Please follow the formatting below
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Link:
Use:
Training on the basics of use, and the difference between MS programs Lists, Planner, Project and ToDo.
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Author: Jim Smith (Page 4 of 11)
How to Use Plaud AI to Generate Recap Emails from Call Recordings (Andrae’s Style)
📌 Overview
This guide shows how to leverage Plaud AI in combination with a custom prompt (crafted using GPT or Gemini) to transform call recordings into friendly, customer-facing recap emails — tailored to the warm and accessible tone we use at Ultrex IT. If you’re already using GPT to match your email writing style, this will feel like magic. 🙂
🧠 Step 1: Train GPT (or Gemini) to Write Like You
Before using Plaud AI, ensure that your LLM of choice (e.g., GPT-4 or Gemini) understands your writing voice. If you’ve already done this, skip to Step 2.
💬 Recommended Prompt to Train GPT:
“I’m using Plaud AI to help summarize call recordings of my meetings, and I’d like to create a prompt template that helps summarize those calls into recap emails in the same way that I’ve had you remember how I write. What would you recommend prompting this AI tool with to help it summarize and recap in my style?”
GPT will likely return something like the below 👇
📝 Example Plaud AI Prompt Template (Andrae’s Recap Email Style)
Please summarize the following meeting transcript into a warm, friendly recap email in the style of an IT specialist at a small MSP. The email should:
- Start casually, with a greeting like “Howdy [Name]!” or “Hey there, [Name] :)”
- Include a quick summary at the top, clearly and casually stating what the meeting covered.
- Break down key points into bullet-style notes, using plain language, occasional smiley faces, and a warm, supportive tone.
- Highlight decisions made, tasks assigned, next steps, or anything the client should be aware of.
- Make technical parts accessible without overexplaining.
- End with a warm, appreciative closing, such as:
- “If you have any questions or concerns, please do let us know! We’ve got your back :)”
- “Thanks again for all that you do. We’re here and ready to serve :)”
- “Hope this helps! Enjoy the evening!”
- Avoid sounding stiff or overly formal. Use light, friendly phrasing like “looks like,” “sounds like,” or “just a heads-up.”
Generate the email as if you’re writing on behalf of Andrae, summarizing a call for a client after a tech session or planning chat.
✨ Example Output Structure (Auto-Generated by Plaud)
Subject: Quick Recap from Our Chat Today 🙂
Howdy [Name]!
Just wanted to send over a quick recap of our conversation earlier — here’s what we covered:
- Looks like the email forwarding issue is resolved now 🎉
- We’ll go ahead and reassign the license next week once the new user is set up
- Sounds like you’ll touch base with your alarm vendor about the line being used
- Just a heads-up: that shared folder might still sync a few extra copies — let’s keep an eye on it
If anything comes up or if you need help in the meantime, we’re here and ready to serve 🙂
Hope this helps!
— Andrae
📥 Step 2: Download Your Call Recording
- Visit the RingbyName OX Web Portal
- Click your User Dropdown (upper right) → System Administration
- Go to Reporting & Analytics → Advanced Reporting
- Adjust filters or hit Search to list calls
- Click the MP3 icon next to your recording to download
🔁 Step 3: Upload to Plaud and Generate the Summary
- Go to https://app.plaud.ai and log in
- Click Import to upload your audio file
- Once uploaded, click the entry → choose Generate → then View All
- Scroll to Custom Summary Templates
- Create a new template, paste in the prompt above
- Run the summary!
Happy prompting 🙂
Acrobat Fill & Sign “can’t delete signatures” — Field Notes
*See ticket 3964
Symptom
- Fill & Sign shows old signature/initials.
- The “X/–” delete button does nothing.
Root cause (practical)
- Two separate stores:
- Digital ID/certificates (Windows/Mac keystores)
- Fill & Sign cache files in user profile
- The UI delete often fails; manual file cleanup works reliably.
Fast fix (Windows)
- Close Acrobat/Reader.
- Delete Fill & Sign cache files:
%AppData%\Adobe\Acrobat\DC\Security\acrobat_fss_signature*- (Keep everything else; you’re only targeting files that start with
acrobat_fss_signature)
- Reopen Acrobat; re-open the doc from “Recent”.
If the “Digital ID” keeps reappearing
- Remove the certificate from Windows:
certmgr.msc→ Personal → Certificates → delete the matching self-issued ID.
- Then repeat the cache cleanup above.
Known pitfalls
- Running as SYSTEM (RMM) makes
$env:USERPROFILE/Desktop paths empty for the signed-in user; write to the real user Desktop (often OneDrive). - OneDrive Desktop redirection: path like
C:\Users\XXX\OneDrive - XXX\Desktop. - Reader vs Pro paths differ. Use
if existguards in scripts. - Some orgs have multiple Acrobat profiles (e.g., DC vs 2020); the “DC” folder name is the common case.
Batch cleanup script (drops into .bat)
This kills Acrobat/Reader, deletes the Fill & Sign cache, and restarts Acrobat/Reader if present.
@echo off
echo Closing Adobe Acrobat...
taskkill /IM "Acrobat.exe" /F >nul 2>&1
taskkill /IM "AcroRd32.exe" /F >nul 2>&1
echo Deleting cached signature and initials files...
set "sigpath=%APPDATA%\Adobe\Acrobat\DC\Security"
if exist "%sigpath%\acrobat_fss_signature*" del /Q "%sigpath%\acrobat_fss_signature*"
echo Restarting Adobe Acrobat (if installed)...
if exist "C:\Program Files\Adobe\Acrobat DC\Acrobat\Acrobat.exe" start "" "C:\Program Files\Adobe\Acrobat DC\Acrobat\Acrobat.exe"
if exist "C:\Program Files (x86)\Adobe\Acrobat Reader DC\Reader\AcroRd32.exe" start "" "C:\Program Files (x86)\Adobe\Acrobat Reader DC\Reader\AcroRd32.exe"
echo "Done. Old Fill & Sign signatures/initials have been cleared."
pause
One-liner to create the .bat on a known Desktop (PowerShell)
Adjust the path for the user:
$bat = @'
@echo off
taskkill /IM "Acrobat.exe" /F >nul 2>&1
taskkill /IM "AcroRd32.exe" /F >nul 2>&1
set "sigpath=%APPDATA%\Adobe\Acrobat\DC\Security"
if exist "%sigpath%\acrobat_fss_signature*" del /Q "%sigpath%\acrobat_fss_signature*"
if exist "C:\Program Files\Adobe\Acrobat DC\Acrobat\Acrobat.exe" start "" "C:\Program Files\Adobe\Acrobat DC\Acrobat\Acrobat.exe"
if exist "C:\Program Files (x86)\Adobe\Acrobat Reader DC\Reader\AcroRd32.exe" start "" "C:\Program Files (x86)\Adobe\Acrobat Reader DC\Reader\AcroRd32.exe"
echo "Done. Old Fill & Sign signatures/initials have been cleared."
pause
'@
$path = 'C:\Users\XXX\OneDrive - XXX\Desktop\Clear_Adobe_Signatures.bat'
$bat | Set-Content -Path $path -Encoding ASCII
Pure PowerShell cleanup (silent, no .bat left behind)
Handy for RMM push:
# Kill Acrobat/Reader
Get-Process Acrobat, AcroRd32 -ErrorAction SilentlyContinue | Stop-Process -Force
# Delete Fill & Sign cache files
$sec = Join-Path $env:APPDATA 'Adobe\Acrobat\DC\Security'
if (Test-Path $sec) {
Get-ChildItem $sec -Filter 'acrobat_fss_signature*' -ErrorAction SilentlyContinue | Remove-Item -Force -ErrorAction SilentlyContinue
}
# Relaunch if present (optional)
$pro = 'C:\Program Files\Adobe\Acrobat DC\Acrobat\Acrobat.exe'
$read = 'C:\Program Files (x86)\Adobe\Acrobat Reader DC\Reader\AcroRd32.exe'
if (Test-Path $pro) { Start-Process $pro }
elseif (Test-Path $read) { Start-Process $read }
Verification
- Acrobat → Tools → Fill & Sign: should show empty “Add signature / Add initials”.
- Preferences → Signatures → Identities & Trusted Certificates → More…: no unwanted Digital ID listed.
- If still present: confirm you cleaned the right user profile and that Acrobat was closed during deletion.
If escalation is needed
- Schedule a long block with the device present and call Adobe Support.
- Final resort: wipe/reload Windows (no guarantee; only consider after backup and user approval).
How to set up DKIM and SPF for DNS records in Google Workspace
Raised from ticket #2059
If you are experiencing issues with your emails being marked as spam, setting up DKIM (DomainKeys Identified Mail) and SPF (Sender Policy Framework) records can help improve your email deliverability. Follow these steps to configure these records:
Setting Up DKIM
- Access the Google Admin Console: Sign in to your Google Admin console using your administrator account.
- Navigate to: Apps > Google Workspace > Gmail.
- Authenticate Email: Click on Authenticate email.
- Generate a DKIM Key:
- Select your domain from the dropdown.
- Click on Generate new record.
- Choose your DKIM key settings:
- DKIM key bit length: Choose 2048-bit for better security.
- Prefix selector: Use the default ‘google’ if this is your first setup.
- Click Generate.
- Add the DKIM Key to Your DNS Records:
- Log in to your domain host’s DNS management console.
- Add a new TXT record with the following details:
- Host/Name: Enter the TXT record name provided (e.g., google._domainkey).
- Value: Paste the TXT record value generated in the Admin console.
- Save the changes.
- Activate DKIM Signing:
- Return to the Google Admin console.
- Select your domain in the Authenticate email section.
- Click on Start authentication.
- The status should update to Authenticating email with DKIM.
Note: DNS changes can take up to 48 hours to propagate.
Setting Up SPF
To set up SPF, you will need to add a TXT record to your DNS settings:
- Log in to your domain host’s DNS management console.
- Add a new TXT record with the following details:
- Host/Name: @ (or your domain name)
- Value: v=spf1 include:_spf.google.com ~all
- Save the changes.
By following these steps, you can enhance your email security and reduce the likelihood of your emails being marked as spam.
When I have an on boarding meeting coming up, here’s the process I go through
Download a copy of all DNS records, both secure and unsecure
Create a duplicate SOP dock with their name in my Google Docs, so that when I arrive, I can open that and immediately begin typing
Update the bottom of the SOP dock with information that we specifically know we need from them like web host/register/email system
Open Atera and go to the install agent menu and grab the specific link for that customers download MSI
Open the customer welcome letter, pasted the link in the area marked as targeted Installer link
Modify the support welcome email with anything specific to them, then schedule the email to be delivered right in the middle of the meeting. You’re about to do so that it happens automatically while we’re talking.
If they have outbound IT, modify the exit IT letter and schedule that to go to them as well during the meeting.
This means that customers who have an outbound IT company or department will get the following emails
Customer support welcome letter
Exiting IT letter
SOP’s
Go to the appointment and do Q&A for all the SOP documents questions
Fill it in while I’m there in a way that is Customer presentable
Some items in the SOP document are specifically informative where I need to make sure they are informed of things like unwillingness to schedule my email, so it is during the on boarding meeting when I write into that document that they were informed of that piece below the area that says informed them of this piece.
When I get back to the office, turn it into a PDF and email it to them with the note that it is easily changed at any time by just contacting us
Make sure to cc IT@Ultrex.com so that they can see the SOP’s are being changed as well
If there’s a complex enough list of items being taken care of for the customer in the initial six month window, I make a Microsoft planner page and put items in order so that we can visually show them what to expect for items being worked on.
Updated Notes for the Ultrex Process:
Plug pen drive into computer, and copy the TEMP folder to the C drive- should contain this note doc, and two installer files (Exe and MSI)
Reboot the computer into safe mode (Hold Shift and click reboot- keep holding shift until you are presented with the troubleshooting steps- pick startup items, reboot into safe mode).
Once in Safe Mode, open a command prompt window and navigate to C:\Temp using
Cd..
Cd..
cd C:\Temp
Run the following command:
SentinelOneInstaller_windows_64bit_v25_1_3_334.exe -c -t eyJ1cmwiOiAiaHR0cHM6Ly91c2VhMS1jdzA0bWRyLnNlbnRpbmVsb25lLm5ldCIsICJzaXRlX2tleSI6ICI1YmZmNWU1NDI1YTJlZmJjIn0=
Wait until the cleaner process is finished
Reboot the computer when it says
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Original Notes from S1 Admin Team:
The best way to proceed is by following these steps:
Download the latest SentinelOne installation package from the console and save it to C:\Temp
Get the site token for the relevant site from our S1 management portal
eyJ1cmwiOiAiaHR0cHM6Ly91c2VhMS1jdzA0bWRyLnNlbnRpbmVsb25lLm5ldCIsICJzaXRlX2tleSI6ICI1YmZmNWU1NDI1YTJlZmJjIn0=
Important note: The command will work even if the Site Token used is not the one on which the endpoint currently resides.
Replace XX.X.X.XXX with the installation package version you downloaded from the console
Replace with the token you copied in Step 2
Reboot the computer into safe mode (Hold Shift and click reboot- keep holding shift until you are presented with the troubleshooting steps- pick startup items, reboot into safe mode).
Once in Safe Mode, open a command prompt window and navigate to C:\Temp using
Cd..
Cd..
cd C:\Temp
Run the following command:
SentinelOneInstaller_windows_64bit_v25_1_3_334.exe -c -t eyJ1cmwiOiAiaHR0cHM6Ly91c2VhMS1jdzA0bWRyLnNlbnRpbmVsb25lLm5ldCIsICJzaXRlX2tleSI6ICI1YmZmNWU1NDI1YTJlZmJjIn0=
Wait until the cleaner process is finished
Reboot the computer when it says
This article describes what I attempt to do before each sales appointment that gets booked for me with a customer. I don’t end up using all of this info, but it helps me to go in well informed, and ready to speak eloquently about their setup, as well as getting an idea of what to bill them.
Info I get:
Name of company
Name of contact
Email address of who I send bid to
What Rep brought the lead?
Website name
MX record of website (who hosts their email? Is it MS365, Google Workspace, Intermedia etc)
DNS Export of all current DNS records of their site. I get both of the last two from here:
Going in knowing if they already have MS365/Google/Something else helps know what sort of workload they have impending, as well as what sorts of issues I can bring up that they likely have.
Next, I look at who’s hosting the website (usually gleaned from the DNS records as well, but if not clear, use:
Either beforehand or while on site, things I need:
Total number of supported staff (Staff who use technology) (Rough price of 100$ per person per month)
Are there any servers? (Specifically computer that if it’s off no one can work, not just if there’s one with a windows server OS) (if any servers, price goes up by 200-400 per month per active local physical server)
Reasonable support window they’d like to see happen? (2-4 hours response time is our normal, if that wouldn’t work for them, can we bill so much to make it able to be done?)
PIA tax? (If they’re a pain, price goes up)
Ready to replace network gear with unifi? (if willing to spend on the gear, price goes down)
If on MS365, is it GoDaddy federated? (no problem, just increase price)
at the apt, did they make the time for us, or forget and need to rush through it/didn’t have their full attention? (GIANT RED FLAG)
Willing to run Cybersecurity and/or cove? (If yes, price goes down)
How complex is the network and infrastructure? Flat LAN?
Any older computers? Anything 8 gigs of ram or less increases price, if all current windows and 16+ gigs of ram, price goes down.
Once I have all this info, make a bid. Copy/paste the info from the booking to the contact info of the bid. Decide on a price. Email the customer and the sales rep. Let sales reps follow up. Put a copy of the bid in the customer/archive folder.
If they then like it, offer to send them a box-sign for them to sign on.
Once signed:
Email Deals@Ultrex.com, IT@Ultrex.com and Salesman the signed bid. Always mention billing hasn’t started yet for those that haven’t.
Once signed on, email the next letter in the onboarding docs folder- the post-contract signed letter- which asks them to book a time for us to do the onboarding meeting.
How to uninstall the Atera agent by Powershell Script
Regarding your query, what I would recommend, after you rename the PC, make sure to reboot it.
After that, I would recommend to run the following script using PowerShell ISE as admin, locally :
Once the script is finished, reboot the device again. In order for the registry keys to be removed / updated, reboot would be needed.
After this, I would recommend using the CMD installation method instead of .MSI in order to install Atera Agent and assign it to the right customer.
Function Get-UninstallCodes ([string]$DisplayName) {
‘HKLM:SOFTWARE\Microsoft\Windows\CurrentVersion\Uninstall’, ‘HKLM:SOFTWARE\WOW6432Node\Microsoft\Windows\CurrentVersion\Uninstall’ | ForEach-Object {
Get-ChildItem -Path $_ -ErrorAction SilentlyContinue | ForEach-Object {
If ( $(Get-ItemProperty -Path $_.PSPath -Name ‘DisplayName’ -ErrorAction SilentlyContinue) -and ($(Get-ItemPropertyValue -Path $_.PSPath -Name ‘DisplayName’ -ErrorAction SilentlyContinue) -eq $DisplayName) ) {
$str = (Get-ItemPropertyValue -Path $_.PSPath -Name ‘UninstallString’)
$UninstallCodes.Add($str.Substring(($str.Length – 37),36)) | Out-Null
}
}
}
}
Function Get-ProductKeys ([string]$ProductName) {
Get-ChildItem -Path ‘HKCR:Installer\Products’ | ForEach-Object {
If ( $(Get-ItemProperty -Path $_.PSPath -Name ‘ProductName’ -ErrorAction SilentlyContinue) -and ($(Get-ItemPropertyValue -Path $_.PSPath -Name ‘ProductName’ -ErrorAction SilentlyContinue) -eq $ProductName) ) {
$ProductKeys.Add($_.PSPath.Substring(($_.PSPath.Length – 32))) | Out-Null
}
}
}
Function Get-ServiceStatus ([string]$Name) { (Get-Service -Name $Name -ErrorAction SilentlyContinue).Status }
Function Stop-RunningService ([string]$Name) {
If ( $(Get-ServiceStatus -Name $Name) -eq “Running” ) { Write-Output “Stopping : ${Name} service” ; Stop-Service -Name $Name -Force }
}
Function Remove-StoppedService ([string]$Name) {
$s = (Get-ServiceStatus -Name $Name)
If ( $s ) {
If ( $s -eq “Stopped” ) {
Write-Output “Deleting : ${Name} service”
Start-Process “sc.exe” -ArgumentList “delete ${Name}” -Wait
}
} Else { Write-Output “Not Found: ${Name} service” }
}
Function Stop-RunningProcess ([string]$Name) {
$p = (Get-Process -Name $_ -ErrorAction SilentlyContinue)
If ( $p ) { Write-Output “Stopping : ${Name}.exe” ; $p | Stop-Process -Force }
Else { Write-Output “Not Found: ${Name}.exe is not running”}
}
Function Remove-Path ([string]$Path) {
If ( Test-Path $Path ) {
Write-Output “Deleting : ${Path}”
Remove-Item $Path -Recurse -Force
} Else { Write-Output “Not Found: ${Path}” }
}
Function Get-AllExeFiles ([string]$Path) {
If ( Test-Path $Path ) {
Get-ChildItem -Path $Path -Filter *.exe -Recurse | ForEach-Object { $ExeFiles.Add($_.BaseName) | Out-Null }
}
}
# Mount HKEY_CLASSES_ROOT registry hive
New-PSDrive -Name HKCR -PSProvider Registry -Root HKEY_CLASSES_ROOT | Out-Null
#######
# START: Information gathering
#######
# Get MSI package codes from the uninstall key
$UninstallCodes = New-Object System.Collections.ArrayList
‘AteraAgent’, ‘Splashtop for RMM’, ‘Splashtop Streamer’ | ForEach-Object { Get-UninstallCodes -DisplayName $_ }
# Get product keys from the list of installed products
$ProductKeys = New-Object System.Collections.ArrayList
‘AteraAgent’, ‘Splashtop for RMM’, ‘Splashtop Streamer’ | ForEach-Object { Get-ProductKeys -ProductName $_ }
# Define all the directories we’ll need to cleanup at the end of this script
$Directories = @(
“${Env:ProgramFiles}\ATERA Networks”,
“${Env:ProgramFiles(x86)}\ATERA Networks”,
“${Env:ProgramFiles}\Splashtop\Splashtop Remote\Server”,
“${Env:ProgramFiles(x86)}\Splashtop\Splashtop Remote\Server”,
“${Env:ProgramFiles}\Splashtop\Splashtop Software Updater”,
“${Env:ProgramFiles(x86)}\Splashtop\Splashtop Software Updater”,
“${Env:ProgramData}\Splashtop\Splashtop Software Updater”
)
# Get all possible relevant exe files so we can make sure they’re closed later on
$ExeFiles = New-Object System.Collections.ArrayList
“${Env:ProgramFiles}\ATERA Networks” | ForEach-Object { Get-AllExeFiles -Path $_ }
# Define a list of services we need to stop and delete (if necessary)
$ServiceList = @(
‘AteraAgent’,
‘SplashtopRemoteService’,
‘SSUService’
)
# Define a list of registry keys we’ll delete
$RegistryKeys = @(
‘HKLM:SOFTWARE\ATERA Networks’,
‘HKLM:SOFTWARE\Splashtop Inc.’,
‘HKLM:SOFTWARE\WOW6432Node\Splashtop Inc.’
)
#######
# END: Information gathering
#######
# Uninstall each MSI package code in $UninstallCodes
$UninstallCodes | ForEach-Object { Write-Output “Uninstall: ${_}” ; Start-Process “msiexec.exe” -ArgumentList “/X{${_}} /qn” -Wait }
# Stop services if they’re still running
$ServiceList | ForEach-Object { Stop-RunningService -Name $_ }
# Terminate all relevant processes that may still be running
$ExeFiles.Add(‘reg’) | Out-Null
$ExeFiles | ForEach-Object { Stop-RunningProcess $_ }
# Delete services if they’re still present
$ServiceList | ForEach-Object { Remove-StoppedService -Name $_ }
# Delete products from MSI installer registry
$ProductKeys | ForEach-Object { Remove-Path -Path “HKCR:Installer\Products\${_}” }
# Unmount HKEY_CLASSES_ROOT registry hive
Remove-PSDrive -Name HKCR
# Delete registry keys
$RegistryKeys | ForEach-Object { Remove-Path -Path $_ }
# Delete remaining directories
#Write-Host “Waiting for file locks to be freed” ; Start-Sleep -Seconds 4
$Directories | ForEach-Object { Remove-Path -Path $_ }
HGI – Human-Google Interface
This includes more than most people will use often, but
here’s my list for the next batch of Windows admins to
save and pass around:
sysdm.cpl System Properties (to rename computer and
join domain)
dssite.msc Active Directory sites and services
dsa.msc Active Directory users and computers
appwiz.cpl Add/Remove programs
compmgmt.msc Computer management
timedate.cpl Date/Time management
devmgmt.msc Device Manager
dhcpmgmt.msc DHCP Management
cleanmgr Disk Cleanup Utility
diskmgmt.msc Disk Management
desk.cpl Display Settings
dnsmgmt.msc DNS Server Management
eventvwr.msc Event Viewer
lusrmgr.msc Local user and groups manager
mmc.exe Microsoft Management Console
main.cpl Mouse settings
ncpa.cpl Network adapter settings
powercfg.cpl Power Configuration
intl.cpl Regional Settings
services.msc Services
fsmgmt.msc Shared Folder Management
firewall.cpl Windows Firewall
wf.msc Windows Firewall Advanced
compmgmt.msc
Control + Win + Shift + B to “restart” your GPU driver.
Crtl windows key + v you get clipboard with a gui
.cpl and .msc shortcuts.
Man my life changed with those lol.
appwiz.cpl – Add or Remove Programsncpa.cpl – Network Connections
secpol.msc – Local Security Policy
sysdm.cpl – System Properties
If you are looking at a folder in Windows Explorer, click
into the path box, type cmd and hit enter. Command
prompt opens in that folder.
(Also, it finds an unfixed bug where you can’t access the
path box until you go to another folder and come back)
To keep a machine awake forever, turning off all power saving/sleep settings, just paste this into command line.
powercfg /change monitor-timeout-ac 0 & powercfg /change monitor-timeout-dc 0 & powercfg /change standby-timeout-ac 0 & powercfg /change standby-timeout-dc 0 & powercfg /change hibernate-timeout-ac 0 & powercfg /change hibernate-timeout-dc 0
Tested in powershell, doesn’t work
Tested/verified working on windows 11, both local command line, and atera remote command line.
Or just download and run caffeine