Office Tools Professional - Downloads

User Enhancement/Bug Report

2012-03-02T21:02:01Z

If you have an error or an enhancement you would like us to look at, please fill out this form and submit it to our support department (support@officetoolspro.com).

When submitting this report, please be sure to include a Screen Shot of the area of the program you are referring to (cropped to where the data is clearly visible), and a detailed explanation of your issue/request.

If you are submitting an error report, please be sure to include a comprehensive step-by-step set of instructions on how to reproduce the error. If need be, you can also include screen shots of each step.

If you wish to be notified when your error has been fixed or your enhancement has made it into the program, include your company name, your name, and your email address at the top (double click the header in MS Word to edit it).

Office Tools Database Backup Utility

2011-01-11T07:45:00Z

The Database Backup Utility is a simple program that runs on the SERVER and is used to manage the automated backup of an Office Tools Professional database. This program will allow the user to set a series of options to configure their backups. The backups can be set to expire at a specified age, after which they will be deleted. Once installed, configured, and enabled, the backup utility will install itself into the operating system as a Windows Service, and will run at the times specified by your settings.

The user can set the following options...

• Backup location :: path to the folder where the backups should be stored.

• Backup retain value :: duration (in days, weeks, or months) to keep the backups.

• Backup times :: time(s) of the day at which the utility will make a backup of your database.

• Backup interval :: Daily, every 4 hours, or every hour

• Work hours :: [optional] run only during work hours (eg. 8am - 6pm)

• Backup Days :: the weekdays days on which the backup will be executed

• Compress Backups :: compressed backups are generally 14% of the original size

• Backup Sample :: backup your business database as well as your sample database

Please Note: this is not like the original database backup utility. This does not require that a user be logged onto the server for it to run. Since this will install itself as a windows service, there will be no user interaction outside of the configuration utility (see images below). Since this backup utility is a Windows Service, it requires Administrative Privileges to be installed and configured.

Office Tools Professional Version 2009.057

2010-01-28T18:15:49Z

DO NOT INSTALL THIS UPDATE UNTIL THE FOLLOWING IS COMPLETED:

This update requires the 'Office Tools .NET Preparation Utility' in order to run properly. Please read the article on the preparation utility and perform the steps outlined in the guide before downloading and installing this update.

This update contains the following:

New Form Letter Manager (for creating / editing / printing Appointment Form Letters / envelopes / labels) that fixes the page break issues present in previous versions.
Added 'Time Remaining' to the 'Generating Form Letters' dialog
Removed 'Sincerely,' as the default signature when one does not exist.
Added the ability to edit/print Client Service Letters/Envelopes/Labels
Added support for 'Mark for Printing' and 'Mark Completed' in Appointment Confirmation Letters.
Added built-in filter to filter out appointments not marked to print.
Added 'No Data for this report' message to Appointment Confirmations when there are no appointments that match the filter criteria.
Synchronized selected Form Letter between the Form Letter Editor and its respective dialog ('Print Appointment Confirmations' or 'Print Client Service Letters' dialog)
Updated 'Select Letterhead' and 'Insert Signature Graphic' to eliminate 'Being used by another process' issue on some machines
Added the ability to print the body page footer specified by Office Tools (Setup -> My Company -> Information & Settings -> Letterhead -> Body Page Footer)
Removed the Day of Week from the 'Print As Date' within the Appointment and Client Service form letters.
Abililty to print on paper that already contains a company Letterhead
Added the ability to print Project Form Letters
Improved the performance of the Client Service Letters.
Added support for Emailing Form Letters (supports all Project, Appointment, and Client Service Standard Letters)

Be sure to run the 'Office Tools .NET Preparation Utility' on your server before downloading this update. If you have already run the 'Office Tools .NET Preparation Utility', then there is no need to run it a second time.

Before running the .NET Preparation Utility, be sure to:

Create a current backup of your database using the 'Office Tools Database Backup Utility'.
Install and execute the '.NET Preparation Utility' on the computer acting as your Office Tools Server.
Ensure there were no error messages displayed during the .NET Preparation process

Frequently Asked Questions:

What is the .NET Preparation Utility and why do I need it?

- The .NET Preparation Utility was created to prepare your Office Tools Professional database for use with the 2010 Version of Office Tools Professional. The latest features that we are adding to the 2009 version of Office Tools are all written using the functionality from the 2010 Office Tools. These new features require that the database be updated using the .NET Preparation Utility in order to function to its fullest extent.
What will happen if I installed the update without running the .NET Preparation Utility?

- Do not worry, you simply need to download and install the .NET Preparation Utilty on to your Server. Once the installation is complete and your database has been update by running the utility, you will be able to log back in to Office Tools Professional just as you would normally.
I installed the update but did not install the .NET Preparation Utility. Did I just ruin my database?

- No. Your database is safe. Without running the .NET Preparation Utility, you will most likely experience issues when attempting to use the new features included in the update (Form Letter Manager for Appointment Confirmation Letters). Just be sure to install and run the .NET Preparation Utility before attempting to use these features.
What exactly does the .NET Preparation Utility do?

- Each Office Tools database has subtly differences in the schema of the database (table structure and definitions). The .NET Preparation Utility eliminates these small inconsistencies. It does this by re-naming your existing database (to OfficeToolsOld) and creating a brand new database in its place. This new database is a completely empty shell, so all of the data is imported from your old database into the empty shell, creating a function duplicate that conforms to the requirements of the 2010 version of Office Tools Professional.
Why is this update so important?

- This update is the first in a series of updates that will incorporate new features to ease the migration from the 2009 Office Tools into the 2010 Office Tools. These new features will have a similar look and feel to what you are used to, but they have been changed to improve performance and stability while also including new features never before seen in Office Tools Professional.
What should I do if there is an error during the .NET Preparation process?

- Do not close the .NET Preparation utility. You will need to create a new email, then copy and paste the contents of the .NET Preparation Log (displayed in the main window of the utility) into the body of the email. Be sure to type '.NET Conversion Error' in the subject of the email, then send it to Support@OfficeToolsPro.com. A technical support representative will contact you as soon as possible to assist you in converting your database.
I installed the .NET Preparation Utility on my server. Is this all I need to do?

- No. If you did not get a screen that says 'Office Tools .NET Database Update Utility' in the title, and has a button that says 'Convert', then you will need to run this file manually. This file is called 'Database Update.exe' and can be found in its installation directory (default location is 'C:\Program Files\Office Tools\Preparation'). Once you have run this utility and the conversion has completed successfully, you will be ready to continue working inside of Office Tools Professional.

Office Tools QuickBooks Integration Version 1.0.6.6

2009-12-16T19:02:38Z

The Office Tools <-> QuickBooks Integration is free to use until May, 2010.

The user guide for this feature can be found at : http://www.officetoolspro.com/support/downloads/pdf/qbUserGuide.pdf

Version 1.0.6.6 has been updated to correct a user-submitted bug.

Bug Fix: Issue where a Work Code Full Detail invoice would export to QuickBooks as a Work Code Summary or Work Code Partial Detail invoice. This issue did not affect the amount of the invoice, only the number of line items displayed within QuickBooks.

This update requires that you uninstall any previous version of the Office Tools <-> QuickBooks Integration utility before installing this update.

This application is for SQL users only. Not sure if you are a SQL user? Click Here.

The new Office Tools <-> QuickBooks Integration has been re-designed from the ground up. This latest version is faster, more user friendly, and contains a whole new reporting system.

Some of the Highlights of this new version are:

Updated the automated QuickBooks connection to auto-detect the version of QuickBooks, and adjust export features to match.

Added more informational messages to help troubleshoot any QuickBooks Connection issues

Added the ability to specify which QuickBooks company file to connect to.

Updated the Payment export to give the ability to deposit payments into undeposited funds rather than the Deposit Account Miscellaneous updates

Overview of Features

Basic Information - Setup for default Accounts and Item Codes

Contact Import - Allows the user to 'Import' client data from a QuickBooks company file into their Office Tools Professional database

Contact Export - Allows the user to 'Export' client data from their Office Tools Professional database into a QuickBooks company file

Contact Match - Allows the user to 'Match' a client in their Office Tools Professional database with a client in a QuickBooks company file

Contact Sync - Used once all contact information is already synchronized, find any differences in data between Office Tools and QuickBooks, and updates all information with the newest available data

Employee Import - Allows the user to 'Import' client data from a QuickBooks company file into their Office Tools Professional database

Employee Export - Allows the user to 'Export' client data from their Office Tools Professional database into a QuickBooks company file

Employee Match - Allows the user to 'Match' an employee in their Office Tools Professional database with an employee in a QuickBooks company file

Work Code Import - Allows the user to 'Import' Service Items from a QuickBooks company file into their Office Tools Professional database as Work Codes

Work Code Export - Allows the user to 'Export' Work Codes from their Office Tools Professional database into a QuickBooks company file as Service Items

Work Code Match - Allows the user to 'Match' a Work Code from their Office Tools Professional database to a Service Item in a QuickBooks company file. Also allows the user to setup QuickBooks Payroll items for each Office Tools Work Code for use with the Time Card Export

Expense Code Import - Allows the user to 'Import' Other Charge Items from a QuickBooks company file into their Office Tools Professional database as Expense Codes

Expense Code Export - Allows the user to 'Export' Expense Codes from their Office Tools Professional database into a QuickBooks company file as Other Charge Items

Expense Code Match - Allows the user to 'Match' an Expense Code from their Office Tools Professional database to an Other Charge Item in a QuickBooks company file

Time Card Export - Allows the user to export Office Tools Professional Time Cards into a QuickBooks company file as Time Trackings

Invoice Export - Allows the user to export Office Tools Professional Invoices into a QuickBooks company file

Payment Export - Allows the user to export Office Tools Professional Payments into a QuickBooks company file

Credit Memo Export - Allows the user to export Office Tools Professional Credit Memos into a QuickBooks company file

Office Tools .NET Preparation Utility

2009-12-08T22:55:08Z

With the .NET 3.5 Framework, there have been some subtle changes that we have made to the database structure to further improve database performance. These changes are 100% backwards-compatible with the 2009 version of Office Tools Professional, so there is no need to worry about compatibility.

This utility will prepare your database for use with the new Office Tools Professional and all newly released features (such as the 2010 Outlook Sync and the new Form Letter Manager). When this utility runs, it will essentially re-build your database from the ground up, while migrating all of your existing information into the newly created database.

This utility must be run on the computer operating as your Office Tools Professional server.

Before running this utility, please read through the following checklist:

Ensure that all workstations are closed out of Office Tools Professional and the Event Manager. If the database is being accessed, the preparation process will not finish successfully.

Use the Office Tools Database Backup Utility to create a current backup. This is just to ensure you have multiple copies of your existing database.

Make sure you are running the utility on the Office Tools Server, and that you are logged into Windows as the Network Administrator. The preparation utility requires unrestricted access to the server, since it is required to access data contained within restricted areas of the hard drive and operating system.

When the installation is finished, be sure to check the 'Launch' check box before clicking 'Finish'.

If you exited the installer without choosing 'Launch', you can run the utility by navigating to the install directory ('C:\Program Files\Office Tools\Preparation' by default) and run 'Database Update.exe'.

Office Tools Professional Version 2009.052 Update

2009-11-30T19:05:52Z

For SQL Users only

Not sure if you are a SQL User? Click here.

Before installing this update, be sure you have downloaded and installed the Microsoft .NET Framework 3.5 from the following link

http://www.officetoolspro.com/support/downloads/2008/11/microsoft-net-framework-35.html

This update contains the following:

Updated A/R Utilization Reports

Updated Billing Utilization Reports

Updated WIP Reconcilitation Reports

Updated Event Manager and Outlook Sync

Office Tools Professional Adobe Acrobat Addin

2009-11-02T19:33:49Z

The Office Tools Professional Adobe Acrobat Addin makes adding .pdf files to Document Management incredibly simple.

This Add In is for SQL users only. Not sure if you are a SQL user? Click Here.

This Addin will create a 'Send to Office Tools' button inside of Adobe Acrobat. When Clicked, Adobe Acrobat will save the current .pdf and open up the 'Send to Document Manager' form.

From the 'Send to Document Manager' form, you can specify the Company, Year, Project, Category, and file name. You may also add any notes that apply to this document. Once you have filled out the information you need, simply press 'Send' to save the .pdf file into Office Tools Professional.

To install this addin, you must have a full version Adobe Acrobat installed (not compatible with Adobe Reader), and Acrobat must be either version 7.0, 8.0, or 9.0.

When inside the installer, you must select which version of Adobe Acrobat you have installed.

Resellers Application

2009-10-20T22:34:39Z

At Office Tools Professional, our Resellers are very important to us! Our Resellers help drive the growth of Office Tools Professional by selling our product efficiently and professionally. Resellers receive up to a 40% commission on Office Tools Professional. The Reseller and Office Tools Professional both profit, and the customer gets a quality solution to their business problem.

Access 2003 Runtime

2009-09-29T22:37:18Z

Microsoft Office Access 2003 Runtime installation package.

Contact Management

2009-07-22T23:37:48Z

Explains how to enter contact information, print Form Letters, Labels and Envelopes, and track Calls, Todos, and Notes.

Getting Started Guide

2009-07-22T23:32:51Z

A guide explaining the very basics of setting up your new Office Tools Professional installation.

Calendars and Scheduling

2009-07-22T23:30:21Z

Explains how to create appointments, confirmation calls, timelines, client reminders, and calendars.

Office Tools QuickBooks User Guide

2009-04-25T23:27:32Z

User Guide for the Office Tools <-> QuickBooks Sync

Office Tools Professional Toolbar for Microsoft Office 2003 / 2007 / 2010

2009-02-26T19:43:48Z

The Office Tools Professional Toolbar allows users to immediately save their work directly into Office Tools Document Management from within Microsoft Word, Excel, and Outlook. The toolbar also gives users the ability to quickly create Time Cards for the items they are working on.

This AddIn requires Microsoft .NET Framework 3.5. Please be sure to download and install this prerequisite from http://www.officetoolspro.com/download/2008/11/microsoft-net-framework-35.html

This Add In can only be used by the SQL version of Office Tools Professional.

Not sure if you are a SQL user? Click Here.

This updated version corrects some issues when selecting a Client and SubFolder.

Utility to fix Windows Update kb960715 issue (Access Users only)

2009-02-12T19:59:05Z

This utility will detect and modify any installation of the kb960715 Windows Update to allow Office Tools Professional to function properly.

kb960715 is meant to prevent certain ActiveX controls from loading inside of Microsoft Internet Explorer. Unfortunately, this update prevents these controls from being loaded within Office Tools Professional (which does not run inside Microsoft Internet Explorer).

This utility will modify the kb960715 update to allow Office Tools Professional to load all controls necessary for proper function.

This utility requires Microsoft .NET Framework version 2.0 or higher to run.

This utility is meant for use with all Access versions of Office Tools Pro.

Not sure if you are an Access user? Click Here.

If you are using a SQL version of Office Tools Professional, you need to update to version 2009.039 to fix this problem