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Options Profiles

Published: July 18, 2016

This topic references TaxCycle but Options Profiles work the same way in both TaxCycle and DoxCycle.

Options Profiles make it easy to:

  • Share your settings with your entire office
  • Choose which settings to share
  • Lock down specific settings to prevent accidental changes
  • Easily copy settings to a different computer

If you're pointing all computers in your office to the same Client Manager server, remember to select that server in the Options Profile. The workstation will connect to the Client Manager server provided by the Options Profile.

Local options

Even if you don’t use Options Profiles, TaxCycle and DoxCycle use the same mechanism to store your local options.

If you don't want to share options with others or copy your configuration to another computer, you can keep running with this Local profile. There's nothing more to do.

Local options

To manage your local options

  1. To open Options from the Start screen, click Options on the left side. If you have a file open, go to the File menu, then click Options.
  2. Click on Manage to expand the Options Profile section.
  3. Click on your Local options.
  4. Click View to see the files stored on your computer.
  5. Click Reset to revert to the default options installed with TaxCycle or DoxCycle. This requires you restart TaxCycle.
  6. Click Import to replace your local options with those in an Options Profile zip file.
  7. Click Export to create a full export of your options. This is great if you're moving to a new computer.

Choose an Options Profile on start

Select or Browse for an Options Profile from the Start ScreenWhen you start TaxCycle, you can select an Options Profile at the top right of the TaxCycle Start Screen.

TaxCycle will remember the last profile you used and load it automatically the next time.

If you want to always see a dialog box to  select an Options Profile when you start TaxCycle, check the option to Select Options Profile to use on start-up.

If you only see one item in the list, it is because you are using the Local (with your computer name) profile. Go to TaxCycle Options to create more profiles or to connect to a profile on your network (see below). Or, you can Browse to load an existing Options Profile from your computer or network.

You can also choose the profile you want to use from the drop-down list at the top of the Options dialog box.

Create an Options Profile

  1. To open Options from the Start screen, click Options on the left side. If you have a file open, go to the File menu, then click Options.
  2. Click on Manage to expand the Options Profile section.
  3. You can click New, to create a new, blank profile, but then you have to select every option you want. It can be easier to click once on your Local profile, then click Clone to use that as a starting point.
    Create a new options profile
  4. Browse to where you want to save the profile. This can be in a folder on your local computer, or a folder shared on the network. But, it must be a folder to which you have write access. If you plan to share it on the network, be sure to create the path with a UNC path. For example: \\mycomputer\sharedfolder.
  5. Select the pages to include in the Options ProfileClick the Share link to share the folder with others on your network. This sets the permissions in Windows® to read-only so others cannot change the Options Profile. Click View files to see what is already in the folder you selected, then click Next.
  6. Enter a name for the profile, the click Next.
  7. Check boxes in the tree on the bottom left to include pages of options in the profile. This allows you to share only the options you want. Uncheck boxes in the tree on the bottom left to exclude pages of options from the profile. Anyone using the shared profile can set Local options for those pages not in the profile. Edit any options by selecting a page then changing the settings on the right, then click Next.
  8. Optionally create an email so you can tell your team where to connect to the options (remember it is very important to use a UNC path if you're sharing within the office.)
  9. Click Create to complete the profile. 

Modify an Options Profile

  1. To open Options from the Start screen, click Options on the left side. If you have a file open, go to the File menu, then click Options.
  2. Click on Manage to expand the Options Profile section, then click on a profile from the list.
  3. On the right side of the dialog box, the Folder field shows the path to the profile.
  4. Click the Share link to share the folder with others on your network. This makes the Windows® the permissions read-only so that others cannot change the Options Profile.
  5. Click View files to see what is already in the folder you selected.
  6. If a profile you are accessing from the network has been modified, you may need to click Reload to view the changes.
  7. Edit any options by selecting a page then changing the settings on the right.
  8. To remove a profile from the list, click RemoveThis does not delete the zip file.
  9. Click Delete to erase the profile zip file by placing it in your Windows® Recycle Bin.

Change individual options in a profile

If you have an Options Profile selected but the top of the section for managing the options isn't open, you can still change the individual options:

  1. yellow message appears telling you that you can change the active Options Profile. Click the Make link to unlock the options below.
  2. Once the options are editable, a green message reminds you which Options Profile you are editing. Click the Cancel link to stop changing the Options Profile.
  3. To see the details of the Options Profile, click the down arrow on the top right of the dialog box. 
  4. Edit any options by clicking on a page on the left and then changing the settings on the right.

change the individual options

Share an Options Profile by email

Send a link to a shared options profile

  1. Create a new Options Profile and save it in a folder on your computer or in a folder on a network server (see instructions above). You don’t need to install TaxCycle to create the Options Profile on the server. Simply save the Options Profile zip file to a folder on the server. For example, create a profile on your workstation and then save the profile to the shared folder. 
  2. Make sure the path to the profile is a UNC path, so that people on your network can also access the folder. For example: \\mycomputer\sharedfolder.
  3. If the folder is on your computer, make sure you share the folder using Windows® permissions so that others can see it. An easy way to do this is to click the Share link above the path.
  4. Hover near the profile name and click the Email button to send the profile to others in your office. When they receive the email, they can click on the link, and then drag and drop the zip file onto their options screen to load it. 

TaxCycle respects the Windows® permissions set on the folder you share. So, if the folder is set up so that only your Windows® user account can make changes to it. Others will only be able to read the options, not change them.

Load an Options Profile from your network

Load an options profileAfter someone else shares an Options Profile on your network, you must load it into your options before you can use it:

  1. Open Options, then click Browse at the top of the window.
  2. Go to the location on the network where the profile is saved.
  3. Select the zip file and click Open.
  4. The profile now appears in the drop-down menu.
  5. If you load an Options Profile that is on your network, but it only contains some options, TaxCycle will look at your Local options to fill in the rest. This means, someone can configure office-wide settings for things like print sets or transmission credentials, but can leave other options up to you to select. 
  6. You can tell which options you are able to set locally because they will have a green background in the Options dialog.

If you want all staff to always use a particular Options Profile, remember that unless an Administrator sets an options password on their computer, they will still be able to choose their Local profile from the Start Screen or the Options dialog box. This is not a password for Options Profiles, rather it prevents anyone from even opening options. Learn more about setting an options password.

Set a default Options Profile

  1. Drag to re-order the default options profileThe Options Profile that is at the top of the list appears first in the drop-down list on the Start screen and the Options dialog box. TaxCycle loads the profile at the top first when starting TaxCycle.
  2. Change the default Options Profile by dragging the profiles into a new order.
  3. TaxCycle will remember the last profile you selected and use that the next time you open TaxCycle.
  4. If the selected profile only contains some options, TaxCycle loads the remaining options from your local profile.

Export an Options Profile

Even if you only set local options, it can be handy to export your options so you can put them on a different computer. 

For example, if you get a new computer, you can quickly export the options and then import them there. Or, if you run a desktop computer and laptop computer, configure on one, export and then import on the other.

Export your options to another machine

  1. To open Options from the Start screen, click Options on the left side. If you have a file open, go to the File menu, then click Options.
  2. Click Manage to expand the Options Profile section.
  3. In the list of profiles, click on an Options Profile or Local options.
  4. On the right side, click Export.
  5. Save the file to a shared location on your network. If you don't work in a network environment, save the file to an external media storage device (USB key) or cloud storage.

Import an Options Profile

Options Profiles are zip files. To import an Options Profile zip:

  1. To open Options from the Start screen, click Options on the left side. If you have a file open, go to the File menu, then click Options.
  2. Drag the zip file onto the Options dialog box. This creates a separate profile in the list.
  3. If you want to replace the contents of an existing profile, select the profile in the Manage profiles section of the Options dialog box, then click Import on the right side of the dialog box. This replaces the contents of the existing profile with those in the zip. (Handy if you create a profile to share just your print settings, for example.)