What are the best practices for using CCH® ProSystem fx® Knowledge Coach?

Below are some of the best practices for using CCH ProSystem fx Knowledge Coach:

Binder refresh for diagnostics:

When opening a binder, Knowledge Coach asks if you want to refresh the binder diagnostics. Refreshing only when necessary can increase efficiency.

  • Refresh binder diagnostic when:
    • You are actively working on an engagement.
    • You recently synchronized the binder with the central file room, or someone with whom you are working.
    • After you roll forward a binder.
    • Opening a binder that you haven't worked on in awhile.


  • It is not useful to refresh binder diagnostics when:
    • Briefly opening a binder to print something, or to reference a document that you have filled out.
    • For Reviewers: When you have a complete copy of the binder and have refreshed the binder diagnostic once, do not refresh the binder diagnostics on subsequent opens if the binder has not been synched.


Opening an instance of Microsoft Word upon machine boot:

Below are steps for having a Microsoft Word instance open when logging into Windows. By keeping Microsoft Word open throughout the day, Knowledge Coach will not have to reload the Word instance when opening Knowledge Coach Workpapers, thus saving time.

  • For a single user:
    1. Create a folder named "WordInstance" on your local drive.
      • Example: C:\WordInstance
    2. In the "WordInstance" folder create a MS Word document named "WordInstance". 
      • Example:  C:\WordInstance\WordInstance.doc
        • Tip: You can do this by right-clicking inside the folder, then selecting New > Microsoft Word Document. Then just rename the file "WordInstance".
    3. Right-click on your Windows Desktop.
    4. From the menu select New > Shortcut.
    5. In the Create Shortcut screen select the Browse button.
    6. In the Create Shortcut screen select the Browse button, then browse out to the Microsoft Office folder, then select the Winword.exe file.
      • Examples: 
        • C:\Program Files\Microsoft Office\Office12\Winword.exe) - 32 bit machines
        • C:\Program Files (x86)\Microsoft Office\Office12\Winword.exe) - 64 bit machines
      • Your Office folder number will depend on the version of Office you are using. 
        • If using Office 2007, it will say Office12. If using Office 2010 it will say Office14. 
    7. Select OK on the Browse for folder screen.
    8. In the Type the location of the item field enter a space after the path that you just selected, then enter the name of the file path of the WordInstance.doc file you created. 
      • Examples: 
        • C:\Program Files\Microsoft Office\Office12\Winword.exe
        • C:\WordInstance\WordInstance.doc
    9. Select Finish on the Select a Title for the Program screen.
    10. Drag the "WordInstance" shortcut that was just created on your desktop to the Startup folder under the Start\All Programs menu.
  • For multiple users:
    • XP:  Drag the "WordInstance" shortcut to the C:\Documents and Settings\All Users\Start Menu\Programs\Startup folder.
    • Vista and Win7:  Drag the "WordInstance" shortcut to the C:\ProgramData\Microsoft\Windows\Start Menu\Programs directory.
      • Note: The ProgramData directory may be hidden. If you can't see it, try to "show hidden files".


Pause Refresh:

  • The manual refresh button is now the toggle refresh button.
    • Used to turn off auto refresh but can still be used for manual refresh.
    • Orange highlight indicator that lets you know when auto refresh is paused.
    • When the workpaper is closed, saved or focus shifted away from the workpaper, auto-refresh will occur.
  • Examples of when to use Pause Refresh (not a complete list):
    • KBA-901
    • KBA-400


Copying information within a Knowledge Coach workpaper:


  1. When copying text from one cell in a table in a Knowledge Coach Word workpaper to another cell, you won't be able to select the character text in the cell by marking with your mouse, or by double and triple-clicking.
    • There are two ways to properly select the text:
      • Using the Microsoft Word content control:
        • Make sure you select the blue bar with the white dots on the left-hand side of the content control to completely select it.
      • Select the entire cell by highlighting it:
        • Float your mouse over the upper left-hand corner of the cell until you get a black arrow, then click.
  2. Type CTRL + C or choose Copy from the clipboard group on the Home ribbon in the Word workpaper to copy.
  3. Navigate to the cell where you want to copy the text, then place your cursor inside the cell.
  4. If running Engagement version 6.9 or earlier, either type CTRL+ ALT + V or choose Paste > Paste Special from the Clipboard group on the Home ribbon in the Word workpaper. 
  5. In the Paste Special Dialog window, select Unformatted Text then select OK to paste the text. 
    • Note: If running Engagement version 6.11 or later, you can press CTRL + V.


Copying information from another application into Knowledge Coach:

  1. Select the text in the other application, then copy it the way you normally would using CTRL + C or the applicable function.
  2. Navigate to the cell where you want to copy the text in the Knowledge Coach workpaper, then place your cursor inside the cell.
  3. If running Engagement version 6.9 or earlier, either type CTRL + ALT + V or choose Paste > Paste Special from the Clipboard group on the Home ribbon in the Word workpaper.  
  4. In the Paste Special dialog window, select Unformatted Text, then select OK to paste the text. 
    • Note: If running Engagement version 6.11 or later, you can just press CTRL + V.

Click here for more information about the copy and paste best practices.


Run-Time Errors:

If you receive a Microsoft Visual Basic run-time error that says "run-time error '4198':  Command failed, press the End button. 

  • Confirm that you are pasting into an editable text field, then refer back to the best practices above. 
  • The runtime error will not have any ill effects on the Knowledge Coach workpaper or data.
    • Note: Improperly copying and pasting information within and into Knowledge Coach workpapers can result in inconsistent results, and some pasted information may not be retained.


Data Flow:

  • Use the Drill Down buttons (little blue arrows) to find the source of the flowed information.
  • Use answer effects to see where the flow will go.


Diagnostic Tips:

  • Use the Find feature located under Diagnostics in the Knowledge Coach ribbon to find a diagnostic associated with a cell.
  • To find the cell associated with the diagnostic, select the Drill Down button (little blue arrow). 
  • To more efficiently work your diagnostics, use the Filter feature (only available within workpapers).


Knowledge Coach Shared Services:

  • In Knowledge Coach version 1.8 and higher, you do not need to restart the computer to restart and clean out the shared services. Closing the last Knowledge Coach binder the shared services will restart. 
  • In versions below 1.8, you may be required to restart the shared services if you are experiencing some performance issues:
    • For Windows XP go to Start > Run then type services.msc.
    • For Vista and higher select Start, then in the search box type services.msc.
      1. Look for the Knowledge Coach Shared Services service in the window. Select it, right-click it, then select Stop
      2. Right-click on it again, then select Start.
  • In Knowledge Coach version 1.8 and higher, when closing Engagement, the Knowledge Coach Shared Services will shut down automatically. This will free up computer resources for other operations.


Save Knowledge Coach Workpaper option from binder view:

  • If Microsoft Word crashes when using Knowledge Coach, before closing the binder, use the Save Knowledge Coach workpaper option in the binder view under the Tools Menu. This saves all data within tables.
    • Note: This will not work for tables in Knowledge Coach Excel workpapers.


Roll Forward Indicators:

It is important that after checking the roll forward indicators for a cell or table, users turn the indicators off and do not leave them in the workpaper. This prevents any possible issues during the roll forward due to the indicator being present in the workpaper.


Using Hyperlinks:

  • Inserting TB Links into a Knowledge Coach workpaper is not supported.
  • Inserting Name and Date functions into a Knowledge Coach workpaper is not supported.
  • Using Hyperlinks is not supported.
  • Workpaper references are designed to be able to be used within the Knowledge Coach workpapers and can be added from the right-click menu in the field. 
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