Setting Up Your Virtual Box

The VM and environment:

The RAM is set to 6gb. The HDD space is 60gb. This should be more than enough for most use cases.

The Windows user is ‘Admin’ and the password is ‘password’.

EXACT updates are set to auto-update on Mondays at 9am, with a 30 min grace period. The VM must be powered on for these to occur.

To log into EXACT:

The default username is set to ‘super’ - a superuser that has access to all areas of the software, including the database. There is no password for ‘super’. There is also a dentist with the username ‘demo’ and no password. This user has regular privileges.

Other users can be created as needed by going to the File menu 'Configure' > 'Add User/Provider' and following the prompts.

Creating your Practice info:

In EXACT, click 'Configure' > 'Settings'. In the bottom left search bar, type 'practice' and find the 'internal.practice id.name' field. Double click and enter your desired Practice ID. We recommend a max of 7 characters. You can also find fields for a practice address, title, phone number etc if needed.

The Magic ToolBox:

The Magic ToolBox (known as TMT) is a set of internal tools for monitoring the health of services, logging events and errors, and handling various setup files. It has been added as a shortcut on the desktop.

Adding a database to EXACT:

An existing database is provided and instantiated.  If you want to create a new database, a blank template (EmptyUK.zip) has been provided on the desktop. Simply extract the file into its desired location. Then, open TMT and click 'Quick Menu' in the top right corner > Files & Folders > Databases.ini. It will open a text file.

On a new line, follow the 'name=filepath' format to add a the new database to EXACT. As mentioned, you should see that 'main_database=C:\Users\Admin\Desktop\Main Database' is already created. Save and close the file.

Right click on the 'DB service' round icon on the top row and select 'restart'. After a brief delay, your new database should be able to be accessed inside EXACT.

Miscellaneous notes:

• Patients and Providers can be added by either clicking the relevant icon in the workbar and then clicking the ‘+1’ icon, or using the dropdowns in the File menu.

• There are some functions inside EXACT that require a user to refresh the screen before a change will appear. This can be done by either logging out then in again, or closing the EXACT sub-window via the small X in the top right corner.

• If you are connecting major services (i.e. setting up email, SMS functionality) then some services may need to be restarted. The easiest way to do this is to right-click on the Supervisor icon in the top row in TMT and select 'restart'. This will reboot all the services it controls. It takes around 60s.

• The specific services can also be restarted if necessary. i.e. the Transport service handles all internal calls between server and client. The Worker service acts as a gate between external API calls and the server. However, it is easiest to simply restart Supervisor.