My Preferences
Access your My Preferences page via the left-hand navigation Home > My Preferences or via the top-right menu under your username. You can use the My Preferences page to keep your information up to date, change your password, set up quick links for easier navigation, set up notification preferences, and sync your email and Google or Office 365 calendar.
The Basic Information tab will allow you to update your contact information and profile image. Your contact information is used on email template tags, so make sure your contact numbers are accurate. You can check Allow SMS if you are using two-factor authentication and want to receive your code by text.
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The Login Credentials tab allows you to update your system email and password. You must know your current password in order to update either your email or password from this page.
The Signatures tab allows you to view or update your contract template and email signature within the system. Your contract template signature is used on any sales contract sent to a customer. The email signature can be added to system email templates. If adding an image to your signature, please use only a .jpeg or .png file, as other image types will not work.
The Site Settings and Site Notifications tabs allow you to customize how you interact with the system. The Theme dropdown allows you to switch between light and dark modes, and you can use the Quick Links dropdown to select pages you want to access quickly from anywhere in the site.
There are eleven boxes under the Quick Links multi-select which may be checked to do the following:
Project Email Notification: Receive project notifications via email; whether you check this box or not, you will still receive project notifications for your assigned tasks.
Include All Projects in Weekly Projects Report Email: Only visible if you have the 'Access All Projects (Read Only)' user permission, this setting determines if all active projects should be included in your Weekly Projects email. If checked, your Weekly Projects email will contain information about all active projects in your site. If left unchecked, you may still receive the email if you are a project manager or owner and the 'Send Weekly Report to Project Manager or Owner' options are enabled on individual projects. In this case, your email would only contain those specific projects, rather than all active projects.
Proposal Email Notification: Receive proposal notifications via email.
Mail Merge Notifications: Receive mail merge notifications via email.
Sent Emails Summary Email: Choose whether to receive a summary email for emails you sent the previous day. The summary email includes analytics and contact information (when applicable).
Private Activities by Default: Set your activities to default as private.
Show Inactive Items: Include inactive/disabled items in dropdown menus on some reports and in search lists.
Automatically Record Twilio Calls: Choose the default ‘Record’ setting for making calls via the Twilio integration. This can be overridden on individual calls.
Notifications by Email: Receive your notifications via email as well as in the site.
Project Slack Notification: Receive project notifications via Slack; whether you check this box or not, you will still receive project notifications for your assigned tasks.
Proposal Slack Notification: Receive proposal notifications via Slack; whether you check this box or not, you will still receive proposal notifications for your proposals.
The Order Display tab lets you configure how your company overview Orders tabs display within your site. Use the checkboxes to choose which fields show up. For instance, if you never use Digital Ads in your system, you can hide that field on the Orders tab by unchecking it. You can also change the display names by clicking the edit icon next to a section. Type in a new name by the field you wish to change. These changes are personalized to your user account, they will not affect the fields that other users see on their Orders tabs.
The Email tab allows you to connect your email account to the system. Enabling this will show your emails in the Email page of the system. You can also send emails directly from the system using your email account.
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If you want to send or receive emails from your Outlook Inbox from the System you need to login to your Email Account and add IMAP and/or SMTP settings depending on if you want the system to read, send, or read and send emails from your inbox. Below we will go through what you need to setup a standard Outlook inbox and what each setting will do.
Start by getting the SMTP and IMAP information from Outlook. Here is a link to their standard settings.
Important
Your company may have different settings. If these settings do not work, please check with the system administrator of your Email Provider.
Go to My Preferences and click on Email Settings.
Now enter your Outlook email address and password. This is NOT for your internal system email and password; they do not need to be the same for this feature.
Enter the SMTP and IMAP settings and than enable the features you want to use.
Use SMTP for the direct email popup: You can send an email from the system interface that will show up in your Inbox sent folder and appear to be sent from your inbox.
Pull in sent email as activities (IMAP): The system will record all your sent emails from your Inbox into the system as an activity. Activities will only record to a contact if the email matches and you own the contact.
If you are pulling in sent emails as activities, you will also be required to choose which folders to create activities from. If you want to use your ‘Sent’ Outlook folder, for example, then simply choose your ‘Sent’ folder in the dropdown.
Note
If your Outlook email account uses two-factor authentication, you cannot pull in sent emails as activities.
For both Gmail and Outlook, there is an option to choose your Inbox as a folder to use to create activities in the system. If you use your Inbox, then activities will be created when you receive emails, as long as the sender’s email address is a contact you have access to in the system. If you also have an outgoing folder selected to use, then both your incoming mail and sent mail will be recorded as activities. It’s important to note that if you configure your folders this way, if you have an email thread where you are replying back and forth with a contact, each reply from you or from the contact will be created as an individual activity.
Use User Email address (not Username) when sending direct email: This is only relevant if your email address is different than your user email address and is only applicable to Outlook users.
You will either get a success or fail message when you hit save. If your email doesn't sync, please make sure your password and email are correct. Then double check your IMAP/SMTP settings are correct and you are allowed to connect to your server. If the problems persist, please contact our support team.
You can now start sending emails from the system using our Direct Email action and record sent emails from your Inbox.
If you want to send or receive emails from your Gmail Inbox from the System you need to login to your Email Account and add IMAP and/or SMTP settings depending on if you want the system to read, send, or read and send emails from your inbox. Below we will go through what you need to setup a standard Gmail inbox and what each setting will do.
Note
Due to changes that Gmail and other email providers are planning on implementing, we have been required to change how the system connects to email accounts. We have created an integration with Nylas to resolve the issue, however, the integration needs approval from Google before it can be used within the system. In the meantime, you can connect to your Gmail accounts by taking advantage of their two-factor authentication and app passwords functionality. Read through the document below to learn how to set up these items and connect your Gmail account.
Enable Two-Factor Authentication
First, you will need to enable two-factor authentication (2FA) in your Gmail account that you are connecting to the system.
To do this, go to your Gmail account, click on your profile icon in the upper right corner, then click ‘Manage your Google Account’. This will open a new page with additional Gmail settings that can be edited, including enabling 2FA.
Click on the ‘Security’ tab, and scroll down until you see ‘2-Step Verification’ under the ‘Signing in to Google’ section.
On the 2-Step Verification page, you can set up various methods of a secondary authentication method. The most common is to receive a text message or phone call with a code needed to log in to your email account. Complete the verification process, and 2FA will be enabled for your Gmail account.
Generate an App Password
The next step is to generate an App Password.
Return to the ‘Security’ tab of your Gmail account settings, and go back to the ‘Signing in to Google’ section. This time, click on ‘App passwords.’
On the App passwords page, click the dropdown for ‘Select app’, and choose the ‘Other’ option.
Enter a name that makes sense to you for your connection to the system. For example, you could simply name the App password ‘Internal’. Once you’ve added a name, click the Generate button.
You will receive a popup that contains the password.
Important
This password will only be shown once. After it’s been generated, you cannot return to the password and view it again. Make sure to copy the password when it appears in the popup and use it immediately so it does not get lost. If needed, you can delete the app password and generate a new one.
Copy your app password, and go to the My Preferences page. Click on the Email Configuration tab.
Enter your Gmail email address in the Username field, and paste the app password you just generated into the Password field. Complete the other Host, Port, and Connection information, and click Save Changes.
Note
Here is a link to Gmail’s standard IMAP and SMTP settings. Your company may have different settings. If the standard settings do not work, please check with the system administrator of your Email Provider.
You should receive a success message, with new options appearing to use the connected email for the direct email popup, and to pull in sent emails as activities.
If you receive a failure message, please make sure your password and email are correct. Then double check your IMAP/SMTP settings are correct and you are allowed to connect to your server. If problems persist, please contact our support team.
Once connected, you’ll see a few options that you can enable depending on which features you want to use.
Use SMTP for the direct email popup: You can send an email from the system interface that will show up in your Inbox sent folder and appear to be sent from your inbox.
Pull in sent email as activities (IMAP): The system will record all your sent emails from your Inbox into the system as an activity. Activities will only record to a contact if the email matches and you own the contact.
If pulling in sent emails as activities, you will also be required to choose which folders to create activities from. If you want to use your ‘Sent’ Gmail folder, for example, then simply choose your ‘Sent’ folder in the dropdown.
For both Gmail and Outlook, there is an option to choose your Inbox as a folder to use to create activities in the system. If you use your Inbox, then activities will be created when you receive emails, as long as the sender’s email address is a contact you have access to in the system. If you also have an outgoing folder selected to use, then both your incoming mail and sent mail will be recorded as activities. It’s important to note that if you configure your folders this way, if you have an email thread where you are replying back and forth with a contact, each reply from you or from the contact will be created as an individual activity.
Updated 8/31/2022
The Google Integration tab allows you to connect to a Google account to sync your calendar and tasks to interact with the system.
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The Office 365 Integration tab allows you to connect your Office 365 calendar. You can download a plugin file and install it to interact with the system from within Outlook.
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Important
You cannot connect to both a Google and Office 365 account.
Updated 7/8/2024