SMTP Email Authentication Guide

March 15, 2024


In the digital age, ensuring that your emails consistently reach your clients’ inboxes is vital. That’s why we’re providing this guide—our system offers options to help you achieve the highest level of deliverability. While our standard Email Server Authentication using SPF and DKIM is effective for many, integrating SMTP settings offers another path to enhance the reliability and trustworthiness of your email communications. This guide serves as an alterative to our SPF and DKIM authentication methods, providing you with the flexibility to choose the best solution for your unique email needs.

SMTP Authentication

Why Use SMTP?

Simple Mail Transfer Protocol (SMTP) is an industry standard for sending emails. Unlike default mailing methods, using SMTP authentication can significantly improve your email deliverability. It does this by allowing you to send emails through your own SMTP server, which is already authorized to send your domain’s emails. This not only helps deliverability but also keeps emails out of the spam folder.

Setting up SMTP Authentication

Setting up SMTP authentication involves specifying an SMTP server, port number, and the credentials for the email account from which you’re sending emails. This ensures that your emails are sent securely and are seen as legitimate by email providers.

Step-by-Step Instructions

  1. Access SMTP Settings: Log into your ClientTether Account and navigate to Settings > Email SMTP settings area shown in the images above.
  2. Predefined Settings: Select a predefined setting if you’re using a common email provider such as Gmail, iCloud, or Outlook. If you have a custom provider or specific SMTP server you wish to use, select “Custom.” If you select Outlook or Gmail, the system will prefill the rest of the information, so all that remains is for you to login to those services. Otherwise…
  3. Enter Your SMTP Details:
    • SMTP Host: Enter the address of your SMTP server.
    • SMTP Port: Enter the port number for SMTP (commonly 587 for TLS or 465 for SSL).
    • Email: Enter the email address you’re using to send emails.
    • Password: Enter the password for your email account.
    Note: Your SMTP server details will typically be provided by your email service provider or IT department.
  4. IMAP Settings (if applicable):
    • IMAP Host: Enter the address of your IMAP server (if different from SMTP).
    • IMAP Port: Enter the port number for IMAP (commonly 993).
    Note: IMAP settings are only necessary if you also want to receive emails within our system.
  5. Save and Test: After entering your details, click “Save Settings” and then “Test SMTP Send” to ensure everything is set up correctly.

Testing and Verification

Once you’ve saved your SMTP settings, it’s important to verify that emails can be sent and received (if IMAP is set up) correctly. Use the “Test SMTP Send” feature to send a test email to yourself. If it arrives successfully, your SMTP setup is good to go!


If you encounter any issues with sending the test email:

  • Double-check your SMTP and IMAP settings for any typos.
  • Ensure that the email and password are correct and correspond with the SMTP server.
  • For Gmail or Outlook make sure you have logged into the correct account.
  • Verify that your email provider allows SMTP 3rd party access and that you’ve used the correct server and port.


With SMTP authentication in place, you’re set to achieve reliable email deliverability. This guide complements our SPF and DKIM authentication methods, providing you with comprehensive options to ensure your emails consistently reach their intended targets.

For any additional support or questions, please reach out to your email server provider to verify settings. We are committed to your success and to providing the best tools and support to achieve it.

Proposal v2 – Jobs

March 14, 2024


The Jobs feature is a dynamic addition for Users who have enabled the Proposal V2 feature on our platform. This tool provides an informative overview of active contacts with proposals to facilitate job management tasks. Below you will find more details on how to utilize the various functionalities of the Jobs feature to streamline your workflow.

Accessing Jobs

The Jobs feature is located on the main menu of the user interface for those who have the Proposal v2 feature activated. It presents a list of all active contacts with at least one associated proposal.

Utilizing Page Features

Customizing Your View with the Settings Gear

  • Click on the Settings Gear icon at the top of the Jobs page.
  • From the dialog box, select or deselect the columns you wish to display on your Jobs dashboard. Choices include Quote #, Contact Name, Address, and more.

Applying Filters

The Jobs feature provides filters to help you manage and view your proposals efficiently:

  • Sales Cycle Status Filter: Use the toggles at the top to filter proposals by their sales cycle status: Quoted, Closed, or Completed.
  • Additional Filters: Utilize additional filter options to show only proposals that are Unscheduled or Unpaid by checking the corresponding boxes.

Sorting Proposals

  • You can sort the information in most columns by clicking on the column title, which allows for ascending or descending order views.

Managing Proposal Lists over Ten with Pagination

  • The pagination feature at the top left of the list allows you to navigate through your proposals efficiently. Lists longer than ten proposals will be divided across multiple pages.


  • Unpaid is any proposal with a Balance Due > $0
  • Red Balance Due is an Opportunity that is marked as CMPL and a Proposal with a Balance Due

Work Orders Drilldown

Accessing Work Orders

  • If Work Orders are being utilized, you can access them directly from the Jobs dashboard. Click on the associated icon in the “+” icon on the left to open the relevant Work Order Info.

Viewing Work Order Status

  • Upon accessing the Work Orders, you will be presented with a list of all work orders assigned to that contact, including each order’s status. This enables quick status assessments and management of multiple work orders.


Accessing Calendar View

Click the Calendar icon in the top left. Then choose the type of User you want to see on the calendar.

  • Estimators, Field Managers and Subcontractors are three types of users to select form.
  • Proposal Start and End date are assigned to Estimators and Field Managers
  • Work Order Start and End Dates are assigned to Subcontractors


The Jobs feature in Proposal V2 is designed to centralize your project management tasks, improve visibility over your sales cycle, and enhance overall operational efficiency. For further assistance or clarification on how to leverage the Jobs feature to its full potential, please reach out to our customer support team.

Proposals Design and Layout

March 14, 2024


This support document guides you through the process of using the layout and design controls for creating customized Proposal Long Quotes. These controls allow you to tailor the content and appearance of your quotes to match your brand and address your clients’ needs effectively.

Design Control: CSS Properties Interface

Accessing the CSS Properties

  • Go to your Settings > Proposal > Tax/Display
  • From here, click on Edit Visual CSS Control.

Modifying Design Elements

On this page you can do the following:

  • Upload an image for the Proposal Header.
  • Font: Select your preferred font from the dropdown menu.
  • Update the Proposal elements one Section at a time.
    • Select Colors and Font Weight to Style the section in your quote.
    • Each change will be visible immediately.

Previewing Your Changes

As you adjust design settings, you can preview changes in real-time on the right-hand side of the screen. This immediate feedback ensures your quote looks exactly as intended before saving.

Saving and Publishing

Once you are satisfied with the design:

  • Click on Save & Publish.
  • Your custom settings will be applied to the entire Long Quote.

Layout Control:

Accessing Selective Page Display

To begin customizing the layout of your Long Quote:

  • Go to your Settings > Proposal > Tax/Display
  • Near to bottom of the page find Long Quote Default Settings.

Customizing Your Quote Pages Default Display

Setting the Default Display options will affect new proposals only. These default settings are applied to new Proposals. Each proposal has similar feature on the Overview tab for individual control.

  • Cover Page: Include a front page for a professional first impression.
  • About Me: Share information about yourself or your company.
  • Summary: Provide a brief overview of the proposal contents.
  • Bid Types: Select to display various bid options.
    • Bid Type Flow: The Long Quote starts each Bid Type on a new page. While the Short Quotes starts multiple Bid Types, one right after the other with no page breaks.
  • Ts & Cs: Include your terms and conditions.
  • Signature: Allow space for signatures.

Check the boxes next to each section to include them in your quote. Making these selections allows you to show the Long Quote the same as the Short Quote.


With these new controls, you can create a Proposal Long Quote that not only delivers your message effectively but also embodies the visual identity of your brand. For any additional questions or support, please contact our customer service team.

Email Server Authentication Guide

March 8, 2024


This guide provides step-by-step instructions on how to authenticate your email server using SPF (Sender Policy Framework) and DKIM (DomainKeys Identified Mail). These authentication methods are crucial for improving email deliverability and protecting your domain from spoofing and phishing attacks. This guide is an alternative to our SMTP Email Authentication Guide to ensure that our customer have the best option to serve their unique needs

Who Should Use this Guide

If you are using ClientTether’s mg3 server to send email on your behalf, this guide is for you. However, this is highly technical in nature and you might need to contact your email support team to have them complete these authentication instructions, especially when combining with other previously implemented authentications.

Preparing for Setup

First, before adding SPF and DKIM records, check if any existing records are set up for your domain. You can use online tools like MXToolBox to check your current SPF and DKIM records.
Second, gaining access to your domain’s DNS management interface is required, typically available in your domain hosting service’s dashboard. If you do not have access to your domain’s DNS management, contact your email support team.

Adding an SPF Record

What is SPF?

SPF allows email servers to verify that incoming mail from a domain was sent from an email server authorized to do so by you. It’s a way to prevent email spoofing.

Format of an SPF Record

An SPF record is added as a TXT record in your DNS settings. For using our email service, the format will look like this:

v=spf1 ~all

If you have an existing SPF record, just add to it instead of creating a new SPF record. Ensure not to exceed ten DNS lookups in your SPF record ~all

Step-by-Step Instructions

  1. Log into your domain hosting service.
  2. Navigate to the DNS management page.
  3. Look for an option to add a new TXT record.
  4. In the TXT record, enter @ in the Host field (if applicable) and the following value:
    v=spf1 ~all
  5. Save your changes.

Adding a DKIM Record

What is DKIM?

DKIM adds a digital signature to email messages. This signature allows the recipient to verify that the email was not altered after it was sent and confirms the sender’s domain.

Obtaining Your DKIM Key

For our email service, the DKIM key is already provided below. You need to add it to your DNS as a separate TXT record.

Step-by-Step Instructions

  1. Log into your domain hosting service.
  2. Go to the DNS management section.
  3. Choose to add a new TXT record.
  4. For the Host, enter:
  5. And for the Value, enter the following:
    k=rsa; p=MIIBIjANBgkqhkiG9w0BAQEFAAOCAQ8AMIIBCgKCAQEAlgB1xR40xdzrPaAsYUzes27TgeTrAgTXdjngNAcGgzziBuBNIxeyEZbV36dOgurgvYFytszBnWDdWgDzGkYihjkEGAOeg7E48WhYSADWVirl+59EAxb/Llu+GGPlOu2zvIFl8rUCbOUKYVeqfV4FxOsrDV9jGAXztypwR5wZ6+C+FoL4VJUmplPL648tJ2viW8NcFTdh4VLyv34xaHrWrwvHrLGa1AHBDt0q9FTUrqTfk7ohM++rpS0MiuZopHyf/W4AEmzC/ZzueuJVXwzTwriSGsabt4i5LMIYZEgT5lvCblB7FBb8vtm2A3XMCyZRT6CxGKUSyI+QDNKlsF4aFQIDAQAB
  6. Save your changes.

Testing and Verification

After adding SPF and DKIM records and giving those records time to propagate, use online tools to verify your setup:

  • MXToolBox: Can be used to verify both SPF and DKIM records.
  • Google Admin Toolbox: Another useful resource for checking your domain’s authentication settings.

If you encounter any issues, ensure the records are correctly entered and propagated, which can take up to 48 hours.


Q: How long does it take for the records to propagate?
A: DNS propagation can take up to 48 hours, but it can be quicker depending on your DNS host.

Q: What if I already have an SPF record?
A: If you have an existing SPF record, add to it instead of creating a new SPF record. Ensure not to exceed ten DNS lookups in your SPF record.

Additional Support

Here is a video link that gives examples on how to do the steps listed above.  These examples are from a GoDaddy DNS management perspective.  Your particular DNS provider will be slightly different.

If you need further assistance, you must contact your own email support team and provide them with this document. ClientTether Support can not implement nor validate your implementation.

Remember there is an alternative option in or SMTP Authentication Guide.

Triggers with Conditions

January 13, 2024

Release Notes Jan 2024

January 4, 2024
  1. Bulk Change to a Sales Cycle now updates Milestones
  2. Action Plan Step – Change Contact Type
    1. also requires Sales Cycle Setting
    2. can’t be blank
  3. Contact Profile – Quarantine Email now shows a reason
  4. Duplicate lead Accepted now launches Action Plan
  5. Duplicate leads created from simple lead form has been stopped
  6. Improvements to Username or Password Reset
  7. SMTP Settings UX improvement
  8. Searchable list of Accounts (in more places)
  9. Searchable list of attachments
  10. Contact List Search improvements
  11. Calendars – 2 way sync with new External Calendar Sync
  12. Franchise Estimate Count Report
    1. Emailed properly
    2. Links to raw data
  13. User Settings
    1. password changed immediately effects access
    2. archived user immediately effects access
    3. Archived User removed from New Lead Email
  14. Lead Routing – Duplicate Check for Multi-level Accounts to Subaccounts by Round Robin
  15. Notifications –
    1. Archive search to include contact name
    2. View Assigned User in right side panel
  16. Proposal
    1. Bid Type Multiplier
    2. Clear Signature now generates a History Note
    3. Show more of the Field Header for longer fields
    4. Block Editor – Cover Page, About Me, Terms and Conditions – Limited Release
  17. Thumbtack Integration to accept Appointments
  18. Templates for Notes / Log-a-Call
  19. Contact Profile
    1. Quarantine Email – now shows a reason
    2. Opportunity Count shows above the field

Reload Attachments

December 12, 2023

Here are instructions on how to reattach files to your ClientTether account

Setup your SMTP in ClientTether

November 9, 2023

5 Options for SMTP settings


Here is a visual walkthrough on How to setup you Custom SMTP setting in ClientTether. These are the same instructions for MS Exchange SMTP.

AI Bot Prompt Engineering: Mastering the 5 Key Components for Engaging User Experiences and Enhanced Results

November 7, 2023

Hey there, fellow tech enthusiasts! This blog will be a deep dive into the fascinating world of AI bot prompts. Have you ever wondered what makes some AI interactions feel like a friendly chat with a knowledgeable buddy while others leave you scratching your head in frustration? Well, today, we’re unlocking the secrets to crafting powerful AI bot prompts that keep users engaged, informed, and coming back for more. Buckle up as we explore the six essential components that make all the difference in the world of AI prompt engineering.

Component 1: Task

First up, we have the task. Think of this as the North Star guiding the AI bot’s actions. Imagine asking a bot to about exercises, and it starts giving you tips for scuba diving in the Maldives. While that may be an enjoyable activity it most likely will not helpful at all! By defining the task clearly, with clear action verbs, the AI bot can swiftly provide the information you’re seeking without any unnecessary detours. A task example might be: “generate a 30 day body resistance exercise program”. Consider the Task component of prompt engineering required.

Component 2: Context

Next in line is context. Picture this: you’re chatting with an AI bot about the latest technology gadgets, and suddenly, it starts blabbering about gadgets of medieval warfare. Not cool, right? Context is like the GPS of the AI world. It will guide the conversation in the right direction. What ever the bot is asked to do as a task, context keeps things relevant and on point. For example, given the task to generate a 30 day body resistance exercise program, will widely vary based on the context of male or female, old or young, slim or heavy, active or sedentary, 10 mins or 1 hr a day, lose weight or gain muscle. Considered Context as a very important component to constrain the endless possibilities and get quality results.

Component 3: Examples

When talking about examples, we are referring to examples of output. Just like a wise mentor drawing from personal experiences, examples help AI bots understand what output works and what doesn’t. Learning from examples enables AI bots to tailor their responses based on proven success stories, making interactions more informative and engaging. Examples can be written out Question and Answer examples or it can be described as a 5 paragraph essay. Another example might be “I accomplished X by the measure of Y that resulted in Z.” If you have forgotten the many essay structures or answer structures that you once learned in High School or College, ask a bot. 😉 One more way of providing examples of desired output by be to prompt, “output in table format with headers L, M, N, O and P”. This component may not be required for every prompt but it will improve results.

Component 4: Persona

Up next is the persona. Imagine having instant access to any expert you might need. In our exercise example above we might prompt, “As an expert Physical Therapist for high end athletes…” If you were generating marketing emails you might want access to an expert Marketer that is great at storytelling. Being assigned a persona allows the AI bot to adapt its communication style and expected knowledge base to match the desired output preferences and language/jargon proficiency. Whether it’s a playful tone for a children’s educational bot or a professional tone for a business advisory bot, aligning with the bot’s persona creates a more personalized and enjoyable experience. The fasted way to include persona is to mention a famous person that is a well known author, actor or character from the movies. This component is not required for every prompt but it will improve results.

Component 5: Tone

Last but not least, we have the tone. Imagine having a chat with an AI bot that sounds like a grumpy old grandpa – not exactly the most pleasant experience, right? Tone sets the mood for the entire conversation. Maintaining a friendly and approachable tone, like a supportive friend cheering you on, creates a welcoming atmosphere for users to engage with the AI bot more comfortably. A positive tone encourages users to explore further and fosters a sense of trust in the AI bot’s guidance. This is different than persona. Consider an actor in a movie. In various scenes they will convey their message with different tones. Again, this component is not required for every prompt but it will improve results.

Recap and Encouragement

And there you have it, folks! The 5 key components to crafting powerful AI bot prompts that leave a lasting impact. By mastering defining the task, provide enough context, training by examples, providing a persona, and projecting the right tone, you can create AI bot interactions that users will love and keep coming back for more. So go ahead, dive into the world of AI prompt engineering, and let your creativity soar!

Custom Lead Forms

November 1, 2023


Custom Lead Forms are built on our Hosted Pages platform that allows you to present the same tool to both known-contacts and non-contacts. Please see Hosted pages for more information.


  1. Open Settings
  2. Click on Hosted Pages Tab
  3. Click on Add New
  4. Fill in the Hosted Pages information
  5. Select some options that will apply to your custom form
    • Lead Source
    • Action Plan
    • Success URL
    • Error URL
    • Base Color
    • Highlight Color
    • Personally Identifiable Information (PII) visibility
  6. Design your custom form using the options provided (More on each of these below.)
    • Field
    • Header
    • Notes
    • Horizontal Line
    • Page Separator