programs scan for viruses trying to get into your email, operating system, or files. New viruses appear daily, so set your antivirus software to install updates automatically. eXpd8 will have ensured you have an Antivirus program, ensure you take updates when prompted and advise us if you have any concerns.


  • Don’t open email attachments unless you’re expecting them. Many viruses are attached to email messages and will spread as soon as you open the email attachment. It’s best not to open any attachment unless it’s something you’re expecting. For more information, see When to trust an email message.  
  • If you have eXpd8 pure mail you re less spam, but no spam filter can be   100% effective.


  • Keep your computer updated. Microsoft releases security updates that can help protect your computer. Make sure that Windows receives these updates by turning on Windows automatic updating. For more information, see Turn automatic updating on or off. Your pc will be set to auto update, let us know if you have any concerns around this.


  • Use a firewall.‌ Windows Firewall (or any other firewall) can help alert you to suspicious activity if a virus or worm attempts to connect to your computer. It can also block viruses, worms, and hackers from attempting to download potentially harmful programs to your computer.


  • Use your browser’s privacy settings. Being aware of how websites might use your private information is important to help prevent fraud and identity theft. If you’re using Internet Explorer, you can adjust your Privacy settings or restore the default settings whenever you want. For details, see Change Internet Explorer 9 privacy settings.


  • Turn on User Account Control (UAC). When changes are going to be made to your computer that require administrator-level permission, UAC notifies you and gives you the opportunity to approve the change. UAC can help keep viruses from making unwanted changes. To learn more about turning on UAC and adjusting the settings, see Turn User Account Control on or off.

Microsoft Office

  • Click File at the top left of your Outlook window
  • This brings you to what Microsoft calls ‘Back Stage’. Automatic Replies (Out of Office) are immediately displayed on the right of the panel, click on this.
  • By default – Do not send automatic replies will be enabled.Select Send automatic replies.
  • You have the facility to set the start and end time in which to send these replies. You must enter text in the ‘Outside My Organisation’ tab.
  • This can be different to the message you send inside your organisation.This rule will run for the period selected, however, it can be switched off as required by enabling the Do not send automatic replies at any time.
  • Macros are a series of instructions you can program MS Word to perform at the click of a single button. They are particularly useful for repetitive tasks such as inserting letterhead details into documents or occasionally used printer settings.
  • Within MS Word click the Office button on the top left and chose Word Options on the bottom.
  • Ensure there is a tick in the ‘Show Developer Tab Ribbon’ and click ok.
  • There should now be an additional tab on the Word toolbar called Developer.
  • Click on the developers tab, notice the ‘Record Macro’ option indicated below. Having clicked this you will be prompted to name your macro.
  • Give your macro an appropriate name (e.g. HeaderFooter) Then click the button icon to select a new icon for the new macro. Notice below how the new HeaderFooter macro appears in the left column, clicking the ‘Add’ button will have it move to the column on the right. Then click ‘Modify’ from the bottom (modify only becomes enabled once the macro has been added to the right column).
  • You are then presented with a range of icons to choose from for your new macro, select one.
  • Notice now how the newly chosen icon appears on the tool bar and how the ‘Stop Recording’ and ‘Pause Recording’ options are displayed. From this point on any actions taken such as mouse clicks or typing become part of the recorded actions associated with this macro.
  • Click File at the top left of your Outlook window.
  • This brings you to what Microsoft calls ‘Back Stage’.
  • Click into Options.
  • In Options select Calendar on the left  then click on Add Holidays option.
  • When clicked, this permits you to choose from a variety of regions holidays.

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