Most of the important system settings are changed from the Preferences window. This window lets you select and modify each of the different settings separately, for simplicity.

Since these settings are used by everyone system-wide, every user’s preferences are updated when these changes are saved. To prevent record-locking, it’s best -- but not required -- that no one uses Clients & Profits while you’re changing your system preferences.

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🔹To see & change the setup & security settings, choose Preferences > General then click on the Setup + Security tab.

✳️ How graphic files are handled by Clients & Profits. Any 300-dpi PNG graphic file can be pasted onto estimates, invoices, POs, and IOs. The logo can contain up to 256 colors, as well as scanned text. Clients & Profits can't handle EPS, JPEG, or other proprietary formats. Since the logo field does not support Postscript, any small type in your logo may not print well. The overall dimensions of each logo is 795 pixels wide by 300 pixels high. Any type or graphic must fit within these dimensions, otherwise the graphic will automatically be scaled to fit the logo area. Your logo will appear in full-color when printed on a color inkjet or laser printer.

Graphics pasted into Clients & Profits are now automatically shared, so the preference to share pictures between Macs & PCs is no longer needed. In order for your logo to appear and print in the highest resolution possible it should be saved in PNG format before being pasted into any preference area. The dimensions of the logo need to be exactly 795 pixels wide by 300 pixels high. Otherwise, the graphic will be automatically scaled by Clients & Profits to fit these dimensions.

⚠️ Graphics pasted into Clients & Profits are shared with all users. In order for your logo to appear and print in the highest resolution possible it should be saved in PNG format before being pasted into any preference area. The dimensions of the logo need to be exactly 795 pixels wide by 300 pixels high. Otherwise, the graphic will be automatically scaled by Clients & Profits to fit these dimensions.

Listen to a podcast about how to get the most out of Clients & Profits's most useful project management features (5:06 mins)

📎 Preparing your logo for Clients & Profits These step-by-step instructions apply to both the Mac and Windows versions of Photoshop and Clients & Profits. While these instructions refer to Photoshop, nearly any graphics program will work in the same way. Modify the logo so that it has an image size of 795 pixels wide by 300 pixels high. If your logo's width or height does not meet either of these dimensions, choose Image > Canvas Size to add the necessary white space required to bring the graphic to the required size.

✳️ How to configure Clients & Profits for automatic emailsIt works with industry-standard SMTP-based mail servers to automatically send e-mail from Clients & Profits to staff members. C&P e-mail is sent automatically (such as when a job is opened or its status codes changes) or based on scheduled entries added by users.

Two things make C&P e-mail work: a SMTP server and e-mail addresses for each staff member. To start sending automatic e-mail, you’ll first need to enter the name of your SMTP server into Clients & Profits . Check with your system administrator for the correct SMTP server address for your mail server. Examples of SMTP server addresses might be "smtp.domain.com", "smtp.mail.domain.com", "mail.domain.com", or "192.168.100.1"

Your mail server must be a standard SMTP-based mail server, and not a proprietary server like ccMail, QuickMail, etc. (unless you’re using a newer version that speaks SMTP). The mail server must be available full-time because Clients & Profits sends mail throughout the day.

Every staffer must have an e-mail address (e.g., john@agency.com). For security reasons, C&P e-mail is generally sent only to staff members and not to people outside the shop. This prevents confidential information from being to sent to clients, vendors, and possibly competitors. However, "cc’s" (i.e., carbon copies) and "bcc’s" (i.e., blind carbon copies) have no such limitation. This means users who manually send e-mail from Clients & Profits can potentially send it to anyone. All email sent from C&P are sent with a "normal" priority.

TO START SENDING EMAILS FROM C&P

1️⃣ From the Setup + Security tab, choose an SSL/Mail type from the popup menu, then enter the STMP server's IP address and its port.

2️⃣ Click on the send emails from Clients & Profits checkbox.

The mail server is checked every time someone starts Clients & Profits . If for some reason the mail server doesn’t respond, C&P mail is disabled. It will need to be enabled with these steps once the mail server is available.

3️⃣ Click on the every morning options, if needed.

4️⃣ Click on the send emails from Clients & Profits checkbox, then click Save.

📌 Click on the send test message link to send yourself a C&P email.

TO STOP C&P FROM SENDING EMAILS

1️⃣ Uncheck the send emails from Clients & Profits checkbox.

When you close the window and your changes will be saved automatically. This setting takes effect when each user logs back into Clients & Profits.

TIPS

📌 The date format is customizable. You can change the date to 10/1/12, 10-1-12, 10.1.12 or international dates 12/10/1, 12-10-1, 12.10.1).

📌 The find time by staff or by number option will set your default for when you are using the find feature in time sheets.

📌 The check spelling when saved option will turn on the spell checker for every user. When the save button is selected, the window text will be spell checked. (This option can be disabled for an individual user in their general access privileges.)

📌 The default paper size can now be set to either US Letter, or A4.

FAQs

💬 Can I delete a task from the Add/Edit window? No. To delete a task, close this windowFrom the Task Table window, click on a task then click the Delete toolbar button. A task can be deleted from the Task Table as long as it isn’t used on any job.

💬 Can I change the staff member's initials? Yes, the Re-number utility will change all of a staff member's time entries, job tasks, etc. automatically. If the staff member also has a vendor account (which is used for expense report reimbursements) it will be renumbered as well.